5.35. Use the council’s website to provide information about the proposed SPD During the evidence base stage of the SPD, the council’s website outlined the following details: Botley SPD Project description Explanation of why the Vale was producing the document Key dates of consultation start and finish Website link: July – 21 August 5.35. Meet with key interested parties and organisations The council met with a number of key interested parties and organisations including: WWCC North Hinksey Parish Council Cumnor Parish Council Botley Baptist Church St. Peter and St. Paul Church landowners/developers April 2015 – July 2015 5.36. Use questionnaires to gauge public opinion SPD policy issues A questionnaire was not developed as part of the evidence base stage. However, a response form will be used to record consultee representations and gauge public opinion of the draft SPD. N/A 5.36. Hold a stakeholder working group and/or public workshop for topic based or site specific SPD documents The council has hosted presentations and workshops with a number of key stakeholders. Presentation – 21 May 2015 Attendance: North Hinksey Parish Stakeholder workshop – 4 June 2015 Attendance: West Way Community Concern Botley Baptist Church North Hinksey Parish Council Cumnor Parish Council St. Peter and St. Paul Church District Councillors Presentation – 22 June 2015 Attendance: West Way Community Concern Viability workshop – 27 June 2015 Attendance: West Way Community Concern Botley Baptist Church North Hinksey Parish Council St. Peter and St. Paul Church See dates.
District Councillors 5.36. Set up public exhibitions or workshops to understand wider public opinion A public exhibition or workshop was not held as part of the evidence base consultation stage. However, two public exhibitions will be held during the consultation on the draft SPD. N/A 5.46 Consult on the Evidence Base and Sustainability Scoping Report. The council consulted with Historic England, Natural England and Environment Agency on the Sustainability Appraisal scoping report in accordance with SA Regulations. 21 July 2015 DRAFT SPD 5.38. Send ‘specific’ and ‘general’ consultation bodies a copy of the draft SPD and Consultation Statement The council has notified statutory and general consultation bodies of the consultation time frame, where they can access and inspect a copy of the SPD, and the time and date of planned exhibition events. Due to environmental considerations, consultation bodies are not provided hard copies of the draft SPD and Consultation Statement. Copies are available for download on the council website: This consultation requirement complies with government regulations 11-16 and 35 of Town and Country Planning (Local Planning) (England) Regulations 2012 19 August – 21 August 5.38. Make draft SPD and Statement setting out how the council has complied with the SCI available for inspection at the LSP at Abbey House Hard copies of the draft SPD and Consultation Statement are available for inspection in the following places: council offices at 135 Eastern Avenue, Milton Park, Milton, OX14 4SB weekdays from 9.00am to 5.00pm (4.30pm Fridays) council offices at Abbey House, Abbey Close, Abingdon, OX14 3JE weekdays from 8.30am until 5.00pm (4.30pm Fridays) This consultation requirement complies with government regulations 11-16 and 35 of Town and Country Planning (Local Planning) (England) Regulations 2012 21 August 5.38. Publish draft SPD and Consultation Statement on the council’s website The council’s website includes a link to download the draft SPD and Consultation Statement. Website link: This consultation requirement complies with government regulations 11-16 and 35 of Town 21 August
Static displays will be left in the storefront window of the West Way shopping centre from 5th September. Unmanned exhibitions will allow continued promotion of the consultation with main users of the West Way shopping centre. Location: Unit 24 West Way Shopping Centre, Chapel Way, (adjacent to Cooperative Travel) 5 September 5.40. Use questionnaires to gauge public opinion A response form has been developed to record consultation responses during the five week response period. The response form includes a combination of single-choice (quantitative) and open-ended (qualitative) questions. We encourage those responding to use the prescribed representations form, which is available to download from the council’s website: 21 August – 25 September 5.40. Distribute leaflets containing information on where the documents can be viewed and the date(s) and venue(s) of any community involvement exercise The council intends to have leaflets distributed in the West Way shopping centre area throughout the five week consultation period, particularly to advertise the exhibition events 3 and 5 September. The leaflets will include information on where the documents can be viewed and when and where the exhibition will be held. TBD 5.40. Advertise the publication of draft SPD documents by placing posters in local area. To advertise the consultation, a large A1 poster with relevant information will be displayed in the storefront of Unit 24 West Way Shopping Centre, Chapel Way, (adjacent to Cooperative Travel) from 21 August through 25 September. Additionally, smaller posters will be distributed to community groups, posted on North Hinksey and Cumnor Parish Council notice boards (with prior consent), bulletin boards, with local businesses and other high-trafficked community spaces. 21 August and ongoing distribution 5.40. Use existing Citizens Panel and Youth Forum to gauge opinion The Citizens Panel and Youth Forum are no longer active bodies and therefore, have not been engaged as part of the draft SPD consultation. N/A 5.41 Consider and analyse representations received and make necessary changes. A final version for the SPD will be prepared along with a statement that summarises the main The council will carefully consider and analyse representations, make changes it considers necessary and prepare a statement of the main issues raised and how they have been addressed. All comments submitted may be available on the council’s website for public inspection. 21 August – Mid October
issues raised and how they have been addressed. 5.45. When proposed submission document is published for comments, invite comments on the Sustainability report The Sustainability Appraisal report is open for public consultation at the same time as the SPD. Consultees are encouraged to comment on the SA using the response form available on the council’s website: 21 August 5.46. Send copies of SA to Historic England, Natural England and the Environment Agency The council has sent hard copies of the Sustainability Appraisal to Historic England, Natural England and the Environment Agency 19 August – 21 August 5.47. Make SA available to view and download on the council’s website The Sustainability Appraisal Report for the Botley SPD is available for download on the council’s website: 21 August 5.47. Make SA available for inspection or purchase at the Local Service’s Point at Abbey House, Abingdon Hard copies of the Sustainability Appraisal Report are available for inspection in the following locations: council offices at 135 Eastern Avenue, Milton Park, Milton, OX14 4SB weekdays from 9.00am to 5.00pm (4.30pm Fridays) council offices at Abbey House, Abbey Close, Abingdon, OX14 3JE weekdays from 8.30am until 5.00pm (4.30pm Fridays) Full colour, bound copies of the SA are also available for purchase for £8.61 each + vat. To order, please contact: Hobs Reprographics Abingdon Manger, Harry Darlington Telephone – 01235 833044 21 August 5.47. Send a paper copy and an electronic copy to the Planning Inspectorate A hard copies and an electronic copy of the Sustainability Appraisal Report were sent to the Planning Inspectorate 19 August – 21 August 5.47. Make document available for inspection at relevant local libraries in the district. Hard copies of the Sustainability Appraisal Report are available for inspection in the following public libraries: Botley, Oxford Central, Abingdon, Wantage, and Faringdon. 21 August December consultation
5.38. Publish a notice in a local newspaper stating where the draft SPD and Consultation Statement are available for inspection and the period of consultation A public notice was published in the Oxford Times, 19 November 2015. The Oxford Times has the highest readership in the Botley area and as such, was selected to run publication of the public notice. This consultation requirement complies with government regulations 11-16 and 35 of Town and Country Planning (Local Planning) (England) Regulations 2012 19 November 5.38. Publish draft SPD and Consultation Statement on the council’s website The council’s website includes a link to download the draft SPD and Consultation Statement. Website link: This consultation requirement complies with government regulations 11-16 and 35 of Town and Country Planning (Local Planning) (England) Regulations 2012 20 November 5.39. Use council website to provide information and seek views on the draft and publicise public exercises The council’s website includes a detailed description about the Botley SPD consultation process, links to all relevant documents (SPD, SA, etc.), info on how to make comments, and dates for upcoming exhibition events. The council’s website is continuously updated as new information becomes available. 20 November – ongoing 5.41 Consider and analyse representations received and make necessary changes. A final version for the SPD will be prepared along with a statement that summarises the main issues raised and how they have been addressed. The council will carefully consider and analyse representations, make changes it considers necessary and prepare a statement of the main issues raised and how they have been addressed. All comments submitted may be available on the council’s website for public inspection. 20 November – ongoing 5.39. Make the draft SPD and Consultation Statement available for inspection at all relevant local libraries Hard copies of the draft SPD and Consultation Statement are available for inspection in the following public libraries: Botley, Oxford Central, Abingdon, Wantage, and Faringdon. 20 November 5.38. Send ‘specific’ and ‘general’ consultation bodies a copy of the draft SPD and Consultation Statement The council has notified statutory and general consultation bodies of the consultation time frame, where they can access and inspect a copy of the SPD, and the time and date of planned exhibition events. Due to environmental considerations, consultation bodies are not provided hard copies of the draft 20 November