MINUTES OF THE MEETING OF PARISH COUNCIL HELD ON TUESDAY 11TH JUNE 2019 IN THE ROSE ROOM, SWALLOWFIELD PARISH HALL, SWALLOWFIELD STREET, SWALLOWFIELD AT 7.30PM

Present: Cllr. J. Anderson (Chairman) Cllr. M. Binns Cllr. G. Collender Cllr. W. Dance Cllr. C. Drew Cllr. A. King Cllr. M. McDonald

In attendance: Liz Halson, Clerk

Members of the public: 0

999 APOLOGIES FOR ABSENCE

Cllr. S. Lonorgan, Cllr. J. Wheelwright

1000 DECLARATIONS OF INTEREST

None

1001 CHAIRMAN’S ANNOUCMENTS

1001.1 David Clayton – the passing of David Clayton, founding member of the Flood Resilience Group, was NOTED with sadness. David provided invaluable expert advice and practical assistance over many years which much reduced the likelihood of flooding in and around the parish. 1

1002 MINUTES OF LAST MEETING

1002.1 It was PROPOSED and seconded that the minutes of the Parish Council meeting held on 14th May 2019 be approved. All in favour. 2

1003 CLERKS REPORT

1003.1 Update on items from previous meetings

1003.1.1 957.2 Gate, Swallowfield Footpath 7 – it was NOTED that the gate has been installed.

1003.1.2 990.1 Fire Risk Assessments – it was NOTED that reports had been received for all properties. The reports need to be reviewed and an action list prepared. 3

1003.1.3 976.1 Boiler, Swallowfield Parish Hall – it was NOTED that the new boiler and controls had been installed but is not yet commissioned. Work to complete the installation would take place on Wednesday 12th June.

1 JA to write letter of condolence 2 JA 3 JA

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Swallowfield Parish Council Meeting, Minutes 11th June 2019

1004 PLANNING Chairman of Planning Committee: Cllr. J. Wheelwright

1004.1 Current applications – for details see page 2019/592.

1004.1.1 191086 - The Marshes School Lane Riseley RG7 1XT No comment 1004.1.2 190859 - J P Winkworth Ltd Estate Office, Lambs Farm Business Park, RG7 1PQ

1004.2 Results (for information only) – the following results were NOTED, for details see page 2019/593.

1004.2.1 190859 - Kingsclere House The Street Swallowfield Wokingham RG7 1RE Approved 1004.2.2 190812 - The Old School School Road Riseley RG7 1XN Refused 1004.2.3 190434 - Land adjacent to Oakleigh House Part Lane Swallowfield RG7 1TB Withdrawn

1004.3 Major Development Community Forums – it was NOTED that the following community meetings were scheduled.

Forum Date Time Location South Wokingham 20 June, Thursday 7 - 9pm St Crispin’s School Garrison 25 June, Tuesday 7 - 9pm Arborfield Green Community Centre Parish 17 July, Wednesday 7 - 9pm Three Mile Church Centre North Wokingham 22 July, Monday 7 - 9pm Emmbrook Senior School

1005 FINANCE (Budgets/investments/sinking fund/grants/risk assessments/insurance) Lead Councillor: Cllr. J. Anderson

1005.1 Accounts

1005.1.1 Year End Accounts – it was NOTED that the Year End Accounts would be circulated shortly.

1005.1.2 Bank Reconciliation Statements – it was PROPOSED and seconded that the Bank Reconciliation Statements be signed. All in favour. 4

1005.2 Audit

1005.2.1 Internal Audit – it was NOTED that the Auditor had issued the Internal Audit Report.

1005.2.2 Effectiveness of the Internal Audit – it was NOTED that the Finance Working Group would meet to review the Internal Audit Report and report back to the council. 5

1005.3 Investments

1005.3.1 Charles Stanley – following a review at the Finance Working Group it was PROPOSED and seconded that the council does not make any changes to the annual ‘Suitability Assessment’. All in favour. 6

4 JA 5 Finance Working Group 6 Clerk

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Swallowfield Parish Council Meeting, Minutes 11th June 2019

1005.3.2 Quarterly Investment Report – it was NOTED that this report had been received from Charles Stanley.

1005.4 Annual Return

1005.4.1 Annual Governance Statement – it was NOTED that all councillors had confirmed that they had read and understood the Annual Governance Statement. It is PROPOSED and seconded that the Annual Governance Statement be APPROVED. All in favour.

1005.4.2 Accounting Statements – it was PROPOSED and seconded that the Accounting Statements are APPROVED. All favour. 7 8

1005.4.3 Exercise of electors’ rights – it was NOTED that the inspection period would commence on 17th June 2019 and ends on 26th July 2019. 9

1005.5 Finance Working Group – it was NOTED that the finance Working Group met on Wednesday 15th May 2019. Notes had been circulated.

1006 BILLS FOR PAYMENT

1 Deposit Refund 100.00 2 Moorepay 39.31 3 Karen Luke 260.00 4 Initial 59.90 5 GLS 62.65 6 Caf' Active 210.00 7 BBOWT 46.00 8 E.ON 158.74 9 E.ON 80.62 10 HMRC PAYMENTS 914.52 11 CASTLE WATER - TW9215892362 51.49 12 CASTLE WATER - TW2836480081 54.05 13 BACS Charge 17.12 14 Payroll - April 5144.33 15 Inland Revenue 596.49 16 Lloyds Bank (Alto Card) 490.90 17 Wokingham Council 83.00 18 Lucas Plumbing 2421.90 19 Lucas Plumbing 5956.73

7 Submit AGAR 8 Post on website 9 Post on website

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Swallowfield Parish Council Meeting, Minutes 11th June 2019

1007 PROPERTY (Fieldfare, Halls, Land) Lead Councillor: Cllr. J. Anderson

1007.1 Fieldfare

1007.1.1 Snagging Review – it was NOTED that Cllr. Anderson met with the Project Manager and builder to carry out this review on Tuesday 4th June. A list would be drawn up and arrangements made for the builder to complete all items identified.

1007.1.2 Sign for the shop – it was NOTED that a sign and lighting would be installed as soon after the snagging has been completed as possible.

1008 RESILIENCE (Flooding/ditches/rivers/Flood Resilience Group (FRG)) Lead Councillor: Cllr. A. King

1008.1 Spillway Project

1008.1.1 Design Contractor – it was NOTED that the design contractor had been appointed and the clerk had signed the ACE agreement on behalf of the council.

1008.1.2 Memorandum of Understanding (MoU) – it was NOTED that all the appropriate documents had been received and the clerk had signed the MoU on behalf of the council.

1008.2 Flood Resilience Group – it was NOTED that the notes of the last meeting held on 2nd May 2019 had been received and circulated. The next meeting would be held on Thursday 20th June, 7:30pm in the Rose Room.

1009 ENVIRONMENT (The Marshes / Van Demans/Swallowfield Meadow / Community Orchard/Biodiversity / Footpaths/Waste/NAG/RCAG) Lead Councillor: Cllr. A. King

1009.1 The Fields NAG – it was NOTED that the last meeting took place on 22nd May 2019. Cllr McDonald attended. It was NOTED that Sgt Matt Foskett had been replaced by Sgt Howard Rose.

1010 HALLS (Maintenance/website/involvement with users/Marketing and Entertainment Groups) Lead Councillor: Cllr. M. McDonald

1010.1 Kitchen & Atrium Upgrade – it was NOTED that the working group would prepare a requirements document which can be sent out to prospective consultants.

1010.2 Kitchens – it was NOTED that work is being carried out by councillors and council staff over the next few months to clear out and clean the two parish hall kitchens. It is hoped that the caretaker would be able to re-paint the main kitchen in the summer.

1010.3 Riseley Village Tea Room (RVTR) – it was NOTED that Cllr. McDonald attended a meeting on 28th May, notes had been circulated. ______2019/590

Swallowfield Parish Council Meeting, Minutes 11th June 2019

1011 RECREATION (Play areas/skateboard park/recreation grounds/football pitches/mpg court) Lead Councillor: Cllr. W. Dance

1011.1 Quarterly Playground Inspections – it was PROPOSED and seconded that Reading Borough Council be engaged to carry out the quarterly playground inspections at a cost of £338.76 per annum. All in favour. 10

1012 CORRESPONDENCE

1012.1 Wildflower planting on green space in Riseley – it was NOTED that a second letter from a resident requesting that wildflowers are planted on the green areas around the Basingstoke Road/Odiham Road junction. After discussion it was agreed that Cllr. King would make contact with the resident. 11

1013 DATE OF NEXT MEETING

The next meeting of Swallowfield Parish Council will be held on Tuesday 9th July 2019 at 7.30pm in the Rose Room, Swallowfield Parish Hall, Swallowfield Street, Swallowfield.

[The meeting closed at 20:33]

10 Clerk 11 AK

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Swallowfield Parish Council Meeting, Minutes 11th June 2019

1004 PLANNING

1004.1 Current Applications

Agenda App No Type Address Application Ref

Householder application for the proposed erection of a detached double The Marshes School garage. 1004.1.1 191086 Householder Lane Riseley Wokingham RG7 1XT It was PROPOSED and seconded that the council do not comment on this application.

TPO J P Winkworth Ltd. Application for works to protected tree(s) 1593/2017, T2 and T3 1004.1.2 190859 (For info Lambs Farm Business only) Park, RG7 1PQ The council could not comment on this application.

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Swallowfield Parish Council Meeting, Minutes 11th June 2019

1004.2 Results

Agenda App Address Application Result Ref No

Kingsclere House The Householder application for the erection of a single storey rear extension and 1004.2.1 190859 Street Swallowfield chimney to existing dwelling. Approved

Wokingham RG7 1RE The council did not comment on this application. Householder application for the proposed erection of a single storey front extension to form porch, single storey rear extension, 1no. rear dormer window, The Old School School 13no. roof lights, changes to fenestration and internal alterations. 1004.2.2 190812 Refused Road Riseley RG7 1XN The council did not comment.

Refused as bat survey was not completed. Land adjacent to Oakleigh House Part Full planning application for the proposed siting of a biomass boiler and flue. 1004.2.3 190434 Withdrawn Lane Swallowfield RG7 The council objected. 1TB

2019/593