The Haseleys Community Plan
Minutes of Steering Group Meeting
Venue: The Village Hall
Date: 17th July 2012
----------------------------------------------------------------------------------------------------------------
Attendees
Kay Sentance,Daisy Cope,John
Andrews,Caroline Pickett,Peter Issac
Cc
Peter Cawdron Sasha
Lilley Malcolm
Newdick Steve
Webster Anton
Nath Jane
Simcox (Parish Council)
|
Point
|
Discussion
|
Person responsible
|
|
1
1.1
|
Questionnaire
Draft
questionnaire to be uploaded onto the village web site and the comments, so
anybody can view in the raw format should they wish.
|
Kay
|
|
2
2.1
2.2
2.3
|
Volunteer Groups
The protocol for
either handing over or participating in the volunteer groups is as follows: -
a.
The designated
steering group member organises the first meeting and attends to explain the
back ground.
b.
The one request
to the group is for somebody from the group to communicate a very brief
update of progress, back to the steering group member. The updates are requested to continue
to the end of the year.
c.
As agreed at the
previous meeting the principle being that the steering group member is there
at the start to facilitate the volunteer groups however unless they
particularly wish to participate further the idea is to hand over to the
volunteers. The progress will
hopefully be then made by the volunteers.
The reason for
the updates to come back to Steering Group members is so that the initial
ideas and progress could be included within the Community Plan if
relevant. This could help to
communicate out to a wider audience the outcome of the results of the
questionnaire.
The groups
designated so far are: -
Organising
Community Events – 38 names – Caroline & Kay (suggestion for liaison with
the existing Village Hall Committee)
Local Shop - 40 names – Caroline
Home businesses
– 14 names Peter C
Affordable
Housing – 11 names – Kay
Improving
Broadband – 24 names – Malcolm ( Malcolm because all the names on the mobile
list more or less matched the broadband list the suggestion was perhaps one
meeting could get this group together for it then to split up if need be,
please advise if this OK).
Improving mobile
reception 10 names – Malcolm
Improving
pavements / roads / traffic – 12 names – Kay (or Steve should be wish to pick
this up)
Local
Environment - 19 names – Kay
Providing Local
Services – 23 names – Daisy
Assisting in the
maintenance and improvements to the Rec and or playground – 12 names –
Caroline to facilitate this information being passed onto the existing
committee.
Helping in the
church – 28 names. Peter Issac
will contact the vicar
|
All
All
|
|
3
3.1
|
Communication
Daisy to write a
brief article for The Haseleys including thanks for completing the questionnaire,
thanks for the volunteers & next steps plus give a link to the village
web site
|
Daisy
|
|
|
Next meeting
To be in mid September – Daisy to arrange
|
|
|
Location
|
Occupied dwellings delivered to
|
Occupied dwellings collected from
|
Questionnaires delivered
|
Questionnaires collected
|
|
Thame Rd (Sasha)
|
16
|
5
|
22
|
8
|
|
Lewington Close (John)
|
6
|
5
|
8
|
5
|
|
Rectory Rd (Kay)
|
21
|
7
|
36
|
25
|
|
Rectory Rd (Malcolm)
|
29
|
16
|
47
|
26
|
|
Horse Close (Caroline)
|
29
|
26
|
56
|
42
|
|
Rectory Rd (Daisy)
|
25
|
23
|
52
|
44
|
|
Latchford Lane (Peter I)
|
19
|
16
|
34
|
28
|
|
Backway (Steve)
|
14
|
14
|
30
|
25
|
|
Little Haseley (Peter C)
(5 unoccupied properties)
|
21
|
18
|
39
|
29
|
|
Totals
|
180
|
130
|
324
|
232
|
|
|
|
72%
|
|
71.5%
|
The Haseleys Community Plan
Minutes of Steering Group Meeting
Venue: 16 Rectory Rd
Date: 7th June 2012
----------------------------------------------------------------------------------------------------------------
Attendees
Kay Sentance
Daisy Cope
Peter Cawdron
John Andrews
Caroline Pickett
Cc
Peter Issac
Sasha Lilley
Malcolm Newdick
Steve Webster
Jane Simcox (Parish Council)
Point
|
Discussion
|
Person responsible
|
1
1.1
1.2
1.3
1.4
1.5
|
Questionnaire
232 collected = 71.5%
122 houses participated = 72%
Results back in and circulated to the steering group
£50 prize to go to Biddy Lagus, Caroline will pass on.
Discussion on the results and particularly some of the questions which attracted a very high participation eg the pub and the church
Very positive feedback on The Haseleys, Daisy to pass on to Jane Simcox
|
Note
Note
Caroline
Note
Daisy
|
2
2.1
2.2
2.3
2.4
2.5
|
Volunteer Groups
To take the activities forward the plan is for each of the steering group members to take responsibility for their designated volunteer group and facilitate the group starting up an action team to take forward the suggestions voted for by the people participating in the questionnaire.
As yet the protocol for setting up the groups isn’t decided, this will be carried on at the next meeting.
The principle being that the steering group member is there at the start to facilitate the volunteer groups however unless they particularly wish to participate further the idea is to hand over to the volunteers. The suggestion is the steering group person can communicate the protocol, the ideas raised within the questionnaire and set the group off in the right direction. The actual progress will hopefully be then made by the volunteers.
The groups designated so far are: -
Organising Community Events – 38 names – Caroline & Kay (suggestion for liaison with the existing Village Hall Committee)
Local Shop - 40 names – Caroline
Home businesses – 14 names Peter C
Affordable Housing – 11 names – Kay
Improving Broadband – 24 names – Malcolm ( Malcolm because all the names on the mobile list more or less matched the broadband list the suggestion was perhaps one meeting could get this group together for it then to split up if need be, please advise if this OK).
Improving mobile reception 10 names – Malcolm
Improving pavements / roads / traffic – 12 names – Kay (or Steve should be wish to pick this up)
Local Environment - 19 names - Kay
Providing Local Services – 23 names – Daisy
Assisting in the maintenance and improvements to the Rec and or playground – 12 names – Caroline to facilitate this information being passed onto the existing committee.
Information on the pub to be passed back to Alex who is on the Pub committee (Daisy to pass this on)
Although we went all through the groups should anybody in the team want to either swop around or those who were absent pick up one of these teams, this can be discussed at the next meeting.
The plan is for those people who volunteered for participating in church activities should be forwarded on to the Vicar, who could then contact these
People when needed – 28 names. Peter Issac to contact the vicar please (Peter to advise if this is OK with him)
|
Note
All
Note
All
Peter I
|
3
3.1
|
Community Plan
Brief discussion as to what should be included and what information we should consider collecting for inclusion from the volunteer groups. To be continued at the next meeting.
| |
Next meeting 5th July at Peter Cawdron’s house at 7.30pm
|
The Haseleys Community Plan
Minutes of Steering Group Meeting
Venue: Village Hall
Date: 14th February ‘12
----------------------------------------------------------------------------------------------------------------
Attendees
Kay Sentance , Daisy Cope ,Peter Cawdron , John Andrews ,Caroline Pickett
Cc
Peter Issac ,Sasha Lilley ,Malcolm Newdick , Steve Webster , Anton Nath , Jane Simcox (Parish Council)
Point
|
Discussion
|
Person responsible
|
1
1.1
1.2
1.3
|
Questionnaire
The final version of the questionnaire not back as yet from SODC, as soon as it is back the front 2 sheets and back sheet to be added and the files sent to the printer for 550 copies one sided
Peter to contact Sasha re the questionnaire progress and the envelopes, to then confirm to Kay and Daisy the printer contact details; who will co-ordinate the printing whilst Peter is away.
Peter to discuss the costs for the printing with Jane Simcox, and possibly add to the next PC agenda
|
Note
Peter
Peter
|
2
2.1
2.2
|
Distribution
Lists of properties kindly typed up by the Cawdrons circulated.
John has taken Back Way & Lewington Close and will speak with Steve re sharing Back Way
Peter has Little Haseley
Caroline has Horse Close
Daisy has taken Thame Rd and Rectory Rd and will speak with Malcolm re sharing Rectory Road
Kay has Latchford lane and will speak with Peter to split this location
|
Note
All
|
3
3.1
3.2
|
Protocol for Collection
The agreed protocol when handing out questionnaires and collecting them is as follows: -
· When the we give out the questionnaire we give an envelope also
· When collecting we ask the person to remove the back sheet and put the questionnaire in the envelope if they wish to be anonymous.
· Put the sealed envelope into a bag with all other questionnaires
· Keep the back sheet with all the others as this is the only sheet which identifies the person hence should not stay with the questionnaire and does not need to be sealed as it has the persons name on it.
When all the questionnaires are collected we will empty out of the envelopes in a central location in one evening with all the steering group present, at which point we will extract the questionnaire element which is going to SODC snap code analysis. This will leave the comments sheet for analysis by the steering group.
|
All
All
|
4
4.1
4.2
4.3
|
Communication
Kay to consider information boards that could go on the T-junction giving notice of the impending questionnaire. Possibly notice of the impending questionnaire and another possibly 4wks later saying have you filled in your questionnaire.
Kay has design two information sheets, one to go in The Haseleys and in the Village Hall.
It is likely the distribution will be 2nd / 3rd week in March.
|
Peter
All
|
Next meeting
TBA
|
The Haseleys Community Plan
Minutes of Steering Group Meeting
Venue: Village Hall
Date: 16th January '12
----------------------------------------------------------------------------------------------------------------
Attendees
Kay Sentance,Daisy Cope, Peter Cawdron, John Andrews, Caroline Pickett, Peter Issac, Sasha Lilley, Anton Nath
cc
Malcolm Newdick
Steve Webster
Jane Simcox (Parish Council)
Point
|
Discussion
|
Person responsible
|
1
1.1
1.2
1.3
|
Questionnaire
Sasha gave a run down of the changes suggested by SODC to the questionnaire, all of which are straightforward and acceptable.
Sasha will forward the latest version to all and everybody to review by 21st and give any inputs back to Sasha. It will then be sent to SODC for them to create the final version. This will then be ready to go to the printers.
The front 3 sheets and the back two sheets will be added as a separate file and both files to go to the printers, the printer will collate the pages so we have 550 copies in the correct order.
|
Note
All
Sasha / Peter
|
2
2.1
2.2
|
Printing
Peter will take a draft copy to the printer and will obtain a quote for 550 copies, the printer in Thame who has done good work for the peter and the pumpkin show.
The final files should be ready in the next 2wks.
|
Peter
Note
|
3
3.1
3.2
|
Programme
Sasha to send the programme, SODC has given an outline for the next 6mths, working on the basis of circulation end of Feb early Mar.
The final files should be ready to go to the printer in 10 days, copies printed by early Feb. Meeting on Feb 14th to give out the printed copies ready for all to deliver to their allocated houses in late Feb / early Mar.
|
Note
Note
|
4
4.1
4.2
4.3
|
Questionnaire Distribution
Peter circulated lists of properties that Di Cawdron kindly put together, which each person can take for their area, the list identifies every property in their location so we can check and record as each delivery and collection is undertaken. Peter will provide the final versions at the next meeting.
Each person will have envelopes into which the completed questionnaire can be put either by the resident or the person collecting the questionnaire and then put into a carrier along with the other envelopes – thus keeping the questionnaires anonymous when required. Sasha will obtain the A4 envelopes.
Agreed to count the blanks as a return i.e. questionnaires returned but not filled in. Any not returned blank or otherwise will not count.
|
Peter
All
Note
|
5
5.1
5.2
|
Communication
Peter to send a page advert into Jane for inclusion in the Feb and Mar The Haseleys giving the questionnaire circulation as late Feb and early Mar.
Kay to consider information boards that could go on the T-junction giving notice of the impending questionnaire.
|
Peter
Kay
|
Next meeting
14th Feb 7.30pm
|
The Haseleys Community Plan
Minutes of Steering Group Meeting
Venue: Village Hall
Date: 30th August ‘11
----------------------------------------------------------------------------------------------------------------
Attendees Kay Sentance,Daisy Cope,John Andrews,Caroline Pickett,Peter
Issac Peter Cawdron Steve
Webster,Sasha Lilley Anton Nath
Cc.Malcolm Newdick ,Jane Simcox
(Parish Council)
|
Point
|
Discussion
|
Person responsible
|
|
1
|
Previous meeting minutes agreed
|
Note
|
|
2
2.1
2.2
2.3
2.4
|
Consultation Events
Final events in
the current plan completed. The
picnic at the Millennium Wood very successful
A total of 49
comment forms filled in plus feedback from the Farmers Market and the OAPs
lunch.
Peter C &
John have kindly collated the various inputs. The updated lists are attached with a summary of all
comments in one document.
The suggestion
of a quiz currently on hold as there is already a quiz arranged for the
Village Hall on 18th Nov.
|
Note
Note
Note
Note
|
|
3
3.1
3.2
3.3
3.4
3.5
3.6
|
Questionnaire
Discussion as to
how best approach the draft document.
Group headings discussed and agreed in principle.
Discussion as to
how to phrase the questions, how to avoid making suggestions of solutions we
can’t deliver, how to avoid open questions and comments, on the basis we are
aiming to gauge numbers interested in any one subject, and canvas for
volunteers to taking the community priorities forward.
Each member of
the steering group to take one heading and propose draft questions for that
particular subject: -
Traffic &
Road – Peter C
Technology –
Malcolm
Public Transport
– Daisy
Village
Amenities – Caroline
Affordable
Housing – Kay
Countryside & Rural Setting - Peter I
Community Ideas
– Sasha
Environment -
John
Everybody to
email ideas to Sasha who has kindly agreed to put them into a draft
questionnaire so we can start to see how it looks and how many questions we
have. The snap coding will
accommodate 65 questions.
Discussion as to
the timescales as there is a concern that we will not have a finalised
questionnaire by early Oct.
Generally agreed that we should aim for early November and if the snap
code measurement of the completed questionnaires rolls over into the next
quarter we will hope to persuade SODC to mark in the following quarter
Sasha circulated
a draft example of a questionnaire which gives a very good start point on
which to base our ideas
|
Note
Note
All
06.09
Note
Note
|
|
4
4.1
4.2
|
Latest copy of
accounts and Haseley profile circulated. Updated profile attached.
Request for
Peter C to submit a request to Kay who could then submit to the Parish
Council for the grant of £500.
|
Note
Peter C / Kay
|
|
|
Next meetings
7.30pm - 6th
Sept Village Hall
7.30pm - 13th
Sept Sasha’s
7.30pm - 26th
Sept Village Hall
|
|
The Haseleys Community Plan
Minutes of Steering Group Meeting
Venue: Village Hall
Date: 18th July ‘11
----------------------------------------------------------------------------------------------------------------
|
Point
|
Discussion
|
Person responsible
|
|
1
|
Previous meeting minutes agreed
|
Note
|
|
2
2.1
2.2
|
Project Plan
Final version
attached. Sasha to upload onto
the G Haseley Blog.
A big thank you
to Peter for putting this extensive document together.
|
Sasha
Note
|
|
3
3.1
|
Communication
Peter to include
in his update to The Haseleys Magazine where the project plan is located,
also advise of the up and coming proposed quiz and the questionnaire.
|
Peter
|
|
4
4.1
4.2
4.3
4.4
4.5
4.6
|
Consultation Events
Big breakfast
went very well approx 55 attendees 43 feedback forms completed. Very positive feedback from all
especially the breakfast!
Farmers market –
attended the last two, positive feedback from the Great Haseley residents and
useful inputs captured by John, who will list and add to the consultation
forms as and when we review at the end of Aug.
Pensioners lunch
went very well, Anton delivered a very useful and relevant presentation on
the Digital Switch Over. 22
attendees. Daisy to take receipt
around to Jane for payment from the PC who have the DSO grant money.
Picnic in the
millennium wood on 23rd July, Kay has sent out email.
Discussion as to
sporting event i.e. rounder’s on the Rec, Kay to discuss with Jane the
insurance status.
Quiz to launch
the questionnaire discussed.
Will decide location at next meeting, although Pub thought possible,
also suggested link to Church and use Village Hall.
|
Note
John
Daisy
Kay et al
Kay
All
|
|
5
5.1
|
Consultation to Village groups
Peter – Church
& horticultural society
Caroline – Golf
society
Daisy – Village
Hall Committee
Steve – Tennis
Cricket Clubs
Kay – Allotments
& Parish Council
John – Archive
Society & Parish Council
Malcolm –
Riverbank
Sasha – Pub
& Countax
|
All
|
|
6
6.1
6.2
6.3
|
Grant Application / Accounts
Submitted and
accepted.
Daisy to keep a
basic spreadsheet (attached) which keeps a track of the spend.
Events so far
will come out of the DSO grant.
|
Note
Daisy
Note
|
|
7
7.1
7.2
|
Demographics of the villages
Peter & Kay
to send their numbers though to daisy
196 houses
|
Peter / Kay
Note
|
|
8
8.1
|
Questionnaire
The next 3
meetings are to take the consultation inputs and formulate the draft
questionnaire. With the aim to
have a first draft ready to go to ORCC for the snap coding early Oct.
|
All
|
|
|
Next Meetings Tues 30th Aug, Tues 6th
Sept & Tues 13th & 26th Sept to review and
draft the questionnaire
|
All
|
Minutes of Steering Group Meeting
Venue: 16 Rectory Rd
Date: 12th May
----------------------------------------------------------------------------------------------------------------
Attendees
Kay Sentance ,Daisy Cope ,Peter Cawdron ,John Andrews ,Steve Webster ,Caroline Pickett ,Peter Issac
cc
Jim Shrimpton,Anton Nathan ,Malcolm Newdick ,Sasha Lilley
Point
|
Discussion
|
Person responsible
|
1
|
Previous meeting minutes agreed
|
note
|
2
2.1
2.2
2.3
|
Project Plan
Draft document circulated to all before the meeting. The document gives the project a clear structure and will facilitate communication of how the Steering Group propose to undertake this project.
Peter C has spoken to ORCC who will accept a draft version as part of the grant application, the plan will be updated as we progress however the draft version already clearly gives the principles of what the plan will consist of.
Steering Group reviewed the plan and various changes discussed and agreed Peter will up date for the next meeting.
|
Note
Note
Peter
|
3
3.1
3.2
|
Communication
Discussion as to how important communicating the progress is and as to how the Steering Group should communicate the various activities undertaken and the proposed tasks and events in the future. Should there be a person responsible for communication?
The decision was to progress as follows: -
· Events Group (Kay, Caroline, John & Malcolm) to communicate the events
· Sasha – To continue with updating the blog
· Peter – To continue with updates in the Haseleys and will summarise the Project plan for inclusion when ready
· Each member of the Steering Group to take a section of the village and start gathering inputs from their allocated residents, communicating the consultation events / the proposed questionnaire etc. Exact items to be communicated via this route to be decided at the next meeting. Post meeting note: peter has communicated suggested areas, all to review and respond accordingly.
|
Note
All
|
4
4.1
4.2
|
Programme
Discussions as to the current programme and concerns that it is too tight, actually formulating the questionnaire is a massive task and we should consider how long this will take bearing in mind this is a voluntary project. We should allow enough time to ensure we deliver the project successfully.
Daisy to revise the programme
|
Note
Daisy
|
5
5.1
5.2
5.3
5.4
|
Consultation Events
Kay circulated the draft posters, all agreed they look excellent, Kay will get made up into A1 boards, Peter offered to provide temporary finance for the costs, whilst the grant is being applied for.
An unmanned board with suggestion box will be located in the village hall. It could also be used for local events possibly manned such as tennis, senior citizens lunch, ABBA night, farmers markets and local fetes.
There is also budget from ORCC for the Digital Switch Over. By combining a consultation event and a Digital Switch over awareness event we could run the two together enabling an amalgamation of the two budgets available.Caroline to investigate the Digital Switch over grant.
The big breakfast is planned for 25th June.
|
Kay
All
Caroline
Note
|
6
6.1
6.2
|
Questionnaire
Sasha has started putting together suggestions for layout.
Daisy has booked us in for the snap code assistance for Q4 Oct to Dec.
|
Sasha
Note
|
7
7.1
|
Grant Application
Steve W will put together a draft for the grant application and submit initial proposal into ORCC to ensure we have lodged our interest for a grant to ORCC.
|
Steve
|
Next Meeting Wed 8th June at 7.30pm Village Hall
|
The Haseleys Community Plan
Minutes of Steering Group Meeting
Venue: Great Haseley Village Hall
Date: 18th April
----------------------------------------------------------------------------------------------------------------
Attendees
Kay Sentance,Daisy Cope ,Peter Cawdron ,John Andrews ,Steve Webster ,Malcolm Newdick,Sasha Lilley,Caroline Pickett ,Peter Issac ,Jim Shrimpton,Anton Nath
Point
|
Discussion
|
Person responsible
|
1
|
Previous meeting minutes agreed
|
note
|
2
2.1
|
Constitution
Updated version discussed and agreed, John to make the final changes for approval next meeting. Post meeting note updated version attached.
|
John
|
3
3.1
3.2
3.3
3.4
3.5
|
Strategy
Peter proposed the preparation of a Strategy document that will outline the plan for taking this project through to a successful conclusion. An example document prepared by Sparsholt was suggested as a good format to follow and Peter has offered to undertake this in time for the next meeting.
Discussion as to the timeframes and communication to the residents, on the basis that a perceived lack of communication is perhaps creating a vacuum and a little uncertainty as to what the Steering Group is undertaking. It was discussed at length the need for ensuring we have a robust, transparent and workable strategy, programme and cost plan in place before we launch into the actual activities, this was agreed on the basis that we will have this ready by the next steering group meeting.
It was also agreed that by having these documents in place by the next meeting which will facilitate the grant application (via email) to ORCC, which if approved will also enable the various activities which incur a cost to start asap.
Peter will send a note for inclusion to The Haseleys magazine, the deadline being 20th of each month.
Sasha has agreed to upload the blog – and has already started this process
|
Peter
Note
Note
Peter
Sasha
|
4
4.1
4.2
4.3
4.4
|
Cost Plan & Programme
Draft documents for both circulated. Revised cost plan and programme attached. A request for all to email Daisy should they have amendments / ideas for either document
Discussions as to the importance of keeping the momentum going and the interest of the community. Anton stressing the importance of involving all elements of the community and to consider as to how we would engage all including the less interested.
The programme is to be amended to pull forward the first Consultation event as it was agreed that we should start the community involvement as soon as is possible, without rushing forward without a strategy in place.
Cost plan to be revised ready for the ORCC grant submission – updated draft attached
|
Daisy
All
Daisy
|
5
5.1
5.2
5.3
5.4
5.5
5.6
5.7
|
Consultation Events
Proposed that the first should be at the end of June and possibly a Big Breakfast.
The second could be a stall at the Church Fete which is about the 3rd wk in July
We should have a table at the Farmers Market for June / July & August. Malcolm to discuss with Deidre.
Kay with Malcolm John & Caroline will consider designs for information boards which could be used at the events, and ideas as to how these events might be undertaken.
The idea being that once we have the advertising boards these could be up at any local event considered appropriate.
There is also budget from ORCC for the Digital Switch Over. By combining a consultation event and a Digital Switch over awareness event we could run the two together enabling an amalgamation of the two budgets available. Caroline to investigate the Digital Switch over grant.
Other possible events at which we could advertise could be the tennis, senior citizens lunch, ABBA night etc.
|
All
All
Malcolm
Kay / Caroline / Malcolm / John
Note
Caroline
Note
|
6
6.1
6.2
6.3
6.4
|
Questionnaire
Sasha has already starting considering a draft document and has several ideas as to how we should approach this. The draft layout will be worked on throughout the summer, following the consultation exercises questions can be added once it is clear what the issues the community would like to see within the questionnaire. Post meeting note: Sasha has circulated the first draft for early review.
Peter and Stephen volunteered to support Sasha on the task to create a questionnaire.
The ORCC will take the final approved version and run it through the Snap Code software to create a version, which can then be run through the software once completed and will then be automatically marked. This is a huge bonus if we can manage to do this as it limits the manual categorisation to a very small number of questions i.e. the comments added as opposed to every tick box answer.
Daisy to contact Emma Morris and book a slot for around the 20th Sept, on the basis it takes a couple of weeks to get the final version out. Post meeting note: Anton has circulated the snap details, Emma Morris on holiday till 27th.
|
Sasha
Peter / Stephen / Sasha
Daisy
|
Next Meeting 12th May 7.30pm at the Village Hall
|
The Haseleys Community Plan
Minutes of Third Meeting
Venue: Great Haseley Village Hall
Date: 21st March 2011
----------------------------------------------------------------------------------------------------------------
Attendees: -
Caroline Pickett ,Peter Isaacs, Peter Cawdron ,Kay Sentence ,Daisy Cope ,John Andrew ,Malcolm Newdick Sasha Lilley , Sylvia Baldwin ,Anton Nathan ,Jane Simcox ,Margaret Bennett ,Jill Andrew
cc
Julie Boers ,Vron Wooster ,Trish Medlicott ,Jo & Jim Shrimpton,Elizabeth Spencer ,Adam Bridges,Nick Lilley,Louise Bird ,Kathy Smith ,Dave Pickett ,Steve Webster ,Deidre Mann ,Julie Andrews ,Steve Whitfield
Point
|
Discussion
|
Person responsible
|
1
1.1
|
Introduction & Apologies
Apologies from Vron Wooster, Steve Webster
|
Note
|
2
2.1
|
Previous meeting minutes
Nothing to add.
|
Note
|
3
3.1
3.2
|
Steering Group Update
9 members already as noted, J Shrimpton will attend when possible and one new member Peter Issac.
The constitution has been drafted and revised, final version will be available after the next steering group meeting, draft copy circulated, email version available contact Daisy.
|
Note
Note
|
4
4.1
4.2
4.3
4.4
|
Next Steps
The steering group will create a project plan and cost plan to be submitted to ORCC as early possible to secure what funding is available.Anton (ORCC representative) stressed the importance of submitting as early as possible i.e. in the next 4/5 wks to secure what remaining grant money available.
The formulation of the consultation questionnaire will follow, expected to take a couple of months whilst the appropriate list of questions is canvassed and decided upon. Suggestion from Anton to canvass opinion from as many different groups in the community as possible before actually deciding on the questions, to capture the key points on the community agenda. This will assist in obtaining the most representative consultation result.
The actual consultation exercise expected to be towards the end of the summer. Approx 9/12mths from now the prioritizing will start following the analysis of the consultation process.
In the next step - the draft plan will formulate from the items deemed a high priority from the community, and a final plan submitted in possibly in 18 mths or 2yrs. Other villages have taken 18ths as a minimum and up to 3 yrs in some cases.
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Steering Group
Steering Group
All
Note
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5
5.1
5.2
5.3
5.4
5.5
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Community Engagement
Discussions as to how the plan and consultation exercise could be advertised, raising everybody’s awareness, engaging all groups and encouraging participation. Suggestion to have a stall at the Wedding Street Party, or at a Farmers market to start the awareness and canvass views on the possible consultation questions.
Facebook page for the younger generation, Caroline has canvassed views of the teenagers, who expressed a view that attending the village hall meetings was very unlikely. Hence the Face book idea, Malcolm to see if his teenagers might set up a page.
Prize for completing the questionnaire
Also to consider supporting the existing village assets, the plan doesn’t necessarily have to be about new items but could be about supporting and maintaining what we already have.
Haseleys Website is a likely option Kay will advise at the next steering group should this be possible.
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Note
Malcolm
Note
Note
Kay
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6
6.1
6.2
6.3
6.4
6.5
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Communication
As previously stated, if anybody would like to join the Steering Group please contact one of the members, ideally the group should remain at @ 10 people if only to keep the group manageable and action driven.
The steering group must ensure the progress is communicated to the Parish Council, and the Parish council acknowledges the information being provided.
John A to amend the Constitution point 8, to state that the Parish Council liaison members of the steering group must be members of the Parish Council also, and the Steering Group should have at least 2 Parish Council Liaison members.
Community meeting dates to be posted in The Haseleys / Meeting boards / email / web site (if possible) work of mouth.
Jane explained that the Parish Council affordable housing project will continue, as this project is already making progress. The consistent communication between the two groups Parish Council & Community Plan will ensure both groups are kept up to date on the progress made. Any actions from the Community Plan for affordable housing will start after the consultation process, shaped by the results.
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Note
Kay & Malcolm
John Andrew
Daisy
Note
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7
7.1
7.2
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ORCC Support
Anton outlined how the SODC “snap” software could assist in the marking and assessing of the questionnaires, if the consultation document is laid out in the format which allows the snap software to automatically assess the number of ticks for any one question, the majority of questions could therefore be assessed by the software. Suggestion to limit the number of answers which would be comments as opposed to a tick selection, as these have to analysed manually.
The ORCC web site provides a huge amount of relevant information on both the steps which should be taken and feedback from villages that have already gone through the process and their experiences.
www.oxonrcc.org.uk
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All
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8
8.1
8.2
8.3
8.4
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Next few months
Peter to send an update to Jane Simcox for The Haseleys, advising that the community meetings will be held as and when the Steering Group have progress to report.
Daisy to put together a draft programme for the next steering group meeting, so the expenditure can be forecast and a grant application be submitted to ORCC asap.
Sasha to continue on the draft consultation
All to have if possible a look at the ORCC information this is extensive!
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Peter
Daisy
Sasha
All
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9
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Future meeting dates TBA
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Previously known as The Parish of Great Haseley Community Led Plan
Minutes of Second Meeting
Venue: Great Haseley Village Hall
Date: 21st Feb 2011
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Attendees: -
Caroline Pickett ,Peter Isaacs ,Deidre Mann ,Julie Andrews ,Steve Whitfield ,Kay Sentence ,Julie Boers ,Daisy Cope ,John Andrews ,Trish Medlicott ,Vron Wooster
Cc
Jo & Jim Shrimpton,Malcolm Newdick ,Sasha Lilley ,Elizabeth Spencer ,Sylvia Baldwin,Jane Simcox,Adam Bridges,Nick Lilley ,Margaret Bennett ,Peter Cawdron,Louise Bird ,Kathy Smith,Dave Pickett,Steve Webster ,Anton Nathan
Attached Documents
Affordable Housing Meeting Minutes see point 8.3
Point
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Discussion
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Person responsible
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1
1.1
1.2
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Introduction & Apologies
Apologies from P Cawdron, S Webster, M Newdick, S Lilley, J Simcox.
New people joining Trish Medlicott & Vron Wooster
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Note
Note
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2
2.1
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Previous meeting minutes
Accepted
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Note
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3
3.1
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Naming of the plan
Discussions and inputs from ORCC have resulted in the name of this project as “The Haseleys Community plan”.
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Note
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4
4.1
4.2
4.3
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Proposed Steering Group
Following the volunteers identified at the previous meeting plus further discussions a steering group is being proposed as the group who set up the structure, create the constitution, identify and utilize the relevant ORCC guidelines, understand the key SODC requirements which can then be incorporated into strategy as to how we approach the plan.
The proposed committee is suggested as follows however if there other candidates who would like to be considered please contact Peter. There are other people to be contacted as yet.
Chair person – Peter Cawdron
Secretary – Daisy
Kay Sentence
Malcolm Newdick
Caroline Pickett
John Andrew (preparing a draft constitution)
Steve Webster
Sasha Lilley
The group plan to meet before the next meeting on the 21st, where they will be able to propose ideas on their objectives outlined in point 4.1
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Note
Steering Group
Steering Group
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5
5.1
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The Haseleys Magazine
Peter has submitted a contribution, to the magazine editor for this month.
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Note
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6
6.1
6.2
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Constitution & Parish Council
Discussed again was the importance of taking into consideration the parish council, SODC and ORCC guidelines and all agreed the approach and the plan should take these into consideration.
John Andrew has already prepared a draft constitution, which will be tabled at the first Steering Group meeting.
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Note
John Andrew
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7
7.1
7.2
7.3
7.4
7.5
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Our Community Led Plan – Objectives & Ideas
Objectives from the previous meeting, Sasha has a draft layout for the consultation document to be agreed at the Steering Group and then tabled at the next meeting for approval. Suggestion to include a space for anybody to list the areas they might be able to contribute to any of the plan objectives for example IT skills, a positive suggestion which may help to engage the community from a different angle.
More discussion as to how we might engage the younger community members e.g. Facebook; tennis club; event; ORCC to be canvassed to see what ideas they may have.
The consultation process and how we can grab the attention of all village members, this included a marketing of the consultation period, a count down to the consultation, each person identified as helping the consultation process to be given a number of properties for house to house calls; an event at the pub or on the Rec to attract families; Barbeque as part of the information gathering weekend; face to face discussions as much as possible; early flyers to advertise the coming consultation; Spring Fair; day event etc.
Notice to the community as to the objectives of The Plan.
Discussion as to how we might know who lives where however this was deemed as straight forward information to extract in time for the actual consultation.
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Sasha
Caroline
All
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8
8.1
8.2
8.3
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AOB
A concern raised as to bearing in mind the suitability for events within the Village Hall
Comments as to the positive turn out for the second meeting and all looking forward to the progress which we should make over the coming months, the actual consultation being envisaged being May / June time possibly.
Request to attach the Affordable Housing Meeting Minutes, this project although running concurrently to the Community Plan is not part of the Community Plan at this point and will link back in after the consultation process if and when identified as a priority within the consultation process.
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9
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Future meeting dates all 7.30pm at the Great Haseley village hall.
Monday 21 March Monday 18 April Monday 16 May
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