MINUTES OF THE MEETING OF SWALLOWFIELD PARISH COUNCIL HELD ON TUESDAY 12TH NOVEMBER 2019 IN THE ROSE ROOM, SWALLOWFIELD PARISH HALL, SWALLOWFIELD STREET, SWALLOWFIELD AT 7.30PM Present: Cllr. J. Anderson (Chairman) Cllr. M. Binns Cllr C. Drew Cllr. A. King Cllr. M. McDonald In attendance: Liz Halson (Clerk) Members of the public: 0 1083 APOLOGIES FOR ABSENCE Cllr. W. Dance Cllr. G. Collender Cllr. S. Lonorgan Cllr. J. Wheelwright 1084 DECLARATIONS OF INTEREST None. 1085 CHAIRMAN’S ANNOUNCEMENTS 1085.1 Legacy – it was NOTED that the council has received the legacy left by Max Bowker. A plan for spending the money would be discussed at the strategy meeting. 1085.2 Strategy Meeting – it was NOTED that the Chairman had organised a Strategy Meeting for Tuesday 26th November. 1085.3 Planning committee – a planning committee meeting would take place on 26th November just before the start of the Strategy Meeting to discuss a planning application submitted to Hart District Council for land off the Devil’s Highway. Although this land is in a neighbouring parish it may affect residents in the parish of Swallowfield. 1 1086 MINUTES OF LAST MEETING 1086.1 It was PROPOSED and seconded that the minutes of the Parish Council meeting held on 8th October 2019 be approved. All in favour. 2 1 Clerk 2 JA _______________________________________________________________________________ 2019/645 Swallowfield Parish Council Meeting, Agenda Tuesday 12th November 2019 1087 CLERKS REPORT 1087.1 Update on items from previous meetings 1087.1.1 1039.1.2 Stage curtains – it was NOTED that the new stage curtains would be fitted on Friday 22nd November. 1087.1.2 1065.1 Remembrance Sunday – it was NOTED that it has become increasingly difficult to request traffic to stop even for the two minutes silence. It was AGREED that other ways to influence driver behaviour would be explored. 1087.1.3 1075.2 Environment Working Group - it was NOTED that there had been a request to spend another £100 plus VAT on stakes and ties for trees at the orchard as it was felt that three stakes per tree were required rather than the two which had been agreed. The council AGREED to fund the additional stakes. 1087.2 Other Items 1087.2.1 Ditch Maintenance – it was NOTED that Cllr. King and Graham Stanley have walked the ditches and balancing ponds and Graham had prepared a report on the work required. The contractor would be asked to submit a quote for the work which would ideally be carried out in January. 3 1087.2.2 Parish Stores Door – it was NOTED that the automatic door was not functioning correctly. A call had been placed with the maintenance company. 1087.2.3 Dog Waste Collection – it was NOTED that two companies had been identified who could empty the dog bins. It was AGREED that the Clerk should appoint one of them to empty four of the key bins until a full review of waste collection was completed. 4 1087.2.4 Swallowfield Parish Hall – it was NOTED that a leak from a pipe feeding the water tank had developed in the old boiler room. It would be repaired as soon as possible. 1087.2.5 Buses – it was NOTED that contact had been made with Reading Buses. Their representative categorically deny that any of their buses had been damaged on Swallowfield Street in the last ten months. This is contrary to information received from residents. Residents had been asked to record any future incidents and take photographs so that the evidence could be sent to Reading Buses. 1088 PLANNING Chairman of Planning Committee: Cllr. J. Wheelwright 1088.1 Current applications – for details see page 2019/652 1088.1.1 192746 – Yaffles, Beech Hill Road, Spencers Wood, RG7 1HT Comment 1088.1.2 192909 - Three Gables, The Devils Highway, Riseley, , RG7 1XR No Comment 3 Clerk 4 Clerk ______________________________________________________________________________ 2019/646 Swallowfield Parish Council Meeting, Agenda Tuesday 12th November 2019 1088.2 For Information only – for details see page 2019/652. 1088.2.1 192788 - Wheelers Farm Bungalow, Wheelers Farm, Swallowfield, RG7 1XL 1088.3 Results – for details see page 2019/653. 1088.3.1 191963 – Mistletoe Cottage, The Devils Highway, Riseley RG7 1XR 1088.4 Tree Preservation Orders (TPOs) – for information only. 1088.4.1 1680/2019 – Relating to tress located on land at 3 Hornbeams, Swallowfield, Berkshire RG7 1QY and Greenacres and Willow Tree Works, Swallowfield, Berkshire RG7 1QX and also on land at 1 Villa Place, The Street, Swallowfield – NOTE that the following modifications have been approved: situation for T5 has been changed to 31 The Pippins, Swallowfield RG7 1LW (SU 72441 64886). This TPO replaces lapsed TPOs 1512/2016 and 1485/2014. 1088.5 Enforcements – it was NOTED that there are 5 outstanding enforcement investigations. 1088.6 Central & Easter Berkshire Authorities – Joint Minerals and Waste Plan: Additional Call for Sites – it was NOTED that landowners, agents or potential developers are being asked to forward site proposals for consideration for minerals and waste uses, including any aspirations for existing sites to either extend or widen the range of operations or facilities to Hampshire Service via email [email protected]. 1089 FINANCE (Budgets/investments/sinking fund/grants/risk assessments/insurance) Lead Councillor: Cllr. J. Anderson 1089.1 Accounts 1089.1.1 Month End Accounts – it was NOTED that the Month End Accounts have been circulated. It was PROPOSED and seconded that these are accepted. All in favour. 1089.1.2 Bank Reconciliation Statements – it was PROPOSED and seconded that the Bank Reconciliation Statements be signed. All in favour. 5 1089.2 Finance Working Group – it was NOTED that the last meeting was held on Thursday 7th November. The main topic of discussion was the budget. 1089.3 Internal Audit – it was NOTED that the Auditor is scheduled to visit on Friday 22nd Nov and Monday 2nd Dec. 1089.4 2020/2021 Budget – it was NOTED that the budget was discussed at the Finance Working Group. An updated draft budget is being prepared and would be circulated shortly. 5 JA ______________________________________________________________________________ 2019/647 Swallowfield Parish Council Meeting, Agenda Tuesday 12th November 2019 1090 BILLS FOR PAYMENT 1090.1.1 Bills List – it was PROPOSED and seconded that the bills as listed below be APPROVED for payment. Items 28 and 29 were approved prior to the meeting as AGREED in resolutions 1077.2 and 1077.3. On-line payments would be authorised by Cllrs. Anderson and McDonald. All in favour. 6 1 Signs Express 2808.00 2 Deposit Refund 100.00 3 Deposit Refund 75.00 4 OCS 150.00 5 Calico Trust 500.00 6 Westronics 353.87 7 Heartwood 720.00 8 GLS 75.22 9 Mrs K U Luke 247.00 10 Moorepay 39.31 11 West Berkshire Council 180.00 12 Reading Borough Council 120.53 13 Earley Town Council 129.60 14 Earley Town Council 64.80 15 D2D Distribution 378.00 16 Grundon 96.38 17 Grundon 96.38 18 Direct Debit - Eon 205.66 19 Direct Debit - Eon 100.74 20 Direct Debit (HMRC PAYMENTS) 596.69 21 Wokingham Council 83.00 22 Direct Debit (CASTLE WATER) - TW9215892362 51.49 23 Direct Debit (CASTLE WATER) - TW2836480081 54.05 24 BACS Charge 17.12 25 Payroll - October 5069.79 26 Lloyds Bank (Alto Card) 145.93 27 Unity Trust Service Charge 3.30 28 Loddon Reach 438.00 29 Loddon Reach 500.00 6 GC/JW ______________________________________________________________________________ 2019/648 Swallowfield Parish Council Meeting, Agenda Tuesday 12th November 2019 1091 PROPERTY (Fieldfare, Halls, Land) Lead Councillor: Cllr. J. Anderson 1091.1 Van Demans - it was PROPOSED and seconded that the rent for Van Demans for 1st February 2020 to 31st Dec 2020 be £850 per annum. All in favour. 7 1091.2 Riseley Memorial Hall and Sports Pavilion – it was NOTED that Cllr. Anderson and the Clerk met with the Estate Director for Wellington Estates to discuss the lease of the car park and orchard. He would make a proposal once he had discussed the situation with the estate Trustees. 8 1092 RESILIENCE (Flooding/ditches/rivers/Flood Resilience Group (FRG)) Lead Councillor: Cllr. A. King 1092.1 Spillway Project 1092.1.1 Tender – it was NOTED that Graham Stanley and Paul Pattison were investigating other contracting options. 1092.1.2 Reading University – it was NOTED that as part of their in-kind contribution to the funding of the spillway project, Reading University students would be doing some project work. There would be some field work and sampling involved which would involve the students visiting the site. 1092.2 Swallowfield Flood Resilience (FRG) – it was NOTED that representatives of the group would meet with Wokingham Borough Council officers on 21st November 2019. It was NOTED that the next meeting of the group would be held on Thursday 5th December 2019. 1093 ENVIRONMENT (The Marshes/Van Demans/Swallowfield Meadow/Community/Orchard/ Biodiversity/Footpaths/Waste/NAG/RCAG) Lead Councillor: Cllr. A. King 1093.1 Fields Neighbourhood Action Group – it was NOTED that the last meeting was held on 6th November 2019, Cllr. McDonald attended. The police explained that they could not deal with the issues regarding the removal of the pedestrian refuge by the Memorial Hall entrance and vehicles driving over Riseley Green, these should be addressed to Wokingham Borough Council. 1093.2 Environment Working Group – it was NOTED that this group of volunteers led by Cllr. King met on 6th November. It was agreed to split the work with groups focused on Fox’s Run, The Marshes/Riseley Common and investigation of wildflower planting. It was NOTED that volunteers would canvas opinions regarding planting on Fox’s Run and the Riseley Commoners were organising another working day.