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FOR THE ATTENTION OF ALL MEMBERS OF CHARVIL PARISH

You are invited to attend a Meeting of  Charvil Parish Council on Monday 23rd May 2022 at 7.30 p.m. in Charvil Village Hall for the purpose of transacting the following business.

Miranda Parker, Parish Clerk

 

ANNUAL MEETING – AGENDA

  1. Apologies for absence
  2. ELECTION OF CHAIRMAN
  3. ELECTION OF VICE-CHAIRMAN
  4. SIGNING OF DECLARATIONS OF OFFICE

ELECTION OF COMMITTEE CHAIRMEN / LEAD MEMBERS:

  1. PLANNING, ENVIRONMENT AND HIGHWAYS COMMITTEE
  2. AMENITIES COMMITTEE
  3. STAFFING COMMITTEE
  4. FINANCE COMMITTEE
  5. COMPLAINTS COMMITTEE
  6. PAVILION WORKING GROUP

ELECTION OF COMMITTEE VICE-CHAIRMEN/ LEAD MEMBERS

  1. PLANNING, ENVIRONMENT AND HIGHWAYS COMMITTEE
  2. AMENITIES COMMIITTEE
  3. STAFFING COMMITTEE
  4. FINANCE COMMITTEE
  5. COMPLAINTS COMMITTEE
  6. PAVILION WORKING GROUP

ELECTION OF OTHER COMMITTEE MEMBERS

  1. COUNCILLOR MEMBERS OF PLANNING, ENVIRONMENT AND HIGHWAYS CTTEE
  2. COUNCILLOR MEMBERS OF AMENITIES COMMITTEE
  3. COUNCILLOR MEMBERS OF STAFFING COMMITTEE
  4. COUNCILLOR MEMBERS OF FINANCE COMMITTEE
  5. COUNCILLOR MEMBERS OF COMPLAINTS COMMITTEE
  6. COUNCILLOR MEMBERS OF PAVILION WORKING GROUP
  7. EXTERNAL REPRESENTATIVE AS DATA PROTECTION OFFICER
  8. APPOINTMENT OF REPRESENTATIVES TO OTHER ORGANISATIONS:
    Wokingham Borough/Parish Working group
    Northern Parishes Communication Group

     WDALC/BALC                                                                                                                                                                                                   Trustees to Charities:

     1.Sonning Education and Welfare Trust.

     2.Almshouse Trust.

     3.Poor’s Land Charity

  1.  Any other election issues at the discretion of the Chairman

 

  1. Review of Standing Orders – updated for 2022
  2. Review of Risk Management and Financial Regulations – approve recommendations from Finance Committee
  3. Review of Terms of Reference for Amenities, PEH, Staffing and Finance Committees (see website)
  4. Review of other Policies (see website):

 

Freedom of information Policy

Freedom of information Notice

Grant Policy

Complaints Policy

Councillor Expenses Policy

Policy for management of the facilities for hire

Information and Data Protection Policy

Hirer’s Privacy Policy

Council Staff and Councillor Privacy Policy

Website Accessibility Statement

Metal Detecting Policy

 

 

Policies not for review because recently adopted:

Code of Conduct – adopted Dec 2021

Tree and hedge Management Policy adopted Spring 2022

 

Policies not for review because will be superseded

E-mail Policy

Social Media Policy

FULL COUNCIL AGENDA

1.            APOLOGIES FOR ABSENCE

2.            OPEN FORUM – an opportunity for residents to raise urgent matters of concern (5 Mins)

A resident is due to attend who is interested in joining the Council

To hear a proposal from a local Pre-school provider for setting up a pre-school in the current pavilion, and who would be interested in running a pre-school facility from any new building that comes about (15 Mins)

3.            Approve the Minutes of the Parish Council Meeting held on 11th April 2022 at Charvil Village Hall (1 Min) *

4.            DECLARATIONS OF INTEREST AND ANY WRITTEN REQUESTS FOR PECUNIARY INTERESTS IN ITEMS ON THE AGENDA TO BE CONSIDERED BY THE CLERK.

5.            FINANCE

a)         To note the Minutes of the Finance Committee Meeting held on 9th May 2022 (2 Mins) *

b)         To Receive and Approve Financial reports including those for the end of year, and the Asset register for 2021-22* (5 mins)

c)         To authorise payments of invoices (1 Min)

d)         To note the internal auditor’s annual report on the Annual Return (1 Min) *

e)         To complete and sign the Annual Governance Statement for 2021-22 (2 Mins) *

f)          To approve and sign the Annual Return for 2022-23 (2 Mins) *

g)         To approve the recommendation from the Finance Committee to change our insurance to BHIB (5 Mins) *

h)         To note the revaluation of re-instatement cost of the Village Hall and to note this will impact upon the insurance premium (2 Mins)

 

              Any other Finance business at the discretion of the Chairman

 

6.         Planning, Environment and Highways Committee

 

221280  Application for a certificate of lawfulness for the proposed erection of a single storey side/rear extension, following demolition of existing garage at 11 Old Bath Road – for information only (1 Min)

221374 Application for a certificate of lawfulness for the proposed conversion of the garage to create habitable accommodation and include changes to fenestration at 6, Old Bath Road – for information only (1 Min)

220942 Application for a certificate of existing lawful development for the stationing of a caravan for residential purposes. The erection of a fence around the caravan, both elements relate to the same part of the land at Newlands Farm – for information only (1Min)

              To note that the Parish Council had no comments to make on the following applications:

 

221171  Application for the proposed installation of a new glazed window to the existing shop front at 36 Park View Drive South

221181  Application for the erection of a single storey flat roof replacement storage and bike shed to the front of the main dwelling (RETROSPECTIVE) at Thatcher’s Mead, Thames Drive

To note the following planning approvals

220714  (Retrospective) Application for the proposed erection of 2no. single storey rear extensions at 40, Charvil House Road

220673  Householder application for the proposed erection of a part single, part two storey front extension with part pitched roof and part flat roof. Single storey front extension to porch with canopy. Changes to the main roof from hip to gable to include 2No rooflights, rear dormer and removal of rear chimney stack to create habitable space. Single storey rear extension with changes to fenestration at Iffleigh, Park Lane

220268  Application for the proposed erection of a first-floor side extension, garage conversion and insertion of 1 no. dormer and 2no. rooflights to facilitate conversion of the loft to habitable accommodation following demolition of rear chimney at Uplands, Park Lane

 

            To note the following Planning refusal:

220431, Application for a certificate of existing lawful development for the use of land to store commercial materials on the land to the rear of 70 Old Bath Road (1 Min)

            To note the following plan withdrawal:

220293 Application for the proposed erection of a two-storey front extension, insertion of 1 no. dormer and 2 no. rooflights to facilitate conversion of the loft to habitable accommodation following demolition of rear chimney at Uplands, Park Lane (1 Min)

 

            To note the following Tree Preservation Order application to fell and prune:

221039 APPLICATION FOR WORKS TO PROTECTED TREE(S) TPO 0041/1971, GROUP 1 T1, Lime – Fell, and to undertake remedial works on the rest of the group at East Park Farm (1 Min)

 

To note the proposal for a cycle track between Twyford Station and Charvil, and that this will be covered by the Neighbourhood Plan Transport Working Group (1 Min)

 

To note that Charvil Parish Council has replied to the Twyford Neighbourhood Plan Consultation with concerns about traffic and flooding (1 Min)

 

7.         Amenities Committee

            To consider scrapping the remaining restrictions on numbers using the hall (2 Mins)

To consider and approve the Safeguarding Policy (5 Mins) *

            To consider and approve the Inflatables Guidelines and Policy (3 Mins) *

To approve amending the Terms of Hire to reflect the adoption of these policies (1 Min)

To approve the request from the Fete Committee to hold the fete at East Park Farm and Pavilion as a free let, on Sunday 4th September, and to officially ask for full details of the Chair of the Fete Committee, and to receive an annual report (either in writing or verbally) from the Committee, detailing any surplus from the previous fete, with details of surplus funds that had been returned to the Community, as used to be the case (5 Mins)

            To approve the purchase of new pin boards for some of the noticeboards at a cost of around £400, to allow the clerk to investigate the possibility of replacing perspex on several of the notice boards, and to note the installation of the replacement board on Beggars Hill Road (2 Mins)

 

  1. To hear the Borough Councillor’s report (5 mins)

 

  1. ITEMS FOR CONSIDERATION

a) To hear an update on the Neighbourhood Plan Progress (5 Mins) *

b) To consider progress with the Platinum Jubilee Plans (5 Mins)

c) To consider what issues may need publicising this month (2 mins)

d) To hear an update on the pavilion project (5 Mins)

e) To review the Annual Parish Meeting and to consider any action points (5 Mins)

f)  To note the appointment of Neil Durrant as caretaker and to thank Nikhil for filling in temporarily (2 Mins)

g) To consider whether to re-instate all meetings from June (5 Mins)

h) To consider whether to scrap the need for testing before Parish Council meetings (2 Mins)

i) To consider and approve the proposed Communications Policy, to replace the existing e-mail and social media policies (5 Mins) *

 

By virtue of the confidential nature of the business to be contracted the press and public were excluded from the remainder of the meeting under Section 2 of the Public Bodies (Admission to Meetings) Act 1960.

 

To consider the applicant for co-option, and to decide whether to co-opt (2 Mins)

 

To consider the proposal from the pre-school provider and to decide upon next steps (5 Mins)

 

 

The next meeting will be held on Monday 20th June 2022

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