Minutes of a Meeting of the Steering Group held at 7 Old School Lane, Brockham on Tuesday 5 April 2006 at 8.00 pm

Present: Lisa Marshall-Bailey (Chair)
Nick Caddick (Acting Secretary) Brockham Green Village Society
Bob Pritchard (Treasurer)
Hilary Budd Brockham Parish Council
Neil Cummins

1 APOLOGIES FOR ABSENCE
Ian Williams

2 MINUTES OF PREVIOUS MEETING
Minutes of the meeting held 5 March 2006 were accepted.
The Chair welcomed to the Steering Group Mr Neil Cummins.
There were no matters arising that would not be addressed later.

3 DISCUSSION OF DRAFT QUESTIONNAIRE
The primary objective of the meeting was to agree the questions that would be incorporated in the Parish Plan questionnaire.
NC had provided a revised draft on 24 March and had received comments from LMB, HB and IW.
It was agreed that LMB would produce a question regarding Tanners Meadow Surgery, based on a questionnaire that they themselves had produced. The benefit for the surgery would be a wider circulation of their question would be achieved through the plan, but it was also recognised, in line with many other areas, that the questions and analysis could only address issue broadly.
LMB agreed to circulate the draft to Ian Byford and NC agreed to circulate to Tracey White for comments prior to it being sent to stakeholder groups.
NC agreed to approach Sarah Battley as a matter of urgency regarding the terminology with regards disabled people.
Timing was a critical issue as the Steering Group were already three days overdue and copies of the draft questionnaire needed to be with stakeholders well before Easter on 14 April.
LMB and NC agreed to draft a covering letter to stakeholders. Where possible the questionnaire would be emailed, otherwise it will be distributed by post.
NC indicated that the timescales for completion were now critical IF the questionnaires are to be effectively distributed and returned before the summer holiday period.
LMB and NC to agree stakeholders for distribution and manage responses in order that a pre-artwork draft can be finalised at a meeting on Monday 24 April at 7 Old School Lane.

4 FUNDING
4.1 Awards for All
The form had been completed and returned for some minor changes. The finalised form had been sent to AfA in Guildford on/around 24 March. The AfA Committee will be sitting on 12 April and we should hear within 8 weeks (by 7 June) with regards the outcome. It is hoped that there is a positive outcome by 21 May as this is when the questionnaire is scheduled for printing.
4.2 Comic Relief
No approach had been made to Comic Relief and BP suggested that Nikki Barrett, who’s role is to secure funding may be able to help as she is currently incapacitated with a broken foot.
4.3 MVDC
NC had not yet spoken with Caroline Bosdet.

5 PARISH COUNCIL ANNUAL MEETING
Brockham Parish Council have requested that a presentation be made by the Parish Plan Steering Group at the AGM on 21 April 2006. This is to update attendees on progress so far. LMB suggested a Powerpoint presentation and would address.

6 SECRETARY
NC would be prepared to continue in the short term until a Secretary is appointed.

7 TREASURER’S REPORT
BP indicated that the balance at 30 Mar 06 was £1,504.28. This would barely be sufficient to cover the printing costs of the Parish Plan and would not allow any other expenditure in the year.

8 NEXT COMMITTEE MEETING
Monday 24 April 2006 at 7 Old School Lane to discuss stakeholder replies to questionnaire and finalise pre-artwork copy.
Tuesday 16 May 2006 at 7 Old School Lane to discuss recruitment of volunteers for distribution/collection and for data entry.

9 ANY OTHER BUSINESS
9.1 Contact List
NC had updated the contact list and re-circulated.
9.2 Data Protection Act
NC reminded the Chair that we will be required to comply with the Data Protection Act and we should register asap.

10 TIME FRAME
Timing is critical and the following will require effort from the Steering Group to meet the deadlines.
Friday 24 March 2006 Deadline for all questions from Steering Group
Sunday 26 March 2006 Completed draft of FULL questionnaire; distribute to all Steering Group Members
Monday 27 March 2006 Steering Group to review questionnaire and make amends as necessary
Identify key stakeholders who will receive a copy of the questionnaire
Monday 7 April 2006 Deadline for questions to be finalised
Wednesday 10 April 2006 Distribution of draft questionnaire to key stakeholders
Friday 21 April 2006 Deadline for comments from key stakeholders
Sunday 30 April 2006 Final questionnaire approved incorporating stakeholders comments
Sunday 14 May 2006 Artwork completed
Sunday 21 May 2006 Deadline for proof reading artwork
Monday 29 May 2006 Printed questionnaires delivered
Distribution
Sunday 18 June 2006 Deadline for return of questionnaires
Monday 19 June 2006 Data input and analysis

11 SUMMARY OF ACTION ITEMS
Action by
Contact Sarah Battley re inclusion 6 Apr NC
Create question for Tanners Meadow Surgery 6 Apr LMB
Draft letter to stakeholders 6 Apr NC/LMB
Circulate draft questionnaire to Ian Byford and Tracey White 6 Apr NC/LMB
Circulate draft questionnaire to stakeholders 10 Apr NC/LMB
Complete suggestion boxes 14 Apr NC
Prepare presentation to Parish Council 21 Apr LMB
Compile responses from stakeholders 24 Apr NC
Register with Information Officer Data Protection 1 May LMB
Contact Caroline Bosdet, MVDC re printing 1 May NC
Explore funding through Comic Relief 1 May BP
Forward ALL volunteers and group members to Nick Caddick to manage contact list 21 May ALL

The Chair thanked Hilary Budd once again for her generous hospitality and the fine, banana and walnut sponge cake, and Victoria sponge.
There being no further business, the Chair brought the meeting to a close at 23:25hrs.

Chair
Wherever possible the Secretary will circulate the papers for the meetings by electronic means. Members unable to attend a meeting with an outstanding action point are requested to provide an update, either via a paper or verbally, to the Chairman/Secretary. Consideration may be given to publishing the minutes on the Brockham Village website.

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Brockham Parish Plan Steering Group

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