- Home
- Steering Group Minutes Wednesday 32026
Steering Group Minutes Wednesday 32026
Minutes of Sheepy Parish Neighbourhood Plan Steering Group
| Date: Wednesday 3rd June 2026 – 7.30pm | Venue:The Archive Room – Memorial Hall. Sheepy Magna | |||
| Attendance: Julie Dixon, Sarah Drummond, Kate Gardiner, Tom Goodwin, Carl Jacobs, Deborah Miller, Clive Stretton, John Ward, Rob Ward and Colin Wilkinson (Consultant – Planit X) | Apologies: Richard Gill, Alun Duby. | |||
| Minutes taken by: Clive Stretton | ||||
| Item | Raised by | Discussion & Decision | ||
| 1 Welcome | Chair | |||
| 2 Introductions Existing SG members New members Planning Consultant | Chair | A brief introduction by each of the existing members, new members and planning consultant. | ||
| 3.Attendance & Apologies | Chair | 10- present including Colin Wilkinson. Apologies. Richard Gill, Alun Duby. | ||
| 4. Declaration of Interest | Chair | None | ||
| 5. Steering Group -Terms of Reference -Scope of responsibility -Minutes & reporting to the PC -Lead roles Chair, Secretary, other? | Chair & Parish Council Chair | Terms of Reference. A draft Terms of Reference had been circulated in advance of the meeting. It was questioned that ‘Prior to the adoption of the updated NP, Steering Group meetings will be scheduled (as a minimum) monthly.’ 03/06/26-01 – Rob Ward to circulate to Steering Group Members a ‘Draft Terms of Reference Share Point’. 03/06/26-02 – Steering Group Members to add any feedback to the Draft Terms of Reference using ‘Draft Terms of Reference Share Point’. It was noted that Parishioners/members of the public may observe Steering Group meetings but cannot participate. Should Parishioners/members of the public wish to raise questions or comment, this must be done at a Parish Council Meeting during Parishioners Open Forum. Scope of responsibility. The Parish Council is the Qualifying Body. The Neighbourhood Plan Steering Group is a sub-committee of the Parish Council and follows Parish Council protocol. 03/06/26-03 – Rob Ward to ask the Clerk to the Parish Council for a legal definition of a sub-committee of the parish Council. The Parish Council delegates responsibility to the Neighbourhood Plan Steering Group to produce the Neighbourhood Plan. Recommendations are made to the full Parish Council for approval. Minutes & reporting to the PC. The Steering Group Secretary produces draft minutes for Steering Group meetings ready for approval at the next Steering Group meeting. These minutes are then added to the Sheepy Parish Neighbourhood Plan Website. The Chair of the Steering Group produces a monthly report for the standing agenda item on the monthly Parish Council meetings. Lead roles Chair, Secretary, other? The roles of Chair, Vice Chair, Secretary, Communications Officer and Finance Officer were briefly outlined by the existing Steering Group Members. At this point, John Ward said he was stepping down as Chair. Clive Stretton said he was willing to continue as Secretary. Various members of the Steering Group said they would consider taking on the roles. 03/06/26-04 – Secretary to add Election of Officers to the agenda of the Next Steering Group Meeting. | ||
| 6. Current project -Deliver update to NP -Outline plan and key milestones. -Initial tasks. | Colin Wilkinson (Consultant – Panit-X) Gave an overview of producing a Neighbourhood Plan. This will take approximately 18 months. 03/06/26-05 – Secretary to locate HBBC’s Housing Needs Survey. 03/06/26-06 – Rob Ward, Sarah Drummond and Julie Dixon to compile a list of Land Owners of land adjacent to the settlement boundary of Sheepy Magna. 03/06/26-07 – Deborah Miller to set up a WhatsApp group for Steering Group members. 03/06/26-08 – John Ward to set up Parish Council email addresses for new Steering Group members. 03/06/26-09 – Rob Ward to request the Clerk to the Parish Council investigates the current problem of access to the Sheepy Parish Neighbourhood Plan website. | |||
| 7. Minutes of Previous Meeting Wednesday 21st January 2026. | Due to time constraints, the minutes of Sheepy Parish Neighbourhood Plan Steering Group Meeting Wednesday 21st January 2026 were not discussed and the action carried over to the next meeting. 03/06/26-10 – Secretary to add ‘Minutes of Steering Group meeting 21st January 2026’ to be added to the agenda of the next meeting. | |||
| 8. Matters Arising from Steering Group Meeting – Wednesday 21st January 2026. | Chair | Due to time constraints, the Matters Arising from the Sheepy Parish Neighbourhood Plan Steering Group Meeting Wednesday 21st January 2026 were not discussed and the action carried over to the next meeting. 03/06/26-11 – Secretary to add ‘Matters Arising from the Steering Group meeting 21st January 2026’ to be added to the agenda of the next meeting. 21/01/26-01– Chair to sign the Steering Group Meeting Thursday 25th April 2024 minutes. 23/03/23-01 – Chair to organise the signing of the Minutes electronically in the future including the installation of the software required. Closed and replaced by 21/01/26-02. 21/01/26-02– Chair to sign future Steering Group Meeting minutes electronically. 25/04/24-01 – Chair to sign the Steering Group Meeting 23rd March 2023 minutes. Closed. 25/04/24-02- Chair to request the ‘Chair of the Parish Council’ arranges a meeting with Sheepy Parish Borough Councillors, to discuss the local plan, in advance of any HBBC meeting to discuss the local plan. Closed. 25/04/24-03– Secretary to complete a spreadsheet showing Sheepy Parish Council’s response to a planning application and HBBC’s decision, since the adoption of the Neighbourhood Plan (March 2019), highlighting any discrepancies between Sheepy Parish Council’s Consultation Response and HBBC’s decision. Closed. This is done annually as part of the Sheepy Parish Neighbourhood Plan Steering Group’s Report at the Sheepy Parish Council’s AGM. 21/01/26-03- Using thespreadsheet showing Sheepy Parish Council’s response to a planning application and HBBC’s decision, since the adoption of the Neighbourhood Plan (March 2019) as a data source, Steering Group members to identify any Neighbourhood Plan Policies that may need amending to remove any ambiguities and make more robust. 25/04/24-04 – Communications Officer to give the Clerk to Sheepy Parish Council administrator access to the Sheepy Parish Neighbourhood Plan Website. Completed & Closed. 21/01/26-04- Chair to request the Clerk to the Parish Council resets the password/s and administration rights for the Sheepy parish Neighbourhood Plan Website. 1) NPPF. Ministry of Housing, Communities and Local Government – Proposed reforms to the National Planning Policy Framework and other changes to the planning system is currently out for consultation from 16 December 2025 and closes at 11:45pm on 10 March 2026. 21/01/26-05- Chair to request our consultant Colin Wilkinson (Planit-X) to give the Steering Group a formal briefing of changes to the NPPF and implications at the next meeting/workshop. 2) Local Plan. HBBC Regulation 18 draft Local Plan consultation ran from Friday 17 October to Friday 28 November 2025. HBBC received over 700 representations from stakeholders and members of the public and will consider them in their preparation of the Local Plan to be ready for Regulation 19 later this year. See Sheepy Parish Council minutes regarding its representation submitted November 2025. To date, Sheepy Parish Council has received no feedback on its representation. It is worth noting that Sheepy Parish Council has received no feedback for its representation of a previous Regulation 18 draft Local Plan consultation. 3) Neighbourhood Plan At the October Meeting 2025, Sheepy Parish Council formally agreed to initiate a review of the Sheepy Neighbourhood Plan to ensure that it remains up-to-date and reflects the views of the community In December 2025, the Parish Council wrote to Hinckley and Bosworth Borough Council informing them of the Parish Council’s intention to review the Neighbourhood Plan. This has now been acknowledged by HBBC and the Parish Council is waiting for the Borough Council to supply specific information requested: 1) the housing requirement figure for Sheepy Parish as the designated neighbourhood planning area and 2) the time period the Neighbourhood Plan should cover. 21/01/26-06- Chair to request our consultant Colin Wilkinson (Planit-X) to produce a framework for the Review of the Sheepy Parish Neighbourhood Plan at the next meeting/workshop. The most recent Terms of Reference, approved by the Parish Council 3rd November 2020 had been circulated in advance of this meeting. The Terms of Reference reflected practices during the Covid period. 21/01/26-07- Finance Officer to update the Terms of Reference and circulate to Steering Group members. 1) Public – Sheepy Parish Neighbourhood Plan Information Day/ Evenings. One in Sibson and one in Sheepy Magna. Suggested dates during the last two weeks in February 2026. 21/01/26-08- Richard Gill to investigate the availability of Sibson Village Hall for an Information Day/ Evening and inform the Secretary. 21/01/26-09- Secretary to investigate the availability of Sheepy Memorial Hall for an Information Day/ Evening. 21/01/26-10- Secretary to circulate possible dates for Information Days/ Evenings to Steering Group Members for comment. 21/01/26-11 – Finance Officer to produce a leaflet Inviting Parishioners, local businesses and those who work in the area, to the Information Days/ Evenings. 21/01/26-12 – Chair to organise the printing of the Information Days/ Evenings leaflets. One per household and business in the parish. 21/01/26-13- Secretary to coordinate the delivery of leaflets in the parish. 21/01/26-14- Secretary to investigate the availability of venues in the parish for a Steering Group Workshop/Meeting with Colin Wilkinson (Planit-X) either during the day or evening during the last three weeks in February. | ||
| 9. AOB | Chair | |||
| 10. Schedule meetings and venues. | Secretary | The 3rd Wednesday of each month. The Archive Room – Memorial Hall. Sheepy Magna. | ||
| 11. Date & Location of Next Meeting | Secretary | Wednesday 15th July 2026. The Archive Room – Memorial Hall. Sheepy Magna. | ||
| Meeting Closed 9.30pm | ||||
| Ref No. | Open Actions – 3rd June 2026 | Responsible | Deadline | |
| 1 | 03/06/26-01 – | Rob Ward to circulate to Steering Group Members a ‘Draft Terms of Reference Share Point’. | Rob Ward | 6 July 2026 |
| 2 | 03/06/26-02 – | Steering Group Members to add any feedback to the Draft Terms of Reference using ‘Draft Terms of Reference Share Point’. | Steering Group | 14 July 2026 |
| 3 | 03/06/26-03 – | Rob Ward to ask the Clerk to the Parish Council for a legal definition of a sub-committee of the parish Council. | Rob Ward | 9 July 2026 |
| 4 | 03/06/26-04 – | Secretary to add Election of Officers to the agenda of the Next Steering Group Meeting. | Clive Stretton | 9 July 2026 |
| 5 | 03/06/26-05 – | Secretary to locate HBBC’s Housing Needs Survey. | Clive Stretton | 14 July 2026 |
| 6 | 03/06/26-06 – | Rob Ward, Sarah Drummond and Julie Dixon to compile a list of Land Owners of land adjacent to the settlement boundary of Sheepy Magna. | Rob Ward, Sarah Drummond and Julie Dixon | 14 July 2026 |
| 7 | 03/06/26-07 – | Deborah Miller to set up a WhatsApp group for Steering Group members. | Deborah Miller | 9 July 2026 |
| 8 | 03/06/26-08 – | John Ward to set up Parish Council email addresses for new Steering Group members. | John Ward | 15 July 2026 |
| 9 | 03/06/26-09 – | Rob Ward to request the Clerk to the Parish Council investigates the current problem of access to the Sheepy Parish Neighbourhood Plan website. | Rob Ward | 7 July 2026 |
| 10 | 03/06/26-10 – | Secretary to add ‘Minutes of Steering Group meeting 21st January 2026’ to be added to the agenda of the next meeting. | Clive Stretton | 9 July 2026 |
| 11 | 03/06/26-11 | –Secretary to add ‘Matters Arising from the Steering Group meeting 21st January 2026’ to be added to the agenda of the next meeting. | Clive Stretton | 9 July 2026 |
| Ref No. | Open Actions – 21 January 2026 | Responsible | Deadline | |
| 1 | 21/01/26-01– | Chair to sign the Steering Group Meeting Thursday 25th April 2024 minutes. | John Ward | 7 February 2026 |
| 2 | 21/01/26-02– | Chair to sign future Steering Group Meeting minutes electronically. | John Ward | 7 March 2026 |
| 3 | 21/01/26-03- | Using thespreadsheet showing Sheepy Parish Council’s response to a planning application and HBBC’s decision, since the adoption of the Neighbourhood Plan (March 2019) as a data source, Steering Group members to identify any Neighbourhood Plan Policies that may need amending to remove any ambiguities and make more robust. | Steering Group | June 2026 |
| 4 | 21/01/26-04- | Chair to request the Clerk to the Parish Council resets the password/s and administration rights for the Sheepy parish Neighbourhood Plan Website. | John Ward | 3 March 2026 |
| 5 | 21/01/26-05- | Chair to request our consultant Colin Wilkinson (Planit-X) to give the Steering Group a formal briefing of changes to the NPPF and implications at the next meeting/workshop. | John Ward | 9 February 2026 |
| 6 | 21/01/26-06- | Chair to request our consultant Colin Wilkinson (Planit-X) to produce a framework for the Review of the Sheepy Parish Neighbourhood Plan at the next meeting/workshop. | John Ward | 9 February 2026 |
| 7 | 21/01/26-07- | Finance Officer to update the Terms of Reference and circulate to Steering Group members. | Rob Ward | 9 February 2026 |
| 8 | 21/01/26-08- | Richard Gill to investigate the availability of Sibson Village Hall for an Information Day/ Evening and inform the Secretary. | Richard Gill | ASAP |
| 9 | 21/01/26-09- | Secretary to investigate the availability of Sheepy Memorial Hall for an Information Day/ Evening. | Clive Stretton | ASAP |
| 10 | 21/01/26-10- | Secretary to circulate possible dates for Information Days/ Evenings to Steering Group Members for comment. | Clive Stretton | ASAP |
| 11 | 21/01/26-11 – | Finance Officer to produce a leaflet Inviting Parishioners, local businesses and those who work in the area, to the Information Days/ Evenings. | Rob Ward | 9 February 2026 |
| 12 | 21/01/26-12 – | Chair to organise the printing of the Information Days/ Evenings leaflets. One per household and business in the parish. | John Ward | 12 February 2026 |
| 13 | 21/01/26-13 | Secretary to coordinate the delivery of leaflets in the parish. | Clive Stretton | 13 February 2026 |
| 14 | 21/01/26-14- | Secretary to investigate the availability of venues in the parish for a Steering Group Workshop/Meeting with Colin Wilkinson (Planit-X) either during the day or evening during the last three weeks in February. | Clive Stretton | ASAP |
| END |
| Previous Action Number | Ref No. | Closed Actions – 21 January 2026 | Responsible | Deadline |
| 1 | 23/03/23-01 | Chair to organise the signing of the Minutes electronically in the future including the installation of the software required. | John Ward | |
| 2 | 25/04/24-01 | Chair to sign the Steering Group Meeting 23rd March 2023 minutes. | John Ward | |
| 3 | 25/04/24-02 | Chair to request the ‘Chair of the Parish Council’ arranges a meeting with Sheepy Parish Borough Councillors, to discuss the local plan, in advance of any HBBC meeting to discuss the local plan. | John Ward/ Rob Ward | |
| 4 | 25/04/24-03 | -Secretary to complete a spreadsheet showing Sheepy Parish Council’s response to a planning application and HBBC’s decision, since the adoption of the Neighbourhood Plan (March 2019), highlighting any discrepancies between Sheepy Parish Council’s Consultation Response and HBBC’s decision. | Clive Stretton | |
| 5 | 25/04/24-04 | Communications Officer to give the Clerk to Sheepy Parish Council administrator access to the Sheepy Parish Neighbourhood Plan Website. | Kate Gardiner | |