1

Bishop’s Cleeve Parish

Council MINUTES of the Parish Council meeting held on the 3rd March 2011 at the Parish

Council Offices at 7.30pm

Chair of Council Welcome – Presentation of Quality Council Status by Kim

Bedford, County Secretary of GAPTC

1. Members of the public were invited to address Councillors – Phil Clapham

Youth Club Leader attended and updated on the Sports field Pavilion. On

average 30 young people are attending on a weekly basis. Young people looking

at developing into a Youth Parish Council. Possible development of banking

arrangements to be discussed.

2. Attendance of Councillors recorded as Cllr P Lightfoot, Cllr A Lightfoot, Cllr J

Peake, Cllr G Jackson, Cllr P Richmond, Cllr A Shakespeare, Cllr M Cooper, Cllr P

Rawlings, Cllr Mackinnon, Cllr C Lawrence, Cllr P Badham and Cllr K Peake (12).

Borough Councillor Hillier-Richardson, Borough Councillor Richardson, County

Councillor Jones.

3. Absences recorded as Cllr V Ayres, (illness) Cllr P Taylor (borough matters)

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

agenda.

5. Councillors noted the four year plan- Environment strand objective “To

consider the impact of council policies and actions on climate change”

6. Police Report as distributed was noted.

7. Borough Councillors’ reports were presented.

8. The County Councillor report was presented.

9. The Chair of Council’s report noted as distributed.

10. Council agreed for accuracy the minutes of the meeting held on the 3rd

February 2011

11. Matters arising for information purposes were noted

12. Council noted the draft minutes for committee meetings held during February

2011

Planning Committee

Playgrounds Committee

Premises Committee

13. Councillors noted feedback from meetings attended during February 2011

s106 meeting with Officers from TBC – Chair of planning

14. Council noted dates for diaries and dates within this agenda especially the Plantathon and Prospective Parish Councillors open morning.

2

15. Council agreed to delegate Parish Council representation regarding Closure of local Police station to Cllr P Lightfoot and Cllr A Shakespeare

16. Council was asked for any other business to be noted for information purposes at the discretion of the Chair.

Date of next meeting to be noted as 7th April 2011 Meeting closed at 20.25pm

3

Minutes of the Parish Council meeting held on the 3rd February 2011 at the Parish

Council Offices at 7.30pm-

Chairs introduction and report as distributed.

The leaflet from prospective Conservative candidates that had been distributed to

households was noted.

Written Report from Chair had been distributed

17. Members of the public were invited to address Councillors – 2 PCSO’s attended

and crime statistics were reported (verbal and hard copy distributed to

councillors) and questions from Councillors were answered.

18. Attendance of Councillors recorded as Cllr P Lightfoot, Cllr A Lightfoot, Cllr P

Taylor, Cllr J Peake, Cllr G Jackson, Cllr P Richmond, Cllr A Shakespeare, Cllr M

Cooper, Cllr P Rawlings, Cllr Mackinnon, Cllr C Lawrence, Cllr P Badham, and

Cllr K Peake (13) : County Councillor Jones and Borough Councillor Hillier-

Richardson also attended

19. Absences recorded and accepted from Cllr V Ayres (illness)

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

agenda. Cllr Badham declared an interest in planning application re Mill Parade.

21. Councillors noted four year plan- Environment strand objective “To consider

the impact of council policies and actions on climate change”

22. Borough Councillors’ reports were presented and questions answered.

23. The County Councillor report was presented, copy available in office.

24. Council agreed for accuracy the minutes of the meeting held on the 7th January

2011

25. Matters arising for information purposes only- Responses to Cllr Badham

regarding shooting club noise noted.

26. Council noted the draft minutes for committee meetings held during January

2011

Planning Committee (pages 5 and 7) Homelands 2 goes to TBC 1/3/11

Democracy and Community Committee (page 9)

Highways and Amenities Committee (page 11)

Allotment Committee (page 13)

27. Councillors noted feedback from meetings attended during January 2011

GCC – Big Community Offer public meeting held on 11th January 2011 –

Comments made reflected the success of the meeting. Library now going to be

40 hours and 6 days a week, disappointed in status remaining as Express

Library. Questions being asked regarding how hours will be allocated.

4

Multi parish police meeting – held on20th January 2011. It was agreed to invite

PCSO Jones to attend the monthly meeting– Report to be distributed with

agenda pack and to be presented as agenda item before Borough Councillors

reports.

SARA meeting held on 19th January 2011 – now PACT, priority for youth

engagement goes to BCPC, priority for speeding on Two Hedges Road

continues, 3rd priority is burglary. Next meeting is on 13th April at 6pm

28. Council noted dates for diaries and dates within this agenda (page 14)

29. Council approved the schedule of payments (page 15 ) 30. Council approved the s106 community facilities document and the statements

contained within it following amendments agreed at meeting.(see appendix). Cllr Mackinnon expressed an interest with regard to Scout movement

31. Council noted an invitation to Town/Parish Seminar to be held on 3rd March

2011 at TBC between 5pm and 8pm

32. Council agreed it wishes to make Cllr Badham as a nomination for an invitation

to Buckingham Palace garden party.

33. Council agreed to appoint the independent internal auditor – Mr Iain Selkirk

for the year ended 31st March 2011

34. Council discussed an invitation to send a representative to the consultancy

meeting for the Greenbelt festival which is being held at Cheltenham

Racecourse on 16th February at 12 noon. It was requested clerk contact for a

contact address

35. Clerk reported to Council re Councillors’ allowances and employment matters

36. Council noted that formal notification has been received informing the Council

that 20 members can now be elected from May 2011

37. Council noted that the parish garden lights are working

38. Council will be asked for any other business for information purposes at the discretion of the Chair. Chair report to be added to agenda. Management of the Tithe Barn concerns expressed. The Parish council agreed to raise the matter as Custodian Trustees. Chartered Parish update from Cllr Richmond usage of Utilities information distributed by Clerk. Meeting closed at 21.23 pm

5

Bishop’s Cleeve Parish Council – Planning Committee attended a meeting

held at 6.30pm on Thursday 10th February 2011.

Minutes

Public Session

1. Attendance from AL, PL, GJ

2. Apologies noted from JP, MC, PT, VA

3. Minutes of meeting held on 27th January 2011 – agreed

4. Planning Applications received for consideration

Site Address TBC Ref No./ Submit Date

Proposal BCPC response

7A Lears Drive 11/00066/FUL 25.02.11

2 storey extension General Observation

5. Decisions made by TBC/GCC noted

Address Ref No. BCPC TBC

5 Delabere Road 10/01316/FUL General Observation

Permission

8 Two Hedges Road 10/01179/FUL Support Permission

18 Pine Bank 10/01353/FUL Support Permission

7 Lyndley Chase 10/01372/FUL Support Permission

6. Other Matters for Consideration

Renewal Application for Street Trading Consent – Mr Glen Ford – App No.

11/00126/STRAD3 Submit comments by 23.02.11 - noted

7. Other information to be noted

CBC letter re: Index of Buildings of Local Interest: Notification of Inclusions -

noted

CBC letter re: Adoption of Cheltenham Civic Pride Urban Design Framework

- noted

App No. 10/00969/FUL 17 Gotherington Lane construction of 8 dwellings –

withdrawn -noted

Chair’s email to TBC re: Bovis Cleeve Hall sign – AL to follow up

BCPC’s handout re: Cleevelands Planning Application - noted

Comparo’s letter re: Homeslands 2 application App No. 10/01005/OUT -

noted

App No 11/00041/CLP 67 Greenacre Way – proposed conservatory – Office

to contact TBC to find out if this really has permitted development rights.

T Skeats letter re: Homelands App 10/01005/OUT

6

8 Any Other Business

In principal no objection to a planning leaflet re: Homelands 2 based on

Cleevelands leaflet format.

S106 leaflet – noted

Report back from Cleevelands meeting – AL to compile and pass to Office

to circulate

The meeting closed at 7.10pm

7

Bishop’s Cleeve Parish Council – Planning Committee attended a meeting to be

held at 6.30pm on Thursday 24th February 2011.

Minutes

Public Session

1. Attendance from AL, PL, GJ, MC, PT,

2. Apologies noted from JP ,VA

3. Minutes of meeting held on 10th February 2011 agreed

4. Planning Applications received for consideration

Site Address TBC Ref No./ Submit Date

Proposal BCPC response

10 Deans Way 11/00117/FUL 09.03.11

Replacement porch agreed

40 Church Road 11/00094/FUL 14.03.11

2 storey side extension object

23 The Withers 11/00109/FUL 11.03.11

Erection of timber shed Agreed. GJ declared interest

Elmtree Playgroup, BC Primary School

11/00138/FUL 11.03.11

Removal of Condition 1 (to allow retention of classroom)

Agreed. PT declared interest

5. Decisions made by TBC/GCC were noted

Address Ref No. BCPC TBC

43 Church Road 10/01086/FUL General Observations Permission

6. Other Matters for Consideration

Cleevelands App No 10/01216/OUT – Consultation on Planning Applications -

noted

Appeal notification letter App No. 10/01005/OUT Homelands Farm-delegated

to AL to follow up

7. Other information noted

Star Planning letter Re: Cleevelands

17 Church Road App No 10/00564/ADV – Appeal Dismissed

67 Greenacre Way - App No. 11/00041/CLP – delegated to AL to follow up

8

8. Any Other Business –noted

1 Huntsman Close

Email Correspondence

Homelands 1 letter

9. Homelands 2 to TBC planning committee 29th March 2011

The meeting closed at 7.15 pm

9

Playing Fields and Playgrounds Committee attended a meeting on 10th February 2011 at 7.30 pm at the Parish Council Offices. In attendance Cllr P Lightfoot, Cllr A Lightfoot, Cllr P Richmond, Cllr M Cooper. Welcome and introduction from Chair of Committee followed by Public session. One member of the public attended 1. Councillors declared there were no interests in matters on the agenda

2. Committee noted apologies received from Cllr K Peake and Cllr Taylor

3. Committee agreed the Minutes of decisions made at the October 14th 2010

meeting. Matters brought forward from October 2010. Tree bid was successful and plan of action was distributed and discussed. Clerk was given delegated authority by a majority vote.

4. Committee approved expenditure for tarmac path to link existing to new play

entrance gate in the sum to £3k subject to competitive tendering delegated to clerk

5. Committee agreed preferred contractor as number 2

6. Committee agreed design specification with the big slide and litter bin taken out of the design and a picnic table/bench inside the play area on the Pecked Lane project and delegated to clerk to take forward

7. Committee agreed to use tree trunks for additional seats for other parts of the

field. Delegated to Clerk.

8. Committee agreed to replace the three trees that were not able to be kept on H&S grounds at the Linworth Road end of the play area. Cherry, Rowan, Birch preferred choices from Tree bid which the Committee agreed to give delegated authority to the clerk to organise along with the tree planting event at the sports field.

9. Committee agreed to the Clerk applying for any grants that may be applicable for the Pecked lane project

10. Committee noted financial reports for year to date 2010/11. Utilities report to be on agenda next meeting. If sports field users wish to use the meeting room for drinks etc, a proposal shall be given to clerk to forward to committee after

10

appropriate checks. Committee restated Policy that diminishing discounts should continue. Figures produced show that discounts in the region of £4265 for 2011. Tournament weekend benefit is in the region of £2010. They would be eligible to be considered for s137 grants if they applied.

11. Committee are asked to agree action following report from Arboriculturalists especially relating to Blackberry Grove and Sports field. The Alders in Blackberry grove are to be treated in accordance with the report. An Individual price to be obtained. Quotes for periodic inspection and set up a maintenance programme to be put in place. Agenda item for next meeting

12. Committee noted the feedback from the sports field users group held in February 2011. Clerk reminded Councillors of the policy document agreed in September 2009 and will now distribute to sports field users group along with equalities statement. A footnote to be inserted naming the Football Development Partnership Clubs

13. Committee noted that sports field barrier has again been damaged with no

culprit being identified cost to repair is £942. Clerk has arranged on security & H &S grounds.

14. Committee noted that insurance claim has been passed to insurance company

regarding injury sustained whilst playing rugby on 9th October 2010. Rabbit contract to be placed ready for 2011/12

15. Committee discussed service level agreement for Cleeve sports centre as distributed on 15th December. Clerk to invite school to meet with pg committee members, before BCPC seek legal advice. Clerk to try to obtain copy of

“ agreement with TBC” from TBC Legal department

16. Committee noted that annual playground inspections and risk assessments to continue 2011/12 on same basis

17. Committee noted that clerks has dealt with H&S issues at Nottingham road entrance, pecked lane and South park re ground being unsafe at access points

18. Any other business at the discretion of the chair for information purposes only- 19. Next meeting agenda – Utilities report, additional seat at Finlay Way, Review maintenance plan for sports field, policy for playgrounds. Sports field brook to be checked for overhanging branches.

11

Meeting closed at 21.41pm Date of next meeting April 14th 2011

12

A Meeting of the Premises Committee took place on 17th February 2011 AT 7.30 in the Parish Office Minutes Public session- none attended Attendance recorded as Cllr A Lightfoot, Cllr Lawrence (chair), Cllr K Peake, and Apologises to be noted from Cllr Taylor Cllr Richmond Cllr Jackson and Cllr Ayres

1. There were no Declaration of interests by Councillors where applicable to

agenda items to be noted 2. Committee agreed for accuracy of Minutes of decisions taken at December

meeting

3. The Committee agreed that a computer will be moved to downstairs meeting and Clerk will be using laptop as main workstation which will be connected to networks etc as current computer is, this is to aid working during power cuts and to give flexibility of work space. The downstairs meeting room will be accessible by the public and groups hiring the room.

4. Committee noted alteration has been completed to reception window at a cost

£800 as current design was not suitable for adaption due to weight and lack of movement.

5. Committee approved changes to clerks work station to small meeting room to

make heating of rooms more economical. Committee has already received report of utilities since 2007

6. Committee were informed of visitor numbers to the parish office and

community building.

7. The financial update was approved by Committee. Parish will offer to place a suitable notice board in the foyer for PIP. Delegated to clerk to manage fixtures and fittings budget.

8. Committee considered the problem of the water leak in underground pipe work

leading to the water feature in the parish garden and approved the disconnection of the water fountain, leaving the stones in place and covering the entrance cover.

9. Committee are informed that the Christmas lights committee did not return the

lighting to its previous operational state and the clerk has now received an estimate of the costs for their electrician to do more investigative work as he is

13

unable to rectify the problem to the southern light. It was agreed that the clerk shall use the Council’s preferred contractor to reset the time to bring closure to the matter. The Committee approved the policy that the Christmas lights are not to be connected to the parish garden lights in the future.

10. Committee were informed of latest information regarding and the lease of the

community building. The Committee agreed wished the clerk to prepare a business plan, draft policy and management plan for their approval at the next meeting. Clerk to apply for any appropriate grants.

11. Committee noted that faults found at the time of the electrician annual

inspection has been corrected. The committee noted that a PRI light has been installed at the rear of the building for H &S purposes.

12. Committee noted that works to internal joining door as specified by Fire Officer

inspection in fact have been completed. The outside fire escape doors have been readjusted

13. Committee noted that a maintenance schedule is being prepared and that all

premises will now be inspected on a weekly basis with any faults being logged on to the maintenance schedule.

14. Committee noted that following a drain blockage, it has been found that products are being flushed down the toilets. No facilities had been set up in any of the council buildings to encourage alternative actions. Therefore bins and signs have been provided and the quotation process completed to acquire a proper disposal system. It has also been found that the drainage system moves towards the primary school and not away, therefore in this instance, there was no reason to involve the premises dept of GCC.

15. The Committee approved an independent test to update the current rating of the building (which is necessary to update on a periodic basis anyway). Council has also been asked by TBC to give details of project to justify allocation of s106 monies for homelands 1 and this report could be used for this reason.

16. Any other business for information purposes at the discretion of the chair of the meeting. Cllr Richmond reported anti-social behaviour to the police at the weekend. Entertainment Licences update in process. Meeting closed at 20.18

14

Dates for Diaries

Thu 3 Mar Full Council meeting -

Thu 10 Mar planning committee -

D & C ctte – To be rearranged

Friday 11 March Saturday 12 March

Plantathon – community event at sports field

Thu 17 Mar

multi parish police meetings cancelled-

Highways and amenities committee -

Thu 24 Mar

planning committee

allotment committee -

Sat 26 Mar prospective councillors open morning

Wed 6 Apr Parish Assembly

Thu 7 Apr Full Council meeting

Thu 14 Apr planning committee -

playground committee -

Thu 21 Apr Premises committee -

Thu 28 Apr planning committee