Newham BID Steering Group Meeting Minutes

Newham BID Committee Meeting DRAFT Minutes Venue: iSightCornwall Tuesday 6th October 2015, 12:30 – 14:00

Attendees: Melinda Rickett (MR), Peter Beaumont (PB), Alison Elvey (AE), Russell Dodge (RD), Mark Killingback (MK), Alan Treloar (AS), Simon Hendra (SH), Terri Rosnau-Ward (iSightCornwall) TRW.

Apologies: Charles Whitehead (CW), Bill Osborne (BO), Zoe Wilkinson, Michael Galligan, Tim Brookes. Nathaniel Hobbs (NH)

1) Attendance, apologies & introductions.

Apologies were noted (listed above).

2) Minutes of last meeting, matters arising and outstanding actions

The minutes of the last meeting were approved and circulated. The following actions were addressed.

ACTIONS 1. PB sent letter to Cornwall Council requesting a free first year for paying the BID Levy Collection as traditionally experienced by other BID areas in 16.03.2015. AE has been advised by Guy Thomas that there will be a review of all the operating agreements over the coming months. Ae advised that Marcus Jones, the Minister for Local Government visited Cornwall on the 23rd September to find out more about the BIDs. He was accompanied for most of the visit by Sarah Newton MP. He met all the BID managers on the 24th September after spending the previous day in Falmouth. Although the BIDs are going well in Cornwall and seen as an exemplar of how they can work he was advised that this was a result of a proactive lead from Cornwall Council and their BIDs team which has now vanished and so the BIDs landscape in Cornwall may change. The Cornwall BIDs are looking into how they can join together and create one voice to lobby the C&IoS LEP and beyond and secure grant funding for projects. 2. AE to start to put together a Public Realm Improvement Works tender incorporating crime reduction (excluding the CCTV element which is underway) and landscaping with a public realm landscape designer. This is in progress. PB agreed to look through the tender document and it was suggested that AE contact Mike Hawes for advice as he runs landscaping company in Truro – Meiloci which undertook the landscaping for Boscowan Park and is involved in Loics River Working Group. 3. AE to contact charities to see what could be publicised, e.g. a charities specific newsletter edition, and how to assist them. Charles Whitehead took this forward and it was discussed as a separate agenda item. 4. AE to talk to Edhen Park businesses and see if they’d like to be involved in the BID Committee as they are currently under represented. This is in progress. 5. It was agreed that a meeting would be arranged with Cllr Bert Biscoe to see how he could help raise the concerns of Newham BID. Meeting was held on 18th August with MR, AE, NB & Cllr Bert Biscoe (BB). Detailed on specific agenda item. 6. AE to set up meeting with Sarah Newton MP once the Cormac Road Feasibility becomes available. Not required at present. 7. AE to draft planning letter to Tim Marsh to be sent from PB. BO will be consulted regarding the drainage situation and MR & RD would also see the letter. Completed.

1 8. AE to cost out improvements to Higher Newham Lane to include lighting, CCTV and full resurfacing. In progress. 9. AE to discuss the costs for the upgrade of the road with the Road owner. To be completed. 10. AE to contact VG with regard to further funds to ensure a worthy road improvement. 11. AE to meet PB so he can advise how to present the financial update in an easier to read way. PB provided AE with accounts which will make presenting the information easier to deal with. He will meet with NS after the Totally Truro Board meeting to go through this in more detail. 12. AE to talk to Neil Scott completed (see above)

3) Signage Project Delivery

Alan Treloar (AT) & Alison (AE) met with Parc Signs and Changing Brands on 5th October to move the planning process for the Signage project forward.

Unfortunately the scheme is not eligible for permitted development and on the 6th August the following draft resolution was passed at the Truro City Council meeting:

127 NEWHAM BID SIGNAGE (PL1) The Chairman reported on a presentation from Alison Elvey, the Newham BID Manager, that took place prior to this meeting. Ms Elvey had presented a proposal for numerous signs to be erected around Newham to welcome members of the public and to direct them to numerous businesses in the area. There was a dedicated group that had designed and planned the signs, which included representation from Cornwall Council and Cormac.

Following discussion, it was proposed by Councillor Vella and seconded by Councillor Bowyer and unanimously

RESOLVED that the project was supported in principle, however clarification needed to be sought on the planning process and Truro City Council’s involvement, and that an official planning application be submitted by Newham BID for permission to erect the signs.

The project will now be submitted formally to planning as primarily separate applications. Parc signs will be the Agent and the applicant is Alison Elvey, Newham BID Manager, c/o Totally Truro.

AE commented that Truro City Council had been very helpful in supporting the application and helping to resolve the issue of permitted development. However the Truro City Councillors commented on the signs on the riverside which were on buildings. They said they hadn’t approved them, although Cornwall Council went on to give permission, and wanted the BID to do what it could to prevent further additional signage. AE has said it wasn’t in her remit to do this but would help where she could.

AT advised that as the signs are spread out geographically with different land owners it is very difficult to bunch the signs together into less planning applications. It is expected that 16 planning applications will be submitted.

AT advised once the planning applications were submitted Newham BID would alert the businesses and provide an update and let landowners know to expect the letters. It is expected the applications will be looked at under delegated powers and RD advised that for advertising signs the process should only take 5 weeks.

2 MK advised that Robert Smith, for Cornwall council estates had contacted MK regarding the scheme a few weeks ago and MK had explained that the signs were part of the Newham BID mandate and supported by the Port of Truro.

4) Charities

TRW advised that as CW is off sick she would update on his behalf. CW had contacted all the charities at least twice by telephone and e-mail, to ask for the sort of help that businesses could provide to Newham based charities. Sea Scouts, St Johns Ambulance and the Baby Milk Campaign did not respond. CW left messages for them all although he spoke to Baby Milk and they promised to be in touch but they didn’t.

Volunteer Cornwall want people to know about the courses they offer and will always welcome people who wish to volunteer for them, whatever their skills and/or motivation. CW sent AE their brochure to circulate. Red Cross are happy to see people locally on their training courses and they would be happy for companies to take brochures so TRW circulated them at the meeting.

AE added that the charities had advised Charles that they’d like to be treated like Truro BID and not pay any BID levy at all.

PB explained he’d received a letter from Sarah Newton MP concerning Truro sea cadets payment of the Newham BID levy. However PB advised that the levy was agreed by a ballot and this was not something the BID Committee could change however when it comes to renewal Newham BID would look to exclude the charities going forward.

The best way the BID could help was to help the charities raise more money than it was costing them. Ideas of how to help were discussed as follows:

 Website: SH commented that when the website was up and running it would provide publicity that the charities were at Newham. Should support the charities – could say on Newham website who supports what charity etc.  Charity Awareness Day – promoting the Newham charities.  Circulate emails for events: AE said she was happy to circulate emails to local businesses show support and raise awareness and promote events.  Adopt a Charity – encourage businesses across Newham to adopt a charity which could include sending staff for volunteering, having a collection box on their premises etc. PB explained Cornish mutual are heavily involved in charity work and that staff joining CM have to undertake volunteering. Many businesses have an annual charity and encouraging this would be a fantastic way of helping the charities raise their profile.  Volunteering time from businesses.  Publicity: SH suggested that the BID could do a write up about Newham in west Britain – charities need someone to coordinate them.  TRW was asked what charities wanted? Money? And she explained every charity was different but it could be as complicated or simple as businesses want – they could have a tin in reception, raise money through charity events etc.  Charities newsletter. Ae asked TRW to write an editorial for a newsletter which could promote how easy it was for businesses to adopt a charity. Then she would put a newsletter together to send out to Newham businesses and the West Briton.

Action: AE to circulate Volunteer Cornwall Brochure. AE to contact Red Cross for more brochures AE to add Terri to her circulation list (copy Lindsey) TRW to write an editorial for a newsletter.

3 5) Road Update

On 18th August Melinda, AE, Nathanial Hobbs (NB) & Cllr Bert Biscoe (BB) met to discuss the road improvement along Newham Road. At the end of the meeting it was agreed to wait to see what the final feasibility report says then maybe Newham BID will commission an economic report being discussed at the BID – informal. At this point it was thought the final feasibility should be end of August. BB also agreed to talk to Glen Caplen, Sandra Rothwell, Andy Stevenson or Nigel Blackler to ensure that no action taken on the results of the feasibility study without Newham BID support for the options.

On the 28th September AE, NH, BB met with Vicky Frazer (VF) (CC), Paul King (CC) and Alistair Uglow (Cormac). It was agreed that the larger scheme would be the best solution and this must be included in the final feasibility study. VF agreed that they would work on putting the scheme forward for Growth Deal 3. In addition they would talk to the relevant ERDF officer. AE forwarded the NIP plans which may add weight to the economic arguments. NH suggested that Newham BID may be happy to pay for an economic analysis for an ERDF application. The final feasibility study is expected mid-October.

MK suggested contacting Phil Mason Head of Planning, Housing and Regeneration at Cornwall Council. They had met recently to discuss the future of the port and MK had said he was very positive.

Action: AE to invite Phil Mason to Newham to discuss the plans of Newham BID.

6) Income and expenditure update

PB would meet with Neil Scott & AE and set up systems to enable the information to be well presented in an efficient manner. Detailed information would be provided at the next Newham BID committee. AE assured the committee that there were no concerns over cashflow.

7) CCTV project Delivery

AE advised that nearly all the wayleave agreements are in place. We are just waiting for four wayleave agreements, the landlord at Bishop Fleming, Port of Truro, landlord Truro Technology Park & Calor Gas.

Action: AE will continue to chase for wayleave agreements for CCTV project

8. Any Other Business

PB asked for an update on the Rhoda Mary project. MK advised they’d recently been in touch and were still fundraising for the project and are still keen to move forward.

RD advised that while he was organising the repainting of the parking near his offices on Sunday the traffic wardens visited the area three times as cars were parked on the double yellow lines. RD couldn’t believe they were worried on a Sunday. a. Higher Newham Farm After meeting with Vicky Garner on the 14th July, AE has been sourcing quotes for the full resurfacing of Higher Newham Lane and street lighting to get an idea on the total cost of upgrading the road to send to Vicky.

4 The revised planning application for the development was deferred at the planning committee on the 24th September so will now go to appeal where it is highly likely it will be approved.

Prior to the meeting AE briefed Cllr Rob Nolan on the ownership of Higher Newham Lane to assist our case for further connectivity. However on understanding the scale of the work required on the road to make it the main access it is now clear that Higher Newham Lane is not a viable option without the compulsory purchase of the businesses there which is not something we’ve discussed at the BID committee. PB stated that the planning was likely to be granted at the appeal and that it was a good development and far better than what might be proposed for the area. He advised that AE approach Vicky regarding the costs for Higher Newham Lane after the appeal has happened. However the committee felt that the access to Higher Newham Farm from the existing dual carriage way was problematic and was not supported by the BID members but we wanted to be good neighbours to the development.

9) Date, time and location of next meeting

The next meeting of the Newham BID Committee will be on Tuesday 1 st December at 12.30. Venue will be confirmed nearer the time.

ACTIONS 1. AE to start to put together a Public Realm Improvement Works tender incorporating crime reduction (excluding the CCTV element which is underway) and landscaping with a public realm landscape designer. This is in progress. PB agreed to look through the tender document and it was suggested that AE contact Mike Hawes for advice as he runs landscaping company in Truro – Meiloci which undertook the landscaping for Boscowan Park and is involved in Loics River Working Group. 2. AE to talk to Edhen Park businesses and see if they’d like to be involved in the BID Committee as they are currently under represented. This is in progress. 3. AE to set up meeting with Sarah Newton MP once the Cormac Road Feasibility becomes available. 4. AE to cost out improvements to Higher Newham Lane to include lighting, CCTV and full resurfacing. 5. AE to discuss the costs for the upgrade of the road with the Road owner. To be completed. 6. AE to contact VG with regard to further funds to ensure a worthy road improvement. 7. AE & PB to work together to include a financial update at the next Newham BID meeting and meet with Neil Scott to ensure all are recording financial information in a useful manner. 8. AE to invite Phil Mason to Newham to discuss the plans of Newham BID. 9. AE to circulate Volunteer Cornwall Brochure to Newham Businesses 10. AE to contact Red Cross for more brochures to circulate to Newham businesses 11. AE to add Terri to her circulation list (copy Lindsey) 12. TRW to write an editorial for a charity newsletter. 13. AE will continue to chase for wayleave agreements for CCTV project