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Appendices

Appendix 1

Conservation Areas and sites of archaeological potential

Maps and other information can be found here
http://www.molevalley.gov.uk/index.cfm?articleid=17304  and here http://www.molevalley.gov.uk/index.cfm?articleid=17308

Appendix 2

Bookham Vision

In June 2008 in response to community wide interest in various planning proposals a new, independent body, comprising mostly of volunteers with relevant experience, was tasked to collect information that could be used to prepare a Village Plan for Bookham. The initiative was called Bookham Vision.

Further details of this activity can be found at the website created for the project:

http://www.bookhamvision.org

The data was collected and produced following significant community effort with over 200 volunteers playing a part in making it possible. A wide ranging Household Survey was hand delivered to 4,886 dwelling in Bookham. The study was well received by the local community and 3,326 Household surveys were completed (68% response rate).

The data collected reflected the views of the community and covers all aspects of life from schooling to shopping, pubs to parking, developments and roads to recycling and recreation.

The results of the study were published in October 2010. The full report is available to view on the website.

Appendix 3

The Forum

In the absence of an elected Parish Council, the Start-Up group set about recruiting the required Forum. It was decided to define the “ideal” Forum make-up to try and achieve the optimum representation of the Bookham voting population. 42 Bookham residents were required, fitting a range of criteria.

The complete definition is set out in Appendix 4

A publicity campaign was mounted, using a wide variety of available publicity channels, inviting residents to volunteer. By January 2012, 42 people had volunteered and the inaugural Forum meeting took place on 4^th February 2012.

In addition to these resident Members of the Forum, 3 further Members were recruited from people who worked in Bookham businesses, but lived elsewhere.

It was considered that there should also be established a “Task Force” of other residents who had offered to assist with the detail work of research, analysis and the creation of proposals for the Forum to consider.  Members of the Task Force, 14 in number initially, are also Members of the Forum, creating an overall Forum of 54 Members. The Task Force meets each month. The Head of Planning policy at MVDC is a permanent attendee at these meetings, and at nearly all of the Forum meetings.

Originally it was planned that the Forum would meet every three months. However, during 2013 there were eight such meetings.

During the course of preparing the Plan, some Members of the Forum have found it necessary to resign for various understandable reasons. Nevertheless, other residents have come forward to take their place and at no time were there less than 30 resident Members.

The Forum adopted its constitution at its meeting on 12^th May 2012 and application for Designation of the Forum and Area was made on 28^th May. Designation was achieved on 25^th September 2012.

Appendix 4 – COPY OF ORGINAL DOCUMENT dated 14^th November 2011

Composition of the Bookham Neighbourhood Forum

Introduction

1. The Neighbourhood Forum is the body that will take decisions on what goes into the draft Neighbourhood Development Plan (NDP).  It is therefore important that every effort is made to ensure that the make-up of the Forum reflects the demographic make-up of the community if the draft NDP is to reflect the needs and aspirations of the community.  Consequently it is hoped that it would then be supported by the community should it be put to referendum.  This note sets out the proposed composition of the Bookham Neighbourhood Forum.

Background

2. The draft constitution of Bookham Vanguard envisages a Forum, and a Task Force that will research and present reports and recommendations to the Forum.  Task Force members are also to be members of the Forum.
3. The Localism Bill stipulates that a Forum must be a minimum of 21 members, each of whom lives or works in the defined area of the proposed NDP or is an elected member of the district or county council.  To enable the Bookham Forum to reflect as fully as possible the composition of the local community it is proposed that there should be 44 Forum Members in addition to the Task Force
4. The Localism Bill envisages that some members of a Forum may live outside the area concerned but work within it. To allow a reasonable representation of this group it is envisaged that 2 members of the Forum should be people who work in Bookham but live outside the area.  This would mean that the Forum would have 42 Bookham residents on it and it is this group that should reflect as far as reasonably possible the composition of the community.

Building a Forum that reflects the community

5. The NDP will affect many aspects of Bookham life.  It is therefore important that the Forum reflects the community from a range of different angles.  In particular the Forum should reflect the composition of the community as a whole in the following groups:
   1. Residents.
   2. Businesses and those who work in the village, whether or not they live here. 
   3. Community Groups
   4. Councillors.  Provision should be made for MVDC to nominate one if its elected councillors, representing either of the two Bookham wards, to be a member of the Forum. Ideally this person should be a Bookham Resident
6. One individual might belong to a number of these categories. For example, they might be a resident, someone who works in the village, and a member of a community group.  They would be counted in each category in testing whether the Forum reflects the community.  It is not envisaged that there would be separate categories of members e.g. “resident members”,  “business members”, “community group members”, and so on,  as such an approach could unwittingly result in the Forum being unbalanced from a number of perspectives.  For example if business and community group members tended to be older people (as is perhaps likely) the overall age profile would be skewed.
7. The rest of this note considers how in each category the Forum should reflect the community.

Residents

8. The following characteristics should be used to assess whether residents on the Forum reflect the community:
   1. Geographical spread.   Bookham is divided into 6 polling districts each with a roughly equal number of voters.  As there are to be 42 members who are Bookham residents, each polling district should ideally have 7 members.
   2. Age.  Based on data collected for Bookham Vision, the 42 Bookham residents should have the following age profile:

      Age	18-34	35-49	50-64	65+
      No. of members	6	11	11	14

   3. Gender:  Bookham’s gender split is not far from 50:50 so the Forum should have equal numbers of men and women..
   4. Tenure:  To reflect the split between homeowners, those living in affordable housing (social and intermediate housing) and those renting from private landlords, the 42 residents on the Forum should have the following composition:

      Tenure	Owner occupiers	Affordable Housing	Private renters
      No. of members	36	5	1

   5. Household with dependent children at home:  As of the 2001 census, 23% of the households in Bookham had children living at home.  To reflect this 10 of the residents on the Forum should have children living at hom
   6. It is hoped that those who consider themselves to be members of ethnic minorities, or who consider themselves to have a disability, will feel able to volunteer to be members of the Forum and every opportunity will be taken to encourage them to do so.

Business and those who work in the village

9. The Forum should reflect the range of businesses operated in the village.  There should be at least one member in each of the following categories, each with a responsibility to consult others in their category to canvas opinion:
   1. Small businesses/sole traders
   2. Larger companies operating in the village
   3. Workers who live outside the village
   4. Retail and non-retail undertakings

Community Groups

10. Bookham is fortunate to have a very wide range of community groups and it clearly would not be practicable to include them all as there are many dozens of them.  Instead it is suggested that there should be at least 1 member in each of the following categories.  Each should have a responsibility to consult others in the community groups category to which they belong:
    1. Conservation groups
    2. Education – schools, playgroups etc.
    3. Churches
    4. Youth groups: scouts, guides, the Youth and Community Centres
    5. Sports clubs
    6. Groups caring for the disabled and others in need
    7. Social pastimes.

Recruiting members to reflect the suggested composition

11. The above criteria have been compiled in an attempt to ensure that the Forum reflects the composition of the community in those respects that are most relevant to the preparation of the NDP without being so detailed as to make it impractical to recruit the right people to match the profile.  Even so it may prove impossible to find volunteers in certain categories and so no guarantee of success can be given.  The Start Up Group will take reasonable steps to secure a composition that reflects the suggested profile as closely as possible.
12. In particular, should more people volunteer than are required to meet part of the profile, those concerned may be invited to discuss amongst themselves who should represent their group on the Forum.  Should they fail to agree, then the Chairman of the Start Up Group will organise a drawing of lots to decide who sits on the Forum.

Appendix 5

Public Involvement

During the course of preparing the Plan great effort was made to inform and involve the local community.

A Bookham Vanguard website was established in November 2011 and has been a complete and transparent source of information.  It details the membership of the Forum and the Task Force, and sets out the Constitution and the Conflict of Interest policy.  It reported, in detail, the proceedings at every Forum meeting, and generally provided news about what is happening as the project progressed. It also has an associated Facebook and Twitter feed.

A Newsletter was produced from time to time throughout the project. Residents were invited to sign up for receipt of this by email and over 800 residents have done so.  Additionally, a team of distributers was recruited to deliver a printed version to nearly every dwelling in the Area.

There are a number of regular publications which are distributed to all dwellings in the Area.

• Look Local – every month
  
• Bookhams Bulletin – every quarter
  
• BRA Newsletter – 2 times per year

Articles were published in these on almost every occasion.

4 videos were produced covering:

• The need for and an overview of a Neighbourhood Development Plan
• Issues relating to Housing
  
• Issues relating to Infrastructure
  
• Issues relating to local Economy

These were used in presentations to the public.

A series of community events was organised, and widely publicised using the media above.

These were held centred on the Old Barn Hall, the central community hall, sometimes using ancillary accommodation in marquees outside. Publicity was additionally mounted via notices in local shops and on various village notice boards. 8 such events were run and typical attendance was in the region of 200. They varied in style sometime theatre style presentations, sometime “drop in” sessions.

Each year there is a “Village Day” fair in June and a stand was manned at each of these events to update visitors on the project so far, or to solicit feedback on the issues of the day

Beyond this, presentations/discussions took place at other events – the AGM’s of Bookham Residents Association and Maddox Residents Association – School Fairs at Eastwick Schools and the Dawnay School.

More information is provided in the accompanying Consultation Statement.

Appendix 6

Built up area Character Appraisal

MVDC has prepared a Character Appraisal for Boohkam and Fetcham which can be found at
http://www.molevalley.gov.uk/media/pdf/m/m/Bookham_BUACA_access.pdf

Appendix 7

Homes inside and outside the Central Area

Bookham’s population has an older age profile than Mole Valley as a whole, which in turn has an older profile than Surrey or England as a whole.  Planning for future housing in the village needs to reflect this. (See chart below.)

This is likely to become even more pronounced. Indeed, if Mole Valley continues to plan for fewer homes than implied by the projections, the age profile is likely to age even more quickly than projected.  Less expensive, smaller properties to attract young families are therefore a priority.

In addition, Bookham’s existing housing stock is more heavily skewed toward 4 bedroom and larger properties than Mole Valley, Surrey or the rest of England – see chart below:

The Central Area has been chosen taking into account the need to be close to the centre, bus links, medical centres, wide selection of shops and the following study showing an average 6 minute walk of 631±93 metres for 50-85 year olds:

http://erj.ersjournals.com/content/14/2/270.full.pdf+html

 According to the 2011 census:

• 22% of households in Bookham are couples or single people aged 65 or over who have 2 or more spare bedrooms
• nearly four out of five (79%) of Bookham residents who are age 65 or over live in homes with 2 or more spare rooms

Appendix 8

Parking Space Standards

The chart below compares Bookham’s car and van ownership with that of Mole Valley.  As can be seen, in each age group Bookham residents have more cars and vans that Mole Valley as a whole.

Data on car and van availability by size of property does not appear to be available for Bookham.  However, the following table gives the available data from the 2011 census for Mole Valley:

Mole Valley	2 or more cars & vans %	3 or more cars & vans %
All dwelling sizes	49.2	14.0
1 bedroom	10.7	1.2
2 bedrooms	30.8	4.9
3 bedrooms	51.9	12.8
4 bedrooms	71.7	22.4
5 or more bedrooms	84.7	38.1

This table suggests that if 3 bedroom properties had only one parking space 52% of households would seek to park at least one car on the road: that would undoubtedly cause serious congestion.  Similarly, if 4 bedroom properties are built without 3 parking spaces, 22% of households would seek to park at least one car on the road.  Again, that is likely to cause congestion.

Bookham has greater car and van ownership per person than Mole Valley as a whole so that the percentages for Bookham are likely to be higher.  Further, the position is likely to deteriorate as car ownership continues to grow.

Guidance on the use of permeable surfaces for parking areas can be found at https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/7728/pavingfrontgardens.pdf

Appendix 9

Affordable Housing

Affordable Housing is a technical term which has precise meanings and should not be confused with inexpensive housing.  The term “affordable housing” is misleadingly used by many to describe generally available market housing that is affordable to buy, but the term has a more formal definition and can refer to homes that are both owned and rented.

The specific characteristic of Affordable Housing is that it is housing provided by a Registered Provider (normally a housing association or local authority registered with the Homes and Communities Agency (HCA)).  Moreover it is available from these Registered Providers only to persons that fulfil certain eligibility criteria

Affordable Housing may be provided on a variety of terms to eligible persons whose needs are not met by the market. Eligibility is determined with regard to local incomes and local house prices.

The following list of definitions explains the different housing rental and ownership terms:

Affordable rented housing - property let by Registered Providers to persons eligible for social rented housing and subject to rent controls of no more than 80% of the local market rent.

Social rented housing – property owned and let by Registered Providers for which guideline target rents are determined through the national rent regime.  The rent is set using a nationally set formula based partly on the assessed market value of the property, partly on local earnings and partly on the number of bedrooms.

Intermediate housing – covers various forms of housing for sale and rent which is provided at a cost above social rent but below market levels, and is available to those within income levels defined by the Department for Communities and Local Government (DCLG). Intermediate housing also includes shared equity (shared ownership and equity loans).

Shared ownership – is a form of Affordable Housing made available by Registered Providers where the prospective buyer purchases a share of the property (25% to 75%) and pays a capped rent on the remaining share. Shared ownership properties are always leasehold and after purchase, the home owner can purchase additional shares, known as ‘staircasing’, up to 100%, at which time the purchaser will fully own the property.

Tenure – used to describe the conditions under which a property (or land) is held or occupied. This can mean a rented tenancy or a lease.

Tenancy – is the right of interest of a tenant who occupies a property (or land) for an agreed period in exchange for a rent.

Secure Tenancy – a legal contract between the tenant and Registered Provider governed by the Housing Act 1985. Tenants can only be removed against their will if it can be proved in court that the conditions of the tenancy agreement have been broken

Appendix 10

Highways

Full details for the Mole Valley Local Committee of Surrey County Council can be found at:

http://new.surreycc.gov.uk/get-involved/your-local-area/mole-valley-local-area/your-local-committee-in-mole-valley

There is available a variety of documents which set out the current requirements pertaining to highways. Some of them can be found at the following websites.

http://www.standardsforhighways.co.uk/ha/standards/dmrb/index.htm

https://www.gov.uk/government/publications/manual-for-streets

http://www.surreycc.gov.uk/maps/surrey-interactive-map

As a result of various Public consultation events a variety of issues were raised relating to Highways improvements. On 9^th May at a Public Consultation meeting these issues were displayed and attendees were asked to rank them in order of importance by numbering them 1 to 12, where 1 is the highest priority.  The following summarises the result of this consultation and sets the priorities as seen by the community.

*** This item was not originally in the list, but was added as a result of feedback during the formal 6 week Public Consultation between 12^th June and 24^th July 2015

Appendix 11

Drainage

The definition of SuDS can be found at

https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/82421/suds-consult-annexa-national-standards-111221.pdf

The Composition of the Bookham Flood Forum is set out in Appendix 13.  This body has identified a range of issues and particular “wet spots”.

On 9^th May at a Public Consultation meeting these issues were displayed and attendees were asked to rank them in order of importance by numbering them 1 to 7, where 1 is the highest priority.  The following summarises the result of this consultation and sets the priorities as seen by the community.

 

Appendix 12

Bookham Flood Forum

The Flood Forum comprises representatives from the following organisations:

• Bookham Representatives

• SCC Flooding Section
• SCC Highways
• Thames Water
• MVDC

Appendix 13

Schools Basic Needs

School Basic Needs is taken to mean the provision of accommodation and other resources to enable that school to provide sufficient pupil places to satisfy the demand placed upon it.

Appendix 14

Use Classes

A1 Shops	Shops, retail warehouses, hairdressers, undertakers, travel and ticket agencies, post offices, pet shops, sandwich bars, showrooms, domestic hire shops, dry cleaners, funeral directors and internet cafes.
A2 Financial and professional services	Financial services such as banks and building societies, professional services (other than health and medical services) and including estate and employment agencies. It does not include betting offices or pay day loan shops - these are now classed as “sui generis” uses (see below).
A3 Restaurants and cafés	For the sale of food and drink for consumption on the premises - restaurants, snack bars and cafes.
A4 Drinking establishments	Public houses, wine bars or other drinking establishments (but not night clubs).
A5 Hot food takeaways	For the sale of hot food for consumption off the premises.
B1 Business	Offices (other than those that fall within A2), research and development of products and processes, light industry appropriate in a residential area.
B2 General industrial	Use for industrial process other than one falling within class B1 (excluding incineration purposes, chemical treatment or landfill or hazardous waste).
B8 Storage or distribution	This class includes open air storage.
C1 Hotels	Hotels, boarding and guest houses where no significant element of care is provided (excludes hostels).
C2 Residential institutions	Residential care homes, hospitals, nursing homes, boarding schools, residential colleges and training centres.
C2A Secure Residential Institution	Use for a provision of secure residential accommodation, including use as a prison, young offenders institution, detention centre, secure training centre, custody centre, short term holding centre, secure hospital, secure local authority accommodation or use as a military barracks.
C3 Dwelling houses	this class is formed of 3 parts: C3(a) covers use by a single person or a family (a couple whether married or not, a person related to one another with members of the family of one of the couple to be treated as members of the family of the other), an employer and certain domestic employees (such as an au pair, nanny, nurse, governess, servant, chauffeur, gardener, secretary and personal assistant), a carer and the person receiving the care and a foster parent and foster child. C3(b): up to six people living together as a single household and receiving care e.g. supported housing schemes such as those for people with learning disabilities or mental health problems. C3(c) allows for groups of people (up to six) living together as a single household. This allows for those groupings that do not fall within the C4 HMO definition, but which fell within the previous C3 use class, to be provided for i.e. a small religious community may fall into this section as could a homeowner who is living with a lodger.
C4 Houses in multiple occupation	Small shared houses occupied by between three and six unrelated individuals, as their only or main residence, who share basic amenities such as a kitchen or bathroom.
D1 Non-residential institutions	Clinics, health centres, crèches, day nurseries, day centres, schools, art galleries (other than for sale or hire), museums, libraries, halls, places of worship, church halls, law court. Non-residential education and training centres.
D2 Assembly and leisure	Cinemas, music and concert halls, bingo and dance halls (but not night clubs), swimming baths, skating rinks, gymnasiums or area for indoor or outdoor sports and recreations (except for motor sports, or where firearms are used).
Sui Generis	Certain uses do not fall within any use class and are considered 'sui generis'. Such uses include: betting offices/shops, pay day loan shops, theatres, houses in multiple occupation, hostels providing no significant element of care, scrap yards. Petrol filling stations and shops selling and/or displaying motor vehicles. Retail warehouse clubs, nightclubs, launderettes, taxi businesses, amusement centres and casinos.

Appendix 15

Safeguarding Our Retail Centre

The Association of Town Centre Management (ATCM) defines a successful high street as having:

• A retailing centre serving the needs of the local community;
• Leisure, entertainment and cultural facilities;
• Public and private sector services;
• An employment and business sector;
• Accessibility by a choice of transport; and
• A local community perception of it being their town centre.

The Bookham Retail Centre contains approximately 41 retail units and a further 31 units including restaurants, financial and professional services and offices. This is less than other district centres in Mole Valley, apart from Fetcham.  There are no large food stores, but there are two small supermarkets and a selection of independent specialist shops, including baker, butchers, greengrocers, and a fishmonger. This provision of convenience shopping is good for the size of the village and its catchment, but could be expanded by encouraging a greater cluster of independent food specialists. There are no national multiple comparison shops in the Retail Centre due to its small size, and mainly local catchment.

In terms of the District's retail hierarchy, MVDC defines Bookham as a district centre in Core strategy Policy CS9.

The Bookham Vision findings reinforce the district centre status, in establishing that 76% of respondents did not use Bookham for their main weekly shop. The most popular destinations for the main weekly shop were Leatherhead and Cobham (Figure 1) – all with town centre periphery superstores offering wide ranges of products and plentiful, free parking.

Figure 1 - Shopping location for the 76% not using Bookham for their main weekly shop

The destination shopping nature of Bookham as a district centre is evident from the range of specialist stores and frequency of use (Figure 2). For example, over 40% of Bookham Vision respondents reported using the chemist, post office, top-up grocery shopping, or cards/newsagents.

Figure 2 – Retail use in Bookham – Bookham Vision

The number of vacant retail units in the Retail Centre increased from just one unit in 2010 to 5 in 2013, but this trend has not continued. However the four charity shops should be added to this to give a true measure for vibrancy. The mean time taken to fill empty units is also large.

Figure 3 - vacant retail (A1 to A5) units in Bookham, 2010 to 2013

The size of many units in the Retail Centre is small, and the old nature of many of the buildings and diverse ownership hinders the merging of units. This is a barrier to the expansion of existing businesses and limits the types of businesses which can trade from the Retail Centre. Opportunities to flow into the footpath (e.g. for restaurant/café seating) are also limited for most of the units because of the narrow pavements.

Congestion in the High Street is a barrier to business. In the Bookham Vision Business Survey (2009) 49% of business respondents regarded road congestion as a challenge, 28% regarded customer access as a challenge, and 18% regarded delivery access as a challenge.

Research undertaken by the Association of Market Towns (2012) concluded that pedestrian footfall in the Retail Centre was below the average for similar district centres elsewhere. The High Street was the busiest part. The average time people remain in the Retail Centre is also lower than for comparable centres. Enhancing the retail offer, along with providing restaurants and opportunities for parking, could improve the vibrancy of the Retail Centre.

There is also anecdotal evidence that the Retail Centre fails to capture, or attract, visitors to Polesden Lacy and the nearby Bockett’s Farm visitor attraction.

As such, policies are based on reinforcing Bookham’s status as a district centre, not competing with larger, neighbouring centres. 

Appendix 16

Safeguarding land in industrial and commercial use

In 2009 there were 520 registered enterprises in Bookham. A higher proportion than average of these businesses are in the service sector, with the dominant industrial classifications being:

• property;
• business services;
• public administration/other services;
• construction;
• retail, including car sale rooms; and
• motor vehicle servicing and repair.

Most of the businesses are classified as small or medium sized enterprises. In 2009 72% of businesses had 5 or fewer employees, and only 3% employed 20 or more people. Of the larger employers, two stand out as having more than 100 employees: Photo Me International PLC, and the National Trust though most of these are employed outside Bookham. As such, businesses are typically smaller than in many other comparable locations.

This dependence on small firms (many being new firm formations and particularly vulnerable in the first few years) creates a sizeable threat to the local economy.

Our businesses are used extensively by the local community (Figure 4). The Bookham Vision survey showed that approximately two thirds of the population used filling stations and bank frequently or sometimes, over a half used restaurants and public houses frequently or sometimes, and over two fifths regularly or sometimes used garages for car maintenance and plumbers or builders. Hence, there is a demand for these service businesses and the local community supports them.

Figure 4: Residents’ use of service sector (frequent or sometimes)

The Bookham Industrial Estate creates particular challenges for planning. It serves a valuable function. The size and flexibility of the units is a positive – with many businesses expanding and contracting within the estate as their business changes. The comparatively cheap rents in Bookham (£7 to £8 per square ft.) compared with Leatherhead and Dorking (over £9 per square ft.) is a positive.

On the other hand, the units are old and of a poor design, and would need considerable investment to meet future sustainability requirements. Road communications to the industrial estate are particularly poor, as HGVs are required to travel down narrow residential roads with many critical pinch-points (See Appendix 10). Other surrounding towns have a much better supply of commercial premises, providing competition for Bookham.

This is reflected in the relatively low rents and the times taken to fill vacant units (exceeding 12 months).

Despite these factors, in the Bookham Vision survey, support for the industrial estate was high: the large majority of residents were aware of the Industrial Estate. Over 30% of respondents considered it to be beneficial to the village, with 45% indicating they felt it provided needed local jobs. However, less than 10% indicated that they use the companies based there. And whilst 23% of respondents believed the estate caused Lorries to come through the village, only a small minority (less than 10%) indicated they would like to see it moved to a different location, even if the site was used for housing or other social development.

The pressure on land in Bookham for housing is creating a demand for converting commercial premises into residential. This is a further threat to local employment, providing services to local people and drawing people and associated economic activity into Bookham.

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