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Embed code for: Community minutes 15-02-16
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Thakeham Parish Council
COMMUNITY COMMITTEE MEETING – Monday 15 February 2016, Village Hall
Meeting opened: 6.15 p.m.
Present Ms C Instance Mr D Scott Kerr Mr C Macpherson
In attendance Mr O Richards Clerk to the Council
23. Apologies for absence
Apologies were received from Cllrs Hunt, St Clair and Taylor.
24. Interests of Members
No interests were declared.
Minutes of the last meeting held on 16 November 2015 were approved and signed.
26. Review of current action items
The Committee reviewed the action items from the last meeting and noted that had all been progressed or completed, or were re-appearing on this agenda. In discussion of matters arising it was agreed that:
Item 16.2 Photography competition – to be launched after new website goes live, and promoted via the next (Spring) parish newsletter (action: Clerk). It was suggested that prizes could be awarded at the Village Day of 18 June, with the deadline for entries the week before to allow judging. Retailers would be contacted for prize donations (action: Cllr Macpherson).
Item 17 Progressing village contacts – approach to Revd Spencer to be renewed (action: Cllr Instance)
27.1 Neighbourhood Plan pre-referendum communications. Cllr Instance recapped key points of discussions so far with K Dawes (for the NP Steering Group), i.e. when a referendum date emerges:
it will be necessary to brief councillors and SG members re. the messages to be given out;
options for awareness-raising teams to knock on doors will be explored;
prominent roadside banners will be needed;
in relation to written communications from the Parish, these would need to be in line with HDC guidance and to complement formal referendum communications from HDC.
27.2 Parish website overhaul and Social Media presence.
a) Demonstration of new website design. Members agreed that the new website developed by the Clerk was shaping up well, with a pleasant modern look and feel and with content now substantially complete. Subject to changing the image for the Village Day advert it was agreed to put the new website live as soon as possible (action: Clerk). It was also agreed to consider further and add some form of sign-up, probably to receive e-versions of newsletters (although it was noted that trying to adjust hard copy mailing lists to exclude those signed up for e-version may not be practical).
27.3 The new community Facebook page had been set up by Cllr Macpherson, and it was agreed to contact PC members and community groups (using the list relating to item 31 below) to link to and develop activity on the site (action: Cllr Macpherson). Information also to be put on the current website (action: Clerk).
27.4 The committee noted that the new residents’ engagement pack had been sent to 8-10 households so far. The system of estate agent alerts for sold properties was working, albeit with a lag of 6+ weeks, and PC members were starting to flag other property sales that they had noticed being completed. At least one new resident had been sufficiently engaged to make contact about the Village Day. It was noted that a systematic year-on-year comparison of the parish electoral roll was desirable, if this could be done efficiently. (Action: Clerk)
28. Village Day 18 June 2016
Having confirmed 18 June as the date for an event jointly organised with Thakeham First School and the Pre-School, the Committee noted that a group of potential organisers had been put together. Dates were canvassed for organising an early meeting. (Action: Clerk/Cllr Instance) The Committee also noted that technical issues e.g. insurance arrangements would need further consideration.
29. Village Tidy/Clean for the Queen, Saturday 5 March
The Committee noted that publicity needed to emerge soon relating to this event, and advised that advertising should lead with the customary ‘Village Tidy’ heading, in association with the Clean-for-the-Queen scheme, rather than leading with the latter branding. (Action: Clerk/Cllr Prince)
Members noted the list of potential sources of funding compiled by the Clerk, which would be refined for the next meeting. (Action: Clerk).
31. Engaging other community groups
Members noted that the current pass of compiling a contact list of local groups was complete, and ready for inclusion in the new website.
32. Safety and Security matters
The Committee noted that the Clerk was continuing to pursue liaison with colleagues in neighbouring parishes about their ‘warden’ arrangements (in the context of uncertainties about the future of the PCSO service). It was also confirmed that the new website provided good links for residents interested in setting up Neighbourhood Watch schemes.
Website/Social Media (item 27): Clerk and Cllr Macpherson to progress.
Village Tidy (item 29): Clerk to progress with Cllr Prince
Village Day (item 28): Clerk to progress with Cllr Instance
34. Any other business
There was none.
Meeting closed: 7.20 p.m.
Date of next meeting: Monday, 20 June 2016 at 6.15 p.m.
Item Task By whom By when Progress (June 16) 27.1 NP communications Cllr Instance/ K Dawes Depends on NP progress n/a 27.2 New website to go live Clerk End Feb. Done 27.3 Attract activity to new Thakeham Facebook page Cllr Macpherson End March Some activity; seek more? 27.4 Check identification of new residents via electoral roll Clerk June 16 Done 28 Village Day organising group meeting Clerk/Cllr Instance Early March Done 29 Village Tidy publicity Clerk w/c 22 Feb Done 30 Fundraising Clerk June 16 June mtg 32 Security: warden fact-finding Clerk June 16 June mtg
Minutes TPC Community Committee – 15 February 2016
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rendum communications from HDC.
The Committee noted that publicity needed to emerge soon relating to this event, and advised that advertising should lead with the customary ‘Village Tidy’ heading, in association with the Clean-for-the-Queen scheme, rather than leading with the latter brandin