Proposal for gypsy and traveller accommodation on land at Lower Hollow Copse (Pot Common), Copthorne Statement of Community Involvement Prepared by WYG Environment Planning Transport Ltd on behalf of the Corporate Estates & Facilities Business Unit, Mid Sussex District Council May 2018 January 2018 Public Exhibition at The Parish Hub, Copthorne November 2017 Public Exhibition at The Ark, Turners Hill May 2018
Document control Document: Project: Client: Statement of Community Involvement Proposed GTA site, Lower Hollow Copse (Pot Common), Copthorne Corporate Estates & Facilities Business Unit, Mid Sussex District Council Job Number: A098027 & A098027-1 File Origin: Revision: FINAL Date: May 2018 Prepared by: Serena Ralston/ Joy MacCoughlan Checked by: Joy MacCoughlan/Andy Stallan Approved by: Andy Stallan Description of revision: Revision: Date: Prepared by: Checked by: Approved by: Description of revision: Revision: Date: Prepared by: Checked by: Approved by: Description of revision: May 2018
Contents Page 1. Introduction 2. Background 3. Policy Background 4. Stakeholder Engagement 5. Summary of Responses 6. Conclusions SCI Appendices (separate document) 1. Notifications a) By Letter b) By Notice + distribution + photographs c) By Newspaper 2. Locations of Exhibitions 3. WYG Consultation Website 4. Public Exhibition Banners 5. Q&A Powerpoint 6. Comment form 7. Joint Exhibition On line questionnaire response results 8. Joint Exhibition response results (hard copy comments sheets, emails, letters) 9. Copthorne Village Association (CVA) Feedback response with Indicative Improved Layout May 2018
1.0 Introduction 1.1 This Statement of Community Involvement (SCI) has been prepared on behalf of Corporate Estates and Facilities Business Unit, Mid Sussex District Council (CEFBU, MSDC) in support of a proposal to provide gypsy and traveller accommodation (GTA) on land at Lower Hollow Copse, Copthorne. 1.2 This document examines the public consultation that has been undertaken prior to the submission of a revised planning application for the proposals. It outlines the stakeholders and the methods used to engage with them. It also highlights key issues which were raised during the consultation process. 2.0 Background Proposal site 2.1 The site is situated to the south west of Copthorne and to the east of Gatwick and Crawley. It lies close to the main roundabout junction between the main arterial routes of the A264, which leads to the M23, and the A2220, which passes the site frontage. 2.2 The site is approximately 4.8 acres (1.85 hectares) in size and roughly triangular in shape. The site is bordered on all three sides by a significant tree belt. The trees along the western and northern boundaries are covered by a Tree Preservation Order. Vehicular access has been gained to the site from the Copthorne Road. A small number of detached homes stand along the Copthorne Road to the north and north-west and a single detached home within woodland to the west. These properties are all well screened by a thick belt of trees and vegetation and are setback from the road. Outside of the site, to the south and south-east is an area of Ancient Semi Natural Woodland. Consultation and Response collection 2.3 Following withdrawal of an earlier planning application (MSDC planning application ref DM/17/3519) for 16 pitches for the gypsy and traveller community, CEFBU, MSDC undertook extensive public consultation as detailed in Section 4.0 Stakeholder Engagement below. 1
2.4 Responses to the consultation exercise were collected by: On line questionnaire Comments sheet completed at the Exhibitions Comments sheets in the post Email comments Letters in post Response to Feedback by Corporate Estates & Facilities Business Unit, MSDC 2.5 Corporate Estates & Facilities Business Unit, MSDC wish to respond to the feedback received by carrying out revisions to their proposals to address key matters raised. Proposal 2.6 This SCI forms part of a revised planning application which now seeks planning permission for residential use of land for a total of 13 pitches for the gypsy and traveller community with a single vehicular access from Copthorne Road. 2.7 The main differences between the proposals and the original layout submitted include: A reduced number of pitches - total 13 instead of 16, comprised of: o 3 private pitches (Site B) instead of 4 o 10 public pitches (Site A) instead of 12 A shared single vehicular access only from the Copthorne Road to serve both sites A & B (instead of separate access from Old Hollow to Site A and from Copthorne Road to Site B) Improved manoeuvring space for larger vehicles through the modified single access and within the site Provision of a chemical waste storage tank on Site A for use by returning touring caravans 2.8 In addition feasibility for the construction of a public footpath within the highway along the Copthorne Road frontage has been undertaken and found to be feasible. The footpath would link with an existing pedestrian crossing point allowing access on foot from the site to Copthorne Village. 2
3.0 Policy Background to consultation National Policy on Consultation 3.1 The National Planning Policy Framework (NPPF), advises that local communities should be engaged at the pre-application stage. Paragraph 188 of the NPPF states that: Early engagement has significant potential to improve the efficiency and effectiveness of the planning application system for all parties. Good quality pre-application discussion enables better coordination between public and private resources and improved outcomes for the community. Local Policy on Community Involvement 3.2 A Statement of Community Involvement (SCI) was adopted by Mid Sussex District Council in October 2011 which sets out the principles in the Code of Practice to involve people in making decisions on forming plans and planning applications. With respect to pre-application consultations, it is stated that: The Council expects that this should be carried out for any major or significant application. The Council will use the results of pre-application consultation to help decide the planning application alongside planning policies and other information. Localism Act 2011 3.3 The Localism Act places a greater emphasis on community consultation. This document introduces a new requirement for developers to undertake consultation prior to the submission of a planning application for certain types of development. Paragraph 122 of this document advises that developers must: publicise the proposed application in such manner as the person reasonably considers is likely to bring the proposed application to the attention of a majority of the persons who live at, or otherwise occupy, premises in the vicinity of the land. Developers are also advised that they have a duty to take into account any consultation responses which are received as a result of public consultation. 3.4 In line with these policy requirements, Mid Sussex District Council has undertaken extensive public consultation which is detailed further in the remainder of this report. 3
4.0 Stakeholder Engagement Pre-application discussions 4.1 Initial informal pre-application discussions have been held during late 2016/early 2017 prior to the submission of the withdrawn application and late 2017/early 2018 post application withdrawal with officers of West Sussex County Council (Highways; Gypsy Liaison Officer) and Mid Sussex District Council (LLFA, Tree Officer, Ecology, Development Management, Planning Policy, Environmental Health). 4.1 Feedback from officers was taken into consideration in the design iterations for the scheme. This included provision of buffer zones for the Ancient Woodland and trees protected by the Tree Preservation Order; biodiversity mitigation; EHO licensing requirements on spacing and surfacing; site surface water and foul drainage options and feasibility of package treatment plant option; siting of managers office near to the Site A public site entrance; incorporate a range of pitch sizes to allow a mix of static caravan sizes/occupancy. Public consultation: Public Exhibitions in November 2017 and January 2018 4.3 The public consultation has focussed on stakeholders from the immediate surroundings of the application site and the village of Copthorne as a whole. 4.4 In terms of process WYG and CEFBU, MSDC initially arranged a single Public Exhibition in Copthorne at the Ardingly Suite, Copthorne Hotel, close to the site, on Tuesday 7 th November 2017 which was to run during the afternoon (14:00-16:00 hrs) and into the evening (17:00-20:00hrs) as shown in the letter notifications (SCI Appendix 1a). 4.5 For reasons outside the control of the organisers, the venue subsequently withdrew offer to host the Exhibition at these premises. CEFBU, MSDC wished to meet its commitment to stakeholders to carry out a consultation on 7 th November 2017 as planned, so WYG and CEFBU, MSDC arranged for the Public Exhibition to go ahead at an alternative venue on the same date. At short notice availability of venues restricted choice and time. To address this, CEFBU, MSDC decided to undertake two public exhibitions one daytime event and one evening event. 4.6 The daytime consultation event took place at The Ark, Turners Hill on Tuesday 7 th November 2017 from 14:00hrs to 17:00 hrs (SCI Appendix 2 Location of Exhibition venues). 4
4.7 The evening repeat consultation event took place at The Parish Hub, Copthorne on Friday 12 th January 2018 from 16:00-20:00hrs. (SCI Appendix 2 Location of Exhibition venues). Notification of Exhibition 4.8 To publicise the consultations for the daytime and evening consultations, WYG and CEFBU, MSDC undertook a variety of activities. These comprised notifications by: Notices were posted around the Copthorne village including at the Post Office and the Village Hall (SCI Appendix 1b poster notification and distribution of notices around Copthorne Village plan/ photographs of notices). Putting an announcement in the local newspaper in advance (SCI Appendix 1c) Setting up a dedicated and standalone WYG consultation webpage (referred to on the notifications) at https:///consultations/hollow-copse (SCI Appendix 3) From the date of the first Exhibitions the dedicated website provided information and access to all of the exhibited material i.e Q&A Powerpoint Presentation, the exhibition display boards and the comment form; 4.9 In addition to this Sending emails to first respondents to publicise the repeat evening public exhibition; Additionally, CEFBU, MSDC drew attention to the dates, times and venues of the exhibitions on the Copthorne Village Association (CVA) Facebook page Signage 4.10 On the day of the Exhibitions, WYG and CEFBU, MSDC staff erected signs within and outside the venues to direct members of the public to the Exhibitions. Public Exhibitions 4.11 The daytime public exhibition and repeat event during the evening were arranged to provide detailed information in the form of banners and a PowerPoint Q&A presentation, to give local residents, businesses and other interested stakeholders the opportunity to learn more about the proposed development; discuss the proposals with members of the technical team from WYG, Herrington and Vision Transport Planning together with the CEFBU, MSDC. 5
4.12 The Exhibitions were well attended. Around 100 people attended the November public exhibition with 98 signing the attendance sheets. Around 200 people attended the January Public Exhibition with 201 signing the attendance sheets. At both events a small number of people did not wish to sign in. Visitors at the public exhibitions 4.13 The proposals were presented at the Exhibitions on free standing banners (SCI Appendix 4). A rolling Question and Answer power point presentation was also shown throughout the duration of the Exhibitions. (SCI Appendix 5) The webpage also included the same information and was available from the time the Exhibitions commenced. Stakeholders were invited to comment on the proposals via a comment form (SCI Appendix 6). This was available in hard copy at the exhibition and online. Stakeholders were able to comment either on the day via the comment sheet; or up until the deadline by online survey link on the webpage, email or by letter. 4.14 The November web page received 212 visits with documents from the webpage being downloaded 94 times. The January webpage received 333 unique views (525 page views) with 114 downloads of the documents. 4.15 The original deadline for comments for the November Exhibition was extended until 24 th November 2017. The deadline for the January Exhibition was 29 th January 2018. 6
5.0 Summary of responses 5.1 The full summary of responses can be seen at SCI Appendix 7 (on line survey results) and SCI Appendix 8 (combined Exhibition results). 5.2 In total, 255 (84 November; 171 January) written responses were received by WYG. Of these: 138 (56 November; 82 January) were hard copy comments left at the exhibition 76 (15 November; 61 January) were via on line survey 10 (4 November; 6 January) emails to WYG consultation email address 31 (9 November; 22 January) postal responses (some letters; some questionnaires) 5.3 Not all those who responded using the comments sheet/questionnaire answered every question. 5.4 Of those who provided their postcodes all live within the RH10 area, the majority of which have a 3 in the second part, suggesting that these are Copthorne addresses. A number of people also attended from the Crawley area. 5.5 A detailed Feedback Letter with Site Constraints Plan/Indicative Improved Layout from the CVA on behalf of the Copthorne Village Association was submitted by email (SCI Appendix 9) setting out detailed answers to the questionnaire. 5.6 Concerns raised by the CVA include lack of community engagement (now undertaken as described in this SCI); barriers to site availability including treatment of invasive plant species mean that the site could not be delivered within the next 5 years; disproportionate costs of the development in terms of site remediation; the proposal relates to a district need not a local need the Worth Neighbourhood Plan has not identified any local GTA need; scheme has not adequately assessed the scheme in terms of the drainage hierarchy and there is no chemical waste tank for returning travellers; demonstrable harm would result to trees; planning permission for new dwelling were refused at the site in the early 2000 s; proposed access to Site A is unsafe and unsuitable for large vehicles delivering mobile homes and inadequate manoeuvring space; site layout cramped and appearance dominated by hard surfacing. (The email also attached the representation submitted on the withdrawn planning application.) 7
5.7 The Feedback letter enclosed an indicative layout showing how the scheme might be improved with a single access point from Copthorne Road only to the whole site as a single development; a reduced number of pitches providing 9 only with more amenity space per pitch and more space between static caravans; a pedestrian footpath passing through the site leading to the Copthorne Road at the site s most northerly point. Detailed matters raised will be addressed in the Planning Statement accompanying any future planning application. 5.8 The views of the majority of respondents indicated, as shown in Appendices 7 and 8, that: There was some acceptance of the need for gypsy and traveller accommodation in the District although this was in the minority, a significant proportion did not know, with the majority indicating that they did not agree there was a need They did not agree that the Mid Sussex District need for gypsy and traveller accommodation should be met at Hollow Copse (Pot Common) given that 60% of the District is covered by protective landscape designations such as the South Downs National Park That they did not agree with the number of pitches proposed regarding these as too great and there was strong disagreement about the proposed layout regarding this as too cramped, with too much hardstanding and insufficient amenity areas and landscaping There was strong disagreement with the proposal for a new access to Site A from Old Hollow on the grounds that this road was too narrow to allow safe access for large vehicles, rural in nature and had no scope for pedestrian access There was some support, although this was less than 50%, for a pedestrian footpath link towards Copthorne Village although many commented that this ought to be provided for existing residents in the locality now, not for intended future occupants of the site. 5.9 In terms of other issues raised these are summarised in SCI Appendix 7 and 8. The Planning Statement accompanying any new submission would explain considerations associated with these matters. 5.10 The revised layout addresses the main layout related representation made by CVA and the other respondents. 8
6.0 Conclusions 6.1 The public consultation has been a positive exercise in gaining the views of local people on the proposed development and this has led to significant changes to the scheme layout. 6.2 The level of engagement and public interest in the scheme was high. The public consultations generated a large amount of detailed feedback. 6.3 The principle of provision of gypsy and traveller accommodation at Hollow Copse was questioned by respondents. The Planning Statement accompanying any future planning application will explain the need to provide permanent accommodation for the gypsy and traveller community and the recently adopted Local Plan policy identifies a need for 23 permanent pitches within the District over the plan period. The proposals would help to contribute towards the identified need. 6.4 There was clear commonality amongst respondents regarding concerns about vehicular access from Old Hollow; cramped layout; and lack of pedestrian access. CEPBU MSDC has taken the opportunity to revise the scheme in these respects. 6.5 Overall, the consultation exercise has informed an engaged public about the reasons for the proposals, exhibited the details of the scheme and led to improvements to the layout proposed. 9