Agenda Pack for Full Council - Microsoftbtckstorage.blob.core.windows.net/site9670/minutes...agenda of the Council where a person should declare an interest falling within Appendix

Emma Tilley Echo

Gloucestershire Echo St James' House St James' Square

Cheltenham

September 2014 Bishop’s Cleeve Parish Council

Minutes for Full Council

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Contents

AGENDA ..................................................................................................................... Error! Bookmark not defined.4

Bishops Cleeve Parish Crime Report –July 2014 ............................................................................... 4

Dates for diary .......................................................................................................................................................... 9

Draft Minutes of Full Parish Council meeting ...................................................................................... 10

Report from Proper Officer re timeline data ......................................................................................... 11

Time line data ......................................................................................................................................................... 12

Draft Minutes of Planning & Environment Committee meeting ................................................ 18



Draft minutes of Amenities Committee and Open Spaces Committee ................................ 23

Draft Minutes of the Allotments Committee .......................................................................................... 24

Draft Minutes of the Allotment Committee ............................................................................................ 24

Draft Minutes of Community Wellbeing................................................................................................... 25

Update on 4 year plan -3rd year ................................................................................................................... 27

Update on progress on Community Led Plan ..................................................................................... 29

NOTES of the Tithe Barn TRUSTEES MEETING ............................................................................ 34

NOTES of the Tithe Barn TRUSTEES MEETING ............................................................................ 40

Cheque Payment list- 2 months .................................................................................................................. 47

Correspondence Received ............................................................................................................................. 49

Supporting information from Greyholme Surgery ............................................................................. 52

Badger Cull ............................................................................................................................................................... 53

Committee membership/outside organisation representation ................................................... 54

GAPTC County Committee ............................................................................................................................ 55

Street Fair ................................................................................................................................................................. 56

Cleeve Conservators – request for historical grazing rights. ..................................................... 57

Kayte Lane field ..................................................................................................................................................... 59

Transition cleeve- community orchard .................................................................................................... 60

re motion for a supporting paper for each item proposed on the agenda of Full Council ........................................................................................................................................................................ 61

re motion a record of the salient points in the discussion to accompany the minutes ......................................................................................................................................................................................... 62

Re motion – traffic light system .................................................................................................................... 63

Motion on location of Full Council meetings ........................................................................................ 64

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Notes from Standing Orders 1/5/2014

Disorderly conduct No person shall obstruct the transaction of business at a meeting or behave offensively or improperly. If this standing order is ignored, the chairman of the meeting shall request such person(s) to moderate or improve their conduct. If this request is disregarded, any councillor or chairman of the meeting may move that the person be no longer hear or excluded from the meeting. The motion, if seconded, shall be put to the vote without discussion. The Chairman of the meeting may take further reasonable steps to restore order. This may include temporarily suspended or closing the meeting Confidential business Councillors and staff shall not disclose confidential or sensitive information which for special reasons would not be in the public interest or are protected by Data Protection Law. Rescission of previous resolutions A resolution of the Council shall not be reversed within 6 months except by a special motion which requires written notice signed by at least two thirds of the council or committee members to be given to the proper officer. When such a motion has been disposed of, no similar motion may be moved within a further 6 months. Request for motions to be included in Agenda The mover must give written notice of its wording to the proper officer at least 14 clear working days before the meeting. The proper officer may correct obvious grammatical or typographical errors. It the proper officer considers the wording of a motion is not clear in meaning, the motion shall be rejected until it is resubmitted in a form so that it can be understood at least 10 clear days before the meeting. The decision of the proper officer as to whether or not to include the motion of the agenda shall be final. Declaration of interests: The Code of Conduct adopted by this Council in July 2012 states any matter on an agenda of the Council where a person should declare an interest falling within Appendix A (pecurinary), means that person should not take part in any discussion or vote on that matter and that where members of the public are permitted to make representations, answer questions, and give evidence relating to the business transacted during the public session, so Councillors with a prejudicial interest may do the same but must thereafter leave the room or chamber. Progressing a motion at a meeting A motion on the agenda shall not be progressed unless it has been moved and seconded. The seconder is not expected to speak at the time of seconding, but may speak later in the debate. After the motion has been seconded the proposer shall speak in support of the motion and then the debate will take place. The proposer has the right of reply before the motion is put to the vote. Councillors may only speak once for a maximum of 2 minutes unless the Chair of the meeting agrees otherwise. An amendment is a proposal to remove or add words to a motion. It shall not negate the motion. An amendment needs to be proposed and seconded and then voted on.

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Bishop’s Cleeve Parish Council

Draft Minutes of the Meeting of Bishop’s Cleeve Parish Council held on the 4th

September 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 have been advised to take note of the Code of Conduct advice made available to them. 3 Councillors declared interest in the Cleeve Conservators item.

2. Public Session – 20 Members of the public and Councillors who declared an interest in matters on the agenda were invited to speak to the Council. The public session included representatives from Greyholme surgery, Cleeve Conservators and Transition Cleeve and 20 other members of the public attended. 6 members of the public remained to observe the formal part of the meeting.

3. Attendance of Parish Councillors was recorded as Cllr’ P Lightfoot, Cllr Taylor, Cllr Stayt, Cllr Mackinnon, Cllr Badham, Cllr J Peake, Cllr Beattie, Cllr Reece, Cllr C Benfield, Cllr P Benfield, Cllr M Reddicliffe, Cllr M Cooper, Cllr A Shakespeare, Cllr A Robinson, Cllr A Lightfoot Cllr K Peake and Cllr Richmond (17)

4. Absence of Cllr K Peake and Apologies from Cllr D Lewis & Cllr Drake were noted

5. Council noted Crime Report. Cllr Badham and Cllr Stayt arrived during this item. Chair of Council spoke regarding procedural matters

6. Council noted dates for diary. Noted the Council is a finalist in the community village of the year award. Community Wellbeing committee members were invited to email Clerk if they wish to attend. First come first serve basis.

7. Council noted that a workshop will be arranged, facilitated by the Borough Monitoring Officer together with the Independent Persons appointed by the Borough Council under the Localism Act, for the whole of the Parish Council to attend to discuss conduct issues (key members of staff will also be invited to attend).

8. Council agreed for accuracy the minutes of the previous Council meeting. Cllr Taylor arrived at this point. An amendment was proposed and seconded in that “In principal” to be inserted in item 9. The minutes were then proposed and seconded the agreement of acceptance of the minutes subject to that amendment. agreed

9. Matters arising from previous meeting. For information only. Clarification from the Clerk of timeline information already distributed. See supporting papers

10. Council noted the draft minutes for Committees meetings held during July/August 2014. Councillors noted confidential minute from Employment and Finance Committee meeting which must remain under confidential business. Chair and Vice Chair of Committee was elected at this meeting as Cllr P Lightfoot (Chair) and Cllr Taylor (Vice Chair)

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11. Council noted minutes from Tithe Barn Trustees meeting held on 14th July and August 11th. Proposer and Seconded and agreed that Clerk to send a vote of thanks for written reports

12. Council noted the resignation of Cllr G Mathews has been received and the Monitoring Officer of TBC has been informed and notices issued. Council can now start co-option process. It was Proposed and seconded and agreed that Council sends a record of its thanks to Mr Mathews.

13. It was proposed and seconded and agreed that Council approved the Cheque payment list. see supporting papers

14. Council noted update on 4 year plan see supporting papers. 15. Council considered if it wishes to start the process of developing a new 4 year

plan. An amendment was proposed and seconded and agreed that a interim plan be agreed to last until May 2016 see Supporting papers as in previous item. Agreed.

16. Council noted update on Community Led Plan targets see supporting papers 17. Council noted correspondence has been received regarding the allocation of

s106 monies and a response sent by the Information Officer of the Council as permitted under standing order delegated authority to receive and send general correspondence on behalf of the Council unless there is resolution to the contrary and within the required 30 days.

18. It was proposed, seconded and agreed to authorise a letter in support of additional medical services being provided by Greyholme surgery. see supporting papers. Cllr Badham declared a percurinary interest and left the room. Declaration of interest from Cllr Richmond (not percurinary). Cllr Badham returned to the room

19. It was Proposed, seconded and agreed that Council does not wish to contribute to the Multi Agency meetings regarding the badger cull as organised by the Office of the Police and Crime Commissioner. at meeting- see supporting papers

20. Council approved election of Councillors to undersubscribed committees/outside representation. See supporting information Proposed, seconded and agreed to take non contested nominations on block

a) Councillor P Richmond was proposed , seconded and agreed as elected to amenities and open spaces committee

b) Councillor P Richmond was proposed, seconded and then following a secret ballot was elected to allotment committee

c) Councillor P Benfield was proposed, seconded and then following a secret ballot was elected to to premises committee

d) Councillor R Stayt was proposed, seconded and then following a secret ballot was elected to premises committee

e) Councillor A Mackinnon was proposed, seconded and then following a secret ballot was elected to premises committee

f) Councillor P Lightfoot was proposed, seconded and then agreed as elected to sports field committee

g) Councillor R Stayt was proposed, seconded and then agreed as elected to sports field committee

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h) Councillor P Richmond was proposed, seconded and then agreed as elected to sports field committee

i) Councillor P Badham was proposed, seconded and then agreed as elected to sports field committee

j) Councillor P Benfield was proposed, seconded and then agreed as elected to sports field committee

k) Councillor P Benfield was proposed and seconded and elected as Council representative to Tithe Barn Trustees Board

l) Councillor P Benfield was proposed and seconded and elected Council representative to Roof Top Housing Association.

A break was taken during the ballot process. Meeting reconvened at 21.41pm 21. Council was asked to consider if it wishes to nominate a representative to the

GAPTC County Committee. It was not Proposed and seconded at meeting and therefore the motion fell. See supporting papers

22. Council noted that the Street Fair Committee formally invite all Councillors to the Street Fair presentation evening on the 6th September at the Tithe Barn, and the Council considered if it wishes to elect representatives to the Street Fair Committee . No Proposal was made at meeting. Motion fell. See supporting information

23. It was Proposed and seconded that Council considered request from Cleeve Conservators if it would, in theory, be prepared to let Cleeve Conservators use any historical grazing rights still attached to the Sports field by way of a 2 year lease. An amendment was proposed seconded and agreed for Council to approach GAPTC/NALC to see if BCPC could in theory let Cleeve Conservators use any historical grazing rights still attached to the sports field by way of a 2 year lease. See supporting papers.

24. It was proposed and seconded that Council consider a request from Gloucestershire County Council to consider acquiring the Kayte lane field. see supporting papers. An Amendment was proposed, Seconded and agreed that Council expresses an interest and then go to public consultation across the whole of the Village.

25. It was proposed and seconded at meeting to support Transition Cleeve’s Community Orchard project in the Grange Field. see supporting papers. An Amendment was proposed, seconded and agreed that Transition Cleeve be invited to explain either in person or in writing to full Council exactly what they wish parish council to do.

26. A motion was proposed, seconded and agreed that Councillors insist on a supporting paper for each Full Council agenda item proposed, detailing the background to the item and the reason for the required change. Clarification was given that the Proposer needs to submit the briefing paper Meeting closed at this point in line with standing orders (10.30pm) and further agenda items will be carried forward to next meeting.

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Bishops Cleeve Parish Crime Report –July 2014

Period covered 25/06/14 to 27/07/2014

Bishops Cleeve has experienced the following crimes and incidents during July

2014, with 46 crimes being recorded within the above period.

There were 7 reports of assault or violence against a person:

Haylea Road – Common Assault

The Green – Person forcibly moved following parking dispute

Snowshill Drive – Assault ABH following domestic dispute

Tobyfield Road – Female punched to ground

Nottingham Road – Male youth punched following argument

Kingswood Close – Female pushed over during domestic dispute There were 3 dwelling Burglaries:

Tobyfield Road – House entered and items stolen

Greenacre Way – Entry gained to property but no items stolen

Dale Walk – House entered and occupants assaulted There were 6 Fraud offences reported:

Cherry Blossom Close

Tobyfield Road

Crown Drive

Harpfield Close

Denley Close

Moreton Close (all the above offences are part of a linked series, currently under

investigation).

There were 18 thefts including 10 of shoplifting:

Church Road: 10 linked offences relating to meat being stolen at Tesco store.

Stoke Road – Window smashed on Land Rover and items stolen

Oxmead Close - Theft of fire extinguishers by employee

Cheltenham Road - Theft of money by employee

Berwick Road – Theft of disability blue badge from vehicle

Church Road – Theft of I-Phone from parked car

Washpool Road – Theft of Aprillia Moped from driveway

Cheltenham Road – Theft of mobile phone from taxi

Gotherington Lane – Theft of cement mixer from building site There were 7 reports of Criminal damage:

Evesham Road – Damage to greenhouse

Bishops Close – Damage to windows at Methodist Church

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Cheltenham Road - Damage to public door

Minnets Avenue – damage to car window

The Lea - Van window smashed

A435 Evesham Road - Damage to car door, kicked by pedestrian

Two Hedges Road – Wire fence around sewage works cut There were 3 Drugs offences

Dale Walk – Possession of cannabis

School Road - Possession of cannabis

In comparison to July 2013 there was an overall decrease in reported crime of 6%.

With regard to anti-social behaviour there were 31 incidents reported in July, these

have been broken down into the 3 categories below:

10 x Personal ASB: Problems with youths

9x Nuisance ASB: Youths drinking alcohol and acting in an anti-social manner

3x Environmental ASB: Mini Moto’s, Scooters and noise complaints.

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Dates for diary Meetings take place in the parish office meeting room unless otherwise stated.

date all at 7.30pm unless otherwise stated

4th September Full Council- Council chamber

11th Planning Committee -6.30pm

11th Amenities Committee

18th Sports field Committee (1)

25th Planning Committee – 6.30pm

25th Community Wellbeing Committee

2nd October Full Council

9th Planning Committee -6.30pm

9th Amenities Committee

16 Premises Committee (2)

23 Planning Committee – 6.30pm

23 Community Wellbeing Committee

25 (Saturday morning)

Allotment users group meeting at Community building

30th October Employment and Finance- budgets (1)

An additional allotment committee meeting will be held w/c 27th October.

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Draft Minutes of Full Parish Council meeting

of Bishop’s Cleeve Parish Council held on the July 3rd 2014 at the Parish Council

Offices at 7.30pm-

1. There were no a Declaration of interests of matters on the agenda. Councillors were advised to take note of the Code of Conduct advice made available to them.

2. Public Session – 2 Members of the public spoke and Councillors who declared an interest in matters on the agenda were invited to speak to the Council

3. Attendance of Parish Councillors recorded as Cllr’ P Lightfoot, Cllr Taylor, Cllr Drake, Cllr Stayt, Cllr Mackinnon, Cllr J Peake, Cllr Reece, Cllr C Benfield, Cllr P Benfield, Cllr M Reddicliffe, Cllr A Shakespeare, Cllr D Lewis, Cllr A Robinson and Cllr A Lightfoot, Cllr Matthews and Cllr Richmond (16) Borough Councillor East.

4. Apologies noted from Cllr Badham Cllr K Peake Cllr M Cooper and Cllr F Beattie,

5. Council noted Crime Report as distributed. Date of report should follow from closure of last report. Clerk gave update on Tesco purse snatching incidents.

6. Council noted dates for diary including invitation for volunteering for Big Picnic. Cllr Shakespeare also volunteered.

7. Council agreed for accuracy the minutes of the previous Council meeting 8. Council noted the draft minutes for Committees meetings held during June

2014 9. Council approved recommendation from Sports field Committee that a s106

variation for a new astro within the area of sports field or BCFC be accepted as replacement for the 3rd Community building as specified in the s106 legal agreement.

10. Council approved Cheque payment list 11. Council noted that direct debit mandates has been set up to British Gas for

gas supply at the community Building with an estimated saving of £200 pa and Southern Electric for astro electricity with an estimated saving of £500 pa in accordance with the financial regulations and the delegated power to the Proper Officer to ensure that utility contracts are with the most competitive supplier and a direct debit mandate has been set up for telephone system with Total Ltd in accordance with the financial regulations and the decision of the Premises Committee to lease a replacement hardware system due to the failure of the previous system.

12. Council noted actual against budget financial report 13. Council noted correspondence received from Star Legal and Wright

Silverwood. any other business for information purposes at the discretion of the Chair.- followed by close of meeting at 20.36pm

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Report from Proper Officer re timeline data

advice sought from borough solicitor

Who has confirmed that Councillors and Officers have acted lawfully Key information is summarised below

Councillors and Officers have acted within delegated authority 3, 54, 55 64,66,79

Council were informed that failure to maintain an astro would involve payback of grant £250K 5

Council agreed 4 year plan to Extend and develop sports and leisure facilities 9

Council agreed to one community building and outside sports facilities upon which all future negotiations were based 48

sports field agreed to explore replacement astro 68

Council agreed financial budget based on new astro being sited at cleevelands 74 75

sports field agreed specification subject to planning permission 83 public informed of possibility of new astro as part of s106

negotiations 85 87

sports field informed of review meeting with FF include astro at cleevelands 88

Sports field committee agreed to recommend to full council that in principal the full size astro verbally agreed as part of s106 for Cleevelands should be built at the sports field or BCFC land 97

Council agreed to site new astro at sports field/bcfc 99

advice sought from football foundation

in line with grant conditions to speak at earliest opportunity if any potential variations. Football Foundation confirm that the failure of the Council to maintain an Astro at the Sports field in breach of Grant conditions may result in a)claw back of grant £260k b) cost of resurfacing existing £400k c) cost of new 3G full size in region of £600k if built at a stadi, which is the Football Foundations current policy. FF Would be happy to come to a meeting

advice sought

TBC - commitment of BCPC to accept astro as s106 is dependent on exact wording of deed of variation (not yet in place) and s106 agreement between TBC and developers. If BCPC is not legally committed but refused to accept Astro or duplicate community building it may seek other interested partners to take over eg BCFC if necessary. Without deed of variation developer could decide to stick to 2 buildings or reduce s106 by £750k

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Time line data

ref date source detail

1 *6/06 fpc football partnership with Colts and BCFC

2 *1/08 full council agreed to start reserves for replacement /resurfacing in line with FF grant conditions

3 02/08 playgrounds & planning

delegated to Cllr P Lightfoot and Cllr A Lightfoot to represent bcpc-

4 *6/08 playgrounds-FF Feedback from the FF monitoring and evaluation meeting was distributed by the Clerk and the committee agreed to the following actions. Detailed action plan and feasiblity study to be done by Clerk including costs of closure, timescale for closure, extension of use, points raised at M & E meeting, 5 year plan. Cllr Taylor instucted to follow up with Cleeve school. Football foundation inform Council that sinking fund was not started early enough and not at high enough level

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*7/08 playgrounds -FF

Risk assessment of failure to comply with grant conditions actions agreed early discussions with FA before changes to be made to business plan and development plan submitted. Also note partnership good faith and memorandum of understanding. Reason to comply- repayment of all or part of grant. Discuss all possible avenues of change in writing before any decisions are taken

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*7/08 playgrounds

Proper office report that The provision for maintenance, repair and replacement is not adequate and appears to have been severely under provided in the first 3 years of the project

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*12/08 fpc

budget includes capital reserves sum to bring inline with grant agreement signed by councillor

8 *2/09 playgrounds review of grant conditions.

9 7/10 4 year plan adopted aim to develop sports and leisure facilities, to facilitate the extension of the range of activities available for children and young people. To enable residents to have access to badminton and tennis courts during the day

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10 *07/10 com facility requirements

Community facility requirements to develop sports and leisure facilities additional play/games/recreation areas

11 *11/10 planning update from clerk on s106 matters

12 *02/11 fpc s106 booklet agreed including 1 additional community building for sport and youth and general community. ATC building for sole use, commuted sums, badminton courts all tied into 4 year plan

13 *02/11 chairs report TBC request BCPC submit definitive list

14 *01/11 planning cleevelands additional information distributed

15 *02/11 fpc adopted s106 policy

16 *02/11 planning report from cleevelands

17 *03/11 fpc noted feedback from meeting

18 *04/11 fpc noted feedback from meeting

19 4/11 parish assembly

public consultation

20 4/11 glos echo public consultation

21 5/11 parish office public consultation

22 5/11 parish update s106 and 4 year plan - sent to all homes in village and on website

23 4/11 playgrounds s106 objectives linking to 4 year plan confirmed as being displayed for public

24 *4/11 playgrounds discussed future of astro and implications of Winchcombe 3G

25 *4/11 fpc noted feedback from meetings

26 *5/11 recreation agreed extension of astro to be discussed with school

27 *5/11 planning request TBC publish s106 agreements

28 *6/11 cleevelands community building spec, play areas, allotments

29 *6/11 councillors update from meeting

30 *6/11 planning update from meeting

31 *7/11 fpc agree decisions from june meeting with developers

32 *7/11 report to planning

agree feedback to developers

33 *7/11 report to developers

response from bcpc

34 *8/11 info from tbc cleevelands offering additional facilities

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35 *8/11 obligation document agreed by TBC and developers

36 *9/11 planning update on s106



39 *10/11 workshop spec for workshop -doomsday

40 *10/11 advice from tbc re doomsday workshop

41 *10/11 feedback to tbc from doomsday workshop- one comm building and outdoor sport/fitness facilities

42 *10/11 correspondence to/from tbc re doomsday

43 *10/11 doomsday workshop

workshop notes. One cb acceptable and outdoor sports/fitness facilities

44 *10/11 developers doomsday feedback

45 *10/11 planning feedback doomsday workshop- one comm building and outdoor sport/fitness facilities

46 *11/11 fpc doomsday report

47 *11/11 chairs report doomsday workshop

48 *11/11 fpc doomsday decision, 1 community building and-outdoor sports facilities

49 *11/11 tbc advice wording of response

50 *11/11 tbc advice wording of response

51 *12/11 clarification homelands community building

52 *10/11 correspondence from homelands developers re doomsday offering one building and something else in lieu

53 *11/11 planning delegated to Deputy Chair and Clerk to submit based on current s106 and JCS information

54 *12/11 fpc delegated authority to clerk to negotiate on behalf of bcpc re cleevelands and homelands

55 *12/11 recreation Cllr Taylor was delegated to lead exploratory talks to access the viability of project to extend /replace 3G astro

56 *1/12 s106 agreement with TBC/landowners re cleevelands- community bulding 700sqm to meet sport england guidelines cost of which approx £750k in addition to LEAPs and MUGA, sports equipment, sports pitches, allotments

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57 *1/12 sf ug meeting discussion on extension of astro

58 *3/12 clp STAGE 1 -103 responses for activities for teenagers, 37 for swimming pool, 18 sports facilities, 15 for astro improvements

59 *3/12 clp preferred communication channel specified as Parish newsletters

60 *4/12 recreation update on proposed astro from Cllr Taylor and from Jan 12 sfug

61 *4/12 planning update on homelands and cleevelands

62 *8/12 TBC request meeting to discuss doomsday

63 *8/12 developers request councils position on doomsday

64 *9/12 facilities delegated to Clerk and Cllrs Taylor and Cllr Reece to negotiate

65 *9/12 facilities noted update on s106

66 *9/12 amenities delegated to Clerk and Cllrs A Lightfoot and Cllr Cooper to negotiate

67 *10/12 TBC sent summary of s106 unilateral agreements

68 *10/12 sports field committee wishes to explore with partnership clubs and school medium term plan to upgrade and increase size of astro. Committee delegated to Cllr Taylor and Cllr Reece to lead project

69 *10/12 facilities update from Chair and Clerk re s106 on homelands 2 and cleevelands

70 *10/12 amenities update from Chair and Clerk re s106 on homelands 2 and cleevelands

71 *11/12 email to TBC doomsday scenario confirmed as "council may also be prepared to consider offer of full size astro"

72 *11/12 TBC confirm that legal variation would be needed and action at short notice

73 *11/12 developers without prejudice discussion to agree 3G needing specification acceptable to bcpc

74 *12/12 FPC agree that astro reserves to be removed based on info that potential for larger astro on new site

75 *12/12 FPC council informed and agreed within budget setting process that discussions have started on new 3G astro provision with partners. Astro remains self financing

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76 *12/12 developers seek confirmation of specification

77 *12/12 TBC preliminary specification discussed based on Sport england spec

78 *11/12 facilities accepted specification and location for new community building

79 *11/12 facilities agreed that Cllr Taylor and Clerk authorised to continue negotations

80 *11/12 amenities noted update on s106

81 *2/13 amenities noted s106 update

82 *2/13 developers confirmed that subject to contract, deed of variation to include astro to be built and passed to TBC to pass onto bcpc . Obligation not enforcable until planning permission is given

83 *3/13 sports field committee noted that s106 agreement could be amended to include astro and subject to planning permission as per developers email and agreed sport england specification

84 *3/13 sport england spec states

the specification would need to be approved by borough and parish council and the spec within the submitted tenders would also need to be considered by borough and parish council before contract awarded

85 *4/13 parish assembly

public information sharing included statement that Council have negotiated new 3G astro at Cleevelands

86 *5/13 com eng approved annual report

87 *5/13 annual report informs public that Council have negotiated 3G astro to be provided by developer

88 *6/13 sportsfield Committee updated following Football foundation annual review including the future of the Astro and potential for siting at Cleevelands. Football Foundation would prefer sports field location

89 *9/13 TBC officers inform bcpc that deed of variation may need to go to committee

90 *9/13 email to TBC confirms bcpc intention to adopt astro at cleevelands and community building at homelands

91 *2/14 CLP completed and adopted. “To lobby for swimming pool”

92 *4/14 bcfc letter proposal astro to be built at kayte lane and managed by bcfc

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93 *4/14 advice sought clerk seeks legal position of CIL regarding astro being built at location other than cleevelands to be able to advise committee

94 *5/14 advice sought chasing reply to 85

95 *6/14 email from tbc TBC confirms that there would not be any major CIL issues. Deed of variation not yet done

96 *6/14 advice sought clerk double checked response re CIL

97 *6/14 sports field Committee agreed to recommend to full council that in principal the full size astro verbally agreed as part of s106 for Cleevelands should be built at the sports field or BCFC land. TBC are fully informed and have informed the Council that this proposal is possible

98 *6/14 sports field Committee agreed to start negotiations with Bishop’s Cleeve football Club to manage the Sports Field on a Service Level Agreement in line with previous policy decision

99 *7/14 fpc Council approved recommendation from Sports field Committee that a s106 variation for a new astro within the area of sports field or BCFC as currently specified in the s106 legal agreement.

100 *7/14 email to cllrs clerk gave timeline and stated that any further information would be given within 30 days and Councillors advised to table a motion for council to discuss s106 process and cross referenced to decision data base, 4 year plan, CLP and s106 documents already distributed

101 *7/14 email to TBC confirming councillors decision to request astro be sited at cheltenham road or bcfc

102 *8/14 Advice sought From TBC planning/s106 officers, Football Foundation and Borough Solicitor

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Draft Minutes of Planning & Environment Committee meeting

held in the Parish Office at 6.30pm on Thursday 10th July 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

to address the Committee. One member of the public attended.

3. Attendance recorded from Cllrs A Lightfoot, D Lewis, M Cooper, P Lightfoot, M

Reddicliffe, A Robinson and B Stayt (7 )

4. Apologies from Cllr C Benfield noted, absence from Cllr K Peake recorded

5. Minutes of meeting held on 26th June 2014 – agreed

6. Planning Applications considered:

Our Ref Date rec’d Address Description/TBC Ref/GCC link

Decision

689 16/06/14 Phase 1B Homelands 2

Reserved Matters in respect of Phase 1B outline planning 10/01005/OUT for 22 dwellings 14/00481/APP

Observe – comments made to TBC regarding housing types and commercial buildings

690 24/06/14 Phase 1A Homelands 2

Erection of 133 dwellings to Outline Consent 10/01005/OUT 14/00316/APP

Defer comment to 24/07/14 to allow further evaluation

691 25/06/14 2 Station Road Demolition of existing garage and erection of new detached bungalow 14/00484/FUL

Support with comment: existing garage is part of boundary wall – seek assurance that upon removal this will be made good with fencing.

692 25/06/14 Ontic Ltd, Cleeve

Business Park

External alterations, relocation of portakabin, addition of extract flues 14/00596/FUL

support

693 01/07/14 4 Newdawn Close Removal/variation of condition 6 of planning app 12/00616/FUL – conversion of garage to additional living accommodation 14/00642/FUL

Observe – the application would appear retrospective – space does not seem to have been used as a garage

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7. Decisions made by TBC/GCC noted:

Our Ref Date rec’d Address BCPC TBC/GCC

608 19/06/14 Land Adjacent Conifers Orchard Road 13/00543/FUL

Object Appeal dismissed

614 19/06/14 Land at 38 Pine Bank 13/00628/FUL

Support Appeal dismissed

675 20/06/14 24 Birchfield Road 14/00435/FUL

Support Permit

677 20/06/14 30 Meadoway 14/00446/FUL

Object Permit

679 20/06/14 54 Kayte Lane 14/00456/FUL

Support Permit

680 30/06/14 41 Oakfield Road 14/00464/FUL

Support Permit

Other Planning Matters Considered 8. Committee considered response to additional information received regarding

planning application 14/0005/TWMAJW – previous comments to stand 9. Committee considered response to Pre-Submission Joint Core Strategy for

Gloucester, Cheltenham & Tewkesbury as circulated to all councillors – item to be considered at next committee meeting pending further information.

Environmental Matters Considered 10. Committee noted report from Cllr C Benfield reference Grundon Wingmoor

Liaison meeting of 5th June. Deputy clerk to seek clarification from Cllr Benfield on behalf of committee regarding point 8 of report.

11. Committee noted Environmental Matters reported to the Parish Office June 2014.

12. Committee noted confidential minutes of meeting of Cleeve Common Board of Conservators, May 2014

Any Other Business – at the Chair’s discretion for information purposes

Meeting closed 19.25

20


held in the Parish Office at 6.30pm on Thursday 24th July 2014

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

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

to address the Committee – no members of the public attended

3. Attendance from Cllrs D Lewis, C Benfield, K Peake, M Reddicliffe, B Stayt and A Robinson (6) Cllr M Cooper joined the meeting at 18:43 (7)

4. Apologies noted from Cllrs A Lightfoot, P Lightfoot

5. Minutes of meeting held on 10th July 2014 – agreed


Our Ref Date rec’d Address Description/TBC Ref/GCC link Decision

690 24/06/14 Phase 1A Homelands 2

Erection of 133 dwellings to Outline Consent 10/01005/OUT 14/00316/APP

Observe – full comments made to TBC relating to application

7. Decisions made by TBC/GCC noted


682 10/07/14 27 Priory Lane 14/00440/FUL

support permit

Other Planning Matters for Consideration 8. Committee noted TBC granting of non-material amendment for proposed

changes to permitted planning application 13/01041/FUL 9. Committee noted report from Cllr A Lightfoot regarding Joint Core Strategy

seminar attended 8.07.14 10. Committee considered response to Pre-Submission Joint Core Strategy for

Gloucester, Cheltenham & Tewkesbury as circulated to all councillors. Unanimous decision by committee that no further response was felt to be required.

Highways Matters for Consideration 11. Committee noted any information received from Highways Information Evening

of 21.07.14 will be reported to the committee in due course. 12. Committee considered response to Public Notice of Variation under Road

Traffic Regulation Act 1984 to prohibit waiting along parts of Gotherington Lane. (http://www.gloucestershire.gov.uk/extra/tro ref. HBL/53139) Committee response to support this proposal.

Any Other Business – at the Chair’s discretion for information purposes Meeting closed 19:18

http://www.gloucestershire.gov.uk/extra/tro

21


held at the Parish Office at 6.30pm on Thursday 14th August 2014

1. Declaration of interests in matters on the agenda. Cllr Lewis declared an interest

on 699 and did not take part in the discussion or decision

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 Cllrs A Lightfoot, D Lewis, M Cooper, P Lightfoot, K Peake, M Reddicliffe, A Robinson and B Stayt (+Clerk)

4. No Apologies were received. The absence of Cllr C Benfield was noted

5. Minutes of meeting held on 24th July 2014 –Proposed and Seconded and agreed


Our Ref Date rec’d Address Description/TBC Ref/GCC link Decision

694 17/07/14 Orchard House, Woodmans Way

Construction of single storey extension to enlarge day space for care home 14/00667/FUL

Proposed Seconded supported

695 18/07/14 2,2A,2B Mill House

Proposed second floor extension to form two additional flats 14/00570/FUL

Proposed Seconded Observation regarding additional parking, over development of site, street scene includes apex design but this application has a flat roof.

696 29/07/14 2 Hemming Way Side, ground and first floor extension to hall and kitchen 14/00729/FUL

Proposed Seconded

support

697 29/07/14 4 Mill Parade, Church Road

Display of rear internally illuminated fascia sign to replace two smaller units 14/00736/ADV

Proposed Seconded support

698 29/07/14 Plots 1-6 Jesson Road

Retention of 6 dwellings as built – revised scheme Ref 13/00183/FUL 14/00712/FUL

Proposed Seconded

Observation

that the Council

is disappointed

22

that they were

not built to plan

699 29/07/14 Upper Farm, Brockhampton Lane

Remove wall under window, replace with door 14/00727/LBC


700 04/08/14 2 Denley Close Demolition of existing single garage and erection of new double garage. Erection of fence, pitched roof and box bay window. 14/00636/FUL


7. Decisions made by TBC/GCC noted


683 18/07/14 7 Fieldgate Road 14/00503/FUL

support permit

687 22/07/14 Cleeve Picture Framing, Church Road 14/00516/FUL

support permit

686 24/07/14 24 The Cornfields 14/00532/FUL

support permit

676 12/06/14 (recd 01/08/14)

21 Harvesters View 14/00425/FUL

support permit

688 29/07/14 29 The Holt 14/00508/FUL

object Formally withdrawn

672 31/07/14 16 Kayte Lane 14/00405/FUL

support permit

684 01/08/14 2 Cheltenham Road 14/00419/ADV

support consent

8. Committee considered proposal and seconded request to authorise publication

on BCPC website of committee’s comments as submitted to TBC relating to Cleevelands and Homelands2 planning applications. Amendment proposed and seconded and agreed that the on any large amount of comment the minutes would be typed as a note under the table of comments.

9. Committee noted Environmental Matters reported to the Parish Office by members of the public in July 2014.

10. Committee noted Minutes of inaugural meeting of Grundon Wingmoor Liaison Group, 5th June 2014.

Any Other Business – at the Chair’s discretion for information purposes for next agenda item to consider surface of Station Road up to bridge. Followed by close of meeting at 19.08pm .

23

Draft minutes of Amenities Committee and Open Spaces Committee

held at 7.30pm in the Parish Office on Thursday July 10th 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 on matters on the agenda. No members of

the Public attended

3. Attendance recorded from Councillors’ G Matthews, R Stayt, F Beattie, A

Lightfoot, P Lightfoot, M Cooper and A Robinson

4. Absences recorded as Cllr K Peake 5. Committee agreed minutes from June 2014 meeting of Amenities committee 6. Committee noted financial reports to 3/7/14. Clarification on war memorial

maintenance to be given. 7. Committee noted order has been placed to install browning seat in Parish

Garden and is waiting for collection 8. Committee noted inspection reports from independent inspector as distributed.

Clerk to download the BS standards for Councillors. Committee to consider new maintenance schedule before budget setting process

9. Committee declined request for “dogs must be kept on lead “ sign at Nottingham Road playing field. Responsibility of owners to keep dogs under control is legal requirement.

10. Committee considered request to cut back trees alongside 7 Blackberry Grove which are situated in Finlay Way Play area. Committee Agreed to inform resident of their legal right to cut vegetation overhanging fence but to take no further action themselves.

11. Committee deferred request to install seat in Tobyfield Road outside Primary School until Community Cohesion report is received. Land is not owned by Parish Council but school has given permission and waiting for Glos Highways feedback. Committee would ask if County Councillor could ascertain ownership of land adjoining first house.

12. Committee agreed to advise resident of Wellbrook Road to refer to their insurance company

13. Committee noted update on “dog-fest” event from Clerk including insurance situation.

any other business followed by close of meeting at 20.29pm

24

Draft Minutes of the Allotments Committee

held at 10.00am in the Parish Office on Thursday 3rd July 2014

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

agenda

2. Public Session 1 member of the public attended.

3. Attendance recorded as Councillors’ L Drake, , F Beattie, A Reece, A Lightfoot

and A Shakespeare

4. Absences to be recorded – apologies received from Cllrs P Lightfoot B Stayt

J Peake, F Beattie

5. Committee agreed minutes from May 2014 meeting

6. Committee noted year to date financial reports

7. Committee approved contract to install taps on troughs in sum of £198 from

infrastructure maintenance budget.

8. Committee considered plans for new allotments from developers of

Cleevelands and agreed the proposal does not agree to the original

specification requested by Council and Clerk instructed to compare to schedule

6 and pass on comments regarding parking, infrastructure, entrance size and

number of plots.

9. Any other business was considered at the discretion of the Chair

for information purposes only followed by Close of meeting at 10.43am

Draft Minutes of the Allotment Committee held at 7.30pm in the Parish Office on Thursday 17th July 2014

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

agenda. Cllr Reece declared an interest in item 8.

2. Public Session with Councillors who had made a Declaration of interest of

matters on the agenda also being invited to speak. 1 member of the public

attended.

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

P Lightfoot, A Shakespeare, A Reece, A Lightfoot

4. Absences recorded as Cllr J Peake – apologies noted from Cllr F Beattie,

5. Committee agreed minutes from July 3rd 2014 meeting

6. Committee noted year to date financial reports have not changed since the last

meeting.

7. Committee noted that there are 24 Empty plots and one person on waiting list.

Committee would like to receive post code information of plot holders.

8. Committee considered correspondence from plot holder seeking recompense

for damage to property. Proposal was made that the claim be rejected as the

Council does not accept liability for the alleged damage was agreed.

9. Any other business followed by Close of meeting at 20.11pm.

25

Draft Minutes of Community Wellbeing Committee

held at 7.30pm in the Parish Office on Thursday July 24th 2014

1. Declaration of interests by Councillors of matters on the Agenda. Cllr Taylor

informed Committee that he had introduced a Church Representative to Clerk

regarding CALO application

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

interest to address the Committee.

3. Attendance of Cllrs’ Taylor, Lewis, Shakespeare, Reddicliffe , Cooper, Cllr J

Peake arrived at 19.39pm Absences & Apologies recorded from Cllr A

Lightfoot, Cllr P Lightfoot, Cllr F Beattie

4. Committee agreed draft minutes from previous meeting noting removal of

“Committee asked Cllr C Benfield to approach schools to research idea” as the

matter was not put as a proposal to the Committee and was not agreed by a

vote of the Committee and therefore should not have been included in the draft

minutes.

5. Committee agreed it does not wish Cllr Benfield to approach schools to

research ways to engage our youth in the village to connect with the elderly as

the matter is being covered in the Community Cohesion report.

6. Committee noted financial reports

7. Committee agreed a Charities and Local Organisation grant application from

the Friday Luncheon Club requesting a grant of £330

8. Committee agreed including in Charities and Local Organisation budget for

2015/16 a grant ring fenced for the Friday Luncheon Club in the sum £360

9. Committee noted that no firm commitment for bus routes to new developments

is yet in place. It is the intention of extending 527 to include homelands 1.

10. Committee noted that Village of the Year application has been submitted as

delegated to the Clerk. Organisation of judging visit delegated to Clerk with

Chair and Vice Chair.

11. Committee agreed request for release of £500 ring-fenced budget for Cleeve

Youth Theatre for 3 subsidised places for 2014/15. Honor is invited to come to

the Committee to provide feedback after the subsidy of places has been put in

place.

12. Committee noted feedback re the Big Picnic. Committee wish to explore the idea of doing a similar event next.

13. Committee agreed focus for Active Together grant proposal. Clerk was delegated to look at pathways, drops kerbs, bus stop seats, benches on routes into the village. CLP Target 12

14. Committee to note update on Community Cohesion report has been delayed. 15. Committee considered proposal from Councillor C Benfield “the Committee

are asked to write to the Natwest Bishops Cleeve branch as the restricted closure of the branch is resulting in long queues that go out onto the

26

pavement continually in the limited opening hours. Considering the village is continually expanding in population due the increased new housing and planned housing in the near future; would it serve the community more effectively to revert to its former longer hours”? Councillor J Peake declared that he works for the Parent organisation but does not have pecuniary interest. Councillor Peake did not vote. Amendment agreed to write to the Chairman of the Bank pointing out the hardship placed on long standing customers of the bank who have demonstrated loyalty over many years. Due to the demographics of the Village that this branch serves, a lot of Customers do not have access to IT or use automated machines and therefore this branch is a vital lifeline in their social interaction and ongoing wellbeing. The Council hope that the Bank will listen to the feedback of the local community and residents which would welcome a return to original opening hours and “helpful banking”. The original proposal was therefore lost.

16. Committee considered correspondence from Mr Bolton and agreed that the Parish Council would like recognise the works of Francis Andrews in connection with WWI commemorations. Clerk to liaise with Mr Bolton to see what type of event he had in mind and feedback to Committee and the Clerk to contact the Royal British Legion to ascertain what events are being considered. (CLP 9)

17. Committee agreed request for a temporary banner to be carried forward to next meeting

18. Committee noted report from Cllr Drake re Transition Cleeve 19. Committee agreed request for free use of parish office for Green square

Housing support organisation for one day a week on a trial basis on a matched funding basis. Statistical data for feedback required. Cllr Lewis did not take part in the discussion or vote.

20. Committee noted Clerk is meeting with TBC and Citizen Advice Bureau to discuss outreach support (long term aim for Parish Office to be used by CAB) the Committee agreed free use of parish office for such a purpose under the historic free use of facilities not within CALO budget

21. Committee did not wish to delegate to Clerk decisions on free use of the parish office to organisations that are providing a free service to members of the Village, fitting within the Charities and Local organisation Policy criteria and within the agreed budget.

22. Committee agreed policy on the free use phone in the lobby after considering Health and Safety issues, Lone working issues and cost of providing free phone calls (Cllr Peake left 20.45pm) . The free phone will be removed. The Council will try to secure the use of building by other agencies to replace the phone system.

23. Any other Business at the Discretion of the Chair for information only followed by Close of Meeting at 20.56.

27

Update on 4 year plan -3rd year

no objective completed

1 To investigate process for writing parish plan To set out the community’s vision for the future To create an action plan covering issues or aspects it wishes to develop, retain or strengthen To formulate an action plan to address issues raised

√ √ √ √

2 To consider the impact of council policies and actions on climate change To include in all committee terms of references To include as footnote to all agenda’s of meetings of the council and its committees

√ √ ongoing

3 To facilitate permanent bases for children and young peoples’ organisations in the village

√

4 To review the role of, and the provisions offered by the community building and the Tithe Barn

√

5 To facilitate the extension of the range of activities available for children and young people in the village

√

6 To extend number of parish councillors by engaging with local borough councillors

√

7 To investigate taking part in National Democracy week in October 2010

√

8 To liaise with higher tier authorities to improve and extend accessibility to services

√

9 To use the parish update to inform the public of the activities of the parish council

√

10 To explore renaming the parish council to establish and maintain its own identity

√

11 To consider the role and feasibility of a youth council

√

12 To support and engage with organisations and business that promote Bishop’s Cleeve

√

13 To facilitate volunteering Review In process

14 To review and develop liaison with organisations that share aspirations with the parish council

√

15 To enable residents to have access to badminton and tennis courts during the day

√ s106 negotiations completed

16 Additional outside public open spaces including a pond area

√ s106 negotiations completed but do not include pond area

28

17 To increase number of changing rooms at sports field pavilion To have separate toilet facilities at sports field

√ s106 negotiations completed √ s106 negotiations completed

18 To own statutory allotment land with infrastructure for 250 plots

√ s106 negotiations completed

19 To provide a lead in opposing further unsustainable development around the village

√

20 To protect the interests’ of the residents of the village by engaging in dialogue with possible future developers and higher tier authorities

√s106

21 To review existing integrated cycle path Ongoing Glos highways leading project

22 To work with other agencies to include a cycle path to Cheltenham within LTP 3

Ongoing Glos highways leading project

23 To lobby to improve road surfaces √

24 To lobby to reduce vehicle speeds within the village

Com led plan

25 To review provision for older people in the

village

√

26 To lobby for extension of health and

professional services

√ ongoing

29

Update on progress on Community Led Plan

The action How it will be delivered Lead by progress

1 To improve range of local shops

•By local residents supporting independent retail shops

public demand

• by local residents supporting local shops in residential areas

•By TBC and Parish Council raising awareness of business grants and other funding sources

2 To Support household waste recycling at Wingmoor farm

• by maintaining existing links with local organisations with same aims

Parish Council √

•By Parish Council representation at Wingmoor Farm Liaison

√

•By Parish Council representation at Cory Liaison meetings

3 To improve Community and Charity events

. By involving a wider corss section of community

Local and national organisations

√

.By more information and networking by local organisations

√

.By seeking grants and funding from more sources

.By improving tourism

.By seeking sponsorship from Commercial organisations

.By Supporting Charities and Local organisations through the Parish Council's policy of "Supporting Charities and Local organisations"

√

30

4 To increase

visibility of local

policing

•By Representation of local

people and organisations at

Neighbourhood Community

Engagement (SARA)

meetings

Neighbourhood

Community

engagement

group

√

•By Parish Council Engagement with Police Commissioner and local policing teams

√

•by Community Engagement feedback to police officers from local residents and Parish Council

√

•Through planning process for new police station

•By Community engagement strategies at local schools

5 To Lobby for the provision of a NHS Dentist in the Village

By lobbying NHS England to change their current position which states that there are NHS facilities in Church Road Dentist and 7 NHS Practices in Cheltenham area. There is a domiciliary service provided for patients housebound. There is sufficient access to NHS dentistry within the County and no current plans for further commissioning

Parish Council

6 To Lobby for The provision of a local swimming pool and bowling alley

•By supporting Borough referendum process to decide where any new Borough provision should be sited

Parish Council √

•By Expansion of local sports centre by Borough Council and Commercial organisation partnership

•By Parish Council's policy of supporting "Charities and Local Organisations“

•By Lobbying other organisations

31

7 The Provision of more medical facilities in the Village

•By development plans of existing surgeries including relocation and expansion.

Greyholme surgery

√

•By agencies supporting “One off Events”

√

•By Parish Council engaging with providers wishing to enhance and expand medical facilities

√

8 To oppose large scale future housing developments

• By Planning system •By using Neighbourhood plan systems process

Parish Council

•By using Parish Council's policy of supporting "Charities and other local organisations“

•By contributing to the public consultation process of the JCS

√

•By distributing public information

√

9 To support the British Legion Remembrance Services

•By public support for the British Legion in their organisation of the annual event

Royal british legion

√

•By the Maintenance of the memorial garden by the Parish Council

√

•Parish Council representation at event

√

•by making appropriate merchandise available at the Parish Office

√

•By using the Parish Council's policy for "Supporting Charities and Local organisations"

•By the Parish Council Adoption of the war memorial

√

•Borough and County Council to support road closure

•Police support on day

32

10 To Provide more facilities in the Grange Field

•By Borough Councillors supporting requests for more facilities

Borough Council

•Borough Councillors to investigate funding opportunities for more seating and children's play equipment.

• By Borough Council to support responsible dog walking by more infrastructure.

• By TBC to develop play within current space by providing experiences such as" play ranger days".

• By Borough Council supporting dog-fest event being organised by Parish Council

√

11 To Install wild meadow and informal areas in play areas and public open spaces

•By using Fallow area at Sports field . By using other public open space areas as part of planning permission for future developments

Parish Council √

•By the plans for Millham Road playing field as part of planning permission for Homeland 1

•By exploring possibility of land identified by Cleeve school

12 To install designated footpaths around playing fields

•By using existing s106 merging playing fields funding

Parish Council √

•measured footpaths showing distances at sports field

•By installing New link path from Blackberry Grove to A435.

•by Investigating connectivity link to borough plan polices

√

33

13 To Improve the current traffic management in the Village

•By review of current traffic management plan for village centre

glos higways

•By improvements in existing cycle routes

√ ongoing

• consultations on existing speed limits and pedestrian areas

•Parish Council to Lobby Glos Highways

√ ongoing

•By Representation of local people and organisations at Neighbourhood Community Engagement (SARA) meetings

√

14 To reduce dog fouling nuisance

•By new event =Dog fest week to improve awareness of responsible dog ownership.

Parish Council √

•By Installation of dog walking routes in playing fields with dog and litter bins installed alongside new path ways

√

•By using innovative signage to inform and educate

Waiting permission for s106 signage monies from TBC

•By raising public awareness and public support

√

•By liaising with other Parish Councils and Borough Council

√

34

NOTES of the Tithe Barn TRUSTEES MEETING held on Monday 14th July 2014

Present: Andrew Reece, Lenora Smith, Ruth Low, Martin Thomas, Peter Richmond,

John Beattie, Cheryl Parsons, Sadie Dunbar.

Apologies: Judith Gibbins, Matt Rachael, John Andrews, Sam Newman, Leigh

Norwood, Ed Munro, Ian Cann.

The minutes of the meeting of 9th June 2014

Were agreed and signed after two points of clarification were raised and answered.

FINANCES

Monthly report: to follow by email, but there are no exceptional items of items of

concern ACTION JG

Water use in lavatories: Are still being monitored. ACTION LS. The choice and

purchase of a ‘cistern miser’ or similar continues ACTION AR

PHASE 4 DORMER REPLACEMENT

JCT Insurance: JB reported that the insurers had provided a quote but that he had

asked them to renegotiate the cover as the premium was unnecessarily high by a

factor of 5. ACTION JB

Main Hall Floor and Beam care: MT presented a review of three contractors and it

was agreed that the Floor Restoration Company should be used with a quote of

£5978 to include dusting the beams, sanding and treating the stage floor and

sanding and treating the Main Hall floor.. MT agreed to contact them as soon as

possible to ensure that they were free to undertake the work over the Christmas

period to minimise disruption to the use of the Barn. ACTION MT

Decoration of stairs: JB reported that he had been in touch with Marc Alexander,

the contractor who would undertake the work between 22nd July and 1st August.

ACTION JB to follow up.

Extension Snagging

Lift Shaft: Level reduced to 0mm deep as of 09/7/14

New Bar ceiling water leak: To be addressed during August

Booking and Hiring

Diary: The “opening up” diary till the next meeting is shown below

35

Use of un-hired rooms: It was agreed that on opening up for a hirer, those rooms

not included in the hire agreement should be kept locked. ACTION ALL

The Bar

Ceiling ventilation grill: continues ACTION AR

Ice machine: JB reported that the Trustees ice machine was no longer used by the

bar and was stored in the Hewlett Road shop. Return of the machine has been

requested so that the trustees can decide on its future. ACTION LN/JB

DAMAGE and VANDALISM

General review: PR reported that the amount of vandalism in the last month had

been negligible. Children had been seen on the wall capping outside the New Bar bu

allotment holders had asked them to leave.

Maintenance

Lift: MT reported that he had reviewed the service contract and that we still had 2.5

years to run of a 5 year contract. He reported that the only way to shorten the

contract without incurring a financial penalty was if Schindler breached the contract.

He reported that unfortunately failure due to power outage was not covered but the

replacement of light bulbs was. He agreed to pass on to Schindler a recent email

form a user setting out the difficulties they had experienced and to request

explanation of the invoice for 2.5 ours work to replace two light bulbs. ACTION MT

Lift Alternative Maintenance: MT reported that he had located a local company

who would be willing to take on the maintenance of the lift. They would also take on

the emergency cover and would install the emergency equipment that Schindler

would take out at the end of their contract. MT said that he had put them on hold due

to the extended nature of the current contract. ACTION MT

Replacement of extractor fans: ACTION AR continues

Fire Door Dorgard hold backs: No report had been received from IC with respect

to his testing of the sensitivity of the units on the Main Hall doors. AR reported that

he had undertaken an extensive internet search but had been unable to source any

alternative units; JB to send one unit for repair ACTION JB continues.

Foyer Automatic Door side screen bolt holes: ACTION AR continues, delayed by

the need to find a replacement sleeve for one bolt that had dropped off and been

lost.

Main Hall Kitchen Blinds hold backs: ACTION AR continues

PAT testing: ACTION AR continues

36

Curtains in Committee Room: ACTION AR continues

Annual maintenance contract: MT reported that he had received a response from

Mitchels with a total cost of under £500 including VAT to cover all of the equipment

owned by the Trustees. It was agreed that he should go ahead and let the contract

after clarifying that it covered the Lincat hot water drinks dispencer in the first floor

kitchen. ACTION MT

Cigarette but bin: ACTION AR continues

Baby Changing Table broken strap: ACTION AR continues

Window Cleaning: ACTION JB continues

The Stage

Modification, Repair and Redecoration: ACTION SN continues

Screens: A request was received from Bishop’s Cleeve Players through RL for

retention of the Z Fold screen and the replacement of the old soft faced square

screens that were at the end of their useful life, but which were very useful in diving

up the stage.

Grounds

Trees on Northern boundary: No action required

Front Car Park geology: PR reported that he had obtained quotes from consultants

to assess the level and likelihood of subsidence round the soakaway in the car park,

of the order of £400, and agreed to place them before the committee at the next

meeting for decision. He had not been able to obtain quotes for the necessary

geotechnical work. He was of the opinion that it would be of the order of £1,200, but

that the work would be arranged through the consultants and not directly by the

Trustees. He was asked to go back to the consultants to get a full quote including

the geotech work. ACTION PR

Front Car Park Soak Away: It was agreed that the annual soakaway cleaning

should be undertaken and PR said that quotes were being prepared for the work

that would be presented to the next meeting. ACTION PR

Allotments

Tree tidying at Ditch on the Orchard House Boundary. PR said that he felt that it

was a Borough or County responsibility and that the was continuing to pursue the

matter with them. RL reported that a quote of about £200 had been received for the

work in tidying up the trees on the Barn’s side of the ditch. This is to be presented to

37

the committee at the next meeting for approval. ACTION RL. It was noted that there

was to be an allotment planning meeting on Saturday 9th August.

Cleaning

Cover required during building works: After some discussion about the cleaning

during the building works the following was agreed;

To undertake deep cleaning downstairs for the period of the building works including

the following;

The Committee Room carpet,

The Committee Room soft chairs

The Fabric pads on all the black chairs (Peter Richmond will arrange for these to be

moved to the Committee Room.

The Ground Floor kitchen including the cooker, the fridge, the cupboards, and floors.

The lavatory floors (ladies, gents and disabled) including along walls and into

corners where the rotary machine can not reach and all ledges and door tops etc

The School Room floor again where the cleaning machine can’t reach, and all

ledges and door and door frame tops and ledges etc

The foyer and corridor including the tops of all ledges, pictures, notice boards, and

doors and door frames etc.

The New Bar after the building works above the east window (bar side).

We will discuss with Rosie if they would like you to deep clean the bar.

We would also like you to give the Main Hall a good clean after the building works

between the 26th and 29th August. We will have all the furniture returned to it

‘normal’ places in the week before.

Management: LS advised that the date of the next meeting with D&D would be in

September.

IT

IT Booking System and web site: ACTION MR continues

WiFi: JB reported that the cost from BT or TalkTalk would be around £25 per month

or more depending on the speed and bandwidth required. PR suggested that this

was rather high and agreed to undertake his own survey of the costs. ACTION PR

38

Health and Safety

Table Storage map: ACTION AR continues

Purchase if Further Tables and chairs: ACTION AR continues

SECURITY & FIRE

Key Drop for Single Hirers: ACTION AR continues

Provision of bell push when ‘Eo’ used: JB reported that after testing the unit

some months ago he was not able to locate it. He had searched the Barn and asked

fro assistance in relocating the bell push and two portable ringer boxes. ACTION

ALL please

Governance

Publicity - Cleeve Big Picnic: JB reported that it had been a successful first event

with about 150 people visiting and some taking leaflets about the Barn and about the

various users who had provided leaflets fro the event. The weather had been very

hot and dry and there were a number of school end-of-term events that may have

kept the numbers down. It has been proposed that the Parish Council would run a

similar event annually moving round to different green spaces each year.

Parish Council Representation: Nothing to report until September

AGM 15th September 2014: JB noted that the accounts were in preparation as was

the chairman’s annual report. Advertising would be undertaken in the Echo and the

local shops in August three weeks before the AGM. CP agreed to book the School

Room from 7.30 to 9.30.

Neighbourhood Community Group meeting: No date has been published for the

next meeting yet.

ANY OTHER BUSINESS

Air in G: PR showed the latest brochure and asked if any of the Trustees would be

interested in selecting an event and in participating in managing it. ACTION All to

respond to PR

Chair of Trustees: JB announced that he would not be standing for election to

office after the AGM and that he would be resigning from the committee at the AGM.

DATE OF THE NEXT MEETING

The date of the next meeting is Monday 11th August 2014 at 7.30pm in the

Committee Room.

39

Single Hire Openings for July/August

Who Day # Month Time Room What

RL Thu 17 Jul 19:00-23:59 MR Bishop’s Cleeve Players

LS Thu 17 Jul 16:30-17:30 SR HiDrama

PR Mon 21 Jul 10:15-11:15 MR JacapPella

PR Mon 21 Jul 11:00-12:00 SR Boogie Beat

AR Thu 24 Jul 14:30-17:30 SR Children’s Party in the School Room

JB Mon 28 Jul 18:45-21:45 MR NCT (Plus next three Mondays)

CP Thu 31 Jul 20:00-21:30 SR Learning Parties meeting

XX Mon 11 Aug 19:30-21:30 CM Trustees meeting

40

NOTES of the Tithe Barn TRUSTEES MEETING

held on Monday 11th August 2014

PRESENT: Andrew Reece, Lenora Smith, Martin Thomas, Peter Richmond, John Beattie, Cheryl Parsons, Judith

Gibbins, Matt Rachael, John Andrews,

APOLOGIES: Ruth Low, Sadie Dunbar, Sam Newman, Leigh Norwood, Ed Munro, Ian Cann.

The minutes of the meeting of 14th July 2014

Were agreed and signed

FINANCES

Monthly report: JG reported that the income was £2,974 up on this time last year and the

expenditure was £3,239 down on this time last year. The main differences were the

increase in usage and the VAT savings on gas and electricity, other items would be balanced

out by the end of the year. This gave a net income of £19,708, £6,213 up on last year. This

was held in the Charity Bank and Current account and allowing for liabilities and reserve

gave a sum of £45,527 to apply to the dormer replacement project.

Project Finances: JB reported that the current costs of the dormer replacement had risen by

£8,400 to £76,537.08. The increase was due to the need for additional roof tiles (£6,000)

since a number of the tiles that had been removed with the dormers were of too poor a

quality to be returned to the roof. The remainder was an estimate to have a French drain

installed along the east wall to prevent flooding into the Long Room and a repair to the

lintel drip channel over the Long Room north window. He noted that with the amount

claimable from TBC under Section 106 and the TBC loan mean that there was a credit

balance of £1,786. Also, the six month retention on Phase 4 amounted to £3,022.

PHASE 4 DORMER REPLACEMENT

Installation: JB reported that the dormers had been installed and looked very good, both

from the outside where the restored roof line was very pleasing, and from inside where

there was an increase in the light level in the Main Hall over that with the dormers. See

attached notes of the site meeting held on August 6th.

JCT Insurance: JB reported that he had been unsuccessful in finding alternative JCT cover

and that had gone back to Oncover who were in the process of arranging cover at the

original quote of £1,060.

Main Hall Floor and Beam care: MT reported that he had arranged for the work to be

undertaken in January and that the company would provide more staff over a shorter

41

period so that the Trustees could accommodate all the previously made hire commitments.

The work is to be undertaken over 5th to 7th January 2015.

Decoration of stairs: JB reported that the redecoration of the stairs was satisfactorily

completed.

Extension Snagging

Lift Shaft: JB reported that the water triggered Pump had been installed in the base of the

lift shaft and the exhaust taken to the drain outside the School Room door. JB to have a

demonstration on Monday 18th.

New Bar ceiling water leak: JB reported that the ceiling had been inspected and repaired. It

was thought that the cause was condensation from the large area of roof above the ceiling.

Having left the gutter half full and no water ingress occurred they have agreed to try

stressing the system with a water jet hose gun to simulate rain with high winds. This is

being further investigated by Quattro.

Booking and Hiring

Diary: The “opening up” diary till the next meeting is shown below

It was agreed that visits by potential hirers to the Main Hall, which is essentially a building

site, should be restricted to viewing through the windows for safety reasons.

It was also noted the inconvenience suffered due to a very large number of motorbikes,

attending a function at the Kings Head, had commandeered the Tithe Barn car park and

made it very difficult for hirers to gain access, and who suffered high levels of noise. The

Land Lady at the King’s Head had been informed who apologised, but was unable to help. In

future pre warning is to be given and the Trustees will be expected to man the gate letting

only hirers in.

The Bar

Ceiling ventilation grill: ACTION AR continues

Ice machine:

DAMAGE and VANDALISM

General review: There had been very low levels of nuisance over the past month.

Maintenance

Lift Alternative Maintenance: ACTION MT continues

42

Replacement of extractor fans: Complete

Fire Door Dorgard hold backs: IC reported that the sensitivity control had little effect.

Foyer Automatic Door side screen bolt holes: Action AR continues

Main Hall Kitchen Blinds hold backs: Action AR continues

PAT testing: It was agreed that AR would undertake this as soon as possible as a

remunerated task. Work to start downstairs now with upstairs as soon as access is

available. ACTION AR

Curtains in Committee Room: ACTION AR continues

Annual maintenance contract: ACTION MT continues. Final negotiations with Mitchells are

nearly complete when the contract will be let. This will allow for inspection of the cooler

equipment twice annually and all other equipment once annually. Discussion with Spot-On

about the floor cleaner are on going. ACTION MT

Cigarette but bin: ACTION AR continues

Baby Changing Table broken strap: ACTION AR continues

Window Cleaning: JB to contact Andrew Gillespie on his return from holiday. ACTION JB

Roof Tile: It was noted that a roof tile had fall by the drain pipe by the oak main door,

chipping the paving slab it fell on. However, it has not been possible to locate where the tile

had come from. It was agreed that when the tiler was on site for the dormer retiling that he

would be asked to have a look. ACTION JB

The Stage

Modification, Repair and Redecoration: ACTION SN continues

Grounds

Trees on Northern boundary: No action required

Front Car Park geology: Further quotes still being sought. ACTION

Front Car Park Soak Away: PR Aqua Systems have quoted £290 plus VAT a quote is

expected from Cotswold Drains. ACTION PR

Allotments

Tree tidying at Ditch on the Orchard House Boundary. The quote from GCC is £1500. PR to

consider further action and report to the next meeting. ACTION PR

43

Allotment Holders Meeting: PR to provide notes of the meeting by email. ACTION PR

Cleaning

Cover required during building works: JB to advise D&D to be prepared for a deep clean of

the Main Hall for a full day between 26th and 29th Aug for first hire on 31st Aug. ACTION JB.

Trustees to meet at 10am on Sat 23rd Aug to assess the job. ACTION ALL

Management: September mtng with D&D. ACTION MT and LS

Alternative Materials Supply: MT reported that we had been approach by a local supplier

(Pershore) and it was agreed that they should be allowed to compete with Spor-On.

Floor Cleaning Machine: It was noted that it was not being properly cleaned between usees

and it was suggested that a further training course be provided. It was noted that 2 courses

had been given so far, the first being free and the second £40. A further course would cost

£80. It was agreed that this should be discussed at the September meeting with D&D.

ACTION MT and LS

IT Booking System and web site:

WiFi: It was agreed that JB should undertake a web survey of current users and their WiFi

needs and also ask website ‘visitors’ to respond. ACTION JB. PR tables some figures of

special offers from BT and agreed to table similar information from other supplier (other

than TalkTalk) at the next meeting. HE was also asked to include the cost of a land line to

give the full annual costs. ACTION PR.

Health and Safety: No issues for this meeting

Table Storage map: ACTION continues AR It was noted that the Barn had lost one regular

hirer because they considered that they were not well enough served over the provision of

the tables and chairs that they required each week. It was agreed that when the map was

produced a stricter regime would be imposed to get users to return tables to a fixed

location so that all users had adequate access for their requirements.

Purchase if Further Tables and chairs: ACTION continues AR

SECURITY & FIRE

Key Drop for Single Hirers: ACTION AR continues

Provision of bell push when ‘Eo’ used: JB reported that he had purchased a unit from Lidl

and AR agreed to install the bell push outside the front doors. ACTION AR

44

Governance

Parish Council Representation: Nothing to report until September

AGM 15th September 2014: JB agreed to pass an entry to the Echo’s “Where I Live” column.

ACTION JB

Neighbourhood Community Group meeting: Date TBA

Cleeve Street Fair: JB reported that a Trustee and partner had received an invitation to

attend the presentations to the Fair’s selected charities on 6th September at 7pm in the

Main Hall. He asked any trustee who would like to attend to let him know and he would

pass on the invitation email.

ANY OTHER BUSINESS

Air in G: No further comment

Chair of Trustees: JB is standing down and the AGM and asked to be removed as a signatory

of the Lloyds Bank account. The Trustees asked Martin Thomas if he would be willing to

take over, he agreed and the treasurer provided him with the necessary papers to sign.

ACTION MT

DATE OF THE NEXT MEETING

The date of the next meeting is Monday 15th September 2014 at 7.00pm in the School

Room. THIS WILL BE THE AGM for the financial year Jan 2013 to Dec 2013.

45

NOTES OF SITE MEETING HELD ON WEDNESDAY 6th AUGUST 2014

Present Mike Bayliss, Adrian (C J Bayliss’ foreman), and Robin Copeland and Kate de Costa

Grieves of Quattro Design Architects, and myself. Mr Ronson, of Ronson Reclamation also

attended the Barn for part of the meeting to assess the provision of second hand tiles for

the roof. The roofer was asked to go to Ronson’s site and select the requisite tiles as soon

as possible.

DORMERS

The windows are now in. They look good and the external wall plate ahs been done

beautifully.

All internal works should be completed by 22nd August, including replacing the emergency

exit signs and external lights. However, the Main Hall can not be used this early as there will

be no fire exit. The fire doors will not be in and they can not be fitted until the scaffolding is

down and that can not be taken down until the roof is finished. Also the fire exit requires

the new external stair case. This might mean that we are able to wash and polish the Main

Hall floor earlier than planned, but there will be subsequent dust from the installation of

the doors and locks.

The roofing is due to start on Monday 18th August.

The scaffolding is expected to be removed by Sunday 24th August.

The external stair case is a ‘like for like’ exchange after the scaffolding is down.

All external work is due to be completed by Friday 29th August.

JCT Insurance

We still do not have cover, but our previous broker Wood Insurance has been very helpful

pulling out all the stops to help us. He has contacted a number of insurers who for various

legitimate reasons are unable to help typically since they are not covering the rest of the

building.

Our current broker Oncover has apparently provided us with building cover through a

second broker, MG Insurance Consultants, so we do not know who our cover is with. I am

hoping to ring the second broker tomorrow and find out. (POST MEETING NOTE: This has

been overtaken by events and Oncover have been asked to provide cover)

SNAGGING

The lift sump pump.

46

This is now fitted and exhausted to the drain out side the School Room. It has been tested

and when a bucket of water was put in the sump the pump triggered by the water sensor

and it was exhausted it from the lift pit.

Leak in the New Bar.

The gutter was half filled with water and left for a few hours and showed no signs of

leaking. It was first thought that it was condensation in the roof space, but since the leak

only happened during severe weather it was agreed that a further test should be made with

a hose pipe jet simulating high winds blowing the water into the roof space.

ADDITIONAL WORK

I have asked Bayliss if they would consider installing in a French Drain along the east wall of

the building discharging into the lavatory drain. At the north end of the Long Room the level

of the ground is only a couple of inches below the bottom of the window and during that

last heavy rain the area flooded deep enough to reach above the bottom of the window

frames which are not water tight for immersion.

I have also asked that the stone mason be asked chisel out the drip channel in the window

lintel under the external stair case to help reduce the ingress of water into the top of the

north window in the Long Room. Currently it is a very shallow and ineffective channel, and

rain marks can be seen all along the window.

John A C Beattie

Chair of Trustees

7th August 2014

47

Cheque Payment list- 2 months

Name detail £ Expenditure

Authorised by

committees

Cheltenham Tree Surgery

Tree at allotment 1140.00 √

Came and Company Annual insurance renewal – 5 year contract

6581.08 Already authorised

by FPC

Clean space partnership Caretaking and cleaning 4417.80 √

Cleeve Fire protection Fire extinguishers annual service and maintenance

499.56 √

C Puttick Staff mileage 30.56

European engineering services

Community information booklet

1610.00 √

Eon C/B gas 34.59 √

Friday luncheon Club Grant s137 330.00 √

Glebe contractors Grass cutting, shrubbery maintenance, weedspraying

3292.57 √

Gloucester DBF Allotment rent 400.00 √

GAPTC Councillors Training and CILCA course

535.94

HI Lo crysal clear ltd Bus shelters cleaning 96.00 √

JRB enterprise Dog bags 303.00 √

KCS Copier costs- 6 months rental and 3 months usage

816.43 √

D Lewis Grounds man 2 months 1800.00 √

Play Gloucestershire Holiday and evening schemes

4478.00 √

Phil Baker building services

Monthly SLA’s, allotment strimming, tap repairs, debris clearance, s/field strimming, notices repairs

1890.00 √

Councillor J Peake Councillor allowances 20.20

Councillor K Peake Councillor allowances 20.20

Place maintenance Ltd Tractor mower 432.00 √

Robert Hall business equipment ltd

Stationery and consumables

142.23 √

Payestaff Payroll consultancy 82.80

Stannah lift services Quarterly lift service 183.00 √

48

STWA Sports field water 452.50 √

Scottish Power Office electricity 417.74 √

Southern Electricity SF pavilion electricity 75.62 √

TCG IT IT SLA – 5 months 1800.00 √

Total Ltd Telephone costs 2 months

243.36 √

D Walker Grounds man 3 months 1800.00 √

Payroll 14741.82

49

Correspondence Received Letter from resident regarding s106

50

Cont..

51

52

Supporting information from Greyholme Surgery

Doctors will be attending to update councillors with the new surgery plans so that

Councillors are aware of the proposed surgery layout and to speak broadly about

the services we hope to provide from the new building.

the old PCT has now split into NHS England , Gloucestershire Care Services etc

etc, there are many differing organisations that Greyholme surgery need to

approach to gain these services.

It would be helpful to have the support of the Council when Greyholme Surgery

apply for these services.

53

Badger Cull

1st meeting was held on 13th August

54

Committee membership/outside organisation representation

Councillors should refer to the adopted Committee structure policy document and

standing orders. Council shall appoint members of committees and determine the

terms of office of members of committees Council are not under an obligation to

elect any individual Councillor to Committees and may decide to remove a

Councillor from Committee or as its representative on outside organisations

Amenities and open spaces 2 vacancy

Community wellbeing 0 vacancies

Premises 3 vacancies – 6 applicants

Allotments 1 vacancy – 2 applicants

Sports field 6 vacancies

Planning and environment 0 vacancies

Employment and finance 0 vacancies

Tithe Barn 1 vacancy as a trustee which carries legal responsibilities separate to

those of a Parish Councillor and will report to full council

Rooftop Housing 1 vacancy and will report to Community wellbeing committee

Each Councillor will need to be proposed and seconded before a vote for election can take

place. Where there are more applicants than vacancies, Council will vote in a secret ballot.

55

GAPTC County Committee

Dear Member Councils

There is a vacancy on our County Committee for a councillor or clerk representative

for your cluster of parishes (Tewkesbury Central) and we are seeking nominations

from each of the councils in the cluster. In the event that more than one name is

put forward by your cluster councils, we will ask for votes for candidates by email.

You can see which councils are in your cluster from the address list above.

It is not an onerous responsibility. There are three meetings in a year and in view

of elections being held in May 2015 and changes to our own constitution, the role

will only be for one year. The County Committee oversees the work of the

Management Committee. County Committee members can claim travel expenses

for attending meetings which are usually held in Churchdown on a Monday

afternoon and last for about two hours. Minutes of previous meetings can be found

on our website in the members' section under 'organisation structure'.

We would ask you to let us have your nomination to represent your cluster by the

end of September.

56

Street Fair

57

Cleeve Conservators – request for historical grazing rights.

You might be aware that Cleeve Common is facing some difficult times with its

funding. Frustratingly, this is not because the funding isn’t there; our problem is a

technicality over how Defra allocates the farming subsidies on common land, which

renders us ineligible to claim the subsidies even though we look after the land. This

is because the subsidies are allocated based on historic grazing rights rather than

current management. The problem could potentially get a lot worse from 2016

onwards, because the farming policy is being reformed from 2015 onwards. It is

looking likely that this new policy will prevent the Conservators from claiming

Environmental Stewardship funding (currently our main source of income), because

Defra does not want different organisations claiming the farming subsidies and the

Environmental Stewardship funding on the same piece of land. This is what currently

happens at Cleeve, because of the Conservators’ ‘ineligibility’ for the subsidies.

In lieu of a definitive answer from Defra, we think that our best chance of being able

to continue to receive the Environmental Stewardship funding is to lease some

grazing rights for Cleeve Common so that we are eligible to claim a small proportion

of the farming subsidies.

The land which is now the PC’s sports pitches used to have grazing rights tied to it.

If the rights are still tied to the land, we wondered whether the Parish Council would

be willing to provide a letter to say that the rights have been leased to the

Conservators? It is only legal to lease grazing rights for a two year renewable term,

so it would be a short-term commitment for the Council (although we would hope to

renew the lease if the scheme worked). Although there is much historic and cultural

value associated with grazing rights, I’m not aware of any means by which the rights

would provide income for the Council.

the rights of grazing are exercised on the Common, but they are tied to the sports

fields. Historically the idea would be that the rights were tied to a big enough area of

land such that you had sufficient land to take your livestock off the common through

the winter. So we are looking to lease the right to graze the Common rather than put

cattle on the sports pitch

A complication is that the rights may no longer be tied to the land. Although it is

today illegal to detach rights from the land to which they were originally tied (except

by a two year renewable lease), and hence if land is sold the rights have to go with

it, historically it was legal to sell land but retain the rights. A further complication is

that the grazing rights registers have not been updated to reflect sales and transfers

since 1965.

58

So, if the Council might be agreeable to letting us use the rights, we would have to

sieve through the title deeds to try to work out whether the rights are still with the

land; however the first step is to find out whether you would be willing in theory to let

us use the rights.

The conservation of Cleeve Common, and the wonderful (and free-of-charge)

amenity resource that this provides to local people is absolutely dependent on this

funding -.

59

Kayte Lane field

I am writing to let you know as Clerk for Bishops Cleeve Parish Council ,that the

Gloucestershire County Council owned land at Kayte Lane, which is located within

your parish, has been declared surplus to the County Councils requirements.

Please refer to the attached plan.

The purpose of this email is to provide you with advance notice of our intentions to

market this land, in the event that the Parish Council wish to compete for its

acquisition or if you have any comments or queries about the property.

.

60

Transition cleeve- community orchard

Possible Community Orchard Grangefields, Bishop’s Cleeve

We as ‘Transition Cleeve’ are seeking to develop some of the established apple

trees in a corner of Grange Fields (see enclosed plan) to create a community

orchard and are engaged in ongoing discussion on the proposal with Tewkesbury

Borough Council through Anj Patel, their Community Development Officer and their

Assett Review team. This followed a presentation in February in the Bishop’s

Cleeve Parish Council meeting room attended by both Borough and Parish

Councillors. The evening included a very informative presentation by Sue King from

the Pilley Bridge Community Orchard in Cheltenham which demonstrated the extent

to which such enterprises can play a significant role in building the local community.

The Borough are continuing to look at the legal aspects of the proposal and in the

meantime, are anxious to ensure that the proposal is acceptable to the Parish

Council and nearby residents (The Holt). They suggest that any consultation with

householders should be through the Parish Council and we are writing to ask this be

placed on the agenda for the Council meeting.

The Council will no doubt have views on how the consultation should be undertaken

but our volunteers are available to help with a letter/leaflet distribution should this be

considered appropriate.

Jerry Barr, Co-Chair, Transition Cleeve

.

61

re motion for a supporting paper for each item proposed on the agenda

of Full Council

62

re motion a record of the salient points in the discussion to accompany

the minutes

.

63

Re motion – traffic light system

The supporting information for proposal is this

To explain traffic lights

Red : anything above £50, 000 or High Priority re timescale or involving S106

Funding

Amber: above £500 to £49,000

Green: anything below £500 or low priority

64

Motion on location of Full Council meetings

Information from Councillor P Benfield

“I have noticed at full council meetings that the meeting room is very cramped, I

wonder if we are on the edge of H&S requirments for safe exit in an emergency. It

has also been evident that members of the public feel vulnerable and awkward when

they have to sit looking at the back of a councillors head for the majority of the

meeting, this applies to the press and the Borough councillors also.

So could we stage the Full Council meetings in the Community hall. This may allow

not just convenience of space (we could change the closed loop formation to an

open horseshoe, giving an indication of our openness and desire to engage) but

give an opportunity for the public to attend and watch to see what happens, prior to

starting to engage by asking questions”

.

Agenda Pack for Full Council - Microsoftbtckstorage.blob.core.windows.net/site9670/minutes...agenda of the Council where a person should declare an interest falling within Appendix

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