Minutes of Eye Parish Plan Steering Group Meeting of 18 January
2007
1. PRESENT
Lydia Smith – Chair Peter Davis
Sara Muldoon – Treasurer Jenny Gilders
Chris Chapman – Secretary Sue Hooton
Penny McSheehy - Publicity Thelma Raymond
Joyce Brown Mike Simmons
2. APOLOGIES
Tracy Amies-Smith
Sara Michell
John Parker
3. MINUTES OF MEETING HELD 10 JANUARY 2007
The new members of the Steering Group (SG) were welcomed to the
group.
The minutes of the meeting held on 10 January 2007 were reviewed
for the benefit of the new members of the SG.
Those present agreed the minutes on 10 January 2007 as a true and
accurate record. It was agreed that it would not be necessary to
formally “sign off” the minutes.
4. MATTERS ARISING
It was agreed that as five members were attending for the first
time, they would benefit from having time to read through the
minutes from 10 January and be given an opportunity to comment at
the next meeting.
Items 4 and 5….the role of the steering group and the aims and
objectives of the parish plan were agreed as the 2 items for
further discussion at the next meeting.
ACTION: JB PD MS JG TR to read and comment on items 4 and 5.
5. STAKE HOLDER IDENTIFICATION
Following a “brainstorming” exercise by all members of the SG, a
long list of stakeholders was identified.
It was agreed that CC would put together a table which would start
to pull together all the information we currently hold on those
parties in the town who would wish to be included in the
consultation of the parish plan. The headings, which may be the
most useful for the spreadsheet, are:
· STAKEHOLDER. (This may be an individual, a household, a business
or a community group).
· METHOD OF CONTACT (i.e. letter or questionnaire or personal
contact etc.
· NAMED PERSON WITHIN THE ORGANISATION (i.e. name of person to
contact).
· NAMED PERSON FROM THE SG (i.e. the person from the SG who will
take responsibility for the contact).
These headings are for discussion at the next meeting and subject
to change if the SG thinks it necessary.
ACTION: CC to prepare first draft of the Stakeholder Table.
6. DRAFT TIMETABLE
LS reported the telephone conversations with Annette Gray
concerning the timescale for submission of the costings. It was
agreed that we would attempt to submit a draft costings sheet
before the end of February 2007, but in terms of mapping out a
general timetable for the plan, it was too early to do this.
It was agreed that this agenda item would be carried forward to the
next meeting.
7. DRAFT BUDGET
The group reviewed the current situation re the bid for
funding.
The bid which is submitted, must cover the whole process of the
planning, from the research stage through to the publication of the
final report
.
LS reminded the SG that the funding comes from various
sources…..Suffolk ACRE, MSDC and SCC. Annette Gray has informed LS
that the current funding scheme closes at the end of February 2007
and it is not certain whether new funding will be there for the
next financial year.
The SG agreed that we would attempt to get a funding bid to ACRE by
the cut-off date, but we should only do this if we are certain that
the costing is accurate enough to make the bid.
The SG agreed that we should start the draft budget now.
SM asked whether the funding application form is in disk
format.
ACTION:
· LS to check whether she has the disk which holds the funding
application.
· SM to get estimates for the printing of questionnaires on
re-cycled paper. Initially to ask for prices based on a 30 page
questionnaire and for a 4 page questionnaire. Approx 1500-2000 of
each.
· SM to get estimates for the printing of a 23 page final report
based on a print run of 500 copies.
· LS to cost the licence for/use of ordnance survey map for
EYE.
· SM to cost the number of volunteer hours.
· LS to cost incidental photocopying.
· LS to cost purchase of ID badges.
· PM to cost insurance for the scheme.
· PM to get an accurate figure for the number of households and
businesses in Eye.
· PD to contact Cheltenham and Gloucester re cost of using their
community questionnaire.
8. FUNDING SOURCES
This item was deferred to the next meeting.
9. ANY OTHER BUSINESS
a. There was some discussion about a previous parish plan, which
was completed several years ago. We agreed that the “old” plan
should be reviewed as part of the research for the 2007/2008 parish
plan.
ACTION: PM to obtain a copy of the last parish plan. It may be that
Jan Perry has a copy.
b. CC confirmed that anyone who had expressed an interest in being
involved in the SG, or who had volunteered his or her time, had now
been contacted either personally, by e-mail or by telephone.
ACTION: CC will keep a register of the above so that when we need
extra help we will have named people to call on. As more people
volunteer, their names will be added to the register.
c. The new members of the SG would find it useful to have a copy of
the Suffolk ACRE APPLICATION WORKSHOP pack as background
information.
ACTION: SH to contact Annette Gray to ask for more copies of the
pack.
d. Annette Gray has offered to attend some of our SG meetings to
give help and advice should we want it. We agreed that if this
service had no cost, we would accept.
ACTION: CC to contact Annette Gray and give her the dates of our
next 3 meetings in the hope that she would attend as many as she
could.
e. The SG recognised the importance of keeping the council and the
community informed of progress with the parish plan.
ACTION:
· PM will ensure that the Eye Magazine is regularly updated.
· CC will ask David Chapman to allocate a dedicated page to the
parish plan on the Eye Town website. CC will ensure that this page
is updated after every SG meeting.
· All SG members will raise awareness of the parish plan in the
appropriate time / place.
10. FUTURE MEETINGS
The next three meetings will be on:
Thursday 1 February 2007
Thursday 15 February 2007
Thursday 1 March 2007
Meetings begin at 7 p.m. in the Town Hall Council Chamber.
Chris Chapman
Secretary
21st January 2007
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