Minutes of a Meeting of the Steering Group held at 7 Old School Lane, Brockham on Thursday 8 September 2005 at 8.00 pm

Present: Nick Caddick (Acting Chairman) Brockham Green Village Society
Bob Pritchard Brockham
Hilary Budd Brockham Parish Council
Lisa Marshall-Bailey Brockham
Paul Ritchie Brockham

1 APOLOGIES FOR ABSENCE
Roger Hammond, Vicky Stevenson
Tony Hamilton resigned from the Committee.
2 MINUTES OF PREVIOUS MEETING
Minutes of the meeting held 14 July, 2005 were accepted apart from small typographic errors which were amended and signed by the acting chairman.
3 MATTERS ARISING
3.1 Lisa Marshall-Bailey
The Acting Chairman welcomed Lisa Marshall-Bailey to the Steering Group. Lisa is studying the Environment for an Open University course and her contribution to the plan will be invaluable.
3.2 Children’s poster and logo competition
Response had been very small (3 items) due to its proximity to the end of the school year and it was suggested that the competition be relaunched.
Brockham School had been very helpful and Lisa Marshall-Bailey offered to speak with teaching staff to see if:
a) they would actively promote the competition
b) they would consider allocating a portion of school time to get children involved and motivated
The Steering Group would be guided by the teaching staff as to when time could be allocated and when entries could be received, but it was hoped that they would be complete by 30 September which would allow a week for judging.
Paul Ritchie and Lisa Marshall-Bailey offered to suggest the competition to the Cubs and Beavers.
Nick Caddick had approached Helyn Clack and Valerie Homewood about judging the competition. He had emailed Eric Starkie but had received no response.
Once the date of the competition was finalised he would recontact these individuals and Rev Jonathan Willans.
3.3 Budget and Finance
The Steering Group discussed sources of funding for the project:
a) Nick Caddick had approached Helyn Clack who had been offered £500
b) Paul Ritchie will contact MVDC for sources of funding
c) It was suggested that approaches could be made to local businesses, such as Pfizer, W S Atkins, J J Franks. Paul Ritchie offered the services of Clare Ritchie to draft letters of an approach to these and other companies.
A budget plan would need to be created for the programme.
3.4 Stakeholder map and informing stakeholders
Paul Ritchie and Nick Caddick are still to produce a stakeholder map. Hilary Budd offered to draft a letter for circulation to stakeholder groups informing them of the Parish Plan and a proposal for a mobile exhibition discussed below.
Bob Pritchard mentioned that his daughter, Kirsty, was working with the National Trust and may prove a useful resource to the Steering Group.
4 Open Day
The nature of the Open Day was discussed at length and it was agreed that a ‘mobile exhibition’ would:
• be far more effective in reaching a range of groups and individuals
• encourage response from those groups and individuals
• be more proactive and make effective use of the time of the Steering Group
• generate a more useful response on which to gauge broad levels of concern
Nick Caddick had a ‘portable’ Nomadic Stand which could provide the basis for this activity. A number of panels would be attached to the stand including a map of the Parish with overlays showing key issues facing the Village and a number of ‘topic’ panels (possibly six) highlighting in more detail the of issues. These topics would use ‘headlines’ to attract peoples’ attention. The idea is to start people thinking about the reality of what they are being asked to consider and comment on.
For example, a map would have an overlay on the River Mole. The Topic panel could be headed ‘Aviation fuel kills fish in River Mole’ or ‘Toxic river kills fish’.
The issues here could be:
• the expansion of Gatwick will increase the toxicity of the Mole due to increase ‘run-off’ from new runways.
• what damage to the wider environment will this have, what other species are at risk (mink?)
• how do we manage the ecological balance in the Village – how do we monitor it or lobby for better protection?
Some of the broad issue the topic should possibly cover are:
• Social & Community
• Transport
• Housing
• Economic
• Environment
Paul Ritchie is to review the Guidance for Town and Parish Councils to produce a more comprehensive list of topics and issues to be circulated for comment.
It is hoped that at these mobile open days members of the Steering Group could attend the early sessions for 20-30 minutes with say a flip chart to help members start to think about and feedback ideas either at the time or immediately afterwards.
5 Timing
Launch of first mobile open day at Teas on the Green Sunday 9 October, Church Hall
Travelling ‘exhibition’ to organisations and at events around the Village October to December
Review of outcomes from the exhibition and preliminary work on questionnaire Four weeks over December/January
Publication of the outcomes January/February, 2006
Recruitment of street wardens and launch of questionnaire March, 2006
Questionnaire completion March/April, 2006

6 Election of Officers
Due to the nature of other activities in the Village which may cause concerns about the independence of the Plan, Hilary Budd, Nick Caddick and Bob Pritchard declined to stand for Chairmanship.
Lisa Marshall-Bailey indicated she would be prepared to stand as Chairman and Paul Ritchie as Chairman or Secretary.
Bob Pritchard indicated that he would be prepared to consider the position as Treasurer.
It was agreed that we would address these appointments at the next meeting.

7 Summary of Action Items
Follow up poster competition with school and confirm date LMB
Contact MVDC re funding PR
Draft stakeholder map for circulation PR/NC
Draft stakeholder letter and notice about travelling exhibition HB
Produce topic and issues list for initial circulation PR
Contribute to topic panels and issues list All
Consider photographic requirement for panels BP/All
Find out costs of digital mapping from Ordnance Survey NC
Find out about production costs for graphics panels NC
Approach judges for poster/logo competition NC
Create web page for Parish Plan NC
Provide sample C&G questionnaire VA
Approach Teas on the Green for October 9th to see if we can host the first exhibition there HB

It should be noted that Surrey Community Action representative Vicky Stevenson is now Vicky Adam.
The Acting Chairman thanked Hilary Budd for her hospitality and the copious amounts of tea, wine and fine sponge cake.
There being no further business, the Acting Chairman brought the meeting to a close at 22:00hrs.

Acting Chairman
The next Committee meeting will be held at 8.00 pm on Wednesday 21 September 2005 at 7 Old School Lane, Brockham.
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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