10/09/2013 SC Minutes
MINUTES OF THE SHADWELL NEIGHBOURHOOD PLAN STEERING GROUP
Held on the 10th September 2013 at 8pm at Shadwell Independent Library, Main Street Shadwell
Present: Debbie Potter (Chair) (DP), Jeremy Thompson (JT), Andy McKinley (AM), Steve Gee (SG), George Crowther (GC), Graham Smith (GS), Denise Trickett (DT), Denise Simpson (DS), Robert Dyson (RD), Helen Jordan (HJ).
Apologies from: Nick Manaton, Ian Halmshaw, Alice Pratt, Paula Wilson (received after the start of the meeting)
Item 1 - Open the meeting
The meeting was opened at 8.03pm and the apologies for absence were accepted
Item 2 - Previous minutes
The minutes of the meeting of the 23rd July were approved as previously circulated and agreed as a true and correct record with the exception of 1 spelling amendment and a further amendment as proposed by J T.: The word “manner” to be substituted for “manor” and at item 6 “…Tony Ray was…unable to take on a paid role but was willing to continue to help on an informal basis”
DS agreed to attempt to find a helper to take and present the minutes of future meetings
Item 3 - Members of the group
: DP as Chair of the Parish Council (PC) updated the group on the membership. The PC is obliged to keep the details of the members and is to review the membership every 3 months.
DP discussed the original membership at the inception of the Steering Group (SG) and indicated that several original members had found that they were too busy to continue.
Item 4 - Matters arising not covered elsewhere on the agenda
HJ informed the group that she had received a letter from an architect enquiring about the ownership of the field previously the subject of the application for a cemetery.
Item 5 - Constitution/Terms of Reference
All members present confirmed they had read the draft Terms of Reference .It was felt that the terms of reference were as discussed at the meeting on 23/7/13.
It was agreed that members of the group could be absent on prior given notice for 3 months . Members who do not attend or have not attended for 3 meetings will be deemed to have resigned or/and left the group It was also agreed that 5 could be a quorum.
It was agreed that the criteria for joining the group was that people must be willing to participate properly and that the SG meetings should be for members only and not open to the public.
The following additional clause was added as a final clause:
“These terms shall apply from the date of this document and retrospectively where relevant to the date of inception of the Steering Group.”
The group voted unanimously to adopt the document (with the aforementioned amendment) as it stands and date it the 10th September 2013 with agreement that there may be future amendments.
Following the adoption of the Terms of Reference it was agreed to remove the names from the NP web site of all members of the group who had not attended meetings for 3 months or more.
Item 6 - Grant Application
JT presented his report. £7000 has been offered as a grant. The PC has to accept the payment and the PC had voted at the meeting on 8/9/13 to do just that. The money must initially be paid into the PC bank account.
DP confirmed that a separate bank account was required and that the SG members would be covered by the PC insurance policy.
JT pointed out that Clause 8 of the grant document meant that the grant could be withdrawn at any time. The grant is only available if a person or system is in place to give an end of grant report.
The process is on hold for the SG to decide on the final report and administration of the grant. JT felt this was an onerous responsibility.
AM agreed to look at the requirements.
It was unanimously agreed to accept the grant and that JT would speak to the Parish Clerk about accepting the grant and helping her with the acceptance of such grant.
Item 7 - Draft vision statement;
AM gave a report: The analysis by Leeds University of the answers to the Questionnaire had given a clear summary and that had been used to produce the first draft.
GC pointed out that the analysis would stand up to rigorous investigations.
AM indicated that the next steps are vitally important.
There was a lengthy discussion as to whom if anyone should guide the group through the next stages leading to the next consultation.
It was agreed that the tables produced as a first draft should be expanded and that all group members should contribute within 2 weeks.
It was agreed that the chair would invite Ian MacKay to the next meeting to hopefully address the next steps required. The proposed dates being the 7th or 8th October 2013.
JT gave a short summary of discussions with our 2 professional planning advisors, on an informal basis. It was agreed that in principle, the proposal of no new development would not weaken or invalidate the proposed NP because;
- proper consultation has shown that the community very strongly does not want it, and
- under the Core Strategy and Site Allocations Plan no new sites for development are required for Shadwell.
However, our NP should develop policies about infill, windfall sites, building in existing gardens, converting redundant farm buildings ,etc which would show that the community had been “positive ”in its approach as required by the NPPF.
Item 8 - Sourcing professional help
It was agreed unanimously that the group needs professional assistance to move things forward but that it was too soon to identify for what areas or by whom.
It was agreed to look at this subject at the next meeting bearing in mind the target date of 11/5/14
It was agreed that the group should speak to Ian MacKay and then approach professional people.
Item 9 - Finance update
DP reported that a bank statement had been received and that it showed £85 had been spent out of the opening balance of £500 with a further reimbursement due to JT for monies spent on behalf of the SG for site allocation display maps...
Item 10 - Any other business
The proposal to invite Ian Mackay to a meeting had been dealt with earlier in the meeting. There was no other business raised
Item 11 - Date of next meeting
To be confirmed as either the 7th or 8th October 2013 at 8pm at the Library.
Minutes taken by HJ
The meeting was closed at 9.55pm