2019-09-10 Steering Group meeting

Perranporth Neighbourhood Development Plan Steering Group Meeting

Tuesday 10th September 2019 from 7pm

Perranzabuloe Parish Offices, Ponsmere Valley, Perranporth

DRAFT (not yet steering group voted on / approved)

1 Public Participation

No members of the public attended this meeting.

2 Attendance and Apologies

SG members Chris Ashby-Zwozdiak, Linda Bowlen, Sue Dutson, Kevin Havill, Phillip Henwood (8.00pm) Rory Jenkins (chair), Roger Kayes, Peter Gaisford, William Rogers

Andrew Bown, Michael Callan, Phil Moore tendered apologies.

Andy Kent has been contacted but has not responded Rory Jenkins proposes that his name is removed from SG list – Proposed Rory Jenkins, seconded Roger Kayes

3 Approval of Minutes on Meeting on 10th July 2019

The minutes were approved subject to minor editing changes – approved by Rory Jenkins, seconded by Roger Kayes – the minutes were unanimously approved.

4 Matters Arising

Nothing outstanding to report

5 Declaration of Interest

Declaration of interest form circulated to all to date returns from: – Phil Moore, Roger Kayes, William Rogers and Rory Jenkins.

According to Tatiana Cant (clerk to Perranzabuloe PC) completion of this document is not a requirement but is desirable for SG consistency. Rory will re send the document to all SG members, including Pete Gaisford  – need to ensure that PG is on SG circulation list. Kevin Havill reported that he has completed the document but there were email issues.

6 Questionnaire (Main)

To date there have been: –

871 responses

677 of these are so far in Survey Monkey. Those that were direct put in by respondents (176), plus inputting by Lisa, Jo & Marijka.

Lisa and Jo are to finish entering the remainder – on track for completion of data by date of public meetings – scheduled for 15/16 October

All data should be entered by the end of September.

As a result of the data collected decisions need to be made relating to the format of public presentations.

Rory Jenkins, William Rogers and leads of groups are to meet to determine ways forward with the scheduled public meetings.

Roger is to share what can be included and elements of the survey that can subsequently be used to inform policy. NDP’s have, historically, been effective in precipitating other issues.

Chris sought clarification as to the presentation of the written comments from questionnaires – many of which raised important points.

Roger asked for examples of important points/issues raised –

Perranporth/Bolingey merging

Park and ride

Skate park

Bank as offices

Cycle path – fait accompli?

Were all cited as recurring issues.

The responses received – the online responses tended to be more individualised whereas the paper copies reflected the views of households.

Online completions -176- comprised 23.9% responses.

Roger thought that it was not a good idea to hold public meetings in October because there was not a great deal of information to be shared – St Agnes NDP steering group summarised results in the form of a 2-sided flyer.

William felt it important to share a verbal response with parishioners, Roger suggested sending a flyer summary with a reminder email.

Rory asked what the headline topics would be and Roger questioned the relevance of some of the data collected.

Linda thought that some of the information could inform Council policy when liaising with developers.

There was a wide-ranging discussion relating to the questionnaire and the associated headlines that can be used to disseminate information to the public.

William thinks something needs to be set up soon to let people know that the NDP steering group is still alive and active, Pete thinks sharing of information is important to maintain impetus of NDP.

Kevin thinks that sharing of information collated to date reflects well on SG and the Council, William indicated that the existing hall bookings were made in June and it would be difficult to secure subsequent bookings if meetings were rescheduled.

7) Quesionnaire (Business)

It was decided that the public meetings scheduled for October should go ahead: –

Goonhavern Tuesday 15th October 7.30 Village Hall

 Perranporth Wednesday 16th October 7.30 Memorial Hall

Chris emphasised the need for the SG to have a media person – a person who can best communicate and disseminate information held by the SG. Roger indicated that there was significant ‘sharing’ and ‘liking’ in social media terms but public turn out to meetings was minimal.

In order to plan and prepare for scheduled public meetings it was decide that heads of groups ie. Housing, BETI and Environment and Heritage in addition to Rory and William should meet on Tuesday 8th October. By Monday 7th at 9.00am all should submit a brief input for the meeting – each should be a 5-10-minute input summarising key points of the relevant section of the questionnaire.

Rory thought it important to share points so that there is an overall collective awareness of key points for framing of policy.

Up to date Survey Monkey information will be available from the end of September, meeting Tuesday 8th October at Rory’s place. RJ, WR, RK, KH, CA-Z to attend.

To advertise public meetings a £40 advert in Perran Magazine, banner style posters will be placed on Parish noticeboards and emailing list will be used. William to compile a set of phone number to be contacted.

8) Reports from Focus Groups

BETI (Kevin Havill)

No meeting since May – meeting with Rick Clayton to talk re Cycle Path has been rearranged for Monday 14th October at 6.00pm

Kevin reported that the business questionnaire was yet to go out but would be circulated to addresses that were commercially rated properties as ascertained from information relating to business rates paid. 520 names initially to be mailed

Jeff Muir had been invited to quote for a distribution costing – £2300 – this did not include processing of results and so the format was changed so that a covering letter was sent to businesses requesting their completion in Survey Monkey format with a £1300 costing quotation.

Phil Henwood suggested that information from Facebook and social media could also be used to target businesses.

William to instruct Jeff Muir to complete this element of the budget for £1300.

William emphasised that he requires evidence of any spending made relating to NDP, costs must be specific, accountable and subject to due diligence.

Rory had a personal feeling that, because we are a small team, we may need to use expert help to formalise thinking and policy set up. There is grant money available for specific projects and Parish Council for access to petty cash. Also, some Lottery and Coop funding is available for specific projects. Requests made for lump sums need to be completely identified and itemised.

Housing and Open space (Roger Kayes)

Nothing to report – no meeting since April. Glen Lowe – local (planning officer) is leaving the area – new appointment awaited.

Rory informed that further discussions relating to Cycle with NDP committee will be facilitated w/c 20th October.

Environment and Heritage (Chris Ashby-Zwozdiak)

Last meeting 3rd July – at this meeting it was decided the deadline for submissions of Local Landscape Character Assessment documents (LLCA) would be 15th August. More have been received but more are needed. Some of the assessments need revisiting because they have been completed by evaluators who have not received the LLCA training and the final page was incomplete.

Current situation is that the current data needs to be collated and formalised.

Surveys/poster seeking to elicit children’s ideas about The Parish thro drawing and prose have been left by Chris with 360 Club – returns to Post Offices at Perranporth or Goonhavern. No returns received as yet. The survey is to be further promoted through social media and there will be prizes of £10 for most inspiring/innovative ideas.

With access to an A3 printer winning designs can be enlarged and shared.

Chris and Sue Dutson to meet to resolve issues – either more LLCA training or review incomplete data sheets.

9) Any other Business

There are 2 boxes of blank surveys surplus to requirements currently being held by Rory.

It was suggested that each SG member had a blank copy of the questionnaire in their possession for reference purposes.

For info – a site at the top of St George’s Hill has been offered by Raymond Turvey for affordable housing – a feasibility study has been carried out and Roger has responded

Wednesday 9th October William has a meeting with Imogen Day Cornwall Council rep

Thursday 14th November – next SG meeting (30th Oct SG is cancelled)

Tuesday 10th December

 

2019-07-10 Steering Group Meeting

Perranzabuloe Neighbourhood Development Plan
Steering Group Meeting Wednesday 10th July 2019
Minutes

Perranzabuloe Parish Offices, Ponsmere Valley, Perranporth

1       Public Participation

Chris Pearson attended.  He is particularly interested in receiving the survey results when available.

2       Guest Speaker

Jackie Smith (Sustainable Drainage Lead Officer Cornwall Council) gave a presentation on methods of controlling drainage within new developments.

3       Attendance and Apologies

SG members: Chris Ashby-Zwozdiak, Sam Boston, Andrew Bown, Keith Everest, Peter Gaisford, Phillip Henwood, Rory Jenkins (chair), Roger Kayes & William Rogers.

Michael Callan, Kevin Havill, Linda Boylen, Susan Dutson, Phil Moore, Karen Colam & Janine Branch tendered apologies.

Andrew Kent has not attended meetings since the inaugural meeting.  Rory will contact him to check whether he is no longer interested, and if so to request that he stands down.

Marijka Zwozdiak (undertaking the data input for the survey) also attended.

4       Approval of Minutes of Meeting on 12th June 2019

The minutes were approved, subject to minor editing alterations:  Proposed by Rory, Seconded by Andrew and accepted unanimously.

5       Matters arising

No issues.

6       Declarations of Interest

All Steering Group members were advised of the new Declaration of Interest form, produced by Rory. The earlier copy that was produced had one question duplicated.  All members of the SG are requested to fill this in.

7       Discussion of the format of Steering Group meetings

No issues

8       Questionnaire

  • State of returns

Surveys in excess of 300 have already been inputted on line. There are still some 300 that still need to be inputted.

Marijka Zwozdiak reported that she is inputting between 2 & 3 returns per hour.

  • Checking Procedure

Roger Kayes will carry out quality checking on 10% of surveys inputted.

  • Report back Sessions

Report back sessions on the survey have been booked for Goonhavern on Tuesday 15th October, and at Perranporth on Wednesday 16th October, 2019.

9       Reports from Focus Groups

Housing and Open space (Roger Kayes

Roger reported that the planned meeting with Tim Marsh (to be arranged by Michael Callan) had not yet taken place.

A recent planning appeal decision in Wadebridge suggests that the Government is putting greater weight upon the contents of local NDPs that have not yet passed the referendum.  At the end of June, the planning inspector upheld Cornwall Council’s refusal of an application for 225 houses on the edge of the town, specifically on the grounds that the application would prevent the local community deciding what it wanted to happen on that land.  The NDP has been through community-wide consultation immediately before submission to CC, but issues raised during that consultation haven’t yet been agreed to enable it to proceed to the next stage.

Roger reported that he is still to convene a meeting with a volunteer who has offered to show interested members of the NDP team to learn how to use ‘QGIS’.  Having access to a functioning Geographical Information System will be very useful in preparing maps for the NDP.

BETI

No report this month.

Environment and Heritage

Four members were present for the meeting on 3rd July and it was decided that the deadline for the completion of all previously allotted assessment and photo files will be Thursday 15th August. Any lack of coverage will be assessed and rectified after this date. Next meeting is to take place in early September. Chris agreed to produce and circulate via social media a ‘what do we love about Perranzabuloe’ form to engage local children in the LLCA process.

CAZ is arranging a competition to get children involved with the LLCA.  It has been agreed to offer prizes of £10 & £5 for winners (proposed by Rory, seconded by Phil Henwood).

10    Financial Matters

William produced a draft of expenses to date, and estimates for the future expenditure of the project.

Andrew Bown will take over the running of finances from William.

The SG is paying a monthly rate to Survey Monkey in order that the results can be processed.  Rory reported that this will be more cost effective that paying an annual fee.

Rory will cancel the contract for the unique phone line, given that hardly any members of the community made use of it during our survey.

11    Any other Business

Rory has been approached by a planner from ‘Origin 3-a Bristol based planning and urban design consultancy. He understands that he is working with land owners / development re Tregothan Estates.  Rory aims to arrange a meeting with him (with Roger) when he is in the area.

William produced a provisional draft estimate for the total cost of the NDP- See appendix A

12    Dates of future meetings for 2019

Tue 10th Sep
Wed 16th Oct (This will need to be adjusted- clashing with Parish Feedback- suggest one week earlier!)  This will be finalised in the September 2019 SG meeting
Thu 14th Nov
Tue 10th Dec

 

Appendix A

Perranzabuloe Neighbourhood Development Plan  Draft  Cost estimate as at 10 July ’19
 

 

DATE

ITEM
INITIAL FLYER & PUBLIC MEETINGS
01 July 2018 Jeff Muir Inv 22 Printing cost, mailing house fees & delivery £2,549.34
13 November 2018 Jeff Muir Inv 25 Design of leaflet & Platemaking £1,216.00
15 November 2018 Jeff Muir Inv 26 Design and production of banners and volunteer cards £470.00
Hire of Memorial hall £25.00
Hire of Goonhavern Hall £20.00
Hire of small meeting room (Memorial Hall)  twice £40.00
Provision of list of properties from Cornwall Council £27.00 £4,347.34
Grant from Localities £4,069.00
Grant from perraporth garden charities £500.00
Balance remaining £221.66
PRODUCTION OF QUESTIONAIRRE & PROCESSING OF RETURNS
18 April 2019 Jeff Muir Inv 33 £3,487.31
16 May 2019 Jeff Muir Inv 34 £1,588.00
16 May 2019 Jeff Muir Inv 35 £298.40
04 July 2019 Jeff Muir Inv 37  Banners £144.00
20 April 2019 Provision of list of properties from Cornwall Council £24.00
01 May 2019 Around Piran Advert £30.00
26 June 2019 Advertising on Facebook £30.00
27 June 2019 Survey Monkey fees £200.00
31 August 2019 Input of Forms £2,000.00
31 August 2019 Freepost returns £500.00 £8,301.71
PRODUCTION OF BUSINESS QUESTIONAIRRE
Design,Printing cost, Mailing House & Delivery £2,146.73
Public participation meeting £1,000.00
Production of Neighbourhood plan  Estimate £5,000.00
Public participation meet £1,000.00
TOTAL COST(Estimate)   £21,795.78
Less grants to date £4,847.34
Net Cost   £16,948.44

 

2019-06-12 Steering Group Meeting

Perranzabuloe Neighbourhood Development Plan
Steering Group Meeting Wednesday 12th June 2019
Minutes

Perranzabuloe Parish Offices, Ponsmere Valley, Perranporth

1       Public Participation

No members of the public attended.

2       Attendance and Apologies

SG members: Chris Ashby-Zwozdiak, Susan Dutson, Linda Boylen,  Andrew Bown, Keith Everest, Peter Gaisford, Rory Jenkins (chair), Phil Moore & William Rogers

Observer: Michael Callan (Cornwall Council) .

Roger Kayes, Kevin Havill, Karen Colam & Janine Branch tendered apologies

3       Approval of Minutes of Meeting on 16th May 2019

The minutes were approved:-  Proposed by Rory, seconded by William and accepted unanimously.

4       Matters arising

No issues

5       Amendment of Terms of Reference

The final Terms of Reference for conducting SG business, as drafted by Roger were adopted.

Proposed Rory,  Seconded Andrew Bown, Adopted unanimously.

6       Declarations of Interest

No further issues

7       Discussion of the format of Steering Group meetings

The Parish Council has requested that an additional 2 PCC members be co-opted onto the Steering Group, in the light of Michael Callam, and Karen Colam resigning from the Parish Council..  Peter Gaisford (proposed by William & seconded by Rory) and Sam Boston (proposed by Rory, seconded by SD)  were unanimously accepted onto the SG.

8       Questionnaire

To date over 500 returns had been received (155 on line,348 by return mail.  There are also an unknown quantity deposited in the collection boxes put in stores around the Parish.  It is expected that the final number of returns will be in excess of 25% of those sent out.  This is regarded in the light of other NDPs as being an acceptable response.

The possibility of employing students to transfer data into the Survey Monkey will be investigated.  A rate of £12 per hour was agreed.

It was agreed that .there should be feedback session to the Public (including the draw for the prize for completion of the Questionnaire.) in both Perranporth and Goonhavern  towards the beginning of October.  This should allow sufficient time for processing.

9       Reports from Focus Groups

Housing and Open space

No report this month.

BETI

Following a session with Stephen Horscroft, (Cornwall Council Economic Development Officer) it was advised that the business questionnaire has been restructured to be more ‘tick box friendly’. Also, for the sake of ensuring anonymity the questionnaire has been split into two parts.

It was agreed that postal responses shall be sought initially, and follow up calls made to the business addresses that haven’t responded. Also, ballot boxes at

Perranporth Post Office, Perranzabuloe Parish Office and Goonhavern Post Office will be used.

Post meeting it has been agreed that the Business Survey will also be made available on line and recipients of the letter encouraged to preferably complete the online version.

Cycle Track

BETI should look at the start point for the new track in Perranporth (Ponsmere Valley, Wheal Leisure) and for facilities at Goonhavern

Forthcoming Meetings

  • Steering Group:- progress of business questionnaire to be reported, and timing to be given, together with request for printing/mailing etc
  • South West Water. WR has arranged a public meeting. MC, PM, RE & CS will represent BETI
  • Cornwall Council Cycle Network – agreed a follow up meeting would be useful. PM, MC & CS to arrange and participate

Environment and Heritage

Progress is good. Several new assessments came in and other potential sites/surveyors have been identified. There are some issues with format and photos which will require attention, but this will dealt with at a later stage.

The next meeting will be on Weds July 3rd to assess progress.

Sue and CAZI are planning to work on a school intervention exercise involving the engagement of Class 5 and 6 pupils in the LLCA process, and possibly with the Goonhavern Scout Group. There are several people who have been trained to conduct surveys but have not thus far engaged in the actual collection of data.  It is hoped that they would take a more active role in the process.

10  Administration and Background Organisational Matters

Nothing to discuss.

11    Financial Matters

William will produce an up to date finance report at the July Meeting .

12    Any other Business

Taking account of GDPR regulations, Rory will keep all captures personal data until later in the NDP process, when it will be desotrpyed .

13    Dates of future meetings for 2019

Wed 10th July
Thu 15th Aug
Tue 10th Sep
Wed 16th Oct
Thu 14th Nov
Tue 10th Dec

2019-04-10 Steering Group Meeting

Perranzabuloe Neighbourhood Development Plan
Steering Group Meeting Wednesday 10th April 2019
Minutes

Perranzabuloe Parish Offices, Ponsmere Valley, Perranporth

1       Public Participation

No members of the public attended.

2       Attendance and Apologies

SG members: Chris Ashby-Zwozdiak, Linda Boylen, Susan Dutson, Kevin Havill, Rory Jenkins, Roger Kayes, William Rogers

Observer: Michael Callam

Karen Colam, Andrew Bown & Phil Moore tendered apologies

3       Approval of Minutes of Meeting on 12th March 2019

The minutes were approved: proposed by RJ, seconded by RK, and accepted unanimously.

4       Matters arising

None

5       Discussion of the format of Steering Group meetings

This was not discussed, but will be a subject of the meeting on Thursday 16th May

6       Reports from Focus Groups

HOUSING – Report by Roger Kayes

  • There was no Focus Group meeting since that recorded in last SG meeting (12th March 2019).
  • RK, KH & WR attended a meeting with Imogen Day generally discussing the NDP
  • RK, WR and members of the PCC attended a ‘Meet the Planners’ presentation.  Perranzabuloe falls under Cornwall Council Area 4 .  The planners covering our parish are Tim Marsh and Glenn Lowe, under the leadership of Jeremy Content.  RK will arrange a meeting with these people.
  • RK raised for discussion the idea of exploring the merits of the allocation a large housing site in the NDP, against the background of several sources promoting the benefits to the community of such an approach. MC offered to arrange a meeting with Tim Marsh for an initial exploration of aspects of this option.  It was agreed that such an approach would, if adopted, carry the risk of rejection of the entire NDP at referendum stage, given the hostility within the parish to new large housing sites.

BETI- Report by Kevin Havill

See Appendix 1.

Environment & Heritage – Report by Chris Ashby-Zwozdiak

Two Local Landscape Characteristic Assessments (LLCA’s) have so far been completed, one for ‘The Girt in Perrancoombe, and the other at Callestick – both are examples of steep valley sides. Turn-out was good and Sue Dutson has collated the data collection forms into singe typed documents.

It was noted that Kathryn Statham, who fronts this initiative on behalf of Cornwall Council is prepared to undertake the work commercially on a Freelance basis.  Chris was asked to investigate this further, so that the SG can assess this, complete with indicative costing.

Chris and Sue intend to investigate involving the children at our local primary schools, Perranporth and Goonhavern with the LLCA process so that we can evidence participation and engagement with a wider demographic of the parish. This may well also aid participation and encourage greater uptake with the forthcoming survey.

A further meeting to decide where next to arrange LLCA’s will be arranged.

Questionnaire

The first draft of the Questionnaire is expected from the designers (Jeff Muir).  Comments have been received from various SG members, and some early corrections obtained.  These will be included in the draft, and then it will be sent to Phil Moore for a final independent check.  It is hoped to subsequently return these to Jeff Muir immediately after, so that these can be forwarded to the printer immediately after Easter.  Distribution to the parishioners is expected to be at the beginning of May.

All people who showed interest in the NDP will be asked by email to entice at least 5 of their friends to complete the form.

Additional forms and a deposit box will be available at Perranporth Sub-Post office; Londis Store, Goonhavern; Callestick Farm, and the Chiverton Arms.

Notices will be placed in shop windows, on notice boards around the Parish, as well as other visible locations.  It is possible that banners will be displayed in Perranporth.

WR will attempt to obtain another grant from ‘Localities’ to partially cover this exercise.

The initial idea of cream teas and ice creams for parishioners has been abandoned due to lack of people who can organise the day, and doubt about the number of people who would attend as well as doubts regarding its usefulness in getting more questionnaires completed.

7       Administration and Background Organisational Matters

None

8            Amendment of Terms of Reference and Declarations of Interests (DOI)

These were not discussed, but will form an early agenda item in the May SG meeting

9       Financial Matters

WR will attempt to get a grant from ‘Communities’ to cover the questionnaire and its distribution.

WR stated that money is available in the National Lotteries Community fund.  Thought must be given to future expenditure (eg help with Landscape Character assessment, and professional help (eg policy drafting).

10    Any other Business

None.

11    Items for next meeting

Discussion of the  Format of Steering Group Meetings,

12    Dates of future meetings for 2019

  • Thu 16th May
  • Tue 11th Jun
  • Wed 10th July
  • Thu 15th Aug
  • Tue 10th Sep
  • Wed 16th Oct
  • Thu 14th Nov
  • Tue 10th Dec

Appendix 1            Report from BETI

On 18th March BETI hosted a special meeting in conjunction with Douglas Boden and Patrick Polglase, officers from Cornwall Council who presented plans for the cycle network announced in a few weeks earlier. BETI had previously lobbied for -site money from the Highways England A30 Carland to Chiverton for cycle tracks. Highways England and Cornwall Council have allocated £19m for a system of four new cycle tracks including one from Perranporth to Newquay via Goonhavern. This track will link to others opening up a significant system. Design work is ongoing but the intention is to use as far as possible the old railway route diverting where necessary. The Camel Trail was quoted as the benchmark and Cornwall Council have the ambition that there will be significant health, recreation and economic benefits. We are asked by Cornwall Council to stay in contact and assist with design and routing input.

On the 3rd April at County Hall, Kevin Havill met Rebecca Cohen, the officer responsible for co-ordinating the OCSI reports at Cornwall Council and given the chance to check the underlying mapping data. Data is not collected on a parish basis but derived by merging that from smaller sub areas. It was possible to see that the current report accurately follows our parish boundary and is therefore reliable.

Oxford Consultants for Social Inclusion (OCSI) is a spin-out research consultancy from the Social Disadvantage Research Centre at the University of Oxford. Cornwall Council are subscribers to OCSI and we have been encouraged to make use of the OCSI findings. We commend all members of the steering and focus groups read this report as it is a useful analysis of the parish’s population, housing, health and work. It identifies issues we could seek to address.

Rebecca Cohen also has responsibilities for the group dealing with Health and Well-being matters. Further information regarding these issues is to be supplied by the council and BETI will include these within its area of interest co-opting members of the community to assist.

On 9th April the group met primarily to discuss the questionnaires and in particular the business one and to review the OCSI Insight report.

The objective of business questionnaire is that garner information to understand how the economy in Perranzabuloe works and be able to make provision to allow successful enterprises flourish in future. Moreover we are required to think about both the dormitory and working populations in Perranzabuloe.

Obtaining information about individual businesses located in the parish hasn’t been easy but matching the Valuation Office records against a listing of all post codes derived from the public questionnaire has produced more than anticipated a list of approx. 630 individual addresses. This of course doesn’t include people who are using their homes as workplaces .

It is requested that funding be allocated to enable the production, circulation and if necessary analysis of this questionnaire.  This is  likely to be in excess of £1000. A more precise costing will be made.

2019-02-06 Steering Group Meeting

Perranzabuloe Neighbourhood Development Plan
Steering Group Meeting Wednesday 6th February 2019
Minutes

Perranzabuloe Parish Offices, Ponsmere Valley, Perranporth

Public Participation

Anne & John Tranter (interested in the Environment & Heritage) Isobel Howard (interested in Housing ) and Phyllis James (interested in Environment & Heritage), attended for part of the meeting.

1.    Attendance and Apologies

Karen Colam, Kevin Havil & Janine Branch tendered apologies.

2.  Approval of Minutes of Meeting on 6th December 2018

The minutes were approved subject to certain corrections. These will be checked by Roger Kayes (RK) and then sent to Rory Jenkins (RJ) to place upon the web page.

Minutes (subject to amendments) were approved by RK, seconded by RJ and accepted unanimously.

3.     Matters arising

The Terms of Reference need to be revised to include proposals for appointment of new members to the SG and removal of non-participating members.  Amendment of the ToR requires that the item be put on the agenda in advance, and approved by two-thirds of the current SG membership.  RK proposed, and RJ seconded, that an agenda item be included for the next meeting.  RK agreed to prepare a note for that meeting.

4.     Discussion of the format of Steering Group meetings

Discussion upon the streamlining of meetings was discussed:  whether the public should be invited, whether the participation should be controlled, and whether more meetings were necessary to inform the public of progress on the NDP.  It was decided after a vote (proposed by RJ, seconded by RK) that the public should always be welcomed to attend but their participation should be limited to either the start or end of the meeting.  It was decided that it the SG should consider holding a public engagement meeting approximately every 3 months.

5.     Reports from Focus Groups

Each FG was tasked at the last meeting with coming forward with a summary list of what might be achievable in the NDP, to form the basis for generating the questionnaire.

HOUSING – Report by Roger Kayes

RK talked briefly about the list of 10 housing and open space issues that his group had brought forward.  From this list will be drawn questions for the forthcoming survey.  Linda

1.    Attendance and Apologies

Karen Colam, Kevin Havil & Janine Branch tendered apologies.

2.  Approval of Minutes of Meeting on 6th December 2018

The minutes were approved subject to certain corrections. These will be checked by Roger Kayes (RK) and then sent to Rory Jenkins (RJ) to place upon the web page.

Minutes (subject to amendments) were approved by RK, seconded by RJ and accepted unanimously.

3.     Matters arising

The Terms of Reference need to be revised to include proposals for appointment of new members to the SG and removal of non-participating members.  Amendment of the ToR requires that the item be put on the agenda in advance, and approved by two-thirds of the current SG membership.  RK proposed, and RJ seconded, that an agenda item be included for the next meeting.  RK agreed to prepare a note for that meeting.

4.     Discussion of the format of Steering Group meetings

Discussion upon the streamlining of meetings was discussed:  whether the public should be invited, whether the participation should be controlled, and whether more meetings were necessary to inform the public of progress on the NDP.  It was decided after a vote (proposed by RJ, seconded by RK) that the public should always be welcomed to attend but their participation should be limited to either the start or end of the meeting.  It was decided that it the SG should consider holding a public engagement meeting approximately every 3 months.

5.     Reports from Focus Groups

Each FG was tasked at the last meeting with coming forward with a summary list of what might be achievable in the NDP, to form the basis for generating the questionnaire.

 

HOUSING – Report by Roger Kayes

RK talked briefly about the list of 10 housing and open space issues that his group had brought forward.  From this list will be drawn questions for the forthcoming survey.  Linda

1.    Attendance and Apologies

Karen Colam, Kevin Havil & Janine Branch tendered apologies.

2.  Approval of Minutes of Meeting on 6th December 2018

The minutes were approved subject to certain corrections. These will be checked by Roger Kayes (RK) and then sent to Rory Jenkins (RJ) to place upon the web page.

Minutes (subject to amendments) were approved by RK, seconded by RJ and accepted unanimously.

3.     Matters arising

The Terms of Reference need to be revised to include proposals for appointment of new members to the SG and removal of non-participating members.  Amendment of the ToR requires that the item be put on the agenda in advance, and approved by two-thirds of the current SG membership.  RK proposed, and RJ seconded, that an agenda item be included for the next meeting.  RK agreed to prepare a note for that meeting.

4.     Discussion of the format of Steering Group meetings

Discussion upon the streamlining of meetings was discussed:  whether the public should be invited, whether the participation should be controlled, and whether more meetings were necessary to inform the public of progress on the NDP.  It was decided after a vote (proposed by RJ, seconded by RK) that the public should always be welcomed to attend but their participation should be limited to either the start or end of the meeting.  It was decided that it the SG should consider holding a public engagement meeting approximately every 3 months.

5.     Reports from Focus Groups

Each FG was tasked at the last meeting with coming forward with a summary list of what might be achievable in the NDP, to form the basis for generating the questionnaire.

 

HOUSING – Report by Roger Kayes

RK talked briefly about the list of 10 housing and open space issues that his group had brought forward.  From this list will be drawn questions for the forthcoming survey.  Linda

1.    Attendance and Apologies

Karen Colam, Kevin Havil & Janine Branch tendered apologies.

2.  Approval of Minutes of Meeting on 6th December 2018

The minutes were approved subject to certain corrections. These will be checked by Roger Kayes (RK) and then sent to Rory Jenkins (RJ) to place upon the web page.

Minutes (subject to amendments) were approved by RK, seconded by RJ and accepted unanimously.

3.     Matters arising

The Terms of Reference need to be revised to include proposals for appointment of new members to the SG and removal of non-participating members.  Amendment of the ToR requires that the item be put on the agenda in advance, and approved by two-thirds of the current SG membership.  RK proposed, and RJ seconded, that an agenda item be included for the next meeting.  RK agreed to prepare a note for that meeting.

4.     Discussion of the format of Steering Group meetings

Discussion upon the streamlining of meetings was discussed:  whether the public should be invited, whether the participation should be controlled, and whether more meetings were necessary to inform the public of progress on the NDP.  It was decided after a vote (proposed by RJ, seconded by RK) that the public should always be welcomed to attend but their participation should be limited to either the start or end of the meeting.  It was decided that it the SG should consider holding a public engagement meeting approximately every 3 months.

5.     Reports from Focus Groups

Each FG was tasked at the last meeting with coming forward with a summary list of what might be achievable in the NDP, to form the basis for generating the questionnaire.

HOUSING – Report by Roger Kayes

RK talked briefly about the list of 10 housing and open space issues that his group had brought forward.  From this list will be drawn questions for the forthcoming survey.  Linda Boylen (LB) reported on her work to prepare survey questions on the subject of specialist housing.

RK brought up the issue which had raised emotions at his FG meeting in January – whether to include in the questionnaire a question about Permanent Residence Policy (Second Homes Policy).  He brought it to this SG for a decision but this was pushed to a future SG.

BETI- Report by Kevin Havill

The BETI Focus group has met twice already this year on 17th and 23rd January, attended in each case by over a dozen participants. This included several new members to the group willing to help take the agenda forward.

The task set has been to examine other completed NDPs and those in hand to lift policies that are considered to be of particular relevance to Perranzabuloe. Currently the main focus has been on the NDPs for St Agnes, Roche, Illogen, Bude, Chacewater and Newquay. It is accepted that there will also be the need for other parish specific issues to be covered but given that many of these parishes have issues similar to Perranzabuloe looking at their plans is seen as a good starting point.

The group are currently considering a large PowerPoint presentation of policies already ‘borrowed’ and will at the next meeting be asked confirm, add or cull items from this base group. Having identified the main issues they  will then be able to assemble questions for the forthcoming household questionnaire and others specifically targeted towards business and commercial enterprises.

Initial policy selection is due to be finished by mid February and questions formulated in March.

Minutes of the meetings have been posted on the ‘www.perranplan.co.uk’ website

Environment & Heritage- Report by Christine Ashby-Zwozdiak (CAZ)

The first meeting since the public meetings in November – had 8 new participants other than SG and existing members of group.

CAZ went over her meeting with Cornwall Wildlife Trust in conjunction with points made by Sarah Furley in order to provide areas of focus.  The group discussed local green space designation, SUDS, wildlife provision, and views and vistas.

Request was made for help with the heritage aspect and CAZ has secured the valued assistance of Ryan Smith who has since provided much material and insight.

Although the meeting was useful CAZ expressed her concern that uptake is very low, that it is heavily Perranporth centric, and that many participants have not read the necessary literature regarding policy making and gained the sort of understanding required for the next stage.

A huge amount of background reading is required here so that questionnaires are truly representative of what we wish to achieve, so rather than have another meeting, an explorative ‘homework task’ was set, via email, so that the FG has some solid material to work with at the subsequent meeting on Tuesday 12th Feb.

Local Landscape Character Assessment training is due to take place on Saturday 16th March 2019.

 

 

1.     Communication update

Questionnaire

 

WR (Will Rogers) produced a bar chart, indicating when actions would aim to be completed.  It was aimed to produce questions for forwarding to Sarah Furley by 6th March, allowing her one week to examine before going to print.  A copy of the proposed timetable accompanies these minutes.  It is hoped to organise the mail shot mid-April, with surveys returned in May.

 

It was proposed by Phil Moore (PM), seconded by RK, that WR as secretary has got the approval of the SG to appoint the appropriate person to produce the publications.  This was carried unanimously.  It was noted that Jeff Muir’s questionnaire when filled in online automatically go into ‘Survey Monkey’.  RJ reported that St Agnes is amenable to our cloning of their ‘Survey Monkey’.

 

On the basis of the four example questionnaires discussed, it was suggested by RJ that each FG does not propose more than ten questions, as a rule of thumb, or RK suggested 8 -12.

 

Many related issues were discussed.  CAZ was firm in the view that if we are going to include prizes to incentivise respondents, we should include prizes to attract different age groups.

 

It was agreed to hold a meeting on Wednesday 6th March to discuss the questions, prior to sending them to Sarah Furley.  This meeting would be in addition to the SG Meeting on 12th March, at which unresolved issues on the questionnaire would be considered.

 

2.    Administration and Background Organisational Matters

 

Support in the use of Mailchimp

 

RJ will organise for some coaching for SG members- date & time to be advised later. Mailchimp should be used for all group emails, ensuring that we are GDPR compliant.

 

Facebook Monitoring

 

A volunteer is needed to monitor the ‘Facebook‘ page.

 

Mapping

 

RK reported that he had done some work on mapping for the purposes of the NDP.  He advised that through the PC, we have access Ordnance Survey and associated data via the Public Service Mapping Agreement (PSMA).  Data downloads have to be handled through a GIS system, such as QGISI.  RK can advise further.

 

Declarations of Interests

It had been agreed that members should be requested to complete a ‘declaration of interests’, as a basis for keeping an eye on the balance in the SG between pro-development and pro-conservation members and conflicts of interest that might arise.  RK distributed a specimen document to the group, and this was discussed.  It was agreed that RK draw up a finished version of this document, adopting amendments suggested, for circulation to RJ for agreement, and then to members of the SG.

 

3.    Financial Matters

The principle of allowing a set sum of money per Focus Group for incidental expenditure was discussed, but not finalised.

The parish clerk will investigate cost of photocopying using PC copiers.

4.    Any other Business

No new issues raised

5.    Items for next meeting

Focus Groups incidental expenditure.

6.    Dates of future meetings for 2019

  • Wed 06 March   – Special meeting to finalise survey questions
  • Tue 12th March
  • Wed 10th April
  • Thu 16th May
  • Tue 11th Jun
  • Wed 10th July
  • Thu 15th Aug
  • Tue 10th Sep
  • Wed 16th Oct
  • Thu 14th Nov
  • Tue 10th Dec

Appendix 1 – List of Attendees

  • Chris Ashby-Zwozdiak
  • Tattianna Cant
  • Isobel Howard
  • Linda Boylen
  • John Tranter
  • Rory Jenkins
  • Michael Callan
  • Susan Dutson
  • Phillis James
  • Anne Tranter
  • Roger Kayes
  • Phil Moore
  • William Rogers

2018-12-06 Steering Group Meeting

Perranzabuloe Neighbourhood Development Plan
Steering Group Meeting –Thursday 6th December 2018
Minutes – (Approved)

1 Introduction Attendance and Apologies

RJ welcomed all new attendees and outlined the aims of the NDP, and the methods that the organisation would follow to achieve success. He outlined what could possibly be achieved, as well as issues that could not be influenced.

Apologies were received from Kevin Havill & Andrew Bown. Eighteen people, including 9 from the Steering Group attended. (Listed in Appendix 1).

2 Approval of Minutes of Meeting dated 22nd April 2018

Proposed by by Roger Kayes, seconded by Linda Boylen and approved unanimously.

3 Matters arising

The new NDP hotline for contacting the NDP by the general public is 01872 463572.  This is presently routed to Rory’s mobile, but will be transferred to William’s in time,

    • Action Point – RJ

4 Communications update

Public meetings discussion

The programme prescribed for the developing, printing and distribution of the flyers was achieved. The public meetings attracted a total in excess of 160. 130 filled in the forms to sign up to the NDP, and hopefully assist in its production. The meetings have been regarded as a success, producing much discussion throughout the Parish.

Social Media Co-ordinator

Philip Henwood and Chris Ashby-Zwozdiak have volunteered to coordinate the social media for the NDP.

  • Action Point – PH/CA-Z

Other Issues

RJ has created a database of names details and  preferences on ‘Mailchimp’

5 Reports from Focus Groups

No reports were received from Focus Groups. The Groups are tasked for meeting up (including new people who expressed interest at the public meetings), and preparing to report at the next SG. It was agreed that reports would focus on substantive, on-the-ground issues that they believed could go into the NDP and achieve benefit for the community.

  • Action Point – RK/KH/CA-Z

6 Project planning

The SG aims to be able to send out the questionnaire to all residents of Perranzabuloe before Easter 2019

7 Financial matters

A grant of £4,000 has been received from ‘Localities’ to cover the cost of production and distribution of the first flyer

8 Adoption and Dismissal of Group Members

A method of adoption of new SG & FG members should be put into practice. Roger Kayes was to confirm any statutory limit on the size of the Steering Group (SG), but it was felt it should not exceed 15 to 20.

Anybody wishing to join the SG should attend 2 or 3 SG meetings to confirm that it’s what they expect and that they still wish to be a part of the central team. If they still want to join the SG, they should then get an existing member of the Steering Group to propose them as well as a seconder. This will then be put to a vote of the existing SG. It was suggested by RJ that SG members who miss more than 3 out of 4 meetings should be contacted to determine what were their long term plans regarding the group.

Prospective new members should be directed to the documents page of the www.perranplan.co.uk Website which includes links to more information on NDP’s, including other Cornwall NDP’s and NDP examiners reports.

Membership of the Focus Groups will be down to the heads of the Focus Groups and escalated to the SG if needed.

  • Action Point – RK/KH/CA-Z

The terms of Reference for the NDP shall be revised to reflect these decisions.

  • Action Point – RK

9 Any other business

Questions were asked regarding the school requirements of the Parish.  It was explained that this was outside of the NDP’s remit.  However land can be identified for educational needs- Similarly land can be identified or other needs (e.g. Health Centres)

It was agreed that all members of the Steering Group and Focus Groups would write up a brief introduction about themselves and yes/no answer to some interest questions. These write ups would be placed upon the web site..William Rogers would prepare this in relation to property development interests, but also to confirm that the person lives +or works in the parish. The introduction and standard question responses will be put on the Website and a record kept by our NDP secretary

By way of example, Rory Jenkins has written up his introduction (see appendix 2)

10 Items for next meeting

Reports from Focus Groups

11 Date of next meeting and closure

The next meeting was scheduled for Thursday 7th February 2019.  It is aimed to hold SG meetings in the second week of each month, moving from Tuesday to Wednesday to Thursday month by month.  Consequently the provisional dates for 2019 are:-

  • Thu 07th February
  • Tue 12th March
  • Wed 10th April
  • Thu 16th May
  • Tue 11th Jun
  • Wed 10th July
  • Thu 15th Aug
  • Tue 10th Sep
  • Wed 16th Oct
  • Thu 14th Nov
  • Tue 10th Dec

The meeting finished at 9.15pm

 


Appendix 1 – List of Attendees

  • Chris Ashby-Zwozdiak
  • Karen Colam
  • Sion Jones
  • Richard Barrett
  • Julie Dutson
  • Roger Kayes
  • Alison Barrett
  • Susan Dutson
  • Phil Moore
  • Linda Boylen
  • Keith Everest
  • William Rogers
  • Janine Branch
  • Phillip Henwood
  • Ron Spence
  • Michael Callam
  • Rory Jenkins
  • Scott Wilson

Appendix 2- Rory Jenkin’s Personal Introduction

I live, with my wife and young kids, in our Perranporth (Droskyn) property. We Air B&B rent out a self-contained section of our property. I mostly work from home, for a company that builds and maintains Websites for their client base. Ever since I moved to Perranporth in 2005 I’ve seen the village and wider parish evolving in a way that I often feel doesn’t reflect the wishes and ambitions of those who live and work here. There is a strong need for housing provision, in particular for those just starting out, that I feel needs more balance with the evolving and not evolving capacity of what is here. For example the sewage and drainage system, green spaces, the natural environment, employment and business opportunities. I’m also a relatively recent parent to twins, where I’m concerned about the level of local schools and other facilities for younger people.

2018-10-16 Steering Group Meeting

Perranzabuloe Neighbourhood Development  Plan

Steering Group Meeting – Minutes

Wednesday 16th October 2018

1. Attendance and Apologies

Apologies were received from Janine Branch, Phil Moore & Andrew Bown. Eight people, including 7 from the Steering Group attended. (Listed in Appendix 1).

2. Approval of Minutes of Meeting dated dated 22nd April 2018

Proposed by Rory Jenkins (RJ), seconded by Roger Kayes and approved unanimously.

3. Matters arising

It was proposed by KC, seconded by RK that RJ set up the new NDP hotline for contacting the NDP by the general public. Its number will be 01872 463572.

Linda Boylen has requested to become actively involved with the SG. This was welcomed by the SG. Similarly, she is to become a member of the Housing Focus Group.

4. Communications update

Details of timings for the Flyer and of public meetings were confirmed. These are as follows: _

  • Design Completed mid October
  • Printing and Distribution Completed 10th November
  • Public Meetings: _
    • Goonhavern Tuesday 20th November
    • Perranporth Wednesday 21st November
    • Blackwater (Chiverton Arms) Tuesday 27th November

The remainder of the meeting was an analysis of the draft flyer as produced by Jeff Muir (Design Consultant responsible for producing the flyer and poster).

5. Reports from Focus Groups

None – see item 4.

6 Project planning

No discussion.

7 Financial matters

None arising.

8 Any other business

It was suggested that the NDP is represented at the Christmas Market. WR has booked a space with the organisers

9. Items for next meeting

The Flyer and public meetings.

9 Date of next meeting and closure

The next meeting will be decided in line with the publication of the Flyer as well as the scheduled public meetings.

The meeting finished at 9.45pm.

Appendix 1 – List of Attendees

Michael Callan (PPC Representative)

Steering Group
Chris Ashby-Zwozdiak
Kevin Havil
Rory Jenkins
Roger Kayes
Linda Boylen
Karen Colam
William Rogers

2018-09-19 Meeting Minutes

Perranzabuloe Neighbourhood Development  Plan

Steering Group Meeting – Minutes

Wednesday 19th September 2018

1. Attendance and Apologies

Apologies received from Phil Moore & Karen Colam,.  Ten people attended including seven members of the Steering Group (listed in Appendix 1).

RJ explained the rationale of the proposed NDP for the new attendees

2. Approval of Minutes of Meeting dated 22nd April 2018

Proposed by Rory Jenkins (RJ), seconded by Kevin Havill and approved unanimously.

3. Matters arising

RJ is to set up the new NDP hotline for contacting the NDP by the general public.

Linda Boylam has requested to become actively involved with the SG.  This was welcomed by the SG.

4. Communications update

Nick Joy has resigned his post as Communications Chairman.  Will Rogers is at present continuing the work started by him.  A ‘changeover’ meeting was held between Nick and Will on Monday 17th September.

The first flyer is expected to have its design significantly completed by Mid October, such that it can be approved by the Steering Group meeting on Tuesday 16th October.

It has been agreed to secure the services of Jeff Muir as professional designer to assist in the design, and production of the flyer.

The flyer will be distributed by early November

Public meetings will be held in Perranporth, Goonhavern, and the Blackwater area during the later part of November.

A budget of £4,000 for the flyer was approved by the SG, ie significantly more than the costing originally estimated earlier.  Costing breakdowns together with a provisional  task list,  are included in Appendix 2.

5. Reports from Focus Groups

BETI (Business, Employment Transport & Infrastructure)

The last BETI meeting was held on Wednesday 23rd May.  Kevin Havill’s report  forms  Appendix 3 of these minutes.

Environment & Heritage

No meeting has been held since 22nd May-  hence no report has been made.

Housing

RK reported that in early June he had attended a meeting with Sarah Furley and Imogen Day of Cornwall Council’s NDP team at one of their quarterly surgeries.  Among the various issues discussed, he raised the issue of whether we can get advice from Development Control Officers in our area about the potential value of policies that we would like to develop.  From Cornwall Council’s perspective it will be fine if we approach Glen Lowe who deals with a large number of applications in this area.

RK also briefly reviewed his perspective of the ongoing controversy in Crantock, following the approval given in early June to a specific housing development.   The PC interprets this decision as contrary to the NDP that had passed at referendum in May and it is currently crowd-funding a judicial review of this decision.  While we don’t know the grounds for the review, one of the issues is whether the need for Affordable Housing has already been addressed by existing planning permissions within the parish (which would mean that there is little reason for approving the application).  Dimensions of this are: one of the sites approved looks unlikely to come forward, leaving a shortfall: the NDP aims to cover the period to 2030, and more people are likely to come forward onto the Home Choice Register (housing list) during the next few years.  RK expressed his intention to pursue the issue of phasing of development over the plan period.

There followed discussion of the implications for this line of thinking for our parish: the requirement that new housing developments are permitted to provide further Affordable Homes for those on the Home Choice Register, with a preference for this parish.

CA-Z queried whether or not the use of SUDS for storm water drainage should be included within the NDP.

6. Project planning

This was dealt with in ‘Matters arising’.

7. Financial matters

None arising.

8. Any other business

It was suggested that the NDP is represented at the Christmas Market.

9. Items for next meeting

The Flyer

10. Date of next meeting and closure

The next meeting will be on Tuesday the 16th October in the Parish Council offices in Perranporth.

The meeting finished at 8.45pm.

Appendix 1 – List of Attendees

Steering Group:    
Chris Ashby-Zwozdiak Kevin Havill Rory Jenkins
Roger Kayes Michael Callan William Rogers
Janine Branch    
Others:    
David Charlton Linda Boylan  Lavinia Hughes

2018-05-22 Steering Group Meeting Minutes

Perranzabuloe Neighbourhood Development  Plan

Steering Group Meeting – Minutes

Tuesday 22nd May 2018

1          Attendance and Apologies

No Apologies received.  Fifteen people attended including twelve members of the Steering Group (listed in Appendix 1).

2          Approval of Minutes of Meeting dated 22nd April 2018

Proposed by Rory Jenkins (RJ), seconded by Will Rogers (WR), and approved unanimously.

3          Matters arising

William Rogers (WR) reported on progress on the preparation of the project plan.  Certain members have had sight of the full spreadsheet, that was considered to be too detailed.  WR will produce a summary spreadsheet (some 8-10 rows long) and present it at the next SG meeting.

WR also reported that he has requested to withdraw the application for funding from the Co-op, since it was not possible at this stage to demonstrate a watertight financial arrangement (given that no financial officer is available in the Parish Council (PCC). The Coop accepted our withdrawal, and invited us to reapply at a later stage when the next tranche for grants became available. Action-WR

The application for Community Grant funding submission has not yet been prepared, since no firm costs have been determined. There is in the order of £9000 available subject to detailed estimates.  At present the Parish Council has earmarked up to £15,000 for the NP. It was asked whether the Community Grant can be applied for retrospectively. WR will investigate.

It has been suggested by the present PPC that we could have our own bank account and cheque book, actually accounting to them. However this will be up to the new Council (elections due end May) to agree to this procedure.  Karen Colam will request that an item be inserted onto the next PPC meeting to discuss this. Action-KC

Roger Kayes (RK) has prepared the copy for the housing section for the forthcoming flier, and submitted these to NJ.

Michael Callan & Karen Collam have agreed to be co-opted onto the SG.

KC is to contact Cornwall Chamber of Commerce regarding the provision of a list of names and addresses of businesses in the parish. Action-KC

Discussion continued regarding the planning permission for the Oyster Bay development.  RK will investigate the grounds upon which 365 days per year of residence can be granted for holiday homes. Action RK

Following the question at the previous meeting regarding the advertising of holiday homes with 365 days per year residence, that  seemed to make them dwellings, RK asked whether Michael Callan could clarify the situation.  MC pointed out that these adverts concerned the recent application by the Oyster Bay company for a new site to the north of Goonhavern, heading out toward the A30 where there is a wind turbine and that this site will allow for 365 days per year occupancy.  This will not be classified as housing and there will be no affordable housing provision. Simon Jefferies suggested this was because mobile home-type developments involve only change of use of land, not development as in the construction of buildings.  The BETI focus group claim them as businesses but haven’t done any work on this as yet.

A meeting was held with South West Water, primarily with the PPC.  However the NDP was represented.

Rory summarised his perspective that SWW can cope with foul drainage from new developments, but they cannot cope with the ingress of storm water run off as well as the foul water. If quantities of storm water could be diverted away from the sewerage, it could free up capacity for new developments. Points of interest to the NDP were the Llanelli  Memorandum of Understandingwhere a new developer was obliged to provide sufficient space in the sewerage by restricting a determinable amount of storm flow from the system to free up space for the new foul drainage. It is possible that a similar provision could be included in the Perranzabuloe Neighbourhood Plan.

SWW will look at the ingress of storm water into the pumping systems as well as ways of alleviating this. Storm water control is managed by the water authorities, local authorities,  Environment Agency and DEFRA.

Flooding at Hendrena and Bolenna will be examined by SWW.  SWW will also examine the mechanisms used to advise the community upon river spillages in the winter months. Road drainage can be alleviated by regrading around manhole covers and road cross-falls to avoid  flooding.

WR will contact SWW in some 6 months time.  Action-WR

Major expense from Water Authorities needs to be included in the Management Plans and the 5 year funding requests (presently PR19).  We would need to get the work included in the PR24 (2024) funding request. Action RJ/KH

KH reported that a national list of business addresses in ‘Access’ format is available from The Cornwall Property Valuation Office. RJ can arrange for these to be transposed into Excel or equivalent format.  Names of businesses however will not be available. Action-RJ/KH

4          Communications update

Details of options of designing, printing and distributing the flyer were presented by NJ and discussed (included in Appendix 2 to these minutes).

It was agreed that the distribution of Flyers should be delayed until September/October when the holiday period has passed. Action-NJ

It was agreed to employ Jeff Muir to design and supervise the printing of the flyers.  This is based upon previous experience with other NDPs in Cornwall.  An estimated sum of £4,000 to allow for contingencies etc, should be allocated for the total cost of the first ‘mail shot” contingencies, poster campaign and public meetings. Action-NJ

 

5          Reports from Focus Groups

            BETI (Business, Employment Transport & Infrastructure)

The next BETI meeting has been scheduled for Wednesday 23rd May- i.e. one day after this meeting.  Hence there is no BETI information to be included in these minutes.

The BETI group will be headed by Philip Moore in KH’s temporary absence overseas.

            Environment & Heritage

Chris Ashby-Zwozdiak chaired a meeting on 2nd May. Minutes are included in Appendix 3.

            Housing

Roger Kayes raised the issue of Community Infrastructure Levy (CIL) funds and that in the future, substantial funds could become available to the parish from this source, when the regulations are introduced in Cornwall (probably at the end of 2018). A parish that has a NDP would receive 25% of the levy of qualifying developments, mainly housing in Perranzabuloe, and this could be in the region of £10,000 per dwelling.  A parish with no NDP would receive 10% less.  RK has foreseen a role for the NDP process in surveying the parishioners as to their priorities for spending this money, but Michael Callan rejected this idea – it will be the PCC that decides how this money is spent.

RK summarised the housing completion data for the parish (albeit provisional) prior to the publication, probably in August provided by CC, showing the large number of housing completions in the last two years. This data is reproduced here in Appendix 4.

RK and Will Rogers reported on their perceptions during their visit to the St Agnes exhibition of the pre-submission version of their NDP,  as well as the enthusiasm and inspiring ideas they came away with.  It was recommended that members read the report, available at http://stagnesndp.org/wp-content/uploads/2018/04/St-Agnes-NDP-v4-Pre-submission-version-23-4-18.pdf.   (This link will be posted on the Perranplan website).

6          Project planning

This was dealt with in ‘Matters arising’.

7           Financial matters

None arising.

8          NDP Hotline

A hot line for contact will be set up. RJ is to investigate the use of a bespoke mobile that can be managed by anybody in the steering group.  An ‘0345’ number will be assigned to this. Action-RJ

9          GDPR

RJ  assured the Meeting that under the terms of our Privacy Policy on the NDP website, it is in order to hold information solely for the progressing of the NDP.  People not wishing their information to be held should advise accordingly.

8          Any other business

Christine ZA is due to send out the Wildlife map to the SG.  She intends to undertake the Landscape Character Assessment in the autumn.

RK reported that he had taken some photos specifically for the website and passed these on to RJ, and encouraged others to do so.  In the context of St Agnes’s use of aerial photographs in their publicity material, he wondered if we should approach the person who took their shots of the five main villages in the parish, to get us similar resources.  RJ advised care in paying for that, given legal complexities. Others referred to the drone photos used in the Perranporth Community Facebook page, and that perhaps we should use those.

10          Items for next meeting

Discussion of the Flyer

11          Date of next meeting and closure

The next meeting will be on Wednesday the 13th June in the Parish Council offices in Perranporth.

The meeting finished at 9.45pm.

 

Appendix 1 – List of Attendees

Steering Group:
Chris Ashby-Zwozdiak Karen Colam Susan Dutson
Kevin Havill Rory Jenkins Nick Joy
Roger Kayes

Janine Branch

Phil Moore

Michael Callan

William Rogers

Andrew Bown

Others:
Simon Jeffrey Angela Maynard Maxine Young

Appendix 2 Communications update 22nd May 2018

  • Initial Flyer:
    • Meeting of FG leaders and Environmental members
    • Decisions:
      • A3 not A4 (Cost rise from £200 to £400),
      • Decided the FG information on the flyer would not get the Public’s attention. Another approach has been discussed and needs to be drafted, then offered to a Graphic Designer.
      • Space needs to be given for address and Freepost return.
      • Printer ‘can’ print addresses directly to the flyer from spreadsheet
      • Freepost is worth the cost
      • Delivery method ‘Should’ be the Post Office
      • Flyer goes out as part of a promotion campaign (posters, meetings around the parish, etc)
      • Timing is very important – Get it right!
      • Pay a Graphic Designer if it means getting it right
  • Next Communications actions:
    • Develop the flyer and get to Graphic designer.
    • Provide WR with list of items to purchase for consultations
  • Website
    • Statement: The website is looking great. Well Done Rory & Team.
    • Put SW Water meeting notes to website. Under all FG tags
  • NDP Hotline
    • a form of communication for people without internet
    • Proposed using a spare mobile phone with a PAYG SIM card for the NDP
    • It could be used just as an answering message service. Will Rogers has offered his mobile number instead of an NDP number.
    • KC and RJ said they would look into the cost of 0345 numbers and VOIT(?). These numbers can then be diverted to SG members phones or voice mail messages.
  • Costs of Flyer, including Postage – see spreadsheet appendix
    • NJpresented estimations from two printers/Graphic Designers from my working spreadsheet.
    • We need 3000 flyers for residential and 2000 for business and handouts
    • Post office costs are stamps for delivery to non-Perranporth wards and Post Office flyer drop to Perranporth (all TR6 0) homes.
    • This was the most cost effective postage solution that also satisfies the NDP guidelines for later scrutiny.
    • A Freepost address should be set up for any postal returns.
    • The Graphic Designer (Jeff Muir) estimated his costs at £500. The SG felt that this was too low and should be doubled to ensure costs are covered.
    • Prevision should also be made for Posters design and publication.
    • A budget of £4000 was proposed to be put to the PC.
    • NJ to liaisewith Jeff Muir and obtain quotations from printers
    • Community Magazine Printers in Cornwall are a Parish Council magazine printers with a good eco-friendly ethos.
    • Preferred option is Jeff Muir to design and Community Printing to print

 

Flyer Print Costs
Company No. to print Total Cost Print A4 Print A3 Arrangement +Design +Postage Freepost
Boscawen (Quote) 2750 £356.80 £256.80 £100.00 £250.00 £1,432.20 £0.38
Boscawen (Quote) 2750 £386.80 £286.80 £100.00 £500.00 £1,432.20 £0.38
Boscawen (Estimate) 5000 £1,121.45 £521.45 £100.00 £500.00 £1,432.20 £0.38
Parish Magazine Printing 3000 £235.00 £195.00 £40.00 N/A N/A N/A
Parish Magazine Printing 6000 £430.00 £390.00 £40.00 N/A N/A N/A
Parish Magazine Printing 3000 £430.00 £390.00 £40.00 N/A N/A N/A
Parish Magazine Printing 5000 £690.00 £650.00 £40.00 N/A N/A N/A
 

 

 

 

 

 

Freepost return @ 38p 2nd Class
Postage Costs   1st @ 67p 2nd @ 58p Maildrop   5% 10% 15%
Perranporth 1886 £1,263.62 £1,093.88 £500.00 £35.83 £71.67 £107.50
Goonhaven 483 £323.61 £280.14 for up to £9.18 £18.35 £27.53
Penhallow 253 £169.51 £146.74 7000 £4.81 £9.61 £14.42
Rose 237 £158.79 £137.46 Houses £4.50 £9.01 £13.51
2859 1915.53 1658.22 £54.32 £108.64 £162.96
Freepost set up cost £116.00
Preferred Option 3000 £2,157.30 £390.00 £40.00 £500.00 £1,064.34 £162.96
Extra for hand-outs 2000 £260.00 £260.00
£2,417.30

 

Appendix 3 Environment & Heritage update 22nd May 2018

 

 

Environment & Heritage Meeting Notes – Wednesday 2ndMay 2018 7.30pm at the Tywarnhayle Inn 

  • Present:
  • Steve Adams
  • Chris Ashby-Zwozdiak
  • Sue Dutson
  • KevinHavill
  • Nick Joy
  • Roger Kayes
  • Angela Maynard

 

  • Chris apologised for having no fixed agenda as such, due to treading water until launch of fliers.

 

  • We had a discussion regarding the omission of specific protection for county wildlife sites from the NPPF revisions and the need to respond to the consultation, however, despite this, it was agreed that these areas remain reasonably well protected and it will take several years before any revision is embedded.

 

  • We discussed the need to utilise the CWT map, and eventually theLLCA to inform spatial planning for conservation such as linking wildlife corridors.

 

  • Discussion ensued regarding the possibility that under the NP certain areas of land could be designated with caveats for development (i.e. having stipulations that key vulnerable sites could only be developed in certain ways).

 

  • Discussed the Community orchard scheme in Newquay which is an amazing resource for the community, where the land was gifted to the people of Newquay by the Duchy. Perhaps a similar wealthy land owner could be persuaded to do something similar for Perranzabuloe? Mentioned that we have no allotments within the Parish and that community schemes such as these could form part of our wish list or could be cited as suitable development for certain areas of vulnerable land within the parish.

 

  • We all had a good look at the CWT maps and more detailed analysis is available should we require it.

 

  • Chris asked about obtaining the designation status for the grading of agricultural land.Roger said he would help with this.

 

  • Brief discussion on the formation of settlement boundaries and the criteria we would use to do so, but was agreed that it was too early in the process without having completed the LLCA to formulate any policies on this.

 

  • Discussions then turned to Communications (see Nick’s notes)

 

  • Meeting concluded at around 9.30

 

 

 

Appendix 4    Monitoring data for housing to end March 2018

Note the data for 2017-2018 are provisional at this stage (that is, they may alter by <10).

Total Housing Completions

 

Housing Commitments at end of March 2018

 

Note this includes the 134 on Penhale Camp.

2018-04-23 Steering Group Meeting Minutes

Perranzabuloe Neighbourhood Development Plan

Steering Group Meeting – Minutes

Monday 23rdApril 2018

1          Attendance and Apologies

Apologies were received from Michael Callan, Janine Branch and Andrew Bown. Eleven people attended including nine members of the Steering Group (listed in Appendix 1), with one arriving 10 minutes late and another leaving at 8pm (in the hope of being allocated tickets to Wimbledon!).

2          Approval of Minutes of Meeting dated 7th March 2018

Proposed by Kevin Havill (KH), seconded by Nick Joy (NJ), and approved unanimously.

3          Matters arising

William Rogers (WR) reported on progress on the preparation of the project plan. NDP preparation is currently projected to finish, using his current assessments of the length of time each stage will take, at the end of 2022.  He suggested holding a meeting at his place to discuss the draft plan with a couple of interested members, possibly having a version ready for the next meeting.  Rory Jenkins (RJ) asked that he send it out for members to have a look at, and suggested if the meeting was held at the parish offices that would offer the facility to project the spreadsheet onto the wall.

WR also reported that he has submitted an application to the Co-op; he explained that the lack of a Parish Council financial officer may cause a difficulty in the Co-op given that the organisation will want to check the financial status of the backing organisation. He will report again at the next meeting.

The Application for Community Grant funding submission has not yet been prepared.

Roger Kayes (RK) apologised to the group for not having prepared the housing section for the forthcoming flier, as he intended.  He has had computer problems and is still working on it.

Chris Ashby-Zwozdiak (CAZ) told the group that she has received the Cornwall Wildlife Trust map, and sent out the digital version to most of the Steering Group.  There was discussion around confusion in the use of sg@perranplan.co.ukto mail out to the entire SG and she will shortly send it out to the remainder of the SG.

4          Communications update

Nick Joy (NJ) reported on various aspects of the updated website, created by RJ with the content added by himself.

Karen Colam suggested that it would be good idea for the Steering Group to request an agenda item for the forthcoming Parish Council AGM, so that a presentation could be given to update the council on progress of the NDP.

The meeting agreed that records of Focus Group meetings will be headed ‘Notes’ rather than ‘Minutes’, to reflect the more informal nature of those meetings.

It was agreed that Karen Colam and Michael Callan (both members of the Parish Council) will be added to the SG email ‘group’ (sg@perranplan.co.uk) despite their not actually being on the SG – as regular attendees at our meetings, it was felt important that they were kept informed with background documentation.

NJ summarised his report of the Communications meeting held on March 13th– this report has already been circulated and posted on the website.

Progress on the flyer: NJ is to arrange a meeting of Focus Group leaders to take forward the preparation of the first flyer.  The means of delivering the initial flyer was discussed at some length.  On the list of households in the parish supplied by Cornwall Council, there are 2859 addresses, without names of residents. Regarding getting hold of a list of business addresses, Karen Colam column offered to contact Kim Conchy of Cornwall Chamber of Commerce, who she thought must have a list.  KH offered to email Guy Thomas to follow up a previous question he’d submitted on this subject.  Extensive discussion followed regarding the content of the initial consultation including public meetings.  It was suggested that three could be held – to introduce the community to what the NDP is about, to gather ideas as to what they would like the NDP to do for them, and to attract new members to the team.  RK was dubious that we have enough detail to hold meetings at this early stage.  KH was of the opinion that while a certain number of items were already apparent in business and infrastructure, he was keen to go out at this early stage to gather for feedback from different business groups as to what the NDP might do for them.  NJ clarified that he thought consultation meetings should be held in the period between June and December this year.  No decisions were actually taken.

CAZ pointed out that Oyster Bay in Goonhavern is advertising homes in caravans for 365 days a year and there must be at least 100 on the site.  She wondered about the implications for the NDP of what are effectively a large number of houses, and the provision of affordable housing.  RK offer to check up on the planning approvals under which the site operates and consider the implications for housing.  WR pointed out the Perran Sands closes in winter for a period, except for two people who are on the electoral register.

Appendix 2 presents NJ’s ‘Communications update 23rdApril 2018’ summarising details of actions and progress on the website, using emails and preparation of the flyer.

5          Reports from Focus Groups

            BETI (Business, Employment Transport & Infrastructure)

Kevin Havill summarised the meeting held immediately prior to this meeting, and that the BETI input to the first flyer will be agreed upon later in the week.

            Environment & Heritage

Chris Ashby-Zwozdiak summarised the notes of the E&H meeting held on 28thMarch in the Tyewarnhayle, Perranporth, as well as the group’s input to the proposed flyer.

            Housing

RK summarised the discussion document on suggesting a ‘short-and-sharp’ approach to NDP preparation that he’d circulated only the previous day. In summary, the notion is that if the NDP focused on low-hanging fruit, with a relatively limited amount of work the team could achieve 60 to 80% of the potential gain from the NDP process. Factors to consider are: the resources were quite tight in terms of manpower, and we shouldn’t forget the NDP is likely to need to be revised within 5 years, given the prospect of review of the Local Plan and  the proposed revision to the NPPF.  Extensive discussion followed. The chairman put forward a simple approach of: let’s put out the flyer, hold some introductory meetings to increase interest among the community, and illicit ideas as to what the community wants on the NDP … then we can re-visit the idea of adopting a short-and-sharp approach in the light of how we get on there.  This was tacitly accepted by the group.

There was there was further discussion of the South West Water issue of overflow discharges into the stream in Perranporth, causing pollution on the beach. RJ pointed out that SWW used to give automatic updates on overflow discharges into the stream and thus the sea during both summer and winter. SWW then discovered that they only had to publish data for the summer and so stopped publishing discharges during the winter, when they are very frequent.  Mention was made that Surfers Against Sewage have further knowledge about this and various contacts were suggested.

6          Project planning

This was dealt with in ‘Matters arising’.

7          Financial matters

None arising.

8          Any other business

WR informed the group of the planned meeting with two director-level representatives from South West Water to be held on the 10th of May, to discuss the foul drainage problems in Perranporth.  Two representatives from the SG would be agreed in due course, as well as two to attend from the parish council.

In response to a question RJ said that he will be covering the GDPR requirements for the NDP group.

9          Items for next meeting

WR asked that any additional items for the agenda of a forthcoming meeting be emailed to him two weeks before the date of that meeting.

10       Date of next meeting and closure

The next meeting will be the 22nd of May in the Parish Council offices in Perranporth. The date of the June meeting will be decided by a Doodle Poll facilitated by RJ.

The meeting finished at 9.20pm.

 

Perranzabuloe Neighbourhood Plan

Appendix 1 – List of Attendees

Steering Group:
Chris Ashby-Zwozdiak Karen Colam Susan Dutson
Kevin Havill Rory Jenkins Nick Joy
Roger Kayes Phil Moore William Rogers
Others:
Steve Conway Beryl Nolan

 

 

Appendix 2 Communications update 23rdApril 2018

  • New Logo acceptance? With the strapline ‘Improving our Parish for All’

RJ has produced the new Logo and it can be found on the website.

Could RJ please distribute the logo to the FG leaders for use in any outside distributed documents and printed material. NJ/RJ COMPLETED by RJ

  • Website
    • RJ has developed the website and it is taking shape nicely
    • There are pages for each Focus Group including the SG
    • Minutes of meetings and documents are available to read.
    • SG meetings to be Minutes, FG Meetings to be Notes. RJ has amended current website content to reflect this.
  • Communications Emails:
    • RJ has given all SG members emails in the format name@perranplan.co.uk
    • In addition there are other emails such as SG@perranplan.co.ukfor members to quickly address all SG members along with FG addresses such as communications@perranplan.co.uk
    • Remember: These will only forward emails (sent to these addresses) to your personal account. Any replies you send will come from your ‘personal’ accounts. If any FG leaders want a dedicated email account @perranplan.co.uk to both receive ‘and’ send emails from please ask RJ.
    • It was proposed and seconded that Karen Colam and Michael Callan should be added to the sg@perranplan.co.uklist to keep up to date with SG emails. RJ has done this now.
  • Initial Flyer:
    • An initial meeting took place to discuss this first public engagement.
    • Initial ideas have been forthcoming and the flyer needs to be designed, printed and posted. It is hoped in May, but this depends on assistance.
    • WR has purchased a spreadsheet from CC, which contains all Perranzabuloe household addresses. (Note, not business addresses). In all there are 2859. NJ to forward a Spreadsheet to the FG leaders FYI. These do not contain personal data so do not have data protection problems. Done.

WR and KH were to ask the CC for a similar Business listing.

  • An equipment list was also developed for future face to face Public Engagements. To be passed to WR for funding purposes. NJ
  • There was also a long discussion on future consultations. These included:
    • Having three dedicated introduction meeting around the parish in June/July. Pub function halls was suggested. The dates could be printed on the flyer.
    • The flyer could be hand delivered in the Perranporth ward due to its density. This would save money and could include door knocking.
    • Possibly a float in the village carnivals.
  • Next Communications actions:
    • Develop the flyer and get to Graphic designer.
    • Cost postage and Freepost returns
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