Parish Office, Swallowfield Street, SwallowfieldRG7 1QX
Clerk: Mrs. C. Adams
NOTICE IS HEREBY GIVEN THAT THE ANNUAL MEETING OF
SWALLOWFIELD PARISH COUNCIL
WILL TAKE PLACE ON TUESDAY 14th MAY 2013 IN
THE ROSE ROOM, SWALLOWFIELD PARISH HALL,
SWALLOWFIELD STREET, SWALLOWFIELD AT 7.30PM
Mrs. C. Adams, Clerk
9/5/13
Members: Mrs. M. McDonald (Chairman), Mr. J. Anderson, Mrs. C. Clark, Mr. G.E. Collender,
Mr. E. Handley, Mrs. A. King, Mrs. H. Lewis, Mr. P. Sampson , Mrs. B. E. Stanley
Note: This meeting is open to the public and press who are welcome to attend.
There will be an OPEN FORUM for informal discussion at the start of the meeting.
A G E N D A
1. APOLOGIES FOR ABSENCE
To receive any apologies for absence
2. DECLARATIONS OF INTEREST
To receive any declarations of interest in any matters to be discussed by the Council at thismeeting
3. ELECTIONS
3.1 To elect members to the following offices and receive the Chairman’s Declaration of Acceptance of Office
Election of Chairman
Election of Vice-Chairman
Election of Chairman of Planning Committee
Election of Lead Councillors (paper attached)
To appoint representatives for:
Wokingham District Assn of Local Councils; and
Wokingham District/Parish Conference
To confirm representatives on outside bodies (paper attached)
3.2 To agree that Parish Council meetings will continue to take place on the 2nd Tuesday of every month in the Rose Room – and for ‘urgent items only’ in August
4.MINUTES OF LAST MEETING
a) to approve the minutes of the Parish Council meeting held on 9th April 2013
b) to approve the minutes of the Annual Parish Meeting held on 30th April 2013
c) matters arising and outstanding actions from last meeting
The meeting will be temporarily adjourned to the next item
5. QUESTIONS OR COMMENTS FROM MEMBERS OF THE PUBLIC
6.PLANNING
6.1 Current applications
108/F/2012/1848 - Sheepbridge Court Farm - erection of 4 x 6 metre floodlights for riding arena (retrospective) To note additional details
(PC’s previous comments - no objection subject to suitable conditions being imposed to restrict the use of the lights after 9pm and to ensure that the light fittings are of a type that won't give rise to undesirable stray light)
New details include a letter and plan.
Correspondence: receipt of letter from neighbouring property (copy attached)
8/F/2013/0637 - proposed erection of a single storey side extension to dwelling, following demolition and removal of existing conservatory, Pollards, Jouldings Lane, Farley Hill
9/F/2013/0713 - proposed erection of two storey side extension plus single storey front porch extension. Erection of double detached garage and carport. (Demolition of single storey side extension and double garage). Raising of roof of annexe to allow for loft conversion. Farley Hill Cottage, Church Lane, Farley Hill (it's on the junction with Church Road).
10/F/2013/0739 - proposed change of use from village hall (D1) to a mixed use community tea room (A3) and arts and crafts shop (A1), Riseley Memorial Hall, Odiham Road, Riseley
11/O/2013/0600 – Outline Planning consent for the demolition of MOD buildings and redevelopment of Arborfield Garrison and adjoining land; and full permission for other connected matters including the SANG; reuse of existing MOD gymnasium to community use; and various highway alterations
Comments required by 21 June
6.2 Results and enforcements – to note below
6.3SDLs – receipt of planning application details from the developers of the northern part of the Arborfield SDL site (as above); to note date of next community forum meeting for Arborfield SDL - 20 June; and to note invitation by WBC to a meeting with the Parish Council re the relief road on 10th June (Mr. Handley and Mrs. Lewis to attend on behalf of the PC)
6.4MDD DPD – update and to note Examination timetable (below)
6.5WBC Consultation on Draft Affordable Housing SPD – response required by 16th May – to agree no comment
6.6WBC Consultation on Preliminary CIL Charging Schedule – response required by 16th May – proposed response attached
6.7Blackwater Valley Countryside Partnership – to note WBC’s notice of withdrawal from the Partnership in 2014 (with a loss to the BVCP of £8,000 p.a.)
7.FINANCE
(Budgets/investments/sinking fund/grants/properties/risk assessments/insurance)
Mr. Collender/Mr. Anderson/Mrs. Clark/Mrs. King/Mr. Sampson
7.1Finance update – including Redmayne Bentley’s Valuation dated 5th April and a Performance Summary, market commentary and invoice.
7.2Fieldfayre – update (below)
Rates appeal – update (if any)
7.3Russell Players – to note request for permission to erect a noticeboard outside the shop alongside the others already in that position
8. BILLS FOR PAYMENT – to approve [list to be provided at meeting]
9. PARISH VISION
(Parish plan/future of the parish/WDALC/BALC/AWE)
Mrs King/Mr. Anderson/Mrs. McDonald
9.1Parish Vision – update (paper attached)
9.2WDALC – to note meeting to be held on 16th May at Shute End (and paperwork received – minutes of the meeting of the Place and Community Partnership held on 25th April; and WBC Health & Wellbeing Strategy 2013-2014)
9.3Borough/Parish Conference – request from WBC for suggestions of conference discussion topics (response required by 7th June) (letter attached)
10. RECREATION
(Play areas/skateboard park/recreation grounds/football pitches/mpg court)
Mr. Handley
10.1Play area inspections – to agree to engage the services of The Play Inspection Company to carry out the annual inspections (see below for further information)
11. ENVIRONMENT
(The Marshes/Van Demans/Swallowfield Meadow/Community Orchard/biodiversity/footpaths/waste)
Mr. Sampson/Mrs King/Mrs. McDonald
11.1Campaign Against Waste – report on meeting held on 15th April (notes attached)
11.2Litter signs – to consider the type of sign required and to note information from WBC (attached)
11.3Jubilee Trees – to agree a date for the tree planting ceremonies and to note that WBC Cllr Angus Ross would be prepared to attend
11.4CPRE – information on the new transport toolkit
11.5Foxes Run – background note attached
12. HUMAN RESOURCES
(Appraisals/recruitment/staff training)
Mrs. Stanley/Mrs. McDonald
12.1Staff – to consider current staffing and possible future changes and to agree that this will be discussed under Part II - private and confidential matters (further details below)
12.2Annual appraisals – to note these are due
12.3Salaries review – to note that the reviews are due but will be subject to the above
13. TRANSPORT
(Road issues/speeding/public transport/police liaison/NAG)
Mr. Handley/ Mrs. King; NAG – Mr. Sampson
13.1 Riseley Gateways – update (below)
13.2NAG – report on meeting held 16th April (PS) – next meeting 11th June
13.3Police surgeries – to note surgeries at Loddon Court Farm at 3pm on 3rd June and 1pm on 8th July and to agree member representation
14. COMMUNICATION
(Newsletter/website/Annual Report/media)
Mr. Collender/Mrs. Clark
14.1Newsletter – deadline for next copy 30th June
15. RESILIENCE
(Flooding/ditches/rivers/ Flood Resilience Group ‘FRG’)
Mrs. McDonald/Mrs. King/Mr. Sampson
15.1Flooding update – to note that the EA are preparing a response to the Swallowfield Flood Mitigation Management Plan and that the group has reiterated local residents’ increasing anxieties at the unusually high groundwater levels in various areas around the parish.
16.HALLS
(Maintenance/website/involvement with users/Marketing and Entertainment Groups)
Mrs. McDonald/Mrs. Clark/Mrs. King/Mr. Sampson
16.1Riseley Memorial Hall – tea room update (critical line details attached); to ratify the Constitution and Rules document (copy attached); to agree the lease; and to agree for an allowance to be made to cover the cost of alterations to the internal swing doors (see below)
16.2Parish Hall Floor – update
16.3Parish Hall boiler and pipework – quote to be provided
16.4Web calendar update
16.5Hall fees – to agree new fees from September 2013 (attached)
16.6Hall usage – to consider regular group use (see below)
16.7Russell Players – to confirm charges for RPs use of Rose Room as changing facility (letter attached)
16.8Hall Users meeting – to note hall users meeting to be held on 21st May
17. BUSINESS/FARMING
(Links with businesses in the parish/Business Forum/farming)
Mr. Sampson/Mrs. Clark; Farming – Mrs. King
17.1Rural Crime Action Group – report on meeting held on 2nd May (PS)(details attached – notes of meeting and actions; drafts of - Terms of Ref/Confidentiality Agreement/Rural Crime Delivery Plan)
18. REPORTS/CORRESPONDENCE
Curly’s Way – to note complaint regarding horses accessing the Open Space via Curly’s Way
The meeting will be temporarily adjourned for the next item
19. QUESTIONS OR COMMENTS FROM MEMBERS OF THE PUBLIC
To receive questions or comments from the public
20. URGENT MATTERS AND/OR ITEMS FOR NEXT AGENDA
Outstanding: stage sound and lights
21. DATE OF NEXT MEETING
Tuesday 11thJune 2013at 7.30 p.m. in the Rose Room, Swallowfield Parish Hall, Swallowfield Street, Swallowfield
Notes to the agenda:
NB: on Agendas for the Public some items may have been removed if they are of a confidential nature (eg salaries or business connected with tenancies etc)
Attachments are not included on public agendas but are available upon request subject to the above.
AGENDA ITEM 6.2
Results
2/VAR/2013/0210 – application for variation of condition 2 of planning consent F/2011/0118 to allow amended drawing number A03, Kingsbridge Farm, Lambs Lane, Swallowfield + revised drawing (PC no objection)
PP granted March 2013
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 (PC objected on grounds of scale relative to the size of the original property)
PP granted April 2013
AGENDA ITEM 6.4
MDD DPD examination (May 2013)
The PC has sent in the representations, listed below, in response to those put in by Winkworth (for up to 100 houses on land at Lambs Farm Business Park) and by Warwick (through his agent Tustain) for 20 houses at Trowes Lane.
Representation 068
Site allocations – Matter 5
Omission sites – issue 1b (Warwick/Trowes Lane)
Omission sites – issue 1b (Winkworth/Lambs Farm)
Site allocations – issue 2 (Winkworth/Lambs Farm)
Cross Cutting Policies – Matter 2
Site specific matters under Policy CC02 – issue 12 (Winkworth/Lambs Farm)
Site specific matters under Policy CC01 – issue 11 (Winkworth/Lambs Farm)
Site specific matters under Policy CC01 – issue 11 (Warwick/Trowes Lane)
The examination will be an informal hearing around a table which will discuss the issues the Inspector has identified. The Inspector may seek further statements as he deems fit. In our original submissions we stated that we did not wish to speak. However, given the representations above we might want to be present in case the Inspector wants to ask us anything. It is likely also that some residents will wish to attend. Anyone can observe the examination but will not be allowed to speak (unless invited to do so by the Inspector)
The relevant parts of the Hearings Programme are as follows –
Venue: Waterford House, 2nd Floor, Erfstadt Court, Denmark Street, Wokingham RG40 2YF
Tuesday 14 May – 10 a.m. – Opening Session
Wednesday 15th May 100 a.m. – Matter 2: Cross Cutting Policies general issues and questions, followed by site specific locations (including the Warwick and Winkworth representations)
Thursday 16th May 10 a.m. – Matter 3 – Topic based Policies including development in the vicinity of AWE (no issues or questions raised); development of private residential gardens (is the policy too onerous and restrictive/are the criteria necessary when considered against the Core Strategy and Design Guide?; and traveller sites (is the policy consistent with national advice in requiring a demonstration of need for traveller sites?)
Friday 17th May – overflow session or site visits.
Tuesday 21st May 10 a.m. – Matter 4 – Topic based policies (Ecomony, retail, landscape, nature conservation & heritage; and site specific matters
Wednesday 22nd May 10 a.m. – Matter 5 – Site allocations (1a) – general issues including those relating to overall housing requirement and five year land supply)
Thursday 23rd May 10 a.m. – Matter 5 (1b) – Site allocations - Omission sites
(recommendations for the inclusion of Omission Sites would necessarily be on the basis of the site having been subject to Sustainability Analysis and to further consultation)
This will include the Warwick and Winkworth sites.
And part 2 – to look at SAL04 and SAL06; open spaces; site allocations SAL07-SAL09; employment/commercial, mixed-use sites and transport.
To include the Winkworth site (and possibly the Warwick site by written submission only)
Tuesday 28 May, Wed 29 May and Thursday 30 May – site visits.
AGENDA ITEM 7.2
FIELDFAYRE
Mr. Kumar – PO tenant – information withheld on public agendas
Internal Wall – it was agreed at the April PC meeting that the wall should be altered as it would make the shop better and that, since it is the PC’s building, it was not necessary for Mr. Kumar to make any contribution towards this. The Clerk would check the original quote and whether a new counter was included in it. However, there was concern that this should not be done before the plans for the rest of the building were known – in case for example, the side wall adjacent to the side access needed to be realigned/removed.
AGENDA ITEM 10.1
Our inspections take three forms –
1. A weekly visual inspection by staff
(Mike – Swallowfield; Eric – Riseley and Farley Hill)
2. Quarterly inspections by RBC (agreed at March 2013 meeting £135 pa)
3. Annual health and safety inspections
In this third category, we used to engage the services of RoSPA at a cost of approximately £250 for three sites – including two recreation grounds and the skateramp park. In 2010/11 we switched to using Digley Associates because they were recommended by our new insurance company – charging roughly the same.
Digley has now gone out of business and the insurance company is now recommending another firm, The Play Inspection Company, who have quoted £60 per site (not including the recs and skateramp areas) – so please could the PC approve this.
AGENDA ITEM 13.1
Riseley Gateways
Information from Finchampstead PC – that they had problems due to sight lines and had to compromise, but they are still aspiring to install gateway features similar to those used by Bracknell Forest in their Parishes. Work is underway on looking at preferred locations, feasibility etc.. They acquired some info from Bracknell Forest - they used a company called
Signway Supplies - prices to supply and install a pair
were between £2600 and £3000 + VAT.
AGENDA ITEM 16.1
At the PC meeting in March it was agreed that £10,000 be allowed for the kitchen refit. At the April meeting it was agreed that £800 be allowed for repairs to the fire exit doors and the window facing the car park. There has been some discussion by the RTRG and they are now asking for works to be done to replace the internal swing doors with a wide timber door.
So, unless the PC agrees to fund this, they would like permission to use the £800 allocated for the window and door repairs to be used instead for the timber door and revert to their plan to look for grants to have the windows and doors repaired.
AGENDA ITEM 16.6
We have had a request from the jive dance teacher who would like to have a regular evening to do some dance lessons, which would complement the Saturday dances. Ideally they would like a Thursday evening, but this would mean moving out the badminton group. We have told them that we would put it to the Council.