Minutes of a Meeting of the Steering Group held at 7 Old School Lane, Brockham on Thursday 21 September 2005 at 8.00 pm

Present: Nick Caddick (Acting Chairman) Brockham Green Village Society
Bob Pritchard Brockham
Hilary Budd Brockham Parish Council
Lisa Marshall-Bailey Brockham
Roger Hammond Brockham
Vicky Adam Surrey Community Action

1 APOLOGIES FOR ABSENCE
Paul Ritchie

2 MINUTES OF PREVIOUS MEETING
Minutes of the meeting held 8 September, 2005 were accepted and signed by the acting chairman.
The Acting Chairman welcomed to the meeting Mrs Vicky Adam, nee Stephenson, and congratulated her on behalf of the Committee on her recent marriage.

3 ELECTION OF OFFICERS
Lisa Marshall-Bailey was nominated as Chair by Nick Caddick, seconded by Hilary Budd and was duly elected.
Paul Ritchie had indicated he was willing to stand as Secretary prior to the meeting. He was nominated by Hilary Budd and seconded by Bob Pritchard. Paul Ritchie was duly elected Secretary.
Bob Pritchard was nominated as Treasurer by Roger Hammond, seconded by Nick Caddick and was duly elected Treasurer.
It was agreed for the purpose of this meeting that Nick Caddick would continue as Acting Chairman.

4 MATTERS ARISING
4.1 Stakeholder map and informing stakeholders.
Paul Ritchie and Nick Caddick had not prepared the stakeholder map for the meeting, however a draft is circulated with this minute.
It was agreed that Lisa Marshall-Bailey would draft a letter to stakeholders to inform them that Brockham was in the process of creating a Parish Plan and that their support would be most welcome.
4.2 Children’s poster and logo competition
Lisa Marshall-Bailey had approached the Headmaster of Brockham School, Mr Eric Starkie who had agreed to allow school time for the creation of posters. Annette had suggested that the upper juniors be given the task in order to get some good quality results. It was hoped that ideas would be available by the end of the month, that is, 30 September.
4.3 Recruitment
Nick Caddick had spoken with and approached Lorna Wootten who had expressed interest in working with teenagers on the Village Plan. Her commitments did not allow her to attend every meeting but would be prepared to contribute as and when required.
Hilary Budd had been approached by another person and would furnish the details to Nick Caddick and/or the Chair.

5 OPEN DAY AND DISPLAY
5.1 Key themes
Paul Ritchie had circulated an email identifying eight key themes which had been defined by the Countryside Agency. A ninth, bio-diversity, was also added.
1. Housing
2. Transport/Highways
3. Access to services, ie doctors, post office etc
4. Local parks & green spaces
5. Play groups, child care, after school clubs
6. Village halls and other meeting places
7. Local business
8. Building projects
9. Biodiversity
Roger Hammond mentioned that Ian Green had conducted a survey of residents along Brockham Lane some years ago. Roger Hammond would enquire of Ian if there was some analysis available.
5.2 Headings for panels
Nick Caddick proposed that he produce ‘working suggestions for the panels and post onto the web or circulate as PDF files’. Comments should be fed back as soon as possible so final content can be approved and production started. The suggested size is A2.
While the comments were to be ‘tabloid’ style it was suggested that they do not encourage debate around a particular issue and that they are merely as a means of drawing attention to a theme.
It was agreed that all themes would be covered by panels and that a suitable method of ‘interacting with them would be to use post-it notes. This would enable people to comment on particular topics. A flip chart would be supplied for additional comments to be made. Nick Caddick said he had a flip chart stand for this.
5.3 Costs
Nick Caddick had sought provisional costs of production and sealing of panels and they were around £18.50 per A2 panel. It was felt that this could be negotiated.
5.4 Mapping
The centre point of the display was to be a map of Brockham Parish. Nick Caddick had liaised with Ordnance Survey and Surrey County Council and have secured free digital mapping at 1:10,000, 1:25,000 and 1:50,000. As Acting Chairman he had signed a license a copy of which would be available to the Steering Group for the next meeting.
Vicky suggested that visitors could put flags/pins onto the map to show where responses have been made from.
A request by Bob Pritchard for the mapping to be supplied in vector format would be explored by Nick Caddick and reported back.
The only outstanding issue would be the use of mapping in a publish report. As the Brockham Parish Plan Steering Group would be publishing the Plan we would be expected to pay a license fee of £47.50.
5.5 Letter notifying village groups
Hilary Budd had prepared a letter for local groups encouraging their support. It was agreed that Roger Hammond would approach Celia Plumb, Clerk to the Parish Council to co-ordinate the use of the display panels.
Hilary Budd agreed to contact each organisation and follow up with a letter. Bob Freeman was yet to be contacted with regard to the inaugural display on Sunday 9 Oct during Teas on the Green. Paul Ritchie had indicated that he would attend and mediate this event.
It was agreed that the last date should be the December School Fair which is ordinarily the first Saturday of December.
Nick Caddick had booked the display for the next Village Green Society meeting on Tuesday 20 November.

6 BUDGET AND FINANCE
It was agreed that a budget for the term of the project should be identified as soon as possible in order that the BPPSG can plan for cash requirements. As previously recorded in the minutes the Buckland Plan budget was £4,500 and in actuality cost £3,000.
a) Nick Caddick had approached Helyn Clack who had confirmed that she would support the BPP with a £500. A local community officer would be in touch.
b) Vicky Adam indicated that Caroline Bosdet should be approached immediately for a grant of around £1,000 as MVDC are very supportive of Parish Plans.
c) Defra are in the process of allocating funding via Surrey Community Action. There is some £10,000 available of which £1,000 may be granted to Brockham. Application forms need to be completed by the Parish Council and submitted before 1 October. Vicky Adam would forward the paperwork to Roger Hammond at the earliest opportunity.
d) Roger Hammond indicated that the Parish Council may make provision for £100 in the 2006 budget at the next Budget Planning Meeting.
e) Hilary Budd suggested that Brockham Bonfire should be approached.
It was agreed that Bob Pritchard should open a bank account for the BPPSG as soon as is convenient and at the best possible terms in order that we can receive funding.
To a question by Bob Pritchard, Vicky Adam indicated that the BPPSG does not have to be ‘officially recognised’. For all intents and purposes the BPPSG exists and is a recognised body.

7 SUB GROUPS
It was agreed that sub groups would be a good idea after the initial consultation period to draw in groups to report back to the main Steering Group. The nature of these groups would most likely be defined through the initial consultation via the travelling display.
It was also agreed that it is likely that certain issues would feature prominently in the outcome, namely Highways and Village Planning. Therefore a certain amount of background work could be carried out without compromising the outcome of the consultation but enable the BPPSG to be better prepared. This may include photographic the design/architectural characteristics of the village.

8 ANY OTHER BUSINESS
8.1 Presentation
Nick Caddick had been contacted by Surrey Community Action Group with a request to present to other prospective Parish Plan groups on the subject of starting a Parish Plan. The meeting is on Saturday 22 October at East Horsley Village Hall. Lisa Marshall Bailey indicated that she may be available to attend the meeting also.
8.2 Questionnaires
Vicky Adam left copies of the C&G questionnaire and a sample of the final Bisley questionnaire for the BPPSG to review. She indicated that at a following meeting she would demonstrate the questionnaire so that we can review its worth in purchasing.
8.3 Copies of leaflets
Pari Dillon is collecting copies of leaflets produced by various groups as reference and has requested PDFs of any material produced to date. Nick Caddick said he would provide samples to date.
8.4 Circulation
Roger Hammond asked that Beryl Higgins be circulated on the minutes.

9 SUMMARY OF ACTION ITEMS
Follow up poster competition with school LMB
Contact Caroline Bosdet, MVDC re funding PR
Draft stakeholder map for circulation with minutes PR/NC
Confirm Teas on the Green for inaugural display 9 October HB
Draft stakeholder letter and notice about travelling exhibition HB
Produce draft panels and post on web and/or circulate by PDF NC
Contribute to topic panels and issues list All
Consider photographic requirement for panels BP/All
Find out availability of vector mapping from Surrey GIS NC
Produce stakeholder letter LMB
Investigate traffic survey of Brockham Lane residents RH
Contact Celia Plumb regarding the management of the display RH
Complete application forms for SCA funding RH
Open bank account for BPP BP
Create web page for Parish Plan NC
Provide copies of leaflets to Pari Dillon, SCA NC
Provide sample C&G questionnaire VA
Approach Teas on the Green for October 9th to see if we can host the first exhibition there HB

The Acting Chairman thanked Hilary Budd once again for her generous hospitality the copious amounts of tea, wine and extra fine chocolate sponge cake.
There being no further business, the Acting Chairman brought the meeting to a close at 22:00hrs.

Acting Chairman
The next Committee meeting will be held at 8.00 pm on Tuesday 4 October 2005 at 7 Old School Lane, Brockham.
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.

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Brockham Parish Plan Steering Group

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