Minutes of Meetings

Minutes of St Goran NDP Group meeting 25th November 2019

Present:  Pete McClellan, Mike Bunney, Catherine Coffey, Jack Burr, Arlene & William Fullerton, Pete Thomas, David Peacock, Frances & Geoff Firmin, Lisa Dunne, Chris Lobb.

Apologies:  Kate Longley.

The minutes of 4th November meeting had been circulated, and were accepted.  By arrangement with Noreen Jefferies at Cornwall Council, the Housing Need Survey would be conducted early in the New Year, the expense covered by the Locality grant.  Ideally, the HNS questionnaire should invite respondents to register with SW Homes and/or Home Choice.

Blessed by good weather, Group members had publicised our existence with pamphlets at the entrance of the Christmas Fair on 16th November.  Reaction had been cheerful, polite and quite positive.  News arrived that two questionnaires had been returned at Gorran shop.

CC would create a NDP Facebook page, and CL an email address  < stgoranndp2020@gmail.com > to receive public comments.

There was detailed discussion of the format and content of proposed launch events in the New Year, provisionally Monday 10th February in OSR and Tuesday 18th February in the Memorial Hall, ideally both afternoon and evening.  Our aim should be to attract the broadest range of ages and interests.  There should be several simultaneous conversations, on different topics suggested by displays.  One or more sizeable parish maps could record comments on postit notes.  Light refreshments could be offered.  PM would draft an invitation to appear in the parish magazine and elsewhere, and circulate it for comment.  DP suggested including links to the websites of adopted NDPs, to illustrate the breadth of interests which could be included.  Any connection made with the coincident HNS would likely be felicitous.

The next meeting was scheduled for Tuesday 14th January 2020.

Minutes of St Goran NDP Group meeting 4th November 2019

Present:  Pete McClellan, Mike Bunney, Catherine Coffey, Chris Lobb, Arlene & William Fullerton, Pete Thomas, Jack Burr, David Peacock, Frances & Geoff Firmin.

Apologies:  Kate Longley, Lisa Dunne.

The minutes of 30th September meeting had been circulated, and were accepted.  Liability insurance was covered by the Parish Council.  The Housing Need Survey would be conducted shortly after Christmas, the expense covered by the Locality grant.  Access had been obtained to the Ordnance Survey mapping tool.

GF had circulated a draft of questions to be asked at our first public events.  They were judged too forbidding for purpose, the word ‘development’ was likely off-putting and the request for personal details might appear intrusive.  A much revised draft, for trial at our appearance beside the Christmas Fair (16th November), is circulated with these minutes.  Reaction to it would guide the questions asked at the January events.

The broad aims of the Group were discussed, and the importance of capturing in detail the character of the parish.  The views of the PC would continue to have little weight until the NDP is adopted.  There would be far more development of existing properties than new housing, but the Plan should contain a route for sustainable development in order to pass Cornwall Council review.

CL had obtained a competitive quote for colour printing the brochure, and the selection of illustrations must be completed by Monday 11th.

Five colleagues would encourage Christmas Fair-goers to discover and contribute to the Neighbourhood Plan.  The Gorran shop and Cakebreads would be asked to receive any questionnaires taken away and completed at home.

MB entranced us with an exposition of three thousand years of History and Heritage, of its existing traces in the landscape which demanded protection, of the importance of understanding the meaning and continued use of Cornish place names, and the contribution of successive generations to a vibrant community.  A copy of his illustrations was requested for display on the 16th.  MB invited colleagues to attend the University of Exeter workshop on the 9th.

LD had wondered if we could meet in the week preceding that of the PC meeting.  Accordingly the next meeting was scheduled for Monday 25th November.

A Neighbourhood Plan reflects the community’s views and must be respected in Parish Council and Cornwall Council decisions.  While it can neither insist upon nor forbid changes, it can significantly shape any infrastructure and planning decisions.  Please help us find out what people would want to have in the Neighbourhood Plan for Gorran parish by considering the following questions :

What do you like about living / working in the local area, and why ?

What should we seek to preserve, and how ?

What, in your view, are the issues that affect the area and the community, now and in the future, that we should seek to address ?

What changes and developments would you like to see in the next ten to fifteen years ?

What additional question should we be asking ?

Minutes of St Goran NDP Group meeting 5thSeptember 2019

Present: Pete McClellan, Kate Longley, Arlene & William Fullerton, Mike Bunney, Lisa Dunne, David Peacock, Frances & Geoff Firmin.

Apologies:  Catherine Coffey, Chris Lobb.

The minutes of 29thJuly meeting had been circulated, and were accepted with the correction “Cornwall CountyCouncil” and thus “CCC”.

KL had circulated a draft note detailing the strategy for Communication, Consultation and Engagement which the Group would likely follow, and illustrated the contents with a series of slides.  The note had been informed by the Locality Roadmap for preparing a Neighbourhood Plan (online at neighbourhoodplanning.org/toolkits-and-guidance/ ).  There would be a need to upate the community on our progress as we gathered information.

Three phases of engagement were envisaged, identifying issues and themes in the early stage, consultations leading to a households survey in the mid-stage, and thirdly consultations on the draft completed Plan before submission for Council approval and the referendum on adoption.

The note considered methods of engaging residents in different age-groups, the various organisations in the community and the most effective media (DP noted the particular difficulty of involving students away at college).  The phrasing of four candidate questions for initial contact was discussed; the importance for subsequent evidence of collecting the responses in uniform detail was noted.  The note also addressed ethical and data protection issues and outlined the skills which would be required.

It was suggested that an indication of the age structure of the community could be obtained from 2011 census data.  FF suspects Cornwall Council underestimates housing need in the parish – MB and LD would request an update of the housing needs survey from CC via the Parish Council.  MB proposed the Group stage a Launch Event this autumn, perhaps at the school.

PM invited presentations on relevant topics – MB volunteered for History and Heritage at the next meeting.

PM would investigate online workshops and a CC surgery on NDP preparation and report back.

The next meeting would be at 7:30pm on Monday 30thSeptember – suggestions for additional agenda items were invited.

St Goran Parish Neighbourhood Development Plan

COMMUNICATION, CONSULTATION AND ENGAGEMENT STRATEGY

Draft Concept Note: 3rdSeptember 2019

  1. Background

A fundamental principle behind a National Development Plan (NDP) is that it reflects the opinions, wishes, ambitions and desires of the community as a whole.  In order to develop the Plan, its authors must engage fully with the community, conduct surveys to ascertain residents’ views and ideas and reflect those findings in the final version of the Plan.  A consultation and engagement strategy that shows how the public will be involved throughout the NDP process is a requirement within the NDP Steering Committee Terms of Reference.  Before the Plan can be formalised, we are legally required to hold a local referendum to establish if the community wish to adopt the Plan. Community members are more likely to approve the Plan if they have participated in and contributed to the process of developing it.

  1. Introduction

This Draft Concept Note provides a short outline of the key features to be included in the proposed Communication, Consultation and Engagement Strategy for the process of producing the St Goran Parish Neighbourhood Development Plan (NDP). This concept note will be presented and discussed at the Steering Group meeting on 5thSeptember 2015. Feedback from the Steering Group members will then be used to draft the more detailed Communication, Consultation and Engagement Strategy.

  1. Purpose of the Strategy

The Communication, Consultation and Engagement Strategy explains how community members will be informed about and contribute towards the process of developing the NDP. The NDP is community-led and requires community engagement and consultation to produce a plan that reflects the views and preferences of community members. Publicity and consultation is a statutory requirement for emerging neighbourhood plans.

  1. Phases of Engagement

Three broad phases are envisaged, as below. These may be further sub-divided when planning engagement activities in detail. [Note that dates are approximate. Have we agreed an overall timetable yet?]

  • Early engagement – to create awareness and gather broad views that will help to identify key issues and themes. Focus on open-ended questions. October 2019 – May 2020
  • Mid-stage engagement – consultation on key issues and themes identified through the early engagement phase. This stage will also involve a householder survey. September 2020 – May 2021
  • Consultations on the completed plan – this is the pre-submission consultation that must take place after the NDP has been drafted. January 2022 – May 2022
  1. Community members and groups to be engaged

The Strategy will aim to achieve wide community involvement, targeting men and women / boys and girls from different age groups in different ways, as outlined in the matrix in Annex 1. Given that the NDP is a forward-looking document, particular emphasis will be placed on involving those from the younger age groups (10-64 yrs). Both individuals and members of community groups / clubs will be engaged. See Annex 1 for a list of community groups and clubs according to the age groups of their members. Views will also be sought from residents who also work in the Parish, e.g. farmers, fishers, and self-employed tradesmen, gardeners, consultants, artists, small companies, etc.

Key stakeholders to be consulted include representatives from the Gorran School Board of Governors, Hoglets Pre-School, the Gorran Haven Harbour Trust, the Community Bus Association, Playing Fields Trust, Goran Community Land Trust, [others?], local churches, also Three Bays Wildlife Group, Cornwall Wildlife Trust, and the National Trust.

Local shops and other local businesses (e.g. camp sites, caravan parks, B&Bs) and key landowners (including Duchy of Cornwall and the National Trust) will be engaged in the latter part of the process, once the key issues have been identified.

  1. Overall approach

In the early engagement phase, communication will focus on making people aware of the NDP and the need for community engagement. A wide range of communication channels will be used. Individuals and members of community clubs /groups will be invited to respond to a series of open-ended (qualitative) questions through the data collection channels and methods appropriate to the different age groups (see Annex 1):

  1. What do you like about living / working in the local area? Why?
  2. What should we seek to preserve? How?
  • In your view, what are the issues that affect the local area and/or the community (now or in the future) that we should seek to address?
  1. What changes/developments would you like to see in the next 10 or 15 years?

Responses will be monitored from men/women/boys/girls from the different age groups, and targeted efforts will be made to promote additional responses from particular groups where necessary. Feedback to the community on the initial responses may help to promote further responses. At the end of the early engagement phase, responseswill begrouped / categorised to identify the key themes that emerge for each age group. It is proposed that a Steering Committee meeting should take place to discuss the results and agree on the vision and objectives for the NDP and the themes to be included. The results will be fed back to the community.

The mid-stage engagement phasewill include continued awareness and feedback communications and the collection of qualitative and quantitative data. Further open-ended questions will be used to gather more detailed (qualitative) data to understand the issues and options relating to each of the themes identified.  Where necessary, mini-surveys or polls might be used to gather quantitative data on specific issues. Local organisations, local associations, appropriate local businesses and landowners (as mentioned above) will be contacted to explore ways in which these issues might be addressed. The results of the mid-stage consultations will be used to design the (quantitative) questionnaire which individual residents from the various age groups will be invited to complete.  Again, responses to the questionnaire will be monitored, and targeted efforts to get additional responses from specific age groups will be made if necessary. At the end of the mid-stage engagement phase, the survey results will be analysed and the results will be fed back to the community.  Results will be used to inform the drafting of the NDP.

After the NDP has been drafted, copies of the completed plan will be made available, and a concise summary version will also be shared with individuals and community groups. Consultations on the completed planwill take place through the various communication and data collection channels for each age group.  A community-wide meeting and/or drop-in session may be appropriate at this stage. Feedback will be compiled for the Steering Committee to consider the need for revisions to the draft plan.

  1. Principles
  • All efforts will be made to ensure an inclusive and accessible engagement process; particular efforts will be made to engage with youth / young adults.
  • A range of communication and consultation methods will be used. Information provided and data collected will be the same for all age groups and community groups, though the channels of communication and means of data collection will be tailored to each target audience.
  • Expectations will be managed to avoid raising unrealistic expectation, disappointment and cynicism.
  • The Communication, Consultation and Engagement Team will be inclusive.
  • As far as possible, each group discussion will be facilitated by a Team member from the same demographic as the target group.
  • All information generated through the consultations will be properly documented, including the gender, age and group affiliation (if any) of the provider.
  • The anonymity of respondents will be maintained in all reports and feedback.
  • Required data protection policies will be followed.
  • Regular updates and feedback will be provided to keep the community informed of progress and results from the consultation and engagement process.
  1. Communication, Consultation and Engagement Team

It is proposed that a Working Group should be formed for the implementation of the Communication, Consultation and Engagement Strategy. The Working Group (Team) will likely be composed of interested members of the Steering Committee as well as interested volunteers and those with specific skills (possibly on a contractual basis). Efforts will be made to ensure representation from each of the different age groups. As far as possible, discussions with specific groups will be facilitated by a Team Member who is from a similar demographic as the group members. Working Group / Team members will be briefed / trained by the Team Leader in the required methods where necessary. The areas of expertise / skills will be required for the Team are presented in Annex 2.

Annex 1. Communication and data collection channels for different age groups

This matrix is not necessarily complete – some venues / clubs / groups may be missing. It may be necessary to revise the age groups so that they are in line with the population information currently available.

Age group Communication channels Data collection channels Venues / clubs / groups
Children & teenagers (10-17 yrs) Facebook

Other Social Media

Website

Groups / clubs

Facebook

Other Social Media

Website/online

Group / club-based discussion

Gorran School (Year 6)

Roseland school

Cubs / Scouts

Brownies

Blaze Youth Group

Gig Club

Football Club?

Cricket Club

 

Young adults (18-29) yrs) Facebook

Other Social Media

Website

Groups / clubs

Facebook

Other Social Media

Website/online

Group / club-based discussion

Truro College

Gig Club

Football Club

Cricket Club

Toddlers Group (Mums)

 

Adults (30-64 yrs) Facebook

Website

Email

Groups / clubs

Fliers/leaflets

Parish magazine

Display stand

Drop-in sessions

 

Facebook

Website/online

Hard-copy/paper

Group / club-based discussion

 

Gorran School (parents)

PTA

Gig Club

Football Club

Cricket Club

Snooker Club

Toddlers Group (Mums)

? Chop Shop, Nails by Louise, etc

 

Older adults (65+) Website

Email

Groups / clubs

Fliers/leaflets

Parish magazine

Display stand

Drop-in sessions

Hard-copy/paper

Group / club-based discussion

Drop-in sessions

Bridge Club

Cricket Club

Snooker Club

Walking Netball

Pilates Group (women)

Film Society

Phoenix group

Scrabble Meet Up

Bell Ringers

Art Circle

Quilters

Knit & Knatter

Various coffee mornings

History Society

Ukele Group

Community Bus

? Chop Shop, Nails by Louise, etc

 

Annex 2. Skills / expertise needed for the Communication, Consultation and Engagement Team

  1. Facilitation of group discussions and participatory methods – several facilitators, male and female, from different age groups will be needed
  2. Note-taking (during group discussions)
  3. Website management
  4. Email management
  5. Social media management (Facebook, Snapchat, Instagram, etc)
  6. Schools liaison / student supervision
  7. Communications strategy / oversight
  8. Drafting of communication materials
  9. Presentation, editing and lay-out of communication materials
  10. Data collection methodologies & design
  11. Online survey management
  12. Qualitative data analysis & reporting
  13. Quantitative data entry, analysis & reporting
  14. Distribution and collection of hard copy leaflets & questionnaires

Minutes of St Goran NDP Group meeting 29thJuly 2019

Present:Pete McClellan, Mike Bunney, Catherine Coffey, David Peacock, Chris Lobb, Kate Longley, Frances & Geoff Firmin.

Apologies: Arlene & William Fullerton, Lisa Dunne, Graham Chaplin.  Robert Bunney wishes to withdraw from steering group meetings.

The minutesof 24thJune meeting had been circulated and were accepted. Our proposed Terms of Referencehad been presented to the Parish Council, and accepted.  CCC notification had prompted two offers of professional services; no volunteershad yet responded to the parish skills-required advertisements.  However, CL reported offers of aerial photography and review of landscape policies.

The group discussed the required sequence of activities, developing NDP awareness via local interest groups, discussing what questions should be asked in the households questionnaire, and what timescales would be appropriate.  KL offered to work up a concept note for our next meeting, and felt we could benefit from training in communication skills.  CL suggested that footfall past the Schoolroom to the Christmas Fair at the church would be an excellent opportunity to make ourselves known to the wider public.  MB recommended we attempt a similar event at the Memorial Hall in Gorran Haven. Meanwhile we should start to contact local groups, offering to hold presentations about developing the Neighbourhood Plan, designing the households survey, and discussing policy areas that should be included in the NDP.  GF offered to draft a handbill explaining NDP activities and providing contact details. DP cautioned against raising expectations too high.

There was discussion of ‘affordable’ housing, what could actually be afforded by people working in the area and wanting to live in Gorran, and whether the NDP could make it easier for a housing association to develop houses in Gorran.

PM had researched sources of available funding for NDP work; up to £9000 could be obtained when the project had clear need of it.

DP had come upon a definition of heritage assets, such as would merit consideration in planning decisions.  The group could assemble a list of treasured features of Gorran.

Next meeting: 6pm Thursday 5thSeptember, immediately preceding the PC meeting.  Helen Nicholson would be holding a NDP surgery the following day, which PM proposed to attend.

Minutes of St Goran NDP Group meeting 24thJune 2019

Present:Pete McClellan, Arlene & William Fullerton, Lisa Dunne, Chris Lobb, David Peacock, Frances & Geoff Firmin.

Apologies (mostly Feast Week): Mike & Robert Bunney, Catherine Coffey, Kate Longley, Graham Chaplin.  Trevor Waller has withdrawn from the Group.

The minutesof 20thMay meeting had not been successfully emailed to everybody, but were accepted.

Parish Clerk Lesley Pothecary had circulated a notice inviting volunteersfor key roles.  GF had no replies so far, though the notice was yet to appear in the Parish Magazine.

Examples of Steering Group Terms of Referencehad been found on various websites.  PM suggested it would be timely to agree and present ours to the PC for its 1stJuly meeting.  LD proposed using CCC draft ToR with simple choices where options arose.  [Action 3.1]GF to edit that draft and circulate it swiftly for comment.

KL’s offer to develop the questionnairewas welcomed and accepted.  [3.2]All to look for questionnaire examples from other NDP websites.

LP had notified CCC of the intention to prepare St Goran NDP, and was swiftly sent related emails from several Planning officials. [3.3]GF to ask Neighbourhood Planning to treat PM and GF jointly as steering group contacts, to spare LP.

The first step towards community involvement was to alert local interest groups to our existence.  [3.4]FF to develop a list of such groups with contact details, and circulate it for additional entries, with a view to holding an Open Day.  CL recommended we use an easily pronounced name – “NDP Group” found general favour.

[3.5]PM to seek more detailed information on available funding, and at what stages to apply for it.

WF suggested we seek advice from the Cornish branch of CPRE, possibly also from the Country Landowners’ Association.

Next meeting:  Monday 22ndJuly, ten days before the August PC meeting.

Minutes of St Goran NDP Group meeting 20thMay 2019

Present:Pete McClellan, Mike Bunney, Catherine Coffey, Chris Lobb, Lisa Dunne, Kate Longley, David Peacock, Graham Chaplin, Frances & Geoff Firmin.

Apologies: Arlene & William Fullerton, Robert Bunney, Trevor Waller.

The minutesof 29thApril meeting were accepted without discussion.

PM welcomed Helen Nicholson, Cornwall Council Community Network Manager, also member of St Clement NDP steering group, and Garth Shephard, leader of Mevagissey NDP steering group.  Each spoke and took questions for about 30 minutes; the gist of their experience and advice is reported in combined form :

A NDP adds local detail to the National Planning Policy Framework (NPPF) and Cornwall Council’s (CC) Local Plan (LP), which it may not contradict.  Unlike previous Parish Plans, it becomes a legal document on adoption, requiring evidence of substance for all its policies, and must appear ‘professional’.

The policies must be seen to arise from the community.  Consultation with local groups and societies should inform a questionnaire to be delivered to all households.

Strictly, a NDP deals with land use, namely housing, services and roads.  It may contain policies for other issues, but they will have to be implemented by other bodies.  It must essentially be seen to be permissive rather than prohibitive, encouraging desired behaviour rather than attempting to prevent unwanted change.

The group will require talent in the areas of market research, project management, chartered surveying, landscape character assessment and website creation.  Relevant expertise within the community should be located and recruited.

Funding for different aspects of the project are available from the County Council, from Locality and from the Lottery.

All aspects of the project may be plagiarised from existing NDP websites, often with the enthusiastic support of their creators.

LD knew a local ecologist, Janine Bright, and had asked her to envisage a local biodiversity and conservation survey.  Their exchange and Janine’s indicative costing are appended.

Next meeting:  Monday 24thJune, ten days before the July PC meeting.

Actions:

GF to contact Parish Clerk Lesley Pothecary, to request PC indicate the intention to create a NDP by applying to CC for designation of a neighbourhood area.

All members (a) to make suggestions for our Terms of Reference to PM, and (b) to read online a local NDP and an arbitrary up-country NDP of choice, looking for surprise content which we might think of including in ours.

Minutes of St Goran NDP Group meeting 29thApril 2019

Present:Pete McClellan, Kate Longley, Mike & Robert Bunney, Catherine Coffey, Graham Chaplin, Lisa Dunn, Trevor Waller, David Peacock, Frances & Geoff Firmin.

Apologies: Arlene & William Fullerton, Chris Lobb.

PM offered to stand down from Chair, lest the Neighbourhood Development Plan (NDP) be perceived as the work of an outsider.  The offer was cheerfully declined.

Definitions:A concise definition, already circulated, might provide a functional description, but a more comprehensive definition needs to express what the Group and the Parish want the Plan to contain.  Topics raised through the evening are listed in the draft text attached for discussion and revision.

Requirement for a NDP:The National Planning Policy Framework (NPPF) allows for locally generated Neighbourhood Plans to influence County and Parish planning decisions.  Once properly adopted, a NDP can not be arbitrarily ignored.  But a community lacking a NDP has little redress if the County contemplates building on County-owned land.  Our NDP would describe the quantity and types of new and adapted housing which would be desirable in the parish.  The most recent housing needs survey was now 5 years old, and should perhaps be updated.

What we like about Gorran: Members recounted those aspects of village and country life which afford special pleasure and which the NDP should seek to preserve.  An initial list is attached.

Participatory Mapping:  KL described several of the techniques by which information and opinions can be collected from all sorts of groups of residents, including children, in particular by their annotation of copies of local maps.

Areas to explore:  Councillor Mustoe and Parish Clerk Pothecary could be asked how central government funding for NDP work is channelled through the Parish Council (PC), and which parts are one-off and which available every year.  In order to get a feel for the sequence of our tasks, and for those which would require significant funding, PM would invite Garth Shephard (Mevagissey NDP) and a representative of Roseland NDP to address our next meeting.  MB proposed we should aim to complete within three years, by May 2022.  Chris Lobb and the Clerk should be asked what became of the old Parish Plan.  We should draft our terms of reference from the PC.

Next meeting:  Ideally the Monday ten days before each PC meeting, but this time 20thMaybecause of the bank holiday.  We should invite the PC to cover the cost of our meeting room.

AOB:  Drafting heritage (MB), biodiversity (GC), farming and fishing (LD), footpaths (CL), lists of community groups.

Drafts of texts to be carried forward:

Concise definition of NDP:

A Neighbourhood Development Plan is an official record of local preferences about planning issues. Local volunteers assemble the Plan by open consultation. If the Plan is then adopted by a local referendum, the Parish Council and County Council can choose to impose those local preferences on planning applications.

CPRE definition of NDP, with additions:

Neighbourhood Plans are optional documents that detail further development priorities for individual communities. They are community-led and can be written by town or parish councils. Taking part in the writing of a Neighbourhood Plan helps you have a say in the future use of land and buildings in your neighbourhood.

A Neighbourhood Plan can incorporate:

The strengths and positive features of your neighbourhood – things that people value and would like to keep.

Decide where and what type of development should happen in the neighbourhood

Include policies, for example regarding design standards, development, regeneration and conservation

Identify green amenity areas and characteristic occupations such as farming and fishing

A plan for implementing policies, and associated champions

Features that the Group like about the Parish:

The friendly and welcoming people and atmosphere

The biodiversity, particularly birds, butterflies, bees and trees

The small proportion of mostly empty second homes

The quay

The diversity of interest groups and meeting places

Ancient field patterns, hill forts, playing places, the Observer Corps post

The Cornish language in place names and customs

Local groups to involve:(please extend this list)

Community Land Trust

Harbour Trust

Cricket club