Minutes 10/2/2009
Minutes of the Inaugural Meeting
Winterslow Parish Plan Steering Group
Tuesday 10th February 2009
Present: Mick Brown, Trenchard Torode, Philip Silk, Mike Taylor, Derek Howland, Janie Melhuish, Brian Goggin, Mark Tucker, Jessie Page, Paula Page, Debbie Evans, Penny Fooks, Ian Kay, Clive Broadley, Vicky Kuhle
1) Chair's Report
The meeting was opened by Mick Brown (Temp Chair) and all present introduced them selves. Mick explained that the process involved in producing a parish plan and identified that the experience of other parishes indicate that it would probably take eighteen months to two years to complete and that Steering Committee members should be happy to commit for this length of time. However, members should say at the earliest opportunity if they are finding the task too burdensome.
2)Apologies
Tim Elliot was out of the country and unable to attend.
3)Standing Orders
After discussing the draft document, subject to the inclusion of the following points the Standing Orders were adopted.
i) Meetings will be held on the second Tuesday of every month in the Pavilion on the Recreation Ground, starting at 7.30pm
ii) The meetings to be held in September, January and April will be open to the public. At the beginning of these meetings the public will be allowed a maximum of 15 minutes to ask questions.
iii) Mick will add a paragraph regarding the declaration of conflicts of interest to the Standing Orders.
Amendments/additions accepted and SO adopted:
Proposed Tren
Seconded Janie
Unanimous
4) Members voting rights
Full members have voting rights on the committee; co-opted members do not. Janie will be the only member of the committee to be co-opted.
5) Election of post holders
Chair:
Mick Brown,
Proposed Ian
Seconded Phil
Unanimous
Brian expressed a view that the Chair of the SG should not be a serving member of the Parish Council. Mick advised the meeting he would accept his nomination on the grounds he had already decided to stand down from the PC if elected Chair.
(NB Mick to resign as member of the Parish Council with immediate effect in order to concentrate all his efforts on producing the Parish Plan)
Mick formally took charge of meeting.
Mick expressed his wish to have two Vice Chair. This was agreed.
Vice Chair:
Phil Silk and Jessie Page were nominated and accepted.
Proposed Tren
Seconded Brian
Unanimous
NB Jessie will hold post till December at which time she will review her position.
Secretary:
Vicky Kuhle was nominated
Proposed Penny
Seconded Janie.
Unanimous
Treasure:
Ian was nominated
Proposed Paula
Seconded Clive
Unanimous
6) Terms of Reference
All present read the draft document. Mick stressed that if we find issues that need to be addressed, they will be forwarded to the Parish Council in advance of any drafts/final documents relating to the Parish Plan.
Terms of Reference to be adopted
Proposed Tren
Seconded Janie
Unanimous
Notes:
Debbie mentioned that our voice is in danger of being lost (Parish Council on behalf of community) in the move to a unitary authority from April. She said that Pewsey have been particularly successful in getting their ideas listened to by the LA because they have produced a parish plan and used it to support their involvement with the LA.
7) Format of meetings (Agenda)
A discussion took place reference a standard format for the Agenda.
Action - Mick will produce a draft for use at the next meeting and ratification, based on the SG discussions.
Mick told members of the committee that any subjects for discussion should be emailed to other members of the committee at least two days before the meeting (under normal circumstances) to allow all members to be prepared and allow the efficient use of time.
Action - Mick to incorporate a paragraph in standing orders to reflect this requirement
A discussion was held on the provision of minutes.
Decision - A draft set of minutes will be prepared within seven days of the meeting and circulated to all members. These minutes will be ratified at the next meeting in the normal way.
8) Steering Group
Mick explained that the function of the Steering Group should be to set policy, project manage the plan production and provide leadership and guidance for the working parties.
It is anticipated that a member of the Steering group will act as a" Team Leader" for each of the working parties. The Team leader will be responsible for reporting back to each SG meeting on working party progress. Each working party will be given a briefing sheet incorporating a clear "Terms of Reference" to ensure the key issues are addressed.
Action - Mick to produce draft working party briefing sheet for consideration at the next meeting.
9) Application for Grant
We need to make our application for a £500 grant from Salisbury District Council (Community First by the end of March/early April. As part of our application, a project plan and a financial plan are needed.
Action - Phil will lead the project planning with Debbie, Jessie and Mick making up the rest of the Team.
Action - Ian as Treasurer will lead on the financial plan assisted by Mick.
Notes:
Mick to liase with members to arrange for meetings to be held week beginning 16th Feb
10) Fund raising
Debbie suggested finding out about funding from Wiltshire after April.
Action - Debbie will investigate informally with a view to a formal approach from the SG when appropriate.
Mick identified that the Lion's Head have offered to organise a quiz night as a fundraiser for the Parish Plan fund.
Brian offered to investigate possible sources of funding from agencies other than the LA. .
Action - Brian will report to the SG at each meeting.
11) AOB
There was a discussion over whether we should amalgamate our committee with Firsdown's and produce a joint Parish Plan, following an approach from a resident.
Decision - The SG felt that it wanted to operate on its own.
Propose Ian
Seconded Phil
Unanimous
Although there would be no joint venture in terms of a parish plan it was felt there would be an advantage to having a formalised arrangement with neighbouring parish. Particularly in view of the new unitary structure, the remoteness of the Unitary and the need to have a strong voice in lobbying the Southern Area Committee.
Action - Mick to refer this to the Parish Council as a suggestion for them to progress.
Mick and Debbie raised the issue of a communications strategy.
Action - Mick to place item to be placed on the agenda for the next meeting for a "brain storming session".
Action - ALL MEMBERS consider ideas and forward them to Mick.
A draft "Questionnaire" will be circulated to all members so they can prepare for the next meeting.
Action - Mick to circulate.
Action - ALL MEMBERS to study draft Questionnaire ready for next meeting.
Debbie stressed the need to keep momentum going as far as keeping the community involved and communicating the progress of our work with the village. Mick said that there are 820 properties in the village and if we galvanise all possible support we should have enough representatives to cover 20 properties each. We would hand-deliver questionnaires and follow up with every household, with the target of getting a minimum 80% response rate for the return from households. Mick said that the questionnaires and the findings would provide a snapshot of history of the village. Bulletins will be posted on the village website; an article would go in each month's parish magazine. The need for SG notice boards was discussed.
Action - Vicky to investigate possible volunteers to construct the notice boards.
Mick reminded members of the criteria for items being considered for AOB.
Action - Mick to include the details re AOB in Standing Orders.
Action - Mick will circulate the email address list of all members.
Next meeting Tuesday 10th March at 7.30pm in the Recreation Ground Pavilion.
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