Emma Tilley Echo

Gloucestershire Echo St James' House St James' Square

Cheltenham

November 2014 Bishop’s Cleeve Parish Council

Minutes for Full Council

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Contents AGENDA ............................................................................................................................ Error! Bookmark not defined.3 Draft Minutes of Full Parish Council meeting ................................................................................................................... 5 Draft Minutes for Planning & Environment Committee Meeting ..................................................................................... 7 Draft Minutes for Planning & Environment Committee Meeting ..................................................................................... 9 Minutes of Planning & Environment Committee Meeting ............................................................................................. 11 Draft minutes of Amenities Committee and Open Spaces Committee .......................................................................... 13 Draft Minutes of the Allotment Committee meeting ..................................................................................................... 14 Draft Minutes of the Premises Committee ..................................................................................................................... 16 Draft Minutes of the Community Wellbeing Committee ................................................................................................ 17 Minutes of the Community Wellbeing Committee Meeting .......................................................................................... 19 Cheque Payment list- ...................................................................................................................................................... 22

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Minutes of the Meeting of Bishop’s Cleeve Parish Council on the 6th November 2014 at

the Parish Council Offices at 7.30pm-

1. Councillors were invited to make a Declaration of interests of matters on the agenda. Councillors had been advised to take note of the Code of Conduct advice made available to them.

2. Public Session. 2 Members of the public spoke to the Council and Councillors who declared an interest in matters on the agenda may wish to address the Council at this time. Borough Councillors East and Hillier Richardson attended. Public session closed at 19.49pm

3. Attendance of Parish Councillors recorded as Councillors’ P Lightfoot, P Taylor, F Beattie, P Richmond, A Reece, J Peake, , A Robinson, D Lewis, P Badham, M Reddicliffe, M Cooper, R Stayt, A Shakespeare, A Lightfoot,

4. Absences Cllr K Peake and Apologies noted from Councillors Drake and Mackinnon.

5. Council noted Crime Report (distributed separately) and email correspondence from Sgt Morgan . Cllr Peake asked for clarification on the disparency from police.co.uk website against the crime report.

6. Council noted dates for diary (see supporting papers).Highlighted the workshop on 20th November.

7. Following a proposal, seconded, Council agreed for accuracy the minutes of the previous Council meeting as attached

8. Council noted the draft minutes for Committees meetings held since the previous Full Council meeting as attached

9. Council noted feedback as shown in supporting papers from TBC/Parish Council meeting held on 20th October

10. Following a Proposal and seconder at meeting Council approved the Cheque payment list as attached.

11. Council noted items of correspondence as received by the Clerk on behalf of the Council. The Proper Officer has sent standard acknowledgement in accordance with Standing Orders. Under the Data Protection Act, unless permission is given from correspondent, correspondence will remain anonymous and is distributed in supporting papers.

12. Council noted letter of thanks from Cleeve Common Board of Conservators 13. Following a proposal , and seconder was made at meeting for Council

considered motion from Councillor Badham that the Council adopt a maximum term of service for the Chair of Council.. The motion was lost

14. Following a proposal, NO seconder at meeting was made for Council to consider motion from Councillor Badham that the Council move the main meeting to the Community Building. The motion fell. AOB Council was informed that a Community Cohesion policy, Volunteer strategy (Community Wellbeing Committee) and Financial sustainability (Finance and Employment Committee) was being recommended as components of the 18 month plan extending the current 4 year plan.

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AOB Council was informed that it is unable to proceed with the register of interest already made on Kayte Lane field as residents have applied to have the field listed under the “Right to buy” legislation.

AOB followed by close of meeting at 20.30pm

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Minutes of Full Parish Council meeting

held on the 2nd October 2014 at the Parish Council Offices at 7.30pm

1. Councillors were invited to make a Declaration of interests of matters on the agenda. Councillor P Lightfoot, Cllr Shakespeare, Cllr R Stayt declared interest re Grazing rights item and Cllr Badham declared a pecurinary interest in item 19. Councillors were advised to take note of the Code of Conduct advice made available to them.

2. Public Session. 9 Members of the public attended to speak to the Council on the matter of Kayte Lane field and Councillors who declared an interest in matters on the agenda were able to address the Council at this time. A representative of Transition Cleeve attended to speak to Council as invited speaker seeking the endorsement of the Parish Council in the Community Orchard project in the south west corner comprising of 6 apple trees. Cllr P Lightfoot had indicated that he wished to address Council at this time having already declared an interest in item 20 on the agenda. A Proposal/seconder to suspend standing orders to extend public session for 10 minutes was made and agreed. Public session closed at 20.08 pm Standing orders were reinstated.

3. Attendance of Parish Councillors recorded as Cllr’ P Lightfoot, Cllr Stayt, Cllr Mackinnon, Cllr Badham, Cllr Beattie, Cllr Reece, Cllr M Reddicliffe, Cllr M Cooper, Cllr A Shakespeare, Cllr D Lewis, Cllr A Robinson and Cllr A Lightfoot, Cllr K Peake and Cllr Richmond (14)

4. Absences and Apologies noted from Cllr Taylor, Cllr Drake, Cllr J Peake and County Councillor Bird

5. Following a proposal and seconder at meeting, Council agreed request by Transition Cleeve to support the Community Orchard project in the Grange Field, following the clarification of the request for endorsement from the Parish council.

6. Council noted Crime Report A proposal seconded and agreed that the Clerk ask Police to ensure that no days are missed out between reports.

7. Council noted dates for diary 8. Council noted the resignations of Cllrs C Benfield and P Benfield. A proposal

was made by Cllr Badham and seconded and then agreed by Council for Clerk to send a letter of thanks to Mr and Mrs Benfield.

9. Council noted that the workshop facilitated by the Borough Monitoring Officer discuss conduct issues has now been cancelled

10. Council noted that a meeting with TBC representatives, Borough and County Councillors had been requested and those Parish Councillors with delegated authority to negotiate on behalf of the Parish Council on s106 matters had been invited. This meeting has subsequently been cancelled by TBC.

11. Council agreed for accuracy the minutes of the previous Council meeting 12. Matters arising from previous meeting. For information only. The agenda items

which were not dealt with last month were being proposed by Councillors who have since resigned and therefore can not formally move them.

13. Council noted the draft minutes for Committees meetings held since September 4th 2014

14. Council noted that the Parish Council was awarded runner up prizes in 2 categories in the Community Village of the Year awards and will receive £200.

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Following a proposal and seconder at the meeting Council agreed the money awarded should be put in to the community wellbeing budget, noting that the successful categories were youth engagement and the Community Led Plan. A proposal and seconder to record thanks to the Admin Team for their hard work in putting together the entry was agreed.

15. Council noted the minutes from Tithe Barn Trustees meeting held in September 2014. It was proposed, seconded and agreed that the Chair of the Council write to express the thanks of the Council to the retiring Chair of the Tithe Barn Management Committee.

16. Following a Proposal & seconder Council approved the Cheque payment list 17. Council noted the external auditors report 18. Council noted the Citizen Advice Bureau information 19. Councillor Badham left the room as the Council discussed the summary of 85

items of correspondence in supporting papers as received by the Clerk on behalf of the Council. Separate copies of the Correspondence have been forwarded to Councillors with the Agenda Packs. The Proper Officer has no clear guidance on the response required by the Council and therefore no response other than the standard acknowledgement in accordance with standing orders has yet been sent. 13 residents have now contacted the Council stating their objections to the proposed Astro and 4 have asked for a public meeting. These were not prepared in time for the agenda pack and therefore will be distributed for noting at the next Council meeting. Cllr Badham was invited to return. Cllr Reddicliffe left the room briefly at this point.

20. Following instruction from Council to obtain advice from GAPTC which is enclosed in supporting papers, the following motion was proposed by Councillor A Lightfoot and seconded and agreed by Council to lease any grazing rights it may hold on Cleeve Common, which are attached to the land it owns at its Cheltenham Road Sportsfield, to the Cleeve Common Board of Conservators for a period of 2 years. Cllr Richmond proposed and was seconded an amendment to “is minded” an explanation being given that minded is to be taken to mean “are Cleeve Conservators are going to indemnify, who is responsible for legal expenses”. The amendment was lost.

21. Council noted it has registered an interest and further information subsequently received from Gloucestershire County Council in acquiring the Kayte lane field. Three members of the public have asked for a public meeting involving the whole village.

22. Following a proposal and seconder at the meeting Council agreed to elect a Councillor as second representative for the Grundon Wingmoor Liaison Group. It was proposed, seconded and agreed that Cllr Richmond be elected. Council was asked for any other business for information purposes at the discretion of the Chair.- followed by close of meeting at 21.25pm

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Draft Minutes for Planning & Environment Committee Meeting

held at the Parish Office at 6.30pm on Thursday 25th September 2014

1. There were no declarations of interest in matters on the agenda

2. Public Session including an invitation to Councillors who have declared an interest in

matters on the agenda to address the Committee – no members of the public

attended

3. Attendance from Cllrs A Lightfoot, D Lewis, P Lightfoot, M Reddicliffe, A Robinson and B Stayt (6) Cllr M Cooper joined the meeting at 18.34

(7)

4. Apologies to be noted – apologies received from Cllr K Peake

5. Minutes of meeting held on 11th September 2014 – proposed (DL) seconded (PL) and

agreed.

6. Planning Applications considered:

Our Ref Date rec’d Address Description/TBC Ref/GCC link Decision to be proposed and seconded at meeting before debate and decision is made

706 08.09.14 21 Station Road

Erection of a pair of semi-detached two bedroom bungalows. Alterations to existing vehicular access. 14/00862/FUL Proposed (PL), seconded (BS)

Neutral

707 16.09.14 47 Pecked Lane

Rebuild existing front dormer to match neighbouring dormers and installation of skylights to front roof slope 14/00899/FUL Proposed (MC), seconded (PL)

Neutral – observe that dormer window construction is being put to rear of house, not indicated on plan

7. Decisions made by TBC/GCC noted

Our Ref Date rec’d Address BCPC TBC/GCC

695 04.09.14 2,2A,2B Mill House 14/00570/FUL

Neutral Permit

700 11.09.14 2 Denley Close 14/00636/FUL

Support Permit

696 15.09.14 2 Hemming Way 14/00729/FUL

Support Permit

697 15.09.14 4 Mill Parade 14/00736/ADV

Support Consent

678 17.09.14 The Manor House 14/00394/FUL

Object Permit

699 17.09.14 The Stables, Brockhampton Lane Support Consent

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14/00727/LBC

685 17.09.14 Tesco Supermarket 14/00552/FUL

Object Permit

Other Matters for Consideration 8. Committee decided to defer budget proposals for 2015-2016 to the next meeting in

order to gather further information, particularly pertaining to Neighbourhood Plans – deputy clerk to email committee with further information proposed (AL) seconded(MC) a) stationery and printing costs b) staff recharge costs c) Highways issues d) Environmental issues e) Costs for Neighbourhood Plan

Highways Matters for Consideration 9. Committee noted report from Highways Liaison Meeting Any Other Business – at the Chair’s discretion for information purposes only Meeting closed at 19.10

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Draft Minutes for Planning & Environment Committee Meeting

held at the Parish Office at 6.30pm on Thursday 9th October 2014

1. There were no declarations of interest in matters on the agenda

2. Public Session including an invitation to Councillors who have declared an interest in matters on the agenda to address the Committee. Attendance by representatives from Origin 3.

3. Attendance recorded from Cllrs A Lightfoot, D Lewis, P Lightfoot, M Reddicliffe, A Robinson and B Stayt (6) Cllr M Cooper joined the meeting at 18.40

(7)

4. Apologies noted – Cllr K Peake

5. Minutes of meeting held on 25th September 2014 – agreed Proposed (BS)

Seconded (PL)

6. Planning Applications considered:

Our Ref Date rec’d Address Description/TBC Ref/GCC link Decision to be proposed and seconded at meeting before debate and decision is made

708 22.09.14 Church Road Car Park (Kings Head)

Street Trading (Static Annual) 14/00635/STRAD1

Proposed (BS) Seconded (AR) Neutral

709 25.09.14 1 Millham Road

Extensions and alterations to existing bungalow to provide a two storey dwelling 14/00924/FUL

Proposed (BS) Seconded (AR) Support

690 26.09.14 Phase 1 Homelands 2

Revised planning layout Revised house/flat designs 14/00316/APP

Proposed (PL) Seconded (BS) decision postponed to allow further consideration of site layout

710 02.10.14 Wingmoor Farm (East)

Extension to approved planning 13/0094/TWMAJW for installation of weighbridge, gas tanks and water pond 14/0083/TWMAJW

Proposed (DL) Seconded (AR) Neutral

711 02.10.14 Wingmoor Farm (East)

Variation of condition 2 of planning permission 13/0094/TWMAJW to allow installation of biomethane gas unit, solar panels, water management area, relocation of switch room and engine 14/0084/TWMAJW

Proposed (MR) Seconded (BS) Neutral

7. Decisions made by TBC/GCC noted:

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Our Ref Date rec’d Address BCPC TBC/GCC

701 26.09.14 POS, The Withers 14/00809/TPO

Neutral Consent

Other Matters for Consideration 8. Committee agreed budget proposals for 2015 – 2016 Proposed (AL) Seconded (PL) a) stationery and printing cost: £152

b) staff recharge costs: £3414 c) Highways issues: 0 d) Environmental issues: 0 e) Costs for Neighbourhood Plan: 0 Committee decision to recommend to Council to defer consideration of the formulation of a neighbourhood plan, pending further information and Council elections.

9. Committee noted information as presented by Origin 3. Environmental Matters for Consideration 10. Committee noted Environmental Matters reported to the Parish Office during September 2014 Highways Matters for Consideration 11. Committee noted report from Councillors who attended Local Transport Plan Workshop 12. Committee noted temporary Traffic Orders to School Road and Station Road 13. Committee noted correspondence from Amey regarding highway survey work in Bishop’s Cleeve along the A435 Any Other Business – at the Chair’s discretion for information purposes Meeting closed at 19.34

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Minutes of Planning & Environment Committee Meeting

held at the Parish Office at 6.30pm on Thursday 23rd October 2014

1. Councillors were invited to make any Declarations of interest in matters on the

agenda

2. Public Session including an invitation to Councillors who have declared an interest in matters on the agenda to address the Committee. Members of the public attended regarding item 8 but did not wish to speak.

3. Attendance from Cllrs A Lightfoot, D Lewis, M Cooper, P Lightfoot, K Peake, M Reddicliffe, A Robinson and B Stayt

4. No Apologies were noted

Minutes of meeting held on 9th October 2014 – agreed Proposed (√ ) Seconded (√)

5. Planning Applications considered:

Our Ref Date rec’d Address Description/TBC Ref/GCC link Decisions proposed and seconded at meeting before debate and decision was made

690 26.09.10 Phase 1, Homelands 214/00316/APP

Revised planning layout &house/flat designs Concerns remain the same regarding number of cycle and bins stores which seem to have been removed completely. Other concerns remain as stated in original submission Proposed (√ ) Seconded (√ )

712 02.10.14 Court House, Station Road 14/00628/FUL

Erection of conservatory to rear of property supported with no comment Proposed (√) Seconded (√)

714 07.10.14 1 Ashfield Close 14/00946/FUL

Proposed rear extension and loft conversion supported with no comment Proposed ( √) Seconded (√)

715 06.10.14 98 Station Road 14/00945/FUL

Erection of first floor roof extension to provide additional accommodation Supported with no comment Proposed (√) Seconded (√)

716 13.10.14 21 Blackberry Grove 14/00988/FUL

Rear single storey extension(to replace existing conservatory) supported with no comment Proposed (√) Seconded (√)

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6. Decisions made by TBC/GCC noted

Our Ref Date rec’d Address BCPC TBC/GCC

688 02.10.14 29 The Holt 14/00851/FUL

object withdrawn

703 07.10.14 2A Church Road 14/00822/ADV

support consent

707 14.10.14 47 Pecked Lane 14/00899/FUL Work appears to be ongoing. Deputy to follow up with planning officers and feedback to Committee

Neutral with observations

Formally withdrawn

713 (378)

02.10.14

Phases 1A & 2A Cleevelands, Evesham Road Revised plans – amended levels 14/00390/APP

Object

Delegated Approve

Other Matters Considered (moved to item 6) 8. Committee asked the Deputy Clerk to forward the correspondence received regarding excessive noise at Bishop’s Cleeve Football Club with covering letter requesting the Planning Officers to refer to conditions attached to original planning permission. Proposed (√) Seconded (√ ) Highways Matters Considered 9. Committee considered correspondence received from Southam Parish Council regarding traffic concerns with Sunday market at Cheltenham Racecourse. Proposed (√) Seconded (√). The Committee asked the Deputy Clerk to write and thank Southam PC for their correspondence and noted their concerns. Any Other Business – at the Chair’s discretion for information purposes only. Meeting closed at 19.05pm

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Draft minutes of Amenities Committee and Open Spaces Committee

held at 7.30pm in the Parish Office on Thursday 9th October 2014

1. Councillors were invited to make Declaration of interests of matters on the

agenda

2. Public Session included an invitation to Councillors who have declared an

interest to address the Committee. A member of the public attended and

informed Committee of the damage to the bear bin at Pecked Lane

3. Attendance recorded as Councillors A Lightfoot, P Lightfoot, R Stayt, M Cooper

and A Robinson

4. Apologies to be noted from Councillors’ F Beattie and K Peake 5. Following a proposal and seconder at the meeting, the Committee agreed to

accept the draft minutes from September 11th 2014 meeting 6. Following a proposal and seconder at the meeting, the Committee agreed to

accept the financial reports year to date 7. Following a proposal and seconder at the meeting, the Committee agreed to

replace the litter bin at Dale Walk / Tobyfield Road with a bin on a stick. 8. Following a proposal and seconder at the meeting, the Committee agreed to

defer to next meeting following research in the difference with quarterly and annual RPII inspections inspector as a part of operational management policy.

9. Following a proposal and seconder at the meeting, the Committee agreed to ask TBC to have an Independent RPII assessment of play equipment at Sunrise Avenue prior to accepting adoption from TBC. Certification of completion to be received. An amendment proposer and Seconder for a warranty maintenance report from manufactures should also be given to the Committee

10. Committee noted correspondence from resident highlighting anti-social behaviour at Sunrise avenue play equipment.

11. Following a proposal and seconder at the meeting, the Committee agreed to defer decision pending further information from Councillors to install bollards to top of Nottingham Road playing field to prevent unauthorised vehicle access.

12. Committee noted correspondence from third party reporting ASB at Pecked Lane playing field.

13. Following a proposal and seconder at the meeting, the Committee agreed its 2015 budget proposal

any other business will be considered at the discretion of the Chair for information purposes only followed by close of meeting 21.06pm

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Draft Minutes of the Allotment Committee meeting held at 12 noon in the

Parish Office on Saturday 25th October 2014

1. Councillors were invited to make any Declaration of interest of matters on the

agenda. Cllr Peake declared an interest as a plot holder

2. Public Session - two members of the public attended. Public session closed at

12.08pm. The AGM held at 10.30 am in the Community building was attended by

13 plot holders and discussed budget, communication and new plots. The

suggestions were considered by the Committee in item 9 and item 10

3. Attendance recorded as Councillors’ Councillors’ L Drake, B Stayt, P Lightfoot, J

Peake, A Reece, A Lightfoot , P Richmond, A Shakespeare

4. Apologies noted from Cllr Beattie.

5. Following a proposal and seconder, the Committee agreed minutes from July 17th

2014 meeting

6. Committee agreed year to date financial reports

7. Committee noted 22 Empty plots and 0 waiting list update

8. Committee noted that the matter of compensation for damage to property has

been dealt with by insurance company with a £250 excess paid.

9. Committee agreed process for s106 implementation

a) To allow groups of empty plots to develop- delegated to Clerk

b) All Annual meetings and Special Meetings are to be communicated by letter

and email

c) Only Residents of Bishop’s Cleeve will be eligible for plots

d) NALC tenancy agreements will be used as the template for Council annual

Tenancy agreements

e) The Committee undertakes an annual review of tenancy agreements f) The Committee will review its terms and conditions and policy document on

annual basis g) Committee to undertake no maintenance of empty plots h) Committee to undertake only H& S maintenance of sites i) Committee would recommend adoption of new sites when they meet the s106

agreement specification j) New sites to be offered to existing tenants with priority to longest serving

tenants, with one plot per person, on first come first served basis k) Nortenham site will remain active whilst costs are able to be met by rent from

plot holders on the site as current Council policy l) The Committee will follow legal process as set out in NALC tenancy

agreements should any changes to tenancies be necessary m) All sites must remain cost neutral as current Council policy n) All future sites must have adequate reserves to cover essential maintenance

and utilities o) Future sites will endeavour to work to good practice recommendations of the

National Society of Allotment and Leisure Gardeners

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p) Inspections remain delegated to officers of the Council with annual review of process by the Committee with an annual site visit by Committee members to be organised by Officers in May/June of each year

q) The management of the sites remain delegated to the Officers of the Council with annual review of the process by the Committee

10. Committee agreed budget for 2015/16

allotments

earmarked reserves 1/4/14

y/e 31/3/14 actual

budget 2014

actuals Oct

Budget 2015

rent received

-5766 -7775 -7298 5800

rent paid

1600 1600 800 1600

water utilities (surplus to reserves)

1027 2200 71 1000

infrastructure maintenance

898 400 245 0

health and safety costs

200 0 500

empty plot costs

500 500 475 0

postage & stationery

502 200 90 300

Insurance costs

250 500

weedspraying and strimming of car parks

400 534 330 400

ASB

5

0 0

tree maintenance (surplus to reserves)

0 1300 1350 500

admin recharges

980 841 841 1000

Total allotments 0 146 0 -2846 0

Income reduced to take into account empty plots (predicted 50 empty plots by end of

2016) CPI 1.6% increase allowed (full capacity 190 plots £7900) (and will need to do

same reduction in 2016/17)

Reserves to be set aside for s106 future process – transitional contingency fund not

agreed by committee

Based on insurance decision recommend committee take no action on empty plots in

future

Reserves need to be built up for future tree /hedging maintenance works

Earmarked reserves not agreed

11. Any other business considered at the discretion of the Chair

for information purposes only followed by Close of meeting at 13.35pm.

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Draft Minutes of the Premises Committee

held in the Parish Office at 7.30pm in the Parish Office Thursday October 16th 2014

1. Declaration of interests of matters on the agenda by Councillors. Cllr Reece

declared an interest as a Trustee of the Tithe Barn.

2. Public Session None attended

3. Attendance recorded as Councillors’ A Reece, P Taylor, A Shakespeare, A

Robinson, R Stayt

4. Absences P Badham, A Mackinnon and Apologies noted from Cllr Drake

5. Committee agreed minutes from June 2014 meeting of Premises committee

6. Committee noted year to date 1301 visitors have used the Parish Office

7. Committee noted average 571 per week use the Community Building

8. Committee noted year to date financial reports

9. Following a proposal and seconder at meeting Committee agreed budget proposals

for 2015/16. It was proposed and seconded for commercial purposes that matters

discussed was under confidential business

Any other business followed by close of meeting at 21.12pm

Ivy growing out of wall at parish garden.

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Draft Minutes of the Community Wellbeing Committee held at 7.30pm in the

Parish Office on Thursday October 23rd 2014

1. Declaration of interests by Councillors of matters on the Agenda were invited.

Councillor Taylor declared a family interest in Colts.

2. Public Session included an invitation to Councillors who have declared an

interest to address the Committee and invited speaker who spoke regarding item

4 below . (Mr Bolton) and two members of the public attended. One person

spoke on item 13 regarding sports grants. One spoke regarding the Big Picnic

and school fireworks. Public session closed at 19.56pm

3. Attendance of Councillors P Taylor, P Lightfoot, J Peake, M Reddicliffe, D Lewis,

A lightfoot, M Cooper, A Shakespeare(8) , Apologies recorded from Cllr F

Beattie.

The agenda order was changed at the discretion of the Chair of Committee

4. Committee considered recognising the works of Francis Andrews in connection

with WWI commemorations. (born in Bishops Cleeve, and 2015 being the

centenary since the first of his works were published and he is recognised as a

WWI poet) The Committee was informed that The Royal British Legion has no

plans at the present time for any specific WWI commemorations. A copy of the

two recommended poems will be forward to Clerk and email details of speaker

will be forwarded to Cllr Shakespeare. Following a proposal and seconder it

was agreed for the Clerk to put examples of his works on the website and

newsletter, to highlight his works to local organisations and local media

and to support any application made to the Cheltenham Literature festival.

Permission was given for Clerk to distribute contact details as felt

appropriate

5. Committee agreed minutes from previous meeting following a proposal and

seconder at meeting.

6. Committee agree financial reports following a proposal and seconder at meeting

7. Council has agreed that the £200 award from the Village of the year competition

is to be allocated to the Community Wellbeing committee and following a

proposal , seconded it was agreed to give a donation towards The Friday

Luncheon Club for a Christmas event. Clerk was instructed to write to the

Club thanking them for their support in the application of the Village of the Year

award and passing on to them the award to be used for a Christmas event and

asking for some feedback.

8. Committee considered if it was prepared to lead/finance Tree of Light project if it

is to go ahead. The matter was deferred pending further information from the

Rotary Club.

9. Committee noted no feedback has been received from TBC in regard to the Big

Picnic and after the committee was informed by Councillor Richmond that

discussions have taken place between the Street Fair organisers and the TBC

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lead Officer to amalgamate the two events. Following a proposal and

seconder it was agreed defer the matter to seek formal feedback from TBC.

10. Following an amendment, proposal and seconded at meeting Committee agreed

CHARITIES AND LOCAL ORGANISATIONS grant for Cheltenham North

Rugby Club in the sum of £140.

11. There was no a proposal and seconder at meeting for Bishops Cleeve Seniors

Club CHARITIES AND LOCAL ORGANISATIONS grant application. Item fell

12. Noting no paperwork has yet been received there was no proposal and

seconder made at meeting for Friends of Bishops Cleeve Primary Academy

CHARITIES AND LOCAL ORGANISATIONS application in relation to Bonfire

and Fireworks event- item fell

13. Committee considered the following motion brought forward from the last meeting to amend the CHARITIES AND LOCAL ORGANISATIONS policy for BCPC to stop subsidising sports teams that do not contain a least 90% of Bishops Cleeve Residents at the time of application. Councillor Stayt attended and spoke in the public session and then left the meeting. An amendment was proposed, seconded and agreed that any amendment to the CHARITIES AND LOCAL ORGANISATIONS policy should be a full Council consideration and therefore the matter was referred back to Councillor Stayt. .

14. Committee noted September reports from Young Glos following proposal, seconded –noting café evenings have more attendees than focus evenings.

15. Committee to note report from Play Glos as reported by Clerk. Clerk to approach police and target youth providers if Play Glos feel it would be helpful. It was proposed, seconded, agreed for Clerk, Chair and Vice Chair meet with provider.

16. Committee noted there was no feedback available as Councillors were unable to

attend the Full Service Support for young people Event on 9th October

17. There was no proposal for applying for focus for Active Together grant proposal.

Item fell

18. Following a proposal and seconder it was agreed to recommend to Council to

adopt Community Cohesion framework as the 18 month extension to 4 year

plan following which the Committee will formulate a full and detailed policy

document for Full Council to adopt

19. Following a proposal and seconder at meeting the Budget proposals for 2015/16

were agreed with the following notes, The Clerk was asked to

a)remove historical free use of facilities from Community Wellbeing budget as it

is Council policy to provide this benefit to organisations and therefore a Council

Cost rather than a committee cost.

b)remove breakdown of youth provision costs as a formal tendering process will

be undertaken before agreeing providers for 2015/16.

c) expand the youth sports grant provision to include any youth sports teams

Any other Business at the Discretion of the Chair for information only followed by

Close of Meeting at 21.44pm

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Minutes of the Community Wellbeing Committee Meeting held at 7.30pm in

the Parish Office on Thursday September 25th 2014

1. There were no declarations of interest by Councillors of matters on the

Agenda

2. Public Session including an invitation to Councillors who have declared an

interest to address the Committee. – Cllr P Richmond attended as a member of

the public and addressed the committee with regard S106 at Clevelands and

budgeting for Council elections to facilitate engagement with public.

3. Attendance of Cllrs P Lightfoot, D Lewis, M Reddicliffe, M Cooper, A Lightfoot, F

Beattie (6); Absence & Apologies recorded of Cllrs P Taylor, A Shakespeare & J

Peake

4. Committee agreed draft minutes from previous meeting. Proposed (MC),

Seconded (MR)

5. Committee noted that the public are now allowed to film Council meetings.

Motion to consider if Committee wishes to recommend that the Council films all

its meetings and uploads to Website. Motion dismissed - no proposer or

seconder.

6. Committee agreed financial report. Proposed (MC), Seconded (PL)

7. Committee noted letter of thanks from Friday Luncheon Club for donation.

8. Committee noted that Bishops Cleeve has been awarded runners up prizes in

the Growing Futures and Community Led Plan categories in the Village of the

Year. Each category has been awarded £100 in prize money. Council will be

asked to agree which budget to allocate the monies to.

9. Committee noted that the request for release of £500 ring-fenced budget for Cleeve

Youth Theatre for 3 subsidised places for 2014/15 has been withdrawn as Youth

Theatre is taking a break due to staffing issues. Committee requested clerk to send

letter of acknowledgement and thanks for work of CYT in the past. Proposed (MC)

Seconded (PL)

10. Committee noted verbal feedback re the Big Picnic. Committee agreed that it

wishes to defer decision to the next meeting whether the Parish Council take the

lead role in organising for 2015/16 pending written feedback from TBC.

Proposed (AL), Seconded (MC)

11. Committee deferred to the next meeting motion amending CHARITIES AND

LOCAL ORGANISATIONS policy - for BCPC to stop subsidising sports teams

that do not contain a least 90% of Bishops Cleeve Residents. It is not right that

we use money from the council tax payers to do this. This should also include

Bishops Cleeve football club when they use our sports facilities as I was

informed that only 2 players live in Bishops Cleeve.- Cllr Stayt. Cllr Stayt to be

requested to provide brief. Proposed (AL), Seconded (PL)

20

12. Committee considered CHARITIES AND LOCAL ORGANISATIONS application

for Cheltenham North Rugby Club. Motion to defer to the next meeting pending

clarification as to whether 6 month rule applies. Proposed (MR), Seconded (AL)

13. Committee considered CHARITIES AND LOCAL ORGANISATIONS application

for Great Western Air Ambulance. Committee decision to reject financial support

but to request clerk to investigate practicability of hosting a textile bin. Proposed

(MC), Seconded (DL)

14. Committee to consider CHARITIES AND LOCAL ORGANISATIONS application

subject for Turning Point service to use Meeting room free of charge. Application

not received, therefore deferred.

15. Committee noted reports from Young Glos –July and August - noting donation of

football table to youth club (not via Parish Council), behaviour issues, lack of

consistency of staff, closure of one session due to staff issues.

16. Committee noted reports from Play Glos, June, July and August 17. Committee proposed to nominate that Cllr P Taylor / F Beattie attend Full Service

Support for Young People event on 9th October. Proposed (PL), Seconded

(MR)

18. Committee considered request for partnership working with Artspace –funding

from TBC for youth provision during October Half term. Motion to delegate

authority to the clerk to facilitate links with appropriate youth providers / venues

in the community. Proposed (AL), Seconded (DL)

19. Committee, in principle, supports the invitation to attend AGM of CAB on 16th

October. Councillors to contact clerk if able to attend. Proposed (PL), Seconded

(MC)

20. Committee agreed policy that free use of the meeting room is allowed for Friday

mornings for TBC advice working sessions. Other TBC meetings unless

arranged/booked by Parish Councillors or BCPC officers are to be charged at

standard rates. Proposed (MC), Seconded (MR)

21. Committee considered request from police officers that the Police Community

Engagement Questionnaires are given out by Parish Office Staff with their return

to the Parish Office before the Parish Office staff request Police Officers to

collect them. Proposed (AL), Seconded (MC) Committee agreed subject to

review set for 6 months.

22. Committee deferred decision, subject to requiring additional information, the

focus for Active Together grant proposal. Proposed (AL), Seconded (MR)

23. Committee agreed to defer discussion to next meeting regarding actions

following the submission of the Community Cohesion report. Councillors to

provide written comments to the Clerk two weeks in advance of next meeting.

Proposed (PL), Seconded (MC)

24. Committee noted feedback from the NatWest Bank following correspondence sent.

21

25. Committee noted that Mr Bolton has been invited to attend the committee

meeting in October to discuss the arrangements for recognising the works of

Francis Andrews in connection with WWI commemorations. The British Legion

has no plans at the present time for any specific commemorations.

26. Committee considered request for a temporary banner which can be designed in-

house and printed off site in the sum of £50 for 3m x 1m per banner (brought

forward from previous meeting) Committee agreed purchase. Proposed (MC),

Seconded (MR)

27. Committee noted that use of the Parish Office for Green Square Housing support organisation for one day a week has been agreed on a temporary basis.

28. Committee noted that Citizen’s Advice Bureau is using the Parish Office one day a week.

29. Committee agreed that Budget proposals for 2015/16 should include community

cohesion funding, temporary banners, community events, community

consultations, annual community information booklet, CHARITIES AND LOCAL

ORGANISATIONS , free use of buildings etc. Following lengthy discussion,

committee agreed, in principle, the proposed budget headings and proposed

inclusion of a further heading for voluntary work, but deferred to the next meeting

the actual budget figures pending further clarification. Proposed (MR), Seconded

(MC)

30. Committee to consider idea of setting up an 0800 number. Dismissed - no

proposer or seconder.

Any other Business at the Discretion of the Chair for information only

Meeting closed 21.30

22

Cheque Payment list- Name detail £ Expenditure

Authorised

by

committees/

council

Complete Weed Control Grounds work at sports field 936.00 √

Clean space partnership caretaking 2275.32 √

C Puttick Oct mileage 29.97

The directory Company Trade directory advert 246.12 √

Glebe contractors Grass cutting 2101.06 √

HI Lo crysal clear ltd Bus shelter cleaning 96.00 √

Friday luncheon club Award from Village of year 200.00 √

Gloucester DBF Allotment rent 400.00 √

GAPTC training 435.00 √

D Lewis Grounds man 900.00 √

John HIcks RPII playground inspections 1183.68 √

Leafield Environmental Replacement litter bin 126.00 √

Play Gloucestershire Youth work 1428.00 √

Phil Baker building services

Building maintenance, browning seat, astro footbridge, emergency access point, tree works,

3219.00 √

Councillor J Peake Councillors allowance 10.10 √

Councillor K Peake Councillors allowance 10.10 √

Robert Hall business equipment ltd

Stationery and consumables 107.85

Sage Accountancy Annual contract 816.00

Stannah lift services Quarterly lift service 183.00 √

Siemans Equipment lease DD 75.40 √

STWA Allotment water 890.95 √

Total Ltd Telephone 119.09 √

Southern Electric Pavilion electricity DD 459.76 √

Verde Recreo Astro Autumn maintenance 436.50 √

D Walker Grounds man 900.00 √

Payroll For month 7380.81 √

Young glos Youth work 2250.00 √