Agenda and draft minutes

Apologies were received from Councillors Atherstone, Chandler, Clarke, Harvey, Holliday,  Lynch, Mutton, Orme, Pemberton, Sankey, Smith and Steinhardt.

Councillors Baker, Williams and Willingham declared an interest in the motion as county councillors.

Minutes of the meeting held on 14 October 2024

Councillor Andrews wished to clarify that he had seconded the Public Realm motion at the last meeting, not Councillor Pineger.

Further to this amendment, it was

RESOLVED THAT

The minutes of the meeting held on 14 October were approved and signed as a correct record.

The Mayor had been to many lovely carol services and Christmas light switch-ons, visited care homes, and attended an event at The Wilson, funded through Cheltenham Pride, where children from under-privileged areas created artwork which was then put on display.  He also attended an enlightening session chaired by Councillor Atherstone in the Council Chamber,  In Our Own Words,  with female students from Pittville School.  They talked about their concerns as young women in Cheltenham, and was a good experience, demonstrating the importance of engaging with all our communities.  He hoped some of the issues they raised will be carried forward.

One of the Mayor’s charities, Caring for Communities and People, did their annual Hamper Scamper, collecting food and gifts from local businesses and donors for people who would not otherwise receive any.  He said it was sad that the demand for this has gone up by 34% from last year, with so many more families struggling financially, adding that without our charities in the town we wouldn’t be able to help as many people as we do.  On that note, he gave special thanks to David Bath, who raises large amounts of money for charity in the town, and has organised a selection box appeal which has had many hundreds of donations, including many from CBC staff.  The Mayor helped to deliver some of these to Riding for the Disabled and saw first-hand how appreciated they are.

The Mayor also visited the Royal Naval Parade of Cheltenham Sea Cadets, and having never been in the building before, he was impressed to see the great opportunities organisations such as this provide for young people to learn new skills – including rowing, sailing, and knot-tying - and to make new friends.   

Like the Mayor, the Leader said she had also had the privilege to represent Cheltenham locally, nationally and internationally throughout the year, meeting many different people, and was taking this opportunity to reflect on all the council has achieved in 2024:

-       housing colleagues were welcomed back to the CBC fold on 1^st July; thanks to tenants and leaseholders involved in our housing committee and tenant and leaseholder panels for their time and their voice, vital in driving and improving the service going forward;

-       CBC self-referred itself to the housing regulator, who provided no formal judgement but was pleased with the actions being taken thus far; huge thanks to all involved in that process and the work that will continue into 2025;

-       all-out elections in May, swiftly followed by the general election in July, involved a massive all-round team effort led by the elections team.  Thanks to them for the phenomenal amount of work entailed;

-       the Minster Exchange was formally opened, Golden Valley planning applications were submitted, and we delivered over £2m in savings; 

-       the council won accolades for keeping people safe during race week, for Cheltenham’s night-time economy, and for our amazing parks and gardens;

-       officers were involved in dealing with the fire at the Regent Arcade car park;

-       after 30 years of talking about it, the Municipal Offices are finally up for sale with applications now closed.  The airport is also on the market, to remain as an airport with much-needed investment.  Both have required a huge amount of effort from officers; the responses have been good, and many compliments have been received on the management of the process;

-       £20 million pounds has been received from the government to support another step on our journey to delivering the innovation centre. 

She went on to consider some of the challenges ahead:

-       the change in the National Planning Policy Framework announced last week will see increased numbers for CBC, and make working with our Strategic and Local  partners even more important;  there are many other changes which will need to be digested;

-       with the white paper inviting all remaining two-tier council areas to submit reorganisation proposals, at the same time requiring unitary councils to look at themselves again in terms of their size, she hoped that, once the contents of the paper have been fully digested, the county and the districts will be able to reach a consensus that is best for our county, noting that the government is anticipating that the changes will happen within this parliamentary term.

Returning to CBC’s achievements, she said the festive ice rink has been a huge hit again, now offering special relaxed glide sessions and working with the Holiday Activities Fund to offer free skating to local residents who meet the eligibility criteria. Sales are up on last year, thanks to excellent marketing and reputation, and also to our primary sponsor, Lidl. Last year the rink welcomed 30,000 skaters who spent an estimated  ...  view the full minutes text for item 5.

There were none.

1.     Question from Mr Craig Storey to Cabinet Member for Waste, Recycling and Public Realm, Councillor Izaac Tailford  

Could you tell what the tonnage (or similar) is per recycled type that is recycled on a weekly or monthly basis. That I presume tells us what the top three items are by weight, and also what will need to be found another home for recycling. I imagine the figures will be fairly high so what is the expected impact on other sites that will have to take this extra recycling. And if those figures are high surely its your duty to keep the site open.

Member response:

I am pleased to respond to your question which raises some helpful points about our decision to implement a prolonged closure of the site.

We know from figures reported for the last full financial year which was 2023/24 that a lot more residual waste (rubbish) than recycling is taken to the HRC – approximately 3,983 tonnes of residual waste per year compared to 834 tonnes of recycling.   910 tonnes of garden waste is also being taken to the HRC.

I am proud of our excellent kerbside waste and recycling services in Cheltenham and we are confident that the additional refuse (rubbish) can be absorbed within our kerbside service – we already pick up about 18,500 tonnes of rubbish each year.  We all need to do our bit with this and try to reduce the amount of waste we are generating for the sake of the planet and our pockets.  We are all part of a throw-away society these days and this has to change.

It would be great if we all recycled everything we could, not just some of it, and this would help improve our recycling rate as we only recycle just under half of what we throw away at present and our government target is to reach 65% by 2035.  I have just signed off on the purchase of a new fleet of recycling vehicles which will be able to cope with future demands for recycling other materials like cartons and flexibles.  These new vehicles have a larger capacity and again we are confident the kerbside service can accommodate extra recycling capacity from residents recycling more even when the HRC at Swindon Road is closed.  Putting recycling in a kerbside box at home is much easier than driving it to Swindon Road or anywhere else for that matter although we do have our bring banks around the town if residents do want to get rid of extra recycling.  Again, the bring banks will be serviced more regularly including the introduction of a Saturday collection to ensure they are able to deal with any additional recycling.

2.     Question from Mr Craig Storey to Cabinet Member for Waste, Recycling and Public Realm, Councillor Izaac Tailford  

What analysis has been done on the reported 1 million pounds required for redevelopment in an attempt to mitigate or reduce those potential costs? A major concern identified is  ...  view the full minutes text for item 7.

There were none.

Report of the Independent Remuneration Panel

The Chair of the Independent Remuneration Panel (IRP) introduced the report as circulated.

At the request of the council, the IRP has considered a Special Responsibility Allowance (SRA) for the Chair and Vice-Chair of the Cabinet Housing Committee, and looking at this in more detail, found that there is indeed a significant responsibility on the Chair and Vice-Chair which they felt is very much aligned to the Chair and Vice-Chair of Overview and Scrutiny.  The report therefore recommends an SRA of £4463 for the Chair and  £1517 for the Vice-Chair, recognising that this is a new governance structure and therefore requesting the opportunity to review the situation in 12 months’ time.

The Leader wished to put on record her thanks to the IRP.

In response to a question, the Chair of the IRP confirmed that member representations had been received as part of the review of the basic allowance, and emphasised that evidence from Councillors was invaluable.

RESOLVED (unanimously) THAT

1. the following recommendations of the IRP be accepted:

a)    That a 3% increase be applied to Member’s Allowances basic and Special Responsibility Allowances from 1 April 2025 following the National Joint Council for Local Government Services pay award andequal to an equivalent percentage increase of the £1,290 flat rate increase on a Grade I employee role.

b)   That the Chair of the Cabinet Housing Committee be awarded a Special Responsibility Allowance of £4,463 to be backdated to the 1 September 2024.

c)    That the Vice Chair of the Cabinet Housing Committee be awarded a Special Responsibility Allowance of £1,517 to be backdated to the 1 September 2024.

d)   That the Special Responsibility Allowances for the Chair and Vice Chair of the Cabinet Housing Committee be reviewed by the Independent Remuneration Panel in October 2025.

2.    the role profile of the Chair of Cabinet Housing Committee at Appendix 3 of the report be approved for inclusion within the Constitution.

Report of the Chair of Overview and Scrutiny

The Chair of Overview and Scrutiny (O&S) introduced the report and took the opportunity to  reflect on the successes of the committee. She highlighted that there had been a call-in on the decision to bring  Cheltenham Borough Homes (CBH) back in house at her first meeting as Chair, which resulted in the setting up of a scrutiny task group on the transition project. She was proud of its achievements and thanked those involved, including councillors, CBH officers, and a tenant representative. The Chair also referenced the attendance of the Police and Crime Commissioner and the scrutiny of the Minster Exchange project.

She welcomed the involvement of Members of O&S in drafting its work programme and invited feedback to ensure that scrutiny was focused on the right issues for councillors and members of the public.

In response to Member questions, the Chair of O&S made the following points :

-       the state of local NHS dentistry and GP waiting lists is something that had been examined under the previous Chair of O&S but she would be happy to raise the issue with local MPs if required;

-       the Annual Report does not include a summary of feedback from councillor representatives on joint committees, such as the Health Overview and Scrutiny Committee (HOSC), but those Members would be invited to submit a summary report for subsequent Annual Reports. Members were also invited to contact representatives if there were any matters they wished to raise at these meetings;

-       it was encouraging that the Local Government Association Peer Review had recognised the work scrutiny had undertaken on deprivation in the town, and this will be kept on the work plan in the coming year. The Chair would be happy to write to the MP with regard to the fact that the indices of multiple deprivation had not been reviewed since 2019 and more up-to-date data was requested;

-       joint scrutiny of licensing policy would be considered.

In debate, the Leader commented that, as an elected Member, she visits other councils as part of a peer review team, acting as a critical friend. She is proud to say that Cheltenham has a good scrutiny committee when compared to some of those other councils she has visited.

The Chair of O&S was praised for her significant contributions to scrutiny.

RESOLVED (unanimously) THAT

The Annual report of Overview and Scrutiny be noted.

Report of the Cabinet Member Finance and Assets

The Cabinet Member for Finance and Assets introduced the report as published, saying the council has an annual obligation to consult on this. Cheltenham has one of the most generous council tax support schemes in the country and she is proud that the council is able to support residents in new ways despite the pressures on local government finances. The new category of beneficiary for council tax support is those in receipt of the Armed Forces Compensation.

Members welcomed the report, highlighted the good work the council does in supporting residents, particularly those in the most deprived areas of the town. This includes the No Child Left Behind initiative and work with food banks. It was right that those in receipt of Armed Forces compensation should be supported. It was noted that the consultation response was relatively low and Members asked that efforts be made to increase that next year.

RESOLVED (unanimously) THAT

1. the Local Council Tax Support Scheme be approved and adopted for working age customers in Appendix 4 and summarised in Appendix 5, for 2025/26.

2. Authority be granted to the Deputy Chief Executive in consultation with the Cabinet Member Finance and Assets to uprate any premiums, allowances and determine the income levels in line with any increase in Welfare Benefits by 21 February 2025.

Report of the Cabinet Member Finance and Assets

The Cabinet Member for Finance and Assets introduced the report and explained that the council safeguards funds on behalf of Cheltenham residents and in the best interests of the town. Treasury funds are used to deliver council services which are increasing in cost, whilst central government funding is reducing. Due to its careful management, treasury is also used to support discretionary initiatives, such as No Child Left Behind. The Cabinet Member wished to put on record her thanks to the officer team.

A Member commented that the No Child Left Behind initiative had helped over 7000 children in the borough and sound treasury management had facilitated this. Officers were commended on their work. In response, the Cabinet Member for Finance and Assets stated that she was pleased that the council can support those children and families facing financial restraint. 

RESOLVED (unanimously) THAT

-       the contents of this summary report of the treasury management activity during the first six months of 2024/25 be noted.

Report of the Electoral Registration Officer

The Deputy Chief Executive introduced the report and explained that, in accordance with the Electoral Registration and Administration Act 2013, the council is required to complete a full review of all polling districts, polling places and polling stations every five years and this is subject to consultation.

In response to Member questions, officers gave the following responses:

-       a full equality impact assessment had been carried out on the function room at the back of The Umbrella public house in St Mark’s ward;

-       the council is committed to constantly reviewing polling stations. There has been significant disruption to schools over recent years and head teachers have approached the council to request that it looks for alternative locations;

-       councillors know their wards very well and therefore as part of the consultation can suggest suitable alternatives to officers for consideration;

-       the polling review relates to constituencies and as Swindon Village is in Tewkesbury constituency, it was not included in Appendix 3 of the report but included in Appendix 4.

-       officers will take on board the detailed comments on specific polling stations

A Member urged Councillors to feed in detailed comments at the consultation stage so that officers have time to consider them prior to decisions being put forward to Members for decision.

RESOLVED (unanimously) THAT the following be approved :

·         All Saints Ward – to merge polling district AC with polling district AA and to change the polling place / station for electors within the new polling district to All Saints Church, All Saints Road

·         Benhall, the Reddings & Fiddler’s Green Ward – to change the polling place / station for polling district CA and for electors to vote at Auditorium, The Pavilion, Hatherley Lane

·         Benhall, the Reddings & Fiddler’s Green Ward – to change the polling place / station for polling district CB and for electors to vote at Overflow Room, The Pavilion, Hatherley Lane

·         Charlton Park Ward – to merge polling district ED with polling district EA and for electors in the new polling district to vote at Cheltenham East Fire & Rescue Station, Keynsham Road

·         Charlton Park Ward – Create new polling district ED (current polling district EE) and for electors to vote at Old Patesians Sports and Social Club, Everest Road

·         College Ward – to merge polling district FD with polling district FC and for electors in the new polling district to vote at Portakabin, Town Hall, Imperial Square

·         College Ward – create new polling district FD (current polling district FE) and for electors to vote at Emmanuel Church, Fairfield Parade

·         Hesters Way Ward – for electors in polling district GB to continue to vote at St Marks and HW Community Centre, but in the event that the building is not available for electors to vote at Sports Hall, Oasis Centre, Cassin Drive

·         Lansdown Ward – to merge polling district HD with polling district HC and for electors in the new polling district to vote at St Gregorys Old Priory, 70 Clarence Street

·         Park Ward  ...  view the full minutes text for item 13.

Report of the Chair of the Member Development Panel

The Chair of the Member Development Panel (MDP) introduced the report, explaining that she is a keen advocate of development and training, and recognising the need for an innovative approach. New Members join the council every two years and policies to which the council must adhere evolve over time, meaning Members, including existing ones, require being kept up to date via training. The effectiveness of councillors is important to residents and officers, and she emphasised that participation in training develops working relationships with officers. Members were reminded that Democratic Services maintain the Member Hub with access to training videos and other information. Acknowledging that some Members may have other responsibilities, the Panel is constantly looking for feedback on how training can be delivered to ensure it is accessible to all.

She reminded Members that training records are now publicly available under each Members’ profile and, looking forward, informed Members that the Member Development Strategy can be used and developed and will encourage others to consider becoming a Councillor. Finally, she explained that the council was looking to obtain South West Councils Member Development Charter status and the Panel would be working hard to achieve this in the new year. 

The Leader thanked the Chair of the Member Development Panel for her significant contribution to this work.

RESOLVED (unanimously) THAT

The Member Development Strategy be approved and adopted.

Motion A

Proposed by: Councillor Frank Allen

Seconded by:  Councillor Flo Clucas

Road Chaos in Swindon Village

Swindon Village, and northwest Cheltenham, is one of the biggest business hubs in West Cheltenham, and is home to a diverse community of people. Businesses and residents rely on well-managed, safe, and usable roads to live and prosper.

Northwest Cheltenham is also a gateway to Cheltenham and its growth. We need well-maintained roads that continue to make this possible. What happens to the roads in Swindon Village indelibly affects the town.

In recent months, however, road closures, congestion, and chaos has blighted the area.

May 2024 saw a significant number of local residents and businesses impacted by the road closures in Swindon Village. A series of prolonged works, most notably on Manor Road, have meant significant delays, missed appointments, and a sizeable drop in local business sales. The road congestion has not abated.

Moreover, people feel unsafe using, crossing, and living next to these roads. The narrowness of Swindon Road bridge has resulted in pedestrian paths being blocked, and the bridge being impassable. People have been struck and badly hurt on this bridge and on Swindon Road due to poor road management. Properties have been hit by vehicles failing to pass narrow roads. Action needs to be taken to improve the safety of our roads, to properly coordinate road closures, and to manage traffic.

A petition garnering 100 signatures ran from early August to 30 September, and was formally presented to Gloucestershire County Council at Shire Hall on 6 November. However, while we are partially assured by the response, further action needs to be taken over the course of the new year to resolutely fix the problem.

With well-managed, safe, and usable roads in Swindon Village, we can increase the quality of life for residents while delivering on the Council’s commitment to boosting Cheltenham’s prosperity and economic growth.

Council is requested to approve the following resolution:

That the Leader of CBC will write to the Cabinet Member for Highways at Gloucestershire County Council (GCC) and request an end to the general road mismanagement in Swindon Village and northwest Cheltenham, with the following specific recommendations:

1. That a review into traffic regulation orders in the ward be undertaken, with a particular focus on delivering a TRO for a one-way network on Elm Street and Waterloo Street.
2. That a 20mph speed limit for streets in the ward be consulted on.
3. That Network Rail and the Major Projects team be asked to review the need to upgrade the Swindon Road bridge on the grounds of safety, with consideration for expanding the bridge and/or implementing a separated pedestrian/cycle crossing.
4. That GCC reviews the coordination of public utilities works with Borough and County councillors, local representatives and developers on a quarterly basis.
5. That GCC has recourse to their powers to implement fines and Fixed Penalty Notices in instances of non-conformity.
6. That safer pedestrian crossings on Tewkesbury Road and Swindon Road be implemented.
7. That the Cabinet Member for Planning and  ...  view the full minutes text for item 15.

The Director of Governance and Customer Services introduced an urgent report seeking a Dispensation of Absence under Section 85 of the Local Government Act 1972.  This would apply to Councillor Chandler with effect from 16^th December for a further period of up to six months, on the grounds of ill health.

RESOLVED (unanimously) THAT

-       Councillor Julia Chandler be authorised to be absent from all meetings of the Authority for a period of six months with effect from 16 December 2024.