Minutes of NDP Steering Group 2 October 2019

Held at Walford Village Hall
Wednesday 2 October 2019 at 19:00

Councillors: Simeon Cole, Ian Matthews, Bob Puzey
Non- council members: Andrew De La Haye (Chair), Chris Barron, Dave Berry and Jon Stern

In attendance: No members of the public were in attendance

1. Apologies for absence – There were no apologies

2. Declarations of interest and written requests for dispensation – none

3. Minutes – it was resolved to adopt the minutes of the meeting held on 10th September 2019 as a true and accurate record. They were signed by the Chair.

4. Public participation session
No members of the public were present

5. Consultants
5.1 All 7 consultancy companies on the list provided by Herefordshire Council had been invited to register interest in tendering to support the production of the Walford Parish NDP. Although 2 companies had initially expressed interest one of them had now withdrawn, leaving only one company that was prepared to provide a proposal. The Chairman had asked the Clerk to confirm whether it would be acceptable to proceed with a single tender and he was awaiting a reply. It was resolved to continue with interviewing the single remaining bidder to establish whether they are able to deliver suitably compliant services and a compliant commercial proposal.
5.2 The draft terms and conditions of contract were discussed and it was resolved to submit them at the next Parish Council Council meeting on 16th October 2019 for agreement as the basis of a contract. It was noted that it might not be possible to provide the 2 appendices, detailing the programme of work and pricing, by the 16th as that would depend on how quickly the selected consultants could provide their final submission documents.
6. Finance
6.1 Work had started on a finance budget control sheet, divided by project stage. It was noted that population of the sheet was an on-going process which depended on all the key costs being identified. The consultancy contract would be a key budget item and those costs would not be available until after the consultant interviews. It was further noted that the current Locality grant application was only valid for project spend up to 31st March 2020.
7. Communications
7.1 Bob Puzey had circulated a draft Newsletter Article and a leaflet for the Parish Party on 27th October. Following some discussion on the exact objectives for the Parish Party it was resolved to update the draft documents to make them more inviting and clarify some of project aims and then to produce a suitable quantity for distribution.
7.2 The Parish Council website will be relaunched at the Parish Party and it will include a section on the NDP. Work on developing an NDP specific website awaits grant funding being available and when it is finished all NDP documents will be transferred from the Parish Council website.

8. Planning
8.1 Virtually all the Stage 1 activities have now been completed. Due to the delay in letting a suitable consultancy support contract Stage 2 of the Project Plan had slipped by at least 2 months. However the Steering Group had made substantial progress in understanding the information produced by the previous NDP team and in identifying the key challenges for Stage 2. It was noted that there may still be a need to re-identify developers and land owners, given the time that had elapsed since the original call for development sites.
8.2 Chris Barron had circulated a list of folder headings for the Google Drive. He had only received 1 set of comments on the draft proposal. It was resolved to use a combination of the original draft list together with the other headings that had been suggested. There was discussion about access to the Google Drive and it was resolved that Steering Group members would only have read access. All documents would be sent to Chris, as the document controller, and he would put them on the Drive. Documents would only be put on the Google Drive once they proceeded beyond draft status.
9. Other items
9.1 There were no other items.
10. Public participation session
10.1 No members of the public were present
11. Items for next meeting agenda
11.1 Standard agenda items
11.2 Parish party plan
11.3 Launch event
12. Date of next meeting
To be agreed following completion of the consultants interview & receipt of a final support proposal

The Chair closed the meeting at 20:35.