Minutes of a Meeting of the Steering Group held at 7 Old School Lane, Brockham on Tuesday 7 March 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
Ian Williams
Pari Dillon Surrey Community Action
Paul Napthine Surrey Community Action

1 APOLOGIES FOR ABSENCE
Neil Cummins.

2 MINUTES OF PREVIOUS MEETING
Minutes of the meeting held 17 January 2006 were accepted, although NC pointed out that in Item 4, Leigh Parish Plan did not have a cash budget of £5,000. Their expenditure was in fact £3,000 and there was £2,000 of volunteer contributions.
The Chair welcomed to the Steering group Mr Ian Williams and to the meeting Ms Pari Dillon and Mr Paul Napthine from Surrey Community Action. Paul has replaced Vicky Adam who had been the previous liaison with SCA.
The Chair also indicated that a Neil Cummins had expressed interest in joining the Steering Group and would attend the next meeting.
There were no matters arising that would not be addressed later.

3 RESIGNATION
Paul Ritchie had informed the Steering Group of his resignation from the Committee.

4 SELECTION OF RELEVANT QUESTIONS TO BE INCLUDED IN QUESTIONNAIRE
4.1 Housing & Local Government
Bob Pritchard presented questions which had been considered by himself, Nick Caddick and Laurence Nasskau.
4.2 Childcare & Youth
Hilary Budd presented the questions which had been considered by herself, Lisa Marshall-Bailey, Ian Williams Claire Jordan, Geraldine Cummins, Ian Williams, Lorna Wootton and Janet Greenhorn.

4.3 Environment & Open Spaces
Lisa Marshall-Bailey presented questions which had been considered by herself, Hilary Budd, Annette Harper, Sue Green and Amanda Terry
4.4 Transport & Information
Nick Caddick presented questions which had been considered by himself, Nick Green and Mick Lucas.
4.5 Services & Business
In the light of Paul Ritchie’s resignation from the Steering Group, Nick Caddick had prepared a number of questions but time would not allow discussion. It was agreed that a further meeting would be held to discuss and agree the socio-demographic questions at the same time.

During the discussion of the questions the issue about volunteering to help with particular ‘groups’ was raised. It was agreed that volunteers names could be included on a tear off portion of the questionnaire. It was also noted that the Steering Group should register with the Information Officer to comply with the Data Protection Act. NC noted the cost is £35.

Revised drafts of questions should now be completed as soon as possible and sent to NC who will compile a draft questionnaire to date.

5 FUNDING
5.1 Awards for All
Despite the completed AfA document being forwarded to Paul & Clare Ritchie on 12 January 2006 by NC, nothing had been progressed. This could leave the Steering Group without sufficient funds to complete the Plan.
LMB agreed that she would contact PR and if the application had not been dealt with by Friday 10 March she would get it returned for action to be taken by the group.
LMB suggested that BP write to MVDC and say that we may have a shortfall in funding. PD indicated that she had not known additional funding to be given above and beyond the initial contribution. PD suggested that it would be better to see if MVDC could pay or buy print on behalf of the Parish. NC agreed to contact Caroline Bosdet to gauge her reaction.
HB indicated that although the Parish Council had notionally indicated a further amount of money in addition to the £100 already given it would be unlikely it would be more than £200.
PD suggested that an approach be made to Comic Relief before the end of the month. It is a similar process to AfA but less onerous and quicker. LMB agreed to look at this option.
5.2 Funding Fair
A funding fair is running at Bourne Hall, Ewell on 16 March 2006. LMB and HB will attend. NC, IW and BP indicated that they would also attend if available. Registration can be made online at www.surreycc.gov.uk/fundingfair and should be made asap.

6 SUGGESTION BOXES
NC had not completed the suggestion boxes and after some debate it was agreed that they should still be created. NC agreed that he would try to complete them before Monday 13 March 2006. However if he is unable to do this he will give the boxes to HB to create.

7 VOLUNTEERS
The recruitment of Volunteers to hand out and collect copies of the questionnaire was discussed. LMB had suggested that a piece be written for the Parish Magazine but NC believed that recruitment would be more effective through networking throughout the village to identify ‘street wardens’. Each warden would be responsible for the distribution and collection of a number of questionnaires.
If each person has say 30 questionnaires to distribute and collect we will need to recruit 40 volunteers to reach 1,200 homes. Clearly the more volunteers, the less work for individuals.
7.1 Contact List
There was some confusion over how the contacts list had been managed and from the previous minutes there are a number of individuals who have offered their services who had not been contacted. NC agreed to manage the contacts list and asked that everyone send him the various contact details for him to compile.

8 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 3 April 2006 Deadline for questions to be finalised
Wednesday 5 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

9 TREASURER’S REPORT
The Treasurer reported that the Steering Group has £1,354.09 in its account with an outstanding cheque to pay in of £150 received from the Bonfire Committee.

10 NEXT MEETING
To be confirmed.

11 SUMMARY OF ACTION ITEMS
Include Neil Cummins, Ian Williams and Paul Napthine on distribution list ALL
Contact Caroline Bosdet, MVDC re printing NC
Finalise draft questionnaires from each sub-group and send to Nick Caddick ALL
Explore funding through Comic Relief LMB
Attend funding fair where possible ALL
Complete suggestion boxes NC
Forward ALL volunteers and group members to Nick Caddick to manage contact list ALL

The Chair thanked Hilary Budd once again for her generous hospitality and the sumptuous cholesterol laden, coffee and walnut sponge cake.
There being no further business, the Chair brought the meeting to a close at 23:15hrs.

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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