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Embed code for: Community minutes 20-06-16 draft
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Thakeham Parish Council
COMMUNITY COMMITTEE MEETING – Monday 20 June 2016, Village Hall
Meeting opened: 6.15 p.m.
Present Ms C Instance Mr D Scott Kerr Mr R Taylor
Mr J Smith
In attendance Mr O Richards Clerk to the Council
35. Apologies for absence
Apologies were received from Cllrs Hunt and St Clair.
36. Interests of Members
Cllr Instance declared that her spouse had taken on the role of Secretary & Treasurer of the Village Hall Trust.
Minutes of the last meeting held on Monday 15 February 2016 were approved and signed.
38. Review of current action items
The Committee reviewed the action items from the last meeting and noted that had all been completed or were re-appearing on this agenda. In discussion of matters arising it was agreed that:
Item 27.3 Cllr Smith would take on the lead role in relation to the Thakeham Community Facebook page which had been vacated by Cllr Macpherson standing down (Action: Cllr Smith, Clerk to liaise regarding access/authorisations).
39. Village Day 18 June debrief
Members agreed that the Saturday 18 June event had been successful with attendance estimated at a respectable 300-400. The link to the parish schools had been vital to getting the event off the ground, running activities and for attendance. As the focus of those attending had been on the events featuring schoolchildren and the schools’ fundraising stalls, some external stall-holders had been disappointed with their trade. Early indications regarding the finances of the event were that net costs had been around £1000, with some infrastructure purchases (signs, freezer, etc) being re-usable. A summary of income raised would be circulated when available. (Action: Clerk) It was agreed that the event should be repeated in 2017, and that work should begin soon to agree key features, including:
a possible link to the biennial Flower Festival run by St Mary’s church and Gardening Club (if a timing compromise is possible);
decision on venue: although the Abingworth football field area should be available, there may be a case for staying with the Glebe Field, particularly if Thakeham First School is about to leave The Street;
ways to enhance/enlarge the event (while keeping the schools on board) including consideration of funfair-type attractions and more adult-focused provision (e.g. live music and food and drink options).
Members also noted that although the Clerk had gained useful experience in coordinating the 2016 event, this had been in tension with end-of-year financial and governance work, and the Committee agreed that this role needed to be split up and distributed in future.
40.1 Parish website. Members agreed that the new website design was attractive and was proving adaptable to meet developing needs. Usage statistics showed an average of around 250 views (~70 individual visitors) per week currently. Some recent peaks were linked to a new email circular list for news posts, which would be used regularly in future. It was agreed that top priorities for further pages were: current major housing developments, and road safety/traffic calming plans. (Action: Clerk)
40.2 Parish Social Media presence. The Thakeham Community Facebook page was in need of regular updating and members welcomed Cllr Smith’s offer to lead on this. (Action: Clerk, Cllr Smith).
40.3 Engaging new residents. Members noted that the system for sending welcome packs to new residents was working satisfactorily – including engagement with several new residents that had led to assistance with the Village Day. However, it could be made more timely and effective if Councillors kept an eye out for confirmed sales and flagged them to the Clerk. Members agreed to recommend this to TPC.
40.4 Quarterly newsletter. Content for the next newsletter would be circulated/sought in mid-July (Action: Clerk)
40.5 Neighbourhood Plan pre-referendum communications. No developments due to examination process delays, which implied that a referendum before late autumn 2016/early 2017 was now unlikely.
The Committee agreed to defer discussion of this topic until some clarity emerged around possible funding of parish priorities from sources such as S106 (for Abingworth phase 2 revisions) and/or WSCC (for rights-of-way works which may be linked to the STARS schools changes).
42. Engaging other community groups
Members noted that this was ongoing and would include building closer links with local churches. (Action: Cllr Instance/Clerk)
43. Safety and Security matters
Members noted an update report on changes affecting PCSO support for parishes, and the pilot scheme for new ‘warden’ roles. Given that this pilot was not complete or evaluated, the continuing low crime rate in the parish, and that the cost of each warden was likely to be around £25-30K p.a., the Committee agreed to maintain a watching brief on developments.
Village Day (item 39): Clerk to progress with Cllr Instance and organising group;
Website – further improvements (item 40.1): Clerk to progress in liaison with relevant members;
Social Media – further improvements (item 40.2): Cllr Smith to progress.
45. Any other business
There was none.
Meeting closed: 7.20 p.m.
Date of next meeting: Monday, 22 August 2016 at 6.15 p.m.
Thakeham Community Facebook improvements
2016: financial summary
2017 initial planning
Parish website – pages for housing devts/traffic
Housing page done; Traffic measures - still awaiting clear proposals.
Engaging community groups, e.g. St Mary’s
DRAFTon to agree key features, including: