MINUTES OF A MEETING OF THE SOMERBY PARISH NEIGHBOURHOOD PLAN STEERING GROUP
10th January 2017
At 3 Main St, Pickwell
PresentMary Anne Donovan (Chair)
Tom Allen
James Brown
Angela Fisher
Ros Freeman
Pat Fynn
Colin Marlow
Melanie Davies
Minutes taken by Kerstin Hartmann
WELCOME/APOLOGIES
Apologies were received from Carl Powell
DECLARATION OF INTERESTS
None were declared
ADOPTION OF MINUTES OF MEETING HELD: 13TH DECEMBER 2016
Minutes to be amended in one point, otherwise agreed and to be adopted. Kerstin to amend, then to email again and to meet MA for signing.
Proposed by Mary Anne Donovan Seconded by Pat Fynn
CHAIR’S REMARKS
PF raised the issue of closed meetings with regard to the requirements to advertise a closed meeting. The Chairman apologized for the oversight of not announcing the nature of the meeting and requested that in the future, if an oversight is noticed, that it be immediately brought to the attention of the Chairman. The meeting was set to focus on procedural issues involved with the written draft plan including the timetable, format, responsibilities, technical approaches and resources, and to address tasks still outstanding.
PF raises time frame for minutes to be distributed as within seven days (later corrected as guidelines state within ten days). Kerstin asks about draft version for PF to take to parish council meetings if there was not enough time in between the steering group meeting and parish council meeting for the minutes to have been adopted by everybody. PF clarifies that this would be possible, also ten day time frame refers to distribution of minutes to members of the steering group.
MATTERS ARISING
MA outlines purpose of meeting to discuss timetable for the NP (which had been emailed to everyone in advance, attached to minutes at the end), what to input, how to input, projects and what is still needed and to go through timetable step by step.
Enough evidence has been gathered to begin the written input to the draft plan in a number of areas which will be amended as it goes forward by the questionnaire and resident and stakeholder consultations.
Evidence and material to be used to write the neighbourhood plan should now be forwarded to Kerstin for her to plug in data. Target date of 3rd of April or nearest parish council meeting to this date for parish councillors to receive a NP draft to be discussed and commented upon before being given to MBC. PF asks about Your Locale input. MA explains that YL will write the policies, that group frames objectives in their language and YL will change it into policies. Once the NP draft was with MBC there will be six week period which will be time for consultation events within the different villages. This is not be confused with planned drop in sessions. Comments coming back from MBC will then be followed up with amendments to the NP. Coffee mornings/drop in sessions are to start to be organised now. Target was to have the referendum in late September.
Chairs of individual theme groups to discuss the timetable at their next meetings.
MA points out that background studies, research etc. should go into ‘drop box’, also issues and options as e.g. what to protect for the example of hedgerows policy for hedgerow cutting. The objectives should be phrased in a positive manner, YL will then phrase it the correct policy language.
Not everything can be covered by a policy e.g. change of conservation area e.g. examples from Burrough environment group leading to community action statements. Summaries of statements should be backed up by photos, numbers, charts etc..
Discussion around drop box, how to organise folders and shared folders accessible to all.
Summary of research first of all paints a picture and will drive statements. Research needs to be easily accessible across all groups.
Feedback on questionnaires: everyone positive noting that many parishioners had followed articles regarding the NP through Towards. MA informs that an anonymous donor has come forward for the prize draw money. PF asks if this could be acknowledged in the final NP with a thank you to this person.
MA raises the analysis of the questionnaire as there are two choices. Somebody to be hired to do it or we do it ourselves, also combination of the two possible. RF raises that counting should be somebody else but interpretation should be done by the group members. Open ended questions raised and AF gives example of bus use and reason for not using it being the same for most people. Kerstin offers to do the counting (paid). TA and JB raise question if an excel spreadsheet could be set up for this. Practicalities re prize draw to be done as publicly as possible but in a timely manner. CM asks about collection from houses. Kerstin explained that due to prize draw deadline being the 22nd of January they did have to be collected at that weekend 21/22nd January. CM raises that it may be better to already chase them this weekend as leaving it to the 22nd and nobody in at the time of going round may cause difficulties. CM suggests for Kerstin to email all volunteers regarding this and to explain to everyone the detail of the process until the 22nd re questionnaires.
AF reports on organising drop in mornings and going to meet with Leslie Walker to discuss. AF asks if anyone had particular questions to be followed up in drop in sessions to be emailed to her.
Question arises re publication of results from household questionnaires. MA answers that the results will not be published until the time of the drop in events within the different villages of the parish (second half of February).
Theme Groups
Environment
MA gives feedback for environment theme group. They have begun to identify local additions and amendments to the MLP. E.g. re green infrastructure recommendation to include escarpment between Pickwell and Owston. MA announces that she will have a meeting with the MB conservation officer next Monday. MA concludes that the environment group was doing ok considering the time frame.
Business/Infrastructure
PF gives feedback for business/infrastructure group. Visiting people for completion of business questionnaires was better but slow. CP was going to send out list of businesses to be visited. Kerstin to ask CP as not done yet. Also two new members on the group are going to meet with Burrough pub and visit the equestrian facilities in Somerby.
PF raises section 106 and difficulties understanding the detail regarding distribution of the money to parish facilities as it is only a percentage of money invested as e.g. new kitchen for the village hall. MA raises another means of money. TA understands that PILS and section 106 were the same/similar thing but in different areas in the country named differently and one had to choose between the two. CM explains that if e.g. a new village hall kitchen cost £10.000 and the contribution was 8% the amount to be raised to get the section 106 money was not realistic. This may be a different situation for a town but unrealistic for small villages.
PF updates re consultation with school and surgery. CP written email to school/academy asking for a meeting. PF spoke with surgery staff as who to contact but found that surgeries had inspection this week and next week and were very busy. Meeting to be arranged with commissioning group.
MA raises tourism as MBC states 85 Million income into the Burroughs from tourism. This was questioned, also raised that Belvoir Castle, Twinlakes, B&Bs etc. add up.CM raises future memorial and idea re twinning with another village to raise profile and attract more tourists. TA suggests to ask businesses about their tourist related turnovers. MA mentions that Somerby pub had indicated that income locals/tourism was about 50/50. Also when looking into tourism re wind turbine application there were figures from the equestrian center but this might be out of date by now.AF and MD mention cyclists. MD gives example of a Saturday plant swap event at the village hall and that a high number of cyclists stopped and came in for a cup of tea.
MA raises sustainable drainage to be looked into by the infrastructure group and suggests that a meeting with Severn Trent was needed. RF informs of house on Burrough Rd which was not allowed to connect to the sewer system but had to install a septic tank instead. Explanation at the time was that the sewer system could not take any more houses. JB points to the law change in 2013 when responsibilities for drain pipes changed.
MA raises issue around employment data and that MBC has none for Somerby parish hence have to get this data from businesses ourselves.
Housing
MA points to the HEDNA study, 2011 numbers and lessons learned from the past, the character of the village re design. Also pavements raised as no continuous pavements throughout the village, not wide enough for two people besides each other or walking on the road when with dogs. RF gives feedback re design and that work on this was happening now. CM asks about rule that no gas or oil tanks were allowed anymore for new builds. No clear answer given on this.
Any Other Business
MD gives feedback on wild life cam which has been set up in a hedgerow to film for a week and further spots planned for this.
AF to write article about household questionnaire for February Towards, also drop in coffie mornings to be announced in next Towards.
Next meeting to be held on 7th February 2017, 19.30 at Methodist Hall in Somerby.
Attachment
I. Neighbourhood Plan time table
1. Build Evidence Base August-December 2016
2. Develop the strategy statements/objectives for the
draft plan and each theme area supported with evidence.
(amend with Questionnaire, consultations as needed.) w/o 2 January -22 January
3. Plug in data and write draft plan w/o 10 January- 27 March (Finish)
4. Agree in Advisory Group and with PC w/o 3 April
5. Submission to MBC - Draft Plan (6 weeks) w/o 24 April - 5 June
(carries statutory weight when submitted)
6. Consultation Events w/o 1 May -14 May
7. Amend the Plan w/o 15 May - 28 May
8. Examination of NP by inspector (4 weeks) w/o 5 June - 2 July
9. Possible amendments w/o 3 July - 22 July
10. Referendum target date September
II. Format for submitting Strategy Statements/Evidence/Policies to be rolled up into the full plan and amended as needed.
- Summary of key research and stakeholder/resident findings.
- Issues identified and Options examined (bullet points).
- Objectives for the 2016-36 Plan by Theme area (housing, environment, facilities, etc.).
- Policy statements (YL will write these from the objectives).
- Community Action statements (what we want MBC to consider doing for the Parish).
- 1-2 page summary of each key evidence areas (charts/photos/stakeholder comments) for appendix;
- minutes of stakeholder consultations.
III. Outstanding Tasks for the NP Team
1. Questionnaire
-Distribute and collect (w/o 9/1 - 23/1).
-Analyse (w/o 23/1 - 6/2),
-Written summary of findings (w/o 12/2) -- organized to be used by Theme Group topics.
2. Environment
1. Summary of key findings including these sources:
- Draft MBC Environmental polices; GI network paper.
- MBC Reports: 2011-15 Ecology; Fringe Sensitivity Study; FSS Appendix 1 Somerby Local Green Space; Melton & Rushcliffe Landscape Study.
- Stakeholders: WT Green Infrastructure Guidance; Historic England planning guidance, Natural England, CPRE, Leicestershire County Environmental studies, Melton Conservation Officer.
- Parish Environmental Inventory, Questionnaire, special topic consultations (ECT).
2. Issues/options/strategy/objectives/policies (YL).
Include GI recommendation; Burrough Hill, Somerby South, Tourism special topics.
3. Community Actions: Conservation area appraisals and additions.
4. Evidence summaries for appendix by policy areas.
To Do:
- Complete village inventories. Rank buildings/green spaces for preservation.
- Complete issues and options group exercise.
- Agree priorities for preservation by village.
- Maps/ photos of environmental assets by village, including lanes/entrances.
- Maps of the settings of heritage assets.
-Wildlife habitat evidence base and maps/photos.
- Overall, layered map if possible.
- Tree survey maps and photos.
- Village and Parish Past and Present summary.
- Parish GI Proposal, including Areas of Separation, Footpaths, Bridleways.
- Limits to Development mapped by Village (Consultation with Housing Group).
- Special topics (Burrough Hill, Turbine sites, Tourism assets, Somerby South).
- Consider amending MBC policies with 'Local' points, plus new areas of policy.
4. Infrastructure/Facilities/Economy
-Summary of key finding including these sources:
- LCC 2014 Rural Economy Evidence Base, BGS surveys.
- MBC Draft Plan background documents: economy, facilities, sustainable drainage.
- Questionnaire and business questionnaire.
- Stakeholder consultations (businesses, farmers, civic, Severn Trent, etc. Parish Hub).
- Understand the 106/developer contributions benefits.
-Issues/Options/Strategy/Objectives/Policies for each theme area.
- Community Actions.
- Evidence Summaries for appendix by policy areas.
To Do:
- Summary LCC and HEDNA findings (ask James Beverley for HEDNA).
- True employment opportunity numbers by businesses within +/- 5km; quality of employment.
- Business questionnaire analysis and summary of findings.
- Follow-up consultations key businesses and agriculture segment. ( List: ECT, others).
- Statement/policy on economic land allocations/locations/types of businesses
- Consultation with Somerby School.
- Consultation with Somerby Surgery.
- Tourism statement (with Environment/Housing).
- Key stakeholder consultations (Churches/ Civic groups/Volunteer Groups after Questionnaire).
- Statement/policies sustainable drainage and traffic.
- Evidence summary for appendix by policy area.
5. Housing
Summary of key findings including these sources:
- Housing Needs Surveys: MBC/LCC/Somerby (2011 and 2016).
- Housing and Economic Needs (HEDNA) survey (James Beverley).
- MBC Draft Plan policies; Settlement Role (amend with evidence); background papers.
- Questionnaire and consultations.
- Lessons learned from historic building (e.g., numbers, flooding, affordable design).
- Stakeholders (including developers and Melton planners).
- Design standards survey of villages.
- Issues/options
- Strategy/objectives/policies (Here we will have to summarize evidence why we are different from MBC).
- Community actions.
- Evidence summaries for appendix by policy area.
To Do:
- Summary of the authorities' strategy, priorities, and how we are the same or different.
- Evidenced Parish housing development strategy - number, location, type, design, etc.
- Design Statement (design/density/street-scape/green spaces) by village with photographs.
- Decide timing of sustainability study for SOM2.
- Identify alternative sites with landowners, gain commitment, establish design/type criteria.
- Sustainability studies on new sites (with Environment Group).
- Design consultation with current and new developers (with Environment Group).
- Map Limits to development (with Environmental Group).
- Map recommended sites for NP, support with evidence from strategy and sustainability data.
6. Promoting the NP
- Advertise the questionnaire (mentioning the consultation in May).
- Set up drop-in groups on special topics to be proposed by Theme Group Chairs/Advisory Group.
-School initiative.
-Monthly communication with Parish/PC.
-Organising the May Parish wide Consultation.
-Organise the Referendum.