The Community Planning Process took place between October 2007 and June 2008, including the outcomes from the Community Planning Day (CPD) and subsequent meetings.
To start the process, meetings were arranged on site with local Councillors from the three Ashtead wards and local amenity groups to explain and discuss the programme and the aims of the process. A meeting was also held with local MP Chris Grayling to brief him on the project.
A Community Planning day (CPD) was publicised by an invitation flyer to a residential consultation area agreed in advance with the local authority. A letter and flyer was sent to local stakeholders and interested parties through a range of media. A stakeholder database was established, which included community and resident groups, local politicians, local authority officers, local schools and churches. People signed in at events and new contacts were added to the database throughout the process. Invitation letters were sent to everyone on the stakeholder database with details of the CPD and subsequent events. Press releases were sent to the local press and adverts were placed in local newspapers. In addition, publicity flyers were put up on community notice boards by the ARA and delivered to key community buildings and local shops and offices.
Before the event, the consultant team met for a team briefing and tour at the former Junior School Hall and the surrounding area. Local councillors and representatives for the ARA joined the team.
The CPD was held on 3 November 2007 at the former Junior School Hall. An exhibition with urban design analysis drawings, planning background and contextual information about the site, as well as information about the consultant team and developer.
The CPD began with a short introduction which was followed by a workshop with all participants to discuss problems and solutions in relation to the site and surrounding area. The team also had a walkabout and then workshops on planning groups to explore ideas and options for the site. Findings from the workshops were reported back to everyone present, feeding into the wider debate and informing the development of ideas for the site.
Following the CPD, the outcomes were analysed and summarised and an indicative master plan for the site was drawn up and presented to a public meeting on 14 November 2007. In all approximately 300 people signed in at the CPD. The master plan showed approximately 153 houses, which included swapping some of the ENV20 land to create two distinct area of open space. Further discussion with the community and the Local Authority led to this idea being dropped as a result of the previously mentioned policy constraints.
Another public meeting took place on 12 December 2007 at the Junior School Hall. 200 people attended and were asked to comment on the newly worked up scheme that showed approximately 130 houses and included two separate areas of open space. The comments were summarised.
Following the exhibition the scheme proposals were further developed and further meetings were held with the planning authority. As a result revisions were made to the scheme in relation to density, layout and open space. Also, further meetings were held with community providers in relation to further proposals for the use of the sports pitches and the retained Junior School Hall.
On going meetings were held with the Leader of Mole Valley District council on 10 January, 12 May and 5 June 2008 and with the officers from Mole Valley District Council Planning Departments.