MINUTES OF THE MEETING OF
SWALLOWFIELD PARISH COUNCIL
HELD ON TUESDAY 9 APRIL 2013 IN
THE ROSE ROOM, SWALLOWFIELD PARISH HALL AT 7.30PM
Present:
Mrs. M. McDonald (Chairman)
Mr. J. Anderson
Mrs. C. Clark
Mr. E. Handley
Mrs. H. Lewis
Mr. G. Collender
Mrs. A. King
Mr. P. Sampson
Members of the Public: 4
1. APOLOGIES FOR ABSENCE – Mrs. B. Stanley
2. DECLARATIONS OF INTEREST
Mr. Sampson declared an interest in the subscription to BALC since it is administered by CCB of
which he is a trustee.
Mrs. King declared an interest in The Marshes rent as the tenant is an acquaintance.
Mr. Collender declared an interest in the submission to WBC on the MDD DPD for the Trowes
Lane site as the land abuts his property.
3. CHAIRMAN’S ANNOUNCEMENTS
Annual Parish Meeting – a review of the speakers and timings for the meeting on 30th April
was discussed.
Events Group – the success of the recent production at the hall which had been organised by
the Events Group was noted and thanks recorded to Mrs. Hilary Fraser and Mrs. Margaret
Broadhurst for their efforts in this respect. It was expected that the event would break even
on costs.
Litter pick event 23rd March – Mrs. McDonald recorded her thanks to the organisers as well
as her fellow councillors and members of the community who had turned out in spite of the
bad weather to help with the litter pick.
The meeting was then temporarily adjourned to allow for comments from members of the
public.
Mr. Richard Hale and Mr. Nigel Adams had attended the meeting to ask the Council to
support further initiatives in connection with the litter problem in the parish. Mr. Adams
began by summarising the event which had been very successful. Over 40 people had come
along to help and approximately 80 bags of rubbish had been collected; he added that he was
at the meeting to support Mr. Hale in what he was about to say. Mr. Hale told members that
he had been involved in the litter pick for the past two years and that he was extremely
concerned that, although we all lived in such a beautiful place it was very depressing
sometimes to see the state of the verges and he felt it was important to do something more.
[Mr. Handley joined the meeting]
He suggested a sign at the village entrances stating ‘please take your litter home’ or similar.
Ideally he would like to go further than this, but at the very least he felt this might help. Mr.
Adams concurred and added that he understood some might feel more signs were not in
keeping with the rural area, but he considered that the sight of all the litter was much worse.
The Councillors then joined in with the discussion and there was an informal vote on whether
members felt that signs should be pursued and this was won on a vote of 6 in favour. It was
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Swallowfield Parish Council
meeting 9th April 2013/cont.
also felt that the experience of others should be looked at and agreed investigations would be
made.1 It was also felt that local businesses might be asked to sponsor a litter picker and/or
those companies whose packaging ends up in this parish (ie McDonalds, Red Bull, White
Diamond etc). It was also noted that some packaging from Warings Bakery had been found
so they too should be contacted.2 Members agreed that keeping the parish as litter free as
possible also fitted well with the Council’s Vision/Stratagy of maintaining its rural beauty. It
was agreed that making it the culture in the community not to drop rubbish should be the aim.
It was further agreed that the community’s concerns on this issue should also be fed into
Wokingham’s strategy for the new SDL developments at Shinfield and Arborfield due to the
fact that there would in future be more people passing through the area which could therefore
exacerbate the problem.3
The Chairman then thanked Mr. Adams and Mr. Hale for coming to speak to the Council and
then reconvened the meeting.
4. MINUTES OF LAST MEETING
The minutes of the Parish Council meeting held on 12th March 2013 were agreed a correct
record.
5. QUESTIONS OR COMMENTS FROM MEMBERS OF THE PUBLIC - none
6. PLANNING
6.1 Current applications
3/F/2013/0402 – Proposed erection of a replacement two storey dwelling, following
demolition of existing single storey dwelling and garage, Maytrees, Basingstoke Road,
Swallowfield
It was PROPOSED and seconded that the PC had no objection to this application provided
there were conditions attached to ensure compliance with the recommendations of the
ecological appraisal and bat survey. All in favour.
4/F/2013/0527 - proposed erection of a two storey rear extension to dwelling, 2 Basingstoke
Road, Riseley
It was PROPOSED and seconded that the PC comment with its concerns regarding the scale
of the rear extension and that it was disproportionate relative to the original building. All in
favour.
5/F/2013/0351 – proposed erection of a single and two storey rear extensions plus a single
storey front extension to form a front porch, 27 Trowes Lane, Swallowfield
It was PROPOSED and seconded that the PC object to this application on the grounds of
scale relative to the size of the original property. All in favour.
It was noted that the following two applications had been late additions to the agenda but would be
dealt with at this meeting because a response was required by WBC earlier than could be agreed at
the next PC meeting.
6/F/2013/0532 – proposed single storey rear extension to dwelling plus single storey front
extension to form porch, 27 Trowes Lane, Swallowfield
It was PROPOSED and seconded that the PC had no objection to this application.
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Clerk
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Clerk
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Swallowfield Parish Council
meeting 9th April 2013/cont.
7/F/2013/0550 – proposed erection of a detached 3 bay garage/car port, Chusan, Church
Road, Farley Hill
It was noted that the history to the garage on this site was rather complex and there were
some concerns regarding landscaping and that there was no indication of existing trees or
shrubs on/near the site; no arboriculture survey to assess the impact of the increased
foundations; no ecological survey; the plans showed an increased driveway but no drawings
showing any trees in close proximity that may be adversely affected; a mistake in the Design
and Access Statement referring to a replacement garage ‘with room above’; and that a
Certificate of Lawful Proposed Use was approved in 2005 but this seemed to be for a
different structure.
It was PROPOSED and seconded that these concerns would be listed but that although the
PC objected to the application in its present form, the proposed erection of a building of the
type described in the application would be acceptable in principle subject to the above issues
being satisfactorily resolved. All in favour.
6.2 Results – noted
101/VAR/2012/2078 - application to vary conditions 20 and 21 of planning consent
F/2011/2660 to change code for sustainable homes from code level 4 to code level 3,
Dog & Partridge, Basingstoke Road, Riseley (PC no objection) PP approved April
2013 with conditions
103/F/2012/2249 - Proposed erection of 2 storey side extension, glazed conservatory porch
and detached single garage. Erection of first floor infill extension above existing
single storey wing. (Demolition of existing double garage, single storey side
extension and porch), Farley Hill Cottage, Church Lane, Farley Hill (PC supported
the application) PP refused Feb 2013 due to significant cumulative increase in
volume, bulk and mass and unacceptable impact on the rural character of the
countryside
107/F/2012/2535 – Proposed erection of new business units K&L for use classes B1(a,b&c)
and B8 use with car and lorry parking and ancillary works within existing business
park, Lambs Farm Business Park, Basingstoke Road, Swallowfield (PC no
objection) PP approved March 2013 with conditions
1/F/2013/0164 – Proposed erection of single storey rear extension to dwelling, Whiteways,
Basingstoke Road, Riseley (PC no objection) PP granted March 2013
6.3
SDLs –
a) Arborfield SDL Parish and Community Forum – notes of the (SPPG) meeting held
2nd April had been circulated. It was noted that the meeting had been led by Arborfield
PC and had been called to establish whether the parishes wished to work together to
have a stronger voice, as they had done before successfully. It was agreed this would
be good, but acknowledged that there were some issues where the parishes would have
differing views. Arborfield PC had put money aside for legal fees and so there was a
question of whether others might contribute to take advantage of the opportunity. It
was agreed that for the present the situation would be monitored; and noted that Mrs.
Lewis and Mr. Handley would give a short presentation on the matter at the APM on
30th April. There was further discussion which led on to the next item below and a
request for the PC to support a petition that was being prepared. It was agreed that
although the PC supported the community’s concerns over a potential route of the
bypass through Farley Hill, it could not support the petition with its current wording.
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Swallowfield Parish Council
meeting 9th April 2013/cont.
6.4
6.5
6.6
6.7
b) Arborfield Relief Road – it was agreed that the letter drafted to WBC highlighting
concerns about the proposed routes in Farley Hill would be sent, with a reminder that
the PC was keen for a meeting with WBC.
c) Dates of next community forum meetings noted - 8 May Shinfield SDL; 20 June
Arborfield SDL
Farley Hill School – a report on the meeting to discuss school car park and access to
some extra play space adjacent to the school had been circulated and it was noted that
the school was now waiting for pre-planning advice from WBC.
MDD DPD Examination – it was noted that responses had been drafted for the two sites
in the parish which were being contested (Trowes Lane and Lambs Lane Business
Park) and it was agreed that the letters would be submitted to the Inspector. Mr.
Anderson thanked local residents for their input in this connection and in turn the
Council also thanked Mr. Anderson for all his work on this matter.
WBC Consultation on Draft Affordable Housing SPD – noted that a response was
required by 16th May.4
WBC Consultation on Preliminary CIL Charging Schedule – noted that a response was
required by 16th May.5
7. FINANCE
(Budgets/investments/sinking fund/grants/properties/risk assessments/insurance)
Mr. Collender/Mr. Anderson/Mrs. Clark/Mrs. King/Mr. Sampson
7.1 Finance –
a) budget – the figures to the end of March had been circulated; and the closure of the
Alan Barnes Consulting Engineers Ltd (previous tenant at Fieldfayre) deposit account
was noted, with the funds being transferred to the PC’s current account to offset the
outstanding debt on the service charge.
b) Notice of Audit of Accounts for the year ended 31 March 2013 – the notice of audit
and deadlines had been received and notices would be posted on or before 10 June and
the Annual Return would be presented to the Council for approval at the June meeting.6
7.2 Recommendations – the notes of the working group meeting held on 4th March had been
circulated and the following was agreed.
Sinking Fund
Moving the fund out of investments and into a bank account had been agreed previously and
action would now be taken to effect this.
Investments
Investigations would be made regarding having an online log on facility with the brokers so
that up to date information could be more easily accessed, rather than monthly as at present.
Properties/Asset management
Parish Stores and Post Office
The working group had put forward some recommendations but after much discussion it
was agreed that further enquiries and investigations would be made following which a
working group would be set up to deal just with the Fieldfayre issue and Mrs. Clark
would lead on this. If a Council decision was needed before the next meeting an
Extraordinary meeting would be called.
Rose Room
It was recommended that the Rose Room would continue to be advertised in the Loddon
Reach magazine for a further 5 issues and this was approved by the Council.
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JA
PS
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June Agenda
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Swallowfield Parish Council
meeting 9th April 2013/cont.
The working group would meet again on Monday 17th June at 7.30pm in the Rose Room
7.3 Fieldfayre update – as discussed above.
Rates appeal – the appeal was still being considered.
7.4 The Marshes rent review – agreed that there would be no increase. All in favour.
8. BILLS FOR PAYMENT
1
2
3
4
Moorepay - Payroll costs March
SSE - Street lighting maintenance for March quarter
Third Party Productions - Events group production
Paid
Earley Town Council - Football pitch remark & roll, slit & brush
pitches. Reimbursed by club
5
Earley Town Council - Football pitch 15th March
Reimbursed by club
6
RP Winstone - Inspection of Parish Hall floor.
7
WBC - Rates for Alan Barnes offices. May to March 2013
8
WBC - Rates for Alan Barnes offices for April 2013
9
Premier Office Supplies - Ring binders
10
Ricoh - Recon charge 01.12.12 - 28.02.13
11
GLS - Floor polish, bin liners, floor pads
12
S Cracknell - 2 moles at Swallowfield rec
13
Mrs V Joiner - Hall deposit refund
14
BALC - Annual subscription
15
WBC - Road closure for Scouts fun run
Paid
16
P & G Building - Part payment for Riseley kitchen
Paid
17
WBC - Change of use for planning app for RMH
18
Cobwebs - Communal cleaning at Fieldfayre 11.03.13 - 05.04.13
19
Cobwebs - Office cleaning 12.03.13 - 07.04.13
20
Cobwebs - Parish Hall cleaning 11.03.13 - 07.04.13
21
Cobwebs - Riseley Hall cleaning 11.03.13 - 24.03.13 final invoice
22
John Dollin - Printing of the Spring Parish Newsletter
Direct Debits
23
Payroll - March
24
Pension - March
25
Tax & Ni - March
26
SE - Electricity street lighting 22.12.12 - 26.03.13
27
Bank charges - 13.02.13 - 12.03.13
28
Scottish Power - Post Office 01.01.13 - 06.03.13
29
Scottish Power - Riseley Hall 01.01.13 - 22.03.13
30
Scottish Power - Parish Hall 01.01.13 - 13.03.13
31
BT - Office phone & fax
32
BT - Booking line phone
33
Thames Water - Post office 01.04.13 - 01.10.13
34
Thames Water - Marshes 01.04.13 - 01.10.13
35
WBC - Rates for our offices at Fieldfayre 01.04.13 - 31.03.14
1 x £138.45 9 x £139.00
36
WBC - Rates for Riseley Hall 01.04.13 - 31.03.14
1 x £60.60, 9 x £60.00
37
WBC - Rates for Parish Hall 01.04.13 - 31.03.14
1 x £73.79, 9 x £73.00
25.43
77.11
650.00
176.40
56.40
Paid
200.00
1393.00
471.00
10.79
90.37
46.55
100.00
50.00
406.22
1017.30
4200.00
192.50
25.00
30.00
160.00
30.00
816.00
3004.88
519.62
585.27
140.85
6.00
46.56
615.07
691.50
189.81
103.16
191.13
82.83
1389.45
600.60
730.79
The Fieldfayre rates were noted and it was agreed that, unless the appeal was successful, a
decision on the future of the building needed to be taken soon.
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Swallowfield Parish Council
meeting 9th April 2013/cont.
Noted that the cheque for the printing of the Newsletter would be held until after the copies had
been received later in the week. It was further noted that the cost of printing was slightly higher
than had been quoted for because this edition had been 28 pages as opposed to the usual 24.
It was then PROPOSED and seconded that the bills as listed be approved for payment. All in
favour.
9. PARISH VISION
(Parish plan/future of the parish/WDALC/BALC/AWE)
Mrs King/Mr. Anderson/Mrs. McDonald
9.1 Parish Plan – Mrs. King reported on the vision/strategy meeting held on 26th March, the
notes of which had been previously circulated. The Village Design Statements and Parish
Plan had been discussed and Mrs. King would work with Mr. Sampson to take the matter
forward.
9.2 AWE – information had been received and circulated on the probable changes to how the
Office for Nuclear Regulation provides advice to LAs on Land Use Planning applications.
This was noted.
10. RECREATION
(Play areas/skateboard park/recreation grounds/football pitches/mpg court)
Mr. Handley
10.1 BMX track, Swallowfield – Mr. Handley reported that the track was no longer being
used and it was noted that the insurance company had been informed and had
confirmed that fewer inspections were necessary in view of this.
11. ENVIRONMENT
(The Marshes/Van Demans/Swallowfield Meadow/Community Orchard/biodiversity/footpaths/waste)
Mr. Sampson/Mrs King/Mrs. McDonald
11.1 Campaign Against Waste – it was noted that the next meeting was on 15th April 2pm at
Smallmead and Mr. Sampson confirmed that he would be attending.
11.2 Orchard sign – noted that an information sign was being prepared.
11.3 Foxes Run – agreed to discuss the condition of the pathway at the next meeting.7
12. HUMAN RESOURCES
(Appraisals/recruitment/staff training)
Mrs. Stanley/Mrs. McDonald
12.1 Appraisals – it was noted that staff appraisals were again due and would be carried out
shortly.
12.2 Staff changes of responsibilities – a paper had been put forward by the Clerk, who left
the room for this item. After some discussion it was agreed that further consideration
was necessary and so the matter would be carried forward to the next meeting.
13. TRANSPORT
(Road issues/speeding/public transport/police liaison/NAG)
Mr. Handley/ Mrs. King; NAG – Mr. Sampson
13.1 Riseley Gateways – Mrs. King reported that she was pursuing the matter, which had
stalled with WBC and a meeting with Cllr. Keith Baker (WBC Executive Member for
Highways and Planning) was being arranged.
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Agenda
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Swallowfield Parish Council
meeting 9th April 2013/cont.
14. COMMUNICATION
(Newsletter/website/Annual Report/media)
Mr. Collender/Mrs. Clark
14.1 Newsletter – Mr. Collender reported that the Spring 2013 newsletters were due to be
delivered at the end of the week.
15. RESILIENCE
(Flooding/ditches/rivers/ Flood Resilience Group ‘FRG’)
Mrs. McDonald/Mrs. King/Mr. Sampson
15.1 Flooding –the FRG had met on 21st March and it was noted that the following issues
were of concern –
that the parish is relying on two volunteers to rectify problems (in Part Lane) with
ditches and rivers being full; and that despite 6 years of work, meetings, discussions,
letters, representations etc, the parish should not be expecting the flow of floodwater to
be managed by two people.
It was agreed that input was needed in connection with several issues including
 the pigeon ditch
 mesh in front of the piped culvert under Part Lane at the ditch behind the Naylors
(WBC’s responsibility)
 a plan drawn up by engineers with knowledge of the flow of water, re the run off from
Riseley down to the rivers
 WBC to take responsibility for the drainage down the Devil's Highway and to give
advice and a lead
It was noted that Swallowfield Parish Council and the FRG were prepared to help and
support any plan or advice given. Mr. Sampson reported that in addition, he understood
WBC had failed to secure the flood grant which had been applied for.
16. HALLS
(Maintenance/website/involvement with users/Marketing and Entertainment Groups)
Mrs. McDonald/Mrs. Clark/Mrs. King/Mr. Sampson
16.1 Riseley Memorial Hall – Mrs. McDonald reported on progress of the tea room which it
was noted was moving along quickly. A quote had been provided for repairs to the fire
exit doors and window and it was PROPOSED and seconded that a maximum of £800
be allowed for the work to go ahead if it was felt to be necessary by the Riseley Village
Tea Room Group (RVTRG). Voting 5 in favour, 3 against. Motion carried.
16.2 Parish Hall Floor – a meeting had been held with the independent consultant who
would be writing a report for the Council in due course.
16.3 Parish Hall boiler and pipework – no quote had been received. However, in the
meantime the pressure unit had become faulty and so a quote for replacing it would be
considered instead. Quote to be provided.8
16.4 Sanitary ware – it was PROPOPSED and seconded that one unit for each of the four
ladies cubicles in the hall would be provided at a cost of £50 per annum. All in favour.
16.5 Regular user group guidelines – agreed that the guidelines would be put to the next hall
user group meeting to be held shortly.
16.6 Hall fees – agreed that Mr. Collender would put forward a recommendation for
consideration at the next meeting.
16.7 Web calendar update – agreed this item would be carried forward to the next meeting.9
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Agenda
Agenda
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Swallowfield Parish Council
meeting 9th April 2013/cont.
17. BUSINESS/FARMING
(Links with businesses in the parish/Business Forum/farming)
Mr. Sampson/Mrs. Clark; Farming – Mrs. King
17.1 Business forum – nothing to report.
17.2 Local Farmers’ Forum – notes of the meeting held 20th March had been circulated.
18. REPORTS/CORRESPONDENCE – none.
19. QUESTIONS OR COMMENTS FROM MEMBERS OF THE PUBLIC - none.
20. URGENT MATTERS AND/OR ITEMS FOR NEXT AGENDA
Outstanding: stage sound and lights
21. DATE OF NEXT MEETING
Tuesday 14th May 2013 (Annual Meeting) at 7.30 p.m. in the Rose Room, Swallowfield
Parish Hall, Swallowfield Street, Swallowfield
There followed some discussion regarding the Elections to be held at the next meeting and
Mrs. McDonald invited members to join her for a drink after the meeting since this was the
last when she would be in the Chair. Members then formally thanked Mrs. McDonald for all
her work during her time as Chairman.
There being no further business the Chairman declared the meeting closed at 10.15 p.m.
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