27/09/13 Inaugural Members Meeting

1.0

Introduction and Chairman’s opening remarks

The meeting opened with welcome and introductions from the acting chairman, Martin Doyle (MPD).   MPD explained that the Byfleet, West Byfleet, and Pyrford Residents Association (BWBPRA) is keen to see our three villages establishing neighbourhood plans, under the Localism Act 2011 legislation.   To this end, £1,000 has been allocated so far to each village to cover initial expenses.   MPD is the BWBPRA’s Chief District Representative (CDR) for Pyrford and has convened this public meeting to start the process in Pyrford.   MPD said he was looking to achieve as wide a participation from the community as possible, and was gratified to see over 50 people attending.   The main purpose of this evening’s meeting is formally to establish a Neighbourhood Forum for Pyrford (PNF) and to agree its constitution.

MPD introduced the councillors present.   From Woking Borough Council (WBC), Mr Ashley Bowes (ASB) is a planning law barrister and oversees Woking Borough’s Planning functions.    Mr Graham Chrystie (GC) and Mr Richard Wilson (RW) are members of WBC’s planning committee.   Also present was Mrs Liz Bowes from Surrey County Council.

MPD introduced fellow BWBPRA committee members present: Mr Ernie Elliott; Mrs Penny Hoskyn (PH); Mrs Carole March and Mr John Bond (JB).   The West Byfleet representatives were attending, as they wished to consider joining with Pyrford and this would be debated and voted on during the meeting.   It was noted that JB was present to pass on experience already gained by the Byfleet Forum.

The Chairman concluded his opening remarks and introduction by emphasising the need for urgency.   He stressed the importance of submitting the application for the designation by WBC of PNF as soon as possible.   The key to success is getting sufficient numbers of volunteers to help.

2.0

Neighbourhood Plan Process

Graham Christie explained that Martin had already done a lot of the groundwork on behalf of the Forum, but that the next few weeks were very important to move it forward quickly.   GC had a number of points for the meeting.

• 130 Forums had already been approved Nationwide.

• Two neighbourhoods in Woking have already established forums.   Hook Heath has achieved designation by WBC.   Byfleet’s application has been accepted by WBC and is now at the public consultation stage.

• Indicated that the Pyrford Neighbourhood plan would be the prime guide for WBC, once it has been ratified

• The consultation process takes 6 weeks from submission to the Local Authority.

• Boundaries have to have a commonality.

• Emphasis on urgency

• Limited funds in place, and hope for greater funding.

• Possible £7,000 allocation when PNF formed and recognised

• Changes to the urban and rural environment must be accepted when appropriate

• WBC Planning Policy Head, Ernest Amoako, is available to help PNF.

• Suggested that West Byfleet could join with Pyrford if all wish it

• Green Belt review due this year

MPD would like to get an application in to WBC within the next 2-3 weeks, so that there is a good chance of getting a decision by late February 2014.

• Need to agree a Constitution as soon as possible

2.1

Resources – The Forum can apply to the Local Authority for assistance.   The first in Woking, Hook Heath, has had approval for substantial part of £7k.   The Three Villages Residents  Association has agreed to give £1k to each of the villages, to help with their individual submissions.   More could be requested.   To date the costs for PNF has been £200.

2.2

Main Objective of the Forum would be to be have a say in any planning issues within its boundaries, e.g. green belt development, where WBC has to decide if any new sites within the borough need to be released from the green belt which will probably be the middle of next year.   The Pyrford Plan would be added to the overall Borough Plan.

2.3

Process – Ashley Bowes talked through the process.

• A flow-chart was shown (Attachment 1) to indicate steps that should be taken in setting up the Forum.

• He produced a two-page handout of general notes on the key stages of the neighbourhood plan process and principal requirements (Attachment 2).

• Neighbourhoods will need to have plans to accommodate increases in housing need

• ASB noted that WBC have committed to construct 292 units per year until 2027 within the borough.   This is presently sustainable without incursions into green belt.

To be a Forum member, you have to be on the electoral roll of the Area, work in the Area, or be a councillor representing the Area.

3.0

Neighbourhood Forum Formation

3.1.

The chairman asked the meeting whether they wished to form Forum for Pyrford.  This suggestion received overwhelming support from those present.   MPD asked for a show of hands of those interested to be on the Forum of at least 21.  MPD was very happy this number exceeded, and would gather names at the end of the meeting.

3.2

Constitution

The draft constitution was then discussed, all present having a copy.   Two amendments to sections in the constitution were suggested from the floor:

• §2.2 to be deleted

• §3.8 to be amended to read “Councillors representing all, or part of, the Area in both WBC and SCC will be invited to all Committee Meetings and will have the same voting rights as other Committee members.”

At this stage of the proceedings, the Chairman asked that discussion over the boundaries of the Area be delayed, until agreement of the main constitution wording had been reached.   MPD proposed acceptance of the Constitution subject to the above amendments.   By a show of hands, this was unanimously agreed.

MPD requested volunteers for Chairman, Vice-chairman, Secretary, Treasurer, Publicity officer.

• Mr Martin Doyle volunteered as Chairman

• Mr Ian Whittle volunteered as Vice-Chairman

• Mr Cliff Bolton volunteered as Publicity Officer

The other posts were not resolved.   It was agreed that the vacant posts would be filled upon the formation of an acceptable committee.

The names of the attendees were collected.

3.3

Questions from the floor:

§5.5 – PNF will generally support actions aimed at generating employment in the Area.  After specific examples were given, not seen as a problem,.

3.4

Boundaries – The matter of the Pyrford Boundaries, as illustrated on a map displayed at the entrance of the hall, was discussed at length.   Parish maps show Dane Court area within the Pyrford area, but the Ward map shows it to be in West Byfleet area.   Other streets on the West Byfleet side of the ward boundary were also discussed, as being considered by many to be part of Pyrford.

PH spoke about the opportunity for West Byfleet to join Pyrford and this would go towards helping to eliminate the problems with the boundary.

A lengthy discussion took place on the merits of the Ward map versus the Parish map versus the Postcode area.

A vote was taken on the appetite of whether or not to join with West Byfleet and 75% of audience were against joining into a single Area.   It was felt, however, that the two neighbourhoods should co-operate closely together, and also with Byfleet, to eliminate duplication of effort.   The BWBPRA will support this co-operation.

Boundary discussion continued – the houses in the disputed areas (probably about 200) would need to be canvassed (possibly in conjunction with W. Byfleet).   RW the postal code system should be adopted to construct the area to be covered by the Forum It was agreed by a majority to leave it to the 21 committee members to resolve.

The main It was agreed that.

4.

To Do List

• Application to Woking Borough Council – need to arrange next meeting of PNF.

• Website – John Bond offered to put up a temporary page for the Forum on the Residents web site.   Pauline Hedges (West Byfleet Business Association) recommended Mark Fuller (MF) who runs the West Byfleet web site might be able to help, details passed to MPD.   [After the meeting closed, Steve Wright volunteered to help set up a web site].

• Social media – MF might also be able to help with Facebook and Twitter.

• It was suggested it might be possible to get a mention on the Window on Woking web site.

• Publicity – Cliff had, and would be, in contact with local newspapers.

5.0

Any Other Business

5.1

Liz Bowes took the opportunity to thank Martin and congratulate him on starting the formation of the Forum.

5.2

The Volunteers for the Forum Committee handed their details to Martin at the end of the meeting.

5.3

It was agreed that the next meeting for the Forum of 21 would be on Friday 4 October at 8pm, in the Village Hall Committee Room.

Meeting ended at 10pm.