Minutes of a meeting of the Steering Group held at 7 Old School Lane, Brockham on Tuesday 17th January 2006 at 8.00pm

Present: Lisa Marshall-Bailey Chair
Paul Ritchie Secretary
Bob Pritchard Treasurer
Hilary Budd Brockham Parish Council

1 APOLOGIES FOR ABSENCE

Nick Caddick (Village Society) and Roger Hammond (Brockham Parish Council).

2 MINUTES OF PREVIOUS MEETING

Apart from some minor amendments to item 14 the minutes of the meeting held on 19th December 2005 were accepted.

3 TREASURER’S REPORT

BP advised that £1,732.17p currently remained in the BPP Account but expenses of £65.65p are outstanding from Open Day event i.e. a balance of £1,666.52p.

4 LEIGH PARISH PLAN

LMB and NC met with Paul Wilkinson of Leigh Parish Council (LPC) to discuss how the Leigh Parish Plan (LPP) was prepared. Their Steering Group has developed a website and the LPP features as a regular agenda item for all LPC meetings. The budget for the LPP was about £5,000. When planning their questionnaire the Group graded the questions before meeting, which helped reduce the number of questions. They also applied a “so what” approach to questions to ensure the questionnaire focused on gathering valid and useful information.

5 NEWSLETTER

It was agreed that the Group should proceed with the production of an informative but low cost newsletter to keep people informed about progress of the Brockham Parish Plan. PR is to draft articles for the newsletter based on the minutes of the previous meeting and findings of the scoping exercise. This draft will be circulated to members for comment prior to going to NC to produce a two-side A4 newsletter. The deadline is the 29/01/06 so that the finished item can be posted out with the Parish Magazine.

6 SUB-COMMITTEES

6.1 Selection of volunteers for sub-committees

It agreed at the last meeting that these Sub-Committees should be composed of 4-5 members, which should if possible include specialists capable of developing an effective questionnaire. It was agreed that each Sub-Committee be composed of two members of the Steering Group and two other volunteers.

Sub-committee
BPPSG Volunteers Expert
Transport & Information

NC & LMB Ian Green
Environment & Green Spaces

LMB & HB Annette Harper
Sue Green Sue Webber
Housing & Building

BP & NC Clive Marrett
Tony Hines N/K
Youth & Childcare

HB & PR Ian Williams
Kirsty Pritchard Erik Starkie
Services, Meeting Places & Local Businesses
PR & BP Lynne Agent
Paul Johnson Bob Bartlett

6.2 Guidelines for sub-committees

The briefing pack for the sub-committees will compose of the relevant C&G questions and feedback from the scoping exercise that relates to the aspects being considered. The sub-committees will meet one or two times to prepare 12-15 questions that will gather valid and useful information about their particular subjects.

The Steering Group will then meet with all members of the sub-committees to select 60 draft questions for the questionnaire using the “so what” test. The draft questionnaire will then be passed to the “experts” to ensure it is going to generate useful information to develop a parish plan. Following this consultation the Steering Group will agree a final version of the questionnaire.

6.3 Time frame

It is planned that the sub-committees will meet during the 2nd and 3rd weeks of February and that the Steering Group will meet again on the 21st February to consider progress. The members will proof read questions by 28th February before passing them to the “experts” for consideration. The aim is to agree the questionnaire by 21st March.

7 FUNDING

While the Steering Group has had significant success in raising funds for the BPP it was accepted that further funding is required to produce the questionnaire and report.

7.1 Awards for All

PR is working with Clare Ritchie to complete the application for £3,000 award for the production of a questionnaire. Feedback has been received from Surrey Community Action and Mole Valley District Council and the application needs to be modified to reflect this.

7.2 Bonfire Committee

The Steering Group is waiting to hear if their request for funding has been approved.

7.3 Poland House Trust

These funds are available for specific projects within the Brockham and Strood Green area so will become relevant when the BPP is being implemented.

7.4 SEEDA

Nobody had any information about funding available from SEEDA.

8 SUGGESTION BOXES

The implementation of the suggestion boxes is apparently in hand.

9 VOLUNTEER CONTACT LIST

Ian Williams Sub-committee (Environment & Youth) rubymad@fsmail.net
Diane Prout Warden
Alison Knott Sub-committee
Elizabeth Griffiths Sub-committee
Pippa Ward Sub-committee
David Ward Sub-committee
Louise Francis Sub-committee (Youth) 01737 843922
Una Dorsey 01737 844165

10 STAKEHOLDER LETTERS

These have been distributed but LMB will check that all key stakeholders were covered and circulate list to Steering Group to check.

11 ANY OTHER BUSINESS

A brief discussion took place about how and when the BPP should be presented and it was agreed that another mulled wine evening should be considered with the plan shown as a PowerPoint presentation.

12 DATE OF NEXT MEETING

The next meeting of the Group will be held at 8.00pm on Tuesday 21st February 2006 at 7 Old School Lane, Brockham.

Use our feedback form to make your comments on the key issues that Brockham should address now and in the future.

Brockham Parish Plan Steering Group

October 2005

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