Minutes 6 October 2015

MINUTES OF THE EXTRAORDINARY PARISH COUNCIL MEETING HELD ON
TUESDAY 6 OCTOBER 2015 AT 7.30 PM
IN BARTESTREE VILLAGE HALL

Present:
Councillors: Mrs W Soilleux (Chair); G Davies (Vice-Chair); R Williams; Mrs L Hoppé; M Wilson; P Wargent; N Shore; D Forrest; S Garner and Mrs J Karayiannis

In Attendance:
Mrs E Wilson (Parish Clerk/RFO)

Members of the public: One (Mrs L Rowberry Chair of NDPSG)

1. To Accept Apologies for Absence
Apologies received from Cllr Mrs F Matthews

2. To Receive Declarations of Interest and Applications for Dispensations
Resolved: None

3. To approve the Neighbourhood Development Plan Steering Group Terms of Reference
Comments: It had been noted that although Terms of Reference had been approved in May 2013 there was no mention of this in the Minutes. An amended Terms of Reference was however Minuted on 13 August 2013 and it was suggested these be approved.
Resolved: Approved and attached as Appendix A

Cllr P Wargent proposed that Standing Orders be suspended to deal with Item 4. This was seconded by Cllr Shore.
Resolved: 10 agreed with 1 against

4. Neighbourhood Development Plan
4.1 To consider and agree the procedure required to move forward with the draft Neighbourhood Development Plan
Resolved: The following procedure was agreed

Proposed NDP Programme and Timescales
Target Dates

October 11 & 17 Hold informal consultation events in Village Hall
October 21 NDPSG Meeting to amend draft Plan and Maps
October 23 Extraordinary PC Meeting to approve amendments
October 25 Send amended draft Plan and Maps to Hfds Council
November 8 Hfds Council send SG/PC draft Plan, Strategic Environmental Assessment (SEA) and Habitats Regulations Assessment (HRA)
November 10 Scheduled PC Meeting to approve amended draft Plan, SEA and HRA for Bartestress and Lugwardine
November 12 Send approved draft Plan and Maps to Hfds Council
November 12 Send draft Plan to be printed
November 15 Post draft Plan to residents
November 16 Regulation 14 – 6 week Consultation to begin
December 31 Regulation 14 – 6 week Consultation to end

January 12 Scheduled PC Meeting to approve amended draft Plan and Maps as a result of analysis of comments received + Consultation Statement + Statement of how Plan has et requirements in Core Strategy and EU obligations
January 15 Submit Final Plan and all evidence to Hfds Council
January ? Regulation 16 Consultation to begin
February/March Regulation 16 Consultation to end
April Examination
Referendum

Details
Consultation Events – informal 11 and 17 October 2015
Display draft Plan and Maps – A3
Print 50-60 copies clearly labeled ‘Working Draft Plan – subject to change’
Copies in Village Hall, Shop, School ?, Church, Gateway Nursery etc
Flyers and Posters everywhere
Banners – 10’0” at each end of villages: 8’2” beneath Village Hall signs
Parish Magazine
Parish Website

Analyse comments received
Make amendments to draft Plan and Maps
Seek PC approval
Send agreed, amended draft Plan and Maps to Hfds Council

Next Stage
Allow 2 weeks for Hfds Council to check draft Plan, add SEA and HRA and send back to PC
Delegate 2 or 3 people to read and check SEA and HRA
Seek PC approval of draft Plan, SEA and HRA

Reg 14 – 6 week Consultation
Send draft Plan, SEA and HRA back to Hfds Council
Request Reg 14 Consultation to start on particular date within 2 or 3 working days of sending
Send out draft Plan to every household if PC wishes to do so
Send out draft Plan to all statutory consultees
Ensure that all links to appendix items are given and that they work (SEA and HRA etc)
Ensure that all is on PC website
All comments should be sent by email or post to the Parish Clerk

Next Stage
Analyse comments received
Make amendments to draft Plan and Maps
Add Consultation Statement to explain why amendments have or have not been made, with evidence and explanation
Add statement of how Plan has met requirements in Core Strategy and EU obligations
Include SEA and HRA
Seek PC approval
Send agreed, amended Plan and Maps and all above-mentioned documents to Hfds Council as Final Plan to be submitted for Reg 16 Consultation and examination

4.2 To delegate 3 people to read and check the Strategic Environmental Assessment and Habitats Regulations Assessment and report to the Parish Council
Resolved: Delegated to the Neighbourhood Development Plan Steering Group
4.3 To agree the most appropriate time to distribute the amended draft Neighbourhood Development Plan to residents
Resolved: Dealt with at 4.1 above

5. To approve the appointment of a new person to carry out the weekly Play Area checks
Comments: There had been 2 applicants, Mr David Matthews and Mr Rob Francis. Cllr Soilleux recommended that Rob Francis be appointed, as he did not see the task as a money earner but as a contribution to the community. He would also carry out any minor repairs for which he would receive a token payment.
Resolved: Mr Rob Francis was appointed to carry out the weekly Play Area checks

Meeting concluded at 8.40 pm

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Signature of Chair           Date: 10 November 2015