MINUTES OF THE MEETING OF SWALLOWFIELD PARISH COUNCIL HELD ON TUESDAY 8TH MARCH 2016 IN THE ROSE ROOM, SWALLOWFIELD PARISH HALL AT 7.30PM

Present: Cllr. P. Sampson (Chairman) Cllr. J. Anderson Cllr. B. Dance, Cllr. M. McDonald, Cllr. R. Norris, Cllr. J. Sant, Cllr. J. Wheelwright

In Attendance: Liz Halson, Parish Clerk Stuart Munro, Borough Councillor

Members of the public: 3

213 APOLOGIES FOR ABSENCE

Cllr. G.E. Collender

214 DECLARATIONS OF INTEREST

None

215 QUESTIONS OR COMMENTS FROM MEMBERS OF THE PUBLIC To receive questions or comments from the public, including those on planning. Up to 20 minutes will be allocated for questions/comments from members of the public with a guideline of no more than 5 minutes per subject. If several members of the public wish to speak on the same subject, they are requested to nominate a spokesperson. Comments will be minuted. For more details please read the document Guidelines for Public Participation at Parish Council Meetings which is available on the Parish Council website or at the Parish Office.

215.1 RA – I would like to know why I haven’t been invited to the meeting the council are having with Mason’s funfair to discuss holding the funfair in Riseley. I wrote a letter outlining 10 objections. PS - last year when the council rescinded its decision to allow Mason’s to hold their funfair at Riseley the council agreed that it would meet with Mason’s and invite residents to also discuss the situation. At the time Mr Goldsmith, original objector, and Mrs Wardle, organiser of petition, agreed that they would represent residents who were opposed to the fair. They have been invited to the meeting along with two councillors.

RN – if there are concerns should we not take note of the resident’s opposition.

PS – we have taken note, Cllrs. Sant and Norris will represent the council and Mr Goldsmith and Mrs Wardle will represent residents. Mason’s have been very patient with the council and we owe it to them to be respectful and give them an opportunity to answer the objections raised by some residents. It is understood that there are residents who would welcome Mason’s funfair. The council cannot take a decision based on a minority of residents.

RA – I accept your decision.

Page 2016/149 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

215.2 RA – What happens if something comes up in a meeting that we want to comment on, we have no opportunity to say anything. PS – Members of the public have no right to speak at a council meeting; however, it is good practice to allow a time for the public to speak and Swallowfield PC has decided that they wish to offer this opportunity. Our website describes how members of the public can best have their questions answered; often by having a conversation with a Councillor or the Clerk outside of formal meeting. The agenda is published in advance and it is not permissible for topics to be discussed which are not on the agenda. The opportunity for the public to speak was moved to the beginning of the meeting at the request of Riseley residents. Are you now asking for it to be moved to the end? RN - No

215.3 MR – there is a planning application due to go in after Easter for gravel extraction on a 130 hectare site in . This is a joint venture between Farley Farms and Cemex. Approximately 3.6 million tonnes of gravel will be extracted over 10-15 years. After extraction has finished the land will be filled with inert materials and restored to farmland except the areas in the Loddon floodplain which will be left to fill with water. Restoration will take place as the gravel is extracted with footings lifted from the Shinfield and developments and then covered with top soil. Vehicle access will be from a roundabout off the proposed Arborfield relief road so there should be no need for lorries to use local roads other than for local deliveries. It will not directly affect Swallowfield. JW – How many lorry movements will there be? MR – lorries from this site will replace lorries already on the road carrying gravel from Eversley and . Most of the gravel will go towards Reading to supply the development market, with the remainder going up towards London. needs 1.2 million tonnes of gravel per year, JW – how much will I see and hear? MR – nothing. MM – where will it go? MR – past Kenny’s Farm and footpath. MM – what about the possible impact on flooding? MR – it will not make any difference, there is currently a water meadow on the site. MM – the FRG will want to meet with you to discuss. MR – I am happy to meet with them. PS – have WBC factored in the lorry movements into their transport plan? MR – I don’t know. I didn’t get invited to the Community Forum meeting. SM – the traffic model didn’t take this into account.

______Page 2016/150 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

MR – there will be a proper consultation hosted by Cemex in Shinfield and Arborfield Parish Halls. I will leave a Fact Sheet with more details. Copies available in the Parish Office.

215.4 EL – I am the owner of Brandywell on Spring Lane. I have applied for planning permission to knock down the house and build a new family home.

216 CHAIRMAN’S ANNOUNCEMENTS

216.1 Casual Vacancy – it was NOTED that there is a vacancy for a Councillor. Anyone interested in becoming a Councillor should contact the Clerk.

216.2 Working Groups – it was AGREED that the working groups would be as documented on page 2016/164.

216.3 Swallowfield Parish Clean Up Day – it was NOTED that the annual Swallowfield Parish Clean Up Day would take place on Saturday March 19th, 10am and 4pm.

It was PROPOSED and seconded that up to £100 would be spent on refreshments for the volunteers. All in favour. 1

216.4 APM – it was NOTED that the Annual Parish Meeting would be held on Tuesday 19th April 2016, 7:30pm.

Speakers were confirmed as Paul Southern, Assistant Chief Fire Officer, Royal Berkshire Fire and Rescue Service; Ben Godber, Bohunt School, Arborfield Green; Anne Fowler, Marketing and Communications Officer for re3 and Roger Norris, Swallowfield Flood Resilience Group.

It was NOTED that lead councillors should prepare their reports and submit to the Clerk by 11th April at the latest. 2

217 MINUTES OF LAST MEETING

217.1 It was PROPOSED and seconded that the minutes of the Parish Council meeting held on 9th February 2016 be approved. All in favour.

217.2 Clerks report on matters arising and outstanding actions from last meeting.

217.2.1 Update on items from previous meetings

193.2 Mason’s Funfair – Cllrs Norris and Sant plus two Riseley residents would meet with a representative of Masons funfair on Monday 14th March to discuss resident’s concerns regarding holding the funfair on Riseley Recreation Ground.

193.4 Riseley Signs - Cllr. Norris had met with the resident to explain how the council is addressing issues with speeding and signage in Riseley.

1 Clerk to let organisers know 2 All / Clerk ______Page 2016/151 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

195.3.3 No 7 Bus - Cllr Norris and the Clerk had met to discuss the issues regarding the route of the No 7 bus. Further investigation is required.

195.3.4 Kingsbridge - Cllr. Munro had reported that the red/white barriers currently in place are temporary and would be replaced by permanent bollards. He also reported that he is in dialogue with WBC regarding the signage.

200.2 Soil Condition Surveys, Fieldfayre – the survey work had been completed, the report was expected by the end of March.

201.2 Ditch Maintenance – the work on the parish ditches and balancing ponds approved at the last meeting had been carried out. WBC had raised a works order for clearance of the Trowes Lane ditch.

205.2 Water Heater in the Pre-school area – pre-school is delighted with the new hot water tap which had replaced the water heater.

205.3 Ovens – all ovens in the hall had been professionally cleaned. Pre-school had sent their thanks to the council and would make sure that the one in their area is cleaned each time is it used.

209.3 Green Triangles at Road Junctions, Farley Hill – WBC responded to say that there is no money in the budget to install posts on the triangle in question. 3

5.2.1 Other Updates

5.2.1.1 Arborfield Green – it was NOTED that there would be a public consultation event on Saturday 19th March 1pm-5pm at Garrison Community Centre, Sheerlands Road, Arborfield RG2 9ND.

Update Meeting – it was NOTED that Curtin & Co who are managing community consultation on behalf of the developer, Crest Nicholson had requested an update meeting with the council. This would be held on Thursday 7th April, Cllrs. Anderson and Wheelwright would attend.

218 BOROUGH/PARISH MEETINGS

218.1 Peer Review – it was NOTED that the Chairman was invited to take part in a peer review of WBC officers. It was disappointing that the invitation was sent the day before the meeting and not copied to the Clerk. Cllr. Sampson received the invitation after the review had taken place, other parishes experienced the same issue.

218.2 Southern Parishes Meeting – it was NOTED that an informal meeting of the southern parishes of Shinfield, Swallowfield, , Beech Hill, and took place on 3rd March 2016, Cllrs. Sampson and Anderson and the Clerk attended. The purpose of the meeting was to discuss common issues particularly relating to planning. The chairman of Shinfield Parish Council proposed that the chairman and clerks from each parish would meet more regularly.

3 Clerk to inform resident ______Page 2016/152 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

218.3 WBC Local Plan Update – it was NOTED that WBC held a meeting to present an update on the local plan on 3rd March 2016. Cllrs. Sampson and Anderson and the Clerk attended. The borough needs to build 880 houses each year. It is re- opening its Call for Sites in April as it is understood that some people missed the opportunity to submit options. The group requested that WBC give the parishes information about which sites had been proposed prior to the formal consultation.

218.4 WBC Planning Process – it was NOTED that following feedback from a number of parish/town councils and the Clerks Forum a meeting was held with Clare Lawrence and members of her team. They acknowledged that there are a number of issues with the current process but are keen to work with parish/town councils to address any problems. They would appreciate feedback on any specific problems encountered.

219 PLANNING Chairman of Planning Committee: Cllr. J. Anderson

219.1 Current applications

219.1.1 160290 - Brandywell, Spring Lane, Swallowfield RG7 1SU Full planning application for the demolishing of existing dwelling, double garage/workshop and cottage plus erection of replacement chalet bungalow dwelling.

There is no garage on the proposed plan; however, it is not an issue in this instance as it is a big site which could accommodate a garage at a future date.

It was PROPOSED and seconded that the council make no comment. All in favour.

219.1.2 160427 - Land to the south west of Ostlers & Lea Cottage, Kybes Lane, , RG7 1NG Application for part retrospective change of use of land for the stationing of 10no mobile homes, 10no amenity blocks and 10no touring/ancillary caravans together with associated works for occupation by Gypsy and Traveller families.

There is a lot of history to this site which Swallowfield Parish Council are not party to. Shinfield Parish Council are fully aware of all the facts and are working with Wokingham Borough Council on this application.

It was PROPOSED and seconded that the council make no comment. All in favour.

219.1.3 160512 - Unit N, Lambs Lane Business Park, Basingstoke Road, Full application for the proposed extension of Unit N to provide additional space for Business Use Classes B1(b) & c) (Light Industrial and Research and Development) and B8 Use (Storage and Distribution) with Ancillary Offices, Car and Lorry Parking and ancillary works within existing Business Park.

There is plenty of room on this site.

It was PROPOSED and seconded that the council make no comment. All in favour.

______Page 2016/153 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

219.1.4 160514 - Clearwater, Deepwater, Part Lane, Swallowfield RG7 1TB Full planning application for the use of land for siting of a caravan for residential use in connection with site security and caretaking duties at Deepwater yard (retrospective).

In principle the council had no objection to this application but it would like to see more stringent conditions associated with any planning permission. It would like to see permission tied to someone with a contract of employment as a security guard with Deepwater.

It was PROPOSED and seconded that the council respond as above. All in favour.

219.1.5 153468 - Dolphin House, Part Lane, Swallowfield RG7 1TB Householder application for the erection of a replacement double garage with side car port, habitable accommodation in roof space following the demolition of existing double garage.

The Council would like a condition that the habitable accommodation is used solely by the occupiers of Dolphin House.

It was PROPOSED and seconded that the council respond as above. All in favour.

219.1.6 152659 - Willow Tree Works, Swallowfield Street, Swallowfield, RG7 1QX. Application for submission of details to comply with the following conditions of planning consent F/2014/0940 (2/4/2015). 22. Construction programme for any SUDS measures. 23. Details of the Drainage System. 24. Details of the implementation, maintenance and management of the sustainable drainage scheme. 26. Travel Plan.

It was NOTED that this application was discussed at the WBC Planning Committee Meeting on Wednesday 2nd March and the council had received confirmation that all the conditions had been approved.

It was NOTED that the next Community Liaison Group Meeting would be held on Wednesday 23rd March at 6pm in the Rose Room.

219.2 Results

219.2.1 150178 - Angel Sprints, Part Lane, SwallowfieldFull planning application for a proposed stable building comprising of three looseboxes and a hay barn, hardstanding and the permanent siting of two mobile field shelters. Permission Granted

The Council had no objection, however, it wanted to see a condition restricting it to the private use of the occupier only and not for commercial purposes. An appropriate condition had been set.

______Page 2016/154 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

219.2.2 152356 – Willowbrook, The Street, Swallowfield RG7 1QY Householder application for a two storey side and rear extension to existing dwelling. Permission Granted

The council had no objection.

219.2.3 152566 – 2 Park Villas, The Street, Swallowfield, Wokingham, RG7 1RD. Householder application for the proposed erection of a single storey front and rear extension, conversion of garage to habitable accommodation, addition of side door and removal of rear porch. Permission Granted

The council had reservations about the conversion of garages to living accommodation and asked WBC to verify that adequate off-street parking remains to meet current standards for a 3-4 bedroom property of this type.

219.2.4 153372 - The Old Cottage, Bunglers Hill Road, Farley Hill RG7 1TN Householder application for the proposed erection of a single storey outbuilding to form garage. Permission Refused

Reasons: Proposed outbuilding, given its size and position would result in the excessive encroachment of development into the countryside, contrary to policy CP1, CP3 and CP11 of the Core Strategy, and the Borough Design Guide.

The council had no objection to the proposal provided that, due to its proximity to the listed cottage, it is acceptable to the listed buildings officer.

219.2.5 153415 – South Lodge, Farley Castle, Castle Hill, Farley Hill RG7 1XD. Householder application for the proposed single storey rear extension to existing dwelling with flat roof and lantern lights. Permission Granted

The council had no objection.

219.2.6 160013 – Estate Office, Lambs Farm Business Park, Basingstoke Road, RG7 1PQ Full planning application for the change of use of existing garage into an office space plus a single storey side extension to form construction of a new attached garage. Permission Granted

The council had no objection.

219.2.7 160068 – Building H, Hill Farm, Jouldings Lane, Farley Hill RG7 1UR Certificate of existing lawfulness application for the use of Building H for storage purposes within Use Class B8. Certified

Reason: Considered to have been demonstrated, on the balance of probability, that building H has been used for storage purposes (Use Class B8) for 10 consecutive years.

The council had no information to the contrary.

______Page 2016/155 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

219.3 Enforcement

219.3.1 One case opened

219.3.2 One case closed - due to a planning application being submitted

219.4 Tree Preservation Order (TPO) 1512/2016 – it was NOTED that WBC had made a TPO in response to planning application F/2014/0940 for trees at 3 Hornbeams, Swallowfield RG7 1QY. The order took effect, on a provisional basis, on 24th February and continues for 6 months or until the order is confirmed by the WBC.

219.5 Hart District Council Local Plan Consultation – key points noted were that the council would strongly object to any development on the site next Riseley as the site was unsustainable. The council would support the idea of a new development in Winchfield.

It was PROPOSED and seconded that the response to the consultation on where new homes should be built in Hart up to 2032 would be as in the circulated document. All in favour. 4

[Members of the public left the meeting]

219.6 Arborfield Garrison Community Forum – it was NOTED that this group met on 22nd February, Cllr. Wheelwright attended and circulated notes.

219.7 Stratfield Saye Neighbourhood Plan – it was NOTED that Stratfield Saye had circulated their neighbourhood plan.

220 FINANCE (Budgets/investments/sinking fund/grants/risk assessments/insurance) Lead Councillor: Cllr. P. Sampson

220.1 Accounts Update – it was NOTED that the accounts had been circulated.

220.2 Internal Transfer of Funds – it was NOTED that £5,000 had been transferred from the Unity Trust account to the Barclays account to cover salary payments for February. This was necessary as transfer of sponsorship of the BACS process from Barclays to Nat West (on behalf of Unity Trust Bank) had not been completed and there were insufficient funds in the Barclays account. The BACS transfer had now been completed so the Barclays account could be closed. 5

220.3 Finance Working Group – it was NOTED that the Finance Working Group met on Tuesday 16th February and the notes had been circulated. It was NOTED that the next meeting would be held on Tuesday 17th May 2016 at 10am in the Parish Office.

220.4 Unity Trust Account – it was PROPOSED that a new account Unity Trust account be set up for the management of transactions relating to the Fieldfayre development. All in favour. 6

4 Clerk 5 RFO 6 RFO ______Page 2016/156 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

220.5 Policy on Grants, Donations and Financial Support – it was PROPOSED and seconded that the policy circulated is adopted by Swallowfield Parish Council. All in favour. 7

220.6 Internal Auditor – it was PROPOSED and seconded that Claire Connell is appointed as Internal Auditor for the council for the financial year 2015/2016 at a cost of £600. All in favour. 8

220.7 External Auditor – it was PROPOSED and seconded that Swallowfield Parish Council does not appoint its own external auditors but follows the recommendation of the “The Board of Smaller Authorities Appointments Ltd” (the sector led body). All in favour.

220.8 VAT – it was PROPOSED and seconded that the council engage the services of Steve Parkinson, (SLCC National VAT Advisor) for up to two days at a cost of £400 per day, in his private capability for advice on the situation regarding VAT on the Fieldfayre project. All in favour. 9

220.9 Grant for Lighting Upgrade at Swallowfield Parish Hall – it was PROPOSED and seconded that the council apply to the EON Energy Action Fund for a grant of £2,000 towards replacing lights in Swallowfield Parish Hall with more energy efficient units. All in favour. 10

221 BILLS FOR PAYMENT

It was NOTED that Cllrs. Dance, Norris and Wheelwright had still not received their passwords for completing on-line approvals. 11

Cllr. Norris asked when the council had last looked at its utilities suppliers. It was NOTED that this had been done fairly recently. Cllr. Norris agreed to help conduct a new evaluation.12

It was PROPOSED and seconded that the bills as listed below would be APPROVED for payment. All in favour. On-line payments would be authorised by Cllrs. Anderson and Sampson. 13 Cheques would be signed by Cllrs. McDonald and Wheelwright. 14 15

7 Clerk to publish 8 RFO to organise meetings 9 Clerk to organise meetings 10 PS/Clerk 11 RFO to chase 12 RFO / RN to investigate 13 JA/PS 14 MM/JW 15 RFO to issue payments ______Page 2016/157 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

BARCLAYS BANK - DIRECT DEBITS 1 Payroll - February 3579.82 2 Pension - February 917.32 3 Tax & Ni - February 676.97 4 Bank charges 13.01.16-14.02.16 6.00 UNITY TRUST BANK – ON LINE PAYMENTS 5 Rub-a-dub-scrub - Hall cleaning (February) 237.51 6 Moorepay - Payroll costs February 26.72 7 4 Acre Ecology - Great Crested Newt assessment at Fieldfayre 300.00 8 Scofell Landscapes - Ditches & pond works 540.00 9 A1 Security Systems - Office alarm annual maintenance 136.50 10 Woodside Recycling - Office paper recycling 62.40 11 Molegone - Moles on Swallowfield recreation ground 60.00 12 Viking - Ink cartridges & monitor stands 156.60 13 OCS - Removal of green waste at the Parish Hall 180.00 14 Lucas Plumbing - Installation of new hot water tap 463.24 15 Westronics - Check fire fault on fire detection system 108.00 16 SLCC - Clerks manual 50.50 17 Loddon Door Services - Repair hall door 94.50 UNITY TRUST BANK - CHEQUES 18 Mrs D Rochfort - Deposit refund 100.00 19 Earley Town Council - Remark football pitches 316.80 20 TV Licensing - TV licence for Rose Room 145.50 21 SSE - Electricity for Flat 1 Fieldfayre 10.12.15-02.03.16 23.01 22 ABS Electrics - Investigate electrical problems at the hall 60.00 23 BBOWT - Annual membership renewal 46.00 24 SLCC - CiLCA registration for Clerk 250.00 UNITY TRUST BANK - DIRECT DEBITS 25 British Gas - Gas at the Parish Hall 21.11.15-25.02.16 1285.66 26 British Gas - Electricity at the Parish Hall 27.11.15-25.02.16 745.11 27 British Gas - Electricity at the Post Office 02.12.15-25.02.16 108.72 28 Thames Water - Riseley Hall 12.11.15 - 10.02.16 60.80 29 Thames Water - Parish Hall 12.11.15-11.02.16 122.61 30 SSE - Electricity our offices at Fieldfayre 03.12.15-26.02.16 29.99 31 SSE - Electricity AB old offices at Fieldfayre 03.12.15-26.02.16 29.99

______Page 2016/158 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

222 PROPERTY (Fieldfayre) Lead Councillor: Cllr. J. Anderson

222.1 Update – it was NOTED that Cllrs. Anderson and Sampson and the Clerk had met with Mr Kumar to discuss progress of the development.

222.2 Soil Condition Surveys – it was NOTED that the contractor had carried out the work on 3rd March.

222.3 Fieldfayre – it was PROPOSED and seconded that this item be discussed in Part II. All in favour.

223 RESILIENCE (Flooding/ditches/rivers/ Flood Resilience Group (FRG) Lead Councillor: Cllr. M. McDonald

223.1 FRG – it was NOTED that the minutes from the last meeting held on 17th February had been received and that the date for the next meeting would be Wednesday 27th April, 7:30pm in the Rose Room.

223.2 Grant Funding from SSE for Resilient Communities – it was PROPOSED and seconded that the council applies for a grant to be used for purchasing items required to support the emergency plan being prepared by FRG. All in favour. 16

223.3 Flooding in the car park at Swallowfield Parish Hall – it was PROPOSED and seconded that the council engage a solicitor to prepare a Deed of Easement between Farley Farms Estate and the council to allow the council to install pipework which would drain water from the car park into the ditch at the back of the car park. Up to £1,500 to be approved for legal fees. All in favour. 17

223.4 Resilient Communities Meeting – it was NOTED that CCB held a workshop on the implications of using your hall as a place of refuge during an emergency on Monday 22nd February, Cllrs McDonald and Norris attended. Cllr. Norris presented the draft emergency plan put together by FRG which was very well received.

223.5 LFCC – it was NOTED that the next meeting will be held on 14th April 2016, 7:30pm in the Davies Room, Swallowfield Parish Hall.

223.6 Thames Water – it was NOTED that a response had been received from Thames Water following the Council’s query regarding the Ready for Winter, whatever the weather letter. 18

16 RN 17 Clerk 18 MM to circulate to FRG ______Page 2016/159 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

224 ENVIRONMENT & RURAL AFFAIRS (The Marshes/Van Demans/Swallowfield Meadow/Community Orchard /Biodiversity/Footpaths/Waste/NAG/RCAG) Lead Councillor: Cllr. P. Sampson

224.1 RCAG – it was NOTED that the next meeting due to be held on Thursday 10th March, at Rowes Farm Clubhouse, had been postponed. It would now take place on Wednesday 16th March, 9:30am at Loddon Valley Police Station, Rushey Way, Earley, RG6 4PS. Cllr. Dance would attend.

It was NOTED that a Rural Crime Bulletin had been received. Anyone wishing to receive a copy should sign up for Rural Alerts on the Alerts system.

224.2 NAG – it was NOTED that the minutes of the last meeting held on 19th January had been received. It was NOTED that the next meeting would be held on Wednesday 9th March, 7:30-9:00pm, at Shinfield Parish Hall. Members of the public are encouraged to attend. Cllr. Sant would attend.

224.3 Recycling – it was NOTED that a request from the re3 Marketing and Communications Officer at Reading Borough Council regarding a new quarterly communications campaign to support people to waste less, save money and recycle more had been received. It is requested that the council supports this campaign by sharing social media posts and using content on the website or in newsletters. 19 It was NOTED that she had agreed to speak at the APM. 20

225 RECREATION (Play areas/skateboard park/recreation grounds/football pitches/mpg court) Lead Councillor: Cllr. J. Sant

225.1 Quarterly Playground Inspection – it was PROPOSED and seconded that the Playground Technician from Reading Borough Council be engaged to carry out quarterly Playground inspections on the children’s play equipment at Swallowfield, Riseley and Farley Hill for the period 1st April 2016 to 31st March 2017 at a cost of £142.98. All in favour. 21

225.2 Cushionfall for play park at Swallowfield – it was PROPOSED and seconded that the Council purchase 8m3 of natural cushionfall at a cost of £466.00 plus VAT. The is to top up the cushionfall in the new play area at Swallowfield as highlighted in the quarterly inspection report. All in favour. 22

225.3 Repairs – it was PROPOSED and seconded that the Council commission Safe and Sound to repair the two pieces of play equipment, one in Swallowfield and the other in Riseley and the skate ramp at Riseley which have all been identified as requiring work in the Quarterly inspection at a cost of £5,3400 plus VAT. All in favour. 23

19 GC 20 Clerk to co-ordinate 21 Clerk 22 Clerk 23 Clerk ______Page 2016/160 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

225.4 Annual Playground Inspection – it was NOTED that this inspection is due to take place in March, the council would not be informed in advance of the date.

225.5 RSF Tennis Club – it was NOTED that the Tennis Club Meeting took place on Monday 7th March, 8pm in the Clubhouse. Unfortunately, no councillors were available to attend due to the lack of notice for the meeting. It was AGREED that Cllr. Sant would make contact with the chairman. 24

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

226.1 Village SOS – it was NOTED that CCB are running a meeting together with Village SOS about establishing new village projects. It would be held at Hermitage Village Hall on Wednesday 23rd March, 2:15-4:30pm. Cllr. McDonald explained that this event would not be useful for the parish council as the hall was not run by a management committee.

226.2 Work on Swallowfield Parish Hall - Cllr. McDonald NOTED that she had met with the Clerk to prioritise the work discussed at the strategy meeting. A proposal would be brought to council once costings had been obtained.

226.3 SPEG - Cllr. McDonald NOTED that the last event had made a small loss, which had been covered by profit made at previous performances. The sale of 10 more tickets would have made the difference so she urged members to support the next event to be held on Sunday 24th April.

227 HEALTH AND WELL-BEING (Local health & wellbeing issues, Medical Practice, WBC-Health & social care, SCAS, Responders, Heartstart, Clinical Commissioning Group, CAB, Calico Trust) Lead Councillor: Cllr. J. Anderson

227.1 Swallowfield Community Responders – it was NOTED that the January 2016 Update had been received.

228 HUMAN RESOURCES (Appraisals/recruitment/staff training) Lead Councillor: Cllr. G. Collender

228.1 Work Station Assessments – it was NOTED that work station assessments had been carried for the RFO and Clerk, the only issue identified was that their monitors were too low and had no adjustment. Two monitor stands had been purchased.

228.2 Staff Matters – it was PROPOSED and seconded that this was discussed in Part II as it related to employee matters. All in favour.

24 JS ______Page 2016/161 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

229 COMMUNICATION (Newsletter/Website/Annual Report/Media) Lead Councillor: Cllr. G. Collender

229.1 Spring 2016 – it was NOTED that the newsletter would be delivered w/c 7th March and that the deadline for the Summer Newsletter was 31st May 2016.

229.2 Archiving of historical minute books – it was PROPOSED and seconded that all of the council’s old minute books be digitised and the originals lodged with the Berkshire Records Office. It was PROPOSED and seconded that TownsWeb Archiving be commissioned to carry out the work at a cost of £1,997.00 plus VAT. All in favour. 25

230 CORRESPONDENCE

230.1 FRG Ditch Proposal – it was NOTED that a proposal prepared by FRG regarding potential improvements to drainage in the village had been received. Cllr. Dance would evaluate the proposal. Cllr. Sampson asked that Farley Estate was contacted regarding the FRG’s proposal at an early stage. 26

230.2 Hart District Council, Local Plan Consultation – it was NOTED that a copy of a letter from Hart District Council to a resident regarding consultation on their local plan had been received. See item 219.5 for details of action.

230.3 Speeding in Riseley – it was NOTED that a letter had been received from a resident outlining concerns about speeding in Riseley. It was NOTED that Wokingham Borough Council are monitoring the situation regarding speeding following the new speed limit and it is understood that Thames Valley Police believe there is a problem and would like WBC to put more measures in place. It was AGREED to pass over the information to WBC. 27

231 URGENT MATTERS AND/OR ITEMS FOR SUBSEQUENT AGENDAS

Charles Stanley – fees structure

232 DATE OF NEXT MEETING

Tuesday 12th April 2016 at 7.30 p.m. in the Rose Room, Swallowfield Parish Hall, Swallowfield Street, Swallowfield.

25 Clerk 26 BD to follow up with Farley Estate and FRG 27 Clerk ______Page 2016/162 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

PART II

233 FIELDFAYRE

233.1 Shop/Post Office

233.1.1 Security – it was PROPOSED and seconded that a door shutter and an internal grille door are fitted in the shop at a cost of £1,650 plus VAT. All in favour. 28

233.1.2 Rubbish – it was PROPOSED and seconded that the letter circulated was sent. All in favour. 29

233.2 Flat 2

233.2.1 Tenancy - it was AGREED that the situation would continue to be monitored. 30

233.2.2 Window – it was PROPOSED and seconded that the council offer to board up the broken window. 31

234 HR

234.1 Staff Employment it was PROPOSED and seconded that the employment contract of the Clerk be amended as detailed in the paper previously circulated. All in favour.

[The meeting closed at 9:37pm]

28 Clerk 29 Clerk 30 Clerk 31 Clerk ______Page 2016/163 Swallowfield Parish Council Meeting, Minutes Tuesday 8th March 2016 ______

APPENDIX

216.2 Working Groups

Matters covered Members Communication Gordon Collender (Lead) Newsletter, website, annual Report, media Jonathan Sant communication (press, tv, radio), face-to-face Jonathan Wheelwright communication Environment & Rural Affairs Peter Sampson (Lead) The Marshes, Van Demans, Swallowfield Meadow, Bill Dance Community Orchard, Biodiversity Plan, Footpaths, Waste, Margaret McDonald NAG, RCAG Finance Peter Sampson (Lead) Budgets, investments, sinking fund, asset management John Anderson H/S, Risk Assessments, Insurance, Grants and Gordon Collender Contributions Jonathan Sant Halls Margaret McDonald (Lead) General maintenance, Marketing group, user liaison, Riseley Village Tea Room Heath & Wellbeing John Anderson (Lead) Local health and wellbeing issues, Medical practice, WBC Roger Norris – health and social care, SCAS, Responders, Heartstart, Clinical Commissioning Group, CAB, Calico Trust, Relate Human Resources Gordon Collender (Lead) 4 members of staff Margaret McDonald Appraisal, recruitment, staff training Peter Sampson Jonathan Sant Property John Anderson (Lead) Fieldfayre (development, shop/PO, flats) Peter Sampson Jonathan Sant Jonathan Wheelwright Recreation Jonathan Sant (Lead) Play areas; Swallowfield, Riseley, Farley Hill, Bill Dance Recreation grounds; Swallowfield, Riseley Peter Sampson Skateboard park; Riseley Tennis Club; Riseley Resilience Margaret McDonald (Lead) Flooding issues, ditches, rivers, sewerage Bill Dance Wider involvement with issues relating to public safety. Roger Norris Peter Sampson Transport Roger Norris (Lead) Road issues, speeding traffic, public and private transport Jonathan Wheelwright

______Page 2016/164