Minutes of a Meeting of the Steering Group held at 17 Middle Street, Brockham on Monday 24 April 2006 at 8.00 pm

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

1 APOLOGIES FOR ABSENCE
Hilary Budd

2 MINUTES OF PREVIOUS MEETING
Minutes of the meeting held 5 April 2006 were accepted.
There were no matters arising that would not be addressed later.

3 DISCUSSION OF DRAFT QUESTIONNAIRE
3.1 Feedback from Stakeholders
The primary objective of the meeting was to review feedback from the stakeholder consultation undertaken over the last ten days and to finalise the questions for the Parish Plan questionnaire prior to artwork.
NLC had also consulted with Tracey White, who lives in the Parish and is a professional market researcher.
NLC had produced a question regarding Tanners Meadow Surgery.
NLC had spoken with Sara Battley regarding questions about disabled people and access and she had made some feedback. While Sarah did not purport to be an expert in this area she made no comment about the terminology with regards to disabled people.
NLC drafted a covering letter to stakeholders.
LMB and NLC had distributed over 62 copies of the questionnaire to stakeholders for comments. Only 25 stakeholders responded (40%). NLC had also consulted with Ian Byford, Lecturer at Kingston University, who has specialist knowledge of questionnaires and analysis.
27 copies were emailed (17 responses – 63%)
16 copies were posted (3 responses – 19%)
19 copies were hand delivered (5 responses – 26%)
NLC felt that this was a poor response given that we had gone to considerable cost and time to involve people in the process.
3.2 Finalise questions and pre-artwork copy
The draft questionnaire was discussed at length and amendments made. A copy is enclosed.
The layout was generally approved. Some discussion was had with regards to the colour of the internal tint. NLC suggested that a couple of ideas could be tried and a decision made later. ‘Important Document’ would be removed from the cover.
The front cover was discussed and in the main the design with a map of the Parish behind it was preferred. The back cover will also include a map of the Parish. NC wondered whether the map could be centred more.
BP preferred the readability of the initial design with an enlarged tinted image of the BPP logo.
NLC would provide some alternatives for consideration based on the feedback.
3.3 Approval of artwork
Artwork for the questionnaire would be circulated prior to 16 May, where it will be signed off by the Steering Group.
3.4 Quotes for printing
NLC said he would approach a printer for quotes once the draft artwork was complete. Given the uncertainty of funds IW suggested that money could be saved using black and white. However, the general consensus was that colour would elicit a far higher response.
3.5 Setting up the questions online and testing
The questionnaire would also need to be prepared for online use. NLC would create the draft online questionnaire for launch after the 16th May for testing. The Steering Group would then have 30 days to test before the questionnaire is returned on 18 June.
3.6 Recruitment of street wardens
This must begin now. The objective is to get 60 wardens looking after 20 houses. Will all Steering Group members provide NLC with contacts that they have recruited and a rough idea of the area they will manage.
IW said that he would create a poster for recruitment.
3.7 Recruitment of data entry people
As above
4 Data Protection Act
NC reminded the Chair that we will be required to comply with the Data Protection Act and we should register asap.
The Chair said that she had looked at the site and would revisit before the next meeting.
5 Time frame evaluation
We are on target as per the last schedule produced.
6 Position of Secretary
NLC agreed to remain as Secretary for the short term but would welcome support. IW and NC agreed to produce and circulate letters.
7 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. The event will depend on funding being approved by Awards for All.
7.1 Awards for All
The form had been returned because an income and expenditure sheet had not been attached. However, the Steering Group had provided a complete set of budget figures.
BP provided the receipts and statements and NLC agreed to complete the necessary income and expenditure sheets before the deadline of 12 May. These are attached.
8 Comic Relief
Nikki Barrett has indicated that should the Steering Group not be successful in its request for funding, she would help with approaching Comic Relief.

9 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.

10 NEXT COMMITTEE MEETING
Tuesday 16 May 2006 at 7 Old School Lane to finalise artwork for questionnaire and discuss volunteers for distribution and data entry.

11 ANY OTHER BUSINESS
None.
12 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
Tuesday 16 May 2006 Final proof of artwork completed
Thursday 18 May 2006 Artwork to printer
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

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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