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SUNNINGWELL PARISH PLAN STEERING COMMITTEE
MINUTES OF THE MEETING OF THE COMMITTEE HELD AT 7.30pm ON TUESDAY 1ST MARCH 2005 AT BAYWORTH CHAPEL
Present: Peter Belk, Iain Corbyn, Ruth Macdonald, Bob Nichol and Gina Birch.
Apologies: David Belcher, Bob and Kati Evans.
1. DRAFT CONSTITUTION
A draft constitution was tabled and it was proposed by Peter Belk and seconded by Iain Corbyn that the draft be accepted. This was agreed unanimously.
2. ELECTION OF OFFICERS AND COMMITTEE MEMBERSHIP
Officers for the committee were elected as follows:
Acting chairman, Iain Corbyn proposed by Ruth Macdonald seconded by Peter Belk.
Secretary, Ruth Macdonald proposed by Peter Belk seconded by Iain Corbyn.
Publicity Officer, Peter Belk proposed by Iain Corbyn seconded by Ruth Macdonald.
Treasurer, vacant.
Volunteer coordinator, vacant.
A discussion followed about appealing for members of the committee. It was agreed that this could be done in a variety of ways:
· At the SPADE/PC meeting on 9th March
· Through personal approach
· By encouraging members of the working groups to join the committee
Actions:
Iain Corbyn to contact Peter Bolton about the post of Treasurer.
Peter Belk to contact Tony Thomas.
Ruth Macdonald to contact Shirley Robinson.
Ruth Mascdonald to contact the clerk of the Parish Council with a view to
setting up a petty cash system to enable cash withdrawals and payment of
invoices to be made (until the committee has its own treasurer).
Peter Belk to appeal for support at the meeting on 9th March
3. WORKING GROUPS
Sample questionnaires and suggested topics for discussion in working groups were handed out. It was suggested that there be a maximum no. of questions under each heading, (to be agreed). The questions should be both quantitative as well as quantitative and there should also be scope for parishioners to express their thoughts and feelings freely. Questions should be ‘tried out’ before publication of a questionnaire.
One person from each working group would call a meeting to discuss the questionnaire and an interim meeting would be organised on Tuesday 5th April for each group to report back on progress. A further meeting would be arranged for Tuesday 3rd May when it was hoped that questions would have been completely formulated. It was suggested that the questionnaire might be available on line on the Parish Plan website.
Suggested formats for a questionnaire were discussed and the likely costs involved.
Actions:
Ruth Macdonald to make sure that one person from each group has their working papers and knows who to contact.
Ruth Macdonald to get an initial quote from Parchment for the likely cost of printing an adult and junior questionnaire for the parish.
4. FINANCES
It was agreed that the committee should apply to the Parish Council for a small grant for petty cash expenses. Until a treasurer was appointed it was suggested that the committee request that the clerk to the Parish Council might run a petty cash account on their behalf. A treasurer would in due course apply for grants available through the VOWH, ORCC and SEEDA.
Actions:
Iain Corbyn and Rut Macdonald to apply to Parish Council for a grant.
Ruth Macdonald to contact the clerk to the Parish Council re petty cash a/c.
5. WEBSITE
Peter Belk reported that he had set up a website www.parishplan.sunningwell.org and that all information such as the minutes, constitution and the questionnaire could go on the site. Once the Parish Council website was set up all information re the Parish Plan could be transferred to the new site.
Action:
Ruth Macdonald to forward minutes and constitution to Peter Belk
6. A.O.B.
Bob Nichol suggested that the Parish Plan be based on a vision or mission statement, e.g. ‘Sunningwell parish should be……’. Key words suggested were; sustainable, healthy, happy, safe, friendly, a rural community, should have a beautiful outlook, an integrated community, one, have four parts but one identity.
Action:
Bob Nichol to come back with a suggested vision statement for the next meeting.
7. DATES OF NEXT MEETINGS
Tuesday 5th april and Tuesday 3rd May. Locations to be advised
Action:
Ruth Macdonald to arrange venues and advise.
March 7th 2005
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