Parish Office, Swallowfield Street, Swallowfield RG7 1QX
Clerk: Mrs. E. Halson
NOTICE IS HEREBY GIVEN THAT A MEETING OF
SWALLOWFIELD PARISH COUNCIL
WILL TAKE PLACE ON TUESDAY 10th March 2015 IN
THE ROSE ROOM, SWALLOWFIELD PARISH HALL,
SWALLOWFIELD STREET, SWALLOWFIELD AT 7.30PM
Mrs. E. Halson, Clerk
04/03/15
Members: Mr. P. Sampson (Chairman), Mr. J. Anderson, Mrs. C. Clark, Mr. G.E.
Collender, Mr. E. Handley, Mrs. A. King, Mrs. H. Lewis, Mrs. M. McDonald, Mrs. B. E.
Stanley
Note: This meeting is open to the public and press who are welcome to attend.
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
this meeting.
3
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.
4
CHAIRMAN’S ANNOUNCEMENTS

Swallowfield Parish Clean Up Day - to NOTE that the annual Swallowfield Parish
Clean Up Day will take place on Saturday March 28th between 10am and 4pm.

APM – to NOTE that the Annual Parish Meeting will take place on Tuesday 2st April,
light refreshments will be served. Everyone welcome.
To NOTE that reports from Lead Councillors are due for the annual report.
 Peter Sampson - Chairman’s Report & Environment
 John Anderson – Planning
 Carolyn Clark - Finance & Property
 Gordon Collender – Communications
 Edward Handley – Transport
 Angela King – Parish Vision
 Helen Lewis – Recreation
 Margaret McDonald – Resilience & Halls
 Barbara Stanley – HR
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Swallowfield Parish Council Meeting – Tuesday 10 March 2015
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5
MINUTES OF LAST MEETING
5.1
To APPROVE the minutes of the Parish Council meeting held on 10th February 2015.
5.2
Clerks report on matters arising and outstanding actions from last meeting. (available
at the meeting)
6
PLANNING
Chairman of Planning Committee: Mr. J. Anderson
See proposed comments on page 8.
6.1 Current applications
F/2014/0940 – Winkworth Machinery Ltd, Willow Tree Works, Swallowfield Street
Proposed redevelopment of site to provide 38 dwellings including affordable housing, hard
and soft landscaping, open space, parking provision and associated infrastructure.
Revised/additional plans show: Amendment to garden dimensions and additional flood risk
assessment reports.
CLE/2015/0321 – Jouldings Farm, Jouldings Lane, Farley Hill RG7 1UR
Application for a certificate of existing lawful development for the erection of a detached
double garage with first floor playroom located within residential curtilage.
F/2015/0311 - Jouldings Farm, Jouldings Lane, Farley Hill RG7 1UR
Application for the erection of a single storey building containing 5no. stables and hay
storage/tack room, plus change of use of land from agricultural to equestrian (personal use).
Retrospective.
6.2
Notifications (for information only)
6.3
Appeals, Results and Enforcement
Appeals – None
6.3.1 Results
CLE/2014/2458 – Barn Cottage, The Street, Swallowfield
Application for a certificate of existing lawful development for alterations to domestic
outbuilding to form Games Room.
The Parish Council had no objection.
Application Withdrawn
F/2014/2760 – Springfield, Trowes Lane, Swallowfield
Proposed change of use of outbuilding from temporary accommodation to ancillary garage
with replacement of north-east windows to three garage doors.
The Parish Council stated that a garage made sense for a property of its size, however,
stated that the temporary accommodation usage should cease with immediate effect
regardless of the outcome of the change of use request.
Permission Refused
F/2014/2755 – 3 School Road, Riseley
Proposed erection of a single storey side/rear extension and first floor rear extension to
dwelling. The Parish Council had no comment.
Permission Granted
F/2014/2780 – Keepers Cottage, 6 The Mews, Farley Castle, Castle Hill, Farley Hill
Proposed erection of a single storey rear extension to dwelling to form a conservatory. The
Parish Council had no objection if confirmed to building standards.
Permission Granted
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Swallowfield Parish Council Meeting – Tuesday 10 March 2015
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6.3.2 Enforcements – 1 investigation on going. 2 closed, No breach of planning control,
enquiry only. No breach of planning control, area cleared of undergrowth.
Local Planning Enforcement Plan Consultation – WBC are seeking views on the Draft
Local Planning Enforcement Plan which sets out how the Council will tackle
unauthorised development in the Borough. Consultation ends on Sunday 22nd March
2015.
6.4
See proposed comments on page 8.
6.5
Community Infrastructure Levy – to NOTE that WBC have adopted its CIL Charging
Scheme, which will replace some elements of s106.
6.6
Arborfield Garrison Development – to NOTE WBC have arranged a site visit for the
planning committee on Monday 26th March. The Parish Council have been invited to
send a representative, Mr Anderson will attend.
7
FINANCE
(Budgets/investments/sinking fund/grants/risk assessments/insurance)
Lead Councillor: Mrs.Clark
7.1 Accounts Update
7.2 Direction Information Service (NALC) - to APPROVE a 3 year subscription to this
service at a cost of £291.60 + VAT. An annual subscription would be £108 + VAT.
8
BILLS FOR PAYMENT – to APPROVE [list to be provided at meeting]
9
PARISH VISION & AIMS
(Parish plan/future of the parish/WDALC/BALC/AWE)
Lead Councillor: Mrs. King
None
10 RECREATION
(Play areas/skateboard park/recreation grounds/football pitches/mpg court)
Lead Councillor: Mrs.Lewis
10.1
Moles – to NOTE that Molegone have been instructed to work on elimination of
moles on Swallowfield and Riseley recreations grounds.
10.2
Recreation Grounds/Football – update.
10.3
Masons Funfair – it is PROPOSED that the motion carried at the Parish Council
meeting held on 10th February approving that Masons Funfair be allowed to use
Riseley Recreation Ground to host their funfair, be rescinded. See attached.
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Swallowfield Parish Council Meeting – Tuesday 10 March 2015
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To NOTE receipt of a petition signed by a number of Riseley Residents opposing the
motion that Masons Funfair be allowed to set up on Riseley Recreation Ground. See
attached.
11 ENVIRONMENT & RURAL AFFAIRS
(The Marshes/Van Demans/Swallowfield Meadow/Community Orchard/Biodiversity/
Footpaths/Waste/NAG/RCAG)
Lead Councillor: Mr. Sampson
11.1
Proposed diversion of Footpaths Swallowfield 19 (part) and Shinfield 22A – to NOTE
that a site visit has been arranged for 18th March 2015, Mr Anderson will attend on
behalf of the council.
It is PROPOSED that The Council delegate the authority to respond to Cllr Anderson
following the site visit and feedback from representatives of the Ramblers Association
who regular use this footpath.
11.2
Farmers Forum – to NOTE that a meeting of local farmers took place on Thursday
12th Feb, unfortunately Inspector Greenwood was not able to attend due to illness but
Sergeant Foskett took his place.
11.3
Rivers Week – to NOTE that Rivers Week will take place from 16th -20th March. See
attached leaflet for details of events.
11.4
NAG – to NOTE the revised minutes from the last meeting held on 13th January have
been received and the next meeting will be held on 17th March 2015, 9:45am at
Shinfield Parish Hall.
12 HUMAN RESOURCES
(Appraisals/recruitment/staff training)
Lead Councillor: Mrs. Stanley
12.1
Parish Warden - to NOTE that interviews have taken place and that Mr Stephen
Haynes has been employed as Parish Warden. It has been agreed that he will
undertake informal patrols of Swallowfield and Riseley Recreation Grounds to
encourage dog walkers to pick up dog fouling and if appropriate undertake Dog
Warden training.
12.2
Councillor Training – to NOTE that BALC are running a course entitled Being a good
employer on Wednesday 25th March 2015, 6-9:30pm at The Calcot Centre,
Highview, Calcot, Reading RG31 4XD. Mrs McDonald and the Clerk to attend.
13 TRANSPORT
(Road issues/speeding/public transport/police liaison)
Lead Councillor: Mr. Handley
13.1
GVOL OH1136260R – Beales Scaffolding Ltd. Application for a GVOL licence Authorisation for 3 vehicles and 0 trailers.
To NOTE that the Parish Council can only make representation to Wokingham
Borough Council, residents can send their comments directly to the Traffic
Commissioner.
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Swallowfield Parish Council Meeting – Tuesday 10 March 2015
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14 COMMUNICATION
(Newsletter/Website/Annual Report/Media)
Lead Councillor: Mr. Collender
14.1 Newsletter – to NOTE that the deadline for the copy for the Spring Edition is 20th
March 2015.
14.2 APM – update.
15 RESILIENCE
(Flooding/ditches/rivers/ Flood Resilience Group ‘FRG’)
Lead Councillor: Mrs. McDonald
15.1 Ditches maintenance
15.1.1 Annual Maintenance
It is PROPOSED that the Parish Council goes out to tender for the maintenance of the
ditches and balancing ponds in the ownership of the Parish. See full proposal on page
10.
15.1.2 Monthly Maintenance
It is PROPOSED that the monthly inspection of the Parish ditches be discontinued
from March 2015. See full proposal on page 11.
15.2 FRG Meeting – to NOTE that FRG met on 25th February 2015, the minutes have been
received. To NOTE that the next meeting will be held on Monday 23rd March 2015,
7:30pm in the Davies Room.
16 HALLS
(Maintenance/website/involvement with users/Marketing and Entertainment Groups)
Lead Councillor: Mrs. McDonald
16.1 Halls Working Group – to NOTE that the Halls Working Group met on Thursday 5th
March.
17 PROPERTY
(Fieldfayre, The Marshes House)
Lead Councillor: Mrs. Clark
17.1 Fieldfayre – to NOTE that the Property Working Group met on 24th February to review
the report received from WBC regarding pre-planning advise and the revised plans
prepared by the architect.
17.1.1 Planning Permission – it is PROPOSED that the architect be instructed to submit the
revised plans (11SK and 12SK) to WBC for full planning approval at a cost of approx
£1,000 once the surveys listed below have been completed.
17.1.2 Surveys – it is PROPOSED that the Clerk be delegated to initiate the following
surveys for submission with the full planning application at a cost which does not
exceed that listed below:
Soil Condition Report }
Contamination Report }
£3,900 + VAT
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Swallowfield Parish Council Meeting – Tuesday 10 March 2015
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Soakage Report
}
Drainage Report
Highways Assessment
Great Crested Newt Assessment / Ecology Survey
Landscaping Scheme
Sustainability Assessment
£800 + VAT
£500 + VAT
£250 + VAT
£500 + VAT
£500 + VAT
18 HEALTH AND WELL-BEING
(Local health & wellbeing issues, Medical Practice, WBC-Health & social care, SCAS,
Responders, Heartstart, Clinical Commissioning Group, CAB, Calico Trust)
Lead: John Anderson
18.1 NHS Berkshire Health Network – to NOTE that three “Have your say about Health and
care in your area” events have been organised, 11th March 6:30pm, St Crispin’s
School, 17th March 10:00am, Oakwood Centre, 23-27 March online. Call 01189 822
709 or email [email protected] to book your place.
18.2 Defibrillator – to NOTE that the defibrillator has been installed at Swallowfield Parish
Hall and is now operational.
19 LINKS WITH OUTSIDE ORGANISATIONS
20 REPORTS/CORRESPONDENCE
20.1 To NOTE receipt emails from Norton Road residents (3) and Chapel Lane residents
(3) stating various views on the suggestion that a “No Left Turn” sign is erected on the
Odiham Road end of Norton Road. These emails were after the agenda for the last
meeting was produced, but before the meeting itself so the situation has moved on as
highlighted in the Clerks Update.
20.2 To NOTE receipt of a number emails from Riseley residents expressing concern about
the decision to allow Mason Funfairs to use Riseley Recreation Ground and receipt of
an email from Mr Goldsmith outlining his concerns about how the decision to allow
Mason Funfairs to use Riseley Recreation Ground was made.
21 URGENT MATTERS AND/OR ITEMS FOR NEXT AGENDA
22 DATE OF NEXT MEETING
Tuesday 14th April 2015 at 7.30 p.m. in the Rose Room, Swallowfield Parish Hall,
Swallowfield Street, Swallowfield .
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Swallowfield Parish Council Meeting – Tuesday 10 March 2015
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NOTES
17.1.2 Surveys
Great Crested Newt Assessment / Ecology Survey – 4 Acre Ecology, would not need to
visit the site because they surveyed for the bat survey. They would produce a method
statement for mitigation
Soil Condition Report / Contamination Report / Soakage Test – KF Geotechnical are the
only company who have quoted so far. 2 other were approached.
Highways Assessment, Landscaping Scheme, Sustainability Assessment – investigating
cost
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Swallowfield Parish Council Meeting – Tuesday 10 March 2015
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PAPERS
6 PLANNING
John Anderson (Chair SPC Planning Committee), March 2015
6.1 Current Applications – proposed comments
F/2014/0940 - Willow Tree Works Additional documents submitted - the technical ones have
already been forwarded to FRG.
This is all to do with flooding and ground water studies so the FRG has been asked to respond.
The Council needs to review the FRG’s comments when available and, assuming they are acceptable,
I PROPOSE THAT SPC responds that it endorses the FRG’s comments, with a reminder that other
issues raised by the FRG (e.g. measures to overcome the sewage pumping station issue) and in the
PC’s previous responses (e.g. housing density) have not been addressed to SPC’s satisfaction.
Jouldings Farm (2 applications)
I imagine both of these applications have arisen on the advice of the Enforcement Team to
regularise the situation.
CLE/2015/0321 - Jouldings Farm, Jouldings Lane, Farley Hill
Application for a certificate of existing lawful development for the erection of a detached double
garage with first floor playroom located within residential curtilage.
It would appear to me that the garage / play room completed around 2008 was not built in
accordance with the approved plans from 2004. The approved plans show a hipped roof and roof
lights on one side. As built there is no hipped roof and there are dormers in place of the roof lights; I
think it may also be slightly larger than the original plan but difficult to tell without original drawings
to scale from. Evidence has been provided that this development has been completed for more than
the prescribed 4 years, so there are probably no grounds for challenging it now. There were two
previous applications which WBC refused – one was for a much larger quadruple garage with guest
accommodation over and deemed too large and urbanising. The Parish Council did not object to
either of these applications at the time.
I PROPOSE THAT SPC responds that it has no objection.
F/2015/0311 - Jouldings Farm, Jouldings Lane, Farley Hill
Application for the erection of a single storey building containing 5no. stables and hay storage/tack
room, plus change of use of land from agricultural to equestrian (personal use).
This is a retrospective application for the recently erected stable block. Provision for 5 horses seems
a lot for private use but not impossible I suppose. Again, from reading the design and access
statement, I find it difficult to see any grounds for objection.
I PROPOSE THAT SPC responds that it has no comment.
6.4 Planning Enforcement Consultation – Proposed Response
4. The Council’s Local Planning Enforcement Policy
Second bullet – “unlawful” – should this be “unauthorised”? The statement “in appropriate
circumstances” is vague, lacks clarity and hence should be deleted. Some form of action should take
place whenever there is planning harm and the next bullet qualifies this by saying it should be
proportionate. It could be said that, regardless of whether there is any planning harm, at the very
least something should be done to regularise the situation such as requiring a full planning
application or CLEUD application as appropriate. It is important to encourage people to adhere to
the rules in all cases.
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Last bullet – “The council will:- Perform against agreed standards… “. Yes, but what standards?
Suggest adding “as defined in this policy document”. Reference section 20 and appendix 2 maybe?
“…resources will be targeted to prioritise those cases where the greatest harm is being caused.”
Suggest adding “as detailed in section 9”.
16. Monitoring Development
Suggest the criteria for identifying developments to be monitored should include:
- past record of applicant and/or of the site (e.g. past complaints, enforcement investigations or
unauthorised uses or developments regularised through the CLEUD application process).
- where planning pre-conditions have been imposed.
In addition, Building Control should be expected to play a role in reporting any potential breaches or
deviations from plan that are seen during their inspections.
21. Conclusions
Second bullet - “…resolving most breaches throughout negotiation” – through, not throughout.
General
The document needs a proper proof read and revision in its entirety to correct a number of
grammatical wording and typing mistakes.
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Swallowfield Parish Council Meeting – Tuesday 10 March 2015
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15.1 RESILIENCE
Proposals to the Council re the maintenance of the ditches and balancing ponds
owned by the Parish
Drainage across the Parish
There has been a history of flooding in the Parish of Swallowfield. The Parish is at the
confluence of three rivers, the Whitewater, the Blackwater and the Loddon. The village of
Swallowfield is on the flood plain and Riseley and Farley Hill are positioned on the hills
above the valley. (Riseley is at the same height as Farley Hill)
Flooding from the rivers is contained by the natural water meadows unless conditions are
extreme. However, it is when there is heavy rainfall that the drainage through ditches and
culverts becomes important. These waterways need to be kept clear and there is a statutory
obligation to do this work.
Since the 2007 flood the Parish Council has worked with residents to ensure that the
drainage across the Parish has been updated and maintained. This relationship between the
Council and residents was formalised in the formation of the Flood Resilience Group. This
Group has worked tirelessly both in lobbying for political change and in practical ways to
improve the drainage from balancing ponds and ditches. We have also been well supported
by Wokingham Borough Council.
The Ditches (Map included)
Swallowfield
1. The Naylors
2. The Meadow
3. Trowes Lane from the brick culvert to The Street (The PC is investigating ownership
of this ditch. It is included in this proposal until further clarification because it is a very
important ditch in Swallowfield)
Riseley
4. Devil’s Highway next to Van Demans
5. Across Riseley Common from School Road to School Lane
6. School Lane from Lane into the Marshes House to the old ditch line
7. On School Road next to the Marshes Field
8. Part Lane next to the Riseley Recreation Field
9. Odiham Road next to the Riseley Recreation Field
Balancing Ponds (Map Included)
A. Part of the Pond next to Foxborough. Thames Water has been maintaining our
pond when completing work on their part
B. Large pond next to Curly’s Way on the Meadow
Proposal One
 At present the timing and identification of this work depends on the Flood Resilience
Group and interested councillors.
 This important aspect of the work of the Council should be the direct responsibility of
the Council through the Clerk. The Council already does this with regards to the
Recreation Grounds.
 The Council has already agreed to include ditch and balancing pond maintenance as
annual expenditure in the budget.
 The Council will, as in other work in the Parish, need to take note of environmental
issues and take advice re maintaining and supporting the important habitat that
ditches offer.
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Swallowfield Parish Council Meeting – Tuesday 10 March 2015
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

The Council will have a contingency plan to carry out emergency work needed as a
one off situation,
The contractors that we ask to tender will need to have knowledge and expertise
specific to land drainage.
I would like to propose that the Parish Council goes out to tender for the maintenance of the
ditches and balancing ponds in the ownership of the Parish.
The contractor will need a map of the location of the ditches and balancing ponds to do an
annual inspection to identify work to be done.
The contractor will then make a report to the Council.
The Council will need Information relating to previous work to be able to understand and
decide the work for the coming year taking into account the recommendations of the
Contractor and the finances available.
Proposal Two
The ditches have been cleared this year.
I would like to propose that the monthly inspection of the Parish’s ditches be discontinued
from March 2015
A Recommendation
To employ a Parish Warden to oversee the drainage across the Parish.
This would be a part time job
 To inspect grips and ditches and clear grips
 To clear the trash screens
 To ensure The Council’s ditches are running freely
 To inform WBC through the clerk if other ditches are blocked
Angela King
March 2015
11