the Village Plan-constitution



THE VILLAGES OF GREAT HASELEY
AND LITTLE HASELEY
Project Plan for the Preparation
of the Haseleys Community Plan
15th June, 2011.
CONTENTS
 Paragraph Nos.
Introduction  1 - 4
Background:  Current Profile  5
 Initial Meeting  6
The Project: Objectives  7 - 8
 Method of Approach  9
 Desired Outcomes  10
 Interested Parties 11 - 12
 Scope 13 - 17
 Project Outputs  18
 Interaction to Other Initiatives 19 - 21
Project Justification 22 - 26
Project Organisation:
Steering Group 27 - 30
Volunteers and Working Groups 31 -32
External Co-ordination  33
Communications Plan 34 - 36
Project Plan: Need for a Project Plan 37 - 38
 Project Plan Description  39
 Pre-requisites  40
 External Requirements  41
 Planning Assumptions  42
 Timetable/Management Stages 43 – 44
Schedule of Interested Parties  Appendix 1
The Constitution of the Steering Group  Appendix 2
Timetable  Appendix 3
THE VILLAGES OF GREAT HASELEY
AND LITTLE HASELEY
Project Plan for the Preparation of the Haseleys Community Plan
_________________________________________________________________________________________________
INTRODUCTION
  1. 1. This plan (the “Project Plan”) describes the work involved in preparing the Community Plan for the villages of Great Haseley and Little Haseley (the “Haseleys”). The Parish of Great Haseley comprises these two villages plus Rycote, Milton Common and North Weston, but the Haseleys Community Plan will focus only on the Haseleys, which (for the avoidance of doubt) includes the small communities of Latchford and Standhill.
  1. 2. The purpose of this plan is to describe the approach (i) to preparing a questionnaire as part of a consultation programme within the Haseleys’ community, and (ii) to documenting the outcome of that programme in the form of a Community Plan (the “Project”). It explains the outputs, activities and resources that will be necessary to undertake this work, the timing and the period over which it will be carried out. The primary outcome will be a community that will have contributed to the preparation of its local community plan and which will be generally supportive of its purpose and proposals.
  1. 3. It should be acknowledged that the approach to the preparation of the Haseleys Community Plan is partially based on the experience of other communities that have prepared similar plans as a result of which a lot of “know how” is now readily available. By using this source of information, it is strongly believed that it will save time, cost and repetition. Considerable use has also been made of the many planning toolkits and documents produced by the Oxfordshire Rural Community Council (“ORCC”) with particular regard being paid to their 9-step process (see paragraph 39) and the advice that is offered at each stage.
  1. 4. Over 1,150 communities in the South-East of England have produced community plans. The ORCC supports and gives advice on the creation of community plans in Oxfordshire along with local councils and service providers (eg. the police, the health service, etc.). The objective of the Haseleys Community Plan will be to protect the high quality physical and social environment of the two villages whilst permitting sustainable enhancements that accord with preserving them as attractive rural settlements in the open countryside. Whilst these qualities exist today, it is important that proper consideration is given to the actions that will need to be taken in order to ensure that that they still exist in 15 years’ time and beyond.
BACKGROUND
This section describes the events that led to the decision to set up the Project for the preparation of the Haseleys Community Plan. It also explains its part in the national community-led planning initiative.
Current Profile
  1. 5. There are {512} people (including infants) living in the parish of Great Haseley of which [000] reside in the Haseleys. There are [000] dwellings within the Haseleys and it is estimated that there are [000] adults divided as to [000] men and [000] women. Local amenities include a church, village hall, playing fields (with a cricket pitch and tennis courts), recreation ground, pub, nursery school and allotments.
Initial Meeting
  1. 6. 30 residents from the Haseleys attended a meeting on 11th January, 2011 (the “Initial Meeting”) and supported a proposal for the preparation of a community plan. The actual process of producing a community plan will (i) establish local needs and aspirations, (ii) highlight issues and priorities, and (iii) develop a vision for the future of the community. The plan will then identify the necessary actions that will need to be taken to achieve the various objectives. It will be derived from extensive consultations involving the entire community and it will provide everyone with the opportunity to express their thoughts on the issues affecting the community and how they feel that changes might be made for the good. A community plan should stimulate local action that could influence organisations such as local councils, environmental agencies, etc.
THE PROJECT
This section sets out the objectives that this planning project needs to achieve. It describes the parameters of the work involved and the changes and improvements that will flow from undertaking the Project. These all will be used to inform and influence decisions in the planning process.
Objectives
  1. 7. It is intended that the preparation of the Haseleys Community Plan should be completed by the beginning of November, 2012 and that it should set out proposed enhancements to be made to the two villages that will have the overall support of the residents whilst preserving that which they already enjoy. The plan will make clear to the local council and service providers what is important to the community now as well as in the future.
  1. 8. The necessary infrastructure and arrangements will be put in place in order to implement the various actions that to be set out in the Haseleys Community Plan. These arrangements will also provide for the communication of progress and the regular review of achievements to ensure that the plan continues to meet the community’s needs.
Method of Approach
  1. 9. The creation of the Haseleys Community Plan will involve six key areas of activity and these are set out below:-
  1. i. Local Areas - The Haseleys have been divided into seven separate local areas with Little Haseley (including Standhill) forming one area and Great Haseley (including Latchford) being divided into six. Each area has been allocated to one/two steering group members who will familiarize themselves with the residents within their Local Area and will be responsible for all communication and distributions within that area.
  1. ii. Events - The advice offered in the ORCC Parish and Community Planning Toolkit and the experiences of other communities indicates that there is merit in conducting further pre-questionnaire research to add to the information gained at the Initial Meeting. This is to be achieved by holding a series of events and discussions (the “Events”) which will facilitate further engagement with the residents of the Haseleys.
At present, there are plans in place for the following Events:- (a) a Haseleys Breakfast in the Village Hall on Sunday, 26th June, 2011, (b) a bring and share picnic in the Millennium Wood in late July, (c) a counter at the next three Farmers’ Markets that are held monthly in Great Haseley, (d) a sporting event in the recreation ground during August, and (e) attendance at a forthcoming monthly lunch of pensioners in the local pub. (The latter event will be focusing on an explanation of the proposed television switchover from analogue to digital, but the opportunity will also be taken to use it for consultation purposes in relation to the Haseleys Community Plan).
The purpose of these various Events will be (a) to explain the benefits of a community plan, (b) to encourage people to consider a wide range of community issues, and (c) to seek their guidance on the range of questions that should be asked of the community. At all these events (in addition to the pensioners’ lunch), the opportunity will also be taken to notify the older residents in the Haseleys of the proposed television switchover from analogue to digital and to explain to them the implications of such change.
  1. iii. Consultations - With the benefit of the information gathered from the Initial Meeting and from the Events (described above), the preparation of a questionnaire will be undertaken recognising the necessity and importance of generating a high quality document that will be user-friendly to complete. The questionnaire will be distributed to residents of the Haseleys by members of the Steering Group who, at the same time, will arrange a return visit to collect the completed documents at a later date.
  1. iv. Action Plan - Preparation of an “Action Plan” commences with an analysis of the questionnaire responses and the results of any other consultation processes. Use will be made of the SNAP service offered by South Oxfordshire and Vale of White Horse District Councils to facilitate the analysis of data contained in the completed questionnaires. Preparing the Action Plan will involve the development of a shared vision, the resolution of issues, the compiling and prioritizing of agreed actions and the preparation of a planning programme. However, it is appreciated that the success of the planning process (particularly the preparation of the Action Plan) will depend on the extent to which the residents of the two villages participate in the questionnaire process; this is why a considerable effort will be made to communicate with the residents of the Haseleys during the consultation Events.
  1. v. Community Plan - The results of the consultation exercise and other related work will be pulled together and documented in the Haseleys Community Plan. A draft of the document will be signed off by the Steering Group and then distributed to the appropriate people for comment. The final version of the plan will be approved both by the Steering Group and the Great Haseley Parish Council (the “Parish Council”) following which it will be printed for general circulation and release.
  1. vi. Post-project Review - An evaluation will be carried out to review the successes of the Project and to analyse any shortcomings or weaknesses. Any outstanding actions at that stage will be highlighted and, after this, the Project will be formally closed.
Desired Outcomes
  1. 10. If the Project is to be successful in its preparation of the Haseleys Community Plan, the following outcomes will need to be planned and effectively implemented:-
  • • Securing a realistic number of volunteers to serve on the Steering Group, to perform various tasks, and to assist in the preparation of the community plan. (This has been done).
  • • Carrying out a successful consultation programme that obtains the views and opinions (i) from a significant majority of the residents of the two Haseley villages, and (ii) from key Interested Parties (see paragraph 11 below).
  • • Reaching the point where the local residents arrive at a consensus over the general direction and priorities for the Haseleys Community Plan.
  • • The approval of the completed Haseleys Community Plan by the residents, and the support of the Parish Council and other Interested Parties.
  • • Funding of the priority actions set out in the Haseleys Community Plan and the agreement of the local authority to incorporate the Plan into local community strategies.
  • • Evidence that the local authority is acknowledging the priorities and needs of the Haseleys when taking decisions with regard to public services.
Interested Parties
  1. 11. Not only will the Haseleys Community Plan need to take into account the views of the local residents, it will also need to consider the views and gain the support of local organisations and businesses. Moreover, these entities will almost certainly have some influence over the Haseleys’ ability to achieve its various objectives.
  1. 12. There are a considerable number of organizations and businesses within the Haseleys whose views will be sought as part of the consultation process. They are referred to as “Interested Parties” and a list of these entities is set out in Appendix 1. Each should have an interest in the outcome of the Project.
Scope
  1. 13. The Haseleys Community Plan is to be limited to the villages of Great Haseley and Little Haseley which are situated in the parish of Great Haseley.
  1. 14. Other communities, which have prepared plans, have found it helpful to sub-divide their community into different segments in order to make sure that the particular needs of each segment are not overlooked. An exercise is being carried out to establish the demographic profile of the Haseleys (see paragraph 5 above), but it is envisaged that the following segments should be catered for:-
  • • School children
  • • Young people
  • • Working age adults
  • • Pensioners
  1. 15.  The impromptu research conducted at the Initial Meeting in January, 2011 indicated a variety of topics that were important to those present; these included the community, the environment, affordable housing, roads, traffic, transport, leisure, recreation and business. Consideration will need to be given as to how these topics (and others) will be organised and handled during the Consultation Events.
  1. 16. Quite apart from the information and input received from the Consultation Events, thought must also be given to whether there are any other projects or initiatives that might be relevant to the Haseleys and/or the local services that the two villages receive.
  1. 17. Clearly, it is important that the Haseleys Community Plan should look forward in some depth at the actions required over the next five years; however, it must also develop a wider vision that will look out over fifteen years.
Project Outputs
  1. 18. The outputs and achievements that are being sought through the preparation of the Haseleys Community Plan may be summarized as follows:-
  1. i. Community Profile – A current profile of the residents within the Haseleys is an essential pre-requisite in order to obtain a sound base for carrying out consultations and subsequent action planning. (This is being compiled by the Steering Group with each member analyzing the Local Area for which he/she is responsible - see paragraph 9(i) above).
  1. ii. Communications Programme - Plans and communications material will assist in the delivery of the key messages regarding the consultation process as well as the purpose, content, involvement and implications of the Haseleys Community Plan.
  1. iii. Engagement – Contact/discussion will take place with the residents of the Haseleys and with other key Interested Parties, all of whom will be very important in the creation of the Haseleys Community Plan; there will also be a need to obtain broad support from those who are less affected.
  1. iv. Questionnaire – This will form the most important part of the consultation process. The questionnaire will seek the views and opinions of all Interested Parties on topics that are important to the Haseleys and these will form the basis for compiling the Action Plan.
  1. v. Workshop Outputs – Working parties will be put together to agree a vision, resolve difficult issues and prioritise actions. The results produced from these groups will be an essential part of the overall planning process.
  1. vi. Action Plan – A prioritized list of actions will be compiled which, if implemented, will deliver the changes that the Interested Parties (particularly the local residents) believe are important to the future of the Haseleys.
  1. vii. Community Plan – The Haseleys Community Plan is the formal printed output of the Project. It will describe the vision of how the Haseleys wish to develop over the coming years, and it will set out the actions that will need to be implemented in order to achieve such vision.
Interactions to Other Initiatives
  1. 19. Community plans contain useful evidence of local needs, and they set out the proposed actions which, taken together, represent the strategic priorities across the entire community. It is understood that the The Oxfordshire Partnership has included targets in the county’s Sustainable Community Strategy to increase the number of communities that will benefit from having a community plan and associated action plans.
  1. 20. As the Government takes steps to reduce the budget deficit and to cut back on public services, local authorities will be required to select which of their services should remain a priority. It is essential, therefore, that the Haseleys identify the services which they believe to be essential so that they can seek the appropriate support that will enable the community to become more capable of looking after its own needs.
  1. 21. The Big Society promotes the concept of local people taking action for themselves whilst Government provides the support structure for this to take place. The implementation of this concept in rural areas will benefit from a number of structures already in place. These include the making use of the community planning process that provides rural communities with the opportunity to create a vision and plan the appropriate actions for the benefit of their own future.
PROJECT JUSTIFICATION
This section describes the reasons for setting up the Project based on estimated costs and the identified benefits. The justification for the Project will be reviewed at key milestones in the planning process to ensure that there is merit in continuing.
  1. 22. The justification for the preparation of the Haseleys Community Plan lies primarily in the implementation of the Action Plan that will evolve from the consultation  process (described in paragraphs 9 (ii) and 9 (iii) above). The Action Plan (see paragraph 9(iv) above) will be designed to deliver improvements to the two villages, and it will demonstrate the benefits that will flow from the preparation of a community plan.
  1. 23. An estimate of the income and expenditure that will be involved in preparing the Haseleys Community Plan is set out in the table below:-
Description
Income
Expenditure
£
£
Grant from the Oxford Rural Community Council
800
Contribution from the Great Haseley Parish Council
500
Digital Switchover Small Grants Fund
500
Other contributions
100
Administration expenses
50
Publicity and advertising (leaflets/literature)
100
Consultation events (breakfasts, picnic, sporting event)
600
Drafting/printing questionnaire
240
Data collection/analysis
100
Consultancy and professional support
400
Preparation/printing of Haseleys Community Plan
400
___________
__________
Totals
1,900
__________
1,890
_________
  1. 24. Every effort will be made to contain the overall costs of preparing and producing the Haseleys Community Plan. However, it is essential that the entire Project is carried out in an organized and professional manner. As already mentioned in paragraph 9(iii), the quality and appeal of the questionnaire and its overall appearance will be paramount to the success of the consultation process and some £900 will be spent (a) on advertising the proposed Consultation Events, (b) on the Events themselves, and (iii) on the preparation and printing of the questionnaire. Likewise, the design and presentation of the Haseleys Community Plan in its final printed form needs to complement the quality of the entire project. Until the Action Plan has been prepared, it is not known to what extent consultants will be required to advise on any of the actions that will be contained in the Action Plan. It should be noted that an application has also been made to the Digital Switchover Small Grants Fund for funds to meet a part of the cost of events at which the proposed television switchover from analogue to digital is to be explained.
  1. 25. In order to put the estimated costs into context, it is clear from the experience of other communities that there will be considerable advantages as well as unquantifiable benefits to be gained from producing the Haseleys Community Plan:-
  1. i. It will be able to influence the activities of the Parish Council over the next 5 to 10 years.
  1. ii. It will enable the entire community to contribute to identifying ways that existing amenities and facilities can be improved and new services introduced.
  1. iii. It will involve people who in the future might become parish councilors or actively involved in some role within the Haseleys.
  1. iv. It will encourage the community to negotiate with local government regarding services and what related actions might need to be taken.
  1. v. It will provide policy makers with a local perspective of what is important to the Haseleys community and as a result will influence decision makers.
  1. 26. In summary, the principal justification for putting together the Haseleys Community Plan is to give local residents of Great Haseley and Little Haseley and other Interested Parties the opportunity to engage in the discussions and to participate in the decisions that will shape the future of the two villages and thereby enhance their quality of life.
PROJECT ORGANISATION
This section describes the arrangements and responsibilities for managing the preparation of the Haseleys Community Plan.
Steering Group
  1. 27. A steering group has responsibility for overseeing, co-ordinating and leading the entire community planning process. It should be formed from representatives of the community that include a wide variety of residents and a spread of age groups and interests.
  1. 28. The conduct of a steering group must be governed by a constitution that describes the roles of its members and the working groups that are set up to carry out specific tasks. Key priorities for a steering group include ensuring (a) that the consultation process is conducted in such a way that it involves the entire community, and (b) that the action plan is properly prepared and subsequently implemented.
  2. 29. A “Steering Group” has now been established to manage the planning and preparation of the Haseleys Community Plan, and the following appointments have been made; all appointees were present at the Initial Meeting to launch the planning process or have since volunteered their services:-
Name
Role
Description
Peter Cawdron
Chairman/Treasurer
Lead the Steering Group and co-ordinate the execution of the project plan
Daisy Cope
Secretary
Organise and administer the activities of the Steering Group
John Andrews*
ORCC liaison
Maintain links with ORCC
Peter Isaac
Sasha Lilley
Communication
Lead on the communication process
Malcolm Newdick
Events organiser
The organization of Events to engage with the community
Caroline Pickett
Events organiser
Kay Sentence*
Events organiser
Jim Shrimpton
Stephen Webster
External Co-ordinator
Manage links with other villages/communities
 *Members of the Great Haseley Parish Council and responsible for keeping the Council advised of   progress in preparing the Haseleys Community Plan.
  1. 30. A copy of the constitution governing the responsibilities and actions of the Steering Group is set out in Appendix 2.
Volunteers and Working Groups
  1. 31. The success of the Haseleys Community Plan as a truly representative statement of the views of the residents of the two villages will be almost entirely dependent on the extent to which local residents volunteer to assist with the many tasks involved in preparing the plan. Up to now, the planning process has identified the following tasks that may need volunteers and/or working groups:-
  • • Organising the consultation Events
  • • Carrying out opinion surveys
  • • Assisting in the drafting of/testing questionnaires
  • • Distributing and collecting questionnaires
  • • Helping assess the results of surveys and questionnaires
  • • Assisting in deciding on the priorities for the Action Plan
  • • Writing sections of the Haseleys Community Plan
  1. 32. Volunteers will be organized by the volunteer coordinator which is a role that is still to be allocated to a member of the Steering Group.
External Co-ordination
  1. 33. It is essential that the Haseleys Community Plan and the recommendations contained therein are received positively by the various external bodies. Accordingly, co-ordination firstly with the Parish Council and then with other local councils and service providers must take place at the appropriate time in order to enable a full exchange of views and information to occur.
COMMUNICATIONS PLAN
This section explains how information and updates will be communicated amongst various parties throughout the duration of the Project.
  1. 34. A communications programme is being established in order to ensure that all Interested Parties can be kept fully up to date with the development of the Haseleys Community Plan and other related aspects of the Project.
  1. 35. Regular reports will be published both on the website specifically set up for the purposes of this Project (http://haseleysvillageplan.blogspot.com/) and also in summary form in the monthly parish magazine called The Haseleys.
  1. 36. As soon as this Project Plan has been approved, it will be published on the website and summarised in the Haseleys. Regular reports thereafter will keep everybody aware of the progress of the Project, the achievements of key milestones and whether there are any circumstances that might delay parts of the timetable.
THE PROJECT PLAN
This section explains the means by which the preparation of a quality community plan can be achieved. It sets out how and when the objectives of the Project will be achieved, and it identifies products, it describes activities, it estimates the effort, it schedules the work and it identifies resources. It also sets out the milestones that will be used to monitor progress.
Need for a Project Plan
  1. 37.  Previous experience shows that the preparation of the most successful and inclusive community plans have:
  • • Been led by a representative independent group (steering group) that is endorsed by the parish council.
  • • Spread the workload across various specially formed sub-groups in order to maximize the involvement of the community.
  • • Used a variety of consultation methods with a view to reaching the entire community.
  • • Hand-delivered and then collected the questionnaires at the end of the consultation period.
  • • Engaged with the community to interpret the results of the consultation process, resolved any issues and agreed priorities.
  • • Made sure that the community plan has the broad support of all interested parties at various stages of its development.
  • • Followed the established 9-step process (see paragraph 39 below) throughout the development of the community plan.
  • • Had the support of the ORCC and local councils throughout the project.
  1. 38. With the above factors in mind, this document (the “Project Plan”) has been put together in order to describe the means by which the Steering Group will manage the entire Project, with its primary objective being to produce the Haseleys Community Plan and to ensure that it is a high quality product.
Project Plan Description
  1. 39. The preparation of the Haseleys Community Plan will follow the 9-step process that is described in the Parish and Community Planning Toolkit prepared by the South East of England Rural Community Councils. The first seven steps of the process are covered by this Project Plan and are intended to achieve the following:-
  • • Step 1 – Getting Started
Obtain a general consensus from the Haseleys that preparing a community  plan is a welcome project. Hold the Initial Meeting and make a record of key  issues and potential volunteers. Make contact with the Parish Council and the  ORCC. (All done – see paragraph 6 above).
  • • Step 2 – Steering Group
Appoint a representative steering group with a chairman, secretary,  treasurer, publicity officer and a volunteering coordinator and agree a  constitution.  Compile a list of volunteers (where necessary) and nominate a  steering group member to be communications coordinator. (All done – see  paragraphs 29 and 30 above).
  • • Step 3 – Develop a Project Plan
Produce a Project Plan that explains how the Steering Group intends to  manage the preparation of the Haseleys Community Plan. Find out the  relevant information about  the Haseleys that is already available, and  prepare a community profile. Decide on the consultation methods and  events, and consider a love  it/hate it exercise. Put together a budget and  timetable and agree a publicity plan to keep the  community informed. Keep  the Parish Council and ORCC aware of progress and developments. (Almost  completed).
  • • Step 4 – Consultation
Carry out a series of consultations at events at which representatives of the  Steering Group will be present. Having obtained an understanding of the key  issues that have been raised during these events, prepare and print a  comprehensive but user-friendly questionnaire for completion by the  residents of the Haseleys. Compile and analyse the results of the consultation  process using the SNAP scanning service offered by the South Oxfordshire  and Vale of the White Horse District Councils. (Early work started).
  • • Step 5 – Action Plan
Analyse and prioritise the results of the consultation process and form the  necessary focus groups to develop and take actions forward. Where  appropriate, liaise with third parties (eg. SODC, NHS, Police, etc.) to ensure  that proposed actions are realistic and feasible. It needs to be remembered  that proposed actions that are unrealistic may reduce the credibility of the  community plan.
  • • Step 6 – Drafting the Community Plan
Prepare a draft of the Haseleys Community Plan to share with the community  as well as with the Parish Council and other appropriate third parties.
  • • Step 7 – Finalising the Community Plan
Print the final version of the Haseleys Community Plan and launch with a  celebratory event. Ensure that copies are published and made available to  the residents and other Interested Parties within the Haseleys.
Pre-requisites
  1. 40. The following must be established and remain in place for the duration of the Project in order to assist in the successful implementation of the Project Plan:-
  • • An approved Project Plan and an agreed Communications Plan.
  • • Members of the Steering Group appointed to all key positions that will play a role in the implementation of the entire Project Plan.
  • • A sufficient number of volunteers (where appropriate) to assist with the consultation events and the questionnaire process.
External Requirements
  1. 41. The execution of the Project Plan will depend on several external services:-
Service
How Managed
Target Date
Printing circulars
Steering Group
May – July, 2011
Final printing of questionnaire
Steering Group
30 November 2011
SNAP scanning service
Coordinated by SOVWHC
February–March, 2012
Printing final community plan
Steering Group
October, 2012
Planning Assumptions
  1. 42. The paragraphs below set out the resource expectations that have been identified during the early stages of the planning process and which are thought to be key factors in facilitating the execution of this Project Plan:-
  1. i. The guidance and advice being received from the ORCC, together with the know-how and experiences gathered from other communities that have prepared community plans; these inputs are and will continue to be very relevant to the Project now being embarked on by the Haseleys. The Steering Group has used this information in preparing the Project Plan and the approach that it has adopted for implementing the Project.
  1. ii. The experience of other communities is that the preparation of a community plan usually takes between 18-24 months. The indicative timetable (see paragraph 44 below) for preparing the Haseleys Community Plan is based on these timescales and it shows an estimate of the time that will be required to achieve each task.
  1. iii. Most members of the Steering Group are in full time employment with the result that the amount of availability and free time that each will be able to find will influence the timing of the Project. Each task will be kept as focused as possible so that people will find it easier to give time to providing assistance.
  1. iv. The 9-step process (the first seven of which are outlined in paragraph 39 above) emphasises the need for regular dialogue to take place with local councils and service providers throughout the preparation of the Haseleys Community Plan. Reviews will be scheduled with these interested third parties both after the consultation process and after drafting the community plan to ensure that all relevant topics (and related information) are dealt with appropriately. The co-ordinators will be responsible for these reviews as they will have had the most frequent contact with the relevant parties.
Timetable/Management Stages
  1. 43. The timetable set out in Appendix 3 schedules the approximate time when each of the various tasks set out in this Project Plan will need to be completed and the length of time that it will take for each task. It also shows the key management stages of the Project, the critical decision points and the Project milestones. The timetable shows that the Project started in January, 2011 and is expected to be completed by the beginning of November, 2012.
  1. 44. The following Project milestones (shown in the timetable) will enable the Steering Group to monitor progress through the various stages of the Project:-
Step
Milestone
Date
2. Steering Group
Steering Group Established
Members have nominated roles. Updated version of the community profiles is signed-off by the Steering Group.
31 March, 2011
3. Project Plan
Project Launch
Project Plan plus Interested Parties and communications plan are approved by the Steering Group. Volunteers (where required) are identified and the required resources are ready and available.
8 June, 2011
4. Consultation
Consultation Complete
Consultation Events and surveys are complete. Questionnaires have been prepared, distributed, collected and are ready for scanning.
13 February, 2012
5. Action Plan
Documented Action Plan
Sub-group meetings to assess and discuss the results of the questionnaire are complete and the Action Plan prepared.
29 May, 2012
6. Draft Haseleys Community Plan
Public Consultation Complete
Residents of the Haseleys have reviewed the draft community plan and given the Steering Group their comments.
10 September, 2012
Appendix 1
Schedule of Interested Parties
  1. i. The Residents: iv. Businesses  
Young people     The Plough (pub)
Working age adults     Riverbank
Pensioners    Countax
Schoolchildren  Nursery school
     Local farms
ii. Sports & Recreation:    Many small businesses
Footpath walkers
Cricket club
Golf society
Yoga group
Allotment tenants
Pub activities (darts team, etc.)
Pumpkin show
iii.  Committees:
Church
Parish council
Village hall
Playing fields
Horticultural society
Appendix 2
The Constitution of the Steering Group
The name of the steering group shall be “The Haseleys Community Plan Steering Group”, hereafter referred to as the “Steering Group”.
The purpose of the Steering Group shall be to prepare, produce and facilitate the implementation of a community led plan for the villages of Great Haseley and Little Haseley (the “Haseleys”). The plan will set out a vision of how the villages want to develop and the actions needed to promote this vision.
Specifically the Steering Group shall:-
1. Investigate and identify the nature of support for a community led plan.
2. Through a process of consultation and information gathering identify residents concerns, needs and ambitions for the Haseleys.
3. Analyse the results of this process of consultation and prepare and produce a report which identifies both priorities and time scales for community action.
4. Liaise with and use the expertise of Oxfordshire Rural Community Council and other appropriate organisations in order to optimise the effectiveness of the plan.
5. Identify financial implications arising from the plan, and seek appropriate sources of funding for the plan.
6. Keep under review the viability of the plan and its implementation, and amend these as and when appropriate.
7. Provide regular and updated information to the residents of the Haseleys, both on the development of the plan and on the progress made towards its implementation.
8. Liaise with, and provide regular reports to, the Great Haseley Parish Council. The Steering Group will appoint from its members two ‘Parish Council Liaison Officers’ who will lead on this process. These officers will be members of the Parish Council.
Membership
The Steering Group will include up to ten members. At least two members of the Steering Group shall be members of Great Haseley Parish Council.
The Steering Group may agree to co-opt additional members.
A person shall cease to be a member of the Steering Group having notified the secretary in writing or via e-mail of his or her intention to resign.
Officers
The following officers will be appointed from the members of the Steering Group:-
Chairperson Secretary
Treasurer Development Officer
Communications co-ordinator  External co-ordinator
Meetings
The Steering Group will meet every two months as a minimum, or as may be required. At least five clear days notice of meetings shall be given to Steering Group members, either by post or via e-mail. Matters will be determined by a majority vote of members in attendance. If a proposal is tied a vote will automatically fall.
The quorum necessary to transact business will be five members of the Steering Group in attendance.
The secretary will keep a record of each meeting and circulate minutes to Steering Group members by post or via e mail not later than fourteen days after each meeting.
Working Groups
The Steering Group will establish working groups in response to the needs and priorities expressed by residents of the Haseleys during the consultation process. The Steering Group will actively seek to recruit volunteers to the membership of working groups. Each working group will focus on a particular aspect of the community led plan.
A nominated chairperson will lead each working group. This person will not be required to be a member of the Steering Group.
Working groups will be bound by the terms of reference set out for them by the Steering Group.
Working groups will not have the power to authorise expenditure on behalf of the Steering Group.
Finance
The treasurer shall keep a clear record of all income and expenditure, where necessary supported by receipted invoices. At each meeting the treasurer will report back to the Steering Group on proposed and actual expenditure on the plan.
Where funds permit, volunteers may claim back any expenditure necessarily incurred in producing or implementing the plan. The treasurer will draw up and agree with the Steering Group procedures for such claims.
All income and expenditure will be paid through the Great Haseley Parish Council bank account/a bank account set up for plan purposes.
Changes to the Constitution
The constitution may be changed and additional clauses added with the consent of two thirds of the Steering Group present at any meeting.
Dissolution of the Committee
The Steering Group may be dissolved by agreement of two thirds of its members present at a special meeting convened for the purpose. Any grant monies outstanding shall be returned if this was a condition of the grant. Any monies remaining with the Steering Group shall then be transferred to Great Haseley Parish Council.
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