Minutes of Meeting 15th June 2017

MINUTES OF A MEETING OF THE CHARMOUTH NEIGHBOURHOOD PLAN STEERING GROUP HELD AT THE LIBRARY, CHARMOUTH, ON 15TH JUNE 2017 AT 7.30PM 

Present:  Andy Bateman, Carole Girling (Chair), Sarah Edwards (Secretary), David Clifford,  Chris Lakeman Fraser, Jan Gale, Beth Gillan, Steve Gillan, Simon Leech, Teresa Noel, Jo Deaman.

Apologies: Ros Cole, Phil Davidson, Peter Noel, Paul Oatway, Adrian Ragbourne, EdenThomson, Tanya Trenholm.

Minutes of the last meeting were agreed.

The Chairman reminded members of the requirement under the Terms of Reference to declare any interest in any item on the agenda or in any topic that arises during the meeting.

Matters Arising

NP website and mobile phone – no communications have so far been received.

CG thanked everyone for their efforts in delivering the Survey.  There was a 30% return rate: better than the average poll achieves, particularly considering the number of empty properties.

Budget update AB and CG have started an online budget application and have contacted Jo Witherden for assistance, as it is not straightforward and requires a lot of information to be supplied.   She said there is no real hurry to prepare one, and that analysis of the results of the survey will inform the application, which she will complete for us.  DC and PO will assist as required, possibly by drawing up a business plan.  There is a maximum of £9000 available every year on application, but it is uncertain whether this funding will end in 2018.

Overview of survey results Jo Seaman was thanked for the brilliant job she has done in analysing the results.  AB said that 255 surveys were returned, covering 38% of people living in Charmouth.  There was little input from younger members of the community, and it was agreed presentations to appropriate groups eg scouts should be tried.  No conclusion was reached about expressing some of the qualitative results in pie charts and some in bar charts, or whether the same format should be used for all.

Analysing the qualitative results It will be necessary to go through all the pages of each survey to extract the comments on each topic as many people cross-reference issues in their answers.  AB suggested a system whereby comments and suggestions on a selected topic are recorded and then summarised.  Many questions arose about analysing the results (should the same weight should be given to each question,  should we analyse responses where fewer than 50% of responses indicate strong views etc) and it was concluded that an application for funding for an expert analyst should be considered.  CG, DC and AB hope to meet Jo Witherden soon to ask her advice. **

CG thanked AB and RC for all the work they have put into the project.

Open Forum 9th September It was agreed that the quantitative results would be presented at the Forum as a work in progress, selecting as examples questions which produced a range of strong views.  AB is happy to work with Jo Seaman on a presentation.  TT to be asked to put the Forum on facebook.

To be done  Census information to be obtained from Jo Witherden.

A  meeting re the budget*

A meeting with Jo Witherden.

A meeting before the Open Forum.

AOB  TT, AB, JG and BG have been trained on the website and will rotate ownership of it.

The winners of the survey draw were  presented with the prize – an ammonite – and were very pleased.

The meeting ended at 9.25pm.

Dates of next meetings

Thursday 27th July at the Library for a general update

Tuesday 22nd August at The Elms to discuss the Open Forum on 9th September. 

*A budget meeting has now been arranged on 24th July, with CG, AB, DC and Lisa Tuck attending.

** The Mallory Hayter room has been provisionally booked for 1-3rd August for qualitative analysis.

AB Andrew Bateman; DC David Clifford; RC Ros Cole; PD Phil Davidson; SE Sarah Edwards; CF Chris Fraser; JG Jan Gale; BG Beth Gillan; SG Steve Gillan; CG Carole Girling; SL Simon Leech; TN Teresa Noel; PN Peter Noel; PO Paul Oatway; AR Adrian Ragbourne;  ET Eden Thomson;  TT Tanya Trenholm;