Minutes of a Meeting of the Steering Group held at 7 Old School Lane, Brockham on Tuesday 16 May 2006 at 8.00 pm

Present: Lisa Marshall-Bailey (Chair) (LMB)
Nick Caddick (Acting Secretary) (NLC) Brockham Green Village Society
Bob Pritchard (Treasurer) (BP)
Hilary Budd Brockham Parish Council
Neil Cummins (NC)
Ian Williams (IW)

1 APOLOGIES FOR ABSENCE
None

2 MINUTES OF PREVIOUS MEETING
Minutes of the meeting held 24 April 2006 were accepted with an amendment to item 3.1.
There were no matters arising that would not be addressed later.

3 DISCUSSION OF DRAFT QUESTIONNAIRE
3.1 Social Capital Questions
Ian Byford had forwarded to the Steering Group a Social Capital Question Bank for review. It had been circulated to the Steering Group for comment. There was some discussion about the necessity of including questions about social capital with the view that if the result was low, it was not within the remit of the Steering Group to encourage more community activity.
NLC and IW felt that it would give a good indication of how community minded individuals were and possibly identify and potential areas for improvement.
LMB pointed out that an additional three questions would take the number over 70 and this may be a psychological issue for deterring response.
It was agreed that three questions be added to take the total to 72.
3.2 Finalise artwork copy
It was agreed the new social capital questions would go into the Social Section.
The copy was approved subject to the sight of the final artwork on the inclusion of the new questions.
The layout and design was approved.
3.3 Approval of artwork
Artwork for the questionnaire would be circulated before the 20 May for dispatch to .the printers by the 22 May.
3.4 Quotes for printing
NLC had approached a company in Horsham, recommended by HB, (PDC Copyprint) who had quoted £1,075 for a 20pp 135gsm booklet, self cover 4/2 cover and 2/2 16pp insert, 1500 copies. NLC had also approached Peter Frewer, resident in the village who had quoted £1,690 for 250gsm 4/2 cover and 16pp 2/2 insert on 100gsm paper.
The Steering Group voted unanimously to go with PDC.
NLC also indicated that the Steering Group would require some letterhead for an introductory letter and would get a quote the following day.
3.5 Setting up the questions online and testing
NLC was to prepare the design of the questionnaire online so that it could be tested prior to receipt of the questionnaires. He also indicated that £150 would be required for the company to set up the service.
3.6 Recruitment of street wardens
Neil Cummins agreed to manage the recruitment of street wardens and distribution. All wardens details are to be forwarded to NC for compilation and allotment of delivery areas.
IW said that he would create a poster for recruitment.
3.7 Recruitment of data entry people
It was agreed that the Steering Group should now start to recruit people for data entry as soon as possible.
4 Data Protection Act
LMB had contacted the Information Officer and the paperwork and cheque for £35 had been sent to him for registration of the Brockham Parish Plan.
5 Time frame evaluation
The Steering Group are on target to launch the questionnaire during the first week of June.
6 Village Fair Display
The Chair reminded everyone that the Steering Group would be publishing the initial results from the questionnaire at the Village Fair and suggested that everyone put the date in their diary.
7 Funding
7.1 Parish Council
NLC suggested an approach be made to the Parish Council for funding to take it up to similar grants made by other Parish Councils of £1,000.
HB had discussed with the Parish Council that they could perhaps underwrite the printing costs and the Steering Group would reimburse it on receipt of funding. There was mixed reaction to this suggestion from the Parish Council with some members not wishing to commit.
HB also pointed out that if the printer invoiced the Parish Council, we would not have to pay VAT as they were exempt.
7.2 Awards for All
The necessary forms had been completed and a response is awaited from AfA in the next ten days.
7.3 Comic Relief
Nikki Barrett’s workload had increased and LMB and BP agreed to contact her to see what her availability was for making a submission to Comic Relief.

8 TREASURER’S REPORT
BP indicated that the current balance was £1,504.39 less a cheque that had been written for £23.75 for stationery leaving a closing balance of £1,480.64. Should the print costs be £1,075 there would be £405.64 left of which £60 or so was due for envelopes and labels.

9 NEXT COMMITTEE MEETING
Tuesday 13 June 2006 at 7 Old School Lane to discuss progress on questionnaire volunteers for data entry and Village Fair Open day.

10 ANY OTHER BUSINESS
None.

There being no further business, the Chair brought the meeting to a close at 22:15hrs.

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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