Category: Steering Group meeting

From July 2022 until Regulation 15 in late June 2023, Steering Group meetings were Zoom meetings going through the comments from Regulation 14 and the supplementary consultation.

The key participants were:

• Stuart Todd – consultant
• Rory Jenkins – chairman
• William Rogers – secretary
• Kevin Havil
• Roger Kayes
• Philip Moore

Phillip Henwood attended many, but below half of these meetings. His input was still invaluable.

As all of what was being discussed was being logged in the comments document, minutes weren’t taken.

The dates were:

• 5 July 2022
• 6 July 2022
• 13 July 2022
• 14 July 2022
• 26 July 2022
• 28 July 2022
• 2 Aug 2022
• 6 Sep 2022
• 21 Sep 2022
• 4 Oct 2022
• 3 Nov 2022
• 10 Nov 2022
• 7 Dec 2022
• 15 Dec 2022
• 10 Jan 2023
• 10 Feb 2023
• 16 Mar 2023
• 22 Mar 2023 – post the mini consultation
• 29 Mar 2023 – presentation to the parish council (full update)
• 4 Apr 2023
• 12 Apr 2023
• 18 Apr 2023
• 20 Apr 2023
• 25 Apr 2023
• 4 May 2023
• 11 May 2023
• 18 May 2023
• 15 Jun 2023 – final review of documents for Regulation 15

Meeting via Zoom link to be sent out to all of the Steering Group members (and consultant Stuart Todd)

1. Attendees and apologies
2. Approval of minutes of Meeting on 22^nd  March 2022
3. Contacting land owners update.
4. Publicity as we approach the start of the 6 week Regulation 14 step.

1. • Post mailshot – WR
   • Email mailshot – RJ
   • Posters & Parish Notice Boards – WR
   • Poster in shops etc  -WR
   • Social media notifications – RJ
   • www.PerranPlan.co.uk updates:
     • Put the “Regulation 14 Pre-submission Version of the Plan” on the Website – RJ
       • Mark the current version as being the pre-Regulation 14 “soft” community consultation version – RJ
     • Put the “CC SEA / HRA screening opinion report” on the Website – RJ
   • Repeat sending the updated “Regulation 14 Pre-submission Version of the Plan”to all consultees (including CC) – ST, WR, RJ

5. Rounding off and Settlement boundaries update.
   It has been discussed at Steering Group meetings that some of the group have heard developers have managed to challenge aspects of the St Agnes NDP Settlement Boundaries. We believe around the issue of “rounding off”. RK was going to contact Jeremy Content (The “Principal Development Officer” for Cornwall Council Area Team 4, that includes all of Perranzabuloe), for his input.

6. Local Green Spaces
   Has this been updated and completed (& put on the www.perranplan.co.uk) Website? – KH

7. Green Buffers
   Hendrawna Gap is only in the Appendix – RK update

8. Settlement Boundaries
   What (if anything) needs to consider being changed given SG member observations. – RK
   Public comment changes to be dealt with post Friday the 17th of June 2022

9. Retail Policy BER9
   What (if anything) needs to consider being changed given SG member observations. – KH
10. AOB
    • Are hard copies of the documents planned for the team to have at the Public Exhibitions? If yes, which are wanted ?
    • The current Appendix 1 …. Blank pages at the end. Will these be the actual documents when we move to Regulation 14 stage and send these to the consultees etc ?
    • RJ draft default reply to all who have written in OK?
11. Date of next meeting

1.    Attendees and apologies

Rory Jenkins, Roger Kayes, Kevin Havill, Phil Moore, William Rogers, Stuart  Tod

No apologies for non-attendance were offered

2.     Approval of minutes of Meeting on 22^nd March 2022

Approved, subject to the following correction requested by Roger :-

Delete:-

Queries regarding Settlement boundaries have been received.  RK will hopefully discuss these with Jeremy Content at CC

Replace with :-

After some discussion, Roger agreed to contact Jeremy Content of CC to discuss the optimum process for liaising with him regarding objections to the proposed Settlement Boundary.

3. Contacting land owners update.

WR is contacting landowners who would be affected by the Local Green Policy. A total of 25 areas have been identified.

Post meeting note . WR has sent letters to 12 of the 13 landowners identified, arriving before 22^nd April, when Regulation 14 is to be triggered.

4. Publicity as we approach the start of the 6-week Regulation 14 step.

1. • Post mailshot –  WR has arranged for these to be delivered before 22^nd April, when the public exhibition programme starts.
   • Email mailshot – RJ places information on social media in advance of public exhibitions.
   • Posters & Parish Notice Boards – WR has distributed flyes during weekend 10-12 April.
   • Poster in shops etc  -WR has distributed flyes during weekend 10-12 April.
   • Social media notifications – RJ RJ places information on social media in advance of public exhibitions.
   • www.PerranPlan.co.uk updates:
     • RJ will Put the “Regulation 14 Pre-submission Version of the Plan” on the Website

• Mark the current version as being the pre-Regulation 14 “soft” community consultation version – RJ

1. • • Put the “CC SEA / HRA screening opinion report” on the Website – RJ
   • Repeat sending the updated “Regulation 14 Pre-submission Version of the Plan”to all consultees (including CC) – ST, WR, RJ

5. Rounding off and Settlement boundaries update.

Roger reported his discussion with Jeremy Content.  His suggestion was that the NDP team should prepare their perspective of specific objections and approach him for the Planning Department’s view on our proposed stance.

Local Green Spaces

KH has completed the excel spreadsheet and forwarded to ST.

Posters prepared by Lucy Wilson Richards will need to be revised.

Roger’s contact Roz Evans will finalise the posters and submit professional fees for the work.Green Buffers

Hendrawna Gap is only in the Appendix – RK update

6. Settlement Boundaries

What (if anything) needs to consider being changed given SG member observations. – RK

Public comment changes to be dealt with post Friday the 3rd of June 2022

7. Retail Policy BER9

What (if anything) needs to consider being changed given SG member observations. – KH

8  AOB

RK is to discuss the content of the Dutson Legal letter with Jeremy Content (CC).  A holding letter will be written to the Dutsons (RJ) .

The letter from Sambrook at Welway will be reviewed at the end of the Consultation process.

9. Date of next meeting

To be confirmed

1. Attendance and apologies

A virtual meeting of the Steering Group was held on Zoom.

Attendance: Kevin Havill, Roger Kayes, Rory Jenkins, Stuart Todd, William Rogers and Philip Moore

2. Responding to comments received

RJ will send out the draft being used to let anybody commenting know that their comment has been received and that we will review their comments as part of formal Regulation 14.

Ahead of then, the Steering Group will contact Cornwall Council planning officers and other experts if it is felt that any comments need extra external input.

3. Review of the Cornwall Council comments

We went through all of the initial Cornwall Council comments.

4. What next

A Doodle poll to be setup (by RJ) re a meeting in about 10 days time to go over the progress on creating posters etc for the public meetings in Goonhavern & Perranporth.

Goonhavern Community Centre:

Friday     22nd April   7:00 pm – 9:30 pm

Saturday 23rd April 10.00 am – 12:30 pm

Perranporth Memorial Hall:

Monday 25th April    7:00 pm – 9:30 pm

Tuesday 26th April 10.00 am – 12:30 pm

Rory & William are meeting on Friday the first at 10am to finalise the feedback on the letter to go out to all in the parish regarding these public meetings.

1.    Attendees and apologies

2.     Approval of minutes of Meeting on 8^th March 2022

3.     Status of documentation

• Report from Cornwall Council- See Item 6

4.     Dates and programme

• Second Flyer
• Exhibitions in Perranporth & Goonhavern
• Submission to Examiner
• Referendum

5.     Organisation of exhibition

• Production of Notices, Flyers and Banners
• Compilation of Exhibition Team for content, assembly, and manning
• Content of Exhibition, production of texts, selection, and printing of drawings etc
• Assembly and dismantling of exhibition

6.     Review feedback on the DRAFT plan from Cornwall Council and others

• Please read the Cornwall Council feedback pre the meeting. The aim is to first deal with all items where there is immediate Steering Group consensus as to accept or reject the need to change the DRAFT given the feedback, and to what that change should be.
  All items where a discussion as to the feedback will be moved to the end of the meeting and potentially the next meeting.

7.     Any Other Business

8.     Date of future meetings

Attendance and apologies

A virtual meeting of the Steering Group was held on Zoom.

Attendance: Kevin Havill, Roger Kayes, Rory Jenkins, Stuart Todd, William Rogers.

Apology received from Philip Moore

Approval of minutes dated 8^th March, 2022

The minutes were approved except that Philip Henwood was shown in error as attending.

Status of Documentation.

Comments received from CC require to be addressed.  Due to time restriction these were moved to a separate meeting scheduled for Tuesday 29^th March.

Dates

The consultation summary document, together with the covering letter was forwarded to Kevin, Roger & Phil for final checking and should be returned to RJ/WR  by Monday 28^th March.  WR and RJ will undertake a final check before passing to St Austell Printers for printing and posting before 10^th April.

The following dates and places were agreed for the exhibition-

Goonhavern Community Centre

Friday     22nd April   7:00 pm – 9:30 pm

Saturday 23rd April 10.00 am – 12:30 pm

Perranporth Parish Rooms

Monday 25th April    7:00 pm – 9:30 pm

Tuesday 26th April 10.00 am – 12:30 pm

The exhibition in the Perranzabuloe will be available to be viewed, though unmanned, up until Friday 29^th April.

St Austell Printers will be asked to assist with the poster for shop windows etc.

5         Organisation of exhibition

• WR has secured mounting boards from Perranporth Art Club. They have 8 with approx. dimensions of 1.2 x 1.2 and another 8  of 1.2 x1.8 approx. Supporting stands are also available.
• Lucy Wilson Richards of Tirwell has been appointed to produce the Environmental & Heritage poster.
• KH will investigate the possibility of a Power Point presentation.
• The ‘Perrnanplan’ web address should appear on the posters.
• Any Other Business

Queries regarding Settlement boundaries have been received.  RK will hopefully discuss these with Jeremy Content at CC.  A separate meeting will be held to review CC’s comments on all of the proposed policies .

7           Date of next Meeting

Proposed for week of 5^th April.  Rory will send out Doodle

1. Attendance and apologies

A virtual meeting of the Steering Group was held on Zoom.

Attendance: Kevin Havill, Phil Moore, Philip Henwood Roger Kayes, Rory Jenkins, Stuart Todd, William Rogers.

Apology received from Tatiana Cant (Parish Clerk)

Status of Documentation.

An email was received from Cornwall Council detailing issues in the NDP that need to be addressed.  Their comments on the DRAFT suggest that there is no conflict with their Local Plan or National Policy. All comments are up for us to review and decide upon.  The Focus Groups expect to meet during the week beginning starting 14^th March to address these comments, passing these through to ST who will combine these into the corrected document.

It was agreed that ST will summarise the CC feedback for the SG, determining what is easy and obvious to accept and include, as well as what needs more consideration and discussion by the SG. ST commented that all feedback is potentially relevant, regardless of the number of people who commented.

It was suggested that public feedback should be sent to ST.

3. Organisation of Exhibition

The exhibitions will hopefully be organised for the end of April to early May for the start of themSection 14- Public Consultation.  A minimum of one evening in Perranporth and Goonhavern (5pm-9pm is envisaged).

Billboards/Posters at the event could include the following:-

• NDP Summary based upon the unused FULL consultation summary leaflet. This will be mailed to the whole of the Parish in advance of the exhibition, together with details of the exhibition itself. The abridged version of this was the mailshot sent out in January 2022.  This led to the Website visitor traffic peaking at 76 site visitors on 19^th Feb as compared with the normal 3-11 daily visitors.  It returned to 5-15 daily visitors after.  Chart below

• Settlement Boundaries
• Summary of housing data and arguments that lead to the proposed Settlement Boundaries and the Primary Resident Policy.
• LLCA maps

4. Any Other Business

Lucy Richards from Tirwell will be approached in the hope that she can assist in the organisation of the LLCA work and other Environment And Heritage aspects for the Exhibition.  Post Meeting note:-  Lucy has been approached, and will assist, subject to the dates being acceptable.

Lucy has requested to add the LLCA material to the Landscape Institute National Landscape Character database. This was approved.

ST will produce detailed proposed programme for the project.

The table and maps for the Local Green Spaces that show allotments in Hendrawna need to be amended, since the contract with Tregothnan Estates (Land Owner) did not materialise.

KH leaves for Sweden mid May.

5. Date of next Meeting

Proposed for week of 21^st March.  Rory will send out Doodle Poll for actual date & time determination.

Attendance and apologies

A virtual meeting of Focus Group heads was held on Zoom.

Attendance:

• Kevin Havill,
• Phil Moore,
• Philip Henwood,
• Roger Kayes,
• Rory Jenkins,
• Stuart Todd,
• William Rogers
• Tatiana Cant (PPC Clerk)

Lucy Richards apologised

1. Approval of notes raised at the previous Zoom Meeting held on 23^rd June 2021

Approved unanimously

2. Matters arising from the Zoom Meeting held on 19^th May 2021

• AECOM are collating the comments on the Design Guide and the Master Plan. These have been forwarded to Phil for transmittal to Stuart.  There are still issues to be clarified, and will be finalised through a conversation between Phil and AECOM.
• Roger’s write up is complete and has been forwarded to Stuart.
• The outstanding settlement boundary questions are with Cornwall Council for any view / input in time for Rory to then put the final say with the external NDP examiner. This should be before the document(s) are passed to the Parish Council.
• Supporting documents & evidence reports have been sent to Rory for placing on the web site. Progress is at perranplan.co.uk/documents/
• Stuart is completing editing of the EH documentation (including LLCA) with Lucy.

Status of Documents

Documents be proof read by Tuesday 3^rd August, and passed to PPC for comment and agreement at the main PPC meeting on 13 September.

The documents will be forwarded to CC for formal comment after 13 September

Stuart Todd Associates

• All items covered in the meeting notes above.

3. Public engagement and meetings

• To be carried to next meeting / to when all the documents are complete.

4. Report back from meetings and contacts with external parties, including Parish Council
5. Any Other Business

Initial feedback from Cornwall Council and the NDP external independent examiner re Settlement Boundaries has included that:

• Developments in gardens are Brownfield sites so under the NPPF, they can’t see how a Settlement Boundary will impact a possible planning application. Other normal considerations will have to be met.
• St Agnes has had multiple small (below 10 properties ….) applications approved beyond it’s Settlement Boundary.

6. Dates of future meetings

• Tuesday 27^th July at 8pm

via Zoom