03/10/2017 SC Minutes

SHADWELL NEIGHBOURHOOD PLAN STEERING GROUP

Meeting to be held at 8.00 pm Tuesday, 3 October 2017

Oakhurst, Shadwell Lane.

MINUTES

 

1. To open meeting and accept apologies for absence

Apologies confirmed: GC, DT & DP

Present: JT, HJ, ES, PB, IH, NM.

 

2. To agree minutes from 28 February 2017 (note, the meeting planned for 25 April 2017 was cancelled)

Last meeting minutes, from 28th February, were approved by all.

 

3. General update. Website issues, and grant process. JT.

Factors contributing towards the length of time between this meeting and the last were complexities with preparations for making the Grant application and website issues. Also waiting for clarity from the Site Allocations Plan.

Action: List of community assets: ES to get the final list and status from the Parish Council Clerk.

 

4. Grant. Budgeted expenditure and timescale, SPC duty to record expenditure, and report at completion. JT.

MW, the Clerk, and DP, Chair of Shadwell Parish Council, have received the ‘Details of the Award’ by JT. We have been awarded £5,550 of which £1,000 is for the development or updates of the website. The full breakdown is with the Parish Council for budgeting and administration in relation to the award.

Action: The terms and conditions of the award to be reviewed by MW and DP at the Parish council, to make sure rules, particularly about expenditure, record keeping and reporting to the Grant body, are kept to. Funds not used by the end of March 2018 must be returned. There is no grant regime in place yet for any requirements beyond that date.

 

5. Next Steps. Peter Baker, (our Planning Professional advisor), revisions to the document, etc.

We aim for the pre-submission document to be created by April 2018.

Three documents are to be produced ahead of going to local consultation;

  • The revised draft Neighbourhood Plan,
  • a basic conditions statement and
  • a consultation statement.

The Neighbourhood Plan must set out the policies. Peter has set out draft policy proposals, together with justifications or evidence that we have got, or need to get, and the tasks we need to deliver.

Action: PB will complete this in the next week or so and distribute it for comment from Steering Group members.

When agreed, these policy proposals will be the subject of further discussions with Ian Mackay at Leeds City Council, and further local, informal engagement.

Options discussed to engage the community in the forthcoming stages of the Neighbourhood Plan include:

  • mail drops,
  • Shadwell News,
  • Shadwell Parish Council newsletters,
  • leaflets in Shadwell public buildings, such as the Library,
  • banners in the village to advertise the website, and
  • sharing on local Facebook pages, such as the Parish Council’s page.

We should also consider whether Cllr. Matthew Robinson can help in respect of engaging residents in his constituency, perhaps via Newsletters.

It was thought that a double-sided A4 document should be sufficient to explain NP revisions and to request feedback.

An email address and a postal address are needed for feedback. We may also take verbal feedback at any open meetings.

When finalised the pre-submission version of the NP document will need a formal 6-week period of public consultation by the Parish Council and the City Council. We, therefore, need to agree which publicity channels we will use initially, to arrive at an agreed pre-submission version, and then which channels we will use for the more formal consultation.

 

6. Website, to consider what needs to be uploaded, and any further amendments. Possibly only a simple update, and the amended NP document, agendas, minutes and announcements of any public meetings.

The URL is: www.shadwellneighbourhoodplan.co.uk

JT to arrange appropriate uploads and further minor amendments, to include an update on the current position, and a brief report on the progress once again being made, thanks to the receipt of the Grant.

 

7. Any Other Business.

The consultation about the proposed 20mph new speed limit near the Shadwell School was discussed. We had agreed to take out anything related to highways from the Policies, but PB advised that we could use specific Projects in the submission.

 

8. Date of Next Meeting.

Tuesday 7th November at 8pm, at the library.