Agenda and draft minutes

Cllr Celia Phipps took the Chair for this meeting of the Neighbourhood Committee to decision on the allocation from the Section 106 fund and Community Infrastructure Levy fund.

- In accordance with Council procedures, councillors are required to declare any interest, which they have on matters on the agenda.

a.     At the start of the meeting no declarations were made by the members

b.     As the discussion on agenda item 2 progressed, allocation of the CIL funds members declared the following interest;

                                                    i.     Mark Bradshaw – non pecuniary interest but as Chair of the Way out West organisation.

                                                  ii.     Celia Phipps – pecuniary interest via a family member in Southville Community Association (SCDA)

                                                 iii.     Stephen Clarke – pecuniary interest in SCDA

                                                 iv.     Charlie Bolton – pecuniary interest in SCDA

c.      The Democratic Services Officer examined the nature of the interest and established that pecuniary interest was held by 3 of the 4 members in respect of the application by SCDA for funding from CIL.  The following action was taken:

·       The 3 members concerned were asked to withdraw from the decision making process.

d.     The committee was informed that one councillor was not quorate and legal advice would be sought on how to take the decision .

Action: DSO to consult with Legal.  Members comments were noted on the applicants listed in the report, to bring forward to the agreed decision making process.

Andrew McLean to present.

a.     The meeting was called to enable the Neighbourhood Committee to make the decision on allocations based on the recommendation of the sub-group in respect of CIL funds and the recommendation of the partnership Co-ordinator in respect s.106 funds.

b.     The Chair directed the discussion to section 2 of the report that detailed the funds available and the priority list as recommended by the GBCP sub-group.  The following comments were made as each applicant was considered.

                           i.     The balance of the CIL funds was confirmed at £103,569.90 and not as stated in the report of £101.188.74.

                          ii.     The Partnership Co-ordinator produced the sub-groups working document in the form of the flip chart sheets, detailing the thinking process.

                        iii.     Ashton Vale Club £3850 – Members were concerned about funding equipment that would not be maintained.  Appropriate insurance cover and repairs maintenance have to be undertaken by identifiable group.  The trampoline will be on housing land but management cost would not be supported by the housing revenue fund.  City Parks department were not in the position to take on the management due to restricted funds.  The following condition was added and if satisfied the allocation would be made;

·       The allocation would be made subject to Young Bristol agreeing to take on management and maintenance of the trampoline with appropriate public liability insurance.

·       Action: AM to liaise with Tom Penn in Parks and with Young Bristol to confirm their position on management of the equipment.

·       Action: All enquiries to be made and answers received before the end of March.  If the above conditions cannot be met no allocation would be made.

                        iv.     South Bristol Toy Library - £3500

·       There was concern over whether the United Reformed Church Hall were agreeable to the alteration to the church doors.  The request was for sums to support the replacement of the doors with accessible glass door.

·       Action: AM to contact the church for confirmation before the award was made.

·       Agreed subject to the above.

                          v.     Ashton Vale Community Centre - £4175

·       Members were assured that the improvements to the area immediately outside the centre would contribute to the future development of a toddler play area.  The  proposed fencing would align with the future development and would meet the requirements proposed by Jon Bos, Property Partner responsible for Community Asset Transfers negotiations.

·       Agreed

                     vi.     Way out West - £15,000

·       Mark Bradshaw withdrew from the discussion about allocation.

·       The committee was quorate.

·       The amount was awarded without conditions.

                   vii.     Southville Community Development Association (SCDA)- £95,380

·       Members were aware at this point that the balance of the CIL fund would be awarded to this group. 

·       Cllr Clarke proposed that Windmill Hill City Farm request for £7100 placed at e) on the priority list and Compass Point Parent Teachers & Friends Association at f) request for £1227 be considered above the award to SCDA.  That only after awards had been made to these groups should the balance be awarded to the SCDA.

·       Cllr Bolton was concerned about ignoring the  recommendation of  ...  view the full minutes text for item 34.

Legal Advice provided was as follows and based on 3 members holding pecuniary interest in an organisation to benefit from an award from the CIL fund.

a.     The Neighbourhood Committee quorum is 2 members out of the 4.  With 3 members declaring pecuniary interests one Member committee is not quorate.

b.     The decision making on all allocations as detailed in the priority list should not be taken by the Neighbourhood Committee.

c.      Delegation protocol indicates that as the sum involved is less than half a million the decision must be taken by the relevant Strategic Director, in this instance Alison Comley Strategic Director for Neighbourhoods.

A meeting was convened on the 13^th March with the Strategic Director, in the presence of the Democratic Services Officer and Cllr Mark Bradshaw.

I.       DSO presented the priority list and the discussion around each application.  Cllr Bradshaw was invited to comment to share background information on each organisation aid understanding.

II.     The Strategic Director made the following decisions for the distribution of the CIL fund of £103,569.90.

See the table on the next page