Resource: References to the Strategic Working Group in Parish Council minutes
Extracts from Chilbolton Parish Council minutes from 6 Dec 2021 to 3 Feb 2025 covering all reports made by the Chair of the Strategy Working Group, Tony Ewer.
Abbreviations used in Parish Council Minutes
- CLT Community Land Trust
- CNDP Chilbolton Neighbourhood Development Plan
- CPC Chilbolton Parish Council
- DD David Drew, TVBC Councillor
- DG David Griffiths, Vice-Chair of CPC
- DH Parish Councillor David Hall
- HD1 CNDP policy of 20 homes to be built over the ten plan period
- MD Mandy Denyer, Clerk to CPC
- KB Parish Councillor Kate Bradley
- NP Chilbolton Neighbourhood Development Plan
- PC Chilbolton Parish Council
- SHELAA or SHLAA Strategic Housing and Economic Land Availability Assessment - a process for finding land for development
- SWG Strategy Working Group
- TE Tony Ewer, Chair of CPC
- TVBC Test Valley Borough Council
3 Feb 2025 (Draft minutes)
i. FOI – Letter sent to the enquirer 27/01/2025
ii. Website – a separate section has been created to locate all information. TE requested PC to agree to SWG minutes being added to the website once approved (with necessary redactions). This will overcome the expressed concern that the SWG discussions are not transparent. PC provided unanimous approval.
iii. 50 year Vision for Chilbolton - One of the tasks of the SWG was to prepare a long term vision for Chilbolton 50 years ahead to guide future decisions and actions. A draft was pre circulated. DC proposed some minor tweaks to the wording and will provide to TE. The draft document was unanimously agreed in principle by the PC subject to the minor amendments. This will then be published on the website. (Post meeting the final version of the document – Approved Chilbolton Vision 50) ACTION:DC/TE
iv. Pre-application submitted to TVBC – James Painter has a professional team who have created a design and access statement. The pre-application documents were submitted to TVBC on 31/01/2025 in the name of Parish Council after review of the design and access statement by the planning committee and included the draft Vision 50 document. The response from TVBC will provide valuable guidance and advice for the formal planning application process. TE will share the documents with the Parish Council. ACTION: TE
v. Community Land Trust (CLT) – As a first stage the CLT is in the process of registration in the CLT network using basic documents provided by the CLT network. Further discussions and advice is being sought about the type of CLT required and the PC will be consulted at future meetings before any decisions are made about the constitution of the CLT that will become independent of the Parish Council.
vi. The Strategic Housing and Employment Land Availability Assessment (SHELAA) for the site can only be amended by the owner of the land. This requires modification with the likely range of the number of houses for the whole site to be between 100-160 and modifications required to the timing of when these houses will be built.
vii. The SWG is collecting information about Drove Road and its suitability as a point of access. It is likely a range of options will be generated regarding access for a decision in the future.
6 Jan 2025
Strategy Working Group (SWG): TE reported
i. The public meeting took place on 5 th December attended by about 180 people with lots of questions. A separate tab has been created on the Chilbolton PC website called Community Housing Project which will contain all information relating to the project including Questions & Answers, Power Point presentation. All Strategy Working group reports will be duplicated on the Housing Tab of the website so that they are more easily accessible for the community. The Housing need and Community preference survey reports will be included. The TOR of the SWG is to report to the Parish Council. The SWG members intend to continue to engage with the community and have regular informal discussion groups in the village hall on a Saturday. Everyone will be welcome. The dates will be published in the newsletter and website.
ii. The SWG agreed to request from the PC for £500 to become a member of Community Land Trust Network,who can provide legal advice on the proposals. It was unanimously resolved to make the payment of £500.
iii. Drove Road – The unmade portion of Drove Road is classed as a bridleway and as such should not be used for motorised vehicles. Permission was sought from the PC to write to HCC to obtain clarity about if this bridleway can be designated as a byway open to all traffic and the timescale for such a change. Unanimous permission given.
iv. FOI request – A request has been received requesting documents about the SWG. The request is broad and there is a concern about how much time this will take and a lot of the information is already in the public domain. Advice is being sought from the Information Commissioners Office. The PC can recover its costs for the work (up to £450 for 18hrs of work). TE to arrange for the requestor to be sent a fees notice. Once the fees have been received then the information will be sent out within the time remaining.
v. The Strategic Housing and Employment Land Availability Assessment (SHELAA) is being re-evaluated which will provide a more accurate proposed number of houses taking into account the land required for playing field, village green, shop and medical centre, pavillion and parking etc. The land is outside the settlement boundary and the planning application for each phase will be for a rural exception site and not an extension of the settlement boundary. The development of the whole site will take 50 to 70 years and each phase of the development will depend on proof of housing need or possible government imposed housing requirements. The housing needs will be established through independent surveys. The first phase has been proven following independent surveys (done by TVBC & HCC) with the need established as 10 affordable houses and 10 downsize properties. A further 5 self-build properties are proposed to make the project financially viable to the land owner. A legal agreement to be established between the Painter family/PC/CLT that would prevent the family selling any of the undeveloped land to anyone other than the PC. Once a legal agreement has been signed, the non-confidential parts will be made public. However, development of any other phase would require a housing need survey.
vi. SWG requested agreement from the PC to go forward with a pre-planning application for 10/10/5. This will provide feedback from TVBC about the proposals and what additional considerations need to be made. Unanimous agreement by PC.
2 Dec 2024 (Draft Minutes)
Strategy Working Group: Prior to the meeting TE circulated the attached report (21224_17). The SWG members had been very busy preparing the presentation for the public meeting on the 5th of December to discuss building 10 affordable and 10 downsize homes. There will be a preliminary run of the presentation on Tuesday at 6:30 and all councillors were invited to attend. All councillors were asked by TE to attend the public meeting to support the proposals.
There were questions from the public that were answered. The main matter raised was whether there should be a referendum before proceeding with the building project which might now include 5 additional self-build houses and three more affordable homes above the agreed 10 affordable and 10 down size homes. TE agreed to take this into consideration.
TE pointed out that the main reason to have a plan for possible future housing was the new requirement of the government that TVBC would have to increase the planned 500 new homes to a figure to 900 per annum. Without a plan any developer could probably get permission to build additional homes anywhere in the parish and most certainly not of the style and at the location that residents would like.
7 Oct 2024
Strategy Working Group update: TE reported on matters that the group have been working on especially the CLT and sites for development. TE also reported that the TVBC Planning team gave their full support to the CPC’s proposed development of new homes (10 downsize and 10 affordable) at a recent meeting.
It is the aim of the Group to hold a public meeting in December to update residents on this matter. TE informed that the TVBC Local Plan is on hold to allow for adjustments to meet new government guidelines.
TE discussed, at length, the legal advice given to TVBC regarding the interpretation of Chilbolton Neighbourhood Plan Policy HD1 concerning the number of bedrooms per house per development. TE proposed that a letter in response should be sent and outlined the contents of this letter. Cllrs agreed and MD is to send to Karen Dunn, TVBC Legal (cc Cllrs and DD).
2 Sep 2024
Strategy Working Group update: Prior to the meeting TE circulated the following: -
Strategy Working Group: We have had 3 meetings. Have held a meeting with our preferred land owner who is putting together a draft layout. The idea is that the parish will be granted land for affordable housing, a playing field / village green site and for future parish shop etc. We are nearly ready to discuss with TVBC.
Neighbourhood Plan: We have written to TVBC re their new interpretation of CNDP policy HD 1. We have been advised that they are wrong. Also, TVBC do not have authority to change a NP policy without consultation and even a referendum.
TE informed that a meeting with Ms Sarah Hughes (TVBC) will be within the next couple of weeks to discuss the broad outline of the proposal to build new homes in Chilbolton.
23/8/24 – TVBC re Site for possible development (2924_33)
1 Jul 2024
Strategy Working Group update: Prior to the meeting Cllrs received the TVBC Housing Needs Survey:
Dead link on the CPC website(1724_12a)
After discussion, CPC agreed to adopt the Housing Needs Survey. In addition, CPC agreed that the SWG should talk to the relevant landowners regarding provision of the 20 homes for development on their land as the first part of a long-term masterplan for development, including community facilities including a playing field, shop and other facilities, and provision of improved highways. 10 houses would be affordable and 10 would be downsizing houses to fund the affordable housing.
22 Apr 2024
Annual Strategy Working Group report - 2024 – Cllr Ewer
3 Jun 2024
Strategy Working Group (SWG) update: TE informed that there will be a SWG meeting on Friday (7/6/24) at 13:30 at the Village Hall to discuss the TVBC draft housing needs survey and all Cllrs are welcome.
10 Apr 2024
Strategy Working Group (SWG): TE informed that the CPC response to the TVBC 2040 Local Plan Regulation 18 Stage 2 consultation has been submitted (8424_22). Cllrs confirmed that they are in agreement with this submission.
Cllrs agreed that a separate letter needs to be sent to TVBC Chief Executive, Head of Planning and Head of Legal Department regarding the Test Valley Farm settlement boundary issue. TE to draft letter and circulated to Cllrs for approval.
4 Mar 2024
Strategy Working Group: TE informed Cllrs that work was continuing with the draft response to TVBC Local Plan 2040. The settlement boundary referendum, housing need survey and parish priorities survey have been delivered and responses are to be collected from the village shop. Thanks were given to the parish magazine team for delivering these surveys.
The Strategy WG will meet next week to further discuss the draft response to TVBC Local Plan 2040. The public meeting on 26 March will be held at 19:30 and the draft response will presented to residents and cover points/issues that will affect Chilbolton.
5 Feb 2024
Strategy Working Group (SWG) update:
Prior to the meeting TE requested the following be considered by Cllrs: -
Request for a referendum on Test valley Farm
Dear Councillors and other concerned residents, I request PC for permission to carry out a referendum prior to responding to the section in the draft 2040 Local Plan relating to our settlement boundary. This will be part of the Strategy agenda item. Attached is a draft of the referendum that we would like to circulate to all residents of the parish,a summary of the proposed response to the Reg 18 stage 2 draft of the 2040 Local Plan assuming that the referendum supports the proposal, and the summary submission made in response to the Reg 18 Stage 1 submission on 7/4/2022.’
After discussion, Cllrs agreed to the proposal of a Settlement Boundary referendum. TE informed that a Housing needs survey will delivered in March which will be funded and analysed by TVBC.
The SWG will produce and circulate a questionnaire to update village aspirations.
8 Jan 2024
Strategy Working Group update: No report prior to the meeting and with the absence of TE there was nothing reported at the meeting.
4 Dec 2023
Strategy Working Group update: TE reported that the visit to Wickham CLT on 29th November went very well. This land trust has been operating for some 11 years and now owns more than 20 homes all affordable and most for rent. They have agreed to give copies of all documentation for use as a starting point to set up our own CLT.
DH to join working party.
6 Nov 2023
Strategy Working Group (SWG) update: TE reported that he has now received the TVBC report and questionnaire for housing needs and the site selection protocol. TE will circulate these for the SWG for discussion at their next meeting. Cllrs agreed to TVBC carrying out housing needs survey (fully funded by TVBC).
The site visit to Wickham is still in the pipeline.
TCBC Local Plan has been delayed until the Spring of 2024.
2 Oct 2023
Strategy Working Group update: Prior to the meeting TE circulated:
A meeting has been arranged with TVBC on 28th September to discuss the sites that have been proposed for possible consideration for housing development. Verbal report at PC meeting. Visit is being arranged to visit Wickham Community Land Trust in October. A Parish survey is being prepared to get latest views on various subjects for response to expected TVBC consultation local plan and priorities for an updated Neighbourhood Plan.
4 Sep 2023
Strategy Working Group (SWG) update: Prior to the meeting TE circulated the minutes of the meeting held on 9 August ’23 (4923_16). TE reported that the group are to visit other local groups that have established a Community Land Trust and will be meeting with TVBC in late December to discuss the Chilbolton SHELAA. The TVBC Local Plan is late in being released. The SWG is working on comments to be submitted and will be producing a parish survey to assist with these comments. When TVBC put the Local Plan out for consultation, CPC will hold a public meeting to discuss.
3 Jul 2023
Strategy Working Group update: TE reported that the Working Group will be issuing a new survey for the Neighbourhood plan. A public meeting will be held late in the year to discuss the findings of that survey.
Once TVBC’s Local Plan is revised and issued, CPC will need to update the Chilbolton Neighbourhood Plan.
Anyone wishing to join the Working Party please contact TE.
5 Jun 2023
Strategy Working Group: SL informed that the next meeting will be on the 14/6/23.
15 May 2023
Chilbolton Strategy Group Working Party: Cllrs agreed to the revised ToR and DG signed the agreed ToR. Members: TE, SL and several non-Cllr members.
Annual Strategy Work Group report - 2023 – Cllr Ewer
3 Apr 2023
Strategy Plan Working Group: TE reported that the group will be meeting on 5/4/23. They will discuss the Terms of Reference and Community Land Trust. Cllrs agreed to the joining of the National CLT Network at £85 for the first year.
6 Mar 2023
Strategy Working Group update: TE reported that 3 pieces of land around the village have been submitted to SHELAA as land available for development (it is likely one of these will be removed). This does not mean that the land will be developed and certainly no permissions have been given for any development. This is merely an exercise by SHELAA to gain a speculative idea as to how much land could be available.
6 Feb 2023
Strategy Working Group: The Group would convene on 15th February to accelerate amendments and revisions to the NDP with particular reference to excluding Test Valley Farm from the settlement boundary
9 Jan 2023
Strategy Working Group update: TE discussed some ideas of what the village may do in the future and asked Cllrs to submit any ideas.
6 Dec 2022
Strategy Working Group – TE informed discussions are ongoing with local land owners re available land for housing development.
7 Nov 2022
Strategy Working Group (SWG) update –TE reported that the Group will set up a meeting with a local parish council that have set up a Community Land Trust (CLT). The SWG suggested working with local land owners to see if affordable housing can be incorporated in any development of land that they have ‘flagged’ as available in a recent Strategic Housing Land Availability Assessment (SHLAA). Cllrs agreed.
3 Oct 2022
Strategy Working Group update: The schedule meeting for 13 September was cancelled due to the public period of mourning. A meeting will be rearranged for week of 17th October.
TE had met with James Painter to discuss the application under SHLAA as this was in the public domain and might be an easy route to action the 10 affordable and 10 downsize houses in the CNDP.
5 Sep 2022
Strategy Plan Group: TE reported that the working group met on 31/8; the draft minutes are attached here (5922_63). The Group will be working on forming a Community Land Trust. DD informed that Abbots Ann have such a trust and will forward TE contact details.
11 Jul 2022
Appointment of Committees, Working Parties/Groups, their members and agree their Terms of Reference – TE to forward MD list of names of those on the Strategy Plan Working Group.
Strategy Working Group - TE to get proforma Community Land Trust documents that can be amended for CPC need. TE has been sent a link to retrieve the documents but is unable to do so, so will seek assistance. See item 6H.
Strategy Working Group update: TE informed Cllrs that he will be discussing the setting up of a Community Land Trust with L Ferraby, Project Manager for Bauelements (Petersfield Property Development Trust).
TE will also arrange a site visit, any other Cllr is welcome to join him.
KB informed that her husband would be willing to join a Community Land Trust
6 Jun 2022
Strategy Working Group - TE to get proforma Community Land Trust documents that can be amended for CPC need.
TE has been sent a link to retrieve the documents but is unable to do so, so will seek assistance.
9 May 2022
Annual and Monthly Strategy Work Group report – Cllr Ewer –No reports were given prior to the meeting. TE reported that the group had been involved in the TVBC Local Plan 2040 submission and will be looking into the setting up of a Community Land Trust.
4 Apr 2022
Strategy Working Group update to inc. discussion on heads of Community Land Trust (CLT) – Prior to the meeting TE circulated the attached report (4422_29). TE to get proforma documents that can be amended for CPC need. All Cllrs agreed, in principle to the idea of establishing a CLT.
To discuss and decide on comments to be submitted to TVBC Local Plan 2040 Regulation 18 stage 1 public consultation (7322_7) – Prior to the meeting TE circulated draft response as proposed by the Strategy Working Group (7322_7a). TE to incorporate Cllr comments and submit to TVBC.
7 Mar 2023
Strategy Working Group update – Prior to the meeting TE circulated the management summary of TVBC Local Plan 2040 report (7322_7a). TE asked all Cllrs to review the summary and make any comments within the next two weeks. TE will ask the Strategy WD to incorporate these comments and will bank a full report to CPC at the next CPC meeting.
7 Feb 2022
Strategy Working Group update –TE proposed that CPC sets up a Community Land Trust (CLT) in order to be able to apply for loans and purchase land enter in to contracts. TE will draft heads for the CLT deed and circulate to Cllrs for approval prior to the next meeting.
10 Jan 2022
Strategy Working Group update: No report was given prior to or at the meeting.
6 Dec 2021
Strategy Working Group: Prior to the meeting TE circulated the following: ‘We now have a couple of model trust deeds for the proposed village property trust and will report at the next meeting in more detail’.