Minutes of the parish plan STEERING GROUP meeting held on Wednesday, 18
October 2010
at 7 pm in the Peter Page room at the village hall
Present:
Polly Clark (GAF)
Jenny Leeves
Wendy Lyne
John Prinn (Lowford Community Centre)
Jane Rich (Pilands Wood Community Association)
Diana Sneezum
Jon Whitlock
Mary Woodhouse (Bursledon Parish Council)
In attendance: Jenny Whittle (Parish Clerk) acting as
Secretary
Angie Lush (Assistant Parish Clerk) acting as Secretary
Jenny Whittle the Parish Clerk welcomed everyone to the meeting and
again thanked them for attending. She advised that this meeting
had been set up to nominate a Chair and then look at drafting a
constitution; she would briefly Chair the meeting until a formal Chair
was elected.
TO ELECT A CHAIRMAN
Mary Woodhouse nominated Diana Sneezum to be Chairman of the Steering
Group and all members voted unanimously. Diana accepted this role
and thanked the group.
TO ELECT A SECRETARY
As there were no members of the Steering Group present who wished to be
Secretary, the Steering Group felt that they would like the Clerk and
Assistant Clerk to attend the meetings in this capacity for the time
being.
TO ELECT A TREASURER
Diane Sneezum nominated Jon Whitlock to be the Treasurer and all members
of the Steering Group voted unanimously in favour. Jon accepted
this role.
TO ELECT A PUBLICITY OFFICER
The Steering Group felt that they did not want to elect a Publicity
Officer at this stage.
TO ELECT A VOLUNTEERING CO-ORDINATOR
Jane Rich advised the Steering Group that she had carried out a similar
role at the Pilands Wood Community Centre and would be more than happy
to do so for the Steering Group. Members of the Steering Group
were very grateful and unanimously voted to accept her kind offer.
TO ELECT A COMMUNITY CO-ORDINATOR
Jane Rich advised the Steering Group that she would be happy to take on
this role, as it went hand in hand with the Volunteering Co-Ordinator
role. Members were very grateful to her and unanimously voted to
accept her kind offer.
TO SET UP AND ADOPT A CONSTITUTION (TO INCLUDE NAMING GROUP, DECIDING
THE FREQUENCY OF MEETINGS, FINANCE/ACCOUNTS ARRANGEMENTS AND SIGNATORIES
The Parish Clerk referred the Steering Group to the Model Constitution
for Steering Groups (Resource Sheet 2/2) from the Planning Tool Kit.
Diana Sneezum advised the Steering Group that she would read through the
model document and the Steering Group could decide what information they
wished to keep and/or revise, in order that the document could be
drafted for formal adoption. Members unanimously agreed the
following:
1(A) Name – Bursledon Parish Plan Steering Group.
2(A) Approved as per model document with the addition of “Bursledon”.
3(A) Approved as per model document.
4(A) Approved as per model document, with the addition of “between 8 and
10 members”.
4(B) Approved as per model document, with 4 parish members being the
maximum allowed.
5(A) As per Agenda items 1 to 6 above.
6(A) Approved with the addition of “every month” as a minimum.
(B) Approved with the addition of “At least 5 members”.
(C) Approved as per model document.
(D) The Steering Group approved this clause as per model document, but
clarified that declarations should only be made for financial interests.
(E) Approved as per model document.
7(A) Approved as per model document.
(B) Approved as per model document.
(C) Approved as per model document.
(D) The Steering Group decided that for the present
time the Parish Plan funds should be kept and managed by Bursledon
Parish Council under a separate cost centre. The Clerk advised the
Steering Group that the £750 grant had so far been used for the Echo
advertisement for the initial Steering Group meeting, but had been used
for very little else. The Clerk and Assistant Clerk’s time spent
to date had been funded by Bursledon Parish Council, but the Clerk
advised she would have to refer this matter to Council (as per item 9 on
the Agenda) to ensure Council was happy for this arrangement to continue
long term, if the Clerk/Assistant Clerk were to act as Secretary.
The Clerk asked the Assistant Clerk if she would kindly draft the
Constitution as per the above provisions, in order that the Steering
Group could formally approve and adopt the final draft at the next
meeting.
TO APPROVE THE MINUTES OF THE LAST MEETING
Jenny Leeves proposed to approve the Minutes as drafted, Wendy Lyne
seconded and members voted unanimously in favour.
TO DECIDE HOW MUCH INPUT THE STEERING GROUP WOULD LIKE TO REQUEST
BURSLEDON PARISH COUNCIL TO HAVE
The Steering Group felt that they would be happy to have the 3
Councillors on the group, the Clerk/Assistant Clerk (acting as
Secretary) and the provision of information and administration
assistance where and when possible. The Clerk advised she would
take this to Council in November, as the October Agenda was very
lengthy. ACTION: CLERK.
TO CONSIDER HOW THE STEERING GROUP INTEND TO PROCESS AND ANY ACTION
PROPOSED
The Steering Group discussed this in depth and decided that initially it
would be a good idea for the Steering Group to establish what local
groups use the three main halls in the village (i.e. Bursledon Village
Hall, Lowford Community Centre and Pilands Wood Community Centre) and
for members of the steering group to then take on a certain amount of
these groups each to consult. The Clerk enquired whether the
Steering Group would like her or Angie to undertake this task, but John
Prinn and Jane Rich kindly offered to provide the information for
Lowford Community Centre and the Pilands Wood Community Centre; the
Clerk asked Angie to approach Pearl the Caretaker of the Village Hall
for their information. Members also recommended that Angie
approached the United Reformed Church to enquire what groups use that
facility. ACTION: JOHN PRINN TO PROVIDE LOWFORD COMMUNITY
CENTRE GROUP USERS’ INFORMATION/JANE RICH TO PROVIDE PILANDS WOOD
COMMUNITY ASSOCIATION’S GROUP USERS’ INFORMATION/
ASSISTANT CLERK TO CONTACT PEARL AND THE UNITED REFORMED CHURCH.
John Prinn then suggested that it would be useful for all members of the
Steering Group to take the time to read Hamble Parish Plan, as this
document would be a good precedent to follow. The Clerk advised
that Jo Dixon had also suggested that Broughton Parish Plan was one of
the best Parish Plans she had seen, when the Clerk had queried this
point. The Steering Group felt that they would like to base
Bursledon’s Parish Plan loosely around these documents and therefore
agreed it would be a good idea for members to read through both of these
as soon as possible, in order to brief themselves on what the plan
should include etc. Angie asked if the Steering Group would like
her to copy these documents to everyone; Diana suggested that in order
to save resources that as all Steering Group members seemed to have
access to a computer that they should download these documents from the
websites. It was agreed that Angie would try to download an
electronic copy of Broughton’s Parish Plan and email it to all Steering
Group members. ACTION: ASSISTANT CLERK TO DOWNLOAD AND
CIRCULATE BROUGHTON PARISH PLAN/ALL STEERING GROUP MEMBERS TO READ
HAMBLE & BROUGHTON PARISH PLANS ASAP.
The Steering Group then discussed the fact that they would like to
design a questionnaire to consult the community. The Clerk advised
that it was a good idea to also do other types of consultation, as not
everyone could or would complete questionnaires. The Steering
Group felt that it would also be a good idea to do consultations in
public places and to carry out other methods of consultation. The
Steering Group felt that they would like parishioners to be advised that
the Steering Group would be carrying out various consultations and that
hopefully most members of the community would be consulted. The
Clerk advised that she would place a small article in the next edition
of the Newsletter to be approved at the October Full Council Meeting
(due to space constraints), but could also run further articles in
future. Diana also felt that she would like to have an article in
the Scene Magazine, but the deadline was very soon and so a Steering
Group meeting would have to be arranged ASAP to draft and approve an
article. It was agreed that Angie would try to arrange a meeting
for 1 November 2010 at 7pm and would liaise with Steering Group members.
ACTION: CLERK TO DO PARISH NEWSLETTER ARTICLE/ASSISTANT CLERK TO
ARRANGE NEXT MEETING.
The Assistant Clerk advised the Steering Group that some members found
it difficult to attend meeting on Monday evenings and had requested that
meetings be alternated between different evenings. The Steering
Group discussed this matter and decided that it would also be a good
idea to have some meetings during the daytime to encourage other
Steering Group members to attend. ACTION: ASSISTANT CLERK.
The meeting closed.