AGENDA for meeting 7th April 2021 – Wickwar Parish Council

All Councillors are hereby summoned to attend a meeting of Wickwar Parish Council to be held
at: 7.00pm
on: Wednesday 7th April 2021
on: ZOOM.

Please follow this link to join the meeting:

https://us02web.zoom.us/j/84740978224?pwd=MTFJMjdSbmgzL211WGFyT3RHUkRPdz09

Meeting ID: 847 4097 8224 Passcode: 425592

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Meeting ID: 847 4097 8224
Passcode: 425592
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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.

Agenda-April-2021

Public time (Duration 20 minutes maximum)

A representative from South Gloucestershire Council’s Challenge Fund Flood Resilience Project will attend to discuss the works that will take place along the B4509 The Downs from 6^th April 2021.

1. To RECEIVE apologies for absence.

2. 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.

3. To AGREE whether the minutes of the last meeting should be signed as an accurate record of the meeting. (circulated)

4. To determine which items, if any, of the Agenda should be taken with the public excluded.

Planning

5. Planning – For the Council to NOTE the following planning decisions

5.1 P21/00496/PNA Land Off Wickwar Road Yate South Gloucestershire BS37 6PA: Prior notification of the intention to erect 1 no. agricultural building for the storage of fodder and tools. Refusal Prior Approval.

5.2 P20/24140/F 32 Inglestone Road Wickwar South Gloucestershire GL12 8NH: Erection of two storey side extension to form additional living accommodation. Approve with Conditions.

5.3 P21/00714/F 101 Inglestone Road Wickwar South Gloucestershire GL12 8PH: Erection of single storey front extension. Approve with Conditions.

5.4 P20/10660/F Hill House Cottage Frith Lane Wickwar South Gloucestershire GL12 8PB: Construction 1 no. dwelling house, ancillary annex, pool house, detached garage and new access with associated works (Paragraph 79 House). Refusal.

5.5 P20/14123/F: 38 Station Road Wickwar South Gloucestershire GL12 8NB: Erection of semi detached dwelling and associated works. This application has now been withdrawn and no further action will be taken on it.

5.6 P21/00358/F Building At The Bristol Mineral Works Limekiln Road Yate South Gloucestershire BS37 7QB: Installation of 2 no. batch-fed gasification biomass boilers. Approve with Conditions.

5.7 P21/00617/F 24 Turnpike Gate Wickwar South Gloucestershire GL12 8ND: Erection of 1.7 m fence. Approve with Conditions.

5.8 P21/00488/CLE: Horwood Farm Horwood Lane Wickwar South Gloucestershire GL12 8NU: Continued use of the property as a single independent dwellinghouse. Approve Certificate of Lawfulness.

5.9 P21/00436/F 2 Cowship Cottages Cowship Lane Cromhall South Gloucestershire GL12 8AY: Raising of roof and installation of 2 no. dormers to facilitate conversion of existing garage to annexe. Erection of 1 no. detached triple garage. Approve with conditions.

6. Planning – For the Council to NOTE the following comments on planning applications submitted by the Clerk with delegated authority.

6.1 P21/01160/F 7 High Street Wickwar South Gloucestershire GL12 8NE: Installation of air source heat pump. Neutral.

6.2 P21/01111/LB 7 High Street Wickwar South Gloucestershire GL12 8NE:External alterations to rebuild outbuilding wall and remove outbuilding tin roof and replace with slate tiles. Neutral.

7. Planning – For the Council to REVIEW and COMMENT on planning applications received before the meeting.

7.1 P21/01018/NMA 77 High Street Wickwar South Gloucestershire GL12 8NP: Non Material amendments to planning permission PK18/3166/F to increase the size of the window on the Eastern elevation, decrease the size of the rooflights and include an additional rooflight on the Northern pitch roof.

7.2 P21/01822/F 77 High Street Wickwar South Gloucestershire GL12 8NP. Erection of a single storey rear extension to form additional living accommodation.

7.3 P21/01133/F Saddleback Farm The Piggeries Bristol Road Cromhall South Gloucestershire GL12 8BA: Demolition of existing timber garage and erection of new Garage/store with glazed conservatory link to house.

7.4 P21/01803/F The Old School House 1 – 3 Station Road Wickwar South Gloucestershire GL12 8NB: Erection of a single storey rear extension with balcony to form additional living accommodation.

7.5 P21/02019/F 7 Isaac Close Wickwar South Gloucestershire GL12 8FA Erection of a single storey rear extension to form additional living accommodation.

Items for decision

8. Items for CONSIDERATION and DECISION

8.1 To CONSIDER and take a DECISION on quotations for grass cutting contracts as follows:

King George V Play Area and Wickwar Cemetery and closed churchyard March 2021 – Oct 2023, King George V Playing Field March 2021 – Oct 2023

8.2 To REVIEW and ADOPT the updated Risk Management Policy and risk register. (Circulated)

8.3 To REVIEW and APPROVE the recommendations of the annual review of internal controls carried out by the Clerk, Cllr Fielding and Cllr Maidment. (See Agenda Report)

8.4 To REVIEW and ADOPT the updated Data Protection and Information Policy and APPROVE related actions. (Circulated)

8.5 To ADOPT the updated Privacy Notice and associated consent forms required for compliance with GDPR (General Data Protection). (Circulated)

8.6 To ADOPT the proposed Document Retention Policy and APPROVE related actions. (Circulated)

8.7 To ADOPT the proposed Health and Safety Policy. (Circulated).

8.8 To APPROVE the Covid 19 risk assessment for use of the pavilion by Wickwar Wanderers Football Club from 29^th March 2021. (Circulated).

8.9 To CONSIDER and take a DECISION on requests from Wickwar Wanderers Football Club to access the pavilion changing rooms from 12^th April at the earliest (as per FA guidance) and to extend the playing season and hold events in July and August 2021 at the King George V Playing Field.

8.10 To REVIEW the results of the consultation questionnaire on the proposed locations for four benches to be installed around the village and take a DECISION on proposed actions. (See Agenda Report).

8.11 To CONSIDER and take a DECISION on a proposal to install two further picnic benches at King George V Playing Field following feedback from the benches questionnaire. (See Agenda Report).

8.12 To REVIEW the results of the consultation questionnaire carried out in December 2020 and take a DECISION on proposed actions. (See Agenda Report).

8.13 To CONSIDER and APPROVE the terms of reference for a CIL (Community Infrastructure Levy) and Section 106 working group to oversee development of appropriate CIL projects and planning for the proposed redevelopment of the pavilion at King George V Playing Field. (See Agenda Report).

8.14 To CONSIDER and take a DECISION on proposed contingency arrangements for holding Council meetings safely after 6^th May 2021 when legislation allowing remote meetings expires. (See Agenda Report).

Items for information only

9. To NOTE the playground inspections for January – March 2021. (Circulated).

10.To NOTE the cemetery inspections for February and March 2021 carried out by Cllr Carroll. (Circulated).

11.To NOTE 26^th April 2021 deadline for applications for the vacancy of Councillor – co-option.

12.To NOTE the addition of the hand-crafted oak noticeboard for the cemetery and two additional recycled plastic benches to the Council’s insurance schedule.

13.To NOTE an update from the Clerk on the Ramblers ‘Don’t Lose Your Way’ campaign to ensure that historic paths in the parish are registered for inclusion on official maps before the UK government deadline of 1st January 2026. (Verbal).

14.To NOTE an update from the Clerk on the separation of the governance and accounting arrangements for the King George’s Field charitable trust from those of Wickwar Parish Council. (Verbal).

15. To NOTE progress with repositioning the northern pedestrian gate on the Tyndale Reach Multi User Path to facilitate use by horseriders (Verbal).

16. 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).

17. To RECEIVE the register of correspondence received (list available at the meeting)

Reports

18. To RECEIVE a report from the Ward Councillor.

19. To RECEIVE verbal reports from Councillors who are Trustees or Committee members of the organisations listed below, and to take decisions as necessary:

19.1 King George V Playing Fields

19.2 Wickwar Youth Club

19.3 Wickwar Community Centre

19.4 Wickwar Town Hall

19.5 Wickwar Cemetery

Requests for financial assistance

20. To CONSIDER and take a DECISION on a grant application from Wickwar Community Centre (charity) for funding for a website (£500). (Circulated).

21. To CONSIDER and take a DECISION on a grant application from Yate Heritage Centre to fund the printing of copies of “Lest We Forget” an important and comprehensive book on the history of the fallen of Wickwar and background to the Great War in Wickwar, for sale to residents (£500). (Circulated)

22. To CONSIDER an expression of interest for Community Infrastructure Levy funding from Wickwar Environmental Action Group. (£3000). (Circulated)

Burial matters

None.

Finance

23. To NOTE the monthly bank reconciliation for January and February 2021 and bank balances. Chairman to sign as a true record. (Circulated)

24. To APPROVE accounts for payment and NOTE additional payments made in line with Financial Regulations. (These are listed in the attached payment schedule).

25. To APPROVE the updated Asset Register for YE 31^stMarch 2021.

26. To NOTE the budget monitoring report to 28^th February 2021, prepared by the Clerk. Chairman to sign as a true record. (Circulated)

27. To NOTE the Councillor check of bank reconciliations for April – Dec 2020 against invoices and bank statements, carried out virtually (internal control).

28. 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.