Salhouse Parish Plan

The Inaugural Meeting of Salhouse Village Parish Plan Steering Group
 was held at Jubilee Hall on Tuesday 18^th April 2006. The meeting commenced at 7.06pm.
 

Present: Julie Bendy (JB), Robert Cooper (RC), Gerry Crombie (GC), Pat Gallanders (PG), Michael Jordan (MJ), Colin McCormick (CMcC), Andrew Musgrave (AM), Tim Nelson (TN), Ann Prestwood (AP), Malcolm Prestwood (MP), Jenny Rose (JR).
Pat Gallanders took the chair until the election of a Chairperson and opened the meeting.

Apologies for Absence: Kerry Robbins (KR)

VOTE OF THANKS
Pat Gallanders gave a vote of thanks to the Core members of the Steering Group, Julie Bendy, Ann Prestwood and Malcolm Prestwood for their efforts and invaluable support in getting the Parish Plan off the ground.

APPOINTMENT OF COMMITTEE.
Chairperson. Nomination: Pat Gallanders, Proposed: MP. Seconded: AP
Vice Chairperson. Nomination Malcolm Prestwood, Proposed: MJ. Seconded: AP
Secretary and WG Co-ordinator. Nomination Julie Bendy, Proposed: MJ. Seconded: GC
Treasurer. Andrew Musgrave, Proposed: AP. Seconded: GC
Displays and Photography Co-ordinator. Nominated. Michael Jordan. Proposed: JB Seconded: MP
Deputy Displays and Photography Co-ordinator. Gerry Crombie, Proposed: Robert Cooper. Seconded: JB

Locate aerial photographs of the village, also historical and present day photos, possibly relating to likes/dislikes ideas.
MJ also suggested asking villagers to lend their old photographs. (Action MJ)
PG asked MP to take on responsibility for software and publicity. (Action MP)

CONSTITUTION
Members were asked if they had any suggestions for changes, deletions and/or additions to the proposed Constitution which is based on a model Constitution written by the Countryside Agency. They were told that changes may be made at a later date if required, with the necessary voted majority.
As there were no queries or suggestions GC proposed its approval, MJ seconded and the vote to adopt was unanimous.

FINANCES
The estimated income was at present £3100 made up of grants from:-
NRCC £1500
PC £1100 (FY 2005/2006 -£600 and FY 2006/2007 - £500)
BDC £500 (up to) (application in process)
PC(reserve) £500 (FY 2007/2008)

Material costs are estimated to be £3183.04 based on printing, expenses, renting village hall, stationery and software. Estimates for printing costs have been received from Colmans and Catton Print.
Travel costs may be reimbursed where necessary at 20p/mile but a very limited allowance has been made for this.
It is hoped that a petty cash system can be arranged for small expenses.
AM asked how closely we would liaise with the Parish Council re finances and if cost estimates include expenses for working groups. PG said that receipts would be discussed with, submitted to, and reimbursed by the Parish Clerk and explained that costs such as hire of village hall rooms would be included. However, where possible, she asked the working groups to use their own houses for meetings to keep costs down (unless the public are involved).

TIMESCALE
Timescales were explained in brief and it was explained that the timescale of activities for the Parish Plan process is set as it is linked with the funding from DEFRA (NRCC) and Broadland (if received).
AM asked if a hold up in the process would cause any problem with finances or if any penalty clause exists. PG said that, as long as DEFRA/Broadland was informed of delays, there should be no problem and she confirmed that no penalty clause exists.

MEMBERS LIKES/DISLIKES/WISH LISTS
Members read out their lists and PG read KR’s list. Please see Annex A (to follow). This list, when consolidated, will probably form the basis for the Awareness Day displays.

WORKING GROUPS
Members were asked if there were any more suggestions for titles or subjects for working groups. CMcC suggested that Churches might take exception to being in Recreation and Leisure and would be more suitable in Community Services. This was agreed and the appropriate change made.
(Sec’s Note: Recycling has since provisionally been added to Community Services WG)
Members were asked if they had any preferences for WGs or if they felt strongly enough to chair a group. Each working group is to be chaired by a SG member and, ideally, everyone should be a member of a group.
WG Chairpersons will then be responsible for co-opting other people onto the WGs. WGs should consist of Chair, Secretary and at least 3, but no more than 5, other members who have a good knowledge of that subject within the village.
After a short discussion, the WG composition was agreed as follows:

Lifelong Learning and Education:  Chairman - Gerry Crombie,  Member Ann Prestwood

Community Services:  Chairwoman - Ann Prestwood,  Members Tim Nelson,  Juliette Bendy

Recreation and Leisure:  Chairwoman - Jenny Rose,  Members Bob Cooper,  Gerry Crombie

Planning, Conservation and Environment:  Chairwoman - Kerry Robbins,  Members Jenny Rose,  Michael Jordan

Transport, Highways and Village Infrastructure:  Chairman- Colin McCormick,  Members Michael Jordan,  Malcolm Prestwood

Business and Agriculture:  Chairman - Andrew Musgrave,  Member Bob Cooper,  Standby member Colin McCormick

CMcC asked if there was a conflict of interest if KR chaired the planning WG, as that may be how others might see it. PG said that she felt there was not but the situation could be reviewed at a later date, if necessary.

WORKING GROUPS TERMS OF REFERENCE
Members were asked for any suggestions for change, deletion or addition to the WG Terms of Reference. None were raised.
GC presumed that WGs would have to interpret the Terms of Reference individually. PG said that problems with interpretation should be put to W/G co-ordinator.
The WG Co-ordinator, together with the Vice-Chairperson, would be consulting with the WG Chairpersons on the methodology to be adopted to ensure that there was a satisfactory degree of commonality. It was highly likely that common issues would be raised in more than one WG area and those issues would eventually form the basis of the Final Report/Action Plan.
Proposed, MP. Seconded, MJ. Adopted
Action :  Form WGs, liaise with Co-ordinator and co-opt members,
Outline scope for each WG and produce skeleton way forward. (All WG Chairpersons)

AWARENESS DAY 8^th JULY 10-4pm at JUBILEE HALL
This will be an opportunity for villagers to have input into and ask questions about Parish Plan.
Action : Ask WI to provide refreshments. (AP – report to JB and AM with costings.)
Formulate ideas for presentation, possibly 5 suggestions leading to ‘on the day’ questionnaire. (All)

QUESTIONNAIRE
Self design v software
Action Brief on pros and cons of each (MP)

Distribution with Saga (November)
Return by FREEPOST (incentive with competition)
Data input and analysis

Action
Communicate with other PP groups re their consultation processes and questionnaire.
Email feedback to PG/MP
Formulate competition ideas (photo, kiddies art, etc) (All)

FINAL REPORT/ACTION PLAN
Estimated date May/June 07

.SUPPLEMENTARY PLANNING GUIDANCE.
This was dependent on outcome of discussions with Broadland District Council.

Planned Dates of Absence
Action
Members to supply dates of holidays and working absences to Secretary. (All)

Salhouse School Fete
TN suggested a SPPSG presence at Salhouse School Fete.

Action  To liaise with School Secretary re date of Fete and competition for PP. (JB)
MJ suggested asking children to design their ideal playground. (AP)

ADDITIONAL ITEMS FOR AGENDA FOR NEXT MEETING
Use of software
Keeping the village informed -PC minutes/Village Web Site
Communications between SG, WGs and members.
Jigsaw and photo competitions.
Walkabout
School competition.
(TN suggested that if there was a village noticeboard outside Jubilee Hall villagers would be kept up to date with the Parish Plan as well as other matters.)

Before closing the meeting PG listed elements for success of Parish Plan as follows:

ELEMENTS FOR SUCCESS
Attending meetings
Communicating and networking
Maintaining momentum
Meeting action deadlines and plan timescales
Keeping good clear and understandable records (WGs)

DATE OF NEXT MEETING
The next meeting will be in Jubilee Hall on Thursday 18^th May, 2006 at 7.30 pm.

Action  Please reply re: availability within 24 hrs. (ALL)

The meeting closed at 8.39pm.

^Top

Village Information | Salhouse Broad | Photo Gallery