Agenda and minutes

1.       When the continuous alarm sounds you must evacuate the building by the nearest available fire exit. Members and visitors should proceed to the visitors’ car park at the front of the building and await further instructions (during office hours staff should proceed to their usual assembly point; outside of office hours proceed to the visitors’ car park). Please do not re-enter the building unless instructed to do so.

       In the event of a fire any person with a disability should be assisted in leaving the building.  

2.       To receive any announcements from the Chair of the Meeting and/or the Chief Executive.

84.1           The evacuation procedure, as noted on the Agenda, was advised to those present.

84.2           The Mayor indicated that he had used his discretion to accept an urgent item of business which would be considered at Agenda Item 8a. The item related to the recruitment of the Executive Director: Place and was urgent as the process needed to begin as soon as possible to recruit to this important new post.

85.1           Apologies for absence were received from Councillors G J Bocking, R D East, H C McLain, C E Mills, P W Ockelton, J K Smith and R J Stanley. 

Pursuant to the adoption by the Council on 24 January 2023 of the Tewkesbury Borough Council Code of Conduct, effective from 1 February 2023, as set out in Minute No. CL.72, Members are invited to declare any interest they may have in the business set out on the Agenda to which the approved Code applies.

86.1           The Committee’s attention was drawn to the Tewkesbury Borough Code of Conduct which was adopted by the Council on 24 January 2023 and took effect on 1 February 2023. 

86.2           The following declarations were made:

86.3           There were no further declarations made on this occasion.

To approve the Minutes of the meeting held on 21 February 2023.

87.1           The Minutes of the meeting held on 21 February 2023, copies of which had been circulated, were approved as a correct record and signed by the Mayor. 

a)   To receive any questions, deputations or petitions submitted under Council Rule of Procedure.12.

(The deadline for public participation submissions for this meeting is 2 March 2023).

b)   To receive any petitions submitted under the Council’s Petitions Scheme.

88.1           There were no items from members of the public.

To receive any questions submitted under Rule of Procedure 13. Any items received will be circulated on Wednesday 8 March 2023.

(Any questions must be submitted in writing to Democratic Services by, not later than, 10.00am on Wednesday 1 March 2023).

89.1           There were no Member questions on this occasion.  

To agree an amendment to the Constitution to enable appropriate delegation arrangements for re-designating polling places outside of a full Polling District review.  

90.1           The report of the Head of Democratic Services, circulated at Pages No. 12-14, asked Members to agree an amendment to the Constitution to enable appropriate delegation arrangements for re-designating Polling Places and Stations outside of a full Polling District Review. Members were asked to agree an amendment that authority be delegated to the Returning Officer/Electoral Registration Officer and their deputy to keep Polling Places and Stations under review and amend any such arrangements where there was an operational need prior to the next full review of Polling Places.

90.2           The Head of Democratic Services explained that the recent Community Governance Review had resulted in a need to make minor amendments to the Polling Places and changes to Polling Stations. Normally, Polling Stations were changed as a matter of course where required as a function of the Returning Officer but the Association of Electoral Administrators had advised that it was best practice to include a delegation within the Constitution for this purpose. A full review of Polling Places was to be undertaken between October 2023 and January 2025 and that would incorporate public consultation – including with interested parties – and would take account of revised Parliamentary boundaries. The results of that review would be brought to the Council as that was not a decision which could be made under delegation.

90.3           A Member questioned whether the full Constitution would be published on the website following the addition of this delegation and was advised that the Constitution was already published and this amendment would be made, if agreed, following the meeting.

90.4           Accordingly, it was

                  RESOLVED          That authority be delegated to the Returning Officer/Electoral                            Registration Officer and their deputy to keep Polling Places and                             Stations under review and amend any such arrangements                                               where there was an operational need prior to the next full                                           review of Polling Places. 

To agree an extension to the operation of the Gloucestershire Economic Growth Joint Committee. 

91.1           The report of the Chief Executive, circulated at Pages No. 15-18, asked Members to consider extending the operation of the Gloucestershire Economic Growth Joint Committee for a further six months, with the Council’s participation as a member authority, from 31 March 2023 to 30 September 2023 under the terms set out in the associated Inter Authority Agreement; to delegate authority to the Director of One Legal to agree and complete the appropriate legal documentation to allow the Inter Authority Agreement to be extended until 30 September 2023; and to delegate authority to the Chief Executive, in consultation with the Lead Member for Economic Development/Promotion, to agree the Gloucestershire City Region Board Partnership Terms of Reference for approval by the Council.

91.2           The Chief Executive explained that the intention was that the Gloucestershire Economic Growth Joint Committee would be stood down when the Gloucestershire City Region Board was established; however, the new City Region Board had been delayed so all Gloucestershire authorities were looking to agree an extension to the Gloucestershire Economic Growth Joint Committee for six months pending the establishment of the Gloucestershire City Region Board.

91.3           A Member sought assurance that, if the Tewkesbury Borough Council representative could not attend the Gloucestershire Economic Growth Joint Committee meetings, a substitute would be sent in their place. She was advised that this was what currently happened and that would continue to be the case.

91.4           Accordingly, it was

                  RESOLVED          1. That the operation of the Gloucestershire Economic Growth                               Joint Committee be extended for a further six months, with                                     the Council’s participation as a member authority, from 31                               March 2023 to 30 September 2023 under the terms set out                                         in the associated Inter Authority Agreement

2. That authority be delegated to the Director of One Legal to agree and complete the appropriate legal documentation to allow the Inter Authority Agreement to be extended until 30 September 2023.

3. That authority be delegated to the Chief Executive, in consultation with the Lead Member for Economic Development/Promotion, to agree the Gloucestershire City Region Board Partnership Terms of Reference for approval by the Council. 

To approve the establishment of a Member Appointment Committee for the appointment of the Executive Director: Place with the composition and Terms of Reference set out in Paragraphs 3.1 – 3.3 of the report; and the establishment of a Member Appointment Working Group for the appointment of the Executive Director: Place with the same composition and Terms of Reference set out in Paragraphs 3.1 – 3.3 of the report. 

92.1           The Chief Executive apologised for the late arrival of the report which had been circulated separately as an urgent item. He explained that Officers had been able to conclude the process of the new management structure earlier than anticipated and it would be helpful to agree the way in which the important Executive Director: Place post would be recruited to. He had now gone through the process and agreed all of the roles and the Officers who would slot into them so there would be a full complement of staff in the management structure to take forward apart from this role and that of Associate Director: Planning.

92.2           The Executive Director: Place was a Member appointment and, as such, there was a need to establish a Member Committee and Working Group to take that appointment forward. It was suggested the composition of the Committee and Working Group would be seven Members nominated by Political Group Leaders on the basis of four Conservative Group, one Liberal Democrat Group, one Brockworth First Group and one Tewkesbury and Twyning Independent Group. The membership would be the same for each group and the proposed Terms of Reference for each were set out within the report. The interview process would incorporate a meet and greet opportunity for all Members to participate and provide feedback which was similar to the approach taken during the recent appointment of the new Chief Executive. The recruitment for the Associate Director: Planning would run alongside the Executive Director: Place but was not a Member appointment.

92.3           A Member expressed the view that the timing was unfortunate given the local elections were in May and the new Council would not have input to this senior management role; however, she understood the need to be expedient.

92.4           Accordingly, it was

                  RESOLVED          1. That a Member Appointment Committee be established for                                the appointment of the Executive Director: Place with the                                        composition and Terms of Reference set out in Paragraphs                                   3.1-3.3 of the report.

                                                2. That a Member Appointment Working Group be established                              for the appointment of the Executive Director: Place with the                                   same composition and Terms of Reference set out in                                           Paragraphs 3.1-3.3 of the report.  

The Chair will move the adoption of the following resolution:

That under Section 100(A)(4) Local Government Act 1972, the public be excluded for the following items on the grounds that they involve the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act.

93.1          The Mayor proposed, and it was

                  RESOLVED          That, under Section 100(A)(4) of the Local Government Act                               1972, the public be excluded from the meeting for the following                              items on the grounds that they involve the likely discussion of                                    exempt information as defined in Part 1 of Schedule 12A of the                          Act.  

(Exempt –Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972 –Information relating to the financial or business affairs of any particular person (including the authority holding that information))

To consider the Outline Business Case for the Garden Town Development Corporation.  

(Exempt –Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972 –Information relating to the financial or business affairs of any particular person (including the authority holding that information))

94.1           Members considered and agreed to submit an Outline Business Case for the Garden Town Development Corporation to the Department for Levelling Up, Housing and Communities. 

(Exempt –Paragraph 1 of Part 1 of Schedule 12A of the Local Government Act 1972 – Information relating to any individual) 

To consider phases 2 and 3 of the retention and recruitment project.

(Exempt –Paragraph 1 of Part 1 of Schedule 12A of the Local Government Act 1972 – Information relating to any individual) 

95.1           Members considered and approved phases 2 and 3 of the retention and recruitment project.