13th December 2017

Meeting of the Glastonbury Neighbourhood Plan Committee held on 13th December 2017 in the Council Chamber at Glastonbury Town Hall at 7pm

PRESENT: Councillors J Cousins (Chair), Community members Paul Lund, Robert Macbeth, Suzi Martineau, Malcolm Higgins, Kevin Redpath, Paul Manning.

IN ATTENDANCE: Gerard Tucker (Deputy Town Clerk)

APOLOGIES: Cllr S Henderson, Cllr J Keery, Cllr E George, Cllr D Abbott, Ian Forster, Indra Francesco

WELCOME AND INTRODUCTIONS
The chair Jon Cousins welcomed everyone to the meeting. A discussion on the number present and whether or not the group was quorate was held. It was agreed to proceed with seven present. Gerard was asked to circulate the Terms and Conditions of the Steering Group

MINUTES
Two sets of minutes were signed off. One small amendment to 13th November as Paul Manning was present, for part of the meeting only. The minutes of the 29th November required a sentence informing that a news release had been suggested by Suzi Martineau. (Subsequently, it was agreed that the news release would be circulated to Steering group members)

TO PRESENT THE FINAL DRAFT OF THE QUESTIONNAIRE AND PRESENT THREE PRINTING QUOTES.
A few minor amendments were made to the questionnaire, mainly reflecting instructions of how to follow the questions through by each individual. There is also a requirement to check the conservation area boundary with John Brunsdon before inserting that map into the final version.

Three quotes were received for the printing of the Questionnaire. Emprint £1,264.55, Blue Cedar £1,218 and Direct Offset £3,425. Following discussion, Paul Manning left the room and it was unanimously agreed to appoint Blue Cedar to undertake the contract to print the questionnaire.

DISCUSS DISTRIBUTION, PARTICULARLY TO SPLIT POST CODE AREAS
Gerard informed that a problem through Royal Mail has been identified. Unfortunately Royal mail only distribute to the whole of a postcode area. Glastonbury is divided between BA6 8 (which includes West Pennard and Baltonsborough and BA6 9 which includes Meare and Stileway. After much discussion, it was AGREED that the Neighbourhood Plan questionnaire will be delivered using volunteers. Gerard is to download a copy of the Electoral Roll and subdivide the deliveries into manageable proportions. This to be presented to the next meeting of the Steering group. Meanwhile, Gerard was asked to e-mail all of those involved in the focus group and try to muster volunteers to help with the task of delivery.

Cllr Coles informed the Town Council that he understood Mendip DC were consulting with each household as part of the Local Plan II consultation. Gerard was asked to contact Mendip DC and seek clarification on this and report back.

TO DISCUSS QUESTIONNAIRE RETURNS AND THE COST VIA ROYAL MAIL
There is a requirement to register with Royal Mail to obtain an annual licence for the return of the
questionnaires via the mail. The cost for each item is believed to be 88 pence +VAT. Gerard was asked
to obtain confirmation of the costs from Royal Mail. Meanwhile, recipients of the questionnaire will be
encouraged to return the questionnaire themselves to the Information Centre to save on postage.

DATE OF NEXT MEETING
The date of the next meeting is Wednesday 10th January 2018 at 7.00pm in the Council Chamber