Minutes of a Meeting of the Steering Group held at 17 Middle Street, Brockham on Wednesday 28 June 2006 at 8.00 pm

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

1 APOLOGIES FOR ABSENCE
Hilary Budd, Ian Williams

2 MINUTES OF PREVIOUS MEETING
Minutes of the meeting held 13 June 2006 were not introduced and would be presented for approval at the next meeting.
There were no matters arising that would not be addressed later.

3 DISCUSSION OF DRAFT QUESTIONNAIRE
3.1 Review distribution
To date, after the Sunday 18 June deadline, 487 questionnaires had been returned at a response rate of 41.9%. Although this was disappointing, from conversations held with Surrey Community Action this is not unreasonable.
Typically larger parishes had lower returns than smaller ones. Some larger parishes achieved mid/late 20%.
The parish had been divided into 44 areas for distribution purposes. 17 of these areas had returned 50% or more.
The following had returned below 50%:
Middle Street 48.4%
Glenfield Road 47.6%
Brockham Lane 46.9%
Tynedale Road 44.6%
Kenward Court 44.4%
Oakdene Road 44.2%
Hillside Gardens 43.6%
The Borough 43.4%
Reigate Road 39.6%
The Smithers 37.5%
Nutwood Close 37.5%
Oakdene Close 37.1%
Tanners Meadow 36.4%
The Avenue 35.7%
The Cedars 33.3%
Roothill Lane 33.3%
Nutwood Avenue 27.7%
Dodds Park 26.9%
Old Kiln Lane 25.0%
Warrenne Road 24.0%
The Close 20.0%
Old Reigate Road (West) 20.0%
Ridge Close 17.6%
Kiln Lane 13.5%
Chalkpit Lane 13.3%
Boxhurst, Old Reigate Road (West) 9.1%
Jubilee Terrace 8.3%

NLC felt that the target for the Steering Group should be 50%, with representation throughout the areas of 50% also. This would give a clear majority view and the Parish Plan would be robust. With a little concerted effort, calling on doors and reminding people he felt that this target was achievable. NLC also commented that Bisley, a similar size to Brockham, had returned 53%. The Steering Group needed to get an additional 95 questionnaires returned to achieve the target.
LMB and BP remarked that the Steering Group should accept the returns as they are, without putting undue pressure of the Steering Group.
NLC and NC had visited Tynedale Road and the adjoining roads at the weekend; BP had visited Boxhill Barns (who were very suspicious of being called on) and LMB had called on Kiln Lane and had just completed calling on Nutwood Avenue with one of the wardens.
HB had recruited Jane Holmes and Helen Hodge to recall around Tynedale and Chris Trodd to call on Glenfield.
A comment that came back was that it was better if people in an area called on households, because there was some familiarity.
It was agreed that:
• NC would call around Hillside Gardens
• NLC would chase Diana Simpson at Chalkpit Lane
• NLC would ask if HB would try Old School Lane/Roothill
• NLC would chase Jubilee Terrace (again)
• LMB would remind Anne Wright about Tanners Meadow
• LMB would approach Pippa Ward and Janet Greenhorn regarding 7 more questionnaires that needed assistance in completing at Anthony West House
• LMB would speak with her contact at Kenwood House
• LMB would speak with Catherine/Laurence Nasskau to help call on Dodds Park and the associated roads
• BP would contact Alison Knott about calling on those households she delivered to
• NLC would ask IW if he would recall the remainder of Oakdene Road
• NLC would call around Middle Street (locally) and The Smithers
• Gail Allen was recalling her contacts in Middle Street
• LMB would contact Roger Hammond to recall in The Borough and Little Borough.
NLC recommended and it was agreed, that at the end of the forthcoming weekend that the sign on the Village Green be removed and all posters taken down.
However, questionnaires would still be received for as long as necessary and all members of the Steering Group should still continue to ask for completed surveys.
3.2 Questionnaire input
Four people had been recruited for data entry, although only three people were active as the fourth person had not responded to NLC’s email. Currently Chris Firth, Susan Lambert and Jackie Appleton were inputting 20 questionnaires each; Chris Firth had entered a batch of 20 already and NLC had also entered around 10.
3.3 Management of data entry
NLC had created a set of guidelines for data entry. We still needed more recruits for data entry. Entry was taking around 20 minutes per questionnaire and with a 50% response this will require 200 man hours to complete.
It was important that we recruit as many people as possible into the process. NC and BP indicated that there were few people that they knew that would help. NC would ask another couple of people and LMB would approach people at school.

4 VILLAGE FAIR DISPLAY
4.1 Content of the display
It was clear that all the data entry will not be complete by the Village Fair. It was agreed that what data was available would be shown as a ‘first look at the survey’. Some debate was had about the content:
• We have the response for each area – we could present this information (not at a street level, but at a postcode or more generalised area – such as Strood Green – Tynedale, which would include Tynedale Road and all the associated roads. It was thought by some members that this would be divisive and therefore it is put to the Steering Group to respond to this suggestion.
• An analysis of some raw numbers and headline analysis would be made, using bullet points and appropriate charts.
• Some interesting comments would be used.
• It was agreed that use of the material collected at the Open Days in 2005 could be use alongside the new data to show any change or reinforcement of attitudes.
4.2 Content/finish of the panels
Basic printed panels would be used – output to a large format printer. NLC would obtain a quote from PDC Copyprint.

5 FUNDING
5.1 Awards for All
LMB had discussed the issue of the Steering Group being turned down for funding with Surrey Community Action. There appears to be a shift in policy by Awards for All who do not now assume that Parish Plans are for the benefit of environment, social and heritage issues. It appears that this now needs to be specific.
LMB would circulate the original rejection letter by AfA and an email from Malcolm Higgins from SCA. NLC would review the constitution and re write the application with guidance from SCA.
It appears that historic, environmental and heritage information such as that displayed on the www.brockhamvillage.co.uk website is required in the application.

6 PARISH PLAN
6.1 Structure
NLC re-iterated the need to start on a structure for the Parish Plan and would provide a draft for comment by the Steering Group.
7 TREASURER’S REPORT
BP had provided a statement of the account to date indicating there was £1,388.05 in the BPP account.
It was agreed to pay £1,200 to Brockham Parish Council for the printing of the questionnaire. A cheque was raised and signed.
8 NEXT COMMITTEE MEETING
To be agreed.
9 ANY OTHER BUSINESS
None.
There being no further business, the Chair brought the meeting to a close at 22:00hrs.

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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