Whitehill Bordon Delivery Board papers

Delivery Board Meeting to be held on Wednesday 15th June 2011 from 6:30pm until 9:00pm Main Hall, Forest Community Centre, Bordon

A G E N D A

1

Welcome and introductions – Chairman (verbal) (5 mins)

2

Minutes of previous meeting and matters arising (attached) (5 mins)

3

Public Questions – to respond to any questions received in writing from the public (15 mins)

4

Verbal update from Ministry of Defence (MoD) in the light of the Minister’s Defence Technical Training Change Programme (DTTCP) (5 mins)

5

Neighbourhood engagement programme to revise the Whitehill Bordon Draft Framework Masterplan (paper attached) (10 mins)

page 28-36

6 (a)

Delivery Board project plan and forward programme of work (paper attached) (15 mins) Procurement of Commercial Advice (discussion) (10 mins)

page 37-56

6 (b)

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page 4-27

page 57-59

7

Update from Landowners’ Group (paper attached) (5 mins)

page 60-63

8

Viability update (verbal) (10 mins)

9

Economic Development and Employment Strategy – adoption of final strategy (paper attached) (10 mins)

page 64-66

10

Outcome of the meetings and revised programme of work of the Specialist Groups (paper attached) (15 mins)

Page 67-97

11

Project progress report - Paper from Eco-town Project Manager (attached) (10 mins)

Page 98-107

12

Forward Programme - Dates of future Standing Conference meetings (At least two weeks prior to the Delivery Board meetings) Wednesday 31st August – 10:00am venue tbc Thursday 1st December – 2:30pm – venue tbc - Dates of future Delivery Board meetings Wednesday 14th September – 10:00am venue tbc Thursday 15th December – 2:30pm – venue tbc - Items for future meetings To discuss items for future meetings (attached) (5 mins) Total time – 2 hours

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page 108

Exempt Items 13.

Audit and review summary (executive summary to be circulated to Delivery Board members) 14.

Risk Register report (previously circulated to Delivery Board members)

15.

Viking Park - update on progress (verbal)

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Agenda item 2

Whitehill Bordon Delivery Board Meeting 15th March 2011 14:30 – Phoenix Theatre, Station Road, Bordon Present: John Walker Cllr Andrew Joy

(JW) (AJ)

Cllr Melville Kendal Daphne Gardner Kevin Bourner Cllr Adam Carew Richard Nelson Cllr Dr William Wain

(MK) (DG) (KB) (AC) (RN) (BW)

Also: Wendy Shillam Lydia Forbes-Manson Caroline Sayers Malcolm Perrins Simon Beach Mandar Puranik

(WS) (LFM) (CS) (MPe) (SJB) (MP)

Bruce Collinson

(BC)

Sarah Allan

(SA)

Tim Wall

(TW)

Andrew Wilson

(AM)

Interim Chairman Portfolio Holder for Whitehill Bordon East Hampshire District Council (EHDC) Hampshire County Council (HCC) EHDC (Project Director) Home and Communities Agency (HCA) Whitehill Town Council (WTC) MoD Defence Estates Whitehill Bordon Town Partnership

EHDC (Project Manager) EHDC (Communications & Marketing Officer) EHDC (Project Officer – Governance) EHDC (Theme Lead - Economic Development) EHDC (Project Coordinator) EHDC (Theme Lead – Planning and Urban Design) EHDC (Theme Lead – Sustainable Environment) EHDC (Theme Lead – Eco-Housing and Retrofitting) HCC (Team Leader Highways Development Planning) HCC (Strategy Manager, Passenger Transport Group)

Item

Notes

Action

1.

Welcome and Introductions - Chairman All members of the Delivery Board introduced themselves.

For the benefit of the members of the public, the Chairman introduced the role and purpose of the Delivery Board and reiterated the importance of input from the community.

2.

Minutes of previous meeting and matters arising Minutes of the previous Delivery Board meeting were approved as accurate.

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Additional Delivery Board representation (minute no. 4.1): In the previous Delivery Board meeting, some members of the Board felt strongly that there must be a local County Council representative and a local District Council representative, both from the Whitehill Bordon area, on the Delivery Board. It was agreed that the Chairman would write to the District and County Council Leaders on behalf of the Delivery Board with a request that they consider additional local representation on the Board.

This work has now been done. The response received from the County Council Leader is that the County Council is satisfied with present representation and that no further representation on the Board is needed. The District Council responded by saying it would listen to advice from the Board. Following further discussions with local representatives the recommendation from the Chairman is that the Leader should be invited to nominate one further local representation from the District Council onto the Delivery Board, who must be focused on delivery of the project first and foremost. The Chairman will now write a further letter to the District Council requesting for an additional representative from Whitehill Bordon to be nominated onto the Delivery Board.

Funding Strategy (minute no. 6): Future dates for new funding options need to be identified. This should be included in the autumn meeting as clarity on funding is only slowly becoming clearer.

Year 2 funding (minute no. 10): Further update on the position for Year 2 funding from the Department of Communities and Local Government (DCLG) was given. The District Council may be able to access further funding for the project, but the District Council must commit in principle to an early demonstration project on the confirmation of the MoD’s release of land. From the District Council’s point of view, the councillors are happy to agree this in principle, but only as part of a role out programme of the Eco-town Masterplan proposal and not in isolation.

This early demonstration project will need to be mixed use on land to be released by Ministry of Defence (MoD). The site could be Quebec Barracks, but until confirmation has been received on the funding and on the land availability, no decision will be made.

A question was raised about how funding for the Eco-town project officers will be achieved in the years ahead. There is a need to look at funding for the whole project including staffing. This would be incorporated in the Delivery Board project planning workshop scheduled for April.

3.

Public Questions Questions were received from three members of the public. The Chairman read out the questions and answers.

The questions and answers are appended to these notes. (Appendix 1.)

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JW

4.

Verbal update from Ministry of Defence On 15th February, a meeting between EHDC and MoD was held. The Deputy Chief Executive of Defence Estates explained the process being undertaken within the MOD to enable an announcement to be made regarding the future. This has taken shape in the form of the Defence Technical Training Change Programme. This work regarding Bordon is ongoing and currently running to programme with results expected in the spring/early summer.

It is anticipated that when a decision is made regarding Bordon Garrison it will incorporate the entirety of the site, including Hogmoor Inclosure.

Presently the Hogmoor Inclosure is a Site of Importance to Nature Conservation (SINC). In the future it may be suitable as a Suitable Alternative Natural Greenspace (SANG). It was discussed/ recommended that further surveys of the site were carried out for information and to enable well informed decisions to be made. This work will be incorporated into the work of the Sustainable Environment Specialist Group. The Habitat Regulation Assessment (HRA) and Green Infrastructure (GI) focus group are already aware of the need for this work.

5.

Outcome of first meetings of the Specialist Groups The Chairman introduced a report on the outputs of the Specialist Groups which is work in progress and is for the Delivery Board to give guidance. It was felt important that the project team’s Theme Lead, Chair and Vice Chair of each group maintain strong liaison. In each Delivery Board meeting, the Chair or Vice Chair can give an update on the work of the group.

A common format for showing priorities needs to be developed which shows what work needs to be done giving target dates, why, and what resources are available for that work so that gaps can be identified. The Infrastructure Specialist Group has developed a good example of a format which it was agreed should be used as a template.

Environment Specialist Group – Work areas have been identified into first, second and third priorities with two to three projects for each time period with additional cross cutting issues needing liaison across Specialist Groups. Some issues are waiting the outcome of reports due in May. The group will also focus on explicit target dates and resource needs and will incorporate into the minutes of the Delivery Board meeting.

Community Specialist Group – May need to set up working groups but there are resource implications.

Therefore the group needs a steer from the Delivery Board on what can be taken forwards. There are many cross cutting issues. These include: funding and marketing for leisure, sports strategy and green infrastructure due to motor sports, audit of existing community facilities and shared use of MoD facilities.

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Health provision also needs more work to see what health facilities may or may not be needed, their management and location. Local GPs are invited to Specialist Group meetings and Chase Liaison committee could be better utilised although there are problems with the break-up of the Primary Care Trust (PCT). Other sectors of the community that need to be involved are religious and/ or faith groups and young people. Other facilities that need to be considered are provision of burial grounds.

A cross-cutting issue that was raised following the Standing Conference was disability. The Managing Director of All Inclusive Disability Consultants CIC has written and offered his support. It was agreed that disability issues need to be included in the work of all Specialist Groups.

Infrastructure Specialist Group – Some work being carried out by this group needs Year 2 funding. Some resources are not yet identified. The Specialist Group wasn’t dealing with education issues yet as it was felt the autumn would be the best time. There is an excellent cluster schools network that needs to be included in this group.

A cross cutting area is the effect of traffic increase and the possible effect on Special Protected Areas (SPA). This will be incorporated into the Habitat Regulations Assessment (HRA).

A question was raised whether each work area identified should have a sub-group. This is up to the Specialist Groups themselves. The Specialist Groups should organise the work as they see fit as being most efficient taking into account the resources that are available. If expert and/ or officer support is needed, then this needs to also be factored in.

Economic Development Specialist Group – The Economic Development Strategy is cross-cutting and affects other Specialist Groups especially with the Infrastructure Specialist Group.

The initial list of priorities has now been prioritised into short, medium and long term.

It was pointed out that the Specialist Groups are not a group of specialists, but are formed from people with a specialist interest; therefore work needs to be done to identify what the groups can achieve and what support the Whitehill Bordon project group can give with their team of specialists.

Housing Specialist Group – Housing is a cross-cutting issue. Consideration has to be given to housing types, sequencing, location and design. It is recognised that short term renting is different to long term residential needs along with the type of houses and where they are sited. Along with this is construction of the houses and materials used and encouraging local employment.

It was recommended that this housing information needs to be presented in a way that shows what the project needs are, what resources are needed and when. This will help with identifying where the gaps are.

The housing issue has been identified in the Masterplan. The Specialist

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Chris Youngs

Group can look at the Masterplan and make recommendations.

General comments – A consistent format for presenting the priorities needs to be used. The Infrastructure Specialist Group has a good template that could be circulated. This work also needs to show why a topic is a high priority.

Five basic questions should always be asked in the process of prioritising work – who, what, when, why and how. Because resources are finite and there will be a different waiting on different things, a gateway process needs to be identified. This work can be included in the Delivery Board’s project planning workshop arranged for April.

(Specialist group work plans received at time of writing minutes of Delivery Board meeting are attached as appendix 2.)

6.

Arrangements for recruiting the permanent chairman for the Delivery Board The Project Director explained that the interim chairman, John Walker’s contract will expire this summer. When his contract was first written, it was expected a decision from MoD would have been confirmed by now.

Without the confirmation from MoD, it was felt that the Board cannot recruit a permanent chairman. In light of this, the present chairman is willing to extend his contract into next year. There is still urgency.

Even if the chairman’s contract is extended, the Delivery Board needs to agree the Job Description and Person Specification. (At this point, the interim Chairman left the room.)

The Delivery Board recognises that it will be difficult to recruit a permanent chairman while there is no MoD decision, and agreed that the interim chairman’s contract should be extended. The MoD’s decision is expected by the summer recess. Therefore, the contract should be extended by at least three to six months beyond this taking the contract into next year, with a recommendation that the contract is actually renewed for one year. The impact of the MoD’s decision on the development of a Delivery Vehicle can be reviewed in December 2011, and will allow the Delivery Board to take advantage of John Walker’s wealth of experience. Renewal of the contract will need to follow EHDC’s procurement procedures and funding of the post is available through the Eco-town funding.

The job description and person specification have already previously been circulated with many of the comments now added. Any further comments should be sent to the Project Director as soon as possible.

7.

Transport model and rail feasibility study Tim Wall introduced the transport model. The transport model is now starting to test different scenarios. The Delivery Board noted the findings and these findings will be taken to the Specialist Group.

The HRA work could affect the number of houses proposed; therefore a suggestion was made that the transport study should use a 3,000 or 3,500 figure as well as the 1,700, 4,000 and 5,300 options already

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TW

being tested. However, this additional testing would be difficult to complete before the core strategy’s May 2011 deadline, and would incur extra costs. A 3,000 or 3,500 figure would not be likely to provide a significant variation to the other test options being considered.

Andrew Wilson introduced the rail feasibility study. There is no further update since the Standing Conference; therefore he focused on the recommendations and next steps.

It was suggested that without the rail link, the Eco-town credentials would be very difficult to reconcile. If the town cannot have a rail link, this will be likely to have a knock on effect to the Economic Development work. The most viable rail link showing presently is travelling north to Bentley. It was considered that approximately one third of the community travel south, therefore the rail link may not tick all the boxes required for the Eco-town. This is an area that the Specialist Group will need to look at.

The rail feasibility study that has recently completed is GRIP2. This is a gateway that has been successfully passed through. The next stage is GRIP3 which will have to be paid for with no guarantees of getting through. The funding for GRIP3 is available through Year 2 funding.

GRIP3 will look into all aspects in more detail. This will include the ecological issues, operation costs and revenues. There are six GRIP stages in total. With each successful stage passed, the business case for accessing public funding for implementing rail in the town is strengthened. If we don’t allow this study to go ahead, we loose this opportunity. It is important to go ahead with this work taking other considerations into account.

A question was raised that if this fails, do we look at other options?

Heavy rail is the only viable option to take forwards; the other options considered, including light rail and bus rapid transit, do not establish a business case for private or public funding. This area does not have the necessary infrastructure (depot, rolling stock) for the light rail option.

Light rail also works best where there are no cars. The infrastructure for heavy rail is already there; therefore we have to work with what we already have.

The alternative option is to look at enhanced bus routes which run the risk of causing traffic jams for other cars. It should be noted that under any situation, the Eco-town proposals will require and include significant improvements in public transport.

Because of the size of this issue, it may be worth considering holding a seminar for Delivery Board members on transport issues.

The threshold for a ‘high’ value for money business case is a cost benefit ratio of two, and schemes which do not establish 'high' value for money are very unlikely to receive funding or support. The heavy rail option offered to take forwards has a ratio of 2.14. This figure is based on 5,300 houses. Using 4,000 housing figure, the ratio value falls to 1.5, below the business case scenario threshold.

The heavy rail option being considered is for a rail line travelling north.

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Therefore road options are only available for travelling south, east or west. A question was raised whether this study meets the Eco-town requirements, credentials and targets. This is outside the rail study piece of work. This would feed into the transport study work.

The Delivery Board needs to give GRIP3 support.

8.

Economic Development and Employment Strategy Consultation The Economic Development Theme Lead gave a brief introduction. The Delivery Board approved the development of the strategy during the December meeting. The strategy has now been developed, circulated and distributed. There have been media releases and a consultation workshop held on 23rd February. An update was given at the recent Standing Conference and comments will be received up to 28th March.

The results will be carefully assessed and presented back to the Delivery Board in June. The economic development theme lead will be leaving the team at the end of April. He has confirmed that he will be able to produce the next iteration of the strategy before then.

The Delivery Board thanked the theme lead for producing an excellent strategy, and for the quality of his work.

Whitehill Town Council (WTC) in their meeting raised the issue of marketing and external investment, the impact of the South Downs National Park and local heritage. WTC would like to see tourism options pushed to top of the agenda.

9.

MPe

Update from Landowners Group Richard Nelson introduced his report and gave a brief summary of it.

The Landowners Group has met twice since the last Delivery Board meeting. Participation has included Chris Youngs from WTC and Chris Murray from EHDC has made a presentation on planning perspectives.

The Landowners’ Memorandum of Understanding (MoU) has been summarised in the report and Richard Nelson can be contacted for a request for a copy.

The primary purpose of the group is land equalisation and land acquisition. Accountability is also a priority.

WTC do not own as much land, but a suggestion was made that they should have a representative on the group.

10.

Project update report The Project Manager introduced her report and gave a brief summary of the purpose of the report.

Referring to the minerals section on page 63 of Delivery Board papers, it was highlighted that there is a HCC document out for consultation. The

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RN

Sustainable Environment Specialist Group will look at this.

Whitehill Bordon has huge reserves of soft sand and gravel. It is recommended that during the course of development local sources of sand are used to reduce transport and transportation. It is also recommended that aggregate e.g. from concrete bases is recycled locally during development.

There is still time for any specialist Group to be involved in the HCC consultation.

Another issue raised was waste. An incinerator is not wanted. Despite the alternatives of anaerobic digesters or biomass, importing waste for these alternatives is also not wanted. This is a topic that the Sustainable Environment Specialist Group will be looking at.

A question was raised regarding the woodland along the A325. The aim is to maintain this area as public open space.

Viking Park first stage feasibility and consultation is due to end this month. It was proposed that meetings would be held with local councillors during Design Sustainability review meetings to present options. We will notify people when the information is publicly available.

11.

Forward Programme Dates for future Standing Conferences will be held at least two weeks before each Delivery Board meeting. The time and venue will be rotated.

A paper which identified items that will need to be considered during future Delivery Board meetings was presented and discussed. A schedule of work needs to come back from each Specialist Group. Once this has been finalised, this schedule will need to be incorporated into the forward programme.

The Project Officer will maintain a rolling forward programme of items for future meetings.

Any Other Business Whitehill Town Partnership (WTP) – The arrangements made for the Standing Conference were not appreciated by WTP. They felt it was a poorly organised meeting and communication was difficult. Therefore improvements need to be made.

Whitehill Town Council (WTC) – Similar comments were raised. In addition, the Town Council was disappointed that the questions raised on the transport study were not answered.

Exempt items

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CS

12.

Financial report The Board members reviewed up-to-date programme and budget information.

The Board members then sought clarity and discussed various project budget lines in more detail.

13.

Risk register report The Board members reviewed the risk register report.

It is recognised that the risk register is work in progress and is a working document.

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Appendix 1: Public Questions Public questions – Peter Parkinson 1) The various Specialist Groups have their own particular aims and objectives, which overlap and may conflict with each other.

How will these differing aims and priorities be resolved? How for example, will concerns for better traffic flow be reconciled with concerns for air pollution and damage to wildlife sites?

We will sponsor joint meetings of the various Specialist Groups as necessary to try and resolve any differing or conflicting aims and priorities. We may also seek the views of the Standing Conference. If these cannot be resolved then the Delivery Board will be asked to take a view.

2) In view of the demanding objectives of the eco-town proposal, has a mechanism been put in place to monitor particular factors and halt development, if adverse effects are found or targets are not achieved? If not why not? This mechanism might apply to traffic, air pollution, employment, wildlife habitats, water resources, provision of new facilities and so on. I understand this idea has been used elsewhere as a condition for planning consent.

We agree this is very important and have asked our consultants to advise on how best to ensure that monitoring is effective, timely and feeds back into policy changes wherever necessary to adjust policy. It is important that the monitoring is timely and therefore objective.

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Public questions – Chris Wain 1.) There have been five meetings of the Specialist Groups in February, all of which have followed the same lines as the original Policy Advisory groups and been open to all members of the Public. The new groups were asked for topics for further investigation, which is exactly what the PAGs have been doing for the past three years with information being passed forward as recommendations.

Change for changes sake!

This item is on the Delivery Board agenda for today’s meeting. Yes, the Delivery Board does need to do this work informed by the local community

The Green Town Delivery Vehicle (GDV) is “to define and focus activities …. avoiding duplication of effort”; (Governance Structure – Role of Delivery Board and Associated Groups – 20 May 2010).

So should the GDV not be setting the projects for these groups, on which it needs specialist and particularly local information?

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Public questions - I A Johnstone Question 1: The PFI contract for St Athan has fallen through and will not be resurrected in the current financial climate. It was previously stated that, in this event, there would be two fall-back options: Option 1.

Relocate electronic trade training from Arborfield to Bordon.

Option 2. Continue training at both Bordon and Arborfield.

Since both options require the retention of the MoD land in Bordon, why has the retention of the site not yet been announced?

Following the cancellation of the PFI contract for St. Athan, known as the Defence Training Review (DTR), a new study has been introduced. This is known as the Defence Technical Training Change Programme (DTTCP).

Question 2: The Eco-town Bid was submitted by EHDC without reference to the Whitehill Town Council or the residents of the town. A referendum was promised in the event that the Army did not move to St Athan and St Athan has now fallen through. If the Army is staying, there is no need for a referendum. If there is any doubt, then the referendum should be held as soon as possible. Who will organise it, who will decide on the question or questions to be asked and who will be entitled to vote?

A referendum on the future of Whitehill Bordon will be held after the Army signs contracts to leave the town.

The concept of DTR was to transform training and rationalise the estate. This concept remains the same under DTTCP. At present the DTTCP study is exploring a number of options with regards to achieving these concepts. This work regarding Bordon is ongoing and currently running to programme with results expected in the spring/ early summer. The current departmental assumption is that Bordon will be made available for redevelopment.

This action was included in the communications strategy agreed at the first meeting of the Board in December. If the Army is staying there is clearly no need for a referendum. As we are awaiting confirmation of the MoD's intentions, no decisions have been taken yet on the detail of the referendum.

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Appendix 2: Specialist Group work plans INFRASTRUCTURE EDUCATION & TRANSPORT WORK PLAN / PRIORITIES Transport Work Work Area Walking and Cycling Strategy (to include promoting access to appropriate land)

Provide Overall Strategy for future improvements, consider feasibility and constraints, and a prioritised implementation plan Parking Strategy

Strategy to consider future provision for car parking at home, work and in the new town centre.

To consider parking numbers, location and nature of provision Emerging Transport Strategy

Transport Strategy to be revised to take account of progress, and work done on Rail Study and Transport Evidence Base Freight Strategy Strategy to manage heavy traffic both through the town but also to serve the new town centre and commercial uses. Strategy to also consider management of construction traffic Traffic Management Strategy (to include a mitigation strategy for heavy traffic)

To consider what mitigation measures and interventions may be necessary to discourage inappropriate use of local roads – Build on results of Transport Evidence Base.

Programmed date Draft Brief for SG Agreement - May 2011

Priority / Stage needed Medium Planning Application

Draft Completed – October 2011 Final Report – December 2011 Draft Brief for SG Agreement - May 2011

Medium Planning Application

Draft Completed – October 2011 Final Report – December 2011 Draft revised version of ETS for SG consideration - May 2011 Approved Revision Strategy – September 2011 Draft Brief for SG Agreement September 2011

Study timescales dependant on funding Initial work undertaken for end May 2011 Further identified work brief prepared for SG approval September 2011 Study timescales dependant on funding

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High

Resources External Consultant - Funding Available from Yr 1

External Consultant - Funding Available from Yr 1

Internal HCC Resources

Core Strategy Submission

Medium Planning Application

High / Medium Some elements may be required for Core Strategy

No Resources currently identified

Partial funding available from Yr 1

Sub-Regional Bus Links To develop detail of future bus linkages set out in HCC Subregional Bus Strategy A325 / IRR / Urban Design To provide the Urban Design concepts for the A325 and IRR corridors, to consider design codes, key requirements and provide feasibility design Smarter Choices / PJP To develop an implementation plan for the Smarter Choices initiatives Monitoring Strategy To provide a Strategy for monitoring future travel behaviour, demand and impact of the Ecotown, to include hard and soft monitoring measures

Proposed approach for SG consideration December 2011 Draft Brief for SG Consideration December 2011 Study timescales dependant on funding Proposals for SG consideration March 2012 Proposals for SG consideration March 2012

Medium Planning Application Low Planning Application

Low Planning Application Medium

No Resources currently identified

No Resources currently identified

No Resources currently identified Internal HCC Resources

Planning Application

Education work Work Area Proposal for school sites –to include the need to have a 0-19 strategy

Programmed date Autumn 2010

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Resources Internal HCC Resources

DRAFT ECONOMIC DEVELOPMENT WORK PLAN/PRIORITIES Work Area

Timeline

Action Lead Specialist Group Specialist Group

Programmed date April meeting

Priority/stage needed High

Resources

Form Working parties to develop priorities Define 5/6 products for a marketing campaign and hold a Unique Selling Point workshop Research potential needs of inward investors Maximizing the legacy from military training Feasibility for Skills Centre and promote apprenticeship schemes

Short-term

Summer 2011

Medium

Non identified

Short-term

WB Team

Medium

Short-term

WB Team

Short-term

External consultants

Summer/autumn 2011 Post MoD announcement Summer/autumn 2011

Engage with young people

Short-term

Ongoing

Medium/High

Encourage Working from home

Mid term

Specialist Group WB Team

Within Eco-town resources Within Eco-town resources Joint funding – possible EHDC contribution What is required?

Summer 2011

Within Eco-town resources

Develop Best practice

Short-term

Specialist Group

Ongoing

Medium – Core Strategy Submission Medium/High

Identify Concessions/incentives for business - supporting Local Businesses Early regeneration – High visibility gateways on A325

Short-term

Ongoing

Medium/High

Non identified

Mid term

WB Team

High

Plan for re-use of redundant buildings

Mid term

WB Team

Summer/autumn 2011 for Northern gateway Summer 2011

Northern gateway at Firestation – non identified at southern gateway Within Eco-town resources

Create a Centre for Alternative Technology Plan Green Business Parks

Longer term Longer

Specialist Group WB Team

Short term

High High

?

Medium – Core Strategy Submission Medium/High

Summer 2011

Medium – Core

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Not required

Non identified

Non identified Within Eco-town

term Promote a Public Sector Centre

Longer term

WB Team

Summer 2011

Developing green transport

Longer term

WB Team

Summer 2011

Encouraging social enterprise

Longer term Longer term

Specialist Group WB Team

?

Specific sector work e.g. Eco-tourism, sustainable construction, value added food

tbd

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Strategy Submission Medium – Core Strategy Submission Medium – Core Strategy Submission Medium/High

resources

Dependant upon sector needs

Within Eco-town resources

Within Eco-town resources Within Eco-town resources Non identified

SUSTAINABLE ENVIRONMENT WORK PLAN / PRIORITIES Theme/Work Area

Programmed date

Priority / Stage needed

Theme: Green Infrastructure & Biodiversity

Discuss initial findings from Green Infrastructure Strategy – April SG Meeting

HIGH

Work Area: Protecting and enhancing biodiversity Crucial in securing a net gain in biodiversity.

Design options for spaces to be considered and discussed through Specialist Group Members

Needed to support the revision of the draft masterplan

Explore design options on Hogmoor Inclosure – April SG Meeting

Supporting Study / Strategy Green Infrastructure Strategy Habitats Regulations Assessment Wildlife of Whitehill

Resources

Funding available to complete GI Strategy, but further resources with be needed to bring in external expertise or provide opportunity for study trip Approx extra costs £1k to March 2012

Discuss completed Green Infrastructure Strategy – July SG Meeting Set up working group to prepare design implementation plan to deliver a net gain in biodiversity on all sites – July SG Meeting Present design implementation plan – October SG Meeting Theme: Waste and Minerals Work Area: Fly-tipping The issue of dumping waste materials on or near sensitive environmental sites is a key issue.

Mainly arising from contractors waste on nearby building sites or refurb works

Discuss ways of promoting recycling activities in Whitehill Bordon at the domestic and commercial scale – Oct SG Meeting Develop a project to address issues, including education, prevention and prosecution – Oct SG Meeting

HIGH Can be developed now as a project to promote more appropriate ways of dealing with fly-tipping issues

Green Infrastructure Strategy

No funding allocated at present

Habitats Regulations Assessment

Approx £10k to March 2012 Resources to fund a flytipping prevention and education project

Theme: Green Infrastructure & Biodiversity Work Area: Recreational pressure and future usage

Establishment of a monitoring programme to enable ongoing assessment of how use of existing green spaces changes with future development

Theme: Green Infrastructure & Biodiversity Work Area: Suitable Alternative Natural Green space (SANG) location and design. Including visitor management on European Protected Sites Part of continuing work to determine the SANG requirements in relation to housing numbers, densities. Important to explore SANG design and functions

Work to be triggered on confirmation of MoD’s departure.

HIGH/ MEDIUM Needed to support the revision of the draft masterplan

Walking and Cycling Strategy

HIGH/ MEDIUM

SANG implementation plan to be discussed – October SG Meeting

Habitats Regulations Assessment Sports and Recreation Strategy

Draft monitoring programme to be presented to group – October SG Meeting

Explore design options on Hogmoor Inclosure – April SG Meeting

Green Infrastructure Strategy

Needed to support the revision of the draft masterplan To be supported by the next phase of the Habitats Regulations Assessment

Green Infrastructure Strategy Habitats Regulations Assessment

Funding available as part of work to establish monitoring framework Ongoing funding will be required to support planning process monitoring and surveys – Approx £100k to March 2012 Funding available to complete first phase of this work through the current Green Infrastructure and Habitats Regulations Project Further funding required to complete the implementatio n plan and deliver early demonstration projects Approx £100k to March 2012 NB: LIFE+ funding from Europe could provide support.

Currently being explored, deadline July 2011.

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Theme: Low Carbon Living Work Area: Food Promotion of Higher Level Stewardship (HLS) schemes to minimise food miles. Resulting in a lower carbon footprint for the town.

Allotments are an important feature of promoting local food production, health and well-being

Theme: Water Work Area: Water efficiency Retrofitting of water efficiency and conservation measures in existing town to reduce water demand and promote the principle of water neutrality

Invite someone from (HLS) to speak at Specialist Group – July SG Meeting

MEDIUM Needed during consultation and further phases of demonstration projects

One Planet Living Strategy Green Infrastructure Strategy

Building on existing allotment project.

Further exploration of allotment provision within the draft masterplan – Oct SG Meeting Prepare outline of water efficiency project, combined with further retrofitting of energy efficiency measures – Paper to July SG Meeting, suggest working group

Funding required to support HLS workshop and wider discussion about promoting more sustainable food chain (including further allotment or ‘grow your own’ projects) Approx £50k

MEDIUM

Needed during consultation and further phases of demonstration projects

One Planet Living Strategy

Water Cycle Study Energy Feasibility Study

Environmental Sustainability Theme Lead and Housing Retrofit Officer to prepare project plan Funding required Approx £50k to initiate project, but expect to seek external funding to enlarge the project

(Awaiting outcome of Water Cycle Study and Energy Feasibility Study)

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Theme: Energy - cross cutting issue, linked to other Specialist Groups Work Area: Energy efficiency and tackling fuel poverty Additional retrofitting of energy efficiency measures in existing town to reduce energy demand and lower energy bills.

Explore further incentives and programmes for retrofitting tailored to Specialist Group priorities – Session on achievements so far and future opportunities – Jan SG Meeting

MEDIUM Needed to follow on from current LCCC and retrofitting projects

One Planet Living Strategy Energy Feasibility Strategy Funding Strategy Communication and Engagement Strategy

Including: Installation of energy efficiency measures to address fuel poverty – ongoing

Environmental Sustainability Theme Lead and Housing Retrofit Officer

Funding requirement to be confirmed inline with current LCCC and retrofitting projects. Also needs to be linked to the development of a water efficiency project

Set up monitoring regime to assess the impact of rising fuel costs on existing community – Jan SG Meeting Theme: All aspects of Sustainable Environment – cross cutting with other Specialist Groups Work area: Education programmes and community engagement Suggested initiatives: 1. Green Champions 2. Countryside Watch 3. Pride in our town 4. Arson Awareness and Prevention 5. Responsible Recreation 6. Conservation Volunteering 7. Sustainable Living Campaign 8. Healthy Living 9. Sustainable Transport

Form cross cutting working group (to be discussed between Specialist Group Chairs and Vice Chairs) - tbc

MEDIUM Needed to support ongoing community engagement to promote sustainable living and help protect sensitive areas Linked with neighbourhood level consultation

One Planet Living Strategy Walking and Cycling Strategy Transport Strategy Green Infrastructure Strategy Sports and Recreation Strategy Funding Strategy Communication and Engagement Strategy

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Community Development Worker Communication s Manager Local Authorities Local Community and Environmental Groups/Trusts Make full use of local community facilities and Eco-station Funding required to be discussed with other Specialist Group Chairs and Vice Chairs

Community Facilities and Amenities Specialist Group Draft Work Plan and Priorities.

Work Area and Actions

Programmed date

Future of the Chase Community Hospital and Health needs survey for Whitehill Bordon- developing the action plan.

Priority

Resources

High

Presentation by Jane Howard, NHS / Alton Community Hospital

10th May 11 ( TBC)

Agree on the action plan- recommendations in response to the health needs survey findings.

5th July 11

Sports and playing pitches Strategy – developing the action plan.

NHS

High

Update

10th May 11

Presentation by the consultants on the findings report on the playing pitch strategy.

5th July 11

Heritage and Arts Strategy

Some elements may be required for the Core Strategy.

Community Services, EHDC

High

Set up a group who will lead on the preparation of the strategy and identify resources.

10th May 11

HCC/ EHDC

Presenting the proposals for the Heritage Exhibition or Gallery at the Fire Station

5th July 11

Heritage Society

Present the initial review of the existing studies, audit and action priorities based on the MoD decision.

01st November 11

Emergency Services- police, fire brigade

Medium

Discuss with the emergency services authorities to establish their emerging plans, proposals and provision for Whitehill Bordon.

Report the findings back to the Specialist Group.

No Resources currently identified

01st November 11

Coordinating Community Facilities and Amenities with the Green Infrastructure Strategy (Interconnected bridleways/ footpaths/ cycle ways/ open spaces/ motor sports areas.)

Provide feedback – meeting notes from the Sustainable Environment Specialist Group

Additional resources will be required.

Medium

10th May 11

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Sustainable Environment Specialist Group.

Adam Carew / Chris Youngs

Meeting- GI study Involving Young People in the future of community facilities and amenities.

All meetings

Medium

Various organisations

Existing and proposed community facilities – identifying any issues, upgrading needs, shared use, grouping and accessibility.

Study timescales dependant on funding

Medium

No Resources currently identified

Note: The work plan was drafted following a meeting between the Chairman, Vice-Chairman and officers as advised by the Delivery Board. This will be used as a working draft for the next Specialist th Group meeting on 10 May 2011.

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Draft Housing work plan and priorities Work area

Programmed date

Retrofit strategy Retrofitting existing homes is a key contributor towards national targets of 80% reductions in CO2 emissions by 2050. In order to work towards majority of properties in the town being retrofitted, need to develop a clear plan, actions and timetable for how this will be achieved

Outline proposal for SG agreement: April 2011

Priority / Stage needed ?

Resources

?

Initially, EHDC inhouse

EHDC inhouse

Draft strategy – June 2011 Final strategy -?

Actions • Summary of lessons from LCCC programme • Ongoing feedback from insulation programme • Set up retrofit champions network (working with residents who have had loans/ insulation installation) and agree monitoring strategy • Proposal for how to engage wider community • Medium to long term retrofit plan for homes and neighbourhoods Neighbourhood quality charter Influencing the quality of current and future housing proposals by developing a shared set of principles developed with the community, EHDC and other key local stakeholders

April 2011

April / May 2011

April / May 2011 Outline proposal for SG agreement: April 2011

Final charter – Dec 2011 Actions • Develop brief and programme of activities including proposal for engaging communities Housing standards Agree the appropriate standards for new housing in line with the aspirations for new development reaching very high eco standards Actions •

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May 2011

Meeting local needs Ensure future housing proposals meet the needs of existing residents as well as new communities CROSS-CUTTING ISSUES Housing numbers

Will be agreed as part of the core strategy process and not within SG remit Environmental sustainability SG

SANGs

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Agenda item 5

Whitehill Bordon Opportunity Delivery Board ______________________________________________________________ Date of meeting:

15th June 2011

Title of report:

Neighbourhood engagement programme to revise the Whitehill Bordon Draft Framework Masterplan.

Author:

Mandar Puranik, Planning and Urban Design Lead

Reference no: WBPD011-2011 ______________________________________________________________ Executive Summary: (Not more than 2 small paragraphs) The masterplan is a strategic framework document but needs to engage at neighbourhood level to respond to the specific needs of the existing communities and character areas. The Whitehill Bordon project team has put together a programme to work with the local residents at a neighbourhood level to have their say on certain aspects of the next version of the masterplan.

It will seek comments on the proposed changes to the masterplan and on any potential impacts at the neighbourhood level. The programme will commence in September 2011 and run for three months in total. It will include a neighbourhood walk or ward visits with councillors, a meeting / workshop at a locally accessible venue. The engagement events will be facilitated by an external facilitator.

Date: 2nd June 2011 Version: 1.1

Status of Report: (Public)

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Purpose of report: The report outlines a proposal for the neighbourhood engagement programme. The outcome of the engagement will inform the next version of the Whitehill Bordon Draft Framework Masterplan. It sets out the background, objectives, scope of the engagement and a draft programme. An indicative timescale, ward names and venues are suggested.

Recommendations requiring Board considerations: Principle of the neighbourhood engagement Venue locations and indicative timescale outlined in the Appendix 10.3 Approval to seek an external facilitator for the engagement workshops.

Consultation and comments received: The report was presented at the Standing Conference on 1st June 2011 which made the following comments• The engagement meetings in the local neighbourhoods should be open to anyone in the town.

• There should be a separate event at Standford Village Hall in addition to the one proposed at Headley Village Hall.

• Councillors from Hampshire County Council, East Hampshire District Council, Whitehill Town Council and Lindford Parish Council should be invited to the ward level meeting / site visits proposed in September.

These have been incorporated in the report.

Community engagement proposals: The report is about the community engagement proposals and it is explained in the main body of the report.

1 Background (reason for report) 1.1

The adopted Whitehill Bordon Draft Framework Masterplan (the masterplan) is an evolving document. It will be refined in the future as further evidence is available. Further to the public consultation held in late 2010, the Whitehill Bordon Project Team commissioned a number of studies for the evidence base. The outcome of these studies is expected to be available by June 2011. The masterplan is to be revised to take on board responses from the previous consultation, to reflect the studies, and recent changes in the planning legislation.

1.2

A full East Hampshire District Council meeting in December 2010 agreed with proposals for neighbourhood engagement and the report has specifically identified a number of projects where local engagement is required. It statesK:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board\2011 Meetings\110615-Meeting Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY

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1.3

•

there should be continued community engagement to ensure the project continues to be locally led and there should be consultation with partners and stakeholders to resolve issues of detail such as the level of traffic impact and further work on the green infrastructure, habitats, water and energy strategies;

•

there should be continued neighbourhood consultation around specific sites through community engagement at the local and neighbourhood level. This engagement might include looking at specific areas like Viking Park, Bordon Oakhanger Sports Club, Hogmoor Inclosure and Standford Grange Farm. This will enable residents to directly influence what happens in their individual neighbourhoods.

The masterplan is a strategic framework document but needs to engage at neighbourhood level to respond to the specific needs of the existing communities and character areas. The Whitehill Bordon project team has put together a programme to work with the local residents at a neighbourhood level to have their say on certain aspects of the next version of the masterplan.

Subject of report / options and considerations 2.0

Neighbourhood Engagement Objectives

2.1

Explain the findings of the Evidence Base studies and how these studies will impact on the masterplan.

2.2

Prepare a brief report summarising proposed changes to the masterplan based on the previous consultation responses and the Evidence Base Studies prior to this engagement process.

2.3

Identify neighbourhood priorities on specific issues by involving local residents and stakeholders through effective engagement at a ward level.

2.4

Inform the revised masterplan by March 2012 which reflects the local distinctiveness of the area, priorities of the existing neighbourhoods and findings of the community engagement.

3.0

Scope

3.1

The vision for Whitehill Bordon following the MoD land release is to be set out in the East Hampshire District Council Planning Document, Whitehill Bordon Chapter 13 of the Core Strategy. The Core Strategy covers planning principles, policies for the land identified for development, a framework for strategic infrastructure, new town centre location, development capacity, employment opportunities and green infrastructure. The pre-submission version of the Core Strategy is expected to be published in November 2011 and adopted by November K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board\2011 Meetings\110615-Meeting Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY

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2012. The engagement programme on the masterplan is separate from the Core Strategy Statutory consultation.

3.2

The masterplan neighbourhood engagement will seek comments on the proposed changes to the masterplan and on any potential impacts at the neighbourhood level.

3.3

We will ask residents to comment on specific issues in the neighbourhood such as: a. b. c. d.

proposed local amenities and community facilities the character of the new streets, neighbourhoods the type of open space, routes within this space and access to it medium and long term priorities for the individual neighbourhood

4.0

Draft Programme

4.1

Currently we are considering holding eight to 10 events from October to November 2011. These will cover Whitehill, Lindford, Blackmoor, Standford, Kingsley, Sleaford, Greatham, Oakhanger, Hollywater, Forest Centre, Chalet Hill and Camp Road-Station Road, as well as the outlying villages. The neighbourhoods broadly follow ward boundaries, which we feel relate well to the natural neighbourhood boundaries.

(Appendix 10.1) A suitable local venue e.g. church, village hall, community centre will be used to host these events.

4.2

The list of wards, suggested timescale and venue location is in section 10.2 of this report. There will be separate events for young people, local businesses, statutory stakeholders and other specific interest groups identified. We may also plan for drop-in sessions or exhibitions for those who cannot attend the meetings in their wards. This is to ensure that as many residents as possible can be involved in this important engagement. An Integrated Impact Assessment will be carried out early in the process, in accordance with East Hampshire District Council requirements. This will address potential impacts and ensure that mitigating actions are in place.

Neighbourhood site visits / Meeting with councillors (September 2011)

4.3

Whitehill Bordon project team officers will undertake local neighbourhood site visits or meetings with the elected representatives of each ward including the town, district and county councillors if available. The purpose of this is to enable councillors to show the Ecotown team their vision for the area, highlight any concerns they have about current proposals and to visit areas where potential improvements can be integrated into the next version of the masterplan. It will also enable officers to talk through the previous K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board\2011 Meetings\110615-Meeting Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY

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consultation feedback and the results of the evidence base studies on site – giving councillors a deeper insight into the proposals.

Meetings / Workshops (October-November 2011) 4.4

A workshop format is currently proposed. The exact nature of the event may vary slightly depending on the attendees and size of the neighbourhood/s. The meetings will be open to everyone and not limited to the local ward residents only. As well as workshops, there will be drop-in sessions for those with limited time. The meetings will be held in the evenings or at weekends, to enable as many residents as possible to take part.

4. 5

The engagement events will be facilitated by an external facilitator.

This is still to be confirmed and subject to the Delivery Board approval.

We will develop the meeting / workshop format with the facilitator’s input by August 2011. As a suggestion, the draft agenda for these meetings / workshops may cover same or all of the following aspects-

•

What we have learnt so far? Overview of the masterplan proposals, findings of the Evidence Base and changes proposed.

What this means for you? How the masterplan proposals will affect you at a local neighbourhood level? E.g. commuting to work, accessing open spaces, walking to the new town centre etc.

What are the local issues? Identify local needs, issues and priorities for the neighbourhood? (the scope of this will vary depending on the type, size of the neighbourhood and its proximity to the proposal) How can you help to make a difference? Focus group discussions.

Set the priorities - long and medium term? Both issues and priorities will be categorised under themes e.g. sustainable transport, environment, economic development, housing and infrastructure.

Feedback

• • •

•

Post events – What happens next?

2012)

(December 2011-February

4.6

All feedback will be recorded in qualitative and quantitative format.

There will be an online summary of the feedback received. A summary report of the neighbourhood consultation will be prepared by the facilitator with support from officers. The findings of the neighbourhood engagement will be published and will directly influence the next version of the masterplan. The outcome will be subject to further viability testing, transport impacts, changes in the national planning policy and infrastructure delivery requirements.

4.7

The approval of the revised masterplan Development Policy Panel and adoption by scope of this report. The neighbourhood allows for the masterplan to be revised by

by the Delivery Board, the council is outside the engagement programme March 2012 to meet the

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Core Strategy timetable for the submission, examination and adoption in late 2012.

5.0 Risk assessment (must include consideration of the environmental, financial, health and safety and equalities impact assessment) 5.1 The proposed community engagement programme will need to comply with the Council’s procedures for an Integrated Impact Assessment (IIA).

It will be carried out once the proposals are approved by the Delivery Board and by the end of July 2011. The IIA will cover a range of issues including equalities, accessibility, environment and health and safety.

6.0

Contributions to Delivery Board Priorities

6.1

The engagement will contribute to the Eco-town objectives to achieve carbon neutrality, increase biodiversity, improve transportation options and reduce water usage by 2036

6.2

The engagement will form a key element in revising and updating the framework masterplan

6.3

It aligns with the Delivery Board’s commitment towards involving the community in the plan making process and encourages open, transparent discussion.

7.0

Resource implications

7.1

The consultation will be led by the Whitehill Bordon project team in partnership with Hampshire County Council, the Town Council and other local parish councils. All theme leads will need to lead on their own specialist areas and attend workshops. The workshop events will be facilitated by an independent consultant (an external resource) to allow open participation and dialogue between residents, stakeholders and the project team.

8.0

Cost implications

8.1

The engagement programme has been funded by East Hampshire District Council and government money. In total £30k has been set aside to cover the cost of the engagement programme, events, external facilitator, publications. Staff costs will be met by the Whitehill Bordon Eco-town team.

9.0

Conclusion

9.1

The proposed community engagement programme forms an important stage prior to the framework masterplan being revised. It will provide an opportunity for the local residents to get involved, raise neighbourhood level issues and influence the next version of the masterplan.

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9.2

The engagement will require the external support of a facilitator. We have prepared an outline programme and a draft schedule which runs from September to November 2011.

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10.0

Appendix

10.1

Ward Boundaries and Eco-town Policy Zone

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10.2

Indicative venues and timescale Ward Name

Meeting / Workshop event date w/c 26th Sept w/c 26th Sept w/c 3rd Oct w/c 3rd Oct

Suggested Venue

1 2 3 4

Whitehill Deadwater Whitehill Chase Whitehill Hogmoor Whitehill Pinewood

5

Whitehill Walldown- settlements north of the A3 Lindford Headley Western neighbourhoods and villages Standford Western neighbourhoods and villages – Standford, Sleaford Selborne- Eastern neighbourhoods - Blackmoor, Oakhanger, Kingsley, The Hangers and Forest – Northern neighbourhoodsGreatham Temporary exhibition or drop-in events

w/c 10th Oct

Forest Community Centre Whitehill Village Hall / as above Whitehill Village Hall Pinewood Village Hall / Phoenix Theatre Whitehill Village Hall

w/c 10th Oct w/c 17th Oct

Lindford Village Hall Headley Village Hall

w/c 17th Oct

Standford Village Hall

w/c 24th Oct

Kingsley Village Hall / Blackmoor Village Hall

w/c 24th Oct

Greatham Village Hall

October November

Key stakeholder meetings

w/c 14th Nov

Forest Shopping Centre / Local public events / festivals planned in October , November TBC

6 7

8

9

10

11

12

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Agenda item 6a

Whitehill Bordon Opportunity Delivery Board ______________________________________________________________ Date of meeting:

15th June 2011

Title of report:

DELIVERY BOARD PROJECT PLAN AND FORWARD PROGRAMME OF WORK

Author:

Daphne Gardner, Project Director

Reference no: WBPD012-2011 ______________________________________________________________ Executive Summary: Members of the Delivery Board participated in a project planning workshop in April 2011 to help formulate a high level project plan for delivering the Ecotown project. The workshop was facilitated by colleagues from ATLAS, the consultancy arm of the Homes and Communities Agency (HCA). Consultants Turner and Townsend were also commissioned to prepare a report and project plan arising from the workshop.

This report summarises the outcomes from the workshop, incorporates a high level project plan and proposes a series of recommendations for the Board’s consideration.

Date: 2nd June 2011 Version: 1

Status of Report: PUBLIC

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Purpose of report: To present the outcomes from the Board’s workshop in April together with a proposed high level project plan.

Recommendations requiring Board considerations: The Board is asked to: i)

Agree in principle the attached Project Plan and Forward Programme of Work to guide the Board’s work;

ii)

Refer the attached report to the next meeting of the Standing Conference for any comments;

iii)

Consider the recommendations contained in Section 2 of the report;

iv)

Note that the project team is cross-referencing the actions contained in the report with the proposed work plan and priorities of team members, the Board, Standing Conference and Specialist Groups;

v)

Agree that the timescale for the development and evolution of the masterplan should be included in the high level project plan;

vi)

Thank colleagues from ATLAS for their excellent facilitation of the workshop event, and consultants Turner and Townsend for producing the report, and

vii)

Agree that the Board should continue to try and benefit from the experience and expertise of agencies like ATLAS.

Consultation and comments received: None as yet, as the report was produced just in time for the Delivery Board. It is suggested it is referred to the next Standing Conference for any comments.

Community engagement proposals: Not applicable for this report.

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1.

Background

1.1

Board members participated in a project planning workshop in April 2011. This was facilitated by colleagues from ATLAS; other participants included members of the project team and consultants Turner and Townsend who have advised us previously on our project management work.

1.2 ATLAS colleagues collated the outputs from the workshop which we asked Turner and Townsend to put into a report and high level project plan. The report and project plan are appended to this report for the Board’s consideration.

1.3 The report was produced at the end of May, which did not allow sufficient time for it to be considered by the Standing Conference. It is suggested that it is referred to the next meeting of the Conference.

1.4 The report makes a number of recommendations in Section 2. Board Members are asked to consider these and give a view.

1.5 I have asked project team members to review the report in the light of their and the Specialist Groups’ work plans and priorities to see if these plans and priorities may need to be revised.

1.6 I have noted that the high level project plan appended to the report does not include the timetable for developing and evolving the masterplan. I suggest that it is essential to incorporate this into the project plan.

1.7 Finally, we are most grateful to colleagues from ATLAS for so capably facilitating the workshop event which was done completely free of charge; the Board may wish to formally record their thanks.

2 Risk assessment 2.1 The high level project plan will help the Board and the project team to deliver the Eco-town in a timely, efficient and cost effective way. The plan and associated project management processes will help to mitigate against the risk of delays etc to the project.

3 Contributions to Delivery Board Priorities 3.1 The report and project plan will help the Board to deliver its strategic priorities.

4 Resource implications 4.1 The resource and cost implications for delivering the project plan need to be worked up in detail. This is something the project team will try and get to grips with and will advise the Board accordingly. Essentially the K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board\2011 Meetings\110615-Meeting Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY

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resource and cost implications will have to be contained within existing resources unless additional sources of funding and support can be found.

5 Conclusion 5.1 This report and appendix summarise the outcomes of a very successful project planning workshop and mark the start of enhanced partnership working on the project.

6 Appendix Delivery Board Project Plan & Forward Programme of Work – Turner & Townsend

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Delivery Board Project Plan & Forward Programme of Work

Bill Harris Associate Director Turner & Townsend 10 Bedford Street London WC2E 9HE t: +44 (0)207 544 4550 e: bill.harris@turntown.co.uk w: turnerandtownsend.com

Whitehill Bordon Eco-Town Report Number: WBPD012-2011

WBPD012-2011

Contents

1

Purpose of Report

1

2

Recommendations requiring Board Considerations

1

3

Consultation and Comments received

1

4

Community Engagement Proposals

2

5

Background (reason for report)

2

6

Subject of Report

3

7

Risk Assessment

10

8

Contribution to Delivery Board Priorities

11

9

Resource Implications

11

10

Cost Implications

11

11

Conclusion

11

Appendix 1

12

Project Plan

12

Appendix 2

13

Forecast Completion dates for Community & Demonstrator projects

13

Rev

Originator

Approved

Date

0

Bill Harris

John McGowan

27 May 2011

Š Turner & Townsend Project Management. All rights reserved June 11. This document is expressly provided to and solely for the use of East Hampshire District Council and must not be quoted from, referred to, used by or distributed to any other party without the prior consent of Turner & Townsend Project Management who accept no liability of whatsoever nature for any use by any other party.

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WBPD012-2011

1

Purpose of Report Turner & Townsend Project Management were commissioned by East Hampshire District Council to attend a Project Planning workshop and to provide professional project management input to the discussions. The workshop was held in the Forest Community Centre in Bordon on the evening of 12 April 2011, and throughout the following day at the Headquarters of SEME in Bordon.

From the discussions held and outputs derived at the workshop, Turner & Townsend’s remit is to produce this report which encompasses a draft action plan and project plan for the next 4 years, i.e. up to 2015, the forecast date for the completion of the Ministry of Defence withdrawal from the Bordon Garrison.

This report has been prepared for consideration at the June 2011 meeting of the Whitehill Bordon Opportunity Delivery Board.

2

Recommendations requiring Board Considerations The Delivery Board should consider:

3

Immediate commissioning of Soft Market testing

Instigating discussions to re-confirm Defence Infrastructure Organisation commitment to the Eco-town project, and confirmation of their agreement with the Government Property Unit (GPU).

The development of a Planning Strategy

Development of the Strategy and Brief for the procurement of a Development Partner (DP).

Development of a communications strategy for the proposed referendum

Instigating discussions with government agencies to confirm funding for the Masterplan project team up to the appointment of the Development Partner

The availability and capability of current and future resources to manage and deliver the additional work scope in line with required project timescales, particularly the DP procurement process. Additional specific expertise may be necessary if these are not readily available from existing ‘in-house’ resources.

Consultation and Comments received A separate report detailing the workshop discussions and outcomes has been produced by Atlas, who facilitated the workshop.

1

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WBPD012-2011

The key elements from these discussions and the Atlas report have been distilled into the main body of this report.

4

Community Engagement Proposals See Section 2

5

Background (reason for report) Whitehill Bordon Eco-town is fast approaching a critical stage in its evolution.

The fundamental issue affecting the forward planning of the development is confirmation by the Ministry of Defence (and its estates management arm; Defence Infrastructure Organisation - DIO) of its intention to vacate the Bordon Garrison by 2015 releasing approximately 260 hectares of land for regeneration and development. This decision has been delayed due to a change in government and a further defence training review. It is anticipated that the MoD will issue a statement confirming their intentions in the summer of 2011.

The Board should also consider the risk that one of the coalition government’s key objectives is to maximise value from government assets. All assets considered for disposal are under review by the Government Property Unit (GPU), whose remit is to maximise value, maximise savings over the longer term and maximise inward receipts to address the deficit. Whilst Defence Estates may wish to engage in the longer term development of the Bordon site, there is a risk that this ambition may be over-ruled by GPU who may seek early disposal.

The Delivery Board need to agree a strategy to take the project forward, ideally prior to the MoD announcement. This strategy will identify key milestones and actions, such that as soon as the MoD confirms its intentions, the Delivery Board can commence the detailed project development work to enable works to start on site on or before 2015 (depending on the phased release of land).

To date, East Hampshire District Council, supported by the Department for Communities & Local Government (DCLG) and the Homes & Communities Agency (HCA) have made significant progress in the initial development of the Eco-town opportunity. Approximately ÂŁ10M of government funding has already been received to support the delivery of early demonstration projects which aim to show the benefits of the Eco-town development. A dedicated project team has been established, based at EHDC offices in Petersfield, and a number of community and demonstrator projects have been initiated, some of which are completed and others are due to complete shortly. These relatively low cost projects have been delivered under a robust and bespoke project management control and reporting process, which was established in the summer of 2010. In respect of the wider picture, a Masterplan has been developed by Aecom covering the whole Whitehill Bordon

2

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WBPD012-2011

development. This high level plan encompasses a new town centre consisting of up to 5,300 homes, 7,000 jobs, an enhanced ‘green’ infrastructure and biodiversity, within an exemplar town and community regeneration scheme. This Masterplan has been previously assessed from a cost perspective by Turner & Townsend (Summer 2010) and the estimated costs of the development is outlined below: Site Clearance & Enabling Works Primary Infrastructure Open Spaces Community Facilities Off-site reinforcement utilities Development on Serviced sites

£30,519,075 £84,550,340 £27,296,862 £86,489,975 £12,885,000 £938,224,626

Overall Project

£1,179,965,877

The high level Masterplan requires further development, and the following studies due for completion in May 2011 will help to inform this process:

Further Habitats Regulations Assessment (HRA) work

Green Infrastructure Strategy

Traffic & Transport Study

Rail Study

Water Cycle Study

Energy Feasibility Study

Economic Development and Employment Strategy

The outputs from these studies have not been reviewed and are not considered within this report.

6

Subject of Report A high level project plan has been developed and is included at Appendix A. This plan has been based on the discussions held at the workshop, the draft report produced by Atlas on workshop outcomes, our involvement with establishing project management process for the Whitehill Bordon Eco-town project team in the summer of 2010, Turner & Townsend’s knowledge and experience of large scale, public sector driven, project development, and the procurement of Development Partners via the competitive dialogue process.

It should be noted that this is a high level project plan, and the dates shown should be considered indicative at this stage. The timescales shown for the procurement of a development partner through an OJEU based Competitive Dialogue process, are based on current market knowledge. This data has been gained from a number of

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current Project and Development Management commissions which Turner & Townsend are currently delivering.

The plan does not contain any contingency time or float. Over a 4 year development programme, it would be prudent to consider a potential overall slippage of the forecast end date of up to four to six months. More detailed investigations into the core tasks and activities would result in a more robust programme.

This report does not consider the impact of proposed development at Quebec barracks, due to the lack of detailed information on those proposals. It is understood however, that this could be an exemplar project, promoting and incorporating the values and ethos of the Eco-town concept.

The table below lists each key task from the project plan, and details the associated key actions and risks. The project plan has been segregated into Community Engagement, Referendum & Vision; Core Strategy; Development Partner procurement (OJEU restricted); and Project Initiation and Planning:

Task Community Engagement, Referendum & Vision Refresh & Restate Vision

Draft Market Testing Brief for procurement of Surveyors Procure general practice surveyors Engage Surveyors to soft market test development DB consider report and agree next steps Update Masterplan with outcomes of Market Testing

Comment

Action/Risk

The workshop highlighted that the Vision needs to be refreshed; ‘owned’ by the Delivery Board; and used to re-engage positively with the Whitehill Bordon community

Refresh Vision and agree strategy at September Delivery Board meeting

Since the Masterplan was developed, the economic situation in the UK has significantly changed and the appetite of developers to engage in local authority developments has declined. It is considered imperative that the Masterplan be retested against current market conditions. This task is usually undertaken by general practice surveyors or consultants.

The Delivery Board should re-examine the commercial viability of the scheme before formally engaging with the market.

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Task

Comment

Completion of Current Studies (Phase 1) Update Masterplan with outcomes of Phase 1 studies

Essential to inform the next phase of the project, and demonstrate positive progress. Update Masterplan as required.

Completion of Community & Demonstrator Projects (Ph2) Completion of Community & Demonstrator Projects (Ph3) Completion of Rail GRIP 3 Study

See list in Appendix 2

Develop Communications campaign strategy Develop and agree comms strategy for referendum Launch Communications campaign Engage with Community & update Masterplan

Required to present the facts.

Strong views expressed at the workshop that the views of the community had not been fully addressed in the Masterplan

MoD confirm withdrawal from Bordon

Critical announcement

5

Action/Risk

The outcome of this study could impact the project’s long term ambitions.

Contingency plans should be developed to counter impact.

A positive and informative communications strategy can be effective in engaging the public and changing public perceptions. There appears to be a strong need for the Masterplan to incorporate some of the key requests from the Whitehill Bordon community - where financially practical.

Risk that if MoD confirms withdrawal strategy, MoD DIO will seek early disposal of assets in line with government deficit reduction strategies

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Task

Comment

Action/Risk

Develop and agree a timetable for referendum which is consistent with the programme for the core strategy

Public support for the Ecotown development is essential. It is likely that any government funding for the development of Whitehill Bordon could be at risk if the referendum is lost.

Setting the date for the referendum is key; too soon and the positive argument is not articulated; too late and the public interest wanes.

Complete Viability Studies Review Viability assumptions still valid Consider Viability Study outcomes & update Vision Core Strategy

The scope and outcome of these studies is not known at the time of reporting.

Viability Studies conclusions to be considered

Programme as developed

by EHDC Planning Team

Support of the SDNPA for the core strategy is important to the project.

The NPA are already involved in the Core strategy process.

Develop & Submit Core Strategy Core Strategy Examination in Public (EiP) Inspector's report Adoption of Core Strategy by East Hampshire District Council (EHDC) & South Downs National Park Authority (SDNPA) Core Strategy adopted

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Task Development Partner procurement (OJEU restricted) Procure/establish Masterplan project team

Develop Development Brief (PID) Develop Pre Qualification Questionnaire (PQQ) Develop PQQ Evaluation model DB approve Brief at December Board meeting

Comment

Action/Risk

A team needs to be established consisting of the following; lawyers, accountants, financial advisors (i.e. someone who can evaluate the financial condition of the bidders and their proposals), and possibly a design team.

It is possible that some of these functions could be filled by EHDC/HCC/HBC staff. However, the Delivery Board should fully consider the availability of these ‘inhouse’ resources to meet the high workload demands, and the specific expertise required to complete a timely and successful Development Partner procurement process.

For the Delivery Board to achieve its 2015 goal of being in a position to commence development work immediately upon vacation of the Garrison in 2015 (or sooner), it is strongly recommended that the Delivery Board commissions these activities. In parallel with the development of the Brief, the Market Testing activities will inform key elements for inclusion within the PQQ

The Delivery Board should consider the level of resources required to develop these critical documents and whether the existing project team could cope with this significant additional workload.

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Task

Comment

Action/Risk

Develop Special Purpose Vehicle (SPV) Terms

It is understood that the delivery board’s objective is to create a SPV between EHDC, MoD DIO and the Development Partner (plus others?). The basis if the SPV should be available before the competitive dialogue period begins.

The SPV agreement must also include land equalisation agreements

The Board needs to set out its requirements for the SPV and seek legal advice on its composition.

The Development Partner will have their own views, on its structure, but it is preferable for the DB to set these out early in the procurement process. The final SPV contract will be agreed after selection of the preferred partner.

Publish Official Journal of the European Union (OJEU) Notice Issue PQQ to interested parties Interested parties compile PQQ responses Receive & Evaluate PQQs DB agree shortlist

In general terms, the activities in this phase of the project will follow the standard public procurement process for large scale high value projects

Issue invitation to participate in Competitive Dialogue Dialogue Phase

The critical phase of the tender process where the project team and key stakeholders can fully investigate and challenge the proposals, ethos, and commerciality of the various bidders

8

This phase of the project can be very intense, with a high degree of commitment required to address the workload.

The production of a high quality PQQ should make this phase more efficient.

During this phase, lawyers and financial advisors will need to be in place for intensive engagement with the bidders

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Task Develop Tender evaluation model

Request Tenders Receive Final tenders Evaluate & Select Preferred Bidder Agree Contract Terms Board Approval & Confirm Preferred Partner 10 Day Standstill Sign Contract with Development Partner (DP) Project Initiation and Planning Delivery Plan startup/initiation process Information gathering, data validation, planning strategy Programme development, stakeholders, Risk etc Review Masterplan, Phasing & Viability Revisit SPD and other Planning documents Community Engagement Compile Outline Planning Application Affordable Housing discussions S38, S106, & S278 discussions Submit Outline (hybrid) Planning Application

Comment Essential that this is developed and agreed with all interested parties before tenders are requested

Action/Risk Available resource levels to be checked as this will run in parallel with the dialogue process.

DB needs to agree who will participate within the evaluation process

The final selection phase.

This part of the plan is typical for the start-up, initiation, revalidating of data, review of planning documents, engaging with the community and stakeholders etc. The prime focus will to enter into discussions and negotiations with the planning authorities prior to the compilation and submission of an Outline Planning application. A hybrid application may be considered to enable the access and infrastructure works to commence upon determination

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Planning Application Determined (assume no Public Enquiry) Pre-start conditions discharged Earliest Start of Infrastructure works

Not included on the plan, but nevertheless requiring resolution is the agreement with the EHDC (and possibly SDNPA) Planning Teams on the optimum Planning Strategy.

The workshop identified differing views on the benefit of a Supplementary Planning Document (SPD). This Planning Strategy would need to be developed by the planning teams for consideration by the Delivery Board, but the development of an adopted SPD may produce benefits in protecting the land released by the MoD from ‘uncontrolled’ development or development outside the aims and ambitions of the Eco-town ethos and principles.

This report has not considered the impact of funding shortfalls, or the establishment of a Community Infrastructure Levy (CIL).

7

Risk Assessment The identified key risks are listed in Section 6. In summary, the major programme risks are:

MoD decide not to vacate Bordon by 2015

MoD decide to withdraw from the Eco-town project and accelerate disposal of the land direct to developers

The current and forecast economic climate deters Development Partners from participating in the scheme (perception that the Eco-town overhead may impact viability)

Project team resources unable to manage existing portfolio of community and demonstrator projects as well as the significant additional work associated with the successful procurement of a development partner

Decline in support for the Eco-town concept from the Whitehill Bordon community leading to the loss of the Referendum

Lack of funds to support project development work until the Development Partner is appointed in 2015.

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8

Contribution to Delivery Board Priorities The Delivery Board should consider the immediate commissioning of:

9

Soft market testing

Discussions to re-confirm Defence Infrastructure Organisation commitment to the Eco-town project, and confirmation of agreement with the Government Property Unit

Development of the Brief for the procurement of a Development Partner

Development of positive communications strategy

Discussions with government agencies to confirm funding for the extended project team up to the appointment of the Development Partner

Resource Implications As detailed in Section 6. The Delivery Board should

10

Give further consideration to the availability and capability of current and future resources to manage and deliver the additional work scope in line with required project timescales, particularly the DP procurement process.

Engage a general practice surveyor or consultant to lead undertake market testing and test project viability

Cost Implications The provision of cost information was not specified within the brief for this report.

It would be possible to provide an estimate of the costs associated with managing the Masterplan development and procurement of a Development Partner upon receipt of further details of the Delivery Boards preferred route forward

11

Conclusion With the impending announcement form the MoD, it is recommended that the Delivery Board approve the recommendations in Sections 2, 8 & 9.

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Appendix 1 Project Plan (Please see separate sheet)

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Appendix 2 Forecast Completion dates for Community & Demonstrator projects Phase 1 - By May 2011 Retrofitting homes LCCC - completed Youth Drop In Project – Youth Worker Appointment – completed. Project programme to be rolled out Transport Smarter Choices study - Completed Transport Evidence Base Development - Completed Transport Rail Feasibility study Grip 2 - Completed Liftshare Amphibian Pond Improvements - Completed Alexandra Park and Jubilee Park Eco improvements - Completed Local sports and recreation facilities strategy Local biomass supply case studies – Exec Summary Complete Retrofitting of Public Buildings including Primary Schools and Library Viking Park – Preferred option stage Energy / feasibility study Water Cycle Study HR – Appropriate Assessment Green Infrastructure Strategy Phase 1 Eco Station complete Draft Economic Development and Employment Strategy produced

Phase 2 - By Nov 2011 Firestation Refurbishment Improved Bus Service Bus Stop Project Draft Economic Development and Employment Strategy and Action being implemented One Planet Living Strategy Bordon Inclosure Boardwalk Allotments Travel Website Town Transport Manager Community WiFi Green network enhancement of existing town First exhibition / event held within Eco station Eco grant roll out started

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Phase 3 - By May 2012 Firestation Exhibition Bordon Working Mens Club subject to appeal Eco Grant roll-out complete Brash Pelletisation Transport Rail Feasibility study Grip 3 Walking and Cycling Study Parking Strategy 2nd Edition – Wildlife of Whitehill

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Agenda item 6b

Whitehill Bordon Opportunity Delivery Board ______________________________________________________________ Date of meeting:

15th June 2011

Title of report:

Procurement of Commercial Advice

Author:

Richard Nelson Ministry of Defence (MoD) Defence Infrastructure Organisation (DIO) formerly Defence Estates

Reference no: WBPD013-2011 ______________________________________________________________ Executive Summary: (Not more than 2 small paragraphs) Following lengthy discussions at the Delivery Board away day in April and the ensuing report from Turner and Townsend it was agreed, as well as advised, that the project seek external advice in order to provide a commercial strategy to support the project team and the project itself.

A series of appointments are scheduled with organisations on the pre consulted government framework in order to achieve this. Having been briefed by appropriate members of the Delivery Board and the project team they will be asked to submit a proposal. Once received, the proposals will be judged and should one be deemed appropriate it will be selected and put in place. This process does not necessarily mean a commercial advisor will be appointed.

Date: 3rd June 2011 Version: 1

Status of Report: Public (Exempt or Public)

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Purpose of report: To update the Delivery Board with actions being taken to procure commercial advice to support and advise the Eco-town project team.

Recommendations requiring Board considerations: The Board will be consulted before any work is commissioned.

Consultation and comments received: Not applicable

Community engagement proposals: Not applicable

1 Background (reason for report) 1.1 To provide the Delivery Board with an update of the ongoing work to procure advice in the shape of a commercial strategy for the Eco-town team.

2 Subject of report / options and considerations 2.1 Following discussions at the Delivery Board away day in April and the ensuing report from Turner and Townsend, I (Richard Nelson) was asked to consult with various organisations, within the pre consulted government framework, asking them to provide the project team with a commercial strategy.

2.2 Various meetings have been scheduled and some have already taken place.

The consultants are briefed on the project and asked to submit a proposal.

The proposals will be judged and then should one be approved it will be selected. This process does not necessarily mean a commercial advisor will be appointed.

2.3 Once an appropriate proposal has been selected it will be brought to the Delivery Board for consideration.

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3 Risk assessment (must include consideration of the environmental, financial, health and safety and equalities impact assessment) 3.1 NA 4 Contributions to Delivery Board Priorities 4.1 The implementation of the correct commercial strategy is important at this stage to ensure the project is delivered well and efficiently.

5 Resource implications 5.1 NA 6 Cost implications 6.1 There is no cost at this point.

7 Conclusion 7.1 The work to find an appropriate commercial strategy is ongoing. A further update to this work will be given at the September Delivery Board.

8 Appendix

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Agenda item 7

Whitehill Bordon Opportunity Delivery Board ________________________________________________________________ Date of meeting:

15th June 2011

Title of report:

Landowners’ update

Author:

Richard Nelson Ministry of Defence (MoD) Defence Infrastructure Organisation (DIO) formerly Defence Estates

Reference no: WBPD014-2011 ________________________________________________________________ Executive Summary:

The adequate availability of land (on suitable terms) is crucial to the successful regeneration of Whitehill Bordon. This report has been produced to update the Delivery Board on the ongoing discussions undertaken by some of the principal landowners affected by the Eco-town, i.e. those likely to be selling their landholdings for development and redevelopment in and around the “Whitehill and Bordon Eco-town boundary”. The principal landowners have discussed a range of issues, including the objectives and role of the Landowners’ Forum. More recent discussions have included the proposed demonstration project outlined by Department of Communities and Local Government (DCLG), a strategy to deliver the development and the need for a Landowners Equalisation Agreement. The Memorandum of Understanding (MoU) has now been signed by the principal landowners.

Date: 23rd May 2011 Version: One

Status of Report: Public

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Purpose of report:

To provide the Delivery Board with an update on the work of the principal landowners to date, and identify further work to be undertaken.

Recommendations requiring Board considerations:

That the Delivery Board notes the work being undertaken.

Consultation and comments received:

Not applicable

Community engagement proposals:

Not applicable

1 Background (reason for report) 1.1 To provide the Delivery Board with an update on the purpose of and the actions of the Landowners’ Forum since the last Delivery Board meeting on 15 March 2011.

2 Subject of report / options and considerations 2.1 The principal landowners, i.e. those likely to be selling their landholdings for development and redevelopment in and around the “Whitehill Bordon Ecotown boundary”, have continued to meet informally since the last Delivery Board meeting on the 15 March 2011.

2.2 The core attendees at these meetings have been: • MoD - Richard Nelson • Hampshire County Council (HCC) - Ian Parker

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• East Hampshire District Council (EHDC) – Chris Fairhead, Jo Barden Hernandez and Nigel Street Other intendees, by invitation have included: • Janet Green representing Annington Property Ltd; • Daphne Gardner the Director of the Eco-town Project; • Chris Youngs representing Whitehill Town Council; • Chris Murray from EHDC Planning Team; • Martin Lloyd – MoD; • Mandar Puranik from EHDC Eco-town project team Other landowners in the vicinity of the Eco-town development will also have the opportunity to attend the formal landowners meetings by invitation.

These include representatives from: • Viking Park Industrial Estate 2.3 Those present at the meetings have discussed a number of issues.

• The creation of a formal Landowners’ Forum • Membership of that Forum • Chairmanship of the Forum • The role and objectives of the Landowners’ Forum • Terms of Reference (ToR) – these are being worked on • Data Collection and information management • Viability work which will need to be done • The need for Land Value Equalisation Agreements • The need for disposal processes and programmes • The need for a strategy to deliver the development • The need for a Development Partner • Funding and resources required • The development of a demonstration project as requested by DCLG. 2.4 Members of the Landowners Group are working together to provide a strategic project plan to build out a demonstration development as requested

by DCLG in order to secure further ‘Eco-town’ funding. This would involve part of the proposed development land coming forward earlier than initially planned. A few sites have been highlighted as possibilities. It is likely the demonstration project will be developed on MoD land. Discussions are ongoing and all those involved are working collaboratively.

2.5 The Delivery Board held a workshop in April in order to start the project planning process. The event was facilitated by Homes and Communities Agency (HCA). Attendees to the event included Board members, members of the project team and other key stakeholders.

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2.6 Discussions are underway between the landowners regarding the procurement of a potential development partner. Several meetings with consultants have been scheduled.

2.7 What we are intending to do going forward • To schedule the first formal meeting of the Landowners Forum.

• Invites to join the forum to other landowners to be issued in advance of the first formal meeting.

• The Delivery Board is considering the potential procurement of a delivery partner. The landowners group is awaiting that advice.

3 Risk assessment (must include consideration of the environmental, financial, health and safety and equalities impact assessment) 3.1 The principal landowners have identified the risk of potential serious financial loss if they cannot agree how to work together to achieve the Eco-town objectives. The Landowners’ Forum will seek to minimise the risk by developing clear terms of reference, a Memorandum of Understanding between partners and land equalisation agreements as appropriate. As mentioned above a Memorandum of Understanding has been signed and is an example of how the Landowners Group are working together to achieve the Eco-town objectives. If the landowners are unable to agree, the delivery of the Eco-town could be at serious risk.

4 Contributions to Delivery Board Priorities 4.1 The availability of land is crucial to the regeneration of Whitehill Bordon. The way that land assets are dealt with are critical to achievement of the Ecotown, and hence the Delivery Board’s objectives.

5 Resource implications 5.1 Resource implications at present involve staff time.

6 Cost implications 6.1 The cost implications of the work identified by landowners will be further investigated and evaluated.

7 Conclusion 7.1 This report identifies work to be undertaken by the Landowners’ Forum which will be crucial to the successful delivery of the Eco-town.

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Agenda item 9

Whitehill Bordon Opportunity Delivery Board ________________________________________________________________ Date of meeting:

15th June 2011

Title of report:

Economic Development and Employment Strategy Consultation

Author:

Wendy Shillam – Project Manager

Reference no:

WBPD016-2011

________________________________________________________________ Executive Summary: A draft Economic Development and Employment Strategy for the Whitehill Bordon Eco-town was published at: www.whitehillbordon.com The purpose of this strategy is to propose a framework for the town’s future economic growth. The strategy sets out the issues the town faces and how the town’s economy could be developed and jobs secured to deliver the employment targets of the draft Framework Masterplan.

An eight week public consultation concluded on the 28th March. Useful feedback and comments were received and the strategy has been updated to respond to the comments. The draft final document is presented. This has been updated in order to respond to comments from the Standing Conference.

1.

2.

3.

4.

Is there a proposed policy to link housing to employment?

Yes 1 job per house. (See draft policies P67) Are we bidding to become an Enterprise Zone?

Yes with the M3 Local Enterprise Partnership. (See LEP P 68) Can we make sure that the housing mix includes a good share of executive homes?

Yes see new paragraph 4.20 Please add the timber pelletisation opportunity.

Done, see new paragraph 3.26

Date: 2nd June 2011 Version: Delivery Board

Status of Report: Public

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The standing conference confirmed the importance of skills and training, setting up a marketing and investment strategy ASAP. This should include an analysis of market requirements. In addition they confirmed that working with local partners was as important as working with external partners. It was also recommended that the business community should be encouraged to network and gain strength from anew business group- potentially born out of the Business Specialist Group.

Purpose of report: This report accompanies a revised Economic Development and Employment Strategy.

Recommendations requiring Board considerations: For endorsement.

Consultation and comments received: Project Director Theme Leads EHDC Finance Standing Conference

Community engagement proposals: Community consultation on this is now closed. This updated strategy will now be recommended to the Delivery Board, with the benefit of comments from this Standing Conference meeting.

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1.

Risk assessment

1.1 This report does not identify any further risk issues.

2.

Contributions to Delivery Board Priorities

2.1 The strategy contributes to the Eco-town priorities for employment and regeneration.

3.

Resource implications

3.1 This work has been funded from the Communities and Local Government funding received March 2010. There is no change to resource implications or requirements.

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Agenda item 10

Whitehill Bordon Opportunity Delivery Board ______________________________________________________________ Date of meeting:

15 June 2011

Title of report:

Outcome of the meetings and revised programme of work of the Specialist Groups

Author:

Chris Youngs

Reference no: WBPD017-2011 ______________________________________________________________ Executive Summary:

All the Specialist Groups have met for the second time and this report provides the outcomes of those meetings and their revised work programmes and the comments received at the Standing Conference on 1 June 2011. In addition a meeting took place on 23 May 2011 of the Chairman/Vice Chairman & Lead Officers and the outcomes/recommendations are included in this report.

Date: 2 June 2011 Version: V2

Status of Report: Public

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Purpose of report: To inform the Delivery Board of the outcomes of the last series of Specialist Group meetings together with their revised work plans and from a meeting of the Chairmen/Vice Chairman/Lead Officers.

Recommendations requiring Board considerations: • •

To make any comments on the actions and revised work plans/priorities of the Specialist Groups and to agree if any changes/additional topics should be included in the work plans To consider the outcomes/recommendations of the meeting of the Chairman/Vice Chairman & Lead Officers that took place on 23 May 2011

Consultation and comments received: Comments received from the Standing Conference and the Chairmen/Vice Chairmen/Lead Officers of Specialist Groups Community engagement proposals: These proposals have come from the community as all Specialist Groups are open to any member of the community to participate.

1 Background 1.1 This report provides the Board with the outcomes of the second set of meetings of the Specialist Groups and requires that the Board considers the outcomes and revised work plans. In addition a meeting took place of Chairman/Vice Chairman and Lead officers of the groups and the outcomes are included in this report.

2 Outcomes of the Specialist Groups 2.1

The membership, attendances and dates of arranged meetings so far are shown below.

Community Facilities & Amenities

Current Membership Attendance

Infrastructure Sustainable Economic Housing & Transport Environment Development

45

55

63

65

55

26

40

30

28

25

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at 1st meetings Attendances 17 at 2nd meetings Dates of Tuesdays at meetings 7pm 5 July,1 November, 24 January 2012

15

17

9

21

All meetings at 2pm 7 July Further day & dates to be determined

Tuesdays at 7pm 12 July, 11 October, 17 January 2012

Tuesdays at 4pm 19 July, 18 October, 31 January 2012

Thursdays at 7pm 14 July, 27 October, 9 February 2012

2.1.1

The summary of actions, the action notes and the revised Work Plans/priorities of the five groups are shown in Appendices A - F.

2.1.2

At the meeting of the Chairman/Vice Chairman and Lead Officers 0n 23 May 2011, the following is a summary of the suggestions that were made: a) Would like to see the Standing Conference format modified and the structure could include two sections a) the normal business that needs to be undertaken and b) a workshop style discussion/and or break out sessions on topics of interest e.g. cross cutting issues/conflicts between specialist groups or connections/links between the groups or a theme. It was also suggested that here should be a pre scrutiny and post scrutiny of the Standing Conference; b) Would like to draw attention to the excellent work of Susanne Frost of Hampshire County Council on cross cutting issues that are contained in the Environment Sustainable Action notes appended to this report; c) There was a discussion on the operation of the specialist groups and the Chairman/Vice Chairman and Lead Officers will review the membership to try to broaden the scope of representation. This will help in preparation for any MoD decision and that the Eco Coordinator should contact all the current members to identify why they do not attend; d) Shipwrights Way. There were concerns on the proposed route as it is going through Special Protection Areas and this is in conflict with Eco principles. It is suggested that alternative routes need to be re-evaluated, the evidence should be reviewed that justifies potential routes and the route must be linked it to the Habitats Regulation Assessment and have an Environmental Impact Assessment, as well as waiting for more certainty of the position on the MoD on the development of the Town; and

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e) It was agreed that future meetings be held of this group.

This was discussed at the Standing Conference and the members of the Conference supported the above comments, recognised that numbers attending Specialist Groups had diminished, that joint meetings were desirable to deal with cross cutting issues and that the format of future Standing Conferences should include workshops.

2.1.3

The Standing Conference considered the Specialist Groups action notes on 1 June 2011 and members raised the following points:

Sustainable Environment Use of existing country ways Concern at impact of housing near Shortheath Common (around Bordon Oakhanger Sports Club) Protect areas that are not currently protected (Viking Park) (position new station to the east side Hogmoor Inclosure rather than the west side) Have a strong Eco-town branding similar to the South Downs National park Actively engage schools/businesses regarding fly tipping Need to identify more specific resources to support work plan Economic Development Green business park should be a higher priority Work on gateway feature – Town Partnership happy to be involved Housing Retrofitting housing numbers are quite small, needs to be promoted and communicated better e.g. door to door promotion Commercial sponsorship of retrofitting Focus on financial benefit of retrofitting as well as environmental benefits Nothing in work plan regarding biodiversity by design Housing stock and housing balance needs to be addressed Prevent building in gardens Infrastructure, Education & Transport Written response required to John IIlett’s letter Urge Delivery Board to raise the profile of Education, both pre and post 16 Costs of rail link seem very high Need for rail link to support 5,300 houses WiFi development required in work plan Green vehicular provision Community Facilities & Amenities Will the Primary Care Trust provide resources for the Health needs survey and future services at Chase Hospital

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3 Risk assessment 3.1

This demonstrates that the priorities are being developed by the community

4 Contributions to Delivery Board Priorities 4.1 The main contribution is to successfully regenerate Whitehill Bordon with engagement and involvement of the community.

5 Resource implications 5.1 These are included in the work plans 6 Cost implications 6.1 These are yet to be worked up 7 Conclusion 7.1 This is the start of the process of the Specialist Groups working through the priorities. The Groups are all very different in the way they work and involvement varies from group to group according to the topics that are being dealt with. It is considered valuable to arrange occasional meetings between Chairman/Vice Chairman and Lead Officers to share experiences in order to ensure the community is engaged in this programme and that the Specialist Groups are effective.

8 Appendix A – Summary of Action notes from all 5 Specialist Groups B - F – Action Notes and revised Work Plan of all 5 Specialist Groups

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APPENDIX A SUMMARY OF SPECIALIST GROUPS ACTION POINTS Sustainable Environment Specialist Group It was agreed that all members of this group should receive a copy of the Green Infrastructure presentation. Action: Chris Youngs It was agreed that an additional meeting should be arranged in June to discuss the Project ideas/design of SANG for Hogmoor Inclosure and this should take place after the HRA and the GIS were finalised. Action: Chris Youngs Economic Development Specialist Group Action agreed: To develop a pilot project for a Learning & Skills facility, identify partners/target groups and Derek Seale agreed to take this to next week’s meeting of the Town Partnership.

Action agreed: That the previous work on gateway features (Madeline Allinson) should be dusted off and revisited. The previous proposal failed because of lack of funding.

Action agreed: To run a workshop to develop economic development best practice Housing Specialist Group Retrofitting Action: The Specialist Group agreed that the Eco-town team should prepare a plan for retrofitting existing homes that will give some direction for the early aspirations and ongoing benefits, but that there was a need to explore financial options and improve the promotion of the scheme.

Housing Standards Actions: a) That Housing Standards will be a topic for discussion at the next meeting. b) That housing policies, maintenance and management issues should be a topic for discussion at a future meeting but this should include: operation/technical issues (Paul Ciniglio offered to provide advice, based on his experience at Radian, to a future meeting on the acceptability to tenants of the available technologies with regard to water and power consumption and recycling) ensuring that residents views are gained and that housing

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tenants to attend these meetings. In addition there needs a wider debate on the subject including where houses are going because of the sensitivity of the wildlife of some adjoining sites like Hogmoor Inclosure and the land at BOSC. Actions: The group agrees that a neighbourhood quality charter would be a useful piece of work to contribute positively to setting higher standards for new homes and neighbourhoods in Whitehill Bordon. It was also suggested that a visit to some good examples as well as to poorer designed areas should take place.

Action: Sarah Allan to bring more information on the Exhibition House to the next meeting with the model.

Infrastructure, Education & Transport Specialist Group None.

Community Facilities & Amenities Specialist Chase Hospital and health needs Action: Chris Youngs emails the presentation to every member of the group Action: Chris Youngs emails information on the consultation to all members of this group and all town councillors.

Action: Mandar Puranik to update the work plan with the revised date of considering the outputs of the PCT consultation.

Action: A presentation on the Sports Strategy and Green Infrastructure Strategy to take place at the next meeting.

Action: Rob Allerston and Lindsay Kelly together with representatives from the Phoenix Theatre’s audience would form the basis of the Arts Strategy group. Rob Allerston would be the contact person for this group.

Action: Adam Carew would be the contact person for the Heritage Strategy Group and Stephen Miles would join the group. Other members would include representatives of the Woolmer Forest Heritage Society.

Action: Chris Youngs to email the members of the Specialist Group to see if they would be interested in joining any of the two groups.

Action: A presentation recently made by young people to the Youth Umbrella Group should be given to a future meeting of this Specialist Group.

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Action: That young people are involved in every project of this Specialist Group.

Action: One group of the Hampshire County Council project ‘Engaging Young People in conversation', to give details to a future meeting of this group.

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APPENDIX B Sustainable Environment Specialist Group meeting Tuesday 5 April 2011 ACTION NOTES Present: 17 People 1.

Feedback on the Standing Conference and Delivery Board

This was given by Bill Wain and Susanne Frost.

2.

Whitehill Bordon Green Infrastructure Strategy (GIS).

Nigel and Sarah from HALCROW gave a presentation on the development of the Green Infrastructure Strategy (GIS).

It was agreed that all members of this group should receive a copy of the presentation. Action: Chris Youngs Issues raised included: the increase in housing near Shortheath Common and the impact on it; The link to the District GIS and a coherent approach to both strategies; needs to be used as a planning document; needs to protect areas that are not currently protected; need to add Site of Importance for Nature Conservation (SINC) of Viking Park and end of railway line; area around Bordon Oakhanger Sports Club (BOSC) needs protection rather than having housing; design and management, conflicts of protected land and uses outlined in the masterplan and concern of places for mini motor bikes etc.

3.

Sustainable Environment Work Plan and Cross-cutting issues and links with other Specialist Groups, together with suggestions when topics should be discussed.

Susanne Frost gave a presentation and suggestions on this topic.

The cross cutting topics were identified under the 5 themes as follows for each of the specialist Groups: Specialist Group Work Plan theme Housing Protecting & Enhancing Biodiversity

Topic Design of houses (e.g. green roofs, light dimming technologies), wildlife gardens etc, caveats on owners (e.g. pet ownership?)

Incorporation of water efficiency

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Water Efficiency

measures, encouraging retrofitting Incorporation of Energy Efficiency measures, encouraging retrofitting

Energy Efficiency Economic Development

Food

Eco-town branding (South Downs?)

Water Efficiency

Jobs relating to green technologies (including retrofitting of these) Jobs relating to green technologies (including retrofitting of these)

Energy Efficiency Community Facilities & Amenities

Infrastructure Education & Transport

Protecting & Enhancing Biodiversity

Design and location of open spaces and recreational facilities (e.g. BOSC work area)

Monitoring Recreational pressure

Monitoring how other facilities in Whitehill Bordon are used

Fly Tipping

Ensuring we provide facilities people will use

Food

Allotment provision, community planting?

Water Efficiency

Water efficient buildings

Energy Efficiency

making these ‘green’ – e.g. electricity powered by visitors in gym

Protecting & Enhancing Biodiversity

Locations and design of transport corridors, Transport Strategy.

Managing recreation

Walking and Cycling Strategy – work area to look at promoting access to ‘appropriate land’ Education work to encourage appropriate choices

Monitoring recreational pressure

How people spend their leisure time and drivers for choices

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Sustainable Environment

Fly tipping

Educational work

Food

Learning about food production, growing your own?

Water efficiency

Education about water efficiency

Energy efficiency

Education about energy efficiency

Food

Work area on Protecting and Enhancing Biodiversity.

Water Efficiency

Energy Efficiency project

Energy Efficiency

Water efficiency project

Susanne also highlighted the importance of education Issues raised by members included; design of houses (Biodiversity by design); design of play areas; design of transport; design options for Natural green spaces and visitor management for European designated sites; include equestrian community; working with schools and study areas; people’ views/desires for Suitable Alternative Natural Green Space (SANGS) their location and design; where should housing go with relationship to designated sites; dealing with waste and recycling; mineral extraction; use of pesticides and food production; permaculture approach; allotments should not compromise biodiversity; water supply and affects on habitats; invite supermarket representatives to this group regarding food; incredible edible programme and need to discuss Habitats Regulation Assessment (HRA) before October.

4.

Project ideas/design of SANG for Hogmoor Inclosure/Theme Lead report

Concern was expressed that there was not time in the four meetings to cover all the areas in the agenda and particularly there was not time to discuss the design of the SANG for the Hogmoor Inclosure It was agreed that an additional meeting should be arranged in June to discuss this and this should take place after the HRA and the GIS were finalised.

Action: Chris Youngs 5.

Dates of meetings 12 July, 11 October and 17 January 2011

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SUSTAINABLE ENVIRONMENT WORK PLAN / PRIORITIES Theme/Work Area Theme: Green Infrastructure & Biodiversity Work Area: Protecting and enhancing biodiversity Crucial in securing a net gain in biodiversity. Design options for spaces to be considered and discussed through Specialist Group Members

Programmed date Discuss initial findings from Green Infrastructure Strategy – April SG Meeting Explore design options on Hogmoor Inclosure – April SG Meeting

Priority / Stage needed HIGH

Supporting Resources Study/Strategy Green Funding Infrastructure available to Strategy complete GI Strategy, but Needed to Habitats further resources support the Regulations with be needed revision of the Assessment to bring in draft masterplan external Wildlife of expertise or Whitehill provide opportunity for study trip

Discuss completed Green Infrastructure Strategy – July SG Meeting

Approx extra costs £1k to March 2012

Set up working group to prepare design implementation plan to deliver a net gain in biodiversity on all sites – July SG Meeting

Theme: Waste and Minerals Work Area: Fly-tipping The issue of dumping waste materials on or near sensitive environmental sites is a key issue.

Mainly arising from contractors waste on nearby building sites or refurb works

Present design implementation plan – October SG Meeting Discuss ways of promoting recycling activities in Whitehill Bordon at the domestic and commercial scale – Oct SG Meeting Develop a project to address issues, including

HIGH Can be developed now as a project to promote more appropriate ways of dealing with fly-tipping issues

Green Infrastructure Strategy

No funding allocated at present

Habitats Regulations Assessment

Approx £10k to March 2012 Resources to fund a fly-tipping prevention and education project

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education, prevention and prosecution – Oct SG Meeting Theme: Green Infrastructure & Biodiversity Work Area: Recreational pressure and future usage

Establishment of a monitoring programme to enable ongoing assessment of how use of existing green spaces changes with future development

Work to be triggered on confirmation of MoD’s departure.

HIGH/MEDIUM Needed to support the revision of the draft masterplan

Draft monitoring programme to be presented to group – October SG Meeting

Green Infrastructure Strategy Habitats Regulations Assessment Sports and Recreation Strategy Walking and Cycling Strategy

HIGH/MEDIUM

Theme: Green Infrastructure & Biodiversity Work Area: Suitable Alternative Natural Green space (SANG) location and design. Including visitor management on European Protected Sites Part of continuing work to determine the SANG requirements in relation to housing numbers, densities. Important to explore SANG design and functions

Explore design options on Hogmoor Inclosure – April SG Meeting

Needed to support the revision of the draft masterplan

Green Infrastructure Strategy Habitats Regulations Assessment

To be supported by the next phase of the Habitats Regulations Assessment

SANG implementation plan to be discussed – October SG Meeting

Funding available as part of work to establish monitoring framework Ongoing funding will be required to support planning process monitoring and surveys – Approx £100k to March 2012 Funding available to complete first phase of this work through the current Green Infrastructure and Habitats Regulations Project Further funding required to complete the implementation plan and deliver early demonstration projects Approx £100k to March 2012 NB: LIFE+ funding from Europe could provide support.

Currently being

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explored, deadline July 2011.

Theme: Low Carbon Living Work Area: Food Promotion of Higher Level Stewardship (HLS) schemes to minimise food miles. Resulting in a lower carbon footprint for the town.

Allotments are an important feature of promoting local food production, health and well-being

Theme: Water Work Area: Water efficiency Retrofitting of water efficiency and conservation measures in existing town to reduce water demand and promote the principle of water neutrality

Invite someone from (HLS) to speak at Specialist Group – July SG Meeting Building on existing allotment project. Further exploration of allotment provision within the draft masterplan – Oct SG Meeting Prepare outline of water efficiency project, combined with further retrofitting of energy efficiency measures – Paper to July SG Meeting, suggest working group

MEDIUM Needed during consultation and further phases of demonstration projects

One Planet Living Strategy Green Infrastructure Strategy

Funding required to support HLS workshop and wider discussion about promoting more sustainable food chain (including further allotment or ‘grow your own’ projects) Approx £50k

MEDIUM

Needed during consultation and further phases of demonstration projects

One Planet Living Strategy

Water Cycle Study

Environmental Sustainability Theme Lead and Housing Retrofit Officer to prepare project plan

Energy Feasibility Study Funding required

(Awaiting outcome of Water Cycle Study and Energy Feasibility Study)

Theme: Energy - cross cutting issue, linked to other Specialist Groups

Explore further incentives and programmes for retrofitting tailored Work Area: Energy efficiency and to Specialist Group priorities –Session tackling fuel poverty on achievements Additional retrofitting of energy so far and future opportunities – Jan efficiency measures in existing town to reduce energy demand and SG Meeting lower energy bills.

MEDIUM Needed to follow on from current LCCC and retrofitting projects

One Planet Living Strategy Energy Feasibility Strategy Funding Strategy Communication

Approx £50k to initiate project, but expect to seek external funding to enlarge the project Environmental Sustainability Theme Lead and Housing Retrofit Officer

Funding requirement to be confirmed inline with

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Including: Installation of energy efficiency measures to address fuel poverty – ongoing

and Engagement Strategy

current LCCC and retrofitting projects. Also needs to be linked to the development of a water efficiency project

One Planet Living Strategy

Community Development Worker

Set up monitoring regime to assess the impact of rising fuel costs on existing community – Jan SG Meeting Theme: All aspects of Sustainable Environment – cross cutting with other Specialist Groups Work area: Education programmes and community engagement

Form cross cutting working group (to be discussed between Specialist Group Chairs and Vice Chairs) - tbc

Suggested initiatives: 1. Green Champions 2. Countryside Watch 3. Pride in our town 4. Arson Awareness and Prevention 5. Responsible Recreation 6. Conservation Volunteering 7. Sustainable Living Campaign 8. Healthy Living 9. Sustainable Transport

MEDIUM Needed to support ongoing community engagement to promote sustainable living and help protect sensitive areas Linked with neighbourhood level consultation

Walking and Cycling Strategy Transport Strategy Green Infrastructure Strategy Sports and Recreation Strategy Funding Strategy Communication and Engagement Strategy

Communications Manager Local Authorities Local Community and Environmental Groups/Trusts Make full use of local community facilities and Eco-station Funding required to be discussed with other Specialist Group Chairs and Vice Chairs

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APPENDIX C Economic Development Specialist Group meeting Thursday 11 April 2011 ACTION NOTES Present: 9 People 1.

Feedback

a) Standing Conference – Members that attended agreed that it was a poorly organised meeting and hopefully things will improve for the next one. b) Delivery Board – As Cllr Andrew Joy had given his apologies to this meeting, a written report from him was distributed which included the progression with the work plans.

2.

Work Plan

A discussion took place on the work plan and members suggested that greater certainty of MoD withdrawal was needed. With Malcolm Perrins leaving there was a disappointment that the Eco grants scheme would be delayed. However Malcolm reported that Bruce Collinson his colleague would lead on the project.

Malcolm gave information that the Enterprise M3 Local Enterprise Partnership had been launched and there is a bid that Whitehill Bordon becomes an enterprise zone and this could be very exciting for the area.

A discussion took place on the feasibility study for a Skills Centre/Early regeneration – High visibility gateway on A325/Develop Best practice.

Action agreed: To develop a pilot project for a Learning & Skills facility, identify partners/target groups and Derek Seale agreed to take this to next week’s meeting of the Town Partnership.

Action agreed: That the previous work on gateway features (Madeline Allinson) should be dusted off and revisited. The previous proposal failed because of lack of funding.

Action agreed: To run a workshop to develop economic development best practice Following a discussion on inward investment, it was thought that first it is necessary to understand and define what the Eco town is looking for.

Malcolm Perrins sugested that it was important to be involved with the Enterprise M3 Local Enterprise Partnership.

The best contact for M3 Enterprise LEP for those who want to get involved either at Board level or on one of the implementation groups is:

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Natalie.Wigman@basingstoke.gov.uk Background on the LEP is at: http://www.basingstoke.gov.uk/browse/business/business-support-andadvice/lep.htm 3.

Next Standing Conference

Chris Youngs believed the next date will be 1 June (to be confirmed). The three nominees from this group should be informed of the date.

4.

Dates of meetings

Tuesday 19 July 2011, Tuesday 18 October 2011 and Tuesday 31 January 2012

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ECONOMIC DEVELOPMENT SPECIALIST GROUP WORK PLAN/PRIORITIES 2011/12 Work Area

Timeline Action Lead

Programmed date

Priority/stage Resources needed

Shortterm Short term

Specialist Group Specialist Group

April meeting

High

Summer 2011

Medium

Shortterm

WB Team

Medium

Within Ecotown resources

Feasibility for Skills Centre and promote apprenticeship schemes

Shortterm

External consultants

High

Encourage Working from home

Mid term

WB Team

Early regeneration – High visibility gateways on A325

Mid term

Specialist Group

Report to specialist group Autumn 2011 Report to specialist group Summer and Autumn 2011 Topic for Autumn Meeting To be discussed Summer 2011

Plan for re-use of redundant buildings

Mid term

WB Team

Winter 2011

Plan Green Business Parks

Longer term

WB Team

Spring 2012

Promote a Public Sector Centre

Longer term

WB Team

Summer 2012

Developing green transport

Longer term

WB Team

Autumn 2012

Medium – Core Strategy Submission Medium – Core Strategy Submission Medium – Core Strategy Submission Medium – Core Strategy Submission

Joint funding – possible EHDC contribution Within Ecotown resources Northern gateway at Firestation – non identified at southern gateway Within Ecotown resources Within Ecotown resources Within Ecotown resources Within Ecotown resources

Post MoD Announcement Maximizing the legacy

Short-

WB Team

Post MoD

High

Within Eco-

Priorities for Specialist Group Meetings 2011/12 Form Working parties to develop priorities Define 5/6 products for a marketing campaign and hold a Unique Selling Point workshop Research potential needs of inward investors

Medium – Core Strategy Submission High

Not required Non identified

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from military training

term

Create a Centre for Alternative Technology Specific sector work e.g. Eco-tourism, sustainable construction, value added food Encouraging social enterprise

Longer term Longer term

Specialist Group WB Team

tbd – will require a site tbd

Longer term

Specialist Group

Tba – will require sites and funding

Shortterm

Community Ongoing Engagement/ Youth dropin Specialist Ongoing Group WB Team Ongoing

Ongoing Issues Engage with young people

Develop Best practice?

Shortterm Identify ShortConcessions/incentives term for business supporting Local Businesses

announcement Medium/High Dependant upon sector needs

town resources Non identified Within Ecotown resources

Medium/High

Non identified

Medium/High

What is required?

Medium/High

Non identified Non identified

Medium/High

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APPENDIX D Housing Specialist Group meeting Tuesday 14 April 2011 ACTION NOTES Present: 21 People 1. The Chairman Stephen Miles welcomed everybody to the meeting and introductions were made 2. Feedback a. Yvonne Kilburn gave feedback from the 2 March 2011 Standing Conference, that the group needed to consider the cross cutting issues and still needed to exactly to understand our role. b. Kevin Bourner gave feedback from the 15 March 2011 meeting of the Delivery Board including the standardisation of the work plans for each of the Specialist Groups c. Yvonne Kilburn who attended the sustainable design workshop said it was an excellent day and much was learnt.

3. Matters arising from 15 February 2011 meeting Clarification was given on the automatic election of Kevin Bourner as Vice Chairman.

There had been only 2 nominees to the Delivery Board from this group, when there can be up to 3.

Action: it was agreed that Richard Stone becomes the third nominee.

4. Discussion on work plan & priorities Sarah Allan introduced the priorities and work plan and these were discussed.

Retrofitting Action: The Specialist Group agreed that the Eco-town team should prepare a plan for retrofitting existing homes that will give some direction for the early aspirations and ongoing benefits, but that there was a need to explore financial options and improve the promotion of the scheme.

Neighbourhood Quality Charter Sarah Allan introduced the concept which will be discussed under the next item Housing Standards Actions: c) That Housing Standards will be a topic for discussion at the next meeting. d) That housing policies, maintenance and management issues should be a topic for discussion at a future meeting but this should include:

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operation/technical issues (Paul Ciniglio offered to provide advice, based on his experience at Radian, to a future meeting on the acceptability to tenants of the available technologies with regard to water and power consumption and recycling) ensuring that residents views are gained and that housing tenants to attend these meetings. In addition there needs a wider debate on the subject including where houses are going because of the sensitivity of the wildlife of some adjoining sites like Hogmoor Inclosure and the land at BOSC. 5. Discussion on development of Neighbourhood Quality Charter Sarah Allan gave a presentation on the introduction of this topic.

Actions: The group agrees that a neighbourhood quality charter would be a useful piece of work to contribute positively to setting higher standards for new homes and neighbourhoods in Whitehill Bordon. It was also suggested that a visit to some good examples as well as to poorer designed areas should take place.

6. Project Update by Sarah Allan Sarah Allan gave an update on the Eco Station, Exhibition House and 4 Houses competition.

Action: Sarah to bring more information on the Exhibition House to the next meeting with the model.

7. Update on changes to Nationals Housing policies Kevin Bourner said there were many changes and there was too much for this meeting but he confirmed that National Planning framework had changed and the Communities and Local Government planning policy statements on the Eco town had been abolished and there were no longer a minimum number of houses required to be an Eco-town. Kevin Bourner indicated that there was now flexibility for local determination but clearly there are commercial constraints and the consideration of the viability of the development.

8. AOB Bill Wain as Chairman of the Environmental Sustainability Specialist Group outlined to members that at their last meeting cross cutting issues were looked at and that the Chairman, Vice Chairman and Lead Officers should meet to discuss these and report back to each group. There was also the possibility of joint meetings.

Chris Youngs reminded members to complete the training/involvement form and to send it to him.

9. Dates of meetings 14 July, 27 October and 9 February 2012

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HOUSING WORK PLAN AND PRIORITIES Work area Retrofit strategy Retrofitting existing homes is a key contributor towards the Whitehill Bordon Eco-town carbon reduction targets as well as national targets of 80% reductions in CO2 emissions by 2050. In order to work towards majority of properties in the town being retrofitted, need to develop a clear plan, actions and timetable for how this will be achieved Actions • Summary of lessons from LCCC programme • Ongoing feedback from insulation programme • Set up retrofit network (working with residents who have had loans/ insulation installation) and agree monitoring strategy • Medium to long term retrofit plan for homes and neighbourhoods • Financial models and link to One Planet Living strategy Neighbourhood quality charter Influencing the quality of current and future housing proposals by developing a shared set of principles developed with the community, EHDC and other key local stakeholders

Programmed date Outline proposal for SG agreement: April 2011

Priority / Stage needed Proposal agreed

Draft strategy – June 2011

In preparation

Resources EHDC inhouse

Final strategy – October 2011

June 2011

25 May 2011

Outline proposal for SG agreement: April 2011

Proposal agreed

Initially, EHDC inhouse

Review existing neighbourhoods (SG activity) – May to Aug 2011 First draft charter discussion at Oct SG Engage wider community in

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Charter actions Nov ’11 Final charter – Feb 2012 Actions • Develop brief and programme of activities including proposal for engaging communities

May 2011

Brief in preparation Pilot activity 24/5/11

Housing standards Agree the appropriate standards for new housing in line with the aspirations for new development reaching very high eco standards Actions • Presentation at June Specialist Group • Link with Charter Meeting local needs Ensure future housing proposals meet the needs of existing residents as well as new communities Actions • Encourage residents from different neighbourhoods to attend housing SG meeting • Involve in charter activities (see charter brief) • Future presentation on housing maintenance and management issues.

June 2011

CROSS-CUTTING ISSUES Housing numbers SANGs Parking Dog-walkers

Environmental sustainability SG Transport SG Environmental sustainability SG

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APPENDIX E Infrastructure, Education & Transport Specialist Group meeting Thursday 21 April 2011 ACTION NOTES Present: 15 People 5.

Introductions Cllr Philip Drury welcomed everybody to the meeting and introductions were made.

6.

Feedback c) Standing Conference 2 March 2011 – No nominees were present to give any feedback. d) Delivery Board 15 March 2011 – As Cllr Mel Kendal had given his apologies to this meeting; Ian Parker gave an update.

7.

Rail Study Presentation A presentation was given on the rail study. The rail study has found that a rail link from Whitehill Bordon to Bentley with a through service to London Waterloo warrants further investigation. The next stage of the study will be to Network Rail’s GRIP 3 level (Guide to Railway Investment Projects) and will be funded by the Department for Communities and Local Government. Having ruled out all other options, this work will concentrate on the Whitehill Bordon to Bentley heavy rail route and will examine the following areas in further detail: Business Case development and refinement/ design and costing/railway operational impacts/environmental appraisal; and potentially relevant sources of funding and affordability.

A variety of questions were answered. Some written questions had been submitted by John Ilett (who had given his apologies for the meeting). A brief response was verbally given and it was confirmed that a written response will be given in due course which will be circulated to all members of this group.

8.

Walking & Cycling Study brief and Parking Strategy study brief Information on the study brief was given and a variety of questions were responded to.

9.

Emerging Transport Strategy Information was given that work was progressing to influence the development of the core strategy. It was recognised that updates are required and the document will evolve as it is a live document through the Ec- town development.

Questions were raised on the early wins bus service which was awaiting approval from Hampshire County Council.

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10.

Transport Evidence Base An update was given that the work will be completed in May and this will feed into the Habitats Regulation Assessment and is looking at scenarios from 1700 to 5,300 new properties.

11.

Date of next meeting Thursday 7 July 2011 at 2pm.

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INFRASTRUCTURE EDUCATION & TRANSPORT WORK PLAN / PRIORITIES Transport Work Work Area Walking and Cycling Strategy (to include promoting access to appropriate land)

Provide Overall Strategy for future improvements, consider feasibility and constraints, and a prioritised implementation plan Parking Strategy

Strategy to consider future provision for car parking at home, work and in the new town centre. To consider parking numbers, location and nature of provision Emerging Transport Strategy

Transport Strategy to be revised to take account of progress, and work done on Rail Study and Transport Evidence Base Freight Strategy Strategy to manage heavy traffic both through the town but also to serve the new town centre and commercial uses. Strategy to also consider management of construction traffic Traffic Management Strategy (to include a mitigation strategy for heavy traffic)

To consider what mitigation measures and interventions may be necessary to discourage inappropriate use of local roads – Build on results of Transport

Programmed date Draft Brief for SG Agreement - May 2011

Priority / Stage needed Medium Planning Application

Draft Completed – October 2011 Final Report – December 2011 Draft Brief for SG Agreement - May 2011

Medium Planning Application

Draft Completed – October 2011 Final Report – December 2011 Draft revised version of ETS for SG consideration May 2011 Approved Revision Strategy – September 2011 Draft Brief for SG Agreement September 2011

Study timescales dependant on funding Initial work undertaken for end May 2011 Further identified work brief prepared for SG approval September 2011

High

Resources External Consultant - Funding Available from Yr 1

External Consultant - Funding Available from Yr 1

Internal HCC Resources

Core Strategy Submission

Medium Planning Application

High / Medium Some elements may be required for Core Strategy

No Resources currently identified

Partial funding available from Yr 1

Study timescales

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Evidence Base.

Sub-Regional Bus Links To develop detail of future bus linkages set out in HCC Subregional Bus Strategy A325 / IRR / Urban Design To provide the Urban Design concepts for the A325 and IRR corridors, to consider design codes, key requirements and provide feasibility design Smarter Choices / PJP To develop an implementation plan for the Smarter Choices initiatives Monitoring Strategy To provide a Strategy for monitoring future travel behaviour, demand and impact of the Eco-town, to include hard and soft monitoring measures

dependant on funding Proposed approach for SG consideration December 2011 Draft Brief for SG Consideration December 2011 Study timescales dependant on funding Proposals for SG consideration March 2012 Proposals for SG consideration March 2012

Medium Planning Application Low Planning Application

Low Planning Application Medium

No Resources currently identified

No Resources currently identified

No Resources currently identified Internal HCC Resources

Planning Application

Education work Work Area Proposal for school sites –to include the need to have a 0-19 strategy

Programmed date Autumn 2011

Resources Internal HCC Resources

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APPENDIX F Community Facilities & Amenities Specialist Group meeting Tuesday 10 May 2011 ACTION NOTES Present: 17 People 1.

Welcome by Chairman Chris Youngs informed the meeting that the Chairman could not attend at the beginning of the meeting but was hoping to make it later and the Vice Chairman also gave his apologies. Consequently Yvonne Kilburn agreed to chair the meeting.

2.

Feedback a) Standing Conference – As none of the nominees to the Conference were at this meeting. Yvonne Kilburn gave some feedback as she had attended on behalf of another specialist group. b) Delivery Board – Chris Youngs informed the meeting of the Delivery Boards comments on the outcomes of the first meeting of the Specialist Groups.

The notes of the meeting can be found on the Eco-town web pages.

3.

Work Plan

a) A presentation was given by Gill Harrison and Elizabeth Harris of the Primary Care Trust (PCT) on the Chase Hospital and health needs which included imminent community consultation.

Issues raised included: the hospitals that residents will be able to go to; the timescale of the consultation; how do GPs communicate with the consortium; local services v specialist services with regard to transport difficulties; prevention agenda; could there be a minor injuries clinic at the hospital; links/partnerships with the community; what does the Chase Hospital offer; will the public be informed on the result of the consultation and Chase Children’s Centre suggested for a drop-in session with information at the surgeries.

Action: Chris Youngs emails the presentation to every member of the group Action: Chris Youngs emails information on the consultation to all members of this group and all town councillors.

Action: Mandar Puranik to update the work plan with the revised date of considering the outputs of the PCT consultation. b) Update on Sports Strategy/Action Plan – Mike O’Mahony gave an update on the development of the work but said there were outstanding issues to resolve and the work should be integrated with the Green Infrastructure Study. There was a shortfall in playing pitches which could be provided in the short term by use of private land (MoD’s), but that short-term provision should not compromise long-term solutions.

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Action: A presentation on the Sports Strategy and Green Infrastructure Strategy to take place at the next meeting. c) Development of Arts Strategy/Action Plan & Heritage Strategy/Action Plan A discussion took place on both topics and on both it was agreed that working groups need to be convened to assess the resources needed for the projects so a report can go to the Delivery Board and this could take 6 months. But also there could be discussion between each group to ensure there is no overlap/and to ensure consistency etc.

Action: Rob Allerston and Lindsay Kelly together with representatives from the Phoenix Theatre’s audience would form the basis of the Arts Strategy group.

Rob Allerston would be the contact person for this group.

Action: Adam Carew would be the contact person for the Heritage Strategy Group and Stephen Miles would join the group. Other members would include representatives of the Woolmer Forest Heritage Society.

Action: Chris Youngs to email the members of the Specialist Group to see if they would be interested in joining any of the two groups. d) Engagement with young people – Discussion took place and the following actions were agreed.

Action: A presentation recently made by young people to the Youth Umbrella Group should be given to a future meeting of this Specialist Group.

Action: That young people are involved in every project of this Specialist Group.

Action: One group of the Hampshire County Council project ‘Engaging Young People in conversation', to give details to a future meeting of this group. e) Development of Green Infrastructure Strategy – deferred to next meeting with the Sports Strategy.

4.

Nominations to Standing Conference Due to the resignation of Ian Georgii it was agreed that Lindsay Kelly becomes the third nominee and that Maureen Comber becomes a substitute.

5.

Dates of meetings - Tuesday 5 July 2011, Tuesday 1 November 2011 and Tuesday 24 January 2012. All at 7pm

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COMMUNITY FACILITIES & AMENITIES SPECIALIST GROUP WORK PLAN & PRIORITIES Work Area and Actions

Programmed date

Future of the Chase Community Hospital and Health needs survey for Whitehill Bordon- developing the action plan.

Priority

Resources

High

Presentation by Gill Harrison and Elizabeth Harris of the Primary Care Trust (PCT)

10th May 11

Review the action plan- recommendations in response to the health needs survey findings.

Sports and playing pitches Strategy – developing the action plan.

01st November 11

Update

10th May 11

Presentation by the consultants on the findings report on the playing pitch strategy. (This presentation will be coordinated with the Green Infrastructure work to be presented at the same meeting) Heritage and Arts Strategy / Action Plan

5th July 11

NHS

High Some elements may be required for the Core Strategy.

Community Services, EHDC

High

Set up a group who will lead on the preparation of the strategy and identify resources.

10th May 11

HCC/ EHDC

Discuss the proposals for the Heritage Exhibition at the Fire Station

5th July 11

Heritage Society

Present the initial review about the Heritage and Arts Strategy and action priorities based on the MoD decision.

Emergency Services- police, fire brigade Discuss with the emergency services authorities to establish their emerging plans, proposals and provision for Whitehill Bordon.

Report the findings back to the Specialist Group.

Coordinating Community Facilities and Amenities with the Green Infrastructure Strategy (Interconnected bridleways/ footpaths/ cycle ways/ open spaces/ motor sports areas. )

01st November 11 Medium

No Resources currently identified

01st November 11 Medium

5th July 11

Provide feedback – meeting notes from the

Additional resources will be required.

Sustainable Environment Specialist Group.

Bruce

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Sustainable Environment Specialist Group Meeting or presentation on the Green Infrastructure study Involving Young People in the future of community facilities and amenities.

Collinson / Bill Wain

Existing and proposed community facilities – identifying any issues, upgrading needs, shared use, grouping and accessibility.

Considering accessibility, inclusive access and involving faith groups in the future of community facilities and amenities.

All meetings

Medium

Various organisations

Study timescales dependant on funding All meetings

Medium

No Resources currently identified

High

Various organisations.

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Agenda item 11

Whitehill Bordon Opportunity Delivery Board ________________________________________________________________ Date of meeting:

15th June 2011

Title of report:

Project Progress Report

Author:

Project Manager Wendy Shillam

Reference no: WBPD018-2011 ________________________________________________________________ Executive Summary: This report provides a periodic update for the Delivery Board. It outlines progress since the last meeting.

In the last three months projects have proceeded well: • The next round of consultation for an updated masterplan is now programmed and this meeting will be asked to comment on the proposals.

• Community projects are now all in delivery stages. The youth drop-in worker has now been appointed.

• Fire Station Phase I is complete.

• Fire Station Phase II and Eco-house will go to tender in next couple of months.

Study Highlights Overview None of the studies are highlighting any issue which might be a barrier to the levels of development envisaged. But they do recommend a number of changes and modifications which we anticipate can now be adopted in the revised masterplan.

• Transport studies: Rail study – a positive cost benefit case has been made for a rail link to Bentley. Further work is commissioned.

Transport model – the model now shows impact of development for different levels of traffic. Not surprisingly the closer we get to reaching the 25% car-use target, the lower the traffic impact.

• Environmental studies Habitats Regulations Assessment – The refresh of the draft 2009 Date: 2nd June 2011 Version: Delivery Board

Status of Report: Public

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•

•

• • • •

• • •

Appropriate Assessment is nearing completion following a number of focus group meetings with stakeholders and analysis of air quality data, as a result of the recent transport modelling work. Findings will be available by the end of June.

Green Infrastructure Strategy – Following input from stakeholders over the last few months, the emerging strategy is providing a framework which sets out how new and existing green spaces within the town are connected with the wider countryside. The strategy will be available in June Energy Feasibility Study -This study recommends a more varied approach to the generation of energy within the town, but still recommends safeguarding land for a bio-mass energy centre. In addition it suggests the use of smaller scale bio-mass boilers, micro-generation (photovoltaic panels etc.) and energy storage linked to smart metering.

Detailed Water Cycle Study – The emerging study confirms the draft masterplan proposals do not put an additional burden on the water cycle as long as water is used more sustainably within the town e.g. improving water efficiency in existing homes and making new homes far more water efficient.

An updated and simplified economic development and employment strategy is presented in a separate part of this meeting.

Sports facilities – the study has set out the current shortfall and proposals for more pitches/facilities within the new development.

Viability – subject of a separate report to this meeting It should be noted that all these studies have been/are being discussed in detail at the relevant Specialist Groups. The purpose of this report is to provide the Delivery Board with an overview.

Retrofitting Up until the end of the finance the retrofitting had achieved 35 installations.

Insulation has now been provided free for 195 houses.

Finance – We are progressing the financial applications discussed at the last meeting. A full report will be available next time.

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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: Project Director Theme Leads EHDC Finance Standing Conference comments have been 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 2011.

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1. Background 1.1. This report outlines progress of projects since the last Delivery Board meeting. This report will concentrate on the outcome of the various studies that are required to support the masterplan and as evidence for the Core Strategy of the East Hampshire District Council Local Development Plan.

1.2. There is no overspend to report in any section of the project.

2. Report 2.1. Defence Training Review and Defence Funding 2.1.1. No further news.

2.2. Governance 2.2.1. Due to the recent Local Government Elections there are some new nominations to the Delivery Board: 2.2.2. EHDC Council has agreed that there will be no area based cabinet portfolios in future.

Cllr Mrs Watts will substitute Cllr Joy as one of the representatives for EHDC. Her portfolio is Regeneration and Tourism.

Cllr Drury has been nominated as the other EHDC representative.

2.3. Community Projects 2.3.1. A full series of community events is planned for the summer. These are advertised on the website www.whitehillbordon.com 2.3.2. Community WiFi Simon Beach has now been appointed as the project manager for this work.

BT Openreach have confirmed that roll-out of Fibre-Optics to the town will be completed this year.

2.3.3. Youth Drop In Centre The youth worker is now appointed.

2.3.4. Schools and Library Projects Refurbishment of buildings by Hampshire County Council is progressing well. Phase 1 is nearing completion and Phase 2 scope of works is

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progressing. The work includes new biomass boilers and photovoltaic panels as well as other improvements.

2.4. Demonstration Projects Fire Station 2.4.1. Eco Station Refurbishment This is a project to provide a base for Eco-town activities, meeting space for the community as well as exhibitions of natural and local history.

2.4.2. Phase I of this project is now complete. We are carrying out health and safety checks and installing equipment prior opening. A full programme will be issued soon.

Phase II will go to tender imminently.

2.4.3. Eco Station Exhibitions The project covers the management and running of the buildings once complete.

The first topic for an exhibition is planned to be an exhibition of all the studies as they are completed, with drop-in sessions so that residents can ask questions. A full programme will be issued soon.

2.4.4. Exhibition 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 are in the process of preparing sponsorship documents, so that firms can showcase their products in both locations. This means that the start on site for the house will be slightly delayed.

2.4.5. Four Houses Radian Competition This will be an international design competition for eco-housing. A report has now been submitted to Cabinet of EHDC, who are the landowners, and the outline terms of the arrangement have been agreed. Detailed negotiations with Radian Group, who have indicated that they are willing to construct the winning designs, are progressing well.

2.5. Demonstration Projects Viking Park Feasibility Study 2.5.1. A feasibility study is underway to establish the best long and short term use for this important site. This project has been delayed by the need to commission some extra work. Full details of the outcome of the study, which is not yet complete, will be available during the summer.

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2.6. Studies and Masterplan 2.6.1. Masterplan A separate report outlines progress on the masterplan and proposals for neighbourhood consultation.

2.7. Economic Development 2.7.1. Consultation on the Economic Development and Employment Strategy has been received and the strategy has been updated to take account of this.

2.7.2. A separate report is being presented in this meeting for endorsement by the Delivery Board. It will then go back to East Hampshire District Council Cabinet and partner organisations.

2.8. Environmental Studies 2.8.1. The environmental studies which support the development of the Whitehill Bordon Masterplan are progressing well. Consultants have been appointed to complete a Green Infrastructure Strategy, Appropriate Assessment to comply with Habitats Regulations, Water Cycle Study and Energy Feasibility Study This work will help shape proposals in the update of the masterplan and provide stakeholders and the community with opportunities to play their part. Key stakeholder meetings have taken place in February, March and April 2011. A considerable amount of data has been collected and they have explored opportunities for the environment in Whitehill Bordon. Drafts are currently being provided for comment and will be published in June.

2.8.2. The One Planet Living Project has recently started to look 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, have been appointed to help develop this work and invite views from stakeholders. This project will report in July.

2.8.3. Energy Feasibility Study -This study recommends a more varied approach to the generation of energy within the town, but still recommends safeguarding land for a bio-mass energy centre. In addition it suggests the use of smaller scale bio-mass boilers, micro-generation (photovoltaic panels etc.) and energy storage linked to smart metering.

2.8.4. Detailed Water Cycle Study – The emerging study confirms the draft masterplan proposals do not put an additional burden on the water cycle as long as water is used more sustainably within the town e.g. improving water

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efficiency in existing homes and making new homes far more water efficient.

2.9. Transport studies and infrastructure 2.9.1. Rail Study •

This study will establish the viability of a rail link to Whitehill Bordon.

•

Stage 1 of the study (Grip 2) is now complete and published. The findings were reported to the last Standing Conference and Delivery Board and discussed at the April Infrastructure, Transport and Education Specialist Group.

•

The stage 1 study finds that one option, a heavy rail ‘through-route’ option from Whitehill Bordon to Bentley, provides a sufficiently positive business case for a further study to Grip 3 stage. This stage of the study will consider the Whitehill Bordon to Bentley option in greater detail, providing detailed assessment of environmental constraints, alignment options, greater detail on capital costs, mitigation options and funding opportunities.

•

Further funding has now been provided from the Department of Communities and Local Government (CLG) and the next stage of the study (Grip 3) has been commissioned. A draft of this further study is expected to be available in October / November 2011, with the study expected to be concluded in early 2012.

2.9.2. Transport Model •

This study will evaluate the effects of different masterplan phases upon the road network of the area, including on surrounding towns and villages.

•

The draft report is complete and has been circulated for officer comments. Initial findings were reported to the Delivery Board, Standing Conference and the Specialist Group. Officer comments are now being considered and incorporated into a revised Transport Assessment report expected very soon.

•

A second concurrent work-stream to consider the potential mitigation options at locations likely to be impacted by the development of Whitehill Bordon is underway. This will focus on options for improvement of a number of local junctions. The draft options report is expected to be completed early June.

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2.9.3. 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.

•

A draft study brief has been prepared and discussed with the Specialist Group. Project paperwork is under preparation in advance of commissioning. The study is expected to be complete late 2011.

2.9.4. Parking Strategy •

This study will consider the provision of car parking within the Ecotown, at home, workplace 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.

•

A draft study brief is prepared and has been discussed with the Specialist Group. Project paperwork is under preparation in advance of commissioning. The study expected to be complete at the end of the year.

2.9.5. Sports facilities – the study has set out the current shortfall and proposals for more pitches/facilities within the new development.

2.9.6. Viability Study – the high level study shows viability of the projects. This is the subject of a further detailed report.

2.10.Retrofitting 2.10.1. Insulation project.

Insulation has now been installed for 195 households.

A further 151 households are underway.

So far we have carried out the following marketing activities: 1. Every home in the GU35 postcode has received an information leaflet.

2. Front page articles in the local papers.

3. Radio coverage.

4. Front page of the Whitehill Bordon website.

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5. Flyers in community buildings and handed out at numerous events e.g. soapbox derby, Christmas fair.

6. Video Notice boards in the Forest Centre.

Door to door canvassing is now planned for the summer.

2.10.2. The Low Carbon Communities Challenge This project is now closed. 35 households received loans of up to ÂŁ10,000.

2.10.3. We are now formulating a strategy for retrofitting all existing homes and businesses throughout the development process.

2.11.Finance 2.11.1. We are progressing the financial applications discussed at the last meeting. A full report will be available next time.

3. Risk assessment 3.1. This report does not identify any further risk issues.

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 Communities and Local Government funding received March 2010. There is no change to resource implications or requirements.

6. Funding Update 6.1. Funding Applications Funding Applications are progressing well. A more detailed report will be available at the next meeting.

7. Expenditure 7.1. The table (enclosed) 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),

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capital funds from Hampshire County Council, (HCC) and the Homes and Communities Agency (HCA), who also supply technical support.

7.2. It includes the sum of ÂŁ2,025,000 received for this year. This money has been earmarked for expenditure to bring forward early sites from the MoD. If those sites are not forthcoming then this money can not be spent.

7.3. We anticipate that the funding will be spent over three years.

7.4. The figures will be reported in a separate table provided at the meeting.

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Agenda item 12

Items for future Delivery Board meetings

Project Progress 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 Programme of work for the Specialist groups (standing item) Arrangements for recruiting the permanent chairman of the Board Risk register Transport Model and Rail Feasibility Study (Combine into one report) Draft Economic Development & Employment Strategy The Board's Programme of work Proposals for the Long term management and maintenance of Community Assets Procurement of a development partner Infrastructure & Viability Study Proposals for the Masterplan neighbourhood consultation Transport assessment tranche 2 study.

Findings of the neighbourhood consultation

15th June 2011 √

14th September 2011 √

15th December 2011 √

March 2012

√

√

√

√

√ (verbal update) √

√

√

√

√ (Progress report)

√

√ (Formal adoption)

√ √ (Discussion) √ (Discussion) √ (Verbal update) √ √ √ (summary of findings) √

Amended Framework Masterplan

K:\Corporate Shared Folders\Whitehill Bordon\011 Meetings\Delivery Board\2011 Meetings\110615-Meeting Partners: EAST HAMPSHIRE DISTRICT COUNCIL, HAMPSHIRE COUNTY COUNCIL, WHITEHILL TOWN COUNCIL, WHITEHILL TOWN PARTNERSHIP, MINISTRY of DEFENCE, HOMES & COMMUNITIES AGENCY

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