Steering Group Meeting – Ye Hostelrie – 22ndt March 2017 – Meeting Notes
Present: Lawrie Lowe / Tony Lafford / Ken Gort / Robin Hulse/ Chris Hulbert/ Mark Jessup / Adam Fletcher
Apologies: Janet Sheldon / Phil Dryden/ Rebecca Roper
In attendance: Nigel Roper
1 Previous Minutes
These were approved.
The distribution was now complete with few problems encountered.
The questionnaires are to be returned to Ken Gort, along with a list of deliveries made and comments from each distributor. Ken will try to get the bulk of the questionnaires to Data Orchard in Hereford in early April, with a final batch being delivered after 9th April.
3 Project Expenditure to Date (please note all figures are quoted net of VAT)
Ken and Chris had produced an expenditure report for the first six months of the Project. Returns needing to be made before the next tranche of funds is approved and released.
Expenditure is £2973.04 against a budgeted figure of £4413. During the period, the project has run to plan, with two exceptions:
- The questionnaire process was brought forward
- The identification of sites for development has been held until the next 6 month period.
The return was approved and will be submitted and surplus funds returned once cleared through the parish Clerk.
4 Expenditure Forecast for the next Six Months and Request for Funding
Working with forecasts from Data Orchard, Ken and Chris have calculated a need for funds of £3960 for the next 6 months; this is heavily weighted towards the costs of the Consultants handling data entry and analysis of the questionnaires, working on the land for development proposals and moving on to start writing the draft report.
The objective is to have this report half completed by the end of September and to have held one further round of consultation meetings during the period covering questionnaire results and land survey findings and proposals.
Before approving this figure, the meeting considered the costs to be incurred after September. The best estimate was a further £4030 which would leave the project some £2000 over the grant level of £9000.
It was agreed that the budget for the next six months should be approved and Ken should base his application for grant funding on it. There should however be steps taken to handle the overall cost of the project and its funding:
- We should meet with Data Orchard and identify whether we can handle additional work in the next 6-month period.
- The cost of work on potential development site surveys should be reviewed once the number and type of sites is known.
- We should keep under review the balance between issuing reports on paper as opposed to using the web site (which is due to be reformatted).
- We should make a case to Awards for All for lottery funding to bridge the funding gap. This will best be done once we have more information from the questionnaire exercise about participation etc.
- It was noted that in other parishes some projects had received Parish Council funding support.
Ken and Chris were thanked for the work that they had done.
5 Future Organisation
Adam Fletcher tendered his resignation as chairman due to work commitments and it was proposed, seconded and unanimously agreed that Ken Gort should take over. Lawrie Lowe agreed to remain as Secretary.
It had always been agreed that the structure of the Steering Group should be reviewed as the project progressed.
Over there past 2 months there had been a core group who had worked with the Consultants and had done the work on the questionnaire – bringing in others as appropriate.
It was felt important, however, that the team running the project did not become seen as a self-elected clique and the following was agreed:
- The next routine e-mail to Parishioners who had expressed interest in the Project would include these minutes and would ask if any would like to put their names forward for getting more involved.
- Depending on the response and also the views of existing Steering Group members – some of whom would welcome only being involved when specific subjects were being discussed – the composition of the Group would be reviewed. This could allow those with specific interests and expertise to concentrate on policy areas that mainly interested them, working within a nominated support team.
- Thee keeping of all Steering Committee Meetings open to all who wished to attend was seen as a way of demonstrating openness.
Next Meeting: to be advised, potentially not before he Questionnaire results are known in late April. A meeting with Data Orchard may also be organised to look thoroughly at their estimates and to try to identify cost saving opportunities.