Agenda, decisions and minutes

Apologies were received from Councillor Pineger.

There were none.

Minutes of the meeting held on 15^th July 2025

The public minutes of the meeting held on 15 July were approved as a true record and signed accordingly.

Questions must be received no later than 12 noon on Friday 5 September

There were no petitions.  One public question and one Member question had been received. The responses had been published and were taken as read.

1.  Public Question from Richard Lawler to Cabinet Member for Economic Development, Wellbeing, Culture and Public Realm Open Space, Councillor Izaac Tailford 

In Swindon Village, graffiti is a visible issue in our laneways, tunnels, and on public utilities. While enforcement alone may not address the root causes, there is an opportunity to turn this into a positive for the community. 

Will the council consider supporting a graffiti artist outreach programme in Swindon Village — one that: 

·           designates the Windyridge underpass as a safe and legal space for graffiti art; 

·           encourages artists to contribute to the community by helping residents with projects such as fence painting or mural creation; 

·           works with local partners to connect interested graffiti artists to apprenticeships, training, or career pathways in painting, decorating, or related trades. 

This could help address the appearance of our public spaces, foster positive engagement with young people, and build community pride while creating real opportunities for skills development. 

Might the council also consider asking Andy Davis, who runs the street art programme, to advise on the best way to implement this? 

Cabinet Member response:

Thank-you, Mr Lawler, for your question and I agree art activities such as those which are undertaken via the Cheltenham Paint Festival are positive in addressing areas of graffiti, contributing to a sense of place and to positively engage communities.  

The tunnel you are referring to is managed and maintained by Gloucestershire County Council and any works would need to gain their approval both for the  artwork and for health and safety provisions whilst any works are undertaken. To date, the County Council has been supportive and helped facilitate the works of the Cheltenham Paint Festival. 

The type of activity you have suggested may be a suitable project funded by neighbourhood Community Infrastructure Levy (CIL).  The Windyridge Tunnel actually falls within the Prestbury Parish area, but there is a close relationship with the wider areas of Swindon Village.  Both Prestbury and Swindon Village parishes receive CIL funding direct and are responsible for the award of projects for the funds available for the Neighbourhood CIL arising from within their parishes.  I would be very happy to make the introduction to enable this conversation.   

In areas outside the parished areas for which the council manages neighbourhood CIL receipts, allocations have been made previously to support the work of the Cheltenham Paint Festival.  This included an allocation of £45,000 in July 2023 for £15k to be spent per year over three years, together with a further £7,500 in July 2025 for murals on the Honeybourne Line £7,500. The images below are those funded by the Honeybourne Line project: 

Supplementary question:

Based on the council’s own records or those of its partners such as Gloucestershire County Council, the police, or the Cheltenham paint festival, how many individuals are thought to be responsible for the repeated graffiti tagging in  ...  view the full minutes text for item 4.

Report of Cabinet Member for Housing and Customer Services, Councillor Flo Clucas

The Cabinet Member for Housing and Customer Services introduced the report, saying it is important not just as a legal requirement but to make sure that tenants feel safe in their homes and know that if they have an issue or problem, it will be addressed.  This applies not just to council tenants, but also to social landlords and the private sector, and the change in the law means that CBC will take up issues with landlords to ensure that their properties meet legal requirements.

In response to a Member’s question, she confirmed that although the council is enacting national legislation, there is currently no additional government funding to deal with it, although this may become available further down the line.

The Director of Housing, Customer Services and Communities undertook to provide written responses to two further questions, namely how well the council is resourced to manage and issue penalties, and where the money it receives from the penalties will go.

The Cabinet Member for Housing and Customer Services added that new staff are being recruited and it remains to be seen whether this will be enough to carry out the additional required work.  She suggested meeting with officers over the next few months to consider this and determine whether any further resource is required.

In debate, a Member thanked the Cabinet Member for Housing and Customer Services for an extremely insightful report, clearly setting out landlords’ responsibilities when letting properties.  She said it is likely that many tenants aren’t aware of their rights, and a readable summary of the policy would be helpful for them, as well as a checklist of legal requirements for landlords.  It is a great opportunity to make the rental environment better for both tenants and for landlords.

The Cabinet Member for Housing and Customer Services said this is already being looked at, and another agenda item at the meeting concerns the ‘tenant voice’, both in the public and private sector, to help them to be aware of their rights and ensure that landlords understand their responsibilities.  The Public and Environmental Health Manager added that the policy also provides transparency, making landlords aware of that to expect if they fail to comply.

The Cabinet Member for Finance and Assets welcomed the changes which will enable the council to help and support tenants, but regretted the lack of government action around these issues.

The Cabinet Member for Housing and Customer Services said that fixed penalties for landlords who failed to comply would make them think twice about what they were doing, and the names of landlords and lettings organisations which don’t comply will be available to tenants and tenant organisations when making their choices.

She concluded by thanking officers for all the work they have done, saying the council will continue to do its best to make life better for all tenants.

The Leaded felt it worth mentioning that the great majority of landlords are responsible, and that the council is looking to work with the  ...  view the full minutes text for item 5.

Report of Cabinet Member for Housing and Customer Services, Councillor Flo Clucas

The Cabinet Member for Housing and Customer Services said the council aims to put tenants and leaseholders at the very heart of all it does, which has not always been the case in the past.  Their voice is pertinent to what we do, and inviting them to speak out gives the council the opportunity to act on their behalf, help wherever possible, and explain the reasons why in some cases it cannot. She recommended the report to Cabinet.

The Cabinet Member for Waste and Recycling, Parks, Gardens and Green Open Space welcomed the excellent report, and asked what is being done to encourage tenants to participate and engage, which is key to its success.  The Cabinet Member for Housing and Customer Services confirmed that:

-       a group of tenants is already at the heart of what we do, and their important feedback helps the council to build and change;

-       community walks have already started and will continue;

-       tenants will have a single person with whom to communicate, responsible for linking aspects of the council’s housing provision;  this will encourage them to bring issues or problems to the council;

-       the Tenants’ Voice is posted to all tenants, giving them the opportunity to say what they want and to engage with the council.  Officers are championing this and working together with tenants to make it happen.

The Leader recalled that some years ago, CBH carried out monthly walkabouts in different parts of the town, and said that if this is to be revived, it would be helpful to make Members aware, allowing them to participate and then provide officers with feedback on what they have found in their wards.  Directing issues to the right person at an early stage will help get solve problems quickly as well as reducing the individual caseload for Members.

The Cabinet Member for Safety and Communities complimented the clear plan, which sets out its goals and how they will be achieved.  She particularly liked the clear foreword in the Action Plan, and the detail about different types of engagement activity, a lot of which is already happening. She welcomed the new forum for younger people and older people, and said she would like to this to complement the actions in the Year of Youth Voice Action if possible. 

The Cabinet Member for Housing and Customer Services said she would be pleased to work together to help make life better for people.

RESOLVED THAT:

1.    the Tenant and Leaseholder Voice Plan is adopted.       

Report of Cabinet Member for Housing and Customer Services, Councillor Flo Clucas

The Leader noted that the policies being discussed are not brand new, but updates to existing policies.

The Cabinet Member for Housing and Customer Services said that when communicating with tenants, it is important to ensure that all information shared is accessible, easy to read and understand, rather than set out in technical or legal language  She was happy to say this guide uses easily-accessible language, and that this is another way CBC is changing the way it does things to ensure that tenants are at the heart of everything.

There were no questions or comments.

The Leader thanked the Cabinet Member for Housing and Customer Services and officers for all the reports today.

RESOLVED THAT:

1.    the Tenancy Policy is adopted; 

2.    the Decant (Required Move) Policy is adopted.  

Report of the Leader, Councillor Rowena Hay

The Leader presented the report as published, which sets out the decisions made by the Community Infrastructure Levy Joint Committee (CILJC) to support infrastructure projects across Cheltenham, Tewkesbury and Gloucester, as set out in Appendix 5. She said the allocations support the delivery of three strategic infrastructure, aligned with the councils’ development priorities, climate goals, and corporate plan objectives, and that the report also outlines the legal, financial, environmental, and equality implications of these decisions.  She confirmed that the remaining £901,879 from Cheltenham’s share remains unallocated for future consideration.

Members were asked to note the decisions of the CIL Joint Committee.

The Cabinet Member for Safety and Communities asked for assurance that the committee would meet again before the end of the year as stated in the report, to reassess proposals, as there is a project in her ward that she would like to progress.  The Leader said it is in the diary but there are a lot of major infrastructure projects coming forward at present, including Junction 10, and allocation of funding will very much be based on need, priorities, and how any proposal sits with the Corporate Plan.

RESOLVED THAT:

1.     the decisions of the Community Infrastructure Levy (CIL) Joint Committee made on 14 July 2025. (Appendix 5) are noted.

Report of Cabinet Member for Safety and Communities, Councillor Victoria Atherstone

The Cabinet Member for Safety and Communities said licensing of sexual entertainment venues (SEV) is always very challenging, partly due to the absence of decisive action from successive governments, and as a result it remains the job of councils to find the best way to progress.  CBC’s stance is that it is better to license premises, but recognises that there are strong views around the subject and that many people oppose this view.  

The SEV policy is due for review and has undergone consultation and public engagement, but since publication of the report and draft policy, further representations have been made to her, other Members and council officers.  As a result, she is now proposing a different set of recommendations to allow further consideration of the policy by a Cabinet working group, who will produce a final version of the SEV policy for approval by Cabinet and Council as soon as possible.

The Leader said Members were aware of this request, and it demonstrates that the Cabinet is listening.  She supported the new recommendations, and suggested no further discussion of the paper was needed at this meeting and that it be suspended for the time being.

RESOLVED THAT:

1.    revisions to the Sexual Entertainment Venue policy are deferred;

2. a cabinet working group will be established to review the policy, with the terms of reference and composition of the working group delegated to the Leader in consultation with the Cabinet Member for Safety and Communities and Group Leaders

3. the working group will report back to Cabinet on the outcome of their review prior to any revised policy being presented to Council for approval

Report of the Cabinet Member Finance and Assets, Councillor Peter Jeffries

The Cabinet Member for Finance and Assets presented his report as published, which gives a clear picture of the financial position on 30 June,  showing some changes from the original budget and highlighting some the pressures and challenges the council is facing.  He said the focus remains on maintaining strong financial management and protecting services whilst continuing to deliver on key priorities, and he thanked the finance and property team who work extremely hard to keep the council on track.

In response to a question from the Cabinet Member for Safety and Communities, he said the report doesn’t include specific detail of where CIL money is coming from or how the parish council share is allocated, but that the Cabinet Member for Planning and Building Control would be able to provide further information, and he would be happy to be part of any discussion.  The Cabinet Member for Planning and Building Control confirmed this, saying that Members need to be aware that adding more detail to this report would result in significant additional work for officers where an off-line conversation would be more useful.

The Cabinet Member for Safety and Communities was particularly pleased to see how S106 money has been allocated to public art, saying she had enjoyed working with the Paint Festival project on the Honeybourne Line and was working with officers to extend that.  It was great that housing and investment in the town was improving the town with the public realm and art.

The Cabinet Member for Major Development and Housing Delivery said she was the responsible Cabinet Member when the budget was set in February – it was extremely ambitious with huge opportunities as set out, and despite a lot of new challenges around housing, recruitment, and additional government requests, it was great to see the budget as it now stands bouncing back with resilience.   She was confident that ways and means would be found to reduce the overspend, and congratulated the Cabinet Member and officers on how well the budget has held up in difficult times.

The Cabinet Member for Finance and Assets thanked Members for their comments, saying the council wants to invest as much as it can in the town, through CIL and S106, to provide the best possible services for residents but at the same time remain mindful, resilient and well-managed as we never know what is around the corner, with economic changes regionally, nationally and internationally all having an effect on the council’s finances,

The Cabinet Member for Waste and Recycling, Parks, Gardens and Green Open Space added that some of the challenges the council faces are completely beyond its control – such as the reduction in income from the crematorium, despite significant investment, as a result of lower mortality rates, fewer burials, and people looking for cheaper options.  The Leader agreed, saying that with a finite amount of money, any reduction in income requires the council to constantly monitor what it is delivering and make some difficult decisions.

RESOLVED  ...  view the full minutes text for item 10.

The Cabinet Member for Planning and Building Control said the planning team has been updating existing policies and introducing new ones to improve the, including planning policy and building control.  New staff have also been taken on to streamline the allocation of applications and manage S106 collection and follow up.  Recruitment is ongoing to strengthen the team and service.

The Cabinet Member for Major Development and Housing Delivery said we are in an exciting period, with several big projects underway, and reported on some recent events:

-       the recent launch of the Skills Hub at the House of Commons, with MP Max Wilkinson, together with HBD and other stakeholders, a fantastic project which aims create a talent pipeline for the many exciting jobs and opportunities coming in the county;

-       the first ten homes at Regents Village are ready, with many more coming soon, providing desperately needed, accessible homes; anyone interested should keep an eye on the portal;

-       things are moving at pace at the former Monkscroft School site, with an application progressing well for a very attractive development of 100%  affordable homes;

-       another affordable housing development at 320 Swindon Road is also moving forward, with a Meet the Builder event for neighbours and plans to bring children and young people to the site when work starts, to see how homes are built and career opportunities in the profession. 

The Cabinet Member for Economic Development, Wellbeing, Culture and Public Open Space highlighted the following upcoming events and recent activities:

-       the Lions at Large trail over the summer has been a roaring success and the lions will be auctioned off for charity at the racecourse, 01-05 October;

-       a new free exhibition – Material Worlds – Contemporary Artists and Textiles – will open this week at The Wilson and run until 11 January, focussing on textiles and demonstrate how familiar, everyday materials can be transformed into unexpected, radical and bold art;

-       with the support of the Pied Piper appeal, the Cheltenham Trust has recently launched SEND soft play sessions at Leisure@ to provide a calm, sensory, friendly space for children under 8 with additional needs;

-       Cheltenham BID, with the support of the council and other connected organisations, has financed the renovation of the elephant mosaic in the alleyway between the High Street and Grosvenor Place South, depicting an incident in 1934 when three circus elephants were paraded through the town.  The mosaics have been carefully repaired, cleaned, and sealed to significantly improve their appearance;

-       thanks to No Child Left Behind, Cheltenham BID and local businesses for the Cambray Festival on Saturday 06 September, an afternoon of free fun activities for older children;

-       the Everyman Theatre has recently launched a fund-raising appeal for its Grove Street project, a  dedicated creative arts education and community centre due to open Spring 2026.

The Cabinet Member for Safety and Communities also thanked NCLB and BID for delivering the Cambray Carnival, saying the council should aim for more free  ...  view the full minutes text for item 11.

Cabinet Members reported on the following decisions taken since the last meeting of Cabinet on 15 July 2025:

1.   15 August 2025:  Leader, Councillor Rowena hay

To enter a contract with Fire Proof Window Company Ltd to supply and install 76 fire-rated windows

2.  18 August 2025:  Cabinet Member for Planning and Building Control, Councillor Mike Collins 

Planning Policy Manager Roles

3.  02 September 2025:  Cabinet Member for Economic Development, Culture, Well-being and Public Open Space, Councillor Izaac Tailford

Grant agreement between Cheltenham Borough Council and Gloucestershire Everyman Theatre Company ltd for the financial years 2025-26

4.  11 September 2025:  Cabinet Member for Climate Emergency, Councillor Richard Pineger

To apply to Heat Network Delivery Unit round 15

5.  11 September 2025:  Leader, Councillor Rowena Hay

Civica Payments System

A briefing note had been circulated for information only.

The Cabinet in recommended to approve that:

-       in accordance with Section 100A(4) Local Government Act 1972 the public be excluded from the meeting for the remaining agenda items as it is likely that, in view of the nature of the business to be transacted or the nature of the proceedings, if members of the public are present there will be disclosed to them exempt information as defined in paragraphs 3 and 5, Part (1) Schedule (12A) Local Government Act 1972, namely:

Paragraph 3:  Information relating to the financial or business affairs of  any particular person (including the authority holding that information)

RESOLVED THAT:

In accordance with Section 100A(4) Local Government Act 1972 the public be excluded from the meeting for the remaining agenda items as it is likely that, in view of the nature of the business to be transacted or the nature of the proceedings, if members of the public are present there will be disclosed to them exempt information as defined in paragraphs 3 and 5, Part (1) Schedule (12A) Local Government Act 1972, namely:

-       Paragraph 3:  Information relating to the financial or business affairs of  any particular person (including the authority holding that information)

To approve the exempt minutes of the meeting held on 15 July 2025.

The exempt minutes of the meeting held on 15 July 2025 were approved as a true record and signed accordingly.