Notes for the meeting of the Community Engagement Working Group held at Walford Village Hall At 7.30pm on Monday 22 July 2019
Attending: Cllr Newbert, Cllr Puzey, Cllr Akers, Cllr Matthews, Mr Berry
1. To elect a co-ordinator
Cllr Puzey Elected. Proposed by Mr Berry, Seconded by Cllr Akers. Unanimous.
2. To appoint a note taker
Cllr Puzey appointed to take notes of the meetings.
3. Apologies: To accept apologies and note reasons for absence
All present.
4. Declarations: To receive declarations of interest and consider any written applications for dispensations
None.
5. Terms of reference – To agree on terms of reference to recommend to Council.
Terms of reference to be recommended to Full Council with one amendment: Addition of “Correspondence”.
6. Strategy: to agree on a strategy
It was agreed that we should not “re-invent the wheel” but should use one of the circulated strategies as a pro-former to our own. Mr Berry to draft, supported by Cllr Akers. Circulate to working group members for review prior to next meeting.
Strategy to develop in the future as more input from public, businesses and groups around the parish is sought.
7. Current systems: – to review current communication and feedback systems
Website: Top priority, it is the main source of information for both the council and the public and requires an improved structure and bringing fully up to date with old content that appears to be missing. Cllr Puzey to review with the Clerk and provide manpower to get it up to date.
We are conscious of the amount of time the Clerk is spending on working group administration. Cllr Puzey to put forward proposal to next Council meeting that Working Group Co-ordinators are responsible for organising their own meetings, notes etc. Except for booking venue. All Working Groups to report progress at each Council meeting.
Priority: Councillor photos added to website. Cllr Puzey to add proposal to next Council meeting.
Facebook page: Currently attached to personal Facebook account of ex-councillor. Has not been updated since 2017. Will provide a useful tool but not a priority. Mr Berry to contact individual that set up account to detach from personal account and mothball until suitable admin process and person become available.
Newsletter: Current newsletter has not been published since Autumn 2017. Is put together by ex-clerk who is still keen to continue. A preference for electronic version as well as paper version was expressed. Cllr Puzey to invite Catherine Murray to next working group meeting to walk through production and distribution of current version. Discussion: would Working Group be responsible for developing content of newsletter in the future? Controlling costs of Newsletter production is vital.
Notice boards: It was suggested that we seek a councillor to be responsible for posting notices at each of the eight boards across the Parish thus freeing the Clerk from this task. Cllr Puzey to add proposal to the agenda for the next Council meeting.
Face to face: Neighbourhood development plan presence at Summer Fete and Duck Race events. Low key kick-off. At appropriate time put a shout out for volunteers to form a committee and set up a parish event.
Existing policies require review so that we are aware what is in place and what is missing. Cllr Puzey to identify all existing policies.
8. Implementation planning
Cllrs Puzey and Mathews to commence outline implementation plan for next meeting.
9. Items for next meeting agenda (No discussion)
a) Review and agree overall strategy for presentation and approval at next Full Council meeting.
b) Review Website layout design and approach to bringing up to date as soon as possible for presentation and approval at next Full Council meeting.
c) Review existing policies and procedures.
d) Review outline implementation plan for presentation and approval at next Full Council meeting.
e) Develop and agree an approach to producing the Parish Newsletter.
10. Next meeting: – date to be agreed
Wednesday 21st August 7:30pm (Note: this is a possible training date that has not been confirmed yet).