EYE PARISH PLAN
Minutes of the Steering Group Meeting of 01.02.07
1. PRESENT
Lydia Smith – Chair Sue Hooton
Chris Chapman – Secretary Shirley Little
Penny McSheehy – Publicity Andrew Mitcham
Kathy Barr John Packer
Joyce Brown Thelma Rayment
Peter Davis Mike Simmons
Jenny Gilders
Also present - John Bell – Suffolk ACRE
2. APOLOGIES
Sara Muldoon – Treasurer
Tracy Amies-Smith
3. MINUTES OF MEETING HELD ON 18 JANUARY 2007
Lydia reminded the SG that the Suffolk ACRE “Application Workshop
Pack” is on disk, and held by Sue Hooton. John Bell confirmed that
we could copy whatever we need from that disk.
Any member of the SG who needs copies of sheets from the pack
should contact Sue.
Peter confirmed that he had contacted C & G Building Society re
the use of their programme for a community questionnaire. There is
a programme available, but John Bell suggested that we should look
at the one used by Stradbroke and Occold to see whether we think it
is what we want. We cannot of course copy it from those villages
because of the copyright, but it would be helpful in deciding what
we want to use.
JB told us that Suffolk ACRE is developing their own community
questionnaire which we may want to look at once it has been
completed. (No date given)
Chris confirmed that David Chapman has now set up designated pages
on the town website for exclusive use of the Parish Plan. The SG
agreed that the pages would contain the following : the purpose and
aims of the Parish Plan, the role of the steering group, the list
of stakeholders, minutes and agenda from each meeting.
ACTION Chris will ask David to post the pages on the website and
regularly update them.
The SG also agreed that notices about each meeting would be posted
in the Eye magazine, the library and the church porch.
ACTION Penny to ensure that the 3 venues named above have advance
notice of meetings.
The SG also agreed that as the parish plans progressed other
community venues in the town would be used to publicise what was
happening, venues such as the Wednesday market, the community
cinema evenings and the Volunteer Centre.
4. MATTERS ARISING
Penny provided the SG with a comprehensive list of numbers from the
Register of Electors, which showed the number of households in the
Eye polling district as (approx) 900.
5. REVIEW OF THE ROLE OF THE SG AND THE OBJECTIVES OF THE PARISH
PLAN
Using the minutes from the meeting of 10 January 2007, items 4 and
5, the following changes were agreed:
Item 4…….point 4 ………change “ input” to “interest”
Item 4…….point 6………JB suggested that when we describe (in the final
report) what needs to be done, we should prioritise based on what
the community decides is most important.
Item 5…….point 4 change “itemise” to “identify”
JB suggested that we use positive language when we describe
objectives and he emphasised the importance of including how we
would work in partnership with “outside” authorities in order to
achieve our objectives.
JB also suggested that we clearly state in the plan how objectives
are taken forward. The SG agreed this would be an agenda item for a
future meeting.
ACTION Chris is to rewrite the wording on the role of the SG and on
the aims/objectives, to reflect the changes above. She will
e-mail/post these changes to all members of the SG in time for
“signing off” at the next meeting.
6. COMMUNITY ENGAGEMENT METHODS
The SG discussed the draft paper STAKEHOLDER CONSULTATION. The
basic format was agreed as per the draft, and named people in the
SG volunteered to take responsibility for specific areas. These
names/areas are:-
Education Mike Simmons
Retail and service shops Peter Davis
Arts JohnPacker
Country Market Kathy Barr
Churches Andrew Mitcham
Sports Sue Hooton
Wildlife and Environment Sue Hooton
Youth Groups Sue Hooton
Health Shirley Little
WI and RBL and Save the Children Jenny Gilder
Airfield Businesses Penny McSheehy
JB advised that we should add service providers and utilities to
the list.
ACTION
a. CC will add to the list as advised by JB
b. All members of the SG will begin to pencil into the list, the
details of the contact persons and telephone numbers in their area
of responsibility. The list will then be reviewed and updated at
the next meeting.
c. CC will send the original list to the new members of the
SG.
7. DRAFT BUDGET
The draft budget was reviewed.
JB advised the following
a. We should clarify the methods of community engagement.
b. We should state the time frame for the different parts of the
project.
c. We should add in the cost of “events” for community
engagement.
d. We should remove the cost of ACRE (£75 x 2).
e. ACRE cannot fund data entry or printing, so “remove” it from the
submitted budget, and source both items from elsewhere e.g. MDC,
Town Council, local businesses, MSDC and Awards for All.
JB advised that with these changes, the budget was likely to be
more acceptable to Suffolk ACRE.
JB also advised the SG to think about how many full final reports
would be needed – we should consider whether electronic access
would work for Eye, or whether a summary would suffice for
households, with full copies available in public areas such as the
library and the town website. JB suggested a limit of 30 full
colour reports should be a maximum.
Mike suggested that the Eye Parish Plan need not be presented as
other towns and villages have i.e. full colour printed reports – we
should not be beguiled by seeing those reports, but think clearly
about how we want to do it and why.
Andrew reminded the SG that Eye Magazine has a fund of approx £3K
available for community projects – we may wish to apply to this
fund for printing and/or data entry costs. He also suggested that
we might want to consider selling advertising space on the report
as a way of funding some of the costs.
8. ITEMS 8 AND 9
These items were not discussed due to lack of time. They will be on
the agenda for the next meeting.
ACTION CC to agenda for next meeting
9. ANY OTHER BUSINESS
John volunteered to assist Sara with budget and finance
matters.
JB informed the SG that Suffolk ACRE is holding a consultation
workshop, which will be helpful to the group. There is no date yet
but he will keep us informed.
There being no other business the meeting closed at 8.45 p.m.
10. DATE AND TIME OF NEXT MEETING
The next meeting date was changed from 15 February 2007 to Friday
23 February 2007 at 7.00pm.in the Council Chamber of the Town
Hall.
Chris Chapman
Secretary to the SG
13.02.07
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