Hillsborough Steering and Communication Group Meeting 2 nd March -6:00pm Hillsborough Village Centre. Theresa Donaldson (TD) Andrew Kennedy (AK) John Baird (JB) Robert Lucas (RL) Colin Preen (CP) Kim Hitch (KH) - Lisburn and Castlereagh City Council - Lisburn and Castlereagh City council Historic Royal Palaces Resident - Resident - Princes Foundation for Building Community 1. Introductions and Apologies Apologies were received from Jeffrey Reaney, Andrew McDowell and Paul McCormick Theresa Donaldson, the Chef Executive of Lisburn and Castlereagh City Council introduced herself to the meeting and informed all that now with Colin McClintock s retirement she and Paul McCormick, Lead Head of Development at the Council would be sharing attendance at these meetings. 2. Previous Minutes & Matters Arising 2.1 The minutes of the previous meeting were accepted and will now be circulated 3. Matters Arising It was agreed that any matters arising from previous minutes be covered under agenda items. 4. Tourism Masterplan Update 4.1 AK confirmed that the LCCC had produced a brief newsletter/ flier highlighting feedback received during the consultation exercise and further clarifying that the Masterplan as a Vision and Strategy document, as well as setting out the next steps. 6,000 leaflets have been distributed, through retail units and the Visitor Centre. The Community reps said they were not aware of the leaflet, had not seen one nor received any comment / feedback from the community. Action: AK to forward a copy of the distribution list to community reps and reps to check with community that people were aware of the newsletter and if there was any ongoing concerns or feedback. 4.2 AK confirmed that the LCCC tourism master plan project team had reviewed and updated timescales to better align with HRPs anticipated project programme. 4.3 AK set out the next stages of the Tourism Masterplan as follows:
4.3.1 Have met with DARD to discuss Rural Development Programme application and identifying key first stage projects. DARD have indicated that any project has to be unique and create jobs. LCCC have identified 2 potential projects development of facilities and improvements in the forest (including a possible high end motorhome park, coffee shop, toilets, play park and improvement to pathways signage and car parking) and / or a new and improved visitor and information centre on the main street of the village. 4.3.2 LCCC have commissioned a commercial economic Green Book appraisal to identify the best and favoured project. This is looking likely to be improvements to the Hillsborough Forest. 4.3.3 AK confirmed that LCCC had lodged an Expression of Interest for funding last Friday and that date for application was by 20 th April. 4.3.4 LCCC currently discussing an MoU with Forestry Services, in terms of who will be responsible for what and that this will lead to a Service Level Agreement. 4.4 LCCC have appointed the Landscape Architect currently working on the Hillsborough public realm works to take forward and develop proposals as part of the DARD application requires that the identified project needs to have started planning, and a key element will be an environmental impact assessment. 4.5 KH pointed out that it will be important to include the community in the development of uses and activities in the Forest, as it is seen as an important local recreational resource. He was also aware that the community would like the access and informal parking at the gates on the Ballynahinch Road to be formalized and improved. 4.6 KH suggested that a key element of this will be the need to engage with the community and residents, especially around impacts, traffic parking etc. Action; It was agreed that LCCC and their consultants should look to produce a programme and consultation and engagement strategy and share with this group. 4.7 AK also confirmed that LCCC tourism masterplanning team are starting to look internally at action planning and how identify and progress other projects. These potentially could include another festival and working with St Malachy s Church to restore the parish rooms roof and Sexton s house, including looking at sourcing funding. KH questioned whether at this stage it was a good idea to look to develop another Festival, or whether in the short term it would be more beneficial to look to work with the village and Oyster Festival organizers to enhance that festival and also to deal with some of the friction between elements of the village and the festival in terms of nuisance and noise. It was pointed out that at one time the Oyster festival was held not in the village high street and square but in a field on the edge of the village. Perhaps venue could be one of the discussion points in terms of enhancing and enlarging the festival.
KH said he was also aware that HRP were looking to take on the management of the Fort and had early stage plans to link the fort with the castle, and to open the Fort up more to the public and as a venue. 4.8 TD suggested that it may be a good idea to form a Hillsborough Tourism Advisory Group as a subsidiary of this group, and that they would report in. This was generally thought to be a good idea. It was also suggested that this group could engage with the Oyster festival organisers. Action; All to consider further formation of a sub group- Hillsborough Tourism Advisory Group, including size, representation and who should sit on it. 4.9 AK commented that the Tourism Action Plan also identified further considerations re branding and marketing and that LCCC were looking to progress these. KH commented that it will be important to include village representation especially as members of the community have a very active heritage group such as the Old Guard and have produced their own Walking Guide to historic Hillsborough. Again this was thought that it could form part of the remit of any Tourism Advisory Sub committee. 5. Public Realm Update 5.1 AK reported that since November, the LCCC public realm project team and their consultants have progressed a number of more informal consultation exercises. They have undertaken a number of one to one meetings, and have divided the community into a number of focus groups who they have engaged with. 5.2 From feedback the highest priority and issue is car parking and the various conflicting challenges between residents, businesses and shoppers. KH felt that in order to ensure that there could be a robust discussion it would be invaluable that a detailed survey of usage over a 24/ 48 period was conducted as to how the parking was used and changed during the day.; especially as parking was so emotive and based on antidotal experience. Action; LCCC to consider 5.3 KH also pointed out that in any discussion around parking and available parking it will be necessary to ensure that baseline documentation was current and correct. He had had it pointed out to him by a member of the public whilst the consultation boards were up, that some of the car parking locations and numbers were no longer correct or available. 5.4 AK confirmed that the next step was that the LCCC public realm project team and consultants were about to embark on a number of focus group meetings with residents and businesses. These would take place throughout March and would be focused on the Square and Main Street.
5.5 Following the focus groups consultation the team will review comments with a view to amending proposals and taking proposals to the Council Development Committee in April. There would likely be a planning application at about the same time. 5.6 AK confirmed that the team had had initial discussions with NIA around alternatives to car parking and other car parking locations. Discussion was had that perhaps the team need to raise with the community, residents and businesses a number of permitted parking and parking restrictions; such as resident parking permits, restricted waiting times etc. All acknowledged that this would be challenging and that part of this was managing people s expectations. 5.7 LCCC were requested to put out some form of newsletter update to the Hillsborough community giving feedback and next steps. All to review how this needs to be distributed and advertised including council web site, as this is a crucial community issue. 5.8 KH asked for an update on the weight restriction process. The Statutory consultation period is about to end and then there will need to be consideration before any legal decision and then any possible implementation. The general feeling is that Initial comments indicate that whilst the weight restriction is aimed at restricting lorries from the village, it will effect local farming activities. 5.9 KH did wonder if the weight restriction process was not successful then there should be further consideration of making the route less attractive to through traffic and lorries through speed restriction design and the entrances to the village. 6. HRP update 7.1. JB confirmed that HRP had received notification of success for their HLF stage 1 fund application, and that they are cleared to progress to a second stage application later this year. 7.2 JB confirmed that HRP have been undertaking a lot of work developing the plans and proposal for the wider estate and the visitor facilities. HRP are looking to submit a comprehensive planning application for the visitor facilities end of April. 7.3 JB reported that following negotiations with Transport NI HRP are having to look at a redesign of access routes into the new car park. JB commented that HRP are very close to a potential solution which will bring in the new access point at the other end of the car park. this will require a new planning application. 8. Village Reps Update 8.1 The reps confirmed that car parking will be the main issue going forward, and will need to be addresses sensitively in terms of ensuring all have an opportunity to comment and be
engaged. 8.2 The location of the bus stop was questioned, as HRP had at one time expressed that they would like to see it moved up the hill close to the square and the proposed pedestrian access point to the castle. The village is keen that the bus stop remains where it is. 9. Communication and engagement 9.1 KH requested LCCC to take the lead in coordinating an action plan / timetable of forthcoming activities and engagement events, to be tabled at the next meeting. All recognized that there is potentially going to be a lot happening in the near future and coordination and clear lines of communication and feedback will be important. It was recognized that once LCCC had undertaken the initial programme, all parties had to feed in their activities and that such a programme / timetable would become the masterplan document. Action; LCCC to initially draw up a coordinated schedule / programme of activities 9.2 All acknowledged the importance of good communication and feedback, and especially how messages and notices are distributed. This group will continue to monitor and review such issues. TD commented that as far as she was concerned this group was key and that all activities / communications should pass through this group. 10. AOB 10.1 There was no Any Other Business 11. Next meeting All were aware that there had been a lull in the meeting cycle (due to awaiting confirmation as to next steps in terms of LCCC Public realm programme and recent retirement of CMcC. However it was agreed that the group would aim to meet once a month. KH to circulate dates for week of 4 th April 12. Circulation All those present + Jeffrey Reaney, Andrew McDowell,Paul McCormick and Gwil Evans + File