Minutes of a Meeting of the Steering Group held at 7 Old School Lane, Brockham on Tuesday 13 June 2006 at 8.00 pm

Present: Lisa Marshall-Bailey (Chair) (LMB)
Nick Caddick (Acting Secretary) (NLC) Brockham Green Village Society
Hilary Budd Brockham Parish Council
Neil Cummins (NC)
Ian Williams (IW)

1 APOLOGIES FOR ABSENCE
Bob Pritchard

2 MINUTES OF PREVIOUS MEETING
Minutes of the meeting held 16 May 2006 were accepted.
There were no matters arising that would not be addressed later.

3 DISCUSSION OF DRAFT QUESTIONNAIRE
3.1 Review distribution
To date it 95 questionnaires had been returned at a response rate of 8.2%. Clearly this is well below expectation even though there are still 5 days to run.
There have been minor problems with distribution including missed households at The Avenue (questionnaires delivered to the wrong addresses, causing some overlap); none arrival of questionnaires in Oakdene Road (no distribution by warden); occasional missed household (not distribution list)
All issues were being addressed.
There has been excellent feedback with many households wanting to take the opportunity of making their voice know and there has also been discussion within the Parish about where friends or neighbours have completed their questionnaire.
Ian Byford feels that a response of between 60 and 70% would be expected.
After much debate the Steering Group agreed on the following:
a. to produce A4 posters from the cover overs that were printed and distribute around the village
b. to produce a large sign to be placed on the Village Green reminding people about the Parish Plan
c. contact wardens during the week to forewarn them they may be asked to call on households that have not returned their questionnaire on Saturday. It was recognised that the questionnaire return date was in fact Father’s Day. It was also recognised that some wardens would not wish to do this and the Steering Group agreed that they would take a view and possibly target low response areas as a priority by the members themselves
d. IW requested a poster for the allotments.
3.2 Review questionnaire input
Some respondents to date did not complete the questionnaire as the instructions indicated and used the household persons tick boxes as rating boxes.
This and other anomalies have to be considered before handing off questionnaires for data input.
Additionally, names provided in support of particular questions should be removed prior to distribution for data input and the activity/ies that they were inclined to support written on the slip. This would preserve anonymity.
3.3 Management of data entry
NLC had found a company that would allow the Steering Group to carry out data collection on their site for free. This saves around £150.
NLC had also re-entered all the questions and sent links to the Steering Group for testing. Any data trials would be deleted and input started as soon as possible.
LMB asked that everyone try to recruit data entry volunteers. To date there have been 4 offers of help. NC agreed to contact wardens and others.
It was agreed that batches of 20 questionnaires be distributed in the first instance and data entry timed to see how people get on with them and the internet site.
All questionnaires should be returned to NLC who will manage the allocation and first checking of the data.
3.4 Collection/target
While it was agreed that 18 June was the deadline the Steering Group also acknowledged that there may be a few late arrivals. It was agreed that a Final call for outstanding questionnaires would be make in the week after the deadline.
4 TIME FRAME
4.1 Final cut off for questionnaires
End of June
4.2 Data Input
End of June/first few days in July
4.3 Top line analysis
End of June/first few days in July to allow analysis prior to panel making

5 VILLAGE FAIR DISPLAY
5.1 Marquee
IW indicated that he had a 9 x 3m marquee which could be used for the display on Saturday 15 July. NLC indicated that the Nomadic stand would also be available for that day also. A site had been booked.
A panel will be required for the front of the marquee for the promotion of the Parish Plan results.
5.2 Content/finish of the panels
As funding was very short it was agreed that basic panels would be produced – most likely black and white and not laminated. The content would be clear as the analysis became apparent. The benefit of the online data entry is that reports would be available instantly.
6 FUNDING
6.1 Parish Council
The Parish Council had agreed to support funding for the Parish Plan although this was not unanimous and there was some debate about what it should be used for. £1,000 in total had been offered which is in line with other Parish Councils. The PC would require accounts and budget figures for future activities. This had been provided but NLC agreed to produce the figures again. The funding would need to be spent in the main on the summary report.
(See Treasurer’s Report)
6.2 Awards for All
The Parish Plan had been turned down for funding from Awards for All. NLC felt that it was important to know why as the Steering Group had been told that AfA was a suitable place to find funding for such a project. LMB agreed to contact Paris Dillon at Surrey Community Action and to also contact AfA.
The Steering Group was hugely disappointed after AfA had requested extra documentation at several points in the process with all the indications that they would indeed consider funding.
6.3 Comic Relief
LMB agreed to approach Comic Relief to see if the Parish Plan would qualify for funding.
6.4 MVDC/Surrey County Council
LMB agreed to contact John Cawdell, Head of Leisure at MVDC to see if further funding would be available. NLC would also contact Caroline Bosdet and Helyn Clack.

7 PARISH PLAN
7.1 Structure
NLC suggested that the structure of the final report be considered at the earliest opportunity so that thought could be given to content. It was also agreed that the Sub-Committees formed to consider each key topic within the plan write comments on the analysis of their particular subject, to a given format.
A pre-prepared structure or outline would give form to the plan, ensure ease of use, offer consistency in how information was presented and enable input to be appropriate and focused.
It was also important to recognise that availability and personal commitments would and could slow the progress of the production of the report and it was therefore important to start early.
8 TREASURER’S REPORT
BP had provided a statement of the account to date indicating there was £1,388.05 in the BPP account. Expenses of £50.94 were due to BPP for envelopes and labels and another £50 for carriage for the repair of Nomadic stands leant to the BPP for the Open Displays. A brief summary of the account status:
Opening balance at 30 May 2006 £1,388.05
Amount due to BP for envelopes and labels £50.94
Amount due to NLC for carriage of stands (est) £50.00
Balance of funds from Brockham Parish Council £900.00
Cost of questionnaire and letterheads (est) £1,500.00
Cost of panels for Open Day (budget) £250.00
Closing balance available for summary statement £437.11

9 NEXT COMMITTEE MEETING
Tuesday 27 June 2006 at 17 Middle Street to discuss progress on questionnaire volunteers for data entry and Village Fair Open day.

10 ANY OTHER BUSINESS
None.

There being no further business, the Chair brought the meeting to a close at 22:30hrs.

Chair
Wherever possible the Secretary will circulate the papers for the meetings by electronic means. Members unable to attend a meeting with an outstanding action point are requested to provide an update, either via a paper or verbally, to the Chairman/Secretary. Consideration may be given to publishing the minutes on the Brockham Village website.

Use our feedback form to make your comments on the key issues that Brockham should address now and in the future.

Brockham Parish Plan Steering Group

Return to top