Standing Conference Papers - December 2011 by East Hampshire District Council

Standing Conference Meeting to be held on Thursday 1st December 2011 from 2:30pm to 5pm Main Hall, Forest Community Centre, Bordon

A G E N D A

Welcome and introductions â&#x20AC;&#x201C; Chairman (verbal) (5 mins) Business section of Standing Conference Whitehill Bordon Eco-town Sponsorship Policy Kate Hillerby, Funding Manager (paper attached) (10 mins)

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Outcomes from Specialist Groups and Chairman/ Vice Chairman/ Lead Officers meetings Chris Youngs, Eco Coordinator, Whitehill Town Council (paper attached) (20 mins)

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Proposals for the long term management and maintenance of community assets (workshop feedback) Bruce Collinson, Environmental Sustainability Theme Lead (paper attached) (10 mins)

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Project progress report Daphne Gardner, Project Director, on behalf of Wendy Shillam, Project Manager (paper attached) (10 mins) 1

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Whitehill Bordon Overall Project Programme Simon Beach, Project Coordinator (paper attached) (10 mins)

Forward Programme - Dates of Standing Conference meetings in 2012 (At least two weeks prior to the Delivery Board meetings) Thursday 1st March 6:30 pm – 9:00pm Bordon Junior School Thursday 31st May 10:00am – 12:30pm Main Hall, Forest Community Centre Thursday 30th August 2:30pm – 5:00pm Venue TBC Thursday 29th November 6:30 pm – 9:00pm Venue TBC

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- Dates of Delivery Board meetings in 2012 Thursday 15th December – 2:30pm – 5:pm Main Hall, Forest Community Centre Thursday 15th March - 6:30 pm – 9:00pm Bordon Junior School Thursday 14th June - 10:00am – 12:30pm Main Hall, Forest Community Centre Thursday 13th September 2:30pm – 5:00pm Venue TBC Thursday 13th December 6:30 pm – 9:00pm Venue TBC - Items for future meetings To discuss items for future meetings (attached) (5 mins)

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Workshop session of Standing Conference (These workshops will be running at the same time. Participants will be asked to choose which workshop they wish to attend) 7.

Workshop A: Quebec Barracks draft development principles Susan Robbins, Economic Development Theme Lead (paper attached) (45 mins discussion, 10 minutes feedback) Workshop B: Neighbourhood Quality Charter â&#x20AC;&#x201C; developing principles Sarah Allan, Eco-Housing and Retrofitting Theme Lead (paper attached) (45 mins discussion, 10 minutes feedback)

Closing remarks and feedback (15 mins) Total time â&#x20AC;&#x201C; 2 hours 30 mins

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Agenda item 2

Whitehill Bordon Opportunity Standing Conference ______________________________________________________________ Date of meeting:

1st December 2011

Title of report:

Whitehill Bordon Eco-town Sponsorship Policy

Author:

Kate Hillerby, Funding Manager

Reference no: WBPD043-2011 ______________________________________________________________

What the report is about: (attach a report or summarise here what you will be presenting to the Standing Conference)

In the current economic climate there are few relevant funding opportunities. Competition is fierce for all funding calls. We need to be creative about how we fund Eco-town projects. The Whitehill Bordon Eco-town brand will be attractive to companies seeking to improve their corporate image through sponsorship. The Whitehill Bordon Eco-town Sponsorship Policy sets out guidelines for how council officers will seek sponsorship for Eco-town projects whilst maintaining the levels of transparency and integrity appropriate to a local authority. The policy has been adopted by the joint management team of East Hampshire District Council

What the Standing Conference is being asked to consider or comment on: This report is for information purposes.

K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY -4-

Agenda item 2

Whitehill Bordon Opportunity Delivery Board ______________________________________________________________ Date of meeting:

15th December 2011

Title of report:

Whitehill Bordon Eco-town Sponsorship Policy

Author:

Kate Hillerby, Funding Manager

Reference no: WBPD043-2011 ______________________________________________________________ Executive Summary: (Not more than 2 small paragraphs) The current economic climate has reduced the number of UK funding streams. Most relevant opportunities now are European calls. Competition for this funding is fierce and the process is very onerous, generally requiring European partners. We need to seek other opportunities to fund Eco-town projects. The Whitehill Bordon Eco-town brand will be attractive to many companies seeking to improve their corporate image through sponsorship. This will raise the profile of the Eco-town and bring additional resources to Eco-town projects and activities. The Whitehill Bordon Eco-town Sponsorship Policy sets out guidelines for how council officers will seek sponsorship for Eco-town projects whilst maintaining the levels of transparency and integrity appropriate to a local authority. The policy is an internal document. A leaflet explaining the benefits of sponsorship will be developed for businesses interested in sponsorship opportunities.

Date: 17th November 2011 Version: 1

Status of Report: Public (Exempt or Public)

Purpose of report:

To inform the Delivery Board of how sponsorship will be sought for Eco-town projects whilst maintaining the levels of transparency and integrity appropriate to a local authority. Recommendations requiring Board considerations: This Sponsorship Policy has been adopted by the Joint Management Team of East Hampshire District Council and Havant Borough Council. This report is for information purposes. Consultation and comments received: In setting out the procedure for seeking sponsorship for Eco-town activities we have consulted with the following officers from East Hampshire District Council (EHDC): Liam Byott – Legal Services, EHDC Bob Coleman – Community Services, EHDC Sheila Boden – Finance Services, EHDC Rob Chambers – Policy, EHDC Dawn Coates – Marketing and Customer Relations, EHDC Richard Wells - Communications Team, EHDC Lydia Forbes-Manson – Whitehill Bordon Eco-town team Daphne Gardner – Project Director, Eco-town Team Tom Horwood – Executive Director, EHDC We have also studied other local authorities’ policies including Hampshire County Council, Portsmouth City Council and East Sussex County Council. We have looked at the Cabinet Office’s Guidance on Sponsorship, chapter 8 of the sixth report of the Committee on Standards in Public Life which refers to sponsorship, and guidance from the Institute of Fundraising. Community engagement proposals: We will produce a leaflet for businesses explaining the benefits of sponsoring the Eco-town and advertising sponsorship opportunities. This leaflet will be made available to local businesses and opportunities will be advertised on www.whitehillbordon.com as well as on websites such as the Southern Business Portal and www.uksponsorship.com.

1 Background (reason for report) 1.1 In the current economic climate there are fewer funding opportunities and competition for this funding is extremely fierce. Most relevant calls tend to be from Europe and are extremely onerous, often requiring partners in at least three European Union (EU) countries. 1.2 Whitehill Bordon Eco-town has a brand that, as the Eco-town develops, will be attractive to many companies seeking to improve their corporate responsibility, particularly in the field of sustainability. By funding Ecotown activities in return for marketing benefits, companies will associate themselves with innovative and sustainable development, transport and energy efficient projects as well as biodiversity and economic development projects. As well as bringing a wider recognition of their brand, this raises the profile of the Eco-town and brings additional resources to Eco-town projects and activities. 1.3 In realising the financial value of the Eco-town brand, we must act within the limits of the Council’s constitution, procurement policy and statutory obligations. 1.4 Neither East Hampshire District Council nor Havant Borough Council currently has a sponsorship policy although some sponsorship activities have taken place in the past. 1.5 It was felt that in order for officers of the Council to seek sponsorship for the Eco-town whilst acting within the constraints of being a local authority, a sponsorship policy should be developed so that both officers and potential sponsors understand what is possible. 1.6 The sponsorship policy has been approved by the joint management team of both Councils. We are now presenting it to the Delivery board for information purposes. 2 Subject of report / options and considerations 2.1 See appendix 1, Whitehill Bordon Eco-town Sponsorship Policy 2.2 The policy sets out the terms on which sponsorship will be sought and accepted including: • • • • • • •

What type of project should be funded by sponsorship When sponsorship should be sought How potential sponsors will be assessed How we will deal with proactive approaches from organisations How communication material will be managed Contracts, termination and exit strategy Outline of process for selecting sponsors K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board

Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY -7-

•

Indicative sponsorship packages

2.3 The Whitehill Bordon Eco-town Sponsorship Policy will enable officers to seek sponsorship in a fair and legally robust way. We will have a criteria and procedure for selecting potential sponsors that ensures that we do not associate the Eco-town or the Council with an organisation whose ethics do not align with the Council’s priorities and the Eco-town’s high level objectives or whose financial or legal status mean that it is unlikely that they would fulfil their part of a contract. 3 Risk assessment (must include consideration of the environmental, financial, health and safety and equalities impact assessment) 3.1 An Integrated Impact Assessment has been carried out for this policy. This shows that the policy is neutral in terms of environmental, health & safety and customer access impact. These risks will have to be assessed for each project for which sponsorship is sought. 4 Contributions to Delivery Board Priorities 4.1 Sponsorship will be sought for projects which contribute to the achievement of the Delivery Board’s high level targets around biodiversity, carbon neutrality, employment, facilities, homes, traffic and transport and water. 4.2 Sponsorship will also be sought for projects within the Eco-town programme which are for the benefit of the community or which are standalone demonstration projects that directly contribute to the achievement of our high level targets. This aligns with the vision of creating a town where regeneration and ongoing management is designed with people and nature as the priority. 5 Resource implications 5.1 The Sponsorship Policy will be implemented by the Eco-town Funding Manager as part of her normal duties. Until we start implementing the policy we cannot ascertain how much additional funding it could bring to the Eco-town project. Early forays into sponsorship have shown that big multi-nationals will be interested in sponsoring us once the project is at a more advanced stage. The Eco-station construction project included a sponsorship clause in the tender documents which has already yielded sponsorship offers. 6 Cost implications 6.1 There will be a small cost in producing the leaflets informing businesses of the benefits of sponsorship. K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY -8-

7 Conclusion 7.1 The Whitehill Bordon Eco-town sponsorship policy will be used as a framework for seeking sponsorship for Eco-town projects. It will be reviewed periodically to ensure that sponsorship continues to be sought in a fair and transparent manner whilst not hindering businesses from taking up sponsorship opportunities. 8 Appendix Appendix 1 â&#x20AC;&#x201C; Whitehill Bordon Eco-town Sponsorship Policy

Sponsorship Policy Last modified 20th October 2011

Overview of the Whitehill Bordon EcoEco-town The Whitehill Bordon Eco-town programme is currently overseen by a delivery board comprising representatives from Whitehill Town Council, East Hampshire District Council, Hampshire County Council, Whitehill and Bordon Town Partnership, the Homes and Communities Agency and the Ministry of Defence. The Eco-town team which is delivering the Eco-town programme is employed by East Hampshire District Council. A special purpose vehicle will be established and an investment partner will be sought through normal public sector procurement procedures to help deliver the Eco-town. Alongside the special purpose vehicle a not for profit organisation may be established which could hold sponsorship revenues either for specific projects or as a general fund that could be used for the benefit of the community and standalone demonstration projects that contribute to the achievement of our high level objectives. Prior to the special purpose vehicle and not for profit organisation being established, responsibility for this policy lies with the officers of East Hampshire District Council. Contractual agreements for sponsorship will be between East Hampshire District Council and the

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sponsoring organisation. Whitehill Bordon Eco-town in this document refers to the officers of the Eco-town team at East Hampshire District Council.

2. What is sponsorship sponsorship? ponsorship? 2.1. Sponsorship is the payment of fees or the provision of goods or services in lieu of payment for the right to be associated with an activity. 2.2. Sponsorship will be sought for projects within the Eco-town programme which are for the benefit of the community or which are standalone demonstration projects that directly contribute to the achievement of our high level vision and objectives. 2.3. Whitehill Bordon Eco-town will seek opportunities to work with local and national organisations by identifying sponsorship opportunities of mutual benefit which are in keeping with our strategic priorities and core values. 3. Financial management of sponsorship revenue Any revenues from sponsorship agreements will be managed by East Hampshire District Council and will be ringfenced for the purposes outlined in the sponsorship agreement. 4. Benefits Benefits for external organisations

4.1. As corporate social responsibility moves up the agenda, private sector companies can enhance their profile by associating themselves with goodwill and ‘Eco’ activities. 4.2. Organisations undertake partnership or sponsorship activities for sound business reasons. It is important to address these when seeking external support. Reasons could include correlation with their marketing objectives, adding value to their customer proposition, improved health/welfare for their staff and alignment with their corporate social responsibility agenda.

This policy sets out the terms on which sponsorship will be both sought and accepted.

5. When seeking sponsorship we will act with integrity, honesty, objectivity and impartiality. We will also take into account the recommendations of the sixth report of the Committee on Standards in Public Life which relate to sponsorship. We will consider whether seeking sponsorship is the best method for achieving the aims of a particular project.

The following factors should be considered:

6. Initial considerations: 6.1. Will sponsorship enhance the Eco-town’s message? 6.2. Sponsorship should be used to enhance activities / projects not to create them. 6.3. Could there be any justifiable cause for complaint – from either the public or the media – if the sponsorship goes ahead? 6.4. The Eco-town must not, and must not appear to, endorse the sponsoring company or its products, and a sponsor must not use an Eco-town project or campaign as a direct sales channel for its products or services. 7. Selecting a sponsor 7.1. We will assess potential sponsors against the following criteria to assess whether they are appropriate organisations to be sponsoring the Eco-town. East Hampshire District Council’s Legal and Finance teams will assist us in assessing a potential sponsor’s suitability according to; 7.1.1.

the relevance of the sector for the specific project

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7.1.2.

the organisation’s ethics

7.1.3.

the financial record of the organisation

7.1.4.

the organisation’s relationship to the Ecotown (is it involved in any significant commercial negotiations with the Eco-town team)

7.1.5.

public opinion towards the potential sponsor

7.1.6.

an integrated impact assessment of the proposed project.

7.2. We retain the right to decline sponsorship from any organisation which we, in our sole discretion, consider inappropriate. 7.3. The benefits for the potential sponsor must be clearly defined. We will explore the marketing objectives of a potential sponsor to create a robust proposal that reflects these objectives when seeking support. 7.4. Without a coherent benefits package it will be difficult to obtain support. We are developing off the shelf graded packages of benefits that can be offered for a variety of projects at differing levels of support as well be able to offer bespoke packages to meet sponsor’s marketing requirements. 7.5. Benefits may include:

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7.5.1.

The inclusion of the sponsor’s logo on particular communication materials.

7.5.2.

The ‘halo effect’ of partnering a high profile programme which champions sustainable development and bio-diversity.

7.5.3.

Joint PR activity

7.5.4.

Reciprocal weblinks.

7.6. When sponsorship is offered, we will check with other services at East Hampshire District Council whether the organisation is working on any other Council projects so that any crossover is effectively managed and duplication avoided. 7.7. Sponsorship will be sought in an open and evenhanded way. A sponsor’s competitors should not be able to say that they were not given a fair chance to be involved. We will therefore advertise that we welcome offers of sponsorship on our website, and regularly place a generic advert on the Southern Business Portal and in other appropriate media. From time to time more specific opportunities may be advertised. As well as advertising for sponsorship in an open and fair manner, we will proactively approach companies who we think are a good fit to our objectives to see if they would like to sponsor us.

7.8. The relationship between East Hampshire District Council / Whitehill Bordon Eco-town Delivery Board and the sponsoring organisation should be appropriate. No obligation will be placed on the delivery board or any employee or representative of East Hampshire District Council. 7.9. No suggestion of exclusivity will be offered to partners. 7.10. Where more companies offer sponsorship for an activity than are required, and the companiesâ&#x20AC;&#x2122; offers are identical in terms of both monetary value and sustainability/ ethical profile, then the sponsorship offer which we received first will be selected. 7.11. Ultimate responsibility for approving offers of sponsorship lies with the project director. 8. Dealing with proactive proactive approaches If an organisation approaches the Eco-town team with an offer of support, we will ensure that other relevant competing organisations are also given the chance to be involved. This may be by writing to other relevant companies inviting their support or placing an advert on the Southern Business Portal or in other appropriate media making it clear that we are seeking sponsorship. 9. Contracts

9.1. All sponsorship agreements will be in writing. For financial activities or where in-kind benefits are given, a full contract will be drawn up and legal advice sought prior to money or benefits exchanging hands. 9.2. Any contract for sponsoring an Eco-town project applies solely to Eco-town publicity material and not to East Hampshire District Council publications. 10. Communications 10.1. East Hampshire District Council asserts its rights as owner of the Whitehill Bordon Eco-town logo and brand. Use of the Whitehill Bordon Ecotown brand as set out in our branding guidelines (available on request) may only be used subject to written agreement with the Eco-town communications and marketing officer. 10.2. Brand guidelines and guidance from the communications and marketing officer must be adhered to when describing the relationship between the Eco-town and the sponsor. This is to ensure that it does not appear that the Council is endorsing a product or organisation. 10.3. As part of the sponsorship contract, sponsors will agree to a form of words being used in all instances to make it clear that the Eco-town is sponsored by the company (and, in some

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instances, that the company is a supplier to the Eco-town)but that the Eco-town does not endorse the company’s products where: 10.3.1. a company’s name or product appears in an Eco-town publication or website 10.3.2. a company’s publicity material is either displayed in an Eco-town premises or on a link from www.whitehillbordon.com 10.3.3. Where the Eco-town logo is used in a company’s marketing material. 10.4. East Hampshire District Council owns campaign materials featuring partner logos when they are funded by the Eco-town. Sponsoring organisations own any materials they create. The Eco-town Communications officer must approve any publicity featuring the Ecotown logo. 10.5. If the sponsorship package of benefits includes the sponsor’s logo or name appearing on eco-town publicity, the contract must specify exactly where the logo will appear (e.g. on Website home page, noticeboard, front of leaflet, every page of leaflet etc). 10.6. If linking to a sponsor’s website, a new browser window needs to be generated so that the user can return to the Eco-town website easily. Links to commercial sites should open on a

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page relevant to the Eco-town and never link to a sales page. 10.7. Any messages given by the sponsor in connection with the Eco-town should be in line with Eco-town policy, and wherever possible should include signposting to the Eco-town website. 10.8. Sponsorship packages will, where possible, include the opportunity to leverage additional marketing and publicity opportunities for the Eco-town, e.g. on the sponsor’s websites, press releases etc. 10.9. The Eco-town communications officer must sign off any collateral communication or promotional activity which relates to Whitehill Bordon Eco-town. This would include (but is not limited to) use of logo, press releases etc. 11. Campaign prizes 11.1. If sponsors donate prizes or incentives (e.g. for One Planet living campaign) they should be recognised in campaign materials. Any complaints about prize quality must be directed to the sponsor. 11.2. If prizes are purchased from Eco-town funds, no brand recognition is given.

11.3. The value of a prize should be commensurate with the overall spend on a particular project or campaign. 11.4. Any campaigns, competitions or draws involving prizes will be carried out with regard to the Gambling Act 2005. 11.5. There must be no suggestion of endorsement of products.

12. Exit Strategy 12.1. The length of time a sponsorship agreement will run for will be clearly stated in the contract. 12.2. Where desirable we will offer the sponsoring organisation the opportunity to extend the agreement or negotiate a new agreement. 12.3. If the Eco-town branding or name is likely to change we must consider the impact on any existing sponsorship agreements. We should then decide whether the ongoing presence of an outdated logo on publicity materials belonging to the sponsor will be damaging to the brand. If this is the case then we can ask the sponsoring organisation to withdraw these materials but should realise that this may not always be possible and that the Council may incur a cost.

12.4. East Hampshire District Council will seek to include provisions in all sponsorship contracts at its discretion. Circumstances under which this may happen could include, but are not limited to, missed payments or evidence arising that the company has been involved in activities which might bring the Council into disrepute. 13. Evaluation of Sponsorship Agreement 13.1. It is important that the success of the sponsorship for the sponsoring organisations should be measured and reported back to us. This will help the Eco-town to realise the brand value in future sponsorship negotiations. 13.2. Evaluation methods and tracking or monitoring must be agreed with sponsors in advance of sponsorship starting. 13.3. Financial sponsorship will be measured by looking at â&#x20AC;&#x2DC;opportunities to seeâ&#x20AC;&#x2122; (the equivalent cost of media generated featuring the name of the sponsor).

14. Summary of key steps in selecting sponsors 14.1. Identify activity for which sponsorship is required (theme leads, project manager, funding manager).

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14.2. Decide whether we need a single or multiple sponsors (theme leads, project manager, funding manager). 14.3. Decide whether we need to advertise the opportunity or whether the generic advert on our website and those which appear from time to time in other media is sufficient (funding manager, legal team). 14.4. We may then have a number of potential sponsors who have contacted us as a result of specific advertising for this opportunity or who are ‘on hold’ having responded to a generic advert. 14.5. Assess potential sponsors against suitability conditions set out in this policy (funding manager, legal and finance teams). 14.6. Ensure that potential sponsor’s competitors have had a fair chance to be involved. 14.7. Discuss benefits package with potential sponsors (funding manager, communications officer, relevant theme lead, legal team). 14.8. Select sponsor who adds best value to the project and to the Eco-town programme. When all other things are equal, the sponsor who approached us first will be selected (funding manager, theme lead, project director).

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14.9.

Contract drawn up by legal team.

14.10. Once sponsorship money received, activity can start (theme lead). 14.11. At end of contract consider whether to offer an extension (communications officer, funding manager, project manager). 15. Indicative sponsorship packages: 15.1.

Bronze sponsor (up to £1000)

15.1.1. Company name on signage/ banner/ publicity material related to activity for duration of activity (where activity is a construction project for a period of two years). 15.1.2. Company name on list of sponsors on the website www.whitehilbordon.com 15.1.3. Limited use of Whitehill Bordon Eco-town logo in company’s marketing literature subject to agreement with Whitehill Bordon Eco-town’s marketing and communications officer. 15.2.

Silver sponsor (between £1,001 and £4999)

15.2.1. Company name and where relevant product name on signage/ banner/ publicity material related to activity for duration of activity (where activity is a

construction project for a period of two years). 15.2.2. Company name and product name (where relevant) on list of sponsors on the website www.whitehilbordon.com 15.2.3. A link to company literature on the website. 15.2.4. An opportunity to hold one seminar or sales meeting at the eco-station. Limited use of Whitehill Bordon Eco-town logo in company’s marketing literature subject to agreement with Whitehill Bordon Eco-town’s Marketing and communications officer. 15.3.

Gold Sponsor (between £5000 and £9,999)

15.3.1. Company name and where relevant product name on signage/ banner/ publicity material related to activity for duration of activity (where activity is a construction project for a period of two years). 15.3.2. Company name and product name (where relevant) on list of sponsors on the website www.whitehilbordon.com

15.3.4. An opportunity to hold two seminars or sales meetings at the Eco-station. 15.3.5. Inclusion of corporate brochures and/or information about the products within the exhibition space and / or within the ecohouse. 15.3.6. Limited use of Whitehill Bordon Eco-town logo in company’s marketing literature subject to agreement with Whitehill Bordon Eco-town marketing and communications officer. 15.4.

Platinum Sponsor (£10,000 and above)

15.4.1. A bespoke benefits package will can be created to meet the sponsor’s marketing objectives. This would include all of the above and enhanced use of Eco-town branding in corporate literature as well as further negotiated benefits. 15.5. These packages are indicative only, based on the packages that have been put together when seeking sponsorship for the Demonstration House. They may change as the value of the ‘Eco-town brand’ is realised.

15.3.3. A link to company literature on the website.

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www.whitehillbordon.com

Produced on behalf of Whitehill Bordon Eco-town East Hampshire District Council Penns Place Petersfield Hampshire GU31 4EX

01730 234 329

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Agenda item 3a

Whitehill Bordon Opportunity Standing Conference ______________________________________________________________ Date of meeting:

1 December 2011

Title of report:

Outcomes from Specialist Groups and Chairman/ Vice Chairman/ Lead Officers meetings

Author:

Chris Youngs, Eco Coordinator, Whitehill Town Council

Reference no: WBPD038-2011 ______________________________________________________________ What the report is about: All the Specialist Groups have met for the fourth time and this report provides information on the outcomes of those meetings. In addition the third meeting of the Chairman/ Vice Chairman & Lead Officers took place and the outcomes of that meeting are also included in this report. What the Standing Conference is being asked to consider or comment on: â&#x20AC;˘

To consider this report of the Specialist Groups & the verbal report of the Chairman/ Vice Chairman and Lead Officers meetings and provide any comments to be taken to the Delivery Board meeting on 15th December 2011.

Background 1.1 This report provides the Standing Conference with information on the outcomes and recommendations of the Specialist Groups and the meeting of the Chairman/ Vice Chairman and Lead Officers. The Conference is asked to considers these outcomes and make any comments that can be incorporated into a report to the Delivery Board on 15 December 2011. 2 Outcomes of the Specialist Groups 2.1

All the meetings took place in October and November and the main outcomes/ recommendations are shown below. Community Facilities & Amenities

Members received information on the Whitehill Bordon Open Space, Playing Pitch and Built Sports Facilities Assessment. Members considered the Viking Park Design and Feasibility Study Consultation Report. Following a discussion, the meeting commented on the three options as follows: 1. Mixed use and some housing – nobody supported 2. Leisure, employment & retail – three members supported 3. Employment & leisure – three members supported The members considered the work plan priorities for 2012 and agreed that the following: a) To fund a community facilities strategy and obtain an evidence base b) Discuss the future management options of community facilities c) Carry on with the work on the Heritage Strategy d) Carry on with the work of the Arts Strategy e) Consider developer contributions for the Eco-town f) The planning of public paved open space/ squares It is recommended to the Delivery Board: • To endorse the work plan for 2012 and provide resources to enable this to happen. • Endorse the implementation of projects to satisfy the needs shown in the Whitehill Bordon Open Space, Playing Pitch and Built Sports Facilities Assessment. This should include the requirement for a multi sports centre and to open up MoD playing pitches to the public in order to cater for different outdoor sports. Infrastructure, Education & Transport Members were advised that the work on the Education Strategy was ongoing and meetings with appropriate organisations were being held to develop this. Information was also provided on the Transport Evidence Base and Traffic Management Strategy.

Sustainable Environment The main item was a workshop on the management and maintenance of community assets. The outcomes of which are included in a separate report to this Standing Conference. Housing There was a workshop on the development of the Neighbourhood Quality Charter and outcomes of this together with outcomes of the local neighbourhood reviews will contribute to an interim report that is included on this Standing Conference agenda. A discussion took place on a retrofit strategy for the town and a sub group is to be convened to develop this which will meet in January 2012 Economic Development The provision of a skills centre was discussed and a meeting to discuss this single item was arranged with invitations going to the members of this group and the Infrastructure, Education and Transport Group. An update can be given at the Standing Conference. The gateway feature project was also considered and it was agreed that Consideration is given to applying to the Armed Forces Community Covenant grant scheme administered by Hampshire County Council

Sue Robbins finds the previous designs for the gateway feature

Derek Seale will take this to the Whtiehill Bordon Town Partnership to reaffirm their support to the project; and

Gerry Thorne agreed to approach the artist regarding her potential involvement

2.2 In addition to the five meetings of the Specialist Group, an additional joint meeting was convened when Richard Simmons, visiting professor of City Design and Regeneration at the University of Greenwich, and former Chief Executive of the Commission for Architecture and the Built Environment (CABE). He gave his thoughts on how the residents of Whitehill Bordon can influence the quality of development in the new Eco-town. It included some insights on housing density and how developers think. Meeting of the Chairman/ Vice Chairman and Lead Officers A meeting took place on 9 November and discussions took place on a reflection on how the first year of the specialist groups have gone; how the work plans link/integrate into the high level project plan; how the groups should plan and deal with cross-cutting issues, consider what the groups can deal with without reference to the Delivery Board; and Asdaâ&#x20AC;&#x2122;s planning application. A verbal update can be given at the Standing Conference.

Agenda item 3b

Whitehill Bordon Opportunity Standing Conference ______________________________________________________________ Date of meeting:

1st December 2011

Title of report:

Proposal for long-term management and maintenance of community assets (workshop feedback)

Author:

Bruce Collinson, Environmental Sustainability Theme Lead

Reference no: WBPD039-2011 ______________________________________________________________

What the report is about: (attach a report or summarise here what you will be presenting to the Standing Conference)

What the Standing Conference is being asked to consider or comment on:

Members of the Standing Conference are invited to note feedback from the Specialist Group workshop.

Agenda item 3b

Whitehill Bordon Opportunity Delivery Board ______________________________________________________________ Date of meeting:

15th December 2011

Title of report:

Proposals for long-term management and maintenance of community assets (workshop feedback)

Author:

Bruce Collinson – Environmental Sustainability Theme Lead

Reference no: WBPD039-2011 ______________________________________________________________ Executive Summary: (Not more than 2 small paragraphs) This report follows on from a previous paper that went to the Delivery Board in September, highlighting the need to explore the issues and opportunities around the management and maintenance of community assets within Whitehill Bordon. The report has done this by summarising feedback from the workshop and providing a steer on next steps for the Delivery Board to consider, which includes: • Establish a cross-cutting Specialist Group Community Assets Project Group • Explore the future role of Deadwater Valley Trust (DVT) • Provide members of Specialist Groups with a factsheet to address questions raised about the Land Trust at the October workshop

Date: 16 November 2011 Version: Draft v2

Status of Report: Public

Purpose of report: The purpose of this report is to provide the Delivery Board with feedback from the Sustainable Environment Specialist Group Workshop in October and recommend next steps for the Delivery Board to consider. Recommendations requiring Board considerations:

(i)

That the Delivery Board notes feedback from the workshop

(ii)

That the Delivery Board agrees with the conclusions and next steps: • Establish a cross Specialist Group Community Assets Project Group • Explore the future role of Deadwater Valley Trust (DVT) • Provide members of Specialist Groups with a factsheet to address questions raised about the Land Trust at the October workshop

Consultation and comments received: Consultation on this paper will take place through the Standing Conference on 1st December 2011. In addition the feedback from the Specialist Group workshop was taken to a Whitehill Town Council meeting in November for further discussion. Town Councillors’ comments reflected those at the workshop and agreed that a hybrid management solution for the town’s community assets would probably be the most appropriate solution in partnership with the public sector. Community engagement proposals: This paper proposes that community engagement will continue through the existing governance structure, which includes work with all the Specialist Groups, particularly the Sustainable Environment and Community Facilities and Amenities Specialist Groups.

Background

1.1

This report follows on from a previous paper that went to the Delivery Board in September, highlighting the need to explore the issues and opportunities around the management and maintenance of community assets within Whitehill Bordon. The definition of community assets for the purposes of the previous paper and prompt for the workshop K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board

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includes buildings and greenspaces used by the community covering a range of uses. Although future discussions at the Delivery Board may disaggregate the management and maintenance buildings and greenspaces for the moment the overriding principle is to ensure that new and existing assets are safeguarded and improved as a result of the Eco-town. 1.2

The Delivery Board agreed the following at the September meeting: • This issue was an early priority for the Eco-town Project to ensure the appropriate funding and management arrangements were secured as part of the early phases of delivery. • The Land Trust option should be explored at the October Sustainable Environment Specialist Group meeting. • The Land Trust should be invited to the October Sustainable Environment Specialist Group meeting. • That Chris Baines (Biodiversity Advisor to Government on the Ecotown Programme) should be invited to attend the workshop.

1.3

Members of the Sustainable Environment and Community Facilities and Amenities Specialist Groups were invited to participate in a workshop, which aimed to do the following: • Provided an overview of the management and maintenance options. • Provided an introduction to the Land Trust. • Provide an opportunity for the Deadwater Valley Trust (DVT) to talk about the Bordon Inclosure Management Plan. • Provided an opportunity to capture the issues and opportunities associated with the management and maintenance of new and existing community assets. Each group was asked to identify their top priorities with coloured dots. • Prioritise the key messages and actions for the Delivery Board to consider at the December Delivery Board meeting.

Subject of report

2.1

This report provides feedback from the workshop and outlines next steps for the Delivery Board to consider alongside the Eco-towns overall delivery programme to ensure future work is co-ordinated with other project work.

2.2

Twenty eight people attended the workshop, which included representation from councillors, local community and a number of organisations involved in the management and maintenance of community assets locally.

2.3

The workshop was broken down into a number of different elements, which are outlined in paragraph 1.3 above. The outputs from the workshop are summarised below, however appendix 1 provides a list of K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board

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all the issues and opportunities raised in each of the four breakout groups. 2.4

The information summarised below provides an overview of the categories of issues and opportunities associated with the management and maintenance of community assets. This isn’t an exhaustive list, but captures the main essence of feedback from the workshop. Top issues User issues and misuse – This included potential conflicts between user groups and their impact on the asset management and maintenance regimes. The idea of promoting the more responsible use of community assets was also raised, but directed as a whole town approach rather than on an individual basis. Enforcement – The nature and level of enforcement is not consistent across organisations who manage community assets, due mainly to resource constraints and lack of clear mandate. Community involvement and ownership – People’s understanding and attitude towards the management and maintenance of community assets is critical to the long term success of any facilities and greenspaces. Resources – Securing long-term resources is a challenge for the management and maintenance of any community assets, which should be central to the development and delivery of the Eco-town. Long term guarantees – A need to ensure community assets were safeguarded in perpetuity. Existing roles and responsibilities – The feeling that existing roles and responsibilities should not be adversely affected as a result of any new management arrangements, however attendees recognised that existing management commitments were not been met in all cases, due to pressure on resources. Suitable Alternative Natural Greenspaces (SANGs) – The management and maintenance of SANGs in perpetuity was a critical issue for the group. Issues were also raised around the potential conflicts between users and the existing value of proposed sites. The majority of these issues are captured in the Habitats Regulations Assessment and Green Infrastructure Strategy published in July 2011, but there is an important link between the establishment of the proposed SANGs and the management and maintenance of community assets. Top opportunities Enhanced role for Deadwater Valley Trust (DVT) – The development and delivery of the Eco-town presented a good opportunity for the trust to evolve into a body, which could potentially take on more land and receive more resources. Local ownership of local land – The importance of engaging the new and existing community in the management and maintenance of K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board

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community assets was highlighted both in ‘emotional’ and ‘real’ terms. The group recognised that external support was needed to help address all the practical elements of management, including technical issues, liability and managing risk. Value of local community capacity building – This included the potential benefits of volunteering. Interpretation material important for users – To reduce conflicts between different user groups the provision of consistent information and branding around all community assets was an opportunity not to be missed. Partnership working with South Downs National Park – The establishment of the national park and its close proximity to Whitehill Bordon means opportunities for joint working should be taken. Sharing resources – With the multitude of local landowners and managers in and around the town the opportunity to pool resources and share community facilities, such as a ranger base was an important aspect of developing a co-ordinated response to the management and maintenance of community assets. Management options & the Land Trust 2.5

Members of the workshop were given the opportunity to consider the presentation from the Land Trust and the four management options proposed in the September Delivery Board paper. Overall, people were nervous about making a decision too quickly on which route to take and felt that more time and information was needed to consider the options available to them. A number of questions were raised about the accountability of the Land Trust, where they invested capital, staffing structure and their approach to land ownership. This arose from the misconception that the Trust was being ‘pushed’ on to the group as something of a ‘fait accompli’ rather than an invitation to the Trust from the Delivery Board to help add value and expert knowledge to the debate.

2.6

Chris Baines concluded by capturing feedback from the workshop and provided some immediate observations for the group to consider: • Ultimately who owns the land at this stage is not critical, it is more about sharing resources and maximising the benefits for people and wildlife during the development and delivery of the Eco-town. • It would be difficult to shoe-horn the management and maintenance of community assets in Whitehill Bordon into one management model. It is more likely to be a hybrid solution, which responds to the development timetable. • DVT is currently not ‘fit for purpose’ to manage all sites within the town, but its future role should be explored. • The Land Trust should have a role in providing technical support and expertise at this stage of the project to support local delivery and management of community assets. K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board

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• • •

General feeling from those people that attended, that this should be more about managing people on sites (users), rather than the asset itself. Whitehill Bordon is not alone in experiencing these issues and opportunities, but it should be in the vanguard as an Eco-town. Whatever arrangements are put in place to manage and maintain community assets, the importance of effective monitoring should not be under estimated.

Risk Assessment

3.1

The amount of time available to consider the management and maintenance options of community assets is limited, as such it is important to progress this matter inline with the wider Eco-town Project Programme. The Delivery Board should consider the conclusions in this paper and provide a steer on how further work should be progressed.

Contributions to Delivery Board Priorities

4.1

This paper contributes to the Delivery Boards priorities by prompting early discussion on approach to the long-term management of community assets within Whitehill Bordon alongside the delivery of the Eco-town.

4.2

Discussions at this stage in the delivery of the Eco-town will ensure long-term management issues are included as governance structures evolve. This includes informing the recently commissioned PricewaterhouseCoopers LLP (PwC) work which is examining future delivery arrangements for the Eco-town project.

Resource implications

5.1

If the Delivery Board agrees to the recommendations in this paper additional resources would be required to procure external expertise on a formal basis to provide technical support on building the correct management model.

5.2

A project group should be established, which includes volunteers from the specialist groups, particularly the Sustainable Environment and Community Facilities and Amenities Specialist Groups. As a first stage the project group would prepare a plan and project brief to secure external support and explore the future role of DVT.

Cost implications

6.1

If the Delivery Board agreed to the recommendations in this paper funding would be required to meet the resource implications outlined in section 5. K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board

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Conclusion

7.1

Overall the workshop was a useful opportunity for people to discuss the issues and opportunities associated with the management and maintenance of community assets. It also introduced the concept of different management models that might be relevant to the Eco-town. To summarise the main actions are: • Establish a project group to progress this work and procure external expertise for technical support. • Explore the future role of DVT against the early phases of land release and development. This element of work echoes people’s views that the provision of locally-led management was important. • Provide members of the Sustainable Environment and Community Facilities and Amenities Specialist Group with a factsheet about the Land Trust to address questions raised at the workshop. • Provide some time at the next Sustainable Environment Specialist Group meeting in January 2012 to hear from other organisations that manage community assets locally. Those organisations could include a local authority, charity, private company and Landmarc (a management company for the MoD).

APPENDIX 1: Tables to show a list of all the issues and opportunities raised in each of the four breakout groups

TABLE 1 TOP issues in bold Category Issues Organisations and individuals keen to remove trees from the street scene Lack of respect and responsibility for community assets Communities lack of interest in greenspaces How do you get people to be enthusiastic about this subject? Awareness of what DVT too? Inconsistent bylaws and enforcement Trusting the Land Trust Land Trust's approach is too urban Who is the Land Trust democratically accountable to? Percentage of funds directed towards admin and wages rather than maintenance What does the Land Trust invest their capital in? Not enough information about the Land Trust What does the Land Trust cost? The Land Trust is community based, how does that fit with managing sensitive sites? What is the Land Trust governance structure? Do Land Trust staff benefit from bonuses? Where does the Land Trust invest their money? What are the Land Trust's management fees? Current landowners use and management of community assets is not always positive Dog walking areas needed

GROUP 1

GROUP 2

GROUP 3

Attitude

DVT Enforcement

The Land Trust

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GROUP 4

assets Are there other organisations who could deliver management and maintenance in Whitehill Bordon? One management model may not fit all community assets Will community assets have long term protection? Who will provide management and maintenance of community assets after development takes place? Potential for different management arrangements across the town What happens in the transitional period between the MoD vacation and development taking place? Do management companies conduct site visits before planning begins? Need for a consistent approach to community assets Transfer of assets and transfer of risks What about the management and maintenance of buildings? Can Bordon Inclosure be a SANG as it is already well used How can you manage a SINC within a SANG? SANGs are a particular sort of greenspace Can a SINC be a SANG? Management in perpetuity, what does that mean? Promotion of community assets once they are provided. Will the community use them? What does take land into ownership mean? Stimulating community ownership Lack of local control Current landowners being commitment to maintenance Where will the volunteers come from? Who will own the community assets Lack of joined up thinking between MoD, DVT and other land managers

Management

Marketing

Ownership

Partnership

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collectively Conflicting messages to community asset users Lack of ranger presence and local responsibility Lack of resources, money, staff equipment Funding requirements Disturbance from dogs and cat predation Motorbikes, scramblers and quad bikes Dog fouling and associated health risks Arson - heath and woodland fires Vandalism Fly-tipping, garden waste and rubbish Tension between different users Motorbikes

Resources

Urban Edge Effects

TABLE 2 Top opportunities in bold Category Opportunities Enhanced bridleway network Guided walks Education activities around wildlife Educating people - responsible behaviour Interpretation material for users important Supporting better opportunities for schools and recreation Career structure Employment opportunities Improve community health through improved community assets indoors and outdoors Positive use of design as a management tool Creating a sense of place Enhanced role for DVT Management and maintenance regimes to benefit energy generation DVT has a good brand Joint website

GROUP 1

GROUP 2

GROUP 3

GROUP 4

Access Activity

Education

Employment Health

Management

Marketing

Consistency of branding Excitement of the unknown Improved ownership by the community and use of community assets Community involvement Getting more volunteers Gaining local support from residents neighbouring community assets Local ownership of local land Established more joined up thinking and joint working Joined up thinking Partnership working with SDNP Shared visitor centre and ranger base Shared resources - HCC, SDNP, DVT etc

Ownership

Partnership

Resources

TABLE 3 Messages to the Delivery Board Explore expanded role of DVT Felt a lack of local accountability for the Land Trust Managing the risks associated with the Land Trust More information on the Land Trust Keep it local Local Trust is needed Good proactive management essential Need to be fully informed about all four options Group felt steered towards one option Group to evaluate all the options Need to establish what local authorities can do? A combination of management options should be explored

Category

GROUP 1

GROUP 2

GROUP 3

DVT

Land Trust

Local management Management approach Option appraisal

GROUP 4

More time to consider the options needed for Whitehill Bordon

Agenda item 4

Whitehill Bordon Opportunity Standing Conference ______________________________________________________________ Date of meeting:

1st December 2011

Title of report:

Project Progress Report

Author:

Wendy Shillam, Project Manager

Reference no: WBPD040-2011 ______________________________________________________________

What the report is about: (attach a report or summarise here what you will be presenting to the Standing Conference)

This report provides a periodic update for the Delivery Board. It outlines progress since the last meeting. In particular this report focuses on the emerging outcome of the studies that we have been working on.

What the Standing Conference is being asked to consider or comment on:

Members of the Standing Conference will be asked for their comments.

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Agenda item 4

Whitehill Bordon Opportunity Delivery Board _______________________________________________________________ Date of meeting:

15th December 2011

Title of report:

Project Progress Report

Author:

Wendy Shillam, Project Manager

Reference no: WBPD040-2011 _______________________________________________________________ Executive Summary: This report provides a periodic update for the Delivery Board. It outlines progress since the last meeting. The project is progressing well. Key features of the past three months include: The following early win projects complete • Wi-Fi • Local Biomass Supply Case Studies • Eco Pack • Alexandra and Jubilee Park ecological improvements •

All studies complete and on the website

•

Neighbourhood consultation complete

•

PricewaterhouseCoopers LLP (PwC) appointed to advise on procurement

Date: 18th November 2011 Version: 1

Status of Report: Public

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Purpose of report: This report provides a periodic update for the Delivery Board. It is produced for each Delivery Board meeting. Recommendations requiring Board considerations: For information only. Consultation and comments received: Standing Conference comments will be included in the main body of the report. Community engagement proposals: Each project has its own consultation, which is in accordance with the overall Communications and Engagement Strategy which was approved by the Delivery Board December 2010.

1 Background 1.1 This report outlines progress of projects since the last Delivery Board meeting. 1.2 There is no overspend to report in any section of the project. 2 Report MoD announcement and overall programme 2.1 Since the MoD announcement in July we have asked for further information regarding the VACATION of the Garrison. The new Economic Development Theme Lead is working closely with MoD and the other business support organisations to identify how best to support those people who wish to take advantage of re-training opportunities. 2.2 The Board agreed a draft overall delivery programme for the project which is being refined and improved. We have established lead officers for each sector of the work. 2.3 Quebec Barracks has been confirmed as available. A separate report identifies the draft development brief for this project. 2.4 Proposals for procuring a development partner for the whole project are being led by MoD. (Reported in more detail in a separate report). Governance 2.5 The governance system is moving well. Since the last meeting each Specialist Group has met and a separate report identifies their work and conclusions. Community Projects 2.6 Community projects are now mostly complete or at delivery stages. The following projects have now been completed: • Allotments • Biodiversity projects, with exception of boardwalk and green stepping stones. • Wi-Fi installed • The youth worker is now running a series of projects. • Countryside Ranger actively delivering projects • Eco Pack produced 2.7 Transport projects underway include: • Liftshare project completed and being launched • Town Transport Manager - position advertised and interviewed • The new bus services and shelter proposals developed. Stakeholder consultation ongoing and public consultation as part of the current consultation process

2.8 Neighbourhood consultation The neighbourhood engagement and consultation period ends on 6th December. In total, ten workshops were held at various locations and qualitative comments, priorities were recorded during the workshop discussion. In addition, drop- in events were held at the Bordon library, Forest Shopping Centre and Tesco. The masterplan exhibition at the Fire Station was open until the end of October. The stakeholder workshop was held on 16th November at the Forest Community Centre and was attended by 56 stakeholders. A record of all engagement events, summary comments and independent facilitators report will be incorporated in the consultation report. It will be published early 2012. 2.9 Community Wi-Fi This project will provide free Wi-Fi in and around the Forest Centre. It is running smoothly and a formal launch took place on 21st November 2011. 2.10 Youth Drop In Centre A number of sessions have been held and attendance has been low but is beginning to improve. The project worker is currently working to attract more young people to attend. 2.11 Schools and Library Projects The first phase of the programme of works to reduce energy consumption in five schools and Bordon Library has been successfully completed by Hampshire County Council. Phase 2 is now underway with works to the remaining four schools. The work includes a new biomass boiler, photovoltaic panels and interactive metering of energy consumption to involve students in the monitoring and management of the buildingsâ&#x20AC;&#x2122; energy systems as part of their coursework. Demonstration Projects Fire Station 2.12 Eco Station Refurbishment This is a project to provide a base for Eco-town activities, meeting space for the community as well as exhibitions. Phase I of this project is now complete. Phase II works will have started on site. The building will be closed to the public until July 2012. 2.13 Eco Station Exhibitions The project covers the programme of exhibition and events to be held after Phase 2 of the refurbishment works is complete. 2.14 Exhibition House (Eco-house) This project builds an exhibition house which will test some of the latest technologies and allow people to see what low-carbon living might be like. It has been decided to combine the building works for this and Phase II of the Fire Station. In response to approaches from manufacturers we have prepared sponsorship documents that were issued to contractors with the k:\corporate shared folders\whitehill bordon\011 meetings\delivery board Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY - 40 -

tender package, so that firms can showcase their products in both locations. This work has now started on site. 2.15 Eco-town terrace competition This is an international design competition for a terrace of three zero carbon homes. Stage 1 of the competition is now complete and we received 54 responses to the Stage 1 brief. Five shortlisted teams were selected by the Jury. The five design teams will be issued with the Stage 2 brief to produce a concept proposal. The winning team will receive the commission from our partner Radian Housing Group to build the scheme. 2.16 Eco-station South Site A public consultation inviting comments on the initial conceptual design was held. The landscape architects are preparing the revised design in response to comments and incorporating preferred ideas for improving the open space. Other Demonstration Projects 2.17 Work is now progressing. The MoD, on behalf of the Landownersâ&#x20AC;&#x2122; Group, have appointed consultants, GVA and AMEC, to undertake an outline planning application for the entire site and an outline planning application for Quebec Barracks. 2.18 There will be detailed applications for the re-use of buildings. 2.19 The team is working closely with these consultants to understand their brief and to ensure that the Eco-town vision and masterplan continues to be influential. 2.20 The overall delivery programme for the project is now well underway, we have established lead officers for each sector of the work and the programmes are summarised in this report. 2.21 Quebec Barracks has been confirmed as available and we expect Louisburg to be confirmed in January 2012. A separate report to the Delivery Board outlines the development principles for this important demonstration scheme. Studies 2.22 PwC has been appointed to undertake a study looking at options for procurement of investment and development partners. They will present an interim report at this meeting. 2.23 Part of the consultation process has been a stakeholder meeting to ensure that our stakeholder partners continue to be involved in the process and outcome of the studies. Masterplan and Core Strategy 2.24 Consultations for an updated masterplan are now complete. k:\corporate shared folders\whitehill bordon\011 meetings\delivery board Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY - 41 -

2.25 Core Strategy The final Core Strategy will go to the Full Council meeting and Cabinet in December. Economic Development 2.26 Since the economic development theme lead has started work she has: • •

• •

Been involved in a new transition panel with the Garrison whose task is to work together to ensure a smooth transition and will be used to establish the scale, timing and impact of job losses Continued working with Enterprise M3 local enterprise partnership to support and capitalise on the inward investment activities, to take opportunities to promote the Eco-town, and to develop links to other successful business centres, including Farnborough and the Blackwater Valley. Has started the project management of the Quebec Barracks project for the partnership and in particular to co-ordinate planning, transport, environmental and economic development. Responded to the Standing Conference request to prioritise education and training, by setting up a joint Specialist Group meeting.

Ongoing Studies 2.27 While most of the studies are complete, their completion has triggered a further round of work. 2.28 Energy Feasibility Study This work will help shape proposals for managing energy within the town and looks at innovative ideas. Key stakeholder meetings have already taken place; the study is now complete and is published on the website. The work has been brought forward to be included in the Energy Service Delivery and Management Study, which is now complete and on the website. 2.29 The One Planet Living Project looks at opportunities to promote more sustainable living within Whitehill Bordon, to support the work of the Countryside Ranger and Community Development Worker. BioRegional, a sustainability charity, has been appointed to help develop this work and invite views from stakeholders. The consultants have now had the opportunity to dovetail their work with the Economic Development Strategy. A grant system for local businesses will be announced shortly. 2.30 Rail Study This study will establish the viability of a rail link for Whitehill Bordon. Further funding has now been provided from the Department of Communities and Local Government (DCLG) and the next stage of the study (Grip 3) has commenced. The consultants are working closely with the rail operators and Network Rail. The study is expected to be concluded in early 2012. k:\corporate shared folders\whitehill bordon\011 meetings\delivery board Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY - 42 -

2.31 Transport evidence base. This study evaluates the effects of different masterplan phases upon the road network of the area, including on surrounding towns and villages. The report is complete and has been published and discussed by the Specialist Group. 2.32 Walking and Cycling Study This study will consider and develop a strategy for promoting walking and cycling in the existing town and the new development areas. The study will consider options for physical improvements to infrastructure as well as options for promoting walking and cycling. It will also provide a prioritised strategy for implementation. The work stream will consider alternative modes of travel including horse riding. This work has now started. 2.33 Parking Strategy This study will consider the provision of car parking within the Eco-town, at home, workplaces and in the town centre. The work will draw on best practice and European examples to consider the level of parking to be provided, the way in which it will be delivered and any requirement for management. This study is now proceeding. 2.34 Traffic Management Strategy This study will consider potential mitigation and management measures on local roads and villages designed to reduce the impact of potential development on local communities and the environment. This work is now proceeding. Retrofitting 2.35 Insulation project Insulation has now been installed for 715 households. A further 384 households are underway. 2.36 The Low Carbon Communities Challenge. This project is now closed. 35 households received loans of up to £10,000 and are making monthly interest-free repayments that will establish a revolving fund. 2.37 We are now formulating a strategy for retrofitting all existing homes and businesses throughout the development process. The project manager for this project has discussed the options with the environmental sustainability theme lead. Funding Funding success: 2.38 Small Rural Towns Programme – Hampshire Market Towns Project – we have been allocated £7,000 from this South East England Development Agency (SEEDA) funding stream for grants for Small Medium Enterprises (SME) retailers on the Petersfield Road from Chalet Hill to Whitehill for business advice and shop front improvements. k:\corporate shared folders\whitehill bordon\011 meetings\delivery board Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY - 43 -

Current applications: 2.39 Growing Places Fund – Enterprise M3 LEP has a provisional allocation of £14.4m. We have identified four projects which fit with DCLG’s criteria of local infrastructure projects that the fund should be used for which unlock housing and economic growth. We are working with the LEP and other teams within EHDC to progress the proposals. They are: • Sustainable Drainage System Phase 1 – connection over the River Wey adequately sized to accommodate proposed new development. • Bordon Inclosure SANGS management – set up procedures and management company for Bordon Inclosure and future SANGS. • Louisburg Barracks – bring access and utilities to site so site can be developed. • Railway project – an investment into the project to cover some of the up-front costs as well as provide the public sector with a long term stake in the project. 2.40 Sponsorship – The Whitehill Bordon Eco-town sponsorship policy has been approved by EHDC’s joint management team. 2.41 Life + Following engagement with key stakeholders, this project will focus on educating the public about the importance of the heathlands in the area and across the South Downs National Park and responsible use of these precious habitats. 2.42 Low Carbon Network Fund – We are developing our plans with Scottish and Southern to provide innovative energy infrastructure for development on Quebec Barracks. 3 Risk assessment 3.1 Now that third party applicants are anticipated in the process it is important to ensure that design and sustainability standards are maintained. Risk No XX has already 4 Contributions to Delivery Board Priorities 4.1 These projects all contribute to Eco-town priorities. 5 Resource implications 5.1 All the projects are funded from the Department of Communities and Local Government funding received in March 2010 and March 2011. There is no change to resource implications or requirements. 6 Expenditure

6.1 The table in Appendix 1 provides an outline of the expected expenditure for each area of the overall project. It does not cover all the management costs incurred by each of the partners in running their own offices and providing support services to the team. Though the bulk of the grant is from the Department of Communities and Local Government (DCLG), there are smaller funds from the Department of Energy and Climate Change (DECC), capital funds from Hampshire County Council, (HCC) and the Homes and Communities Agency (HCA), who also supply technical support. 6.2 We anticipate that the funding will be spent over three years. 7 Appendix Appendix 1: Budget summary

Appendix 1: Budget summary

East Hampshire District Council Summary for Whitehill Bordon as at 31st October 2011 Account 5505PR 5506PR 5507PR 5508PR 5509PR 5510PR 5511PR 5512PR 5513PR 5514PR 5515PR 5516PR 5517PR

C C C C C C C C C C C C C

5518PR 5519PR 5520PR 5521PR 5522PR 5523PR 5524PR 5525PR 5526PR 5527PR 5528PR 5529PR 5530PR

C C C C C C C C C C C C C

5531PR 5532PR 5533PR 5534PR 5535PR 5536PR 5537PR

R C C C R R C

5538PR 5539PR

R C R R R R

Demonstration Projects Fire Station - Purchase and Surveys Firestation - Refurbishment Fire Station - Exhibition House Fire Station - Radian Competition Fire Station - Site Fire Station - Exhibitions Working Mens Club Morelands Viking Park Quebec Barracks Chalet Hill Initial Design Briefs Publicity and Advertising Early Wins Retrofitting homes Eco-fit Whitehill Bordon (LCCC) Retrofitting Library & Primary Schools Eco Information Packs Wi-Fi Bio Mass Supply Case Studies Community Development Workers Brash Pelletisation Potential Kick Start habitat improvement/ Biodiversity projects Green Rangers Allotments Timber Fitness Trail Drop in centre for young people Studies and Evidence Sports and recreation study Rail Study Transport Studies SPV/Governance studies Eco-studies and evidence One Planet Living funding Eco-grant Other Costs Project Management Consultancy* Whitehill Bordon - Travel - Transport Evidence Base Salaries Other Costs Unallocated Revenue Costs** Total for the Whitehill / Bordon

2009/10 Actual

2010/11 Actual

FY Budget

YTD Budget

YTD Actuals Committed

YTD Remaining Variance Budget

Q2Forecast

582,000 0 0 0 0 0 0 0 0 0 0 0 0

38,450 150,491 23,558 850 0 0 0 0 43,984 0 0 49,332

0 527,129 294,766 62,400 29,336 62,000 0 0 45,979 45,000 0 20,000 25,000

0 307,492 171,947 36,400 17,113 36,167 0 0 26,821 26,250 0 11,667 14,583

0 139,751 26,639 1,750 6,059 7,990 0 0 13,764 0 0 8,500 376

0 51,747 61,987 0 3,117 0 0 0 0 0 0 0 0

0 115,994 83,321 34,650 7,937 28,177 0 0 13,057 26,250 0 3,167 14,207

0 335,631 206,140 60,650 20,160 54,010 0 0 32,215 45,000 0 11,500 24,624

0 527,129 294,766 62,400 29,336 62,000 0 0 45,979 45,000 0 20,000 25,000

0 0 0 0 0 0 0 0 0 0 0 0 0

0 306,994 1,275,000 0 0 96 24,448 0 76,452 12,500 25,000 38,000 15,000

300,000 0 0 6,613 12,000 3,000 24,448 6,000 11,000 25,000 0 0 15,000

175,000 0 0 3,858 7,000 1,750 14,261 3,500 6,417 14,583 0 0 8,750

153,303 3,889 0 0 10 3,000 0 0 11,000 25,000 0 0 0

19,732 0 0 0 0 0 0 0 0 12,500 0 0 15,000

1,965 -3,889 0 3,858 6,990 -1,250 14,261 3,500 -4,583 -22,917 0 0 -6,250

126,965 -3,889 0 6,613 11,990 0 24,448 6,000 0 -12,500 0 0 0

175,000 0 0 6,613 12,000 3,000 24,448 6,000 11,000 25,000 0 0 15,000

0 0 0 0 0 0 0

9,000 0 0 21,024 86,123 20

0 0 91,000 225,000 300,000 69,980 50,000

0 0 53,083 131,250 175,000 40,822 29,167

0 0 0 36,423 194,489 34,670 1,000

0 0 80,000 472 6,203 13,780 0

0 0 -26,917 94,355 -25,692 -7,628 28,167

0 0 11,000 188,105 99,308 21,530 49,000

0 0 91,000 225,000 300,000 69,980 50,000

0 0 0 0 0 71,669 653,669

56,493 775,000 673,341 0 0 130,462 3,831,617

0 0 134,744 78,601 605,724 353,339 0 0 0 0 280,295 163,505 3,271,414 1,908,325

0 2,157 332,524 0 0 134,306 1,136,600

0 0 0 0 0 90 264,628

0 76,444 20,815 0 0 29,109 507,097

0 132,587 273,200 0 0 145,899 1,870,186

0 134,744 605,724 0 0 280,295 3,146,414

* - funded from separate grants ** - funded from EHDC 09/10 10/11 11/12 12/13 Total funding needed

653,669 3,831,617 3,146,414 5,117,296 12,748,996

CLG Grant CLG Grant April 2011 EHDC funding HCA Funding DECC funding Funding Received

9,870,687 2,025,000 482,426 60,000 310,883 12,748,996

2012/2013 onwards

230,053 169,076 185,750 310,000

2,025,000

2,197,417 5,117,296

Agenda item 5

Whitehill Bordon Opportunity Standing Conference ______________________________________________________________ Date of meeting:

1st December 2011

Title of report:

Whitehill Bordon Overall Project Programme

Author:

Simon Beach, Project Coordinator

Reference no: WBPD041-2011 ______________________________________________________________

What the report is about: The report presented to the Standing Conference is the Eco-town overall Project Programme. The programme is one component of the Eco-town project management system and has been developed to give high level delivery information. The programme details each element of the project. It starts with the MoD vacation from sites in the town and goes through to outline planning submission. The timings of each element are as accurate as possible at present, but are likely to change in line with project demands and requirements over a number of years. At present, work is underway to refine the outline planning element of the programme. GVA Grimley and Amec are working with the Eco-town partnership to develop a programme of work to achieve an outline planning proposal for the whole site. Pricewaterhouse Coopers LLP (PwC) are also contracted to investigate delivery options for the project and the outcomes of their work will be programmed in January 2012. The dates associated with GVA Grimley, Amec and PwC are all in review and are subject to further work. The outcome of GVA and Amecâ&#x20AC;&#x2122;s work will be programmed for the Delivery Board in December and January 2012 for PWCâ&#x20AC;&#x2122;s work. What the Standing Conference is being asked to consider or comment on: No consideration at this time. The report is for information.

Agenda item 5

Whitehill Bordon Opportunity Delivery Board ______________________________________________________________ Date of meeting:

15th December 2011

Title of report:

Whitehill Bordon Overall Project Programme

Author:

Simon Beach, Project Coordinator

Reference no: WBPD041-2011 ______________________________________________________________ Executive Summary: (Not more than 2 small paragraphs) Overall Project Programme The report presented to the Delivery Board is the Eco-town overall Project Programme. The programme is one component of the Eco-town project management system and has been developed to give high level delivery information.

Date: 17th November 2011 Version: 1

Status of Report: Public (Exempt or Public)

Purpose of report: To report the overall programme to the Standing Conference and Delivery Board

Recommendations requiring Board considerations: None â&#x20AC;&#x201C; for information purposes only

Consultation and comments received: N/A

Community engagement proposals: N/A

1 Background (reason for report) 1.1 The report is presented to the Delivery Board for process information purposes. The overall programme plan outlines the work required to deliver key aspects of the project into the future. 1.2 The Flag and Theme documents are monthly reports which highlight the status of individual projects from the previous month, achievements and items to be reviewed for exception. The flag report gives an indication of progress against Project Initiation Document baselined milestones. 2 Subject of report / options and considerations 2.1 The programme details each element of the project from starting with the MoD vacation from sites in the town to outline planning submission. 2.2 The timings of each element are as accurate as possible at present, but are likely to change in line with project demands and requirements over a number of years. 2.3 At present, work is underway to refine the outline planning element of the programme. GVA Grimley and Amec are working with the Eco-town K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY - 49 -

partnership to develop a programme of work to achieve an outline planning proposal for the whole site. 2.4 PricewaterhouseCoopers LLP (PwC) are also contracted to investigate delivery options for the project and the outcomes of their work will be programmed in March 2012. 2.5 The dates associated with GVA Grimley, Amec and PwC are all in review and are subject to further work. The outcome of GVAâ&#x20AC;&#x2122;s work will be presented to the Delivery Board in December 2011. 3 Risk assessment (must include consideration of the environmental, financial, health and safety and equalities impact assessment) 3.1

As part of the ongoing risk management strategy, the overall programme risks are included as part of the monthly review of risks.

4 Contributions to Delivery Board Priorities 4.1 The Programme will help to achieve Delivery Board priorities by defining key short term and long term milestones to be achieved. Each element of the programme is defined at a high level. Individual project programmes will also be developed to achieve the overall programme objective. 5 Resource implications 5.1 Recourse implications are defined in each of the Project Initiation Documents which form the workstreams associated with the overall project plan. 6 Cost implications 6.1 Costs implications are defined in the projected financial forecast document and are also forecast in the Project Initiation Documents which form the workstreams associated with the overall project plan. 7 Conclusion 7.1 Currently, the overall project programme is running to time, cost and quality. Workstreams requiring further development include the outline planning project and the development partner project. The Delivery Board are working towards a conclusion to be able to take both projects forward. 8 Appendix Appendix 1: Overall project programme Appendix 2: Monthly flag report Appendix 3: Monthly theme report K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY - 50 -

Appendix 1: Overall project programme ID

Task Name

Duration

Whitehill Bordon DRAFT Eco-town Programme

1171 days?

2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 332 333 334 335 336 337 338 339 340 341 342 343 344 345 346 347 348 349 350 388 389

Start Mon 04/07/11

Finish

Project Manager

Qtr 2, 2011 Apr May

Jun

Qtr 3, 2011 Jul Aug

MoD Vacations 1174 days? Mon 04/07/11 Thu 31/12/15 Richard Nelson Withdrawal from occupied sites 1 day? Thu 31/12/15 Thu 31/12/15 Withdrawal from unoccupied sites TBA 1 day? Mon 04/07/11 Mon 04/07/11 Operational Transition 1 day? Mon 04/07/11 Mon 04/07/11 Transition Plan 1 day? Mon 04/07/11 Mon 04/07/11 EHDC Support Services Plan 1 day? Mon 04/07/11 Mon 04/07/11 Community Engagement & Vision 263 days? 259 days? Tue 05/07/11 Fri 29/06/12 Engage with Community & update Masterplan 120 days 175 days? Mon 01/08/11 Fri 30/03/12 Neighbourhood consultation 65 days? Mon 03/10/11 Fri 30/12/11 Communications and Marketing 259 days? Tue 05/07/11 Fri 29/06/12 Lydia F Manson Marketing to potential investors 129 days? Tue 05/07/11 Fri 30/12/11 Launch of partnering opportunity 0 days Fri 29/06/12 Fri 29/06/12 Core Strategy and Masterplan 369 days? Mon 04/07/11 Fri 30/11/12 Mandar Puranik Completion of studies 216 days? Mon 04/07/11 Mon 30/04/12 Re-state vision 45 days? Mon 01/08/11 Fri 30/09/11 Public Consultation on Masterplan 87 days? Thu 01/09/11 Fri 30/12/11 Update masterplan 65 days? Mon 02/01/12 Fri 30/03/12 Publish Masterplan 0 days Mon 30/04/12 Mon 30/04/12 Core Strategy Pre submission Published 0 days Tue 28/02/12 Tue 28/02/12 Core Strategy Submission 45 days Fri 30/03/12 Thu 31/05/12 Core Strategy EIP 38 days Mon 02/07/12 Wed 22/08/12 Core Strategy Adopted 0 days Fri 30/11/12 Fri 30/11/12 Adoption of Masterplan as SPD 193 days? Tue 04/09/12 Fri 31/05/13 Evidence gathering / refresh the masterplan evidence 64 days? Tue 04/09/12 Fri 30/11/12 Prepare draft SPD 43 days? Thu 01/11/12 Mon 31/12/12 Statutory Consultation 1 day? Thu 28/02/13 Thu 28/02/13 Representations and finalise SPD 0 days Mon 01/04/13 Mon 01/04/13 SPD Adoption 0 days Fri 31/05/13 Fri 31/05/13 Masterplan Studies 140 days? Mon 30/05/11 Fri 09/12/11 Completion of Current Studies (Phase 1) 0 days 0 days Mon 30/05/11 Thu 28/07/11 Completion of Rail GRIP 3 Study 138 days 138 days? Wed 01/06/11 Fri 09/12/11 Evidence for Core Strategy Studies Dates TBA 0 days Wed 31/08/11 Wed 31/08/11 HRA Refresh Dates TBA 1 day? Mon 04/07/11 Mon 04/07/11 Walking and Cycling Strategy Dates TBA 1 day? Mon 04/07/11 Mon 04/07/11 Parking Strategy Dates TBA 1 day? Mon 04/07/11 Mon 04/07/11 Additional Transport Work Dates TBA 1 day? Mon 04/07/11 Mon 04/07/11 Commercial Strategy Advice (tasks in review by PWC) 130 days? Mon 04/07/11 Fri 30/12/11 W.Shillam D.Gardner Commercial Advisor procurement 1 day? Mon 04/07/11 Mon 04/07/11 Develop strategy/PID/PQQ (To be provided by PWC) 129 days? Tue 05/07/11 Fri 30/12/11 Draft Report to December Delivery Board 0 days Thu 15/12/11 Thu 15/12/11 Approval of SPV strategy (To be provided by PWC) 0 days Fri 30/12/11 Fri 30/12/11 Commence set-up (To be provided by PWC) 1 day? Tue 15/11/11 Tue 15/11/11 Launch SPV 0 days Tue 15/11/11 Tue 15/11/11 Development Partner procurement (OJEU restricted) 474 days Dates in Review 2 days? Tue 15/11/11 Wed 16/11/11 Richard Nelson Delivery Board June meeting 0 days 1 day Tue 15/11/11 Tue 15/11/11 Procure/establish Masterplan project team 40 days 1 day? Tue 15/11/11 Tue 15/11/11 Develop Brief (PID) 90 days 1 day? Tue 15/11/11 Tue 15/11/11 Develop PQQ 90 days 1 day? Tue 15/11/11 Tue 15/11/11 Develop PQQ Evaluation model 90 days 1 day? Tue 15/11/11 Tue 15/11/11 DB approve Brief at December Board meeting 0 days 1 day Wed 16/11/11 Wed 16/11/11 Develop SPV Terms 120 days 1 day? Tue 15/11/11 Tue 15/11/11 Publish OJEU Notice 0 days 1 day Tue 15/11/11 Tue 15/11/11 Issue PQQ to interested parties 0 days 0 days Tue 15/11/11 Tue 15/11/11 Interested parties compile PQQ responses 50 days 1 day? Tue 15/11/11 Tue 15/11/11 Receive & Evaluate PQQs 20 days 1 day? Tue 15/11/11 Tue 15/11/11 DB agree shortlist 20 days 1 day? Tue 15/11/11 Tue 15/11/11 Issue invitation to participate in Competitive Dialogue 0 days 0 days Tue 15/11/11 Tue 15/11/11 Dialogue Phase 120 days 1 day? Tue 15/11/11 Tue 15/11/11 Develop Tender evaluation model 90 days 1 day? Tue 15/11/11 Tue 15/11/11 Request Tenders 0 days 0 days Tue 15/11/11 Tue 15/11/11 Receive Final tenders 30 days 1 day? Tue 15/11/11 Tue 15/11/11 Evaluate & Select Preferred Bidder 20 days 1 day? Tue 15/11/11 Tue 15/11/11 Agree Contract Terms 30 days 1 day? Tue 15/11/11 Tue 15/11/11 Board Approval & Confirm Preferred Partner 10 days 1 day? Tue 15/11/11 Tue 15/11/11 10 Day Standstill 1 day? Tue 15/11/11 Tue 15/11/11 Sign Contract with Development Partner (DP) 0 days 1 day Tue 15/11/11 Tue 15/11/11 Outline Planning Application (Dates in Review) 490 days? Tue 09/04/13 Mon 23/02/15 Richard Nelson DP start-up/initiation process 20 days 20 days? Tue 09/04/13 Mon 06/05/13 Information gathering, data validation, planning strategy 30 days 30 days? Tue 07/05/13 Mon 17/06/13 Programme development, stakeholders, Risk etc 30 days 30 days? Tue 07/05/13 Mon 17/06/13 Review Masterplan, Phasing & Viability 120 days 120 days? Tue 18/06/13 Mon 02/12/13 Revisit SPD and other Planning documents 120 days 120 days? Tue 18/06/13 Mon 02/12/13 Community Engagement 150 days 150 days? Tue 07/05/13 Mon 02/12/13 Compile Outline Planning Application 180 days 180 days? Tue 18/06/13 Mon 24/02/14 Affordable Housing discussions 110 days 110 days? Tue 24/09/13 Mon 24/02/14 S38, S106, & S278 discussions 110 days 110 days? Tue 24/09/13 Mon 24/02/14 Submit Outline (hybrid) Planning Application 0 days 0 days Mon 24/02/14 Mon 24/02/14 Planning Application Determined (assume no Public Enquiry) 130 days 130 days? Tue 25/02/14 Mon 25/08/14 Pre-start conditions discharged 130 days 130 days? Tue 26/08/14 Mon 23/02/15 Earliest Start of Infrastructure works 0 days 261 days? Mon 24/02/14 Mon 23/02/15 Landowners Issues 1 day? Mon 04/07/11 Mon 04/07/11 Land Equalisation Agreement TBA 1 day? Mon 04/07/11 Mon 04/07/11 Outline Planning application 1 day? Mon 04/07/11 Mon 04/07/11 Quebec Barracks (Dates in Review) 825 days? Mon 04/07/11 Fri 29/08/14 Sue Robbins Develop strategy/PID/PQQ/Legal pre-agreements 65 days? Mon 04/07/11 Fri 30/09/11 Agree procurement process 0 days Fri 30/09/11 Fri 30/09/11 Procurement of Development Partner 174 days? Tue 01/11/11 Fri 29/06/12 Sign contract with Development Partner 0 days Fri 29/06/12 Fri 29/06/12 Preparation of detailed planning application 131 days? Mon 02/07/12 Mon 31/12/12 Planning application 0 days Mon 31/12/12 Mon 31/12/12 Planning period 129 days? Tue 01/01/13 Fri 28/06/13 Planning decision 0 days Fri 28/06/13 Fri 28/06/13 Construction period 305 days? Mon 01/07/13 Fri 29/08/14 Completion 0 days Fri 29/08/14 Fri 29/08/14 Community Engagement 1171 days Wed 06/07/11 Wed 30/12/15 Delivery Board Meetings 325 days Thu 15/09/11 Thu 13/12/12 Delivery Board Meeting 0 days Thu 15/09/11 Thu 15/09/11 Delivery Board Meeting 0 days Thu 15/12/11 Thu 15/12/11 Delivery Board Meeting 0 days Thu 15/03/12 Thu 15/03/12 Delivery Board Meeting 0 days Thu 14/06/12 Thu 14/06/12 Delivery Board Meeting 0 days Thu 13/09/12 Thu 13/09/12 Delivery Board Meeting 0 days Thu 13/12/12 Thu 13/12/12 Specialist Group Meetings 87 days Tue 11/10/11 Thu 09/02/12 Community Facilities & Amenities 0 days Tue 01/11/11 Tue 01/11/11 Infrastructure and Transport 0 days Thu 13/10/11 Thu 13/10/11 Sustainable Environment 0 days Tue 11/10/11 Tue 11/10/11 Economic Development 0 days Tue 18/10/11 Tue 18/10/11 Housing 0 days Thu 27/10/11 Thu 27/10/11 Community Facilities & Amenities 0 days Tue 24/01/12 Tue 24/01/12 Infrastructure and Transport 0 days Thu 02/02/12 Thu 02/02/12 Sustainable Environment 0 days Tue 17/01/12 Tue 17/01/12 Economic Development 0 days Tue 31/01/12 Tue 31/01/12 Housing 0 days Thu 09/02/12 Thu 09/02/12 Demonstration Projects 653 days? Thu 30/06/11 Tue 31/12/13 Completion of Community & Demonstrator Projects (Ph2) 132 days 132 days? Mon 04/07/11 Tue 03/01/12 Completion of Community & Demonstrator Projects (Ph3) 263 days 263 days? Mon 04/07/11 Wed 04/07/12

Project: 110604 Overall Programme D Date: Mon 21/11/11

Task

Progress

Qtr 4, 2011 Oct Nov

Sep

Dec

Qtr 1, 2012 Jan Feb

Mar

Qtr 2, 2012 Apr May

Jun

Qtr 3, 2012 Jul Aug

Sep

Qtr 4, 2012 Oct Nov

Dec

Qtr 1, 2013 Jan Feb

Mar

Qtr 2, 2013 Apr May

Jun

Qtr 3, 2013 Jul Aug

Sep

Qtr 4, 2013 Oct Nov

Dec

Qtr 1, 2014 Jan Feb

Mar

Qtr 2, 2014 Apr May

Jun

Qtr 3, 2014 Jul Aug

Sep

Qtr 4, 2014 Oct Nov

Dec

Qtr 1, 2015 Jan Feb

Mar

Mon 28/12/15

Milestone

29/06

30/04 28/02

30/11

01/04 31/05 30/05 31/08

15/12 30/12 15/11

15/11

24/02

30/09 29/06 31/12 28/06 29/08

15/09 15/12 15/03 14/06 13/09 13/12 01/11 13/10 11/10 18/10 27/10 24/01 02/02 17/01 31/01 09/02

Summary

Rolled Up Task

Rolled Up Milestone

Rolled Up Progress Page 1

Split

External Tasks

Project Summary

Group By Summary

Deadline

Qtr 2, 2015 Apr May

Jun

Qtr 3, 2015 Jul Aug

Sep

Qtr 4, 2015 Oct Nov

Dec

Qtr 1, 201 Jan

Appendix 2: Monthly flag report [Date] [Description]

15/11/2011

Status

Project Title

Outstanding baseline milestones from 2010 01/11/10 Allocate plots to residents

Green

[Date] [Description]

Agreed Baseline / Milestone

Mar

Apr

May

[Date] [Description]

Jun

[Date] [Description]

Revised Forecast

Jul

Aug

2011/2012 Sep

Complete

[Date] [Description]

Oct

Nov

Dec

06/11 Completion of landscaping

31/12/10 Official Opening

Allotments 5528PR 31/10/10 Completion of landscaping

31/12/10 Allotments occupied

16/5/11 Allocate plots to residents

11/6/11 Allotments occupied

29/7/11 Official opening

8/3/11 Contractors final invoice received and paid

Green

Amphibian Pond 5526PR

11/10/11 Final Management plan

31/3/11 EHDC agree MoD lease

Amber

10/11 Construct Boardwalk

Bordon Inclosure Boardwalk 5526PR

9/6/11 EHDC agree and sign MoD lease

30/1/11 Information/ consultation with residents

Amber

21/7/11 Draft Management plan

Green Network Enhancement - Existing 5526PR

12/2011 Outline work and cost for each plot

7/6/11 Information/ consultation with residents 28/3/11 Start clearing path for footpath and install ramp

08/11 Footpath final invoice and payment

Alexandra Park & Jubilee Park Ecological 5526PR 11/07/11 Define entrances to path with dragons teeth and limit access along river path

8/3/11 Rifle wall pond contractors final invoice received and paid

Green

Countryside Ranger 5526PR

Project to recruit a Countryside Ranger completed in 2010. Ongoing taregts are listed.

Green

Community Development Worker & Storyteller 5524PR

Community Development worker employed in 2010. See Theme report for ongoing achievements.

23/3/11 Design Focus Group

Green

9/3/11 Design workshop

15/8/11 Complete work

9/5/11 Consider recommendations from the Energy Feasibility Study

30/4/11 Complete work

14/4/11 2nd stakeholder workshop

13/5/11 First draft of Green Infrstructure Strategy completed

4/5/11 First draft of LBAP and survey framework

Biodiversity & Green Infrastructure 5535PR 28/2/11 First draft of Green Infrstructure Strategy completed

28/2/11 Draft feasibility study complete

Green

15/4/11 Monitoring Focus Group

Habitat Regulation Assessment 5535PR

31/3/2011 Consider recommendations from the Energy Feasibility Study

Green

31/10/2011 Install Piers

08/2011 Draw exact plots/plans on each map

31/3/11 Draw exact plots/plans on each map

28/2/11 Outline work and cost for each plot

Amber

09/2011 Clear vegetation

31/3/11 First draft of LBAP and survey framework completed

14/4/11 2nd stakeholder workshop

30/5/11 Feasibility study & action plan completed

31/3/11 1st stakeholder workshop

15/8/11 Green Infrastructure Strategy, LBAP and survey framework completed

30/5/11 Green Infrastructure Strategy, LBAP and survey framework completed 10/6/11 Draft MUSCO study

15/8/11 Feasibility study & action plan completed

30/9/11 MUSCO study complete

12/5/11 2nd stakeholder workshop

Energy/Utility Strategy 5535PR

31/3/11 1st stakeholder workshop

31/4/11 Draft MUSCO study

12/5/11 2nd stakeholder workshop

9/5/11 Draft feasibility study complete

Jan

Feb

Mar

Apr

2012/13 May

June

Status

Project Title

Mar

Outstanding baseline milestones from 2010

Apr

Green

31/3/11 Commence project evaluation, publicity and commence dissemination of early results 31/3/1 Project completed, report details to DECC

LCCC Eco Fit 5519PR

22/3/11 All land registry charges put on properties

Jul

Aug

2011/2012 Sep

29/3/11 Handover meeting with Ecofit surveyor

25/4/11 Meeting to establish revolving fund 12/4/11 Contact residents to check works are satisfactory

24/05/11 Review meeting with USEA

24/05/11 Marketing briefing to stakeholders

03/08/11 2nd quarterly tranche of management fees and capital costs (depending on number of installs) paid to USEA.

23/06/11 USEA to provide results from installation surveys

16/5/11 USEA to investifate why 114 households have withdrawn from scheme

25/4/11 Contact residents to check works are satisfactory

10/5/11 Review meeting with USEA

14/6/11 Marketing briefing document for Community worker to talk to stakeholders

20/7/11 Review meeting with USEA to discuss remaining items 07/2011 Final report

Local Sports & Recreation Facilities Strategy

Timber Fitness Trail & Recreation Ground 5529PR (project complete)

Project completed in 2010

11/2010 Tender for three quotations on the technical specification established from previous

05/2011 Public tender for 3 quotations on the technical specification established

06/2011 Shortlist and score 3 quotations

Community WiFi - Phase 1

09/2011 WiFi installed

06/2011 Appoint provider 15/3/11 Conduct interviews

Green

1/5/11 Conduct advertising campaign to raise awareness of drop-in with youth and volunteers. Recruit volunteers.

15/7/11 Conservation volunteer opportunities & eco-art workshops in place

Spring 2011 Prepare urban veg plots & begin planting crops for later harvesting

15/4/11 Staff in post

15/5/11 Consult young people on projects they wish to be involved with

1/5/11 Doors open; get to know young people

15/6/11 Cycling proficiency & cycle maintenance in place. Swap shop & recycling point

20/7/11 Doors open, get to know young people

Summer 2011 Bushcraft: learning woodland skills with assistance from DVT

Local Biomass Supply Case Studies 5523PR

15/11/10 Identify areas for harvesting

Amber

4/4/11 Youth worker in post

Youth Drop In Centre

23/3/11 Conduct interviews

Amber

Dec

Jan

Feb

Mar

31/3/12 Issue and obtain return of further customer satisfaction forms to ascertain actual benefits arising from projects based on 12 months data from energy bills

1/4/11 Meeting to establish revolving fund

08/11/10 Final Report

Green

Nov

30/4/11 First draft of Water Cycle Study

Retrofitting Homes 5518PR

02/01/2010 Second quarterly tranche of management fees and capital costs (depending on number of installs) paid to USEA

Green

Oct

11/7/11 Complete Water Cycle Study

29/3/11 Handover meeting with Eco-fit surveyor

15/3/11 Review meeting with USEA

Amber

Jun

Water Cycle Study 5535PR

1/3/11 Stakeholder workshop

Green

May 30/5/11 Complete Water Cycle Study

31/3/11 First draft of Water Cycle Study

Brash Pelletising 5525PR

31/01/11 Prepare report outlining the potential business models available

30/09/10 Organise workshop to outline potential benefits to heathland owners

30/06/10 Tender for suitable subcontractor

15/11/10 cost harvesting & delivery to heatland biomass to central point

15/12/10 Review costs of pelletisation of this resource

Apr

2012/13 May

June

Status

Project Title

Mar

Outstanding baseline milestones from 2010

Apr

May

Jun

03/2011 Start second phase of eco pack

Green

29/4/11 Presentation of options to project steering group / members / management group

20/5/11 Presentation of options to project steering group / members / management group

2011/2012 Sep 09/2011 Consultation Eco pack published

Oct

Nov

Dec

Jan

12/2011 Receive draft Stage 2 study

01/2012 Present draft Stage 2 findings to Delivery Board

Feb

Mar

Apr

2012/13 May

June

10/2011 Consultation Eco pack distributed

10/6/11 Stage F report

30/6/11 Stage F report

1/7/11 Final design & Feasibility report

10/11 Public exhibition of the final option completed & consultation report received by EHDC

Viking Park Design & Feasibility study 5513PR 24/6/11 Public exhibition of the final option completed & consultation report received by EHDC

25/3/11 Stage C report 4/2011 Commission Stage 2 (Grip 3) study

Green

Aug

Eco Pack 5521PR

29/3/11 Stage C report

Green

Jul 07/2011 Design Eco pack for consultation

31/10/11 Project closure & handover 30/7/11 Final design & Feasibility report

15/7/11 Project closure & handover

05/2011 Inception meeting and agree study approach

03/2012 Complete Feasibility Study (Grip 3)

01/2012 Consultation on draft Stage 2 study

Rail Feasibility Study 5533PR 12/2010 Complete feasibility study (grip 3) 07/2010 Achieve authority to recruit and finalise employment details

Green

Town Transport Manager 5539PR

09/2010 Advertise post

05/2011 Achieve authority to recruit and finalise employment details

06/2011 Advertise post

07/2011 Appoint sucessful candidate

11/2010 Undertake interviews

10/2010 Review applications and shortlist

01/2011 Town Transport Manager starts

11/2010 Appoint successful candidate

09/2011 Successful candidate starts

07/2011 Undertake interviews

07/2011 Review applications and shortlist

05/2011 Annual progress review

12/2010 Liftshare pages for Whitehill Bordon goes live

Green

Liftshare 5539PR

08/2011 Liftshare pages for Whitehill Bordon go live 09/2010 09/2010 Consultation with Agree draft stakeholders specification for consultation

Amber

Bus Improvements 5539PR

11/2010 Tender contract 10/2010 public consultation on service specification

Green

11/2010 Agree finalised service spec

02/2011 Achieve authorisation to award contact to preferred supplier

04/2011 Route registration with local authority

09/2011 Agree draft service specification for consultation

04/2011 Service begins (with marketing)

07/2011 Agree draft specification for consultation

11/2011 public consultation on service specification

12/2011 Tender Contract

02/2012 Achieve authorisation to award contract to preferred supplier

06/2012 Service begins (with marketing)

Transport Website 5548PR

11/2010 Go live with web pages 12/2010 Complete phase 2 transport assessment and gain approval for publication

Green

09/2011 Consultation with stakeholders

04/2012 Route registration with Local Authority (70 days)

11/2011 Agree finalised service specification

06/2011 Receive draft pages 4/2011 Scope tranche 2 work

09/2011 Go live with web pages 07/2011 Complete tranche 2 work and gain approval for publication

Transport Evidence Base 5533PR

4/2011 Commission tranche 2 work

05/2011 Prepare draft report for tranche 2

07/2011 Consult with stakeholders on tranche 2 funding 08/2011 Recruitment of permanent Delivery Board Chairman

Green

Governance Proposals 5534PR

Governance structure has been set up

02/2011 Phase 1 complete

11/4/11 Start on site Phase 1

13/5/2011 Phase 1 complete

08/2011 Phase 2 complete

14/11/11 Start on site Phase 2

10/8/2011 Phase 1 occupation

Amber

Fire Station Refurb 5506PR

06/01/2011 Cabinet approval to accept phase 2

08/2011 Comissioning and exhibitioning

07/2012 Phase 2 complete

Status

Project Title

Mar

Outstanding baseline milestones from 2010

Apr

Amber

May

Jun

Jul

2011/2012 Sep

Aug

03/2011 Promotion and media campaign launched

Dec

09/2011 Appoint judges

08/2011 Consult with community on public open space

Four House Competition 5508PR

10/2010 Start on site

09/2011 Complete drafting of stage 1 and 2 competition documents

09/2011 Advertise competition

08/2011 Complete drafting of stage 1 and 2 competition documents

11/2011 Shortlist stage 1 competitors

02/2012 Sign land transfer agreement

09/2011 Appoint judges 14/11/2011 Start on site

03/2011 Define procurement & application requirements

03/2011 Consultation & stakeholder engagement

03/2011 Advisory panel & evaluation board established

03/2011 Define approval process & evaluation method

Summer 2011 First grant approved

12/2010 Scheme launch

12/2011 Performance review of scheme

Summer 2011 Scheme Launch 10/2011 Weyford Infants & Junior performance monitoring

03/2011 On site Woodlea Primary 08/2011 The Holme Primary design/procurement

04/2011 Bordon Library completion 03/2011 Bordon Infants complete

Retrofitting of Public Buildings E1655 03/2011 Completion of: Bordon Junior Bordon Infants Bordon Library Woodlea

01/2011 Aim to achieve higher ecostandards

08/2011 The Holme Primary site works

04/2011 Procure works identified in second phase scoping

06/2011 Procure works identified in second phase scoping

07/2011 Second phase works on site

31/10/2011 Woodlea completion

08/2011 St Matthews Primary site works 08/2011 Hollywater School

Bordon Working Mens Club 5511PR - project on hold 02/2011 * Or scheme for 14 private units submitted for planning

30/4/11 First draft of OPL Strategy

30/4/11 First draft of OPL strategy

30/4/11 First draft of monitoring framework

One Planet Living 5536PR

28/2/11 Issue draft design brief outlining design principles

Fire Station South site: Design & Development brief

12/2011 Homes completed

03/2011 Start on site

08/3/11 Scoping meeting

Green

08/2011 St Matthews Primary design/procurement

03/2011 Completion of Weyford Infants & Junior

08/2011 Mill Chase Secondary School works

04/2011 Additional funding considered

08/3/11 Scoping meeting

Green

June

23/3/11 Initial stage 1 consultation

30/4/11 First draft of campaign advice 7/4/11 Prepare sketch design options and test their financial viability

4/5/11 1st stakeholder meeting 18/5/11 Low Carbon 11/5/11 Campaign Monitoring workshop 11/5/11 framework First draft of meeting monitoring framework

04/5/11 1st stakeholder meeting

11/5/11 Monitoring framework meeting 26/5/11 Business tools meeting

18/5/11 Low Carbon campaign workshop

1/6/11 First draft of campaign advice

31/7/11 Project complete

9/6/11 Business Development meeting

16/6/11 2nd stakeholder meeting

30/9/11 Project complete 16/11/11 Prepare a draft design and development brief

15/7/11 The final development brief completed with the recommendations

2/5/11 Complete public consultation on viable options

30/11/11 Final development brief completed with the recommendations

15/3/11 Issue draft design brief outlining design principles

21/3/11 Initial stage 1 consultation

11/4/11 Prepare sketch design options and test their financial viability

23/5/11 Select a prepared option and present it to the key stakeholders

16/10/11 Complete public consultation on viable options

13/6/11 Prepare a draft design and development brief

02/11/11 Select a prepared option and present it to the key stakeholders

03/2012 Architects commence design development

09/2012 Planning approval 07/2012 Completion

Eco-Grants 5537PR

01/2011 * Either Scheme for 29 units proceeds

2012/13 May

08/2012 Building regulations application submitted

Exhibition House 5507PR

01/2011 First grant approved

Red

Apr

06/2012 Planning application submitted

27/09/11 Advertise competition

18/8/11 Full planning application

10/2010 Define approval process and evaluation method

Mar

02/2012 Select winning design team

06/2011 Completion

Amber

Feb

11/4/11 Draft first year programme of events and exhibitions produced

08/2011 Begin approvals process with MoD and Council internal processes

Green

Jan

03/2012 performance and evaluation review

08/2011 Draft Heads of terms Radian & EHDC

Amber

Nov

04/2011 First event / exhibition held

Exhibition Venue 5510PR 01/2011 Draft first year programme of events and exhibitions produced

Green

Oct

11/4/11 Start on site of Phase 1 refurbishment

02/2011 Branding guidelines for firestation and related exhibitions adopted

Appendix 3: Monthly Theme Report project complete

Oct-11

Achievement This Reporting Period

Update Date

Project Budget

Spend to date

On Target (Yes/No)

Sc op e

Next Milestone

st on es

Project Manager

al s

Summary Status

ile

Project Title

Comments on Underperforming Areas

Project Ref No.

Community / Demonstration Projects Amber

Fi na nc i

Theme: Status:

Solution / Positive Comments

1st Priority Risk and Owner upcoming issues

Community Projects

5528PR

Allotments

Green

Chris Youngs

Project complete

Ongoing minor landscaping work and monitoring of site and grass cutting

N/A

£25,000

yes

Green

5526PR

Amphibian Pond

Green

Tori Mehluish

Project complete

N/A

£9,000.00

£13,000.00

yes

Green

5526PR

Bordon Inclosure Boardwalk

Amber

Boardwalk construction Contractor to complete complete application of grip strips PR photo shoot took Tori Mehluish to boardwalk place for use when the boardwalk is ready to open

15/11/2011

£45,200.00

£44,652.00

yes

Green

Amber

Green

Bill and Chris Wain spoke with Bruce to help further this project. Bruce has made contact with another person in 15/11/2011 Contracts/Environmental Services who is able to look through the maps and assess what work may be possible

£10,000.00

£9,770.00

yes

Green

Amber

Green

Email Lydia for PR on project

Work has been carried out on the footpath surface to make it more even across the gradient

£14,000.00

£12,252.00

yes

Green

Milestones completed, Tori Mehluish ongoing activities

Continuing after school clubs Carried out tree surveys through Deadwater Valley Local Nature Reserve Met with Weyford School to agree what works can be carried out in the school gorunds for the after school club Weyford Rangers conservation area project Preparing material from after school clubs and Christmas Fairs

5526PR

Green Network Enhancement- Existing Town

Amber

Keep in contact with new EHDC person who is overseeing the maps Tori Mehluish Set meeting with EHDC to discuss and agree proposed work on each plot

5526PR

Alexandra Park and Jubilee Park ecological improvements

Green

Tori Mehluish

5527PR

5524PR

Countryside Ranger

Community Development Worker project complete updates still received

Green

Mike O'Mahony

N/A

15/11/2011

Another person from EHDC (Planning or street Awaiting meeting with EHDC contracts to agree what works Environmental contractor) not able to services has been can be done. A suitable person who could meet and discuss meet to discuss feasibility identified who can go each plot from EHDC needs to be found of each plot through the maps

Numerous attempts have been made to contact Garrison Estates, HCC Estates Manager and EHDC Estates Manager with no response received. These managers need to be and are involved through Bruce Collinson and the wider biodiversity plan, projects and concerns

Serious accident

Green

Poor response to LCCC and other initiatives for residents and community groups

Green

Low Uptake of initiative resulting in funds not being spent

15/11/2011

£50,000.00

£37,500.00

yes

Green

Researching resources for Eco Santa's grotto Helping at neighbourhood engagement events with team Session at Eco Station with 15/11/2011 Adult Services community group Encouraging young people to work on HCC bus consultation

£60,000.00

£24,448.00

yes

Green

£400,000.00

£153,303.00

yes

Green

715 installations of insulation for households. A further 384 households are Hold meeting with ongoing under the USEA to discuss scheme marketing plan and free £40,000 has been 16/11/2011 transferred to USEA this insulation offer by energy companies month to keep up with the installation rate USEA have drafted a marketing plan for the way forward

Contractor started Work clearance as soon as he could on 23/8/11 prevented/delayed due and construction on to wildlife or weather 20/9/11

Milestones were delayed due to lease agreement

5518PR

Retrofitting homes Insulation

Green

Stephanie Beggs

5531PR

Local sports & Recreation facilities strategy

Amber

Mike O'Mahony

Project complete

N/A

£6,000.00

£9,000.00

yes

Green

Amber

Green

5529PR

Timber fitness trail & recreation ground (Complete)

Green

Christopher Youngs

N/A Project complete

Complete maintenance and vandalism checks

N/A

£38,000.00

yes

Green

MO'M

Flooding in winter

WTC

st on es

al s

Solution / Positive Comments

Next Milestone

Achievement This Reporting Period

Update Date

Project Budget

Spend to date

On Target (Yes/No)

Green

Simon Beach

Project complete

Launch event arranged for 21st November

16/11/2011

£12,000.00

£2,795.50

yes

Green

Martin Dobson

More volunteers to be recruited

Met with Hampshire County Youth Service and in process of doing some joint work to ensure there is adequate provision for young people Secured Mill Chase Youth Centre as a venue for Friday night drop-in. Doors open 14/10/11

13/10/2011

£30,000.00

£15,000.00

yes

Green

Amber

Green

Met with Habitats Regulation Assessment (HRA) group to seek endorsement to support/proceed with project which was gained

20/09/2011

£6,000.00

No spend this period

N/A

£3,000.00

yes

Green

15/11/2011

£8,000.00

£6,018.40

yes

Green

Depends on other projects and their possible delays

LFM

Sc op e

Project Manager

ile

Summary Status

Comments on Underperforming Areas

Project Title

Fi na nc i

Project Ref No.

1st Priority Risk and Owner upcoming issues

Community Projects

5522PR

5530PR

Community WIFI Phase 1

Youth Drop In Centre

Amber

5525PR

Brash Pelletising

Amber

Matthew Woodcock

Revise PID to reflect the steer from HRA group and recent developments

5523PR

Local Biomass Supply Case studies

Green

Matthew Woodcock

Project completed

5521PR

Eco Pack

Green

Lydia Forbes Manson

Investigate possibility of third eco pack

Project completed

Second Eco-pack (consultation flyer designed, writtedn, printed & distributed)

SJB

Have one volunteer doing a regular slot. Two other volunteers have gone through the recruitment process including CRB checks but unable to commit to any slot as yet

Lindford drop-in numbers have continued to increase

Youth worker cannot recruit volunteers

Martin Dobson

Matthew Woodcock

Project was previously on hold

Matthew Woodcock

Studies

5535PR

Habitats Regulations Assessment

Green

Bruce Collinson

Project complete

N/A

£50,000.00

£47,157.50

yes

Green

Additional costs associated with new work generated by this project

5535PR

Biodiversity & Green Infrastructure

Green

Bruce Collinson

Project complete

N/A

£55,000.00

£52,851.00

yes

Green

Additional costs associated with new work generated by this project

5535PR

Energy/Utility Strategy

Green

Bruce Collinson

Project complete

N/A

£110,000.00

£93,575.00

yes

Green

Delay in overall Masterplan could potentially make the current studies and surveys invalid

5535PR

Water Cycle Study

Green

Bruce Collinson

Project complete

N/A

£40,000.00

£37,940.00

yes

Green

Defence Estates do not allow access to their land at the appropriate time

5536PR

One Planet Living

Green

Bruce Collinson

Project complete

N/A

£50,000.00

£34,690.00

yes

Green

Additional costs associated with new work generated by this project

Project is not yet initiated

Project is not yet

18/10/11

£250,000.00

yes

Green

Agreement of stakeholders

Study work ongoing

18/10/11

£250,000.00

£91,139.00

yes

Green

No positive business case identified in interim report

Andrew Wilson

Project is not initiated Project is not initiated Project is not initiated Project is not initiated

Project is not yet initiated Project is not yet initiated Project is not yet initiated Project is not yet initiated

Project is not yet Project is not yet Project is not yet Project is not yet

Transport Smarter Choices study

Tim Wall

5539PR

Transport Evidence Base Development

Green

Tim Wall

5533PR

Transport Rail Feasibility study

Green

Tim Wall

Transport Walking & Cycling Strategy

Tim Wall

Transport Parking Strategy

Tim Wall

Transport Freight Strategy

Tim Wall

Traffic Management Strategy

Tim Wall

Final draft reports published Complete draft tranche Presentation of findings 2 work and gain at IET Specialist Group approval for publication Scheduled meetings with HA and SCC

Receive draft Stage 2 study

Project is not initiated Project is not initiated Project is not initiated Project is not initiated

yet yet yet yet

Project is not yet initiated

Project is not yet initiated Project is not yet initiated Project is not yet initiated Project is not yet initiated

Update Date

Project Budget

Spend to date

On Target (Yes/No)

Sc op e

Achievement This Reporting Period

st on es

Next Milestone

al s

Project Manager

ile

Summary Status

Comments on Underperforming Areas

Project Title

Fi na nc i

Project Ref No.

Solution / Positive Comments

1st Priority Risk and Owner upcoming issues

Community Projects Demonstration Projects

WB-024

HCC Schools and Library Improvements

Amber

Ian Parker

Mill Chase School lighting replacement tendered

5519PR

LCCC Ecofit

Green

Stephanie Beggs

Project complete. Next steps are to establish a process for re-loaning funds from loan repayments

EHDC

Project is not yet initiated

High Street Chalet Hill

5513PR

Viking Park

5514PR

Quebec Barracks

Amber

Mandar Puranik

Amber

Paul Ciniglio

5506PR

Firestation Refurb

Green

Sarah Allan

Phase 2 completion

5510PR

Firestation Exhibition Venue

Amber

Stephanie Beggs

Revised PID being written

5508PR

Eco-town terraced house competition

Green

Sarah Allan

Invite 5 shortlisted applcants to submit detailed design for terraced houses

5507PR

Exhibition House

Green

Sarah Allan

House completion

Green

5512PR

Moorlands

Green

Amber

Green

£310,883.00

yes

Green

Project is not yet initiated

£90,000.00

£57,748.00

yes

Green

Amber

Green

Subject to 2nd Year Funding

Project is not yet initiated

£1.275m

Project complete

N/A

£370,000.00

Project is not yet initiated

16/11/2011

Movement in programme to make use of school breaks for the on site works

Delays continue in design and additional resource has been identified.

Final report expected end of September

Project in development stage prior to initiation

5511PR Bordon Working Mens Club

Fire Station South Site

yes

16/11/2011

Consultation report published in first week of October in advance of planning application on site and neighbourhood Prepare a lessons learnt engagement meetings report Report copies were made available at all public meetings and summary included in the exhibition boards and presentations

EHDC

5509PR

Woodlea complete Lighting replacement design underway for Mill Chase School

On site monitoring HCC £ Design/producti on C - H Capital HCC £2k On Site K – M + monitoring Capital DCLG £10k On Site K – M + monitoring. Capital HCC £

Unable to create a comercially viable solution that meets sustainable ambitions (e.g. BREEAM excellent)

Unable to achieve higher code standards due to higher costs

Delay with a complex consultant team

Delay in project commencement

Project is not yet initiated Planning appeal unsuccesful, awaiting details of revised development propsals and deposit of new planning application

Offer Eco-town staff support and encouragement

Building handover and contractors on site 14/11/11

15/11/2011

£868,300.00

£290,242.00

yes

Green

Revised PID being written

15/11/2011

£374,700.00

£7,990.00

yes

Green

Amber

Green

54 submissions received Jury panel met 15th & 15/11/2011 16th November to shortlist 5 applicants

£250,000.00

£2,600.00

yes

Green

Planning

Contractors on site 14/11/11

£425,000.00

£50,197.00

yes

Green

Vandalism and security

£29,336

£6,059.00

yes

Green

Project programme overlaps with the Fire Station & Exhibition House will cause delay in design development

Unable to achieve higher code standards due to higher costs

Website becomes inactive/crashes

Ben Clifton

15/11/2011

Two day consultation event held at the old Fire Station on a Friday and Saturday A number of people Select a preferred option and visited the exhibition at Mandar present it to the key 16/11/2011 the old Fire Station Puranik stakeholders until 16th October and 18 feedback forms were received A presentation was made to Whitehill Town Council Once planning decision resolved, hold further Project On Project On Hold Paul Ciniglio meeting with Kebbel Hold homes (to include their eco-design expert)

Project On Hold Project On Hold

Developing ideas and plan to ensure exhibitions have a purpose.

Project On Hold

Awaiting outcome of planning decision

New programme will be issued

Further Transport Projects

5548PR

Whitehill Bordon Travel Website

Green

Tim Wall

Make minor ammendments to complete the interactive map

Web pages are live

18/10/2011

£15,000

£3,070.00

yes

Green

st on es

al s

Next Milestone

Achievement This Reporting Period

Update Date

Project Budget

Spend to date

On Target (Yes/No)

Tim Wall

Project is not yet initiated

Sc op e

Project Manager

ile

Summary Status

Comments on Underperforming Areas

Project Title

Fi na nc i

Project Ref No.

Solution / Positive Comments

1st Priority Risk and Owner upcoming issues

Community Projects Personalised Journey Planning Project

5539PR

Whitehill Bordon Eco-Car Club

Tim Wall

Project is not yet initiated

Eco Cycle Hire Schemes

Tim Wall

Project is not yet initiated

Tim Wall

Continue promotion and marketing

Liftshare is live

18/10/2011

£10,000

£9,120.00

yes

Project is not yet initiated Project is not yet

Project is not yet initiated

Project is not yet initiated Project is not

Project is not yet initiatedis Project

16/11/2011

£500,000.00

No spend this period

yes

Project is not yet initiated

Liftshare

Green

Walking and Cycling improvements Stage 1 Marketing and Promotion

5539PR Bus Service Improvements

5539PR

Tim Wall Tim Wall

Amber

Tim Wall

Electric Charging Points

Tim Wall

Bus Stop Improvements

Tim Wall

Town Transport Manager

Amber

Tim Wall

Walking and Cycling improvements Stage 2

Tim Wall

Transport Hub Phase 1

Tim Wall

Transport Improved Cycle Parking

Tim Wall

Agree finalised service Public consultation on specification service specification

Project is not yet initiated

£175,000.00

Re-advertise post

Agreed wider circulation for advert Liaised with EHDC HR 18/10/2011 regarding advertsing of post

Project is not yet initiated No spend this period

£200,000.00

No spend this period

Project is not yet initiated

Green

Limited numbers sign up to Liftshare

Ben Clifton

Delay in project delivery due to public consultation

Andrew Wilson

Failure to recruit suitable candidate

We may not be able to appoint an independent Chairman

Delay in project commencement

Project is not yet initiated Project is not yet initiated

Green

Amber

Green

Delay in agreeing service options and achieving authority to release options caused a delay in milestones

Project is not yet

Authority to release options was agreed

Project is not yet initiated

yes

Green

Amber

Green

Project is not yet initiated Project is not yet initiated

Project is not yet initiated

Recruitment of permanent Delivery Board Chairman

A series of 1-1 workshops have taken place between PwC & Delivery Board members, landowners and team members to assist PwC to understand each person's objectives A series of workshops to carry out a qualitative evaluation of potential delivery options and generate a short list have been conducted. PwC facilitated these workshops

15/11/2011

£250,000.00

£57,447.00

yes

Green

£50,000.00

£1,000.00

yes

Green

Amber

Green

Interviews were undertaken - no successful candidate found Advertise more widely

Project is not yet Project is not yet Project is not yet initiated

Project is not yet initiated Project is not yet initiated Project is not yet initiated

Other Projects

5534PR

Governance

Green

5537PR

Eco-Grants

Amber

Daphne Gardner

Project subject to delay Project subject to delay

Project likely to be slightly delayed due to recruitment of new Economic Development Theme Lead

Agenda item 6

Items for future Delivery Board meetings

Project update report (standing item) to include: - Viking Park - Eco-station and Exhibition house update - Green Infrastructure Strategy - Habitats Regulations Assessment - Water Cycle Study - Energy Feasibility Study - Green Infrastructure work - The Board’s Programme of work Outcomes from Specialist Groups and Chairman/ Vice Chairman/ Lead Officers meetings (standing item) Overall project programme report to include high level project plan (standing item) Landowners update report (standing item) Education skills, skills centre and training Proposals for the Long term management and maintenance of Community Assets Commercial strategy advice from PWC advice

Development brief for demonstration scheme at Quebec Barracks Proposed neighbourhood charter Arrangements for recruiting the permanent chairman of the Board Risk register (standing item) Findings of the neighbourhood consultation

Amended Framework Masterplan

15th December 2011 √

March 2012

June 2012

September 2012

√

√ √ (options explored) √ (interim report given in form of presentation) √ (briefing)

√ Final

√ √ √

√

√ (update to be included in project progress report)

√

Agenda item 7 Workshop A

Whitehill Bordon Opportunity Standing Conference ______________________________________________________________ Date of meeting:

1st December 2011

Title of report:

Quebec Barracks draft development principles

Author:

Susan Robbins, Economic Development Theme Lead

Reference no: WBPD036-2011 ______________________________________________________________

What the report is about: (attach a report or summarise here what you will be presenting to the Standing Conference)

At the Delivery Board meeting in September the high level objectives for the development of the early demonstration site at Quebec Barracks were endorsed. At that time the Board requested a set of development principles, translating the objectives into scheme deliverables, be presented at this meeting. The development principles have been drafted in consultation with the Quebec Barracks Project Team, East Hampshire District Council planning services and the Eco-town project team.

What the Standing Conference is being asked to consider or comment on:

The Standing Conference in workshop format will be asked to consider and comment upon a set of draft development principles for the early Eco-town demonstration scheme on Quebec Barracks.

Agenda item 7 Workshop A

Whitehill Bordon Opportunity Delivery Board ______________________________________________________________ Date of meeting:

15th December 2011

Title of report:

Quebec Barracks Development Principles

Author:

Susan Robbins, Economic Development Theme Lead

Reference no: WBDP036-2011 ______________________________________________________________ Executive Summary: (Not more than 2 small paragraphs) At the Delivery Board meeting in September the high level objectives for the development of the early demonstration site at Quebec Barracks were endorsed. At that time the Board requested a set of development principles, translating the objectives into scheme deliverables to be presented at this meeting. The development principles have been drafted in consultation with the Quebec Barracks Project Team, East Hampshire District Council planning services and the Eco-town project team. They have also been the subject of a workshop at the Standing Conference meeting in December, to gain wider community input and comment.

Date: 17/11/2011 Version: 1

Status of Report: Public (Exempt or Public)

Purpose of report:

The purpose of this report is to present to the Delivery Board the draft development principles for the early demonstration site on Quebec Barracks. Recommendations requiring Board considerations:

The Board is asked to endorse the draft development principles. Consultation and comments received:

The draft development principles have been drafted in consultation with the Quebec Barracks project team, East Hampshire District Council planning services and the Eco-town project team. They have also been the subject of a workshop at the Standing Conference meeting in December, to gain wider community input and comment. Community engagement proposals:

The draft development principles will be subject to further public consultation. The involvement and input of the local community, including the town council, will be sought through a number of engagements including meetings, presentations, workshops and consultations.

1 Background (reason for report) 1.1 A project team has been set up to coordinate and facilitate the work needed to support the Defence Infrastructure Organisation bringing the Quebec Barracks site forward as an early Eco-town demonstration scheme. A set of high level objectives have been endorsed by the Delivery Board and now these have been translated into development principles which give greater detail about the nature and type of development being sought. 1.2 The Delivery Board requested at its last meeting that the development principles be brought to this meeting for their consideration and endorsement.

2 Subject of report / options and considerations 2.1 The draft development principles provide information on the planning policy framework under which any future application would be considered, the Eco-town vision and the supporting targets that the scheme would need to positively contribute towards and specific site requirements. The principles also propose the Eco-town demonstration features that should be considered for the development, such as a green route and green links, sustainable energy system, water neutrality and sustainable drainage system. 3 Risk assessment (must include consideration of the environmental, financial, health and safety and equalities impact assessment) 3.1 Without the Eco-town project stating the nature and type of development it wishes to see for the early demonstration scheme on Quebec Barracks, there is a risk that it will not deliver an exemplar scheme. This will mean that the community will not have the development it is expecting, environmental measures will not be include to achieve carbon and water neutrality etc., impacts will not be mitigated against and a viable scheme will not be achieved. 3.2 The Draft Development Principles help to provide a framework under which planning applications will be assessed, and therefore they remove a degree of uncertainty and risk for future developers. 4 Contributions to Delivery Board Priorities 4.1 The Quebec Barracks scheme is to be an early demonstration exemplar that will contribute to the achievement of the Eco-town vision and supporting targets. 5 Resource implications 5.1 The Quebec Barracks project team is coordinating the drafting of the draft development principles but has drawn on the resources of the district council planning officers for advice and guidance; it is likely that the need for this resource will continue in the short term to medium. 5.2 Resources are also being sought from the Eco-town project team theme leads to support, and in some cases lead, a number of work-streams needed to achieve a successful exemplar scheme, for example releasing Bordon Inclosure and the demonstration features. 6 Cost implications 6.1 The delivery of an early demonstration scheme for the Eco-town attracted ÂŁ2m of additional capital project funding for Whitehill Bordon. K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY - 64 -

Work is being developed and progressed on two demonstration features that would have cost implications; a whole site, smart approach to energy generation and management and the release of Bordon Inclosure as a suitable alternative natural greenspace (SANG). 6.2 The Project Team itself does not have a cost implication, however it will coordinate work that does, and this will be funded by individual partners, or it may commission work for which it will seek or request funds for these specific activities.

7 Conclusion 7.1 In order to ensure the development of the Quebec Barracks site meets the high level objectives already established, a set of development principles have been drafted. These provide the details of site requirements, standards to be met and Eco-town demonstration features to be incorporated in the scheme. 8 Appendix

Appendix 1 Quebec Barracks Draft Development Principles Appendix 2 Standing Conference Workshop Notes

The Appendices are not available at time of print. The draft development principles will be tabled at the Standing Conference meeting.

Whitehill Bordon Opportunity Standing Conference ________________________________________________________________ Date of meeting:

1st December 2011

Title of report:

Neighbourhood Quality Charter â&#x20AC;&#x201C; developing principles

Author:

Sarah Allan, Eco-housing and retrofitting theme lead

Reference no:

WBPD037-2011

________________________________________________________________

What the report is about: The report describes what the Neighbourhood Quality Charter is and sets out some early principles that will form the basis of the Charter. The draft principles were proposed by the Housing Specialist Group on 27th October 2011. Further work will be carried out with the group to develop these principles.

What the Standing Conference is being asked to consider or comment on: Do you support the draft principles of the neighbourhood quality charter and would you be interested in contributing to its development over the months ahead, or just find out more about the Charter?

Agenda item 7 Workshop B

Whitehill Bordon Opportunity Delivery Board ______________________________________________________________ Date of meeting:

15th December 2011

Title of report:

Neighbourhood Quality Charter â&#x20AC;&#x201C; developing principles

Author:

Sarah Allan, Eco-housing and Retrofitting Theme Lead

Reference no: WBPD037-2011 ______________________________________________________________ Executive Summary: (Not more than 2 small paragraphs) This report describes what the Neighbourhood Quality Charter is, the work that has been carried out by the Housing Specialist Group to date, and sets out some early principles that will form the basis of the Charter. The draft principles in the appendix of this report were proposed by the Housing Specialist Group on October 27th 2011. Further work will be carried out with the Specialist Group to develop these principles.

Date: 18th November 2011 Version: v1

Status of Report: Public (Exempt or Public)

Purpose of report: The Housing Specialist Group agreed to prepare a Neighbourhood Quality Charter for Whitehill Bordon. The Charter will be a short document, owned by the group, with input from the wider community through the Standing Conference, and used to influence development and guide planning application decisions on the design of new homes. The Charter will set out core beliefs, principles and actions with the aim of expressing what welldesigned and eco-friendly homes and neighbourhoods in the town must consider. The Charter is written into the Whitehill Bordon chapter of the draft joint Core Strategy. Building for Life has been a useful tool to help the group identify the elements that create a well designed neighbourhood. It is the national standard for well designed homes and neighbourhoods and has been tried and tested on newly built schemes and planning applications across the country. The Building for Life criteria are a series of 20 questions which are used to evaluate the quality of housing developments. The 20 questions are structured under four chapters: Environment and Community; Character; Streets Parking and Pedestrianisation; Design and Construction. The 20 Building for Life criteria can be found in the appendix of this report. More information on Building for Life can also be found at www.buildingforlife.org. Recommendations requiring Board considerations: The Neighbourhood Quality Charter will be an important document that can influence and shape development briefs, provide the basis for developing design codes and contribute to clear and consistent decision making for future planning applications in the town. â&#x20AC;˘

Does the Delivery Board support the development of the Neighbourhood Quality Charter and will all representatives of the Delivery Board sign-up to the Charter when it is completed?

â&#x20AC;˘

Does the Delivery Board have any suggestions to help ensure the Charter is properly supported and used to influence the quality of future development and planning decisions?

Consultation and comments received: The Housing Specialist Group has contributed to each stage of the development of the Charter, including site visits in the town and to other developments as well as the first draft Charter principles. Awaiting Standing Conference comments that will be added to the work of the K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY - 68 -

Charter. See section 2 for Housing Specialist Group contribution to first draft Charter principles. Community engagement proposals: The community have been engaged through the Housing Specialist Group and the Standing Conference. Information about the development of the Charter was included as part of the consultation information for the neighbourhood masterplan consultation events. Further workshops are being planned for the New Year, to allow the Specialist Group to focus on particularly challenging areas such as car parking.

1 Background (reason for report) 1.1 What have we done so far? • 7 neighbourhood reviews Over the last six months, members of the Housing Specialist Group have been looking at a sample of neighbourhoods in Whitehill Bordon, gathering visual evidence about how places in the town work. Residents visited seven different neighbourhoods. They used the 20 Building for Life criteria to help them consistently identify the things that are less successful in each neighbourhood and to document what is important, or distinctive. This information will start to inform some principles for the Charter. Neighbourhoods 1. Hendon Road, Ducklands 2. Monument Chase and Montrose Close, South Hurst 3. Champney Close, Sutton Field 4. Bolley Avenue 5. Pinewood Estate, Coniston Road 6. Royal Drive 7. Lower Chalet Hill – Meadow View, Saville Crescent •

Dates 23 May 2011 13 July 27 July 10 August 24 August 7 September 21 September

Learning from elsewhere It is important to visit other places and look at neighbourhoods that work well. Leading up to Christmas, members of the Housing Specialist Group will be visiting other developments to learn from them and to understand why they are successful. So far the group have visited Graylingwell Park in Chichester and Chapel in Southampton. Other visits being planned are to housing developments in Basingstoke and Redhill. After Christmas, we hope to travel further afield. The information gathered from the K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY - 69 -

neighbourhood reviews in Whitehill Bordon and the site visits to other places will inform the principles of the Neighbourhood Quality Charter. Workshops to develop principles 1.2 The Housing Specialist Group looked at the evidence that had been gathered from the neighbourhood reviews and commented on evidence that they felt was missing. In four groups, split thematically according to the four Building for Life chapters, the members then discussed and agreed three priority principles for each theme that they considered play an important part in the design of new neighbourhoods and homes. 1.3 Parking is recognised as a particularly difficult issue and a special crosscutting workshop with the Infrastructure Specialist Group is being discussed to look at the issues in a more focused way. 2 Subject of report / options and considerations First draft Charter Principles 2.1 The principles that will be agreed and included in the Neighbourhood Quality Charter are fundamental assumptions and core beliefs about the qualities that a neighbourhood in the Eco-town should address. The principles will not dictate quantities; they will articulate qualities and characteristics that new development needs to consider. 2.2 The priority principles below were agreed at a workshop at the last Housing Specialist Group on 27th October. These are not the final principles - some may change, others may be added over the months ahead. The principles have been organised under the 4 chapters used to structure the Building for Life criteria. Environment and Community • • •

Provide communal outdoor spaces to grow food Ensure sports facilities and sports fields are in good locations Eliminate light pollution to ensure ecological and biological benefits

Following the Housing Specialist Group meeting in February, the group will have agreed a principle about the mix of housing/ tenure mix. Character • • •

Consider the role of the existing mature trees to the landscape character of new neighbourhoods Create neighbourhoods with distinctive character, like smaller urban villages with their own sense of place Characteristics (not style) of the Edwardian terrace house-type that exist(ed) in some neighbourhoods might create a good model for future housing K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY - 70 -

Streets, Parking, Pedestrianisation • • •

Parking near houses so people feel safe and secure Use of different materials so not so dominated by tarmac Ensure parking per dwelling is realistic for the property size and visitor provision

Parking has stimulated energetic debate in the Specialist Group. Some further work and discussion needs to take place to clarify principles and agree a way forward that focuses on place-making rather than on the quantum of parking alone. Design and Construction • • •

Good design of open space is as important as house design Need for wild spaces and diverse planting Mix of street scenes and different house designs

3 Risk assessment (must include consideration of the environmental, financial, health and safety and equalities impact assessment) 3.1 Without the Charter, there is a risk that residents views do not influence the quality of future development early enough, creating a risk of a lack of clarity early on about what is expected from developers, which could cause delays during planning. 3.2 The Charter can encapsulate a shared understanding about the principles for what a well designed and sustainable neighbourhood in the town might be like. There is nothing below the broad vision and targets of the masterplan that does this, and therefore, there is a risk that no body quite shares the same views about what a well designed, sustainable neighbourhood is. 4 Contributions to Delivery Board Priorities 4.1 Ensuring Eco-town objectives are met and to help the implementation of the Board’s future work. 5 Resource implications 5.1 Eco-town team staff providing the majority of the resource to deliver the Charter. Currently looking at the potential for appropriate external expertise to deliver a Charette-type workshop focusing on character areas and exploring what the Charter principles might mean in design terms. 6 Cost implications K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY - 71 -

6.1 Allocation of up to ÂŁ7,000 from Eco-town money to cover the cost of developing and delivering a Charette-type workshop to take forward the principles of the Charter, costs of travel and refreshment for future site visits, and to cover the cost of future speakers. 7 Conclusion 7.1 If residents are to influence the quality of new neighbourhoods developed as part of the Eco-town, early on and with clarity, then the Charter is the tool that will enable them to have this pro-active role. If it successfully captures a set of principles that are agreed by the community and stakeholders (through the Housing Specialist Group, Standing Conference and the Delivery Board), then it will be a crucial document to assist the Delivery Board in its work. 8 Appendix Appendix 1: 20 Building for Life criteria

Appendix 1: 20 Building for Life criteria Criteria 2, 3, 18 and 20 were not possible to assess during the neighbourhood reviews. The issues covered by these criteria will be covered in Housing Specialist Group meetings. ENVIRONMENT AND COMMUNITY 1. Does the development provide (or is it close to) community facilities, such as schools, parks, play areas, shops, pubs or cafes? 2. Is there an accommodation mix that reflects the needs and aspirations of the local community? 3. Is there a tenure mix that reflects the needs of the local community? 4. Does the development have easy access to public transport? 5. Does the development have any features that reduce its environmental impact?

CHARACTER 6. Is the design specific to the scheme? 7. Does the scheme exploit existing buildings, landscape or topography? 8. Does the scheme feel like a place with distinctive character? 9. Do the buildings and layout make it easy to find your way around? 10. Are streets defined by a well structured building layout?

STREETS, PARKING AND PEDESTRIANISATION 11. Does the building layout take priority over the streets and car parking, so that the highways do not dominate? 12. Is the car parking well integrated and situated so it supports the street scene? 13. Are the streets pedestrian, cycle and vehicle friendly? 14. Does the scheme integrate with existing streets, paths and surrounding development? 15. Are public spaces and pedestrian routes overlooked and do they feel safe?

DESIGN AND CONSTRUCTION 16. Is public space well designed and does it have suitable management arrangements in place? 17. Do the buildings exhibit architectural quality? 18. Do internal spaces and layout allow for adaptation, conversion or extension? 19. Has the scheme made use of advances in construction or technology that enhance its performance quality and attractiveness? 20. Do buildings or spaces outperform statutory minima, such as building regulations?