CHOLSEY'S 2020 VISION -- developing our Parish Plan for the future Steering Group: Minutes of the Meeting held on 14th June 2006

Minutes of previous Meetings
The Minutes of the Meetings held on 2nd and 15th May were agreed. Sue had not yet done the notes from the meeting on 3rd June.

Meeting with Anton Nath (ORCC) 14th June 2006
Geraldine reported that Anton had been in touch about the questionnaire and had called round to see her today. ORCC would not be happy for their logo and note of support to go on the questionnaire without some amendments.

SODC were also very interested in the questionnaire and the opportunity to consult more widely, especially about the Fairmile development. Ann Robinson, a Director at SODC, had offered 22nd or 23rd June at 930 a.m. as possibilities for a meeting to discuss this further. This was agreed, and as many people as were available would go along.

ORCC would like the questionnaire to be much more inter-active and to invite people to text or email in with their comments, or if they were interested in volunteering to help/lead on  any issues. There were concerns that a lot of extra person-power would be needed to collate and respond to this approach.

Printing

Geraldine had obtained 3 quotes for printing the questionnaires:
£580 + VAT and we would have to put stickers on for numbering
£520 + VAT, including numbering - 2 weeks to print
£642 + VAT, including numbering - 2 days to print

 It was felt that we may need to go with the more expensive one, in order to keep to our timetable.

Timetable
In view of the comments from ORCC and SODC, it was felt that there were genuine opportunities to make the questionnaire more effective and for the outcomes to have greater influence on future plans. However, this would mean delaying the questionnaire, which was acause of concern. There was a vote and it was agreed to change the date for the questionnaires going out by 1st September 2006. This may then also fit in with English Partnerships timetable for consultation. However, it may fit slightly less well with the proposed timetable for the Pavilion re-development, as the Working Party was hoping to include outcomes from the questionnaire and to be out to consultation on plans by the Autumn.

 Chris felt that we would be going against expectations within the village, as there is general enthusiasm for moving ahead swiftly on this. It was agreed that momentum must be maintained, and that an article would be written for The Forty giving the good, positive reasons for the changed timetable.

The Parish Plan
It was agreed that we could make a start on drafting out the Plan in parallel with further work on the questionnaire.

The new likely timetable would be:
·    Questionnaires out - September
·    Analysis - October
·    Work on the Plan - November
·    Publish -  December

Texting / email
It was agreed to ask SODC what they thought about ORCC’s suggestion, and also to have this on the agenda next time with a view to scoping it out more.

Volunteers
Steve had prepared a schedule of 50-60 potential delivery rounds, and some draft letters for both Co-Ordinators and volunteers. He had also drafted a ‘log’ so everyone can record what they’ve delivered and what they’ve collected/chased up. As Steve would shortly be leaving the village, a new lead would be needed for this work. It was suggested that perhaps Johnny Cuff might be asked?

Treasurer
Leslie was thanked for kindly volunteering to take over from Steve as Treasurer.

Data Entry
A friend of Steve’s, Sue, was willing and well able to undertake the data entry for us. This would probably cost £800 - £1,000 for 100 hours’ work. There was concern about whether this would be too much work for one person, and it would be useful to use the pilot to scope out how long each entry takes. It was felt that this could probably  be done using a casual employment contract via the Parish Council.

Next steps
It was agreed that whilst Barrie is on holiday, we will sort out the issues with ORCC and SODC, as these may require a significant change to the questionnaire. When Barrie comes back, he will then redo the questionnaire to reflect what’s been agreed.

Next Meeting
This was fixed for Tuesday 27th June at 7.30 p.m. at Geraldine’s. Apologies were received from Mick.