ࡱ> ` Gbjbjss 3>%===8=j>'2:@:@"\@\@\@7A7A7AXZZZZZZ$Yh|~QL7A7AQLQL~\@\@&QPQPQPQL\@\@XQPQLXQPQP<\@.@ i1\=M 6tn'V*=Nx=lP=Ж7AD QP!FG7A7A7A~~OX7A7A7A'QLQLQLQL5z;$z; Hayling Island Community Board Board Meeting Monday 14 January 2008 at St Andrews Church Hall, Southwood Road, Eastoke, Hayling Island Action Notes Present: Community Board Members: Terry WorrallChairman/ResidentCllr Andy Lenaghan Vice Chairman/Nominated CouncillorNigel ChilcottFaith Groups/HCP RepresentativeRoy JonesResidentPaul DennisonResident/Bridge CentreJohn PerryNeighbourhood Watch/HIRA/ResidentColin TurnerHayling Island Health CentreTony HighamResidentPaul FisherHayling Island Residents Association Others: Helen Wood Community Boards Support Officer Jackie Batchelor (HBC) Nick Horten (HBC) Liz Walker (Youth Service) Andy Peters (Police) Action1.Introduction and Apologies The Chairman welcomed all to the meeting. Apologies had been received from Matt Shearman, Dave Sheppard and Phil Gooch. An email of resignation had been received from Robert Woodward and thanks were recorded for the work he had undertaken for the Community Board. 2.Action Notes from Previous Meetings/Matters Arising Post-meeting correctionto minutes of 8 October 2007, Item 2, paragraph re Item 9f: Havant Borough Council wishes to make it clear that it does not see the Community Boards as its main interface with the public but as one of several consultation mechanisms. Matters Arising Item 2 Tony Cailes, Technical Services Manager at Havant Borough Council, had been contacted regarding the placing of a Welcome sign at the Ferry and had confirmed that this would be considered if sufficient funding was available.  The issue of placing the sign for the Temple was ongoing. AL/NCIt was confirmed that the advertising board and banner for Pride of Place had been ordered from Liveability funding. Item 7 There was a discussion regarding the proposed additional meeting to be held on Saturday 19 January 2008 at the Bridge Centre, from 9 a.m. to discuss Hayling Island plc. It was agreed that Colin Telford should be requested by Andy Lenaghan to facilitate the meeting. The attendance of various groups such as the MTI was considered as was the newly formed Hayling Society.  ALItem 8 Andy Lenaghan had spoken to Nick Bennett regarding the legality of commenting on planning applications. Jackie Batchelor, who was present at the meeting confirmed that the Statement of Community Involvement encouraged Community Boards to comment on planning applications. The circulation of posters advertising the Community Board meetings was discussed. It was agreed that laminated posters would be distributed to those requesting them and all members would receive an email copy of the poster.  HWThere was a short discussion regarding the costs of a website approximately 1,000 for this to be undertaken professionally. A series of village websites existed across the UK. Nigel Chilcott would investigate and provide John Perry with the link. This would be discussed further at the additional meeting on 19 January 2008.  NC3.Development Consultation Forums Jackie Batchelor, Head of Development and Technical Services attended the meeting to provide information on Development Consultation Forums. Notes attached at end of minutes. Thanks were passed to Jackie Batchelor. 4.Public Open Session - Nil 5.Community Safety PCSO Sean Lehan reported that the area had been fairly quiet over Halloween, Bonfire Night, Christmas and the New Year. It was reported that the 101 system had been extended to February 2009. Andy Peters reported that progress had been made with the two head cameras and the installation of the computer was pending. PCSOs were assisting where necessary with school crossing patrols at Mengham Infants School and it had been suggested that there should be additional recruits to undertake this work. In relation to Youth Engagement, the five-aside football tournament held in December had been very successful with additional activities requested. It was believed that respect had also been gained. Useful feedback had been received regarding the mobile police station. It was confirmed that this would be advertised more widely. It had been suggested that this could coincide with the car boot sales on Wednesdays. It was also suggested that Creek Road should be considered rather than Eastoke Corner. There had been no repeat of the two incidents reported involving vehicles pulling in front of buses causing them to make emergency stops but drivers believed to be involved were being interviewed. High visibility patrols were being undertaken at Beachlands and Hayling Park and it was confirmed that 2007 had been significantly better than 2006. It was reported that a number of incidents had occurred at Sandy Point and these were noted. Liz Walker (Youth Service) also noted the issues raised. Samantha Charlton at Havant Borough Council would organise a site visit to ascertain the current situation regarding the CCTV camera at the bridge. The use of ASBOs and their effectiveness was questioned. It was felt that these were effective and there had been no incidents in Winsor Close since 31 October 2007. It was confirmed that the road works on the A27 involved the replacing of new central reservations and average speed cameras were in place. It was also confirmed that a recent Slow Down camera on Hayling Island had recorded 36,000 vehicles exceeding the speed limit. Thefts from parking meters at all Hayling Island car parks were reported during 2007. Devices had been installed to inhibit entry but this had not been successful. Information to be circulated to members. New technology was to be introduced.  HWThanks were passed to Andy Peters and Sean Lehan for attending the meeting. 6.Environmental Quality Rangers Report Nick Horton, EQR at Havant Borough Council confirmed that the issues with betting slips continued. The Police were involved and a great deal of work had been undertaken to resolve the problem. Anyone witnessing littering involving betting slips should contact the Police. Thanks were passed to Nick Horten for attending the meeting. 7.Assisting/Staffing Pride of Place Paul Dennison confirmed that general staffing was not an issue but it was hoped to provide a programme of people/organisations able to offer specialist services. Suggestions included: Community Board Residents Association Coastguard Fire Brigade Age Concern Connexions CAB It was also suggested that exhibitions could be displayed at the Centre. The banner would be put up but persistent advertising was required. It was agreed that there should be an official opening/launch in February. 8.Youth Liz Walker provided an update on youth issues and confirmed that Hayling Island no longer had any hot spots. However the CDRP Group were concerned about the lack of facilities for young people on the Island and possible ways of improving this were being considered. Young people would be consulted. Transport difficulties were an issue for young people due to timings and cost of public transport. Andy Lenaghan had spoken to young people on different occasions but had received no feedback from them. Andy Lenaghan spoke of the possibility of having a Youth PCSO. The young mums work was ongoing but only funded until the end of March. It was hoped to link the group into the Children's centre after this. The music project had proved very successful and was funded until the end of March 2008. CHIVY continued to run and was being linked to screening for Chlamydia which appeared to be a growing disease. Colin Turner confirmed that there would be a public awareness campaign and targets to be reached regarding screening. Liz Walker confirmed that there would be changes with Connexion workers but details were not yet available. 9.Open Forum for Community Board Members Item to be placed on next agenda to discuss AGM HW10Date of Next Meeting Monday 11 February 2008 at 7.30pm at Elim Church Hall, Elm Grove, Hayling Island.  Havant Borough Council Development Consultation Forums The Council is committed to improve community involvement in the planning process. In October 2006 it adopted a formal statement of intention called the Havant Statement of Community Involvement (SCI) which focussed on consultation arrangements for development plan documents and significant *and major applications at both pre and submission stages of a planning application. The Council has now decided to introduce a Consultation Forum for significant* applications with the aim of improving councillor, stakeholder and the public involvement in the pre application process, and providing greater understanding for developers of community expectations of significant* development within the Borough. Development Consultation Forums will be introduced as a pilot from June 2007. What is the Forum? The Forum is a meeting held in public, where a developer is able to explain proposals directly to Councillors, the public and key stakeholders at an early stage about a development site. The process is designed to assist the developer to deal properly with important issues and to reduce delay and frustration on everyones part in the formal planning process. This is a new process for Havant and is being established as a pilot in the hope that it will improve the planning process in connection with significant* developments, as defined in the SCI within the Borough. What is the Forums purpose? Its prime purpose is to help identify issues that a proposal, which is considered by the Forum, may need to address. In particular a Forum will: enable the developer to explain development proposals directly to councillors, the public and key stakeholders at an early stage identify any issues that may be considered in any formal application inform councillors and the public of a development proposal at an early stage in the pre application process inform officer pre application discussions with the developer enable the developer to shape an application to address community issues When will a Forum be held? The Head of Development & Technical Services will identify development schemes suitable for consideration by a Forum as soon as possible during pre application discussions with developers. A developer will be asked whether and when in the discussions he would like to take advantage of the Forum process. Will all pre application matters be referred to the Forum? No. Only those proposals that are significant* developments, which are likely to raise issues sensitive to the wider community, are likely to be accepted for a Forum. If proposals are sensitive to the wider community do they have to be subject to the Forum process? No. Whilst developers will be encouraged to use this opportunity when appropriate it is not mandatory and it will depend upon their co-operation and willingness to take part. Is the Forum a substitute for the Development Management Committee? No. The Development Management Committee will still need to consider an application based on the facts, issues and advice and nothing said at the Forum will prejudice that consideration. Who can attend the Forum? The meeting will be held in public but only those invited to speak on behalf of recognised key stakeholder groups will be able to raise issues at the Forum event. Who will be invited to speak? Those people or organisations who will be important contributors to a proposals consideration will be invited to speak. For logistical reasons it is unlikely that more than 10 speakers will be invited to address any one event. How will the speakers be chosen? The developer and officers will have held pre application discussions in the normal way about a proposal. Such discussions will help officers and the developer identify a list of key people and organisations that will be important contributors at a Forum. The Head of Development & Technical Services will determine the list of invitees after consultation with the Chair of the Forum. What if I want to speak but I am not invited to speak? Unfortunately you will not be allowed to speak at the Forum unless invited to do so. However, you are welcome to attend the meeting, listen to the presentations from the developer and views of others made at the Forum. You may then wish to make written comments to officers who will forward any comments received to developers, and take account of any points made in any subsequent discussions about the proposal. Forms to make written comments will be available at the Forum events. In any event, the Development Consultation Forum will not affect any rights to make representations when a formal planning application is submitted. Will the Forum negotiate a proposal with a developer? No. The purpose of the Forum is to raise issues that participants consider need to be addressed by the developer prior to submitting a planning application. How will I know about a Forum? Arrangements will normally be made about two weeks in advance of a Forum to notify key organisations and / or individuals who have an important role in shaping a proposal. For those not invited to speak, advanced letters will be sent to neighbours who would normally be consulted on a planning application advising them of the event, and additional information will be placed on the council web site. What happens at the Forum? The Chair will introduce the Forum explain who is going to speak, the order of speakers and the rules that the meeting will follow. The order of events will normally be as follows: The Planning Officer will provide a background to the proposal (including planning history and planning policies up to 10 min. The Developer will explain the proposal (this may involve contributions from several people) up to 20 min. Invited Speakers will then have an opportunity to speak & raise any issues, observations and comments up to 5 min. The developer has an opportunity to respond to what has been said by Invited speakers. up to 10 min. Councillor members of the Forum may ask questions of the developer. The Planning Officer summarises the main points raised during the Forum. The Chair will close the Forum How long will speakers have to address the Forum? This will be dependent upon the nature and complexity of the case. However, developers will need to be given sufficient time to properly explain the proposals, this is not likely to be more than 20 minutes unless in exceptional circumstances. Invited speakers will normally be allowed up to 5 minutes. Can questions be asked of invited speakers? Only the members of the Forum will be allowed to ask questions of invited speakers in order to clarify issues or matters of fact. What if third parties are disruptive to the process? It is important to understand and capture any genuine objections someone may have to proposals. However an invited speaker who has made their points and becomes disruptive will only damage the process for others. Disruptive behaviour can include shouting and interrupting speakers and thereby not allowing points to be made. Such people are unlikely to be invited to speak to any follow up Forum events but will be restricted to an observation role in the public gallery. Equally any members of the public who have not been invited to speak and become disruptive will be instructed to leave. What happens at the end of the Forum meeting? The main points raised by the Forum will be recorded and clarified as the meeting progresses. At the end of the meeting the Planning Officer will summarise the main issues. This will help the developer decide how he wishes to proceed with the proposal. What happens after a Forum meeting? The main points will be recorded and passed to the developer for his consideration during further pre application discussions with officers of the Council and in putting the application together. 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