Minutes Published: Minutes of the Stone Parish Neighbourhood Plan Directors Meeting held on Tuesday 17th November 2015

STONE PARISH NEIGHBOURHOOD PLAN

Minutes of the Stone Parish Neighbourhood Plan Directors Meeting held on Tuesday 17 November 2015, 6.30pm at Dartford Judo Club, Cotton Lane, Stone DA2 6PD

DIRECTORS PRESENT:      P Winchester (Chairman), S Brindley, J Burrell, K Elliot, M Mitchell, J Schofield, S Thredgle and V Winchester

 

IN ATTENDANCE:                E Mote – Council Coordinator for Stone Parish Council

 

VISITORS:                             D Bartlett

R Hogg

 

60/11/15NP:    APOLOGIES 

Apologies for absence were received from K Clark, K Kelly, J Mote, C Pearce and J Thomas.

 

61/11/15NP:    DECLARATIONS OF INTEREST

No declarations of interest were received.

 

62/11/15NP:    TO APPROVE MINUTES OF THE STONE PARISH NEIGHBOURHOOD PLAN DIRECTORS MEETINGS HELD ON WEDNESDAY 28 OCTOBER 2015

Directors resolved to approve the minutes for Wednesday 28 October 2015 as presented.

 

63/11/15NP:    TO DISCUSS ANY MATTERS ARISING FROM PREVIOUS MINUTES NOT ON THE AGENDA

There were no matters arising from the previous minutes.

 

64/11/15NP:   PROCEDURE

  • To resolve appointment of new directors

Prospective Directors had been invited to join the group for a policy writing and vision & development training session which was subsequently postponed due to illness.  Of the four candidates invited, one, D Bartlett was present at commencement of the meeting.  D Bartlett stepped out of the room in order for directors to discuss applications.

 

Members had been provided with details for all nominees ahead of the meeting. All applications were discussed and reviewed individually and the meeting asked that the attendance of D Bartlett be specifically noted in the minutes.

 

Following detailed discussion it was resolved to formally appoint all four applicants who were thought would bring a diverse skill-set to the group.  The Chairman welcomed D Bartlett back to the meeting and confirmed her new appointment.

 

Prior to the meeting the Chairman had circulated a proposed new procedure for future recruitment of directors to the neighbourhood plan project.  Specific details were approved as follows:

“Prospective new directors to the NDP committee can be self-nominated or nominated by an existing director.  In either case they will be required to provide a brief summary of any relevant experience or qualifications and an explanation of why they are interested in being involved in this project.  Such a summary would be circulated to the existing directors in advance of their next meeting so that they have advanced notice of this new application.  At that next meeting a decision would be taken whether or not to appoint the applicant as a new director.”

 

Members agreed to the terms for future engagement in principle and it was proposed to formally adopt the procedure at the next meeting.

 

  • To approve revised calendar of meetings for Jan – Mar 2016

The following dates were approved for 2016: Monday 18 January; Monday 22 February and Monday 21 March.  Meetings will be held at 7.30pm at Stone Pavilion unless otherwise specified in advance.

 

65/11/15NP:    SCOPE & CONTENT OF NEIGHBOURHOOD PLAN

  • To discuss response to October Public Consultation Events and Neighbourhood Plan survey and resolve further activity required

At the meeting in October it was agreed to take the consultation process out into the community rather than rely on the community coming to us.  It was agreed that, in the first instance, we would focus on the church communities, the schools and the public houses.  This was subsequently put on hold pending the production of a revised questionnaire.  It was agreed that, at our December meeting, we should be in a position to activate this rollout, armed with the new material.  It was also agreed that, at our December meeting, we should discuss how each church leader proposes to implement the consultation within their congregation.

 

The directors then went through the responses to the existing questionnaire and the discussion is incorporated in the attached appendix.

 

At 19:35 R Hogg joined the meeting at which point the Chairman informed her of the group’s decision to make her a Director of the Stone Parish Neighbourhood Plan, welcomed her and thanked her for attending.

 

  • To receive information regarding innovative survey software and mapping page technology

The Chairman explained that J Thomas was in receipt of new software information which may be beneficial to the Stone Neighbourhood Plan.  The meeting agreed to defer this item for discussion at the December meeting.

 

66/11/15NP:   COMMUNICATIONS 

  • To confirm Director attendance at KentDesign Neighbourhood Planning training on 16 December 2015

Members attending the KentDesign Neighbourhood Planning were confirmed as: J Burrell, K Elliot, G Johnson, P Winchester and V Winchester.  Communication had been received from the event director requesting a short presentation from one of our Stone Neighbourhood Plan Directors.  Following discussion, the Chairman volunteered to speak at the summit and provide information based on Stone’s experience in developing the Neighbourhood Plan to date.

 

  • To execute prize draw for entries received in respect of the Neighbourhood Plan following NP Consultation exercises 2015

The draw was carried out to determine the winner of the £100 Bluewater voucher following the Stone Neighbourhood Plan sign up exercise held in conjunction with recent public consultations. The parish office would inform the winner and organise collection of the prize.

 

67/11/15NP:    FINANCE

  • To receive a budget summary of Neighbourhood Plan expenditure

Members noted details of the budget summary in relation to Neighbourhood Plan expenditure as presented.

 

The outstanding balance available to cover future expenditure stands at £7,317.  In addition, we are due to receive a further £2,000 contribution from Land Logical.

 

68/11/15NP:    TO CONCLUDE ITEMS FOR THE NEXT AGENDA

To review Terms of Reference in relation to Director attendance at meetings and formulate a process for exoneration.

 

Following discussion at the meeting under agenda item 64/11/15NP (a) members wish to formally adopt a new procedure for future director appointment.

 

 

Prior to closure of the meeting V Winchester wished to pass congratulations to J Thomas for her recent success in winning the Digital Communications of the Year award presented by the National Association of Local Councils as part of their Star Council’s 2015 initiative.

 

 

 

There being no further business the Chairman thanked those present for their attendance and closed the meeting at 20:00.

2021-03-23T13:12:34+00:00

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