CHOLSEY'S 2020 VISION
-- developing our Parish Plan for the future
Steering Group: Minutes of the Meeting held 8 November 2005

1.              Attendance
Cholsey 2020 Parish Plan Group: Geraldine Kelly (GK), Stella Mitchell, Chris Naivar, Kay Lunnan, George Crockett, Pam Kendall, Leslie Kendall, Barry Sheldon, Alan Dawe, Sue Jeffs, Bett Stopp, Richard Cory-Wright (RCW), David Beaumont, Nathalie McCarthy, Silke Zahrir
ORCC: Anton Nath
Apologies: Steve Stocks, Tony Rayner, Andrew Petit
Renee Thompson has opted out of the Cholsey 2020 Project Group

2.              Approval of 17/10/05 Meeting minutes and matters arising

The minutes were approved.  GK handed out a document summarising the result of the ‘post-it notes’ exercise.  It was stressed again that these results will be available to the whole village on the Parish Council website.

3.              Working Group Leaders and Key Roles / Skills Audit
A.N. recommended that each working group should be championed by members from the Project Group, who will invite other volunteers from the village to participate in those groups.  There followed a discussion about how many working groups should be established.  The headings chosen by GK on the ‘post-it notes’ handout are those suggested in the South Oxfordshire District Council (SODC) guidelines.  It was discussed whether to adopt those headings or change them.

The headings from the Brightwell cum Sotwell Parish Plan were read out and some members felt that they were easier to understand.  AN pointed out that the Brightwell headings had been created at the printing stage of the Parish Plan.  After further discussion it was decided to adopt the headings from the handout for now, with the option to change them at a later date.  It was felt that the headings are phrased generally enough to allow for flexibility, but members have to ensure that there is no overlap on issues that are relevant to different headings.  Leisure was changed to Leisure & Community, and as there were no young people present at the meeting to act as champions for a Youth group, it was decided to have a combined heading of Education & Youth.

A.N. pointed out that Parish Plan guidance documents are available on the Countryside Agency’s website (www.countryside.gov.uk) and the Oxfordshire Rural Community Council’s (ORCC) website (http://www.oxonrcc.org.uk).  AN also mentioned that in his opinion the Hassocks Parish Plan is the best he has ever seen, as it is simple and easy to understand.  Other good Parish Plans have been formulated by Chinnor and Dorchester.

The following working groups and champions were established:
·      Education & Youth:       Stella Mitchell, Chris Naivar, Kay Lunnan
·      Economy:                         George Crockett
·      Environment:                  Pam Kendall, Leslie Kendall, Barry Sheldon
·      Health:                              Alan Daw
·      Housing:                           Sue Jeffs, Betty Stock
·      Transport:                       Richard Cory-Wright
·      Leisure & Community:  David Beaumont, Nathalie McCarthy, Silke Zahrir
It was decided that the working groups should get together separately and bring in volunteers from the mailing list of people who put forward their names at the first meeting.

A discussion about questionnaire design ensued.  Anton advised that the questionnaire should be produced towards the end of the project.  He explained that Brightwell produced their questionnaire 8 months into their Parish Plan Project.

It was requested that everyone fill in a skills questionnaire in order to establish what skills and competencies are available to the Project Group.

4.              Finance / Business Plan / Funding / Insurance / Support from ORCC
A.N. confirmed that the ORCC may award a grant of up to £2,000 for Parish Action Plans - an application needs to be received before the 3rd of March 2006 and can be submitted electronically.  Other sources of funding for the parish plan process may be available from SODC, Cholsey Parish Council and the County Council.  Local businesses can also be approached for funds.  Brightwell cum Sotwell spent around £4,500 on establishing their Parish Plan.

The next point to be discussed was the status of Cholsey 2020 and the way finances should be administered.  Two options were suggested: remain as an independent organisation, or become a sub-committee of Cholsey Parish Council.  As an independent organisation Cholsey 2020 would need to be set up as charity in its own right.  It would require Public Liability Insurance and it would need to be audited.  If Cholsey 2020 becomes a sub-committee of the Parish Council, then the Parish Council would act as ‘bank’ for Cholsey 2020, but would not have a say as to how the money would be spent.  Cholsey 2020 would not then need separate insurance or to be audited and would also be able to claim back VAT.  There were concerns about the  use of the Parish Clark’s time and Parish equipment, but AN assured that most Parish Plan Action groups choose this option and do not encounter problems.

A vote was taken on the two options and option two was adopted with one abstention and two votes against.  Therefore, Cholsey Parish Council will hold all funds for Cholsey 2020.

 5.              Terms of Reference, Election of Vice-Chair / Secretary, Data Protection
It was stressed that Cholsey 2020 needs to retain its own identity and have a constitution.  However, it was pointed out that Cholsey 2020 is a short-term action group and not an association.  It was agreed to review the Terms of Reference and RCW agreed to draft a preamble and constitution to be discussed at the next meeting.

It was decided that a Steering Group needs to be set up for the Parish Action Plan Group.  AN suggested that the Steering Group should not be too large and that no organisation should dominate it.  The steering group represents the core group of the Parish Action Plan Group and should consist of the officers, i.e. the Chair, Vice-Chair, Secretary and Treasurer and one representative from each working group.

The next item on the agenda was the election of the Vice-Chair and Secretary.  Sue Jeffs was nominated and elected as Vice-Chair and Silke Zahrir agreed to act as Secretary.

The next issues to be discussed were Data Protection and Child Protection.   It was felt that Data Protection is not a concern, as names and addresses from the membership list will only be used internally and people on the list have given their names and addresses in order to be used so.  Child Protection issues should also not arise, as children involved in any activities for the Parish Plan will most likely be accompanied by their parents.  Furthermore, some volunteers also have relevant registrations in order to work with children.

6.              Convening Working Groups / Project Plan
G.K. handed out a Project Plan Outline.  G.K. agreed to inform the District and County Council about the Parish Plan.

7.              Any other Business

There was no other business.  The meeting ended at 9.25.

8.              Next Meeting
It was agreed that the Project Group will meet again on Monday, 5th December at 7.30.