SHIPLEY NEIGHBOURHOOD PLAN
Steering Committee Meeting
Monday 10th April 2017
Minutes
Those Present
Sarah Bulmer (Chair) (SB) Mark Beckett (MB) Jo Nunn(JN)
Stephen Roggendorff (SR) Lee Lovett (LL) Amanda Jupp(AJ) Nigel Jupp (NJ) Gordon Lindsay (GL) Gill Hood (GH)
Paul Richards (Parish Clerk) (PR) Nicky Wiltshire (Secretary) (NW)
Apologies
Ginny de Zoete, Nigel King-Tours, Charles Coombe-Tenant, Thomas Hayes
The minutes of the last meeting were read and approved by the committee
SB confirmed that the action to email Norman Kwan (NHP Planning Office HDC) in relation to the higher than expected fee proposal from Troy Navigus remained outstanding as a response from Norman was still awaited.
ACTION: LL and PR to take matter forward at next Parish Council meeting.
NHP Survey
Survey approved at Parish Council meeting and a date of 5th June agreed for the Steering Committee to prepare surveys for distribution.
SB advised that she would now arrange printing of surveys and labels. 600 surveys would be ordered. This would cover the provision of extra surveys for any Knepp residents not on the electoral roll.
200 surveys would be printed for distribution to the schools within the parish. AJ confirmed that she had spoken to the headteachers about the survey as per action outstanding from last meeting, and that she was happy to deliver and collect surveys from the schools.
ACTION: Parish Council to purchase stamps.
ACTION: SB to confirm final printing costs to PR once available
Surveys would also be made available on the Shipley Parish website.
SB suggested that when the survey is posted on the website, to highlight that anyone can attend Steering Committee meetings.
ACTION: Forms generated from website to carry a reference so that they can be identified as being generated via website.
ACTION: PR to arrange for meetings open to all notice to be highlighted on website.
Call for Sites
Parish Council confirmed that they were happy with the wording on the surveys with regards to the Call for Sites.
AJ suggested making a reference to the Call for Sites on the Shipley Parish Website.
ACTION: PR to arrange for a notification to be placed on the website.
An official letter has been supplied by Troy Navigus for use but the date on this needs amending prior to issue.
AJ queried whether a deadline is required for Call for Sites. PR suggested same date as return date for survey.
Committee Vacancies
SB asked for any nominations from the committee to assume the position of new Chair and NW put herself forward for the role.
AJ raised concerns that this then left the Secretary role vacant.
It was then suggested that the Parish Clerk should fulfil the Secretary role however this may cause some budgetary issues.
AJ/NJ stated that it needs to be recognised that the NHP needs to be supported and that the Parish Council need to decide how they wish to dedicate resources in order to do this.
NW formally nominated to take over as Chair, with motion seconded.
ACTION: Parish Council to consider budget provision to allow the Clerk to undertake the Secretary role in addition to his existing commitments, if no alternative solution can be found.
ACTION: ALL to canvas for additional committee members (Secretary plus 1-2 additional committee members required)
Budget & Finance
PR confirmed that a new grant of £9k is now available to take us through to 31/03/18 and that there are also some other smaller, local grants available.
PR advised that the Parish Council has confirmed that we can pay the Troy Navigus fee from our budget.
Troy Navigus have raised some concerns over the sharing of their fee schedule with HDC as HDC undertake outsourced work that technically qualifies them as a competitor.
ACTION: GL to investigate and confirm
A.O.B.
Shipley Parish Village Day
It was suggested that banners would be strategically placed at the event to advertise the Neighbourhood Plan and the survey instead of a manned stand.
SB advised that she had banners that could be appropriated for use.
Terms of Reference
NJ raised that the ToR was due to be revised and re-agreed as per the minutes of the last meeting. PR advised that they could be tightened if required.
ACTION: NW to review ToR and liaise with PR accordingly
May meeting
AJ suggested cancelling meeting on 8th May as Parish Council don’t meet until 18th May and due to no further action being required from the Committee until the surveys were back from printing.
ACTION: Meeting on 8th May cancelled. NW to advise Bookings that Coolham Village Hall no longer required on this date.
NEXT MEETING:
5th June @ 7.30pm