Notes for the meeting of the Community Engagement Working Group held at Walford Village Hall At 7.30pm on Wednesday 21st August 2019
Attending: Cllr Newbert, Cllr Puzey, Cllr Matthews, Mr Berry
1. Apologies: To accept apologies and note reasons for absence.
Apologies received from Cllr Akers – business
2. Declarations: To receive declarations of interest and consider any written applications for dispensations.
None
3. Minutes: To accept minutes of last meeting as correct.
Accepted as correct.
4. To review and agree the overall strategy for presentation and approval at next Full Council meeting.
Mr Berry has completed the first draft for review and received comments – Thanks Dave!
The following further amendments are required (action Mr Berry):
a. Condense the document which is thought to be too wordy and make it less “urban”.
b. Add a short vision statement at the beginning – “Why do we have a community engagement strategy?”.
c. Add a section covering “all interactions will be recorded” with their purpose, method of engagement, feedback etc. i.e. Recording what was the engagement. Why did we do it? What feedback did we get? and how did we incorporate this into our plans/actions. This is a specific NDP requirement but is also applicable to other engagements.
d. Include forms as an appendix as follows:
i. Record of interaction. (there’s a sample in NDP guidance note 14).
ii. Checklist of involvement: Within the document (item 3.3) there’s an outline of a checklist. Can this be included as a form version. Make in into a universal form covering all types of interaction (e.g. Newsletter, poll, website etc.).
e. Cllr Puzey to amend graphic when the above is complete to “make it more Walford”.
The CEWG will review the revised document by email in time for approval at the September 4th Council meeting.
5. To review Website layout design and approach to bringing up to date as soon as possible for presentation and approval at next Full Council meeting.
The general proposal to make the website “more parish focussed” rather than council was accepted.
It was noted that: provision for Parishioner participation via a commentary box is mandatory.
A website back-up procedure should be included with the development of the site.
With those caveats the it was agreed that the proposal can be presented for approval as is.
Cllr Puzey reported he was meeting with Fastershire to discuss some of their offerings with regard to website review, local education on using technology etc.
6. To review existing policies and procedures in preparation for approval at an appropriate Full Council meeting
Cllr Puzey reported that he had identified eight policies and procedures that require review, some of which have been circulated. He thought that it was a low priority to review these at present and the priority should be focussed on the website and Newsletter.
The target was to review and gain approval for the policies and procedures before the end of the year. This was agreed.
7. To review the outline implementation plan for presentation and approval at next Full Council meeting.
Cllr Puzey presented an outline implementation plan. It is a single plan covering both Community engagement and the Neighbourhood Development Plan as there is a large overlap between the two.
At present the plan is fluid as the various activities develop. It was agreed that we should not seek approval from full council, merely report “this is what we are doing and where we are”.
8. To develop and agree an approach to producing the Parish Newsletter.
The proposed approach for a revised newsletter was agreed after some discussion.
Cllr Puzey reported that the previous clerk has stated that she does not wish to continue producing the newsletter. We will need to find some other means of production.
It was agreed that we would attempt to produce a newsletter two weeks prior to the “Parish Party” scheduled for Sunday October 27th. Also fitting in with at least some of the website redevelopment having been completed.
Content and production to be discussed and developed at next CEWG meeting – all to consider and develop ideas.
9. Items for next meeting agenda (No discussion)
a. Review of website redevelopment progress.
b. Report on meeting with Fastershire – Cllr Puzey.
c. Parish Newsletter.
i. Agree content.
ii. Agree initial method of production & circulation.
iii. Agree process for moving to email distribution.
d. Review at least one of the required policies and procedures.
10. Next meeting: – date to be agreed
Next meeting to be arranged for about six weeks. Cllr Puzey to distribute possible dates.