TARVIN PARISH PLAN MINUTES OF STEERING GROUP MEETING
VENUE : Parish Room, Tarvin
DATE : 17th November 2009
MEMBERS ATTENDING : Alan Chesters, Ray Williams, Hazel Manning, Joan Millar, Sarah Evans, Mike Tyrie, Roger Hones, Phil Miles, Anna Mellor, Debbie Ridley, Rachael Lloyd, Karen Hemmings, Steve Hemmings, Cyril Williams
APOLOGIES FROM : Brian Spruce
ITEMS DISCUSSED :
1. Election of Officers
2. Name of Group
3. Steering Group Constitution
4. Consultation process
5. Stall at Christmas Festival
6. Parish Plan Budget
7. Research
8. Filing and Data storage
9. Updating Parish Council
10. Project Scope and Plan
11. Working Groups
12. Key players and Stakeholders
13. Communication strategy
14. Expenses
15. Volunteer Time logs
16. Grant application
17. Next meeting date
ACTIONS AGREED :
1. Chair – Alan Chesters for first two meetings. Vice Chair – Hazel Manning. Secretary – Roger Hones. Minuting Secretary (to cover absence of Secretary) Joan Millar. Treasurer – Ray Williams
2. Naming of Group to be deferred. Debbie and Anna to arrange to ask Public at Christmas Festival for name suggestions. For the time being to be known as ‘Tarvin Parish Plan’.
3. Officers will meet on 25th November at 7.30pm to work on a constitution to bring back to the next Steering Group meeting. Roger to circulate specimen constitutions.
4. Development of questionnaire by a small group. Steve will arrange a meeting between Karen, Phil and himself. Debbie will investigate options to consult the public in Tarvin via a social networking group or website. Young persons to be asked to put questions into their own ‘language’.
5. Debbie and Anna will organise decoration/presentation of Christmas Festival Stall and possibly a game to attract the public in. Roger to get 250 of the CCA questionnaires printed.
Rota for Saturday 5th December:
9:00 – 11:00 Steve and Anna
11:00 – 13:00 Karen and Debbie
13:00 – 14:30 Ray and Hazel
14:30 – 16:00 Alan and Cyril
6. Officers to set a budget to present back to the Steering Group
7. Debbie will collate available information about Tarvin
8. Sarah will store all paper copies of documents used by and produced by the Steering Group. Roger will arrange for safe electronic storage of data.
9. Parish Council to receive Minutes of our meetings and Alan to arrange to present to the PC once every 3 months.
10. Mike Tyrie to take on scoping out the project and planning its implementation.
11. It was decided that it was too premature to agree working group titles at this point
12. We would all consider who the Key players and Stakeholders might be and discuss at our next meeting
13. Communication to be via newsletter (hard copy and electronic), and via social networking group and/or website. Parish Council publishes and hand delivers a quarterly newsletter and Tarvin Athletic FC deliver to each household in March. Meeting minutes to be made as widely available as possible.
14. Ray Williams will advise us all how to claim for out of pocket expenses
15. Volunteer time logs must be completed regularly and sent to Rachael. Roger to circulate time logs.
16. Phil, Alan, Ray and Mike to meet to begin preparing the grant application. Phil to convene.
DATE OF NEXT MEETING: Wednesday 9th December 2009 7.30pm
Edna Rose Room, Community Centre
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