Minutes 10/3/2009
Winterslow Parish Plan Steering GroupTuesday 10th March 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
Appologiese
None received.
Anouncements
Mick introduced Annie Scadden from Salisbury District Council who was attending to give support to the Steering Group and identify she would no longer have the reference for Parish Plans in her new Unitary Authority role. He also introduced Ross and Chris Walker from Lopcome Corner.
1) Minutes of SG meeting 10th February 2009 were agreed as a true record.
Proposed Brian
Seconded Mark
NB It was agreed that full names would be detailed at the top of the minutes, thereafter forenames only would be used.
Acronyms will in future be explained on initial use in order to make it easy for the general public to read.
2) Matters Arising
i) Debbie suggested specifying the year when identifying meetings open to the public.
ii) Penny queried the reference to the Standard Agenda Appendices in Standing Orders. Mike confirmed this was Appendix B
iii) Penny suggested changing "members of the Parish of Winterslow" to read "residents" in the section referring to Inspection of Documents.
Action - Mick to amend.
On the basis of the above changes all members of the SG signed of the Standing Orders.
3) Question Time
No questions were offered.
4) Correspondence
i) Brian's e-mail to Mick reference the proposal to accept Viv Kay's offer to be Secretary. It was agreed to advertise the vacancy. Penny was to investigate possible candidate and report back.
ii) Jannie suggested locating a notice board outside the Village School.
iii) Brian's second e-mail referred to obtaining a copy of the Salisbury DC Local Plan. This was referred to Annie who said she would help.
Action - Mick to liase with Annie to secure a copy.
Action - Mick to advertise in Village Magazine, in village shop, public houses etc.
5) Chair's Report
i) Mick informed the SG that Derek Howland had stood down as a member, but would become a member of one of the Topic Working Parties.
ii) Mike Morgan-Jones, who is a member of several church groups and PCC is to establish an "All Faiths" focus group, which will give feedback on elements of the Parish Plan. Ross identified that the Scout group with which he is connected, could form another focus group.
iii) Dave Newton, who is a Parish Councillor is leading on the First Response initiative and will be attending the April meeting to e explain how the scheme involving trained residents responding to medical emergencies would operate.
iv) Mick identified that if he indicated on e-mails with the "NR" tag the a response was needed as soon as possible.
v) Mick has acquired a copy of the Parish Magazine circulation list and at Annie's suggestion will ask Salisbury DC for a copy of the Electoral Register. This will help to target contact and communications with the community.
vi) It was identified that Anton & Julie at the Lions Head will in future be giving half their takings from the monthly pub quiz to the SG to help fund the Parish Plan.
vii) Julie has also offered to help, through her employer Trethowans, to produce the "Questionnaire" and Parish Plan Document. Mick will write to thank Trethowans.
viii) Mick identified the need to set a date for the first major presentation to the village. The 2nd of October was agreed.
6) Finance
i) Ian gave a presentation on the financial Plan which is to be used when applying for grants from Community First & Salisbury DC
ii) The Parish Council is to give the SG a £400 grant for the year April 2009 to March 2010.
iii) Ian asked for feedback on any item he had not included to be identified within ten days of the meting due to the need to submit budgets with the grant applications.
NB Annie suggested enquiring if the Parish Council "Public Liability insurance" would cover Parish Plan activities.
Action -p Mick to contact Chairman/Clerk of PC.
7) Fundraising
Brian investigated possible grant sources including Community first and" The Village Kitty". Bill Moss (County Councillor) was consulted.
Action - Mick & Ian to progress grant applications.
8) Parish Council Matters
Mick informed the SG that on reading the PC minutes for their last meeting he identified that they intended to adopt minutes which broke their Standing Orders, reference funding and legal support for the SG. This was on the basis that the agreed wording of the motions presented had been altered by the Clerk and as a result did not reflect the agreements as approved. He had raised the issue with the Chairman and the minutes were amended and approved in the original format.
9) Member's Reports
Phil presented the Parish Plan Project Plan as it had developed to date and provided a pictorial presentation of the various elements that have been incorporated into the eighteen-month plan. He explained that the initial target of eighteen months was established so that if the process was extended it would still be able to complete it in two years.
10) Working Party Reports
This section of the meeting will provided the WP's to provide feedback on progress to the SG, allow feedback and ensure that all SG members have an overview of the whole planning process.
11) Items For Discussion
i) Editorial Team:
Tren, Paula, Debbie,Jannie & Mick
ii) Working Parties:
Each SG member gave his or her preference in respect of WP membership. Mick confirmed the allocation of topic so as to create teams with at least two SG members in each.
Action - Each WP to meet, nominate a Team Leader, and produce a terms of reference for their topic. It was recommended that the volunteers should attend the meeting.
Action - Mick to circulate the most up to date list of volunteer contact details.
A guidance note re Terms of Reference was presented my Mick and adopted by the SG.
iii) Communications Strategy:
The SG "Brain Stormed" the topic of Communications and the need for a clearly identified strategy to ensure good two-way communications between the community and all those involved in producing the Parish Plan. The Communications Strategy Team was the established and tasked with taking all the information away and producing a draft document for consideration by the SG.
Communications Strategy Team:
Clive, Mike, Mick & Debbie
iv) Newsletter & Letter Heads:
Mick presented proposed designs that were approved by the SG.
v) Questionnaire:
Deferred to next meeting
12) AOB
I) Jannie identified she had a potential volunteer to represent the village school.
II) Mick identified there would be a regular item in the Village Magazine and confirmed no one had any reservations about their details been included.
III) Mick asked if anyone would like to be involved in the review of the Village Website. No one was identified. Phil said he was aware of some software that could be used to record "hits" on the website.
13) Look Forward
i) Volunteers to attend their first SG meeting in April
ii) Working parties to hold their first meetings with the volunteers
iii) Communications team to hold first meeting
iv) Editorial team to hold first meeting
v) Mick to place an advert in the Parish magazine for a Minutes Secretary, someone to help with statistical analysis, someone to help with the website and someone to assist with the Communications Strategy
14) Date & Time of Next Meeting
Tuesday 14th April in the Village Hall table tennis room
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