Emma Tilley Echo

Gloucestershire Echo St James' House St James' Square

Cheltenham

January 2015 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 of ............................................................................................................................................................... 7 Budget Workshop presented by Employment and Finance Committee .......................................................................... 8 Draft minutes of Amenities Committee and Open Spaces Committee ..................................................................... 26 Draft Minutes of the Community Wellbeing Committee ................................................................................................ 27 Cheque Payment list- ...................................................................................................................................................... 29

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Bishop’s Cleeve Parish Council

Minutes of the Meeting of Bishop’s Cleeve Parish Council on the 8th January 2015 at

the Parish Council Offices at 7.30pm-

1. Councillors were invited to make a Declaration of interests of matters on the agenda. Cllr Robinson declared an interest in nomination for outside organisation representation item.

2. 3 Members of the public and Councillors who declared an interest in matters on the agenda were invited to speak to the Council public session closed at 19.41pm

3. Attendance of Parish Councillors recorded as Councillors’ P Lightfoot, P Taylor, A Lightfoot, D Lewis, P Richmond, A Mackinnon, J Peake, A Robinson, A Reece, L Drake, F Beattie, M Reddicliffe, R Stayt, M Cooper, A Shakespeare. Borough Councillors’ East and Hillier Richardson.

4. Absences and Apologies noted from Councillors’ K Peake and P Badham 5. Council noted there was no Crime Report available. Clerk to contact local officers

that Council would like to continue to receive reports. 6. Council noted dates for diary as distributed with change to 22nd January meeting of

Premises Committee being changed for s106 workshop for Parish Councillors. 7. Following a Proposal and seconder at meeting, Council agreed for accuracy the

minutes of the previous Council meetings 8. Council noted the draft minutes for Committees meetings as attached 9. Following a Proposal and seconder at meeting Council approved the Cheque

payment list as attached 10. Council noted that all items of correspondence had already been distributed and

reported on at the 11th December meeting of the Full Parish Council. The Chair read a letter of thanks from resident.

11. Following proposals and seconders at the meeting, Council having noted declaration of interest by Cllr Robinson in Roof top Housing and then Council elected Councillor Reddicliffe to Amenities, Councillor Mackinnon to Sports field, and Councillor Robinson to roof top Housing as outside organisation representation

12. Council noted financial management reports for the period 1/4/14 to 4/12/14 13. Following a proposal by Cllr Mackinnon and Seconding by Cllr Richmond at

meeting, Council considered alternative budget in the sum of £349,908 as detailed in supporting papers- loss by majority

14. Following a proposal by Cllr Mackinnon and Seconding by Cllr Richmond at meeting, Council considered alternative precept in the sum of £338,908 as detailed in supporting papers. –loss by majority

15. Following a proposal and seconding at meeting, Council agreed budget in sum of £356,908 as detailed in supporting papers following workshop held on 20th November 2014.

16. Following a proposal and seconder at meeting, Council agreed precept in the sum of £356,908 as detailed in supporting papers .

17. Following a proposal and seconder at meeting, Council agreed a proposal from Cllr R Stayt to invite Borough & County Councillors to present verbal reports as an independent agenda item up to 15 minutes.

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18. Following a proposal and seconder at meeting, Council agreed to give delegated

authority for Chair of Council to attend the TBC executive meeting on11th February to speak on behalf of Bishops Cleeve Parish Council in relation to the s106 deed of variation

19. Council noted report from Chair of Council with regard to attending Town and Parish Councils seminar

20. Council noted that a complaint has been made to the Freedom of Information Commissioner regarding the non-disclosure of information.

Councillors were asked for any other business for information purposes at the discretion of the Chair.- followed by close of meeting 20.55pm

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Draft Minutes of Full Parish Council meeting of Bishop’s Cleeve Parish Council

on the 4th December 2014 at the Parish Council Offices at 7.30pm- 1. Councillors were invited to make a Declaration of interests of matters on the

agenda. 2. Public Session took place. 4 Members of the public attended and were invited to

speak to the Council and Parish Councillors who declared an interest in matters on the agenda may wish to address the Council at this time. Invited Speaker– Mr Wilson a Governor from Cleeve School also attended. Borough Councillor Hillier-Richardson (who along with Councillor East said they would support the New Homes Bonus being used for projects such as Kayte Lane) . One of the members of the public spoke regarding Kayte Lane field. Public session closed at 20.03pm

3. Attendance of Parish Councillors recorded as Cllr Taylor, Cllr Drake, 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, Cllr K Peake and Cllr Richmond (14). TB Councillors’ S Hillier Richardson and B East.

4. Apologies noted from Cllr’ P Lightfoot, Cllr J Peake and Cllr A Lightfoot 5. Council noted no Crime Report has been received. Proposed and seconded and

agreed that a letter to be sent by the Chair of the Council thanking sgt Morgan. 6. Council noted dates for diary as distributed in supporting papers 7. Following a proposal and seconder at meeting, Council agreed for accuracy the

minutes of the previous Council meeting held on 6th November 2014 as attached

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

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

10. Council noted items of correspondence as received by the Clerk on behalf of the Council and distributed in supporting papers including update on Kayte Lane Field. Notices for community groups have since been received along with further clarification and an additional meeting of the Council will be called to discuss the matter in line with financial regulations and previous resolutions of the Parish Council. A request for the leasing of the Kayte Lane field and the Grange field for car boot sales have been received and the Clerk has sent a response detailing the legal owners of the two areas identified.

11. Following a proposer and seconder at meeting, Council agreed including Community Cohesion, Volunteer strategy (Community Wellbeing Committee) and Financial sustainability (Finance and Employment Committee) as components of the 18 month plan extending the current 4 year plan. Information already distributed in budget workshop papers.

12. Following a proposer and seconder at meeting, Council agreed ” 20mph Speed Limit in Village” as topic for Parish Assembly (23rd April or 28th May 2015). See minutes of Planning and Environment Committee for supporting information and information distributed in budget workshop papers

13. Council noted that no call for election has been received and therefore Council can begin the co-option advertising for the vacancies created by the resignation of C and P Benfield.

14. Following a proposer and seconder at meeting Council agreed it wishes to formally become a Dementia Friend Organisation – see information in supporting papers

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15. Council noted that £5.05 was collected in the Parish Office for the 2014 Poppy appeal.

16. any other business for information purposes at the discretion of the Chair.- followed by close of meeting at 20.29pm waiting to be contacted by GRCC as outlined by Borough Solicitor and forwarded to Councillors and no minutes of meeting have yet been received Cllr Mackinnon informed Council that Cllr Bird will be writing to BCPC re criteria and areas of funding available.

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Draft Minutes of the Meeting of Bishop’s Cleeve Parish Council held on the 11th

December 2014 at the Parish Council Offices at 1.00pm-

1. Councillors were invited to make a Declaration of interests of matters on the agenda. Councillors have previously been advised to take note of the Code of Conduct advice made available to them. Cllr Badham declared an interest as a member of the residents association.

2. A 26 minute Public Session took place where 12 Members of the public attended to speak to the Council and Borough Councillor Hillier Richardson also attended. Councillor Badham who declared an interest in matters on the agenda addressed the Council at this time. The public session ended at 13.26pm

3. Attendance of Parish Councillors recorded as Councillors’ P Lightfoot, P Taylor, A Lightfoot, A Robinson, J Peake, M Reddicliffe, P Badham, P Richmond, A Mckinnon, A Reece, L Drake, D Lewis, A Shakespeare (13)

4. Apologies noted of Councillors’ M Cooper, F Beattie, K Peake, R Stayt, 5. Following a proposal and seconder at meeting, Council agreed it wishes to register

a right to bid for Kayte Lane field as the field is now a listed community asset under sections 87-108 of the localism act 2011. Councillors had previously been advised to note section 5, 21, 19 of Financial regulations and ensure decisions taken will meet these regulations

6. Following a proposal and seconder at meeting Council agreed budget for financing such a bid. A Proposal was made to increase the budget by £50k which was not seconded. A proposal was made to vire £1k from legal expenses budget to CALO budget ring fenced for the Residents association for survey costs – seconded and agreed by Council

7. Following a proposal and seconder at meeting, Council agreed delegated responsibility for negotiating and attending meetings with the residents group to the Clerk on behalf of the Council in relation to the Expression of interest to bid and the residents group relating to the Kayte Lane field acquisition.

8. Councillors’ A Shakespeare J Peake, P Badham left at 13.43pm 9. Council was asked for any other business for information purposes at the

discretion of the Chair.- followed by close of meeting at 13.52pm

AOB - 29 items of correspondence received -28 in favour and 1 disputing the GCC

ownership of the field was reported by Clerk, followed by close of meeting at 13.45pm

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Budget Workshop presented by Employment and Finance Committee

took place in the meeting room of the Parish Office at 7.30pm on 20th November 2014

Present Councillors’ Taylor, Drake, Reece, Lewis, Shakespeare, Stayt, M Cooper, J

Peake, P Richmond, A Mckinnon , P Badham, A Robinson, D Lewis. Apologies

Councillors’ P Lightfoot, A Lightfoot and K Peake.

Councillors received in advance a supporting paper report, detailed spreadsheet and a

powerpoint presentation was made at the workshop with key information being

highlighted by members of the Employment and Finance Committee

Welcome and Introduction – Vice Chair of Council

Principals of the workshop and reports – Cllr R Stayt

Aspirations of the Council- Cllr M Reddicliffe

Commitments of the Council- Cllr A Reece

Existing functions of the Council- Cllr D Lewis

Budget and Precept recommend to full Council –agreed in sum of £356,908

Meeting closed at 10.15pm

Notes from the workshop have been added to the supporting papers in blue font

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Minutes for Working Party Workshop Budget Workshop presented by Employment and Finance Committee took place in the meeting room of the Parish Office at 7.30pm on 20th November 2014 Present Councillors Taylor, Drake, Reece, Lewis, Shakespeare, Stayt, M Cooper, J Peake, P Richmond, A Mckinnon , P Badham, A Robinson, D Lewis. Apologies Councillors’ P Lightfoot, A Lightfoot and K Peake. Councillors received in advance a supporting paper report including an excel spreadsheet with all cost centres analysed a slide presentation was made at the workshop and key points highlighted both visually and verbally •Welcome and Introduction – Vice Chair of Council •Principals of the workshop and reports – Cllr R Stayt •Aspirations of the Council- Cllr M Reddicliffe •Commitments of the Council- Cllr A Reece •Existing functions of the Council- Cllr D Lewis •Budget and Precept recommend to full Council –agreed in sum of £356,908 Meeting closed at 10.15pm Notes from the workshop have been added to the supporting papers in blue font and distributed via email

Declaration of interests •All Councillors have received dispensation to take part in budget/precept discussions and decisions to May 2015 No Councillor made a Declaration of pecuniary interests Introduction

•ALL Councillors had been invited to attend the working party workshop

•The Employment and Finance Committee facilitated this workshop as required by Full Council.

•The Budget workshop was a working party made up of all Parish Councillors. It was not open to the Public, Borough or County Councillors

•The Employment and Finance Committee had previously considered the draft budgets put forward by Committees and with advice from the Responsible Financial Officer at the meeting held on 30th October 2014

•The Employment and Finance Committee have since met twice to agree the format of the Workshop

•Recommendations from the Responsible Financial Officer were shown in Red and Recommendations from Employment and Finance Committee (or other Committees) were shown in Green

•The Employment and Finance Committee presented the options in 3 Stages

•Councillors were able to make changes during the workshop subject to proposal, seconding and majority vote.

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•Councillors were made aware before the meeting that they have a responsibility to consider in advance of the meeting any documents sent with the agenda and to consider all the relevant facts and issues on matters which require a decision including the views of others expressed at the meeting

•The outcome of the working party workshop was a budget proposal to go to full Council for consideration in the normal manner

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The Next Stage The information in the report was based on 3 principals •to ensure that all Councillors have the opportunity to understand, shape and develop a budget which will be voted on by Full Council

•advice and guidance from sources that the Council have agreed to use eg Gloucestershire Association of Parish and Town Councils, Communities and Local Government, National Association of Local Councils

•recommendations from the Responsible Financial Officer are included as required in the Financial Regulations 2014 and Governance and Accountability Guidance 2010 Principals •During the workshop the agreed changes were made and a motion agreed to go to the Full Council agenda as, “Following the workshop held on November 20th, Council are asked to agree the budget in the sum of £356,908. Councillors were advised not to make up their mind in advance of the Full Council meeting as to how they will vote nor risk being perceived to have done so.

•Having discussed all the options and implications of changes made, The Council are aware that this leaves the Council exposed with very little reserves to fulfil commitments already made

•An amendment to change the proposal would be subject to standing orders which state “An amendment is a proposal to remove or add words to a motion. It shall not negate the motion”.

• Alternative budgets will need to be motions on the agenda and submitted in with standing orders –see below- and in line with Council’s decision will need to be supported by written documentation submitted by the proposer Councillors were informed that for the January 2015 meeting, Friday 12th of December is the last date for submission of motions for the agenda. •The precept must be submitted to Tewkesbury Borough 31st January 2015 Council are aware that failure to agree a budget and request the precept will mean the Council will receive no money for 2015/16

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Report from the Responsible Financial Officer noted including graph showing recommended and actual levels of reserves •There is a requirement for the Responsible Financial Officer to report on the robustness of estimates and adequacy of reserves (Local Government Act 2003 s25)

•There is a requirement for the Responsible Financial Officer to present an annual management of risk report (financial regulations 2014)

•There is a requirement under the Local Government Finance Act 1992 s 31a, 32, 42a and 43 for Councillors to have regard to the level of reserves needed for meeting future expenditure when calculating budget requirements

Adequacy of general reserves (Local Government Act 2003 s25) •In 2011 the External auditors recommended to this Council that at least 20% of precept should be in unallocated /general reserves (£60k) . This was reported and minuted by Full Council in accepting the Auditors Report. Since 2011, Council have been annually towards the reserves as demonstrated in Committee meetings.

•At 31.3.14 £6k was in general reserves with a potential of another £6k at end of 31.3.15

•The Responsible Finance Officer advised Council that the current level of general reserve is not adequate

•There is no additional provision to increase this sum as it is accumulated by under spends against activities budgets.

•The Responsible Financial Officer advised Council not to take this figure in to account when setting the annual precept until general unallocated reserves reaches the recommended 20%

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Adequacy of contingency reserves •Current advice from sector advisory bodies is that contingency reserves should be between 3 months to 24 months of Precept. (see Governance and Accountability 2010, Gloucestershire Association of Parish and Town Councils advised 3 to 24 months, Communities, Parish and Town Councils advised 6 months)

•The Responsible Financial Officer advised Council that based on the above advice, the current level of earmarked contingency reserve is not adequate. The Responsible Financial Officer recommends the Council to have at least 1 year of precept in contingency reserves (earmarked) (currently £25k)

•Having considered the above advice, the Employment and Finance Committee agreed to recommend the same provision as in previous year of £5k pa to increase the contingency reserves. The workshop recommended reducing to £1k pa

•The Responsible Financial Officer advised Council that there is no provision for long term sickness or redundancy costs which are contractual agreements. The Responsible Financial Officer recommended 6 months salary provision to be allocated to earmarked reserves. The Employment and Finance Committee considered this advice and agreed to recommend Council do not include earmarked salary reserves as a separate provision but to use the contingency reserve if necessary. Principal agreed

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Annual management of risk report The Responsible Financial Officer advised Council that there is under provision in earmarked reserves in the assets and activities undertaken by the Council. •There is inadequate provision for the replacement of assets therefore the Responsible Financial Officer recommends Council including £17k in capital reserves on existing assets and activities

• Recommended level of reserves to be achieved are based on insurance value of current assets owned , 2% of buildings value or costs of one year's activity Self financing facilities have been recommended to include a capital reserve provision within their budgets

•There is inadequate provision for transitional costs when assets are transferred to the Council under s106 agreements as Council has not made provision for timing or legal costs. The Allotment Committee considered this matter and agreed not to earmark capital reserves but to rely on general reserves

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Ability to finance future commitments The ability of the Parish Council to increase the precept after 2015 without a local referendum is likely to be severely restricted according to advice from Gloucestershire Association of Parish and Town Councils and therefore the Responsible Financial Officer recommends Council include future commitment provisions in the 2015/16 budget to be transferred to earmarked reserves until needed Tax base calculations The Responsible Financial Officer has received updated tax base figures from Tewkesbury Borough and for 2015/16 the tax base is 4080 Tax Referendums Under the 2011 Localism Act, any Council that wished to raise its Council tax or precepts above the limits that apply to them (currently held at 2% increase in Precept) “will have to hold a referendum. The results of the referendum will be binding” – Gov.uk from Department for Communities and Local Government. The relevant voters are those registered at an address within the Precepting authority and the Billing authority. A majority of those voting in favour of the increase above the 2% increase is necessary or the precept returns to the previous year +2% level. After February 2015, the same rules are expected to be applied to Parish and Town Councils. On this basis Gloucestershire Association of Parish and Town Councils are advising that the 2015/16 budget should “future proof” Parish Councils against predicted increases in costs and future commitments. It is also advised by Gloucestershire Association of Parish and Town Councils that local Councils will be subjected to referendum rules if they increase their PRECEPT by more than 2% regardless of the number of homes (also confirmed by Gov.uk and National Association of Local Councils “local councils explained”) The Responsible Financial Officer recommended that from January 2016 onwards, the Parish Council avoids increasing above the limit for a referendum and recommends the Council include a provision for such a referendum in its budget for financial sustainability as shown in Commitment proposals

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Service Level Agreements •Most Service Level Agreements are due for review by October 2015. A schedule was included in the supporting papers.

•All Service Level Agreements were agreed by relevant committee following due process and reported in relevant minutes and therefore questions regarding Service Level Agreements should be referred to the relevant Committee

•The Management of Risk report required by the 2014 adopted Financial regulations will be presented to Full Council in May 2015 and will highlight areas of inadequate provision both financially and operationally.

•The Responsible Financial Officer recommends Council are prepared for increased costs as some contractors have held prices for 4 years, others are giving complimentary services and in some cases there will be a large increase in works to be covered in Service Level Agreements

•It was confirmed that the Sports Centre grant was £15k pa Legislation

•The Responsible Financial Officer advised Council that there is under provision in the budget should the Council wish to adopt under The Clean Neighbourhoods and Environment Act 2005 Act

•The Proper Officer advised Council that as land owners it has a duty to protect those that use its facilities under the Occupier’s Liability Act (1957, Revised 1984) including the removal of litter and other pollution. This Act requires that people can expect to be reasonably safe when using playgrounds and public open spaces. The Responsible Financial Officer advised Council that there is under provision in the budget as the Council is relying on complimentary services or a future volunteer policy which may not be sustainable.

•The Proper Officer advised Council that under the Crime and Disorder Act 1998 it must excise all functions with due regard to Crime and Disorder and to cooperate with other bodies to do so.

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Aspirations There is a requirement under the Local Government Finance Act 1992 s 31a, 32, 42a and 43 for Councillors to have regard to the level of reserves needed for meeting future expenditure when calculating budget requirements The Responsible Financial Officer recommends Council considers future core budget costs as well as aspirational policies and any additional assets being provided under s106 agreements Councillors were advised to cross reference to the adopted Community Led Plan targets when considering aspirational policies and finances Future Aspirations identified by Councillors or Committees •Community Cohesion budget cut to £5k

•Volunteer strategy -Removed

•Kayte Lane - Removed

•Cleeve West Building - Removed

•Neighbourhood Plan- Community Led Plan budget cut to £12k

•Traffic calming in Village centre – Community Led Plan Removed- suggest County Councillor or Glos County Council fund •The Community Wellbeing committee recommends the principal of developing Community Cohesion and Volunteering strategy frameworks as part of the 4 year+18month plan

•The responsible Financial Officer recommends Council considers making financial provisions for the above strands

•noted Community Assets report noted •Under the Localism Act 2013 Parish Council has the right to ask the Local Planning Authority to list assets in the Village as Community Assets

•No financial provision has been made in 2015/16 budget

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Future Commitments There is a requirement under the Local Government Finance Act 1992 s 31a, 32, 42a and 43 for Councillors to have regard to the level of reserves needed for meeting future expenditure when calculating budget requirements. There is a recommendation from Gloucestershire Association of Parish and Town Councils to “future proof” the 2015/16 budget noted •Adopt skate park and Muga at Homelands 1

•Adopt 3 play areas at Cleevelands and Homelands 2

•Adopt 1 Mugas at Cleevelands

•Adopt Community sports hall on homelands 2

•Adopt 2 new allotment sites

•Extend facilities at Cheltenham Road sports field

•Big Picnic and other community cohesion events

•Resurface current Astro

•Adopt Natural Play areas at Homelands 1 What is likely to happen 2015-2019 – time line noted •The Responsible Financial Officer recommended Council reverse the December 2012 decision based on information known at that time to vire Astro reserves for resurfacing to Parish Poll reserves agreed

•By returning £19k back to Astro reserves, when added to the current and predicted reserves at the end of 3/2015, the Astro cost centre will have earmarked reserves of £35k. This provision has been made in existing functions agreed Current Astro report noted

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Other Future commitments •New 3G Astro report noted

•Outdoor sites report noted

•Community sports Hall report noted and budget of £10k agreed

•Commuted sums – Homelands 1 report noted

•New Allotment Sites reported noted

•Enhanced facilities at sports field report noted to be funded from general contingency funds

•Commuted sums – Homelands 2 and Cleevelands report noted

•Referendum costs to be parish poll reserve

•Additional recreational equipment earmarked to be funded by commuted sums

•Natural play areas no funding to be provided

•Informal sports pitches no funding to be provided

Existing functions Cost centre Budget agreed

Play areas 26596

Public open spaces 750

Watercourses 8800

War memorial 4000

Street amenities 3906

Parish Office 22545

Parish garden 4300

Youth engagement 42500

Community engagement 11670

Grants 19000

Sports field 18178

Planning, highways and environment

3530

Council running costs * see breakdown

17000

Historical grants for free use of facilities

21000

Employment costs 110823

Administration costs 15310

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Minutes for Planning & Environment Committee Meeting held at the Parish Office at 6.30pm on Thursday 27th November 2014

1. Declaration of interests in matters on the agenda – there were no declarations of

interest

2. Public Session including an invitation to Councillors who have declared an interest in matters on the agenda to address the Committee – Standing Orders were suspended at 18.37 and reinstated at 18.45 - 2 members of the public attended and spoke regarding application 721

3. Attendance noted from Cllrs D Lewis, K Peake, M Reddicliffe, A Robinson and B Stayt (5)

4. Apologies noted – Cllrs A Lightfoot, P Lightfoot Absence noted from Cllr M Cooper

5. Minutes of meeting held on 13th November 2014 – agreed Proposed (MR) Seconded

(AR)

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

714 10/11/14 1 Ashfield Close Additional metre to rear extension 14/00946/FUL

Proposed (KP) Seconded (BS) Support

719 10/11/14 Cedar House, Evesham Road

Extensions to side and rear elevations of existing dwelling 14/01083/FUL

Proposed (AR) Seconded (MR) Support

720 11/11/14 56 Wellbrook Road

Erection of single storey extension to rear and side of property 14/00977/FUL

Proposed (MR) Seconded (KP) Support

721 12/11/14 The King’s Head

Change of use of parking space to site hot food vending van 14/01070/FUL

Proposed (MR) Seconded (AR) Object – concern regarding unfair competition for other local businesses, potential for excess litter, safety concerns regarding the limited size of the car park and the mixing of traffic with people on the car park.

722 19/11/14 6 Hertford Road Two storey side extension and alterations to existing dwelling 14/01092/FUL

Proposed (KP) Seconded (BS) Object – on the basis of overdevelopment

723 19/11/14 43 Snowshill Drive

Proposed two storey side and rear extension 14/01120/FUL

Proposed (MR) Seconded (KP) Support

7.Decisions made by TBC/GCC noted

Our Ref Date rec’d Address BCPC TBC/GCC

709 06.11.14 1 Millham Road Support Permit

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14/00924/FUL

698 13.11.14 Plots 1-6 Jesson Road 14/00712/FUL

Neutral Permit

712 18.11.14 Court House, Station Road 14/00628/FUL

Support Permit

715 18.11.14 98 Station Road 14/00945/FUL

Support Permit

Environmental Matters for Consideration 8. Committee considered representation at Tewkesbury Flood, Risk and Resilience event on Tuesday 2nd December. Deputy Clerk to email details of Drop In session to committee members. Any Other Business – at the Chair’s discretion for information purposes. Meeting closed 19.00

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Minutes of Planning & Environment Committee Meeting held at the Parish Office at 6.30pm on Thursday 11th December 2014

1. Declaration of interests in matters on the agenda – no declarations

2. Public Session including an invitation to Councillors who have declared an interest in matters on the agenda to address the Committee – 1 member of the public attended regarding ref 727. 2 representatives from Origin 3 and Linden Homes also attended to address the committee with regard Homelands 2. Public session closed at 18.58.

3. Attendance recorded from Cllrs A Lightfoot, D Lewis, M Reddicliffe, A Robinson and B Stayt (5) Cllr Cooper arrived at 19.23 (6)

4. Apologies received and noted – Cllrs P Lightfoot, K Peake

5. Minutes of meeting held on 27th November 2014 – agreed Proposed (DL) Seconded

(BS)

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

724 27/11/14 9 The Withers Erection of white UPVC conservatory to rear of property 14/01127/FUL

Proposed (BS) Seconded (MR) Neutral

725 27/11/14 2 Pagets Road Demolish single storey rear structure and garage, erect 2 storey side extension with integral garage 14/01145/FUL

Proposed (MR) Seconded (BS) Neutral

726 28/11/14 Home Farm, Brockhampton Lane

Dual use of equestrian centre, storage for caravans, motor homes 14/01128/FUL

Proposed (BS) Seconded (DL) Neutral

727 01/12/14 29 The Holt Demolish existing garage and replace with attached garage with first floor bedroom – revised scheme 14/01132/FUL

Proposed (AR) Seconded (DL) Object -alterations to the roof line do not alleviate the overbearing nature of this construction to the neighbouring property

728 01/12/14 47 Pecked Lane Rebuild existing front dormer, installation of skylights to front roof slope – Revised scheme 14/01052/FUL

Proposed (DL) Seconded (BS) Neutral – with comment that design should be sympathetic to the street scene

7.Decisions made by TBC/GCC noted

Our Ref Date rec’d Address BCPC TBC/GCC

716 21/11/14 21 Blackberry Grove support permit

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14/00988/FUL

378 713

26/11/14 Phases 1A & 2A Cleevelands, reserved matters 14/00390/APP

object approve

720 28/11/14 56 Wellbrook Road 14/00977/FUL

support permit

702 01/12/14 Phase 1B Homelands, reserved matters 14/00481/APP

object approve

691 01/12/14 2 Station Road 14/00484/FUL

support refuse

Other Matters for Consideration 8. Committee noted correspondence from TBC received concerning planning enforcement investigation 14/00151/ENFC 9.Committee considered response to Gladman Developments Ltd regarding consultation on proposed residential development off Stoke Road. Proposed (AL) Seconded (BS) – Chair to draft response. Environmental Matters for Consideration 10.Committee noted Environmental Matters reported to the Parish Office during November. Highways Matters for Consideration 11.Committee noted feedback from GCC Highways regarding the setting of a 20mph speed restriction on new development roads. 12.Committee noted response from GCC Highways to resident concern regarding the obstruction caused by parking vehicles on Church Road by the Royal Oak. 13.Committee noted correspondence from GCC regarding concerns of speeding vehicles on Voxwell Lane. Any Other Business – at the Chair’s discretion for information purposes Meeting closed 19.31

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Draft minutes of Amenities Committee and Open Spaces Committee

held at 7.30pm in the Parish Office on Thursday 11th December 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. No members of the public attended

3. Attendance recorded as Councillors’ P Richmond, R Stayt, A Lightfoot (chair), M

Cooper and A Robinson (6)

4. Absence of Cllr F Beattie noted and Apologies noted from Cllrs’ K Peake and P Lightfoot

5. Following a proposal and seconding at meeting Committee agreed to accept the minutes from November 2014 meeting of Amenities and public open spaces committee.

6. Following a proposal and seconding at meeting Committee agreed to accept the financial reports year to date including update on watercourse

7. Committee noted correspondence in regard to the installed play area at Sunrise Avenue which has already been sent to TBC Officer

8. Committee noted correspondence in regard to Pecked Lane Play area. 9. There was no proposal and seconding at meeting for the Committee to consider a

proposal from Cllr M Cooper to install 2 bollards to top of Nottingham Road playing field to prevent unauthorised vehicle access. Motion fell. It was agreed that the Clerk write to request the developers to install some posts with a c.c. to TBC

10. Following a proposal and seconding at meeting Committee deferred request for litter bin on a post at Rectory Court/ Pecked Lane bus shelter to be considered after costing of notice board replacement on H & S grounds. Committee wished to consider costs for replacement notice boards to accommodate new developers. It was proposed and seconded to vire monies from reserves following a vote, the proposal was lost.

11. Following a proposal and seconding at meeting Committee considered proposal to request a 30 tree pack from woodland trust offering free trees after a vote the proposal was lost. Committee considered a proposal to prepare a business plan for a future project and it was delegated to Cllr Richmond and Cllr Cooper to prepare a report for next meeting.

Any other business considered at the discretion of the Chair for information purposes

only followed by close of meeting at 20.25pm

27

Draft Minutes of the Community Wellbeing Committee

held in the Parish Office at 7.30pm in the Parish Office on Thursday November 27th

2014

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

Councillor Cooper declared a family interest in Play glos.

2. No members of the public attended the Public Session which included an invitation

to Councillors who have declared an interest to address the Committee

3. Attendance recorded of Cllrs’ P Taylor, D Lewis, F Beattie, M Reddicliffe, M

Cooper, A Shakespeare (6), Apologies noted from Cllrs’P Lightfoot, A Lightfoot

and J Peake

4. Following a proposal which was seconded Committee agreed the draft minutes

from previous meeting.

5. Following a proposal which was seconded Committee agreed financial reports

6. Committee noted correspondence re the £200 awarded to the Friday Luncheon

Club

7. Committee noted no written feedback for 2014 has been received from the

Borough Officer who is the lead responsible person , in regard to the Big Picnic

and following a proposal which was seconded, agreed to defer the matter for

further consideration the recommendation that the Parish Council take the lead role

in organising for 2015/16 noting outcome of budget workshop was to recommend

a total budget of £5k for all community cohesion budget. It was proposed,

seconded and agreed that the Chair of Committee write to the Chief executive

seeking his intervention to expedite the written feedback requested.

8. There was no proposal after the Committee considered CALO application for

Roses Theatre. Motion fell.

9. Following a proposal which was seconded Committee agreed request for a letter of

formal support for the Cheltenham North Rugby Club Youth Section Ground

project. Committee delegated authority to Clerk to write a letter of support.

10. Following a proposal which was seconded Committee agreed to note October reports from Young Glos –including the intention to run activities on Café nights. 23 young people have attended café nights and 41 have attended project based nights. Committee requested meeting with leaders to be attended by Chair and Vice Chair of Committee

11. Following a proposal which was seconded Committee agreed to note September / October report from Play Glos – 225 play visits over 9 evening sessions and 292 visits over 12 evening and2 full day sessions. Committee noted issues reported at Pecked Lane session. Committee requested meeting to be attended by Chair and Vice Chair of Committee

12. Following a proposal which was seconded Committee agreed to consider, the

process for tendering for youth provision for 2015/16. Subject to financial

regulations re advertising and subject to budget restraints, Committee agreed to

advertise for partners to provide up to 5 nights a week of premises and detached

youth work for 48 weeks of year. Formal notice to be given to current providers. A

28

formal presentation to take place Jan/February with decision to be made at Feb

Committee meeting.

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

of Meeting at 20.07 pm

29

Cheque Payment list- Name detail £ Expenditure

responsibility

of

committees

Clean space partnership Caretaking, cleaning and key holding

2184.00 Full council

dec 2012

HI Lo crysal clear ltd Bus shelter cleaning 96.00 amenities

D Lewis Grounds man 900.00 Sports field

National association of allotment and leisure gardeners

Annual subscription 66.00 Allotment

N Power C/ building electricity 334.50 premises

Play Gloucestershire Detached youth provision 1428.00 Community

wellbeing

Phil Baker building services

Repairs to bin, lock, boiler, remove concrete slab, salt bags to 3 sites

415.70 Amenities,

community

response,

sports field

Councillor J Peake Councillors allowances 10.10 Full parish

Councillor K Peake Councillors allowances 10.10 Full parish

Robert Hall business equipment ltd

Consumables and stationery 145.79 Premises

Siemans d/d Phone lease 88.09 premises

Total Ltd telephone 115.97 premises

Verde Recreo Astro maintenance 436.50 Sports field

D Walker Grounds man 900.00 Sports field

Payroll For month 7801.45 Full parish