NORTH HILL NEIGHBOURHOOD DEVELOPMENT PLAN
2017 – 2030
CONSULTATION STATEMENT
Prepared by the North Hill Neighbourhood Development Group
OCTOBER 2016
NORTH HILL NEIGHBOURHOOD DEVELOPMENT PLAN
CONSULTATION STATEMENT
CONTENTSPAGE
INTRODUCTION3
BACKGROUND3
CONSULTATION ON THE PROPOSED3
NORTH HILL DEVELOPMENT PLAN (NDP)
- LEGISLATIVE REQUIREMENT
DEVELOPMENT OF THE PLAN – NARRATIVE3-6
CONSULTATION DIARY6-9
CONCLUSION10
APPENDICES:
1 Constitution and Structure (Terms of Reference)11-15
2 Initial Survey, Summary, Analysis and Comments16-22
3 Second Survey, Results and Analysis23-27
4 Parish Newsletter updates (Issues 1-12)28-34
5 Parish Council Meeting Reports35-48
6 Posters49
7 Open Forum Meeting Minutes50-55
8 Consultation Responses (a), (b), ( c) and (d)56-67
9 NDP Group68
INTRODUCTION
1 This Consultation Statement has been prepared to fulfil the legal requirements of Neighbourhood Planning Regulations 2012 (set out in Paragraph 3) relating to the North Hill Development Plan (NDP). Community engagement and consultation work has been undertaken, summarised in section 3, 4 and 5.
BACKGROUND
2 North Hill is a rural parish situated on the fringes of Bodmin Moor in East Cornwall. Nearly half of the Parish is within the Bodmin Moor Area of Outstanding Natural Beauty (AONB). The remainder of the Parish consists of two broad landscape types, ie the Lynher Valley which fringes the Moor and undulating farmland. There are two main villages of about one hundred dwellings Coads Green and North Hill, a smaller village/hamlet of Bathpool and a number of other hamlets, small settlements and farms.
The Parish has one church, one chapel, one public house, a primary school, a garage operation, a small quarry business, a residential home, an agricultural machinery outlet and a horticultural nursery. There are also two thriving Village Halls in North Hill and Coads Green and a number of B & B s. Farming is the main activity and there is a mix of people including a retired community, some local and home employment and many who work outside the Parish.
CONSULTATION ON THE PROPOSED NORTH HILL NEIGHBOURHOOD PLAN – LEGISLATIVE REQUIREMENTS
3 Section 15 (2) of Part 5 of the 2012 Neighbourhood Planning Regulation sets out what a consultation statement should contain:-
(a)contains details of the persons and bodies who were consulted about the proposed Neighbourhood Development Plan;
(b)explains how they were consulted;
(c)summarises the main issues and concerns raised by the persons consulted; and
(d)describes how these issues and concerns have been considered and, where relevant, addressed in the proposed Neighbourhood Development Plan.
Consultation and community engagement has been fundamental to the development of the NDP. The work carried out is outlined below and the requirements of the regulations are met within section 4 and 5.
DEVELOPMENT OF THE PLAN – NARRATIVE
4 This section is designed to provide an overview of the guiding philosophy and outline processes of the North Hill NDP. Much of the detail will be contained within section 5 and supported by information within the Appendices.
The Parish Council invited the Chair of an ongoing NDP from a neighbouring parish to talk about their experiences at an open meeting of the Parish Council in May 2015. As a result interest was shown in carrying out an NDP for North Hill Parish and the Chair of the Parish Council invited a member of the public to look into the possibility. In October 2015 a presentation was made by Mr D Jones of Bathpool, to an open meeting of the Parish Council and there was unanimous approval to proceed with an NDP.
From December onwards a monthly update on the proposed and ongoing NDP became part of the Parish Newsletter, a publication which is subscribed to by about 75% (about 300 households) of the North Hill Parish residents. Also, updates on the NDP and subsequent posters to inform on information/drop-in/open evenings were displayed on the main Parish notice boards at North Hill, Coads Green, Trebartha, Berriow Bridge, Middlewood, Congdons Shop and Bathpool. This system was maintained on a monthly basis throughout the Plan process.
Two information evenings, one at Coads Green and one at North Hill, were arranged in February 2016 and all subsequent meetings were set up at these alternative locations to provide equal access to all members of the community. It was decided to consult the whole Parish with regard to what they wanted, and indeed , whether they wanted an NDP at all!
The first survey was purposely designed to be open ended and not be too prescriptive. It was felt that it was important not to narrow down the process too early, but provide a genuine opportunity for all Parishioners to give their point of view.
In parallel with conducting the first survey an NDP group was formed, and Terms of Reference written (Appendix 1), and agreed with the Parish Council. These were written with a view to provide as much consultation with the community as possible. An important part of the process was a series of Open Forum meetings where all NDP matters were discussed and decisions taken. The minutes of these meetings are at Appendix 7. The creation of the NDP group was formed in an organic way and as a result of people volunteering to take part having seen the necessity of an NDP for the future of the Parish. It was also felt important that the group should represent the community (as indicated in Appendix 9).
The results of the first survey provided a great deal of information with regard to the needs of the community (Appendix 2). It was decided to focus on the four main themes of the Plan, ie Community Space, Business, Housing and Renewable Energy at that stage. It was felt that these themes are directly linked to land use planning and development, whereas the many other issues raised by the community were important but could be dealt with outside the Plan itself. Consultation with regard to this proposal was made at an Open Forum meeting and also with the Parish Council. The Chair of the Parish Council, also part of the NDP group, was involved with the ongoing process.
Throughout these deliberations and subsequently the Cornwall County Community Link Offices and Planning Officers were consulted on a regular basis, and always provided feedback which allowed the process to proceed at a good pace and with professional guidance.
The four themes which were identified were taken up as the proposed policies and a focused second questionnaire was set up and distributed to all households in June 2016.
It was recognised that the results of the second questionnaire survey, backed up by the information gained from the first survey, would very much determine the content of the NDP. Indeed, it was understood that the detail of the questions asked for the second questionnaire survey were inevitably going to lead to the detail of the NDP. It was accepted that this would be the case but it was felt that the first survey had set the parameters that the community wished to be part of the Plan and the second survey the focus.
At this stage the NDP group agreed that there were guiding principles which would have to be followed in formulating the Plan.
The NDP for North Hill had to be true to the wishes expressed by the community as indicated in the surveys and consultation.
The NDP had to be constructed so that it would pass scrutiny and examination by the County system.
The NDP would provide a statutory guide for the Parish Council to implement over the next 14 years and the policies contained within the Plan had to be sufficiently flexible to allow for change during the Plan period.
It was felt that the NDP itself should be written and presented in a way that a lay person could access and have brevity and clarity. Also, it was recognised that there was no-one with planning expertise within the NDP group.
The many other issues and concerns of the Parish expressed within the survey returns should be recognised and addressed in a document which would be supplementary guidance to the Parish Council and this document would not be submitted as part of the examination process.
The Plan should represent the particular needs of a very rural Parish whereby a balance between modest growth and development and maintenance of the current situation should be achieved.
Two other matters were discussed and they were the possibility of carrying out a Landscape Character Assessment and a Housing Needs Survey. After discussion and consultation it was decided not to proceed with either of these. The Landscape Character Assessment was 'offered' to the local History Group, but it was felt that as there was no local expertise available and as the Plan seemed unlikely to have any specific site or area proposals it was unnecessary. With respect to the Housing Needs Survey, the process and results from other parishes in Cornwall were looked at in detail, but it was felt that responses to such a single issue survey were relatively low and the conclusions reached were not more informative than what we were achieving from our surveys. It was also felt that as the response from the Parish to date had been good, a further survey might be counter-productive.
The results of the second survey were received and processed during July (Appendix 3) and in parallel a first draft Plan was produced. With 291 completed returns from 400 households it was felt this provided good evidence for the contents of the Plan. This first draft was sent to County and returned for a few modifications. The second draft was produced and became eligible for screening. Also the NDP co-ordinator attended a County led workshop on writing up the NDP.
The results of the second survey were collated and analysed by 1st August and the draft Plan put out to the community in early August. The two Open Forum meetings in August were designed to consult on the draft Plan. Copies of the draft Plan were also made available on two Face book sites, the Parish website and noticeboards, in the one Public House, Launceston Library and also placed within the Parish Newsletter. In this way it was hoped to reach as many people as possible and allow full consultation during the prescribed period of six weeks.
Due to the fact that the consultation period was largely within the holiday month of August it was extended to 27th September, the date set for the final Open Forum Meeting. The consultation responses came in during the month of September from the County, Schedule/consultation and also Parishioners. Unfortunately, nothing substantial in the form of amendments were received from the two Village Hall focus groups for younger people. Also no amendments were put forward by the Parish Council. The feedback from the County Planning Officer was also considered and based on this outcome a number of relatively small amendments were made to strengthen the Plan.
All the amendments and supporting documents were tabled at the Open Forum Meeting on 27th September, (Appendix 8 (c). These were approved and an amended Draft Plan produced.
The Parish Council were provided with a copy of the amended Draft Plan on 28th September and with a view to preparing for the next Parish Council Meeting on 10th October where the amended Plan could be accepted or not. In the meantime further feedback was received from County Planners, and whereas the County would accept the Plan as it was and there were a few suggested amendments. After negotiation it was decided to adjust some of the wording and layout. The only substantive changes were to include the words 'rounding off' and 'infilling' for the houses in Coads Green and North Hill, and to insert the phrase 'Affordable housing could be exceptional', in other words additional to the agreed number of houses. These changes were agreed by the NDP group and brought up at the Parish Council Meeting on 10th October. There were no objections and the amended Plan was approved at a full council meeting. The Plan for submission, with the Basic Conditions Statement and Consultation Statement, were then prepared for presentation to the Parish Council on 14th November and then on to County for examination.
NORTH HILL NEIGHBOURHOOD DEVELOPMENT PLAN (NDP) - Consultation Diary
2015
MayJune
October
November
December / Public invitation to hear the experiences of creating a development plan of the neighbouring Parish of St Cleer.
Mr Dai Jones (Bathpool) accepted an invitation by the Chairman of the Parish Council to look into leading the initial process of the Plan.
Explanation of the purpose etc of a Parish Plan provided at an open meeting of the Parish Council. Unanimous approval to proceed with consultation with Parishioners with a view to our NDP
Contact was made contact with the Community Link Officer (Mr Chris Sims) in order to have further guidance with respect to the Plan.
An application was made to County by the North Hill Parish to prepare a Plan. An application was also made for initial funding from the County Councillor grant (approved by Mr Vivian Hall). A further meeting took place with Cornwall Community Link Officer (Mr C Sims).
The first of the monthly bulletins was placed in the North Hill Parish Newsletter and also on all notice boards in the Parish. Chair of North Hill Parish Council was informed.
2016
JanuaryFebruary
March
April
May
June
July
August
September
October / A meeting with Mr C Sims took place with the aim of preparing for two open evenings in February to consult with the community. There was also scrutiny of the initial letter to all householders in the Parish.
The 2nd bulletin appeared in the Parish News, and again placed upon all notice boards in the Parish. A dedicated Plan Email was set up.
The need to 'open up' the process after the initial information/data collection phase was noted.
Meeting with Mr C Sims and also with Chairman of Parish Council. Agreed a format for the initial survey and letter to go to all householders after the 'drop-in' evening on the 23 and 25th February at Coads Green and North Hill Village Halls.
Met with Claire Tomkiss at Coads Green School. Explained the NDP and opportunities for school children.
Discussion of Terms of Reference for the NDP with an aim to produce a draft document for consultation with Mr C Sims and Chairman of Parish Council. This paper should be tabled at the next Parish Council Meeting in March with the aim of having the completed document available at the first Open Forum Meeting on the 19th April at Coads Green.
Approximately 30 members of the public attended the meeting with general enthusiasm to proceed with the Plan.
414 survey forms delivered to all the Parish householders by the 28th February.
Discussion with Chair of Parish Councillors. He agreed to act as the Parish Council representative and also represent the interests of business people in the community.
Shelby Brown the leader of the North Hill History Group agreed to act as an advisor to the NDP group.
The group co-ordinator met with the Parish Council to report on progress on the initial survey, and also to consult on the Terms of Reference for the NDP group.
The NDP group now consists of five members. Co-ordinator, Parish Council, Business, North Hill representative, Treasurer, Secretary, Farming and Coads Green representative. Also two advisers, Shelby Brown on History and Jenny Bousfield for ecology/environmental issues.
Co-ordinator met with both Church and Chapel pastors.
Mr Brian Ruby, Chair of the North Hill Parish Council viewed the file of evidence from the first survey and was updated on progress. He stated he was happy with the current situation.
Mr Adrian Parsons of West Illand Farm (member for Farming of NDP group) reviewed the survey file and was updated on progress.
Provided an update to the Parish Council. Received confirmation from the Parish Council that the Terms of Reference are acceptable.
First Open Forum Meeting took place on 19th April . Report of meeting attached but first survey results were analysed and after consultation the decision taken to move on to the next stage.
Mrs Sharon Crowells (Parish Councillor for Coads Green) volunteered to join the NDP group and was unanimously welcomed.
Discussion with the NDP group on the second questionnaire survey.
Update provided by the NDP co-ordinator to the Parish Council.
Feedback on the form of the second questionnaire was obtained from Cornwall Planning and some amendments made.
The possibility of the Local History Group carrying out a Landscape Character Assessment was raised. This was turned down by the group.
The second Open Forum Meeting took place at North Hill which considered the content of the second questionnaire survey. Report of the meeting attached.
The NDP group was represented at the monthly local Farmers Market at Coads Green.
An offer was made to Coads Green Primary School to be involved with a Landscape Character Assessment study.
The format of the second questionnaire survey was agreed by the NDP group.
The second survey was distributed to all householders by the end of the month. Just over 400 were delivered with two questionnaire sheets to each household. They were not delivered to empty houses and infrequently used holiday/second homes.
A report was made by the NDP co-ordinator to the Parish Council on progress with the second questionnaire.
A first draft of the Plan was agreed by the NDP group and sent to County for scrutiny.
After consultation with the NDP group and a report from County, a second draft Plan was prepared. This was sent to County for screening, and adjustments made in light of the continuing survey returns.
The survey returns were scrutinised by all members of the NDP group.
The Open Forum Meeting took place at Coads Green on 2nd August – the Minutes of this meeting are attached. The draft Plan was placed on Parish Website, Facebook, Notice boards and in the Parish Newsletter. The survey returns as at 4th August were 274 in number.
A response was made to the Parish Council on 8th August on progress.
By the 19th August the total returns of questionnaires were 289. A list of Schedule 1 consultation was sent to County to check omissions. Some additions were made to the Schedule 1 consultation document.
On the 30th August an Open Forum Meeting took place at North Hill Village Hall – Minutes are attached.
Feedback was received from Cornwall County, Parishioners and from Schedule 1 contribution.
On 12th September the Parish Council considered the Draft Plan without taking any decision.
On 27th September an Open Forum Meeting took place to consider all the amendments. The papers tabled and the Minutes of this meeting are attached.
The Parish Council were provided with all the literature relating to the Open Forum Meeting and a copy of the Amended Draft Plan.
The Amended Draft Plan was sent to the County Officers for scrutiny.
The Amended Draft Plan was considered by the Parish Council Committee and adopted on 10th October 2016.
The NDP and supporting documents prepared an presented to the Parish Council for 14th November meeting and then to County.
CONCLUSION