Wickwar Parish Council
Meeting of the Parish Council – Minutes
A meeting of the above Council was held on Wednesday 7th June 2023, at the Town Hall commencing at 7.00pm.
Attended:
Councillor S Isaac (Chairman)
Councillor G Fielding
Councillor A Carroll
Councillor R Houghton
Apologies:
Councillor J Jones
Councillor A Parris
Clerk:
Sarah Quick, Parish Clerk
Public time
A parishioner attended to update the Ward Councillors with his efforts to curb the large numbers of overweight lorries that travel through the weight restriction when they shouldn’t. Councillors expressed their thanks to the individual for the work that he does and Ward Cllr Romaine agreed that she can be copied in to emails sent in order to add weight to them. Ward Cllr Rush has reported 20 instances to the traffic commissioner in the last 12 months.
Another parishioner pointed out that the Town Hall clock chimes are an hour slow. The clock winder is currently away on leave, but this will be rectified upon her return.
Philip Revill updated the Parish Council that following a lack of volunteers to continue the village’s Neighbourhood Watch scheme will soon fold. Philip is retiring and despite a campaign to attract new volunteers no one has come forward. The Parish Council expressed their thanks for all the hard work that Philip has been put into the scheme over many years.
A representative from WPFA also attended to update the Council that work continues to create a pump track on the WPFA field. Funding is to come from the s106 monies that South Glos have available for sports facilities following the new housing developments in the village although there will need to be a compromise with the Parish Council also applying for monies to fund the Pavilion refurbishment project.
There was a discussion about the appalling state of the roads around the village, in particular the high street and the Wickwar Road from the Mapleridge junction towards Wickwar. Ward Cllr Romaine campaigned on this issue and is currently in discussions with the highways department at South Glos and will update the Council on her progress. The clerk will also write to Mark King at Streetcare.
Wickwar’s new “Village Agent” Paul Jones attended to introduce himself and give out his contact details. The Village Agent scheme has been designed to connect people in need with local services that can help them, with a particular emphasis on helping people to live independently. Services could include community meals, the South Glos Handyvan service amongst others.
AGENDA ITEMS
1.6.23 To RECEIVE apologies for absence.
Cllrs Jones and Parris sent their apologies
2.6.23 To NOTE and RECORD Declarations of Interests relevant to this meeting.
None
3.6.23 To AGREE whether the minutes from the annual meeting of the Parish Council held on 10th of May 2023 should be signed as an accurate record of the meeting.
It was RESOLVED that the minutes of the meeting held on 10th May 2023 should be signed as an accurate record. The minutes were signed by the Chairman.
4.6.23 To RECEIVE the Clerk’s Report on matters arising from previous minutes/ not covered elsewhere on the agenda. (circulated)
Nothing for this meeting
5.6.23 To determine which items, if any, of the Agenda should be taken with the public excluded.
None required
PLANNING
6.6.23 Planning – For the Council to NOTE the following planning decisions & notices
The following planning decisions were noted:
6.1 P23/01342/TCA– Maple House Station Road Wickwar. Works to fell 4no Leylandii tress and crown reduce 8no Leylandii trees by 4.5 metres. Trees situated within the Wickwar Conservation Area. Decision: No objection
6.2 P23/00943/F and P23/00942/LB – Yate Court Farm Limekiln Road. Alterations to barn (Building F) to reduce depth, increase roof height and install solar panels to the roof; demolition of barn
(Building J); erection of replacement shed (Building K); and erection of greenhouse (Building L). Decision: Approve with conditions
6.3 P22/06982/F – Land at Little Birdbush Wickwar Road. Erection of 1 no. agricultural building with associated works. Decision: Approve with conditions
6.4 P23/01410/F – Land off The Downs Wickwar. Formation of new access and associated works. Decision: Withdrawn
6.5 P23/01423/TCA – Southfields 148C Inglestone Road Wickwar. Works to 1no. Goat Willow, 1no. Purple Plum, and 1no. Ash to cut back by 25% situated in the Wickwar Conservation Area. Decision: No objection
7.6.23 Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting
7.1 P23/01633/HH – Barbers Court Farm West End Wickwar. Erection of two storey rear extension to provide additonal living accommodation.
Resolved: No objection
7.2 P23/01603/RVC – Wickwar Quarry The Downs Wickwar.Variation of condition 1 attached to permission PT11/2203/MW to update the proposed timeframe in which works described cease and variation of condition 7 attached to PT11/2203/MW to increase daily HGV movement to and from the site.
Resolved: No objection however the quarry must ensure that the road surface is regularly cleaned to avoid it becoming slippery
7.3 P22/02019/F – Land between Gravel Hill Road and Brinsham Lane Yate. : Construction of Temporary Haul Road to link Southfields and Brinsham West Quarries with subsequent restoration (revised plans submitted).
Resolved: As per previous comments the Parish Council still objects to the proposals despite the amendments made
7.4 P23/01646/F – Land between Rag Lane And Eastfield Drive Yate. Installation of underground grid connection between Rag Lane Solar Farm and Chipping Sodbury Substation and associated works.
Resolved: No objection however trenches dug into the roads must be properly filled to avoid future subsidence issues
7.5 P23/01614/LB – 3 High Street Wickwar. Alterations of existing rooflights and installation of new
rooflight. Internal alterations to form new openings.
Resolved: No objection
7.6 P22/07114/F – Land at Varley Farm Talbots End Cromhall. Reconsultation on construction of a solar farm with associated works, equipment and infrastructure.
Resolved: As per the previous comments no objection however the fields in question must be reinstated to their original form following the expiration of the solar panels
Items for CONSIDERATON and DECISION
8.6.23. To AGREE repairs to the Town Hall noticeboards
The noticeboards are showing signs of wear due to the weather and are becoming difficult to open. It was agreed that the Clerk will speak with Tony Gardner regarding costs to repair.
9.6.23 To CONSIDER purchase of bulbs for the planter on the Sodbury Road opposite the youth club.
It was proposed, seconded and AGREED to set a budget of £40 to purchase bulbs for the planter. Cllr Carroll to work on this with assistance from Cllr Houghton.
10.6.23 To AGREE to display hanging baskets at the Town Hall
As per the budget it was proposed, seconded and AGREED to display hanging baskets at the Town Hall and for the Clerk to arrange their watering.
11.6.23 To CONSIDER a request from Wickwar Wanderers to use King George’s Field for their new skills group football training
Although the football season has officially finished Wickwar Wanderers are trying to encourage more young players into the club and has the chance to set up a Saturday morning training session for their skills group. Councillors remain supportive of the club and agreed to allow the training sessions to take place with use of the pavilion facilities.
12.6.23 To CONSIDER the findings from the recent ROSPA play equipment inspection
The Clerk has instructed GB Sports and Leisure to investigate the issued with the roundabout matting as it was only fitted last year. Cllr Isaac has a further list of minor items to attend to.
13.6.23 To DECIDE on arrangements for the church administrator to work at the Town Hall
The Council wish to be supportive of the adminstrator working at the Town Hall. It is difficult to estimate the increased utilities costs at this stage, particularly as the Council’s energy costs are due to change in October 2023, so this will be kept under review following a trial period of 3 months. The Clerk has contacted the Parish Council’s insurers who have no issue with the arrangement however the Church will need to ensure that they have their own insurance.
14.6.23 To CONSIDER purchasing a shield, cups and rosettes for the Wickwar Games and Produce Show
It was proposed, seconded and AGREED to provide Wickwar Entertainment Committee with a small grant of £250 in order to purchase a cup, shield and rosettes for use at the Wickwar Games and Produce Show.
ITEMS FOR INFORMATION ONLY
15.6.23 To RECEIVE the play equipment inspection for May (circulated)
The inspection was noted.
16.6.23 To RECEIVE the register of correspondence received
• Correspondence from a parishioner regarding motocross events in the village was noted. Councillors are aware that a license has been granted for these events with only one or two a year allowed.
• The consents manager from the Rag Lane Solar Farm has written to the Parish Council regarding the setting up of a community liaison group. Currently the Parish Council won’t be represented however request to be kept informed.
• A parishioner has complained about the lack of a postal collection after 9am in the village. The Clerk will contact Royal Mail.
• Alexis Woodward from LPW regarding South Gloucestershire Council’s youth provision for 2024. The Parish Council will respond that it will continue to support Wickwar Youth Club.
• The Clerk at Wotton Town Council wrote to several local parishes regarding the axing of the 84 and 85 bus service. As previously noted the Parish Council has written to Dan Norris the Metro Mayor regarding this. Currently the service has been extended for a further 3 months whilst alternatives are explored.
Requests for financial assistance
17.6.23 Wickwar Youth Centre re roof repairs
The Youth Club has reported that there is an issue with the roof in the extension above the refurbished toilets. Currently only one quotation has been received, for £5,000. The Youth Centre are advised to make a formal grant request to the next full Council meeting.
Burial Matters
18.6.23 To NOTE the burial of Ann Davies in plot 385 at Wickwar Cemetery
The burial was duly noted
Finance
19.6.23. To NOTE the monthly bank reconciliation for April 2023. Chairman to sign as a true record. (Circulated)
The monthly bank reconciliations for all accounts as of 30th April 2023 were NOTED and signed by the Chairman as a true record
20.6.23 To APPROVE accounts for payment and NOTE additional payments made between meetings in line with Financial Regulations
It was RESOLVED that the payments as listed in the following payment schedule should be made.
HMRC May PAYE 493.94
Staff salaries April salary 1628.41
Sarah Quick May expenses 50.54
Octopus Energy Town Hall May 28.74
Octopus Energy Pavilion May 14.02
PlusNet May broadband 21.60
South Gloucestershire Council Rates for KGV pavilion 51.00
NEST Clerk pension (employer and employee contribution) 116.87
Chappell & Dix Engagement fee for the pavilion project 12000.00
Active Electrical PAT testing at Town Hall and Pavilion 156.00
SLCC Annual membership 222.00
Gloucestershire Playing Fields Association Annual membership 50.00
21.6.23 To REVIEW and APPROVE the end of year accounts for 2022/23. (Circulated)
The end of year accounts for the financial year 2022/23 were duly noted
22.6.23 To CONSIDER and APPROVE the Annual Internal Audit Report and report from the Internal Auditor for 2022/23. (Circulated)
The contents of the internal auditor’s report were noted. The Council were disappointed to note that a “No” had been entered into box 2 of the AGAR. It should also be noted that the queried transaction to Meredith’s Ironmongers was for £160 not the £1609 mistakenly entered on the transactions report by the auditor.
23.6.23 To REVIEW and APPROVE the Annual Governance Statement for the year 2022/23 (Section 1). Chairman to sign. (Circulated)
The Annual Governance Statement was approved and duly signed by the Chairman
24.6.23 To REVIEW and APPROVE the Accounting Statement for 2022/23. (Section 2). Chairman and Clerk to sign. (Circulated)
The Accounting Statement was approved and duly signed by the Chairman and Clerk
25.6.23 To REVIEW and APPROVE supporting documentation to be supplied to the external auditor – (i) explanation of variances and (ii) explanation for NO responses. (Circulated)
The supporting documentation was viewed and duly noted
26.6.23 To NOTE the dates of the Notice of Public Rights. (Circulated)
The dates of the Notice of Public Rights were duly noted and the Clerk will post on the Town Hall noticeboard and on the website.
27.6.23 To COMPLETE internal controls
Due to the lack of time following attendance by several members of the public and both Ward Councillors this was postponed to next month’s meeting.
28.6.23 To NOTE the expected Community Infrastructure Levy monies to be received for the year 2023/24
The amount of CIL monies due from South Glos Council have been advised as £545.70.
Reports
29.6.23 To RECEIVE a report from the Ward Councillor.
Ward Councillors Rush and Romaine both attended the meeting. Cllr Rush reported that the Liberal Democrats and Labour now control South Gloucestershire Council following an agreement with Claire Young as leader of the Council. A new pot hole fixing machine has been ordered which should complete repairs in a much more efficient way and to a better standard. The 84/85 bus has also been given funding to continue although with a slightly reduced service. The aim is to restore the service as was before but there is further work to be done. In the meantime the West Link service will also operate and covers Wickwar.
30.6.23 To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
30.1.6.23 King George’s Field
Draft plans have been received for the pavilion refurbishment and extension. Initial thoughts are that more provision needs to be made for more than 1 match being played and also that whilst the bifold doors and glass sections look great the building may need to be more secure. The clerk will feed this back and also enquire about the heating and ventilation situation. The design will also be forwarded to the football club for their input.
The Clerk to instruct contractors to carry out a weed and seed of the football pitches during the summer break.
30.2.6.23 Wickwar Community Centre
Nothing to report at this meeting
30.3.6.23 Wickwar Town Hall
The start date for the downstairs refurbishment works has again been put back due to illness.
30.4.6.23 Wickwar Cemetery
The Environment Agency have quoted £400 plus VAT to carry out their review of the groundwater survey. As this is necessary for the cemetery extension it was proposed, seconded and AGREED to instruct this review.
In the meantime Park Field requires topping and the Clerk will arrange this.
30.5.6.23 Wickwar Youth Club
Nothing further to report at this meeting
Items for the next agenda
31.6.23 To NOTE any items for inclusion on the following meeting agenda.
Internal controls checks to be carried out at the July meeting
There being no further business the meeting was closed at 9.50pm.