Minutes of the second meeting of the Shoreham Parish Plan Group, held on Friday 19th July 2002 at Shoreham Village Hall at 8pm.

Present :- J.Bovington, N.Britten, R.Freeman, P.Hobson ,.J.Lyons, Mrs.S.Lyons, Ms S.Nash M..Peek, Mrs.J.Saynor, Mrs.S.Talbot, N.Walker.

Apologies:- There was no apologies.

Absent :- M.Lintell

It was resolved to work on the agenda suggested by S.Nashand amended by N.Britten

The minutes of the last meeting were approved.

Election of officers

Chairman S. Nash Proposed by J.Bovington, seconded by N.Britten, unanimously elected.

Secretary S.Lyons Proposed by M.Talbot, seconded by P.Hobson, unanimously elected. S.Lyons only agreed to accept the post on a temporary basis.

Treasurer N.Walker proposed by N.Britten, seconded by R.Freeeman unanimously elected. N.Walker only accepted the post after some discussion as to the number of signatures required on a cheque and the method of audit.

Matters arising from the previous minutes

P.Hobson will email us with details about our new email addresses.

The copies of the Community Appraisal had been obtained and distributed, the cost having been met by the Shoreham Society pro tem.

There were at present still no members from Badgers Mount, so there was some discussion as to how far the group can proceed without adequate representation from that part of the parish. It was agreed that S.Nash will approach the Badgers Mount Residents Association personally with a view to obtaining someone to join the Parish Plan Group. S.Lyons will accompany her if necessary.

Funding P.Hobson had sent the appropriate form to the Countryside Agency to notify them of our intention to apply for a grant.

However in order to apply for a grant we must provide a budget. It was agreed that N.Walker and R.Freeman would meet to set a budget.

In order that the application form can be completed P.Hobson will email members of the group to ask for their answers to various questions, and he will then collate the answers.

J.Bovington will telephone KRCC to find the name of our field worker.

To agree a strategy and Schedule

It was agreed that our first aim would be to hold a public meeting, when our aims and objectives could be presented to members of the secular parish.It was agreed that these aims and objectives should be based on the aims and objectives of the Eynsford Appraisal Group as published in the Community Appraisal document., with the privso that the third small bullet point shall read :- Encourage community involvement during and after the preparation of the Parish Plan.

It was further agreed to base our constitution on the one published in the Community Appraisal document.

Name

The name of the group is to be THE SHOREHAM PARISH PLAN GROUP.

Purpose

1] Investigate and identify the support for a Parish Plan

2] Be as fully representative of the secular parish of Shoreham as possible.

3] Determine the area, the survey method, the content of the survey and sources of funding for the plan.

4] Liaise with the relevant authorities and organisations to make the plan as effective as possible.

5] Be responsible for the analysis of the survey, the production and distribution of the final report.

6] Identify priorities and timescale for local action in the report including lead organisations and potential sources of funding.

Membership

Apart from elected and co-opted members the Shoreham Parish Council has the right to nominate two members of the group.

A person shall cease to be a member of the group after notifying the chairman or the secretary, in writing of their wish to resign.

Officers

The group at its first meeting in each year after the Annual Meeting open to the public shall elect one of its number to be Chairman of the meetings, a Secretary, a Treasurer and an Independent Examiner.. The Independent Examiner shall not be a member of the group.

At that first meeting after the Annual Meeting the group may elect one of its number to be Vice-Chairman.

The Chairman and Vice-Chairman shall continue in office until successors are elected.

Meetings

There shall be an Annual Meeting open to the public, on a date agreed by the group, to report progress to those in the secular parish of Shoreham. The notice calling the meeting must detail the business to be transacted including election of group members; annual financial statement and Independent examiners report; a report on the activities of the past year, and the activities proposed for the forthcoming year.

The group shall meet once every three months as a minimum or as may be required. At least five days notice of the meetings shall be given by email where possible and otherwise by post. All notices of group meetings must detail the matters to be discussed.

The quorum for a meeting shall be five members.

The Secretary shall keep a record of the meetings in a minute book.

Finance

The financial year shall run from the 1st July to 30th June.

The group will open a Bank Account at a bank of the Treasurer's choice.

All cheques for payment shall be signed by two authorised signatories. There will be a minimum of four authorised signatories.

It was agreed that in future meeting should not be longer that two hours.

The date of the next meeting is Monday 29^thJuly at 8pm at Shoreham Village Hall.