All Councillors are hereby summoned to attend the Annual Meeting of Wickwar Parish Council to be held
at: 7.00pm
on: Wednesday 5th May 2021
on: ZOOM.
Please follow this link to join the meeting:
https://us02web.zoom.us/j/89742219469?pwd=U2szVVJoT0I3dE5wTTI0RkJxSHVQdz09
Meeting ID: 897 4221 9469 Passcode: 987299
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Meeting ID: 897 4221 9469
Passcode: 987299
Find your local number: https://us02web.zoom.us/u/khGe3qX4g
On-line Meeting Etiquette for Members of the Public – All members of the public wishing to join the meeting should join and remain on ‘mute’. Please could members of the public submit any questions or comments that they wish to address to the Council during Public time, to the Clerk at least 24 hours before the start of the meeting (by email or text). During Public time members of the public should raise their hands/identify themselves, at which point they will be invited by the Chairman to speak. For more information, please read the Protocol for Remote Meetings attached to this agenda.
Public time (Duration 20 minutes maximum)
1. To ELECT the Chairman of the Parish Council.
2. To ELECT the Vice Chairman of the Parish Council
3. To RECEIVE the Declaration of Acceptance of Office forms from the newly elected Chairman and Vice Chairman
4. To RECEIVE apologies for absence
5. To NOTE and RECORD Declarations of Interests relevant to this meeting
Members are reminded to declare any interest on any item on this Agenda at this point or at any point during the meeting in accordance with Wickwar Parish Council’s Code of Conduct.
6. To AGREE whether the minutes from the ordinary meeting on 7th April 2021 and the extra ordinary meeting on 22nd April 2021 should be signed as an accurate record of the meeting (circulated)
7. To determine which items, if any, of the Agenda should be taken with the public excluded.
8. To CO-OPT to the vacancy of Councillor (Declaration of Acceptance of Office to be signed at the next meeting)
9. To CONSIDER and AGREE arrangements for holding meetings after 6th May 2021 (see options outlined in the Agenda Report)
10.To APPROVE the proposed Scheme of Delegation to the Clerk after 6th May 2021 (see Scheme of Delegation set out in the Agenda Report)
11. To REVIEW and ADOPT terms of reference for Council committees and working groups (Staff Committee and Section 106 and CIL Working Group – see Agenda Report)
12.To REVIEW and AGREE membership of Council committees and working groups and next meeting dates (Staff Committee and Section 106 and CIL Working Group – See Agenda Report)
13.To REVIEW and ADOPT Standing Orders and Financial Regulations. (See Agenda Report)
14.To REVIEW and APPROVE arrangements with, and contributions to other local authorities, not-for-profit bodies and businesses (See Agenda Report)
15.To REVIEW and AGREE Parish Council representation on external bodies and arrangements for reporting back (See Agenda Report)
16. To REVIEW and APPROVE the updated Asset Register for 2021/22 (See Agenda Report)
17. To CONFIRM arrangements for insurance cover in respect of all insurable risks (See Agenda Report)
18.To REVIEW the Council’s and/or staff subscriptions to other bodies (See Agenda Report)
19.To REVIEW and ADOPT the Council’s Complaints Procedure (See Agenda Report)
20.To REVIEW and ADOPT the updated Reserves Policy (See Agenda Report)
21.To REVIEW and ADOPT the Council’s policies, procedures and practices as listed (See Agenda Report )
22. To REVIEW and ADOPT the Council’s employment policies and procedures as listed (See Agenda Report LINK)
23.To REVIEW the Council’s expenditure incurred under s.137 of the Local Government Act 1972 for the financial year 2021/22 and to NOTE the s. 137 limit for 2021/22 (See Agenda Report)
24.To REVIEW the Council’s expenditure of CIL (Community Infrastructure Levy) for the financial year 2021/22 and note the amount of unspent CIL (See Agenda Report)
25. To REVIEW and APPROVE Direct debits and standing orders for the financial year 2021/22 (See Agenda Report)
26.To AGREE the time and place of ordinary meetings of the Council up to and including the next annual meeting of the Council.
Planning
27.Planning – For the Council to NOTE the following planning decisions
27.1 P21/00623/LB 7 High Street Wickwar South Gloucestershire GL12 8NE: Replace 9 no. rear windows with double glazed units made from accoya wood and associated works. Approve with Conditions.
27.2 P21/00509/F Ladyswood Mapleridge Lane Yate South Gloucestershire BS37 6PW: Demolition and replacement of detached outbuilding to provide storage. Approve with Conditions.
27.3 P21/00142/F 20 The Buthay Wickwar South Gloucestershire GL12 8NW: Erection of single storey front extension to form additional living accommodation. Approve with Conditions.
28.Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting.
28.1 P21/02551/F: The Gables 60 High Street Wickwar South Gloucestershire GL12 8NP: Erection of rear single storey open sided wooden veranda.
Items for decision
29.Items for CONSIDERATION and DECISION
29.1 To CONSIDER and APPROVE the Council’s response to the following South Gloucestershire Council consultations on the Wickwar Traffic Management Scheme (See Agenda Report for response to first consultation)
29.2 To CONSIDER and take a DECISION on whether to request inclusion in South Gloucestershire Council’s Community Governance Review and what to request (See Agenda Report)
29.3 To CONSIDER and take a DECISION on requests for information and support from the Wickwar Residents Action Group (See Agenda Report)
29.4 To CONSIDER and take a DECISION on quotations for replacement of the climbing net on the metal multiplay unit at King George V Playing Field. (Tabled at the meeting)
29.5 To CONSIDER and take a DECISION on quotations for the Council’s insurance renewal due 1st June 2021. (Tabled at the meeting)
29.6 To CONSIDER and take a DECISION on whether and how the Council can participate in No Mow May (See Agenda Report)
Items for information only
30.To NOTE the playground inspection for April 2021 (circulated)
31.To NOTE the cemetery inspections for February -April 2021 carried out by Cllr Carroll (circulated)
32. To NOTE progress with repositioning the northern pedestrian gate on the Tyndale Reach Multi User Path to facilitate use by horseriders (Verbal)
33. To NOTE the response from South Gloucestershire Council re the request for a pedestrian crossing to connect the Sodbury Road Multi User Path to Frith Lane (Verbal)
34. To RECEIVE the register of correspondence received (list available at the meeting)
Reports
35. To RECEIVE a report from the Ward Councillor
36. To RECEIVE an update on progress with the Wickwar Parish Council Action Plan 2020-25 (circulated)
37. To RECEIVE a verbal report on the South Gloucestershire Town and Parish Council Forum meeting – 27/04/2021
38. To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:
38.1 King George V Playing Fields
38.2 Wickwar Youth Club
38.3 Wickwar Community Centre
38.4 Wickwar Town Hall
38.5 Wickwar Cemetery
Requests for financial assistance
39. To CONSIDER and take a DECISION on a grant application from Above and Beyond – charity fundraising for Bristol hospitals – £310 – £500 (circulated)
40. To CONSIDER the outstanding element of the expression of interest for Community Infrastructure Levy funding from Wickwar Environmental Action Group, and advice provided by ALCA. – £500 (See Agenda Report)
Burial matters
41. To NOTE approval of additional inscription IRO Pollard plot 313.
Finance
42. To NOTE the monthly bank reconciliation for March 2021 and bank balances. Chairman to sign as a true record (circulated)
43. To APPROVE accounts for payment and NOTE additional payments made in line with Financial Regulations (These are listed in the attached payment schedule).
44. To APPROVE an increase from £200 per year to £312 homeworking allowance for eligible employees from 1st April 2020 (as per HMRC guidelines).
45. To APPROVE the payment of the £2060 CIL grant to Wickwar Environmental Action Group agreed on 22nd April (5.04.21EM) in the following proportions– sleepers from Country Style Supplies £1,617.06 (+ £323.42 VAT to be reclaimed), grant to WEAG £442.94
46. To NOTE the budget monitoring report to 31st March 2021, prepared by the Clerk. Chairman to sign as a true record (circulated)
47. To Note the 2020/21 Annual Audit Statement from the Public Works Loan Board – amount outstanding £16,000 (circulated)
48. To NOTE CIL expected in 2021/22 (See Agenda report)
49. To APPROVE the creation of new earmarked reserves listed (amounts and purposes) from underspend during the financial year 2020/21 (See Agenda report)
50. Items for the next agenda.
To RECEIVE an update on progress with identifying suppliers to quote for a ground water risk assessment as specified in the CDS Group report on Park Field as a suitable site for cemetery expansion.
To RECEIVE an update on progress identifying responsibility for the cedar tree adjacent to open cemetery which requires further inspection work. (As per Tree Condition Report conducted Nov 2020)
To RECEIVE an update on progress with obtaining Listed Building Consent to mount two Nature & Remembrance Trail maps on the Town Hall.
To REVIEW the results of the consultation questionnaire carried out in December 2020 and take a DECISION on proposed actions.
PAPERS
Draft Minutes – Wickwar Parish Council
Item 39 Above & Beyond grant application