Tuesday, 8 March, 2011
Present:
Vida Conway
Elizabeth Edwards
Dane Henderson
(in the Chair)
Linda Spratt

Apologies:
Amanda Sparkes
Del Warden

It was noted that changing demands in his job mean that DW is currently unable to contribute further to the Parish Plan. Dane Henderson and Vida Conway are also standing down from the Committee, but will continue to help with the implementation of the recommendations. Thanks and appreciation were expressed to DH for his initial motivation for the plan and for chairing the committee so effectively, and to VC and DW for all their work and expert advice.

1. Minutes:
Copies of the minutes of the meeting held on 11 January, 2011, previously circulated, were agreed.

2. Finance:
The Treasurer submitted accounts confirming that, after final expenses are paid, there will be a remaining balance of £113.26, of which £110 will be available for updating the website (see item 4 below). If the cost exceeds this amount, the Parish Council will be asked to cover any additional cost.

It was agreed that the bank account will be kept open with the remaining balance of £3.26 in order to have an established account for any funding for projects arising from the Plan.

3. Implementation of Recommendations:
It was noted that the Parish Council had agreed that the Parish Plan Committee should continue for at least one more year to initiate the process of implementation of the recommendations. It was agreed that a small committee will continue, comprising Parish Council representatives and members of the community. This committee will act as the link between informal community interest groups and the Parish Council. The following four major topics were agreed as the starting point:
• Traffic, transport and highways
• Good Neighbour scheme
• Energy, the environment and conservation
• Footpaths

It was agreed to put a notice in PAWNews inviting residents to contact the committee if they were interested in joining one or more of these informal community groups. Members of the committee also agreed to approach any individuals who they thought would be interested in getting involved or had particular expertise.

4. Website:
It was noted that discussions had been held with Andrew Meades and that the website will be updated with a new home page, the full analysis of the questionnaire responses, the minutes of the latest three committee meetings and amendments to the contacts page.

5. Date of next meeting:
To be arranged.

Tuesday, 11 January, 2011
Present:
Vida Conway
Elizabeth Edwards
Dane Henderson
(in the Chair)
Amanda Sparkes
Linda Spratt

Apologies:
Del Warden

1. Minutes:
Copies of the minutes of the meeting held on 4 November, 2010, previously circulated, were agreed.

2. Matters arising:
It was noted that all Plans had now been delivered, but it was agreed that, as part of the report on the launch in the next issue of PAWNews, contact numbers for EE and LS should be given for anyone who may not have not received a copy. A copy of the Plan will also be available for consultation in the Village Hall (perhaps secured on a chain).

2. Finance:
The Treasurer reported that, after final expenses are paid, their will be a remaining balance of £113.26. However, it was noted that further discussions should be held with Andrew Meades about putting up the final plan and the full analysis on the website, any possible costs of which will be met from the outstanding balance.

A copy of the final accounts will be sent to ACRK in order to fulfil the conditions of grant funding. [ note of congratulation on the production plan had been received from ACRK.

It was agreed that the bank account should be kept open in order to have an established account for any funding for projects arising from the Plan.

It was agreed that a note of thanks should be sent to Peter Seabrook for his advice and for oversight of the accounts.

4. Implementation of Recommendations:
It was agreed that all members of the Parish Plan Committee may attend the proposed meeting with the Parish Council to consider how to prioritise and take action on the Parish Plan recommendations. The following suggestions were made as a possible starting point for discussions:

The Parish Council could take overall control of the Plan, continuing it as a regular agenda item, perhaps with individual councillors taking responsibility for different recommendation.

The Parish Plan Committee could continue (with variations in membership and purposes) as a non-statutory body able to apply for and administer grants.

Separate interest groups could be set up to take forward recommendations with common themes.

A forum (whether electronic or personal contact) should be set up for the community to make comments/enquiries about the progress of the implementation of the plan.

5. Launch:
The turnout for the launch had been greater than expected with up to 50 members of the community attending/dropping in. Two reports had appeared in the Kentish Gazette on 25 November 2010 and 6 January 2011. Trevor Conway is writing a report on the launch for PAWNews.

6. Website:
Updating of website (see Finances above).

It was agreed that the Editor of PAWNews be asked to remove old material about the Parish Plan from the PAWNews website and perhaps include details of the launch and the Plan.

It was agreed that the email account would be checked for comments before the meeting with the Parish Council

7. Other business:
It was agreed that there should be an ongoing forum for considering topics which were not included in the Questionnaire and Plan, alongside more formal revisiting of the Plan at regular intervals.

It was noted that community groups would need to meet, with the Village Hall as the obvious community location. However, consideration needs to be given to the booking costs this will incur.

8. Date of next meeting:
To be arranged after the meeting with the Parish Council and completion of the final accounts.

Thursday, 4 November, 2010
Present:
Vida Conway
Elizabeth Edwards
Dane Henderson
(in the Chair)
Linda Spratt

Apologies:
Amanda Sparkes
Del Warden

1. Minutes:
Copies of the minutes of the meeting held on 5 October, 2010, previously circulated, were agreed.

2. Finance:
It was agreed that the level of funds currently held were sufficient for printing 375 copies of the final report, and to meet outstanding expenses.

3. Project Planning:
Data analysis
It was noted that the final analysis had been completed by Gill Hunter and a printed copy had been provided.

Final Report
Copies of the latest draft had been circulated to the Parish Council and comments had been received from the Chairman, the Parish Clerk and one other member. Final amendments were being made in the light of these comments and the final analysis.

It was noted that the final report should be sent to the neighbouring parishes, inviting them to work with Petham on recommendations relevant to them.

The final list of recommendations were agreed, with the addition of a note on the maintenance of street signs.

It was agreed that the list of members of the Steering Committee should appear on the inside front cover with a note that all members are residents of Petham.

Andrew Meades’ draft front and back covers were received with pleasure.

4. Launch:
It was agreed a press release would be drafted for circulation to the local press after the launch, which had already been publicised in the Village News section of The Kentish Gazette.

The list of those to be invited formally was agreed.

It was noted that setting up could be started at 3pm on Saturday, 20 November in the Committee Room and at 9am on Sunday 21 November in the main hall.

AS had provided lists of addresses for distribution of the flyer (and the final report), and it was agreed that the flyers would be distributed by the committee. VC allocated lists to those present.

DH will produce the flyers for committee members at the end of next week for distribution over the weekend 13/14 November.