FROME TOWN COUNCIL

making Frome a better place

The next meeting of FROME TOWN COUNCIL Wednesday 12th December 2012 at 7.00pm Frome Assembly Rooms, Christchurch Street West, BA11 1EB Members of Frome Town Council are: Dave Anderson; Eve Berry; Carole Bullen; Graham Burgess; Adrian Dobinson; Toby Eliot; James Godman; Pippa Goldfinger; Tricia Golinski; Damon Hooton; Claire Hudson; Peter Macfadyen; Dickon Moore; Helen Sprawson-White; Helen Starkie; Mel Usher; Nick White Due to the expected number of people wanting to comment on the Steiner School Planning application we request that a representative is nominated to present similar views, where possible. We have allocated a maximum of 20 minutes for this part of public participation. In order to record comments accurately we would appreciate a written copy given to the Clerk.

AGENDA
1. Public Participation 2. Apologies for Absence 3. Declaration of Members Interest 4. Minutes 5. Announcements 6. Public Participation 7. For Decision Steiner School Planning Application 8. For Decision Groundcare Contract 9. For Information Frome Town Centre Remodelling Feasibility Study 10. For Decision Evening Bus Services between Frome and Bath 11. For Information Land Owned by Homes and Communities Agency, Garsdale 12. For Information FTC/MDC Overlap Paper 13. Date of Next Meeting - Wednesday 30 January at 7.00pm

Yours sincerely

Paul Wynne Town Clerk 5 December 2012

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1. PUBLIC PARTICIPATION To receive representations for general topics. 2. APOLOGIES FOR ABSENCE To receive any apologies for absence 3. DECLARATION OF MEMBERS INTERESTS To receive any declarations of Members Interests in any item on the agenda 4. MINUTES a. To consider and approve the minutes of the Council meeting held on 3 October 2012 b. To receive for information the minutes of the last Internal and External Affairs Committee meetings. 5. ANNOUNCEMENTS To receive verbal announcements from Town, District and County Councillors 6. PUBLIC PARTICIPATION To receive representations regarding the Steiner School planning application. 7. FOR DECISION STEINER SCHOOL PLANNING APPLICATION Author - Planning and Development Officer a) Purpose of the report To provide background information and officer comments on the planning application to develop a Steiner School at Park Road so that the Council can make representations to the Local Planning Authority, Mendip District Council. The report focuses on the issues that the District Council can take into account when determining the planning application (material considerations see Appendix 1 for a list of material and non-material considerations). A copy of the application, plans and supporting documents will be made available at the meeting. b) Application description Demolition of the existing health centre and partial demolition of the existing Victoria Hospital, change of use of remaining buildings from Class C2 (residential institution: hospital/health centre) to Class D1 (non-residential institution: school), erection of new buildings comprising a new hall and kitchens, new two storey workshop and classroom block, and two storey classroom extension to Victoria Hospital, and provision of associated vehicular access, parking/servicing and landscaping. c) Summary of key material considerations All the documents that accompany the application and the report on pre-application consultation undertaken by the applicant have been studied. Below is a summary of the key material considerations that have emerged. d) Pre application consultation

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Two reports were produced by the applicants setting out the responses from the two public consultation events. The following is an extract from the executive summary of those reports. Those who did not support the proposal to open the Academy just outweighed those who do. Support for the school was focused around the need for more educational choice, and the sense that the Steiner approach provided a good alternative within the existing Frome provision. Those who did not support the school cited a range of issues, mainly centred on traffic concerns, worries about the impact on other schools and lack of belief in the Steiner approach. FTC Officer Comment The pre-application planning consultation carried out by the applicant is a material planning consideration and weight should be given to the fact that there were more people against the proposal than for. e) Transport issues A Transport Assessment has been produced by RPS Planning on behalf of the applicant and assesses the impact that the development proposals may have on the surrounding highway and transportation network. A Travel Plan has also been prepared that sets out the schools policy on travel to school. These are important considerations in the context of Policy Q3 of the adopted Mendip Local Plan which states that: Development will only be permitted if it: 1. makes satisfactory provision for access by all means of travel, particularly by means other than the private car, for servicing, and for parking of motor vehicles and cycles; 2. does not create traffic or environmental problems over the wider transport network or require transport improvements which would harm the character of the locality. The parking standards policy is also relevant: DP10 - Parking Standards New development will be supported where vehicle parking is proposed which is appropriate to the operational needs of the development. When assessing what is an appropriate level of parking provision in relation to a development proposal, regard will be had to: The objectives of reducing growth in the use of private vehicles and promoting alternative means of travel The need for on-site provision to prevent problems of highway safety, congestion or visual intrusion in the vicinity of the site A variety of surveys were carried out by RPS Planning to establish the amount of traffic generated by the existing use of the site. The following key data and statistics

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given within the report was used to determine the likely amount of traffic that will be generated by the site when at full capacity. Total pupil numbers in 2026/2027: 624 Total Staff numbers in 2026/2027: 70 Key statements within the Transport Assessment: Section 3.2.1 states:A total of 27 spaces are to be provided as part of the development proposals, including 5 disabled spaces. Forming the breakdown of these spaces, it is proposed that 9 of the 27 spaces will be used for staff, with the remainder used for parent/pupil drop off and visitors. Section 3.2.2 states:Once the Academy expands to become a full all-through Academy, it is proposed that the adjacent MUGA (Multi Use Games Area) will be used as an overflow parking area for further drop off spaces during the core arrival and departure times only. The facility will only be used for this purpose after secondary pupils are first enrolled at the Academy. Section 3.2.3 states:Once the full staff numbers of 70 are realised, approximately 35 are expected to travel by car and these will be involved in car-sharing schemes of at least 2 staff per car. 15 of the onsite parking spaces will be allocated to staff with the remaining 12 designated spaces and MUGA overflow providing drop off facilities. Another school policy that will influence the role and use of parking facilities of the site is to limit car parking drop off for primary pupils, unless exceptional circumstances prevail. This is supported by measures within the accompanying School Travel Plan Section 3.2.4 states (in part):the school has predicted that in the region of 80% of pupils will be within appropriate walking and cycling distance of the school and would not be required to catch public transport services to reach the Academy. It is envisaged that a further 10% would utilise car sharing schemes and the remaining 10% will travel by motor vehicle. Section 2.1.3 states (in part):Park Road is a two-way cul-de sac road serving the existing Frome Medical Centre, church, sheltered accommodation complex and the former Frome hospital site Section 6.2.1 concludes that:The proposed development is an appropriate scheme that technically should not have a material negative impact on the surrounding highway and transportation network and therefore RPS believes that the highways consultation should record no objection. This Transport Assessment is hereby commended to SCC as accompanying information to the planning application.

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FTC Officer Comment There is no evidence to back up the expected figures for pupils and staff travelling to the site, either in the form of a model used at another Steiner School or any other school. Therefore it is difficult to gauge the impact the development will have on the surrounding network. Park Road is a narrow cul-de-sac with no on street turning, which conflicts with the description in the Transport Assessment. There is an assumption that most pupils will live within walking and cycling distance of the school: the maps showing the locations of existing pupils show that a significant number of existing pupils already live outside Frome. There is a danger that the MUGA could be lost permanently to car parking; an appropriate condition should be imposed to safeguard future use of the MUGA for games purposes

f) Response from SCC Principal Planning Liaison Officer (concluding remarks a full copy of the response is attached as Appendix 2) Given the weakness in the Transport Assessment in predicting the levels of traffic that can be expected in Park Road each morning and the likelihood of many more cars than are predicted for the reasons outlined above, the Highway Authority is forced to conclude that the impact of the additional traffic from the development on Park Road will be unacceptable. There is no option but to recommend refusal of this application for the following reason:Park Road by reason of its restricted width, poor alignment and sub-standard junction with Christchurch Street West is considered unsuitable to serve as a means of access to the proposed development. The proposal is therefore contrary to Policy 49 of the Somerset and Exmoor National Park Joint Structure Plan Review (adopted Apr 00) and Policy Q3 of the Mendip District Local Plan/Core Strategy (adopted Dec 02). The Transport Assessment is not of sufficient quality and accuracy to enable the Local Planning Authority to make a full assessment of the traffic impact of this proposal. g) Design The key local plan policy relating to design is Policy Q1 - Design Quality and Protection of Amenity: Development will be permitted where its design relates satisfactorily to its surroundings in terms of: 1 the impact of the scheme on urban design; 2 the impact of the scheme on the landscape;

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3 the function of the open spaces around the development; 4 the amenity of neighbouring buildings and land-uses; and 5 amenity provided to occupiers of the development. Members should note that Victoria House and the adjoining Victoria Park are within the Frome Conservation Area (Character Area 9: Victoria Park) Policies EN19 EN22 of the adopted Mendip Local Plan deal with the requirements for new development, demolition and change of use within a Conservation Area. The site is currently dominated by the presence of Victoria House (a former hospital building) and a series of mature trees around its boundary. Victoria House with the exception of some low quality extensions will be incorporated into the design. The existing Chantry House is located in the north east corner and is not visible from Park Road. Some new buildings including extensions to Victoria House, a multipurpose hall and the Craft Building are to be constructed. They are to be constructed from solid laminated timber and clad in larch with the intention of making them distinctly different to the existing buildings. They are intended to appear as lightweight garden buildings adjacent to the dominant masonry of Victoria House. A key feature of the landscape strategy is the interweaving and interlocking of the built form of the new school into the landscape and the design seeks to achieve this principally through the retention of important landscape features (and habitats) such as the boundary hedgerows and larger trees along the Victoria Park boundary. The Mendip District Council Conservation Officer has indicated that they have no real concerns with the application. They think that a reasonably conservative and sensitive approach is being taken towards the historic building on the site. The contemporary approach to the new build is encouraged. However, they would like to see a better assessment of the impact on the views of the site from the Conservation Area especially from the north. FTC Officer Comment The applicant promotes a contemporary and high quality design that makes a clear distinction between the existing and new buildings on site. Attention has been paid to the relationship between the development and surrounding landscape and overall it is not considered that it will have a detrimental impact on the amenity of surrounding buildings or land uses. However, an assessment of the impact on views from the north of the site would be welcomed. h) Waste Management A site waste management plan has been prepared by KIER Construction setting out the proposals for the site. It takes into account all of the required legislative requirements. Kier procedures are committed to the halving waste to landfill initiative. Materials will be reused on site where possible with the rest recycled where possible.

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i) Flood Risk Assessment A Food Risk Assessment has been prepared by Integral Engineering Design. The assessment identifies that the site is within Flood Zone 1 which is a Low probability of flooding, less than 1 in 1000 annual probability of flooding (associated with river or sea flooding) in any one year. For surface water, an attenuation pond will be provided. The flood risk assessment has been produced in accordance with the National Planning Policy Framework (NPPF) section 10 and is supported by technical data. It demonstrates that the site is suitable for development without flood risk and without causing an increase in flood risk to others. j) Noise An Acoustic Assessment Report has been prepared by RPS Planning. It assesses the suitability of the site for development in line with the requirements of Building Bulletin 93, which sets out the constructional standards for acoustics for new school buildings. The report provides details of external and internal noise levels. With regard to noise from site generated traffic, the report concludes that noise levels from traffic generated by the site are expected to be similar to those currently experienced for the sites use as a health centre. Therefore it is not considered that noise from traffic to and from the school will have any significant effect. On sports areas and playgrounds, the report concludes that noise from sports areas and playgrounds should be considered in the design. To minimise the disturbance to neighbouring Noise Sensitive Receptors (NSRs) it is recommended that sports areas and playgrounds are not positioned in locations directly adjoining the gardens of properties on Weymouth Road or directly opposite from Longleat Court. FTC Officer Comment Given the weaknesses in the Transport Assessment in terms of predicting future traffic levels, it is difficult to assess the impact of site generated traffic on noise levels in the area. Whilst the Design and Access statement states that the main sports facility will be located next to the churchyard to minimise the noise impact on the surrounding area, it does not detail how the other areas, shown as outdoor areas will be used or give any indication as to the possible noise levels. k) Ecology An Ecological Appraisal has been produced by RPS Planning. The purpose of the ecological survey was to identify the habitats present within and around the site and the potential for the site and adjoining habitats to be used by species that receive legal protection. Section 6.1.1 of the report it recommends that many of the established boundary habitats have biodiversity value and should be retained in the re-development of the site. Retention and enhancement of parts of the Chantry House garden would also

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help conserve existing features of higher value. The mature field maple has nature conservation value in the context of the site and field maples of this size are not common. The age and dieback will provide habitat for invertebrates, although this ecological value may be classified as poor arboriculture condition. Section 6.2.1 of the document states that the demolition of the south-eastern section of Victoria Hospital will result in the loss of a transitional bat roost and, to comply with legislation, would need to be undertaken under a Natural England European Protected Species (EPS) mitigation licence. l) National Planning Policy Framework (NPPF) Paragraph 72 of the NPPF specifically deals with the development of schools. The NPPF advises that the government attaches great importance to ensuring that a sufficient choice of school places is available to meet the needs of existing and new communities. It goes on to say that Local Planning Authorities should take a proactive, positive, collaborative approach to meeting this requirement and to developments that will widen the choice in education. The development of a Steiner School will certainly broaden choice in education in Frome. m) Conclusions Positive points to emerge include: The Steiner School will broaden choice in education in Frome, an objective promoted by the NPPF The applicant promotes an innovative and high quality design that makes a clear distinction between the existing and new buildings on site. Attention has been paid to the relationship between the development and surrounding landscape and the need to protect habitats of biodiversity value The need for proper waste management is addressed by the proposal The site is suitable for development without flood risk and without causing an increase in flood risk to others.

The key issue is the apparent weakness in the Transport Assessment in predicting the levels of traffic that can be expected in Park Road. This is a sensitive issue by virtue of the fact that Park Road is narrow, is poorly aligned and is served by a substandard junction with Christchurch Street West. An accurate assessment of traffic impact will also inform the assessment of noise generated by on-site traffic. n) Recommendations It is recommended that the following representations are made to Mendip District Council: That the Council requests an update of the Transport Assessment so that the impact of traffic can be more robustly assessed

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That the Council requests that the Travel Plan is updated to ensure that better provision is made for sustainable transport and safe routes to school that minimise car movements That the MUGA should remain available for games use and not to be turned into a permanent car park; an appropriate condition should be imposed That an assessment be required of the impact of the development on views from the north of the site

Appendix 1 Material & non-material considerations Material Planning Considerations - examples Local, strategic, national planning policies and policies in the local plan Emerging new plans which have already been through at least one stage of public consultation Pre-application planning consultation carried out by, or on behalf of, the applicant Government and Planning Inspectorate requirements - circulars, orders, statutory instruments, guidance and advice Previous appeal decisions and planning Inquiry reports Principles of Case Law held through the Courts Loss of sunlight (based on Building Research Establishment guidance) Overshadowing/loss of outlook to the detriment of residential amenity (though not loss of view as such) Overlooking and loss of privacy Highway issues: traffic generation, vehicular access, highway safety Noise or disturbance resulting from use, including proposed hours of operation Smells and fumes Capacity of physical infrastructure, e.g. in the public drainage or water systems Deficiencies in social facilities, e.g. spaces in schools Storage & handling of hazardous materials and development of contaminated land Loss or effect on trees Adverse impact on nature conservation interests & biodiversity opportunities Effect on listed buildings and conservation areas Incompatible or unacceptable uses Local financial considerations offered as a contribution or grant Layout and density of building design, visual appearance and finishing materials Inadequate or inappropriate landscaping or means of enclosure

Matt Williams the Senior Planning Officer who is dealing with the application has advised that he does not believe that the impact this application may have on other school places within Frome, is a material planning consideration.

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Non-Material Planning Considerations - examples Matters controlled under building regulations or other non-planning legislation e.g. structural stability, drainage details, fire precautions, matters covered by licences etc. Private issues between neighbours e.g. land/boundary disputes, damage to property, private rights of access, covenants, ancient and other rights to light etc. Problems arising from the construction period of any works, e.g. noise, dust, construction vehicles, hours of working (covered by Control of Pollution Acts). Opposition to the principle of development when this has been settled by an outline planning permission or appeal Applicants personal circumstances (unless exceptionally and clearly relevant, e.g. provision of facilities for someone with a physical disability) Previously made objections/representations regarding another site or application Factual misrepresentation of the proposal Opposition to business competition Loss of property value Loss of view

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8. FOR DECISION MDC CORE SERVICES CONTRACT Presentation from MDC and The Landscape Group Author of paper Town Clerk a) Summary The Landscape Group and MDC will be making a presentation on the new contract. This paper provides a background to Cllrs on the main content of the contract and recommends that FTC open discussions with The Landscape Group to explore enhancing the service in Frome. b) Background MDC has now let their core services contract to The Landscape Group. The areas of work covered by the contract comprise grounds maintenance, facilities management, civil engineering works, street cleansing and toilets. Parts of the contract, grounds maintenance, for example, started on 1 November while street cleansing starts on 1 July 2013. The contract covers a 10 year period and the whole of Mendip district. A more detailed summary of the contract content provided by MDC is at appendix 1.

c) MDC thinking behind the contract There are below a series of passages taken from a paper presented to MDC Cabinet on 24 September. They provide a reasonable summary of MDC thinking. Combining a range of services under one contract and management customers will experience increased efficiencies and synergies, e.g. between grass cutting and street cleaning; which will lead to a better outcome in terms of cleaner streets. (The new contract) presents opportunities for flexibility and incorporation of service enhancements by working with local parishes and community action groups. The Contract Management Team and the new Contractor will form a robust working partnership with clear governance and monitoring to ensure project delivery focuses on delivering a high quality service to a programmed plan. This will be supported by public engagement that will endeavour to foster strong community lines through a variety of forms including open dialogue with town and parish councils. apprenticeship proposals forming part of the contract contribute to the.opportunities for employed and unemployed to improve their basic and vocational skills.

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It is worth exploring with MDC and The Landscape Group how FTC can collaborate with them to deliver these objectives. Other than the references to parishes above, there is no mention in the paper of the desire for MDC to embrace or consider the localism agenda and Government enthusiasm for devolving public services to the local level. Indeed, rightly or wrongly the scope of the contract covers a wide range of services over the whole of the district over a very long contract period which may preclude many of the more interesting aspects of the localism agenda. Indeed the paper presented to Cabinet confirmed that: the main aims of the Core Services Contract project was (sic) to achieve value for money and savings in the cost of delivering a range of core, predominately public facing, services. the combined contract will deliver the same range of services for less than 1,500k per annum representing significant savings estimated to be in excess of 350k per annum. d) Discussion Many Cllrs have been concerned for some time about street cleansing in the town centre and in the last few months FTC has employed a lengthsman to give the town centre a daily deeper clean with a response time to solve problems within six hours. This service covers all parts of the town, not just FTC land. We have, therefore, been reacting to and dealing with increasing complaints from residents on matters which are strictly not our responsibility. Our philosophy, however, is; if its a problem the resident is not concerned who is responsible, they just want action. The new contract will not cover anything that is not MDC responsibility and therefore will exclude all private land and town council land. These anomalies and the incomprehensibility (to the community) of several public sector organisations maintaining land and street furniture will remain. The classic example is the river frontage in the town centre with parts owned by FTC, Mendip , the County, the Environment Agency or indeed apparently nobody. A joined up service that the town requires will not occur unless agreements are made with the contractor. It is worth exploring, therefore, whether FTC could deliver some of the contract in the town on behalf of The Landscape Group in order to provide a more comprehensive service that reflects community wishes. It may also worth exploring whether it is feasible for The Landscape Group to take on some of the FTC responsibilities. It might be more appropriate, for example, for the contractor to mow our bigger sites such Weylands, Victoria Park and Mary Baily Playing Field while we concentrate on smaller sites.

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It should be noted that informal but positive get to know you discussions have already taken place between Simon Woollen and the local contract manager for The Landscape Group. e) Recommendations That discussions are held with The Landscape Group and MDC to explore local additions, anomalies, omissions and amendments to the contract and with FTC. That the Town Clerk brings a review of the situation back to the Council in six months time.

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9. FOR DECISION FROME TOWN CENTRE RE-MODELLING FEASIBILITY STUDY Author - Economic Development and Regeneration Manager. a) Purposes and scope of the report This is an interim report to summarise progress on the feasibility study into the remodelling of Frome Town Centre and recommend next steps. A more detailed presentation will be delivered at the meeting by consultants, Landscape Projects. This will include detailed sketch plans. b) Background Members will be aware that the Town Council commissioned consultants, Landscape Projects, to undertake a feasibility study to examine the potential for remodelling the public realm of the town centre of Frome. The aim is to make a more welcoming, people-friendly place, and to reinforce the economic, cultural and social vitality of the town. The study was designed to help answer two key questions: Is there value in remodelling the town centre? What are the range of options that would deliver a more vibrant town centre? The commission grew out of the Vision 4 Frome Community Plan, which recognised that the town centre is dominated by traffic which adversely affects peoples perceptions of the town as a place to shop and visit and their ability to move across the town centre. The study, carried out by Landscape Projects in summer/ autumn 2012, examined the potential for a wide range of improvements across the town centre with a special but not exclusive focus on the Market Place. An evidence-base of data describing the public realm of the town centre was assembled through desktop study, archive research, site observations, stakeholder workshops and interviews. The project as a whole has been guided by a steering group comprising representatives from Frome Town Council, Somerset County Council, Mendip District Council, Frome Civic Society, Frome Chamber of Commerce and other parts of the community. Technical stakeholder meetings were held with County Council and District Council officers. Town centre stakeholder meetings were held on 12 and 24 September at Trinity Church Hall and an open public meeting was held on 2 October at the Frome Cheese & Grain followed by a public exhibition at the same venue between 2 and 7 October. People were also able to make their representations online through the Town Council website and Facebook page. The public consultation exercise went well and, despite some initial scepticism, the majority of respondents wanted to see some improvement with most preferring Option 3 (see paragraph 4.0 below). c) General findings Landscape Projects findings show that: Fromes public realm has been shaped by its topography. The steep sloping streets to the south and west of the town centre contrast with the relatively open, level spaces of the riverside and Market Place.

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Frome town centre is generally easily accessible from conveniently placed car parks in the lower part of town. Vehicles dominate the town centre streets particularly the Market Place, Bath Street and The Bridge. This severely affects people movement and adversely affects footfall. Activity in the public realm is primarily associated with shopping; there are few places to stay, linger or appreciate the townscape. Evening and night time activity is low; people seem reluctant to make use of the town centre, perhaps due to lingering perceptions of anti-social behaviour. Landscape Projects concluded that, there was value in remodelling the town centre.

d) Preferred option Landscape Projects examined the feasibility of a range of options for the wider town centre but with a focus on the Market Place. Those options were: Option 1 Signal controlled crossing to link Stony Street with the Market Place Option 2a Super Crossing a signalised super crossing where all traffic stops while pedestrians walk across Bath Street and Market Place to Stony Street and Cork Street Option 2b - Zebra crossing a combination of three zebra crossings allowing pedestrians to cross while all traffic stops across Bath Street and Market Place to Stony Street and Cork Street Option 3 This option completely transforms the Market Place by resurfacing and realigning kerbs, widening footways and providing courtesy crossings which mark crossing points. Drivers will drive more slowly due to the design of the carriageway making it easier for pedestrians to cross. The core scheme would include not only improvements to the Market Place but also advanced traffic calming from Butts Hill to Welshmill Road. It became clear from the consultation exercise that the most popular of the option was Option 3. Like Option 2b, this option would improve the appearance and character of the public realm. Investment required to provide crossing facilities would be less than for a signal controlled junction. However overall, Option 3 is the most expensive option. Overall public realm improvements and traffic calming would improve pedestrian safety by reducing vehicle speeds and increasing driver awareness. The preferred option should have less impact than a signalised crossing on vehicular flows. In designing such a scheme, attention would need to be given to visually impaired pedestrians who may find it difficult to negotiate a courtesy crossing and the drainage issues associated with providing raised tables. Many of the respondents would like to see parking removed from Boyle Cross as part of this option and considered that the introduction of free short term parking elsewhere would address concerns about the loss of parking in this location.

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Somerset County Council have made it clear that traffic modelling will be needed to take account of the impact of development on traffic and that the implementation of any scheme is subject to the County Councils approval, detailed design (including safety audit) and further public consultation e) Landscape Projects recommendations Landscape Projects recommend that: traffic is slowed throughout the town centre by means of traffic calming measures between Butts Hill and Welshmill Road which include entrance gateways, streetscape design, surfacing, narrowing and carriageway tables. drivers are made aware, through street design measures including paving and lowered kerbs, that they are driving within a pedestrian priority area as they enter Market Place. car parking, street furniture and other obstacles to pedestrian movement within the Market Place are removed, allowing pedestrians more freedom to cross in places which suit them. public realm improvements, including the provision of seats, shelters and other features, reinforce the perception that Market Place is a pedestrian priority area. The partners in any future scheme have the option to pursue a core scheme which focuses on the Market Place and traffic calming measures between Butts Hill and Welshmill Road or pursue a wider scheme incorporating improvements to the wider town centre including works to Palmer Street, Stony Street, Church Steps, river ramp, river walkway and tree planting in car parks. f) Estimated costs In setting out an estimate of the costs of recommended re-modelling of the town centre, it is important to note that the estimates are very preliminary and are subject to confirmation following impact assessments, further site investigation and detailed design. However, Landscape Projects have made allowances for likely service diversions, below ground conditions, VAT, contingency and design fees. Their estimates are as follows: Core scheme: Option 3 provide traffic calming and courtesy crossings with York stone paving and resin bonded gravel: 1m Core scheme: as above but with high quality concrete paving and coloured bitmac wearing course: 794k Core scheme + wider town centre improvements including works to Palmer Street, Stony Street, Church Steps, river ramp, river walkway and tree planting in car parks: 1.5m It was not part of the study remit to identify sources of funding but it is essential that the Council has an indication of costs in order to source funding. Exploring potential sources of funding is an important next step for the Council and its partners to pursue. g) Conclusions The feasibility study established that the re-modelling of the town centre would:

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improve pedestrian safety enhance the historic assets and places of the town centre make a more distinctive and integrated lower town centre make better connections between lower and upper town centre areas, by reducing the severing effect of the road through traffic calming, which will result in increased footfall. make more attractive places for staying, with increased seating and shelter create a greener and more sustainable town centre through tree planting and use of robust, sustainable materials. support activity into the evening through lighting improvements.

The recommendations put forward by Landscape Projects should be seen in the context of the wider work that the Town Council is pursuing that is trying to improve the vitality of Frome Town Centre e.g. the marketing of the town, the development of the towns markets and the regeneration of the adjoining Saxonvale site. Pursuing the remodelling of Frome Town Centre would be a significant step in developing a distinctive place that people are attracted to and would help the Town Council to realise its ambitions for the sustainable economic development of Frome. h) Next steps Any development is subject to Somerset County Council approval, policy, detailed design (including safety audit) and further public consultation. The first step towards approval would be an assessment of the traffic impact of any re-modelling exercise focusing on the recommended core scheme and the core scheme + wider town centre improvements. A development brief is currently being prepared which if implemented would result in a report on the likely impact of the recommended improvements on other routes with a particular focus on Rodden Road New Road Wallbridge Locks Hill. This assessment would be commissioned by Somerset County Council but the cost would have to be financed by Frome Town Council. A verbal update will be provided on the cost at the meeting. In due course and subject to the outcome of the assessment of traffic impact, there would also need to be an assessment of the impact on air quality. Although Frome is not currently an Air Quality Management Area (AQMA), it is understood that it is close to meeting the criteria for designation as an AQMA. Another crucial consideration is how the recommended improvements could be financed. Possibilities include New Homes Bonus, Community Infrastructure Levy, Reserves and Lottery funding. i) Recommendations That the Economic Development & Regeneration Manager be authorised to progress this project to the next stage with Somerset County Council i.e. to commission an assessment of the traffic impact of the recommended improvements

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to the town centre and report the results back to members as soon as the work is completed. That the Council retains the services of Landscape Projects on a day rate basis to help review the outcomes of the assessment and comment as appropriate The cost of the above work to be financed from within the existing Economic Development & Marketing budget That the Economic Development & Regeneration Manager further investigates how the recommended improvements could be financed and report the results back to members.

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10. FOR DECISION - EVENING BUS SERVICES BETWEEN FROME AND BATH Author Cllr Golinski a) Summary There is concern about the possible loss of the popular evening bus services between Frome and Bath from March 2013. This service is not considered to be commercially viable without financial support from the local transport authority. Bath & North East Somerset Council (B&NES) is consulting on whether to continue subsidising the service for 2013/14. This paper recommends that FTC urges B&NES not to withdraw and urges SCC to reinstate their subsidy for the evening 267 bus service between Frome and Bath. b) Background Somerset County Council (SCC) and B&NES as the local transport authorities have a duty to secure the provision of such public transport services as the council consider it appropriate to secure to meet any public transport requirements within the county which would not in their view be met apart from any action taken by them for that purpose (as defined in the Transport Act 1985). Up to the end of March 2011 the majority of the service subsidy was provided by SCC, but this support (11,423 in 2010/11) was withdrawn following a review of priorities for supported services. The full cost of the subsidy is therefore now carried by B&NES Council. c) Discussion B&NES is consulting on their bus revenue support for 2013/14, and among the services under threat is the First 267 evening service (Bath - Frome). B&NES are considering, and consulting on, whether their financial support should be provided to retain this service. Three evening journeys (Monday Saturday) from: Bath at 19:15hrs, 21:15hrs and 23:15hrs Frome at 18:16hrs, 20:10hrs and 22:10hrs Recent surveys showed that nearly 90% of the passengers on the service were travelling to or from destinations in Somerset (mostly Frome). Of most concern is that this service, which is most of benefit to Frome residents, may be lost. It seems that it should be subsidised by Somerset, but has not been since March 2011, and Somerset do not appear to be considering reinstating their subsidy. Somerset County Councillor Maggy Daniell, while agreeing that this service is important to Frome residents, has stated that, with savings of 30 million needing to be made this coming year, and now with extensive flood damage to roads etc as well, that in her opinion there is no chance of a previous saving being reversed.

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making Frome a better place
d) Recommendations: 1. That Frome Town Council makes a representation to Bath & North East Somerset Council urging them not to withdraw their subsidy for the evening 267 bus service between Frome and Bath. It should be noted that B&NES have not invited comments from towns and villages outside of B&NES. 2. That Frome Town Council makes a representation to Somerset County Council urging them to review their subsidy for the evening 267 bus service between Frome and Bath, and liaise with Bath & North East Somerset Council to ensure this service continues. 3. That FTC considers providing a financial contribution to this service.

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making Frome a better place
11. FOR DECISON LAND OWNED BY HOMES & COMMUNITIES AGENCY GARSDALE Author Economic Development and Regeneration Manager. a) Purposes and scope of the report To brief members on progress in purchasing the freehold of land owned by the Homes & Communities Agency at Garsdale, to identify the options open to the Council in terms of the future use of the industrial building and recommend next steps. b) Background At the Council meeting on 22 August 2012, members received a confidential report on a proposal to acquire 0.56 ha. (1.39 acres) of land which is currently owned by the Homes & Communities Agency (HCA) at Garsdale. It was resolved that an application be made to the Department for Communities & Local Government (DCLG) and subsequently the Public Works Loan Board for loan capital to enable the purchase of the freehold interest in the HCA owned land at Garsdale subject to contract. Members will be aware that the main purpose of the acquisition is to safeguard the training, advice and guidance operations currently within the Saxonvale Centre on the site whilst a longer term property solution is found in negotiation with a future developer of the wider Saxonvale regeneration area. The site includes an industrial building extending to 810.7 sq. m. (8726 sq. ft.) which is currently vacant. The site also includes a series of Elliott style portable buildings occupied by Somerset Skills & Learning and subject to a ground lease at a peppercorn rent which is due to expire on 31 March 2013. c) Progress Written approval to borrow has now been received from DCLG. Any application to the Public Works Loan Board will await the completion of contract discussions with HCA. Further informal advice has been obtained regarding residential land value should planning permission be obtained and up to 1 million could be secured. A series of investigations have been undertaken. These include:

A building survey A geo-environmental survey to determine whether there are any environmental liabilities associated with the purchase An inspection of the electrical installation within the industrial building An asbestos survey

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making Frome a better place
An assessment of the cost of demolition of the industrial building should this prove to be necessary Obtaining advice regarding VAT

The key findings are as follows: The survey of the temporary buildings occupied by Somerset Skills & Learning demonstrated that the buildings are in good order The industrial building is in a dilapidated condition having been subject to vandalism and theft. The disrepair is apparent both to the fabric of the building and the internal services and finishes. The cost of bringing the building back into a standard of repair that would enable future occupation would depend on the use to which it is put. However, a conservative estimate of the minimum investment to bring forward the use of the building would be in the region of 50,000 + VAT. The geo-environmental survey showed that concentrations of potential contaminants are low and below the levels that would be considered a concern for future residential or commercial uses. The consultants recommend some ground gas monitoring given the potential future use of the site for residential purposes. Quotes have been obtained from three demolition contractors to identify the cost of demolishing the industrial building complete to the top of the ground slab cutting off any protruding steelwork and removing all materials from the site for appropriate disposal. The cheapest quote was 6,500 + VAT and this absorbs the cost of disposing of the floor tiles with asbestos content. There would be an additional cost of 70 for planning permission to demolish. Advice has been obtained regarding VAT. The best way to protect VAT recovery, as far as possible, is for the Council to opt to tax the land and buildings. This means that any rental charges will be subject to VAT excluding any peppercorn agreements. Making an option to tax means the Council has the intention to make taxable supplies from the outset and therefore VAT incurred on the purchase will be recoverable.

d) Options for the use of the industrial building On the assumption that the purchase proceeds, there would appear to be three options for the Council to consider in dealing with the industrial building. Option 1 - Do nothing Option 2 - Let the industrial building on a temporary basis Option 3 - Demolish the industrial building

The implications of each of these options are explored below. Option 1 - Do nothing There are outstanding appeals lodged by the HCA with the Valuation Office Agency with a view to getting the property de-rated on the basis of dereliction and a

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making Frome a better place
response is awaited. However, as things stand, empty property rates (currently 24,961p.a.) would continue to be payable as long as the property remains empty and there is no intention to repair the building. The property would also need to be insured at an estimated annual cost of 374 (inclusive of tax) and made secure with fencing at an estimated cost of 1300 + VAT. Option 2 - Let the industrial building on a temporary basis The Council has recently engaged PJK Chartered Surveyors to undertake an employment land study for the purposes of informing work on the Neighbourhood Plan. Part of the brief was to advise on demand for industrial premises in Frome. According to PJK, about 4% of the total business premises stock is currently available which amounts to 4,946 sq. m. and with annual take up at around 5,125 sq. m., there is a possibility that we may find an occupier. We are also aware of a growing demand for start-up space and have received a speculative approach from Edventure Frome who are interested in using the building to support the start-up of some new social enterprises including a wood recycling business. However, one of the terms of the agreement with the HCA is that the Council would dispose of the property for redevelopment as soon as possible. In those circumstances, it would not be in the Councils interest to let the building for a lengthy term. This has implications for obligations that we may wish to impose on any occupier of the building. In general, if the term is short, they are likely to be reluctant to make any significant investment in the building and would probably look to the Council to make the building habitable. The level of repairs required would depend on the use to which the building is put. For example, if the ground floor only is let for storage purposes, the main concern would be ensuring that the building is secure and weather tight. However, a more intensive use of the building would necessitate a higher level of investment by the Council. Overall, the viability of this scheme would depend on raising either grant or loan funding to finance the necessary repairs. Option 3 Demolish the industrial building This would be the cheapest option at 6570 + VAT, with no continuing liability for maintenance, insurance, securing the site or paying business rates. The cost could be financed from current budgets. It would also send a clear message that the Council is serious about bringing the land forward for redevelopment. The Council could still secure an income in the short term through the letting of the space for open storage. For example, enabling containers to be stored on site might be one way of supporting business incubation. e) Recommendations That the Council opts to tax the land and buildings shown in Appendix 1 and applies to HMRC for this purpose

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That the Economic Development & Regeneration Manager be authorised to: arrange some ground gas monitoring ahead of completion of the purchase make preparations for the industrial building to be demolished as soon as possession is secured bring forward proposals in terms of how the land will be used following demolition

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making Frome a better place
12. FOR INFORMATION FTC/MDC OVERLAP PAPER Author Town Clerk 1 Summary At the last meeting of FTC and MDC on 23 October 2012, there was a useful discussion on how to work towards meeting each Councils objectives. It was agreed that both Councils would draft a paper on the areas of overlap between the corporate objectives of the two organisations. The reasoning was that if an asset transfer, for example, could be seen to meet the objectives of both organisations then there was a greater chance of it happening. We have completed and sent our paper to MDC which ia attached at appendix 1 for information. At the time of writing (4 December) no paper has been received from MDC although there is a further meeting arranged for 6 December and a verbal update will be provided. We have also not received a response to the paper tabled at the last Council meeting regarding the establishment of a Frome Assembly and Forum. 13. DATE OF NEXT MEETING Wednesday 30th January at 7.00pm at the Frome Assembly Rooms

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making Frome a better place