Minutes of the meetings...

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		Minutes of the meeting held on 16th August 2010

		Present: Jeff Eaves, Gwen Griffiths (in the Chair), Janet Jaconelli, Marion Lawrie, Sally Moyce, Peter Towsey 1. Apologies for Absence Nathan Morley, Sue Spencer. Rosemary King has resigned from the management group but remains a volunteer. 2. Declaration of Pecuniary Interests. There were none. 3. Minutes of the meeting held on June 23rd 2010 These were agreed to be a true record of the meeting. 4. Matters arising. a. The constitution would be revised in accordance with the advice received from Kate Sharpe and sent to the chair for signature. 5. Finance and funding a. The current balance was £1868.80 b. Invoices were produced for MSaccess software and website maintenance and agreed by the group. Nathan had recommended free software for editing PDF files and Janet and Gwen would try this out. c. Peter would send a summary of the finances to Nathan to put on the website. 6. CRB a. Jeff presented an update. One form was still awaited from a volunteer. 3 forms were with RCC and a decision expected shortly. 7. Operations The group discussed a few recent requests for help and exchanged information on both volunteers and clients. a. Phone log and rota. A rota for August was in operation and Janet would shortly prepare one for September. Those co-ordinators who had taken a turn with the phone had reported that it was less onerous than they had anticipated. It was suggested that a diary of assignments be inserted into the co-ordinators file and Janet would undertake to do this. b. Volunteer meetings. A meeting of the client group (those helped by the scheme) was discussed but it was decided that enough opportunities existed for them to meet and not all would want to be identified as receiving help. c. Management information. Janet produced a table of figures to the end of July. The details were confidential to the group as clients were listed by name but it was noted that there had been 45 occurrences during the 6 weeks from the launch to the end of July, involving 14 volunteers, helping 13 clients. There had been 35 calls to the mobile. The group’s expectation was that transport would form the bulk of the Scheme’s work, and this had proved to be the case but befriending (companionship) was taking a higher profile that expected. It was acknowledged that many villagers had been active in befriending their neighbours for years and the Scheme hoped to build on their good work. d. Publicity. Janet would write a piece for the September grapevine. Gwen would prepare some laminated sheets for the village notice boards. 8. Website Janet would ask Nathan to incorporate the list of organisations shown on the Rutland Carers ‘Bookmark’ into the front page of the website. 9. Date of next meeting September 23^rd 2pm at 28 Hall Close

		Minutes of the meeting held on 23rd June 2010

		Present: Jeff Eaves, Gwen Griffiths (in the Chair), Janet Jaconelli, Rosemary King, Marion Lawrie, Sally Moyce, Nathan Morley, Sue Spencer, Peter Towsey Kate Sharpe (Rural Community Council). Apologies for Absence None. Declaration of Pecuniary Interests. There were none. Minutes of the meeting held on June 3rd 2010 These were agreed to be a true record of the meeting. Matters arising. Feast Week, the group would provide items for sale at the WI cookery demonstration. Sally, Rosemary, Marion and Janet agreed to operate the stall. Finance Insurance. The Feast week committee had paid the group back for the insurance premium and Janet would send a letter of thanks. After paying for the phone top-up and mileage expenses (JJ) the balance was £320. Sally Moyce had been registered as an additional signatory. Funding Grassroots funding. Kate reported that if the bid was successful we could enquire about viring. On June 10th Peter attended a seminar on obtaining funding, which he found useful. There was much discussion about making bids for funding but the group decided to wait until the outcome of the Grassroots bid was known. CRB/ISA Update: Jeff presented an update. 22 had now been cleared. A few forms were still awaited from volunteers. The new Government were to carry out a review of the ISA scheme so arrangements for it were on hold. New constitution and management group Constitution. Kate had made some helpful suggestions for amendments to the draft which had been circulated and the revisions were accepted. The distinction between, community, scheme and management group was explored, in particular with regard to communication and confidentiality. It was agreed that: 1. The management group would receive the agenda and minutes, and a detailed list of volunteers’ names and addresses. Venues for the meetings would be shared with the group but not stated in the minutes. 2. The Scheme members (i.e. the management group and the volunteers) would receive minutes and a list of volunteers’ names, phone numbers, addresses and email addresses but the venue for management group meetings would not be specified as it was felt inadvisable to give names and addresses on the website. A note would be placed at the bottom of the minutes saying that if anyone in the Scheme or community wished to attend the meetings they could phone the mobile number for its location. No names and addresses would appear on the website other than the Secretary’s. 3. The community would be kept informed by news items in the Grapevine and on the website. The steering committee, now called the management group would be extended to include new members. Gwen Griffiths, Janet Jaconelli and Peter Towsey were elected as Chair Secretary and Treasurer respectively. The other members were as stated in 1 above. Operations Phone log and rota. The process was explained and the following rota agreed: June 14-21 Janet June21-28 Gwen June 28-July 5 Sue Volunteer meetings – it was agreed to hold a meeting open to all the Scheme members in July in the local pub. Janet to arrange day with the pub and notify the Scheme. Management information – this would be placed on the website at monthly intervals. Website Nathan explained that the forms which volunteers needed to record their activity along with guidance notes were on the website as well as available in hard copy. Date of next meeting July 13^th 7.30pm at the White Lion

		Minutes of the meeting held on 3rd June 2010

		Present: Jeff Eaves, Gwen Griffiths (in the Chair), Janet Jaconelli, Sally Moyce, Nathan Morley, Peter Towsey Kate Sharpe (Rural Community Council). Apologies for Absence Rosemary King. Declaration of Pecuniary Interests. There were none. Minutes of the meeting held on May 11th 2010 These were agreed to be a true record of the meeting subject to the correction of Jeff Eaves address. Matters arising. Community Spirit Roadshow Feedback had been circulated. Finance Insurance. Aon had provided a quote of £267.32 which was agreed by the group. Peter would send off the premium to Aon. After paying for the printing of Grapevine inserts the balance was £137.33. Sally Moyce would be an additional signatory . Funding Grassroots funding. Janet had sent off the funding bid. The panel would meet on 24^th June to make the awards. Since the funding was ringfenced to the items mentioned in the bid, and had to be repaid if unspent, Kate would inquire whether or not viring was allowed. The Feast Week committee had agreed a grant in principle but would prefer to fund specific items. Peter would send a copy of the insurance premium invoice to Mike Dickinson and ask for funding for this item. VAR were hosting a seminar on obtaining funding on June 10^th, Peter would attend if he could. It was known that the Co-op made local grants and the group might ask them at some time if funds were low. CRB/VBS checks Update: Jeff presented an update. 15 cleared, 7 with RCC, 1 awaiting despatch, 5 issued to volunteers in the last week. Activities Feast Week. There was a stall available for us during the WI cookery demonstration, day to be confirmed. We would have a stall selling cakes, jams plants etc. Sally had attended the Happy Circle Lunch and spoken about the Good Neighbour Scheme. It was expected that there would be requests for transport to the Happy Circle Lunch on the first Wednesday of the month; Anne Edmunds would co-ordinate these and notify the WGNS co-ordinator in time to find a driver. Operations Two requests had already been received and volunteers found to meet them. It was agreed to have the mobile number put in the Grapevine under ‘local contacts’. Kate would contact the local paper about the date of the launch. Date of next meeting This would be held on Wednesday 23^rd June at 3pm at Moat House, 1a Station Road. We need to have a new constitution in place by July 1^st. The Steering group would approach other volunteers to ask if they wanted to join the Management Group.

		Minutes of the meeting held on 11th May 2010

		Present: Jeff Eaves, Gwen Griffiths (in the Chair), Janet Jaconelli, Sally Moyce, Nathan Morley, Peter Towsey Kate Sharpe (Rural Community Council). Apologies for Absence Rosemary King Declaration of Pecuniary Interests. There were none. Minutes of the meeting held on April 12th 2010 These were agreed to be a true record of the meeting. Matters arising. CRB policy The group discussed further the CRB policy suggested by Sue Renton of Rural Community Spirit. Having ascertained that Rutland County Council did not want to take action themselves if an individual was not cleared by CRB, the group voted unanimously that in such a case they would refer to Rural Community Council for advice and a decision would then be made by the Steering Group, after discussing the matter with the individual concerned. The CRB policy and process would be redrafted and circulated to the group. Gwen would phone Sue Renton and convey the decision of the group. Community Spirit Roadshow. The group agreed to provide a small stall at the Village Hall on Monday May 24^th between 2pm and 7pm. A rota would be maintained as follows: 1.45 – 2pm Janet would help set up the stand 2-3pm Sally Moyce 3-4pm Janet Jaconelli 4-5pm Jeff Eaves 5-6pm Peter Towsey 6-7pm Jeff Eaves 7pm Janet to take down stand Kate would provide a stand and banner with the WGNS logo on it and more volunteer packs. Gwen would let Janet have more volunteer packs and flyers. Finance Bank Balance remained at £404.65. Gwen produced an invoice for £50 for the printing of flyers which was agreed by the group. Insurance. Kate had sent an ANSVAR proposal to a broker and still awaited their quote. Since we needed the insurance before our launch date on June 14^th and Kate undertook to stress the urgency to the broker. Funding Grassroots funding. Janet went through the draft application with the group and Kate and others made useful comments and additions. Janet would finalise the application circulate to the group and submit by the deadline of June 1^st 2010. New Constitution Once the Scheme was launched the Steering Group would reform into a Management Group. It was felt that this group should all come from the Whissendine Village Community but that meetings would be open to any volunteer or other interested parties. As Nathan had now left the village Peter Towsey agreed to take on the role of Treasurer. The Steering group would try to engage some others on the Management Group so that there would be a quorum available at all meetings. Janet would redraft the constitution and circulate for discussion at the next meeting. CRB/VBS checks Update: Rutland County Council now has cleared 15 and has another 3. Jeff is continuing to chase up volunteers who have not yet submitted a form. Gwen and Janet were to attend a training course the following day and Jeff would undertake this later in the year. Afternoon Tea A flyer for the Afternoon Tea was had been prepared by Gwen and was distributed to the group for delivering to volunteers. The tea would be from 2.30 to 4.30 pm and the group undertook to provide tea, coffee and cakes. They would take the opportunity to collect the various forms and photos from volunteers ready for the launch in June. Gwen produced a leaflet about the scheme which would be included in the Grapevine magazine. Janet would stuff these in the magazine for Bob Lake. She would also do an ‘ad’ for the magazine announcing the launch. Date of next meeting This would be held on Thursday June 3^rd 2010 at 28 Hall Close at 2pm at Whissendine.

		Minutes of the meeting held on 12th April 2010

		Present: Jeff Eaves, Gwen Griffiths (in the Chair), Janet Jaconelli, Rosemary King, Kate Sharpe (Rural Community Council). Apologies for Absence Nathan Morley, Sally Moyce, Peter Towsey Declaration of Pecuniary Interests. There were none. Minutes of the meeting held on March 22nd 2010 These were agreed to be a true record of the meeting. Matters arising. Dealt with elsewhere. Welcome to Sue Renton of Community Spirit The group welcomed Sue Renton who is the Manager of The Community Spirit Project, part of the Rural Community Council, and thanked her for her contribution to the funding of the WGNS. Sue recommended that the group had a policy regarding CRB checks and offered a draft policy. She indicated that if the group wanted someone ‘outside the village‘ to make decisions regarding the use of a volunteer whose CRB check was not fully clear, she would be prepared to take on the role. Whilst the group were broadly agreed that we should have, and publish a policy, and that all participants of the scheme should undertake a CRB check they were unsure if they wanted to delegate decision-making in this way. It was agreed that the group would discuss the matter at the next meeting, when it was hoped that the steering group would be fully represented, and let Sue know the decision. Kate was asked to enquire of Rutland County Council if they, as our umbrella organisation, had a requirement in this regard. Sue informed the group that there would be a Road Show in Whissendine Village Hall on Monday May 24^th to showcase the achievements of village organisations. Local village and county organisations would attend, as would the new vicar of Whissendine Church. Gwen confirmed that he would be invited to the WGNS afternoon Tea on May 20^th. Finance Insurance. Kate had sent a proposal to ANSVAR and awaited their quote. Nathan had not yet heard back from Aon and Kate undertook to chase them for him. Funding Grassroots funding. Kate had confirmed with her colleague Dave Sharpe that we were eligible to make an application since the work on the scheme had started with the Parish Plan some time before December 2008. Promotion of the scheme had been halted by the election campaigns (a legal requirement) but applications were still being accepted. Janet undertook to put together an application and circulate it to the group. Village achievement Award. The group noted its existence and resolved to make an application in 2011 when the scheme had been running for a while. CRB/ISA checks Update: Rutland County Council now has 17 forms and has cleared 4. Jeff is continuing to chase up volunteers who have not yet submitted a form. Policy and process. For policy see above. Janet had prepared a visual representation of the process and shared this with the group. It would be amended when the policy decision was finalised. Other business A flyer for the Afternoon Tea was circulated to the group. Janet would let Gwen have an updated list of volunteers so that a distribution list could be worked out before the next meeting. Gwen presented an outline flyer which would be given out to all participants in the scheme once it was launched. The group made suggestions for additional content and Janet undertook to put these into PDF format. As Nathan would be leaving the village we would need to appoint another Treasurer and arrange the transfer with the bank. A decision would also need to be made about the management of the website. Date of next meeting This would be held on Tuesday May 11^th at 2pm at 68 Sherrards Way. Whissendine.

		Minutes of the meeting held on 22nd March 2010

		Present: Jeff Eaves, Gwen Griffiths (in the Chair), Janet Jaconelli, Rosemary King, Sally Moyce, Peter Towsey Kate Sharpe (Rural Community Council). Apologies for Absence Nathan Morley Declaration of Pecuniary Interests. There were none. Minutes of the meeting held on March 8^th 2010 These were agreed to be a true record of the meeting. Matters arising Funding. Kate was seeking clarification from her colleague Dave Sharpe on the eligibility of WGNS to access Grassroots funding LETS scheme. Gwen would provide the name and address of the person who had suggested this and Janet would write to her. No insurance quotes had yet been received. Information pack – Janet was compiling this Parish meeting – WGNS was well represented and following the meeting 2 new volunteers came forward. Finance Insurance. Kate had attended a meeting of the Association of Parish councils where inexpensive insurance was discussed, in particular a policy provided by AVIVA. She would email the details to Nathan. Gwen had seen one on the internet that seemed appropriate and would pass the name on to Nathan. It was agreed to seek several quotes so as to obtain value for money. Communications It was seen to be important to market the group as positively and professionally way as possible. Members of the steering group and volunteers were asked to ensure that any written communication should be sent out, or at least first signed off, by the Chair or Secretary. This was agreed by the group. Website Nathan had made some helpful suggestions for putting some of the administration on the website. It was agreed that: having a downloadable mileage form would be useful the group were agreeable to putting outline accounts on the other forms like the list of volunteers and record request would be best in paper form in a ring binder that could be passed to each volunteer as they took the mobile phone. CRB/ISA checks Rutland County Council now has 11 forms and Jeff is chasing up volunteers who have not yet submitted a form. The group stressed the urgency of the situation as if the CRB forms were not passed by July we would have to register under ISA/VBS. The group did not want to have to substantially amend the operation of the scheme to avoid the potential requirements of the ISA and felt that there was something to be gained by conferring with other similar groups. Janet would write to Val Bowler of Billesdon and invite her to a future meeting. Other activities It was agreed to hold a tea and cakes afternoon at Cow Lane on May 20^th for volunteers to meet and learn a little more about the scheme. Janet would draft an ad for the Grapevine (deadline April 15^th) and ask Nathan to do a flyer for all volunteers. Date of next meeting This would be held on Monday 12 April 10am at 28 Mill Grove, Whissendine.

		Minutes of the meeting held on 8th March 2010

		Present: Jeff Eaves, Gwen Griffiths (in the Chair), Janet Jaconelli, Rosemary King, Nathan Morley, Sally Moyce, Peter Towsey Kate Sharpe (Rural Community Council). Apologies for Absence. None. Declaration of Pecuniary Interests. There were none. Minutes of the meeting held on February 12^th. These were agreed to be a true record of the meeting. Matters arising Format of minutes on the website. It was agreed that the minutes placed on the website should be brief and discreet but that a fuller record should be kept in the Minute book kept by the Secretary. LETS scheme. It was agreed that the secretary should write to the person who suggested the LETs scheme to inform her that the matter had been considered but a decision would be postponed until the present scheme had been running for at least a year. JJ Finance. Insurance. A summary of cover was discussed. It was agreed that in order to obtain a quote we should take all the mandatory cover and opt in addition to take cover to protect driver volunteers’ No claims bonus and excess. Although the range of optional cover is extensive the group agreed that in order to keep the cost low it would accept the relatively low risks posed by other aspects of the scheme’s operation. Nathan would get quotes for insurance cover. NM Funding. Kate suggested an application for a Grassroots grant from Leicestershire and Rutland Community Development Foundation. This was appropriate for start up organisations and the next closing date was in May. Kate would email details of the scheme to Janet who would put together an application. KS/JJ Data Update. Janet reported that she had 25 volunteer information forms and would circulate an updated list to the committee. Jeff, however had issued 29 CRB forms, of which 6 had been completed and sent off to RCC, 4 were ready to go to them, 2 awaited evidence, 15 were to be chased up, and 2 had been withdrawn. The committee were reminded to send volunteer forms to Janet. Website. It was agreed to keep the website simple at the moment, so as to focus on the scheme, though at some time in the future links to other possibilities like the LETs scheme could be added. CRB/ISA checks. The forms that had been sent to Rutland County Council had not yet been sent to the CRB and messages from them as to how the evidence would be verified were confusing. The committee resolved to register WGNS as an umbrella organisation so as to minimise future delays and in the meantime Kate would ask Billesdon GNS if they would act on our behalf. Fears were expressed about volunteers losing interest if progress was not made soon. KS/JE Other activities. Kate mentioned a new scheme called First Contact, which was a referral system/shared database for vulnerable adults in Rutland. (see attached article) WGNS would be able to feed information into the scheme, subject to the consent of the person requiring help. Janet would make a start on a pack of information for volunteers. JJ Gwen and Sally would attend the Parish Council meeting on March 17^th to update them on progress. GG/SM Date of next meeting. This would be held on Monday March 22^nd 10am at 2 Cow Lane, Whissendine.

		Minutes of the meeting held on 12th February 2010

		Present: Jeff Eaves, Gwen Griffiths (in the Chair), Janet Jaconelli, Rosemary King, Nathan Morley, Sally Moyce, Peter Towsey Apologies for Absence Kate Sharpe (Rural Community Council). Declaration of Pecuniary Interests. There were none. Minutes of the meeting held on January 19^th Apart from the misspelling of Peter Towsey’s name these were agreed to be a true record of the meeting. Matters arising Identity Cards. Jeff has drafted a card (attached) and the group approved this for use. We would need a passport photo, though if volunteers didn’t have one we could arrange to take a digital photo and print out. Donations. Jeff had drafted the text for the cover of the envelopes which the group approved for use. (Attached). He would produce some ready for the start of the scheme. Finance Janet presented the invoice for the hire of the village hall. Gwen had paid in cash so a cheque was written at the meeting to reimburse her the £12. A cheque was also written for £10.35 payable to Nathan for the website domain name. RCC is to be reminded about the promised funding NM CRB/ISA checks All the forms for the steering group had gone to the Rutland County council. Forms were still needed from Rutland County Council (note that they arrived later on the day). The new style ISA checks have not been finalised by the Government. Jeff would present an update on ISA at the next meeting. Public meeting. 33 people attended, 15 forms were filled in on the day or sent in within the week.15 people had sent their apologies; these would be contacted with a volunteer pack. The group were pleased with the attendance and feedback was positive.. Someone had suggested that we operate a barter (LETS) scheme. The group was in favour of such schemes and resolved to re-examine the possibility next year once the present scheme was underway. Confidentiality Jeff submitted a draft (attached) and the group approved it for insertion in the constitution. Insurance Nathan would ring Aon to get some idea of what the premium would be. Any other business A member had a spare mobile phone which he was prepared to donate. The number would be published later. Date of next meeting This would be held on Monday 8^th March at 10am at 28 Hall Close, Whissendine.

		Minutes of the meeting held on 5th February 2010

		Present: Jeff Eaves, Gwen Griffiths (in the Chair), Janet Jaconelli, Rosemary King, Nathan Morley, Sally Moyce, Peter Towsey, Kate Sharpe (Rural Community Council). Adverse Publicity. There had been some adverse publicity concerning one of the Steering Group, and there was discussion about how to minimise its impact. Apologies for Absence None Declaration of Pecuniary Interests. There were none. Minutes of the meeting held on January 19^th These were agreed to be a true record of the meeting. Matters arising Bank Accounts. All signatories had now provided the required evidence to the bank. Permission was granted for NM to present a cheque for £10.35 for the cost of the website domain. The group agreed that there was no need at present for petty cash as the group were absorbing the incidental cost of postage etc. However this would be kept under review NM CRB/ISA checks All but one of the steering group had completed theirs. More forms are needed from Rutland county Council and it was hoped to have these before Monday. The new style ISA checks have not been finalised by the Government. Jeff would follow developments re the policy on renewals. Public meeting. The presentation was reviewed and agreed. Kate had provided laptop and screen. Gwen would collect the key and Nathan and Janet would be in the hall at 6pm to check the technology worked. Others to be in place before 7pm to welcome public. All would contribute towards tea/coffee/sugar/biscuits. Some volunteers would help with teas. Any other business Someone had offered a donation and so a process was required to deal with such. Jeff would provide some envelopes which could be sealed and passed to Janet. She would bring them to the next meeting where they could be opened and listed. Date of next meeting This would be held on Friday 12^th February 10am at 1a Station Road, Whissendine.

		Minutes of the meeting held on 19th January 2010

		Minutes of the Meeting of the Steering group at 28 Mill Grove, Whissendine Tuesday January 19^th 2010 at 6pm Present: Jeff Eaves, Gwen Griffiths (in the Chair), Janet Jaconelli, Rosemary King, Nathan Morley, Sally Moyce, Kate Sharpe (Rural Community Council). 1. Apologies for Absence Jean and Peter Towsey 2. Declaration of Pecuniary Interests. There were none. 3. Minutes of the meeting held on December 2^nd 2009. These were agreed to be a true record of the meeting. Gwen wished to make one amendment – that the note to volunteers should state that all were welcome to come. The minutes were therefore amended. 4. Matters arising Funding had been received from the Parish Council. They had sent a cheque for £227 being £250 less the expense of printing the survey which had been borne by the council. Bank Accounts. Nathan had presented all the forms to the bank and Gwen and Janet had provided the necessary evidence and signatures to the bank. However Peter had not yet done so and we were prevented from depositing funds until this was done. It was agreed that Nathan would ask the bank if we could reduce the number of signatories to two; if not then Sally would be designated the third signatory. NM Communication to Volunteers. Gwen had printed off some slips and Kate had brought some posters publicising the public meeting which the Steering Group took to circulate and fix to appropriate locations. CRB/ISA checks Rutland County Council had agreed to be the umbrella organisation and so Jeff would contact them shortly. CRB forms were given to the group and they were asked to get them back to Jeff as soon as possible with the appropriate evidence of identity. [1] Kate would provide 50 forms for the public meeting and would ask one of her colleagues to explain the CRB process at the meeting. Publicity The name of the organisation had been misquoted in the newspaper so Kate agreed to clarify this with the journalist – Gary Vyce. Nathan had provided copy to Grapevine. Public meeting. This would take the following format. 1) Welcome by Gwen 2) Purpose and scope of scheme by a member of the Rural Community Council 3) Survey results and legal aspects by Jeff 4) Operational details by Janet (estimated start date of end of May but this would depend on number of completed CRB checks) Start date would be notified in the Grapevine. 5) Gwen would issue invitation to take tea and to join breakout groups. a. Breakout groups would be Transport and Shopping (led by Gwen), Admin (Janet) CRB (Jeff) Household/DIY (Nathan) Befriending (Sally) Janet and Nathan would put together a PowerPoint presentation and Kate would provide laptop and projector. NM/JJ Date of next meeting This would be held on Friday 5^th February 10am at 28 Mill Grove, Whissendine. [1] Name of organisation WGNS, address 28 Hall Close, position applied for community volunteer.

		Minutes for the meeting held on 2nd December 2009

		Present: Jeff Eaves, Gwen Griffiths (in the Chair), Janet Jaconelli, Rosemary King, Nathan Morley, Sally Moyce, Kate Sharpe (Rutland Community Council). 1. Apologies for Absence Jean and Peter Towsey 2. Declaration of Pecuniary Interests. Janet explained the need for accountability where public funds are being used and the use of a declaration of pecuniary interests within a voluntary organisation. Kate advised that to be classed as a voluntary organisation, time and resources have to be given on a voluntary basis, although some expenses such as mileage and stationery might be met, subject to the committee agreeing these. Janet agreed to provide a form on which volunteers might claim such expenses. Nathan clarified that the invoice in respect of the website was for registering the domain and that his time had been given free of charge. JJ 3. Minutes of the meeting held on November 19th These were agreed to be a true record of the meeting. Kate advised that setting up the scheme should be dealt in a procedural way with actions being agreed at the meetings and duly recorded as this was the best way to avoid confusion. Minutes would be put on the website and sent to all the volunteers, after being agreed with the Chair, with a note to say that all were welcome to attend meetings of the steering group as observers. Janet agreed to update Barbara Bamber on progress and obtain her email address. JJ 4. Matters arising Presentation to the Parish Council. The meeting would take place in the small room at the back of the village hall at 7.15 pm on December 7^th. The group felt that 3 or 4 representatives would be sufficient and they would be Peter if he was available, Gwen, Janet and Nathan. These would have 10 minutes to present the proposal and leave a brief paper. A draft briefing paper was discussed and subject to a few amendments was agreed. It was decided to ask for £250, this being the sum originally signalled to the parish council and Kate thought that Sue Renton of the Rutland Community Council would match this sum. Janet would produce copies of the amended paper. JJ Public meeting. This would take place on Monday February 8 at 7pm. Kate would be away but a colleague would attend. It was hoped that all potential volunteers would come. Publicity. Nathan presented designs for a logo and suggestions for amendments made and a final design agreed. He would send a version of this to the editor of Grapevine. NM Kate agreed to produce 12 laminated posters for distribution around the village by mid January. KS Gwen would email a personal invitation to all the volunteers. GG Kate had approached the local newspapers and a journalist rang during the meeting for more details. He will probably attend the public meeting. Nathan to email him the amended logo. NM It was felt that using a range of media would be most effective. Bank Accounts. Nathan had investigated bank accounts and it was decided to use Lloyds in Oakham. The groups address would be that of the secretary (JJ) Nathan would finalise arrangement with the bank NM Signatories. These would be Peter, Gwen and Janet, with 2 signatures needed. Nathan would hold the cheque books and bring forward invoices/claims to be paid. 5. CRB checks Kate confirmed that as we are volunteers the checks would be performed free of fee or admin charge. CRB checks are now role specific and are no longer portable. It was necessary to route them through a registered umbrella organisation. Rutland County Council had been asked to be the umbrella; Kate would chase up. Completed forms would be sent from and to Jeff. 6. Next steps The business plan, renamed the proposal, would be amended to include a dissolution clause and to include the numbers from Jeff’s analysis of the replies to the survey 7. Date of next meeting This would be held on January 6^th at 2pm at 28 Mill Grove, Whissendine.

		Minutes for the meeting held on 19th November 2009

		Meeting of the Steering group at 68 Sherrards Close, Whissendine. Present: Jeff Eaves, Gwen Griffiths, Janet Jaconelli, Rosemary King, Nathan Morley, Sally Moyce, Kate Sharpe (RCC) Peter Towsey. 1. Apologies for Absence Jean Towsey 2. Confirmation and signing of the constitution. The draft constitution was agreed unanimously and a copy is attached to these minutes 3. Review of advice from Val Bowler The advice was considered very useful and it was agreed to set up a public meeting on the lines she suggested. Funding would be sought from the Whissendine parish council at a meeting on 7^th December and as many of the steering group that were available would attend. It was hoped the Parish Council would agree to provide £300 and Kate would ask RCC for matched funding, giving the group a start-up fund of £600. 4. Next steps Public meeting. The group felt that a meeting in the second week of February would be the best time for a public meeting and Janet agreed to approach Hilda Townsend to book the village hall for that week. Publicity. Nathan would look at designs for a logo and bring samples back to the group. He would also draft an article for insertion in Grapevine, a flyer and poster. It was agreed to approach the local newspapers closer to the time of the public meeting. Gwen agreed to write to the volunteers and potential users of the scheme to update them on progress. Accounts. Nathan would investigate bank accounts. 5. Other matters It was agreed to defer seeking charitable status until the scheme is more established. 6. Date of next meeting This would be held on December 2nd at 2pm at 28 Mill Grove, Whissendine.

		Minutes of the meeting held on 11th November 2009.

		The main points of the meeting were: Appointment of committee members and their roles. Discussing whether the scheme was needed and wanted in Whissendine. Form and function of the scheme. Financial needs to set up the scheme. Also discussed was the need for C.R.B. checks for all volunteers. Confidentiality of C.R.B. results and of all users of the scheme. Insurance for volunteers.







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