You are at Parish Plan/PP meeting 20 July 2004.

Papers circulated before meeting:

  • Agenda for Tuesday 20 July meeting in Village Hall Annexe - '''See (1) below'''
  • RCC guidance on Writing the Report - '''See (2) below'''
  • RCC guidance on The Action Plan - '''See (3) below'''
  • RCC guidance on Preparing the Report - '''See (4) below'''
  • RCC paper on Parish Plan Report Formats - '''See (5) below'''

See also PP meeting 20 July 2004 minutes etc

(1) Agenda

1. Introductions

2. Notes of meeting held on 14 June

3. Matters arising
� The views of the under 13s

4. Questionnaire
� Printing errors
� Progress on collection
� Data entry
� Analysis of free text
� Handling the 'back page' requests

5. Writing the plan � advice from the Countryside Agency

6. Finance summary

7. Village Design Statement video

8. Any other business

9. Next Meeting:   20 September, Village Hall

(2) RCC guidance on WRITING PARISH PLAN REPORTS

Style and cost

  • It is very important to keep within '''budget''', as there is little funding beyond the Countryside Agency grant.  Service Providers do not require a colour document, householders may question the cost, and you have to account for all costs to the Countryside Agency.  It is important to have extra funding already in place if you do decide to do a colour version.
  • Produce an '''Executive Summary''' outlining the main points and Action Plan, to circulate to all households and to some Service Providers, especially important in villages above 1500 population, where giving a full Report to each household would be too expensive.
  • Include a '''resume''' of village facilities and services, which you should have on your original budget application to the Countryside Agency.
  • Include the Countryside Agency '''Logo''' on you Parish Plan Report and acknowledge their help.
 

Front Cover

  • A clear '''title''' with illustration is ideal (remember that photographs are difficult to photocopy).
  • The cover can be glossy, in colour, bound with clear plastic, or in black and white, depending on what can be afforded.
 

Introduction

  • An '''explanation''' of what a Parish Plan is, how it came about, why and how it was done in your Parish/ village is usual to help understanding.  The Report will be read by outside Agencies, newcomers, or others who do not know about the Parish Plan or its processes
  • A '''map''' is essential and can take a centre fold page, whether or not a Village Design Statement is part of the Parish Plan process.
  • '''Acknowledgements''' are usually included, e.g. a list of the Steering group, the Agencies, and people who have given help and advice, also people who have put thought and effort into answering the questions, and any sponsors.
  • Some Parish Plans also include the '''history''' of the village.
  • The overall '''percentage of returns''' is also included here, which could be illustrated by a pie chart.
 

The Findings of the Appraisal

  • Each Section should reflect the '''evidence''' from the Appraisal, rather than the writer�s personal views.  There are likely to be a range of opinions on a topic, or particular comments may reflect interesting ideas.  However, bear in mind that comments reflect majority opinion.
  • The concerns of '''different groups''' of residents e.g. different villages within a Parish, people over 65, young people, parents of young children, different areas of the village could be cross referenced to reflect different view points.  
  • Some Appraisals include questionnaire results as an appendix.

Ways of writing up Findings

  • Paragraphs could be written up on different sections, including '''photos''' relating to specific points e.g. traffic hazard points, or important features of the village, or a possible tree planting, wildlife, pond area.
  • Another way of writing up is by the use of flow '''charts''', or spider '''diagrams'''.  This is a good way of giving a selection of comments on an issue.  The use of bar charts and pie charts also adds clarity and variety to a Report.
  • ''Comments'' can also be written in''' ''italics'' ''' to illustrate explanations given.
  • ''The use of bold, or of different fonts'' is also helpful, as are bullet points.

Action Plan

This must be tabulated. (See Parish Plan Format)

Conclusion

  • Include what the Parish Plan has already achieved in terms of measurable results and Actions.
  • Include qualitative achievements, such as improvement in community spirit and understanding, and neighbourliness by working together on a topic.
  • Publicity via a launch, press articles etc

(3) RCC guidance on THE ACTION PLAN

Change is constant.  You can either react to it or you can manage it.   The Rural Community Council's approach is based upon many years experience of supporting rural communities with appraisals.  The action plan is very similar to a company business plan or a school�s development plan, which help those organisations to anticipate future needs and plan to meet them.  The plan should show what is needed to promote a sustainable future for your community, relating to services, communication, economic development, leisure and recreation. The action plan must reflect the wishes of the majority of the community.  It may be that you have no village hall or that the present one is inadequate or in need of refurbishment or that transport needs to be improved

The Plan

  • Must be backed up by evidence of need from the consultation process
  • Should have achievable outcomes
  • May include actions which will be provided by Statutory Agencies
  • Should suggest anticipated dates against actions
  • Should be updated as necessary within the community
  • Should include a clear vision of
  • '''What''' needs to be done
  • '''Where''' it should be done
  • '''When''' it needs to be done
  • '''Who''' should do it

This involves

  • setting realistic targets that are measurable and achievable
  • reflecting the needs of the whole community.
  • prioritising these needs
  • saying  how you will achieve your targets.  

Targets should be

  • measurable
  • achievable
  • specific
  • time related

As the community changes over the years you might find that some of your original priorities have been overtaken by circumstances and need to be reviewed.   As you grow older you make different demands on the community in which you live.  What you require as a young schoolchild is different from what you need as a young adult, a mature adult or a pensioner.  Consequently you might have moved several times to seek what you need from communities that you thought could provide it at particular stages of your life.  Each time you moved you made an impact on your community and it changed because you caused it to.  You may have lived in the same place for many years but each change in your personal circumstances mean that any community is constantly changing, including the one in which you live.  Even if you moved there because you thought you had found the ideal place to live and would never want to be different it changed the day you arrived! However much you might want to resist any and every change to your village, change is inevitable.  You might well look back longingly to the days when the village was self supporting with its own blacksmith, wheelwright and baker, but would you want to go back to the outside privy, the lack of central heating, fetching water from the village pump, no electricity for the fridge/freezer/cooker/washing machine and so on?
  • Review the progress regularly and update the action plan as necessary.

(4) RCC guidance on PREPARING THE REPORT


You will need to make your data as easily readable, yet as comprehensive and professional, as possible. Remember many of the people who will read it will not be familiar with the locality, so make reference to locations in the parish as clear as possible

Appropriate sections for your report might be:

  • Introduction � why, when and how the exercise was done
  • Geography, History and Scene Setting
  • A character statement of the village
  • A section on each topic which summarises the results of the survey
  • Pie or bar charts will help to illustrate strength of opinion
  • Conclusion and recommendations
  • Action List
  • Appendices
  • Use graphs, diagrams, cartoons or photographs to illustrate factual points and make the report interesting to read
  • A clear map of the village is useful so that people can instantly relate comments to locations
  • Technical or very detailed information may be best included in the appendices
  • A clear contents page, list of steering group members and publication date are all very useful for future reference

The report should be objective, even if the appraisal has thrown up unexpected results or there is no real consensus of opinion on an issue

  • Be realistic in your recommendations � in a village with a population of 900 you are much more likely to successfully introduce a community transport scheme than campaign for a new train station!
  • Use the report to highlight the positive as well as the negative
  • Appoint an editor to tie the report together and ensure that it flows � again this could be someone from outside the original steering group who can eliminate bias and be objective.

'''REMEMBER � your report should include constructive achievable recommendations for action which reflect your original objectives and the views of the community.'''

(5)Parish Plan Report format - Possible Parish Plan Topics

(N.B.  Use your discretion)

1. INTRODUCTION

Include brief description of village, with a map and basic ideas of Parish Plan and why the group are doing it and the need to discuss issues and actions for each Section.  Mention main questionnaire and youth questionnaire, and consultation with organisations, as well as any forms of consultation.

2. BACKGROUND

Community Profile and General information of households, household type, age groups, where people work. CURRENT POSITION ON EACH SERVICE/FACILITY/ASSET including the value in identifying SWOT (Strengths, Weaknesses, Opportunities and Threats, and recent history. (Context which helps understanding .for outsiders) e.g. education � Primary school in the village, number on roll. Changes in number on roll.  Ofsted Report.  Changes in headship. Threats to closure.  Provision for adult education.  Transport provision.  Which secondary schools pupils transfer to.

3. SUMMARY OF THE FINDINGS OF THE VARIOUS CONSULTATION PROCESSES

(questionnaire, public meetings, focus groups, including examples of real comments) etc.  
Headings could include:    
'''Services''' � Retail, and mobile services
'''Voluntary help''' and assistance to others
'''Health and Personal care''' � GP Access, Dentistry, drop in clinics, chiropody/physiotherapy.
'''Employment''' � Local businesses, needs and opportunities, vocational training and access
'''Crime and Safety''' � Neighbourhood Watch, Community Policing.  Litter and dog fouling.
'''Traffic'''- speed, volume, road safety e.g. Highways, street lighting, pavements
'''Parking and access'''
'''Transport''' � needs (Transport Survey?)
'''Community Information'''
  • Library Services
  • Newsletters/Business and Community Directories, Welcome Packs
  • Websites, Internet Access and provision
  • Parish Council information access and access to Councillors
'''Sport, Recreation and Leisure'''
  • Interests of Parish
  • Adequacy of Provision
'''Village Halls/Community buildings'''
  • Use
  • Facilities
  • Refreshment and accommodation
  • Access, including for transport and disabled
  • Future needs and use
'''Education'''
  • Preschool
  • Primary
  • Secondary
  • Adult (including adult learning opportunities during the day)
'''Recycling and Energy efficiency'''
  • Access and future needs
'''Visitors and tourism'''
  • Information e.g. footpaths
  • Accommodation and refreshments
  • Transport needs
'''Particular groups of people and needs'''
  • e.g. preschool and parents, teenagers, disabled, over 60,s, for shift workers

4. DESIGN AND LAND USE


'''Village Design Statement to be adopted as Supplementary Planning Guidance (Optional)'''
  • Built Environment � vernacular and modern styles, need for a VDS, Local Plan Policies
  • Housing � affordability of housing -adequacy of supply, need to undertake a housing survey, rented and privately owned
  • Landscape � Local or National Landscape Designations
  • Management Strategies
  • Historic Sites and Heritage Features
  • Management, appreciation and promotion
  • Wildlife & Natural Habitats � where, which important species, appreciation, management plan

5. THE ACTION PLAN

Perhaps into tabular form under the headings:  '''What''' (the proposal/project, '''WHY''' (What are you trying to achieve), '''HOW''' (the tasks needed to achieve the action), '''WHO''' (is responsible for taking action � the PC, a group in the Community, the Local Authority), '''WHEN''' (a start and finish date for the action)

6. Appendices

Questionnaire copy and results, comments, Parish Plan Group members and list of contacts
Steering Group Members and acknowledgements.

The Plan doesn�t have to be straightforward written report.  It could include a summary leaflet, poster, a video, and a publicity/celebratory event