MINUTES OF THE PARTNERSHIP ANNUAL GENERAL MEETING
HELD AT THE BILLINGSHURST VILLAGE HALL

On Saturday 11^th July 2009 11.00 am

Minutes: Sandy Duck -SD

1. Apologies for Absence:

Jacky Barnett, Steve Stocker, Sue Samson, Pam Spencer, Peter Woodman, Owen Davies, Peggy Davis, Hazel Barnes, Matt Aylesbury Morris.

2. Minutes of the last AGM held on 5^th July 2008:

Agreed and signed by the current Chairman (Patrick Perks)

3. Matters Arising:

None

4. Chairman's Report and Welcome:

The Chairman welcomed all attendees to this year's (2009) AGM, and made reference to the Community Partnership's 'Action Plan 08 to 09' which remains the overarching guide to our ongoing projects and endeavours.

He also welcomed Rowena Tyler (AIRS), who has the role of Returning Officer, and will oversee the election of the Committee.

Chairman's Report: -

This year has seen your managing committee heavily involved in the 'Village Regeneration' project, and as part of this effort we have reinvigorated the Billingshurst Chamber of Commerce (C of C) which, due to the efforts of Ken Johnson, John Griffin and Sandy Duck now has some 50 members from the business community. Once the C of C has more strength from the local business community it is our intention to step back from lead positions but continue, in line with the ' Village Regeneration Project', to maintain a 'watching brief' with active participation on its managing committee. The regeneration project is and will remain our key and overarching project for some time to come.

Denise Campbell and her team continue to organise and run the youth projects of TAG and the Enterprise Scheme, the latter now established as a way forward for those young people to make a positive contribution within our community. Denise and her team’s efforts have been recognised this year by receiving the Duke of Richmond's Award for Services to Young People.

Tony Burke and his team continue to organise the ' Older Peoples' luncheon club and Sandy Duck runs an after lunch exercise session for them. I would like to emphasise Sandy's commitment in her volunteering to run the exercise sessions and her professionalism in undertaking training to do this.

Your committee members continue to work with associated groups such as BAIT, the Village Hall Management Committee, Station Road Gardens and Community Transport.

Regarding the Station Road Gardens project;- The Community Partnership put in a bid for Heritage funding but were unsuccessful due to the area (the old cricket and football pitches in Station Road) having no heritage value in the view of the adjudication managers from the Heritage organisation. However we continue to work with the Parish Council and Gavin Collins in particular, to seek other funding and a number of your managing team are active members of Gavin's working group.

This year we reduced our committee meeting schedule to six per year, meeting bi-monthly. This in no way reflects any diminishing commitment to the community but rather a recognition of the effort we now put in to our ongoing projects, and the time and effort these demand from the team members. Your Directors meet on a regular basis to review progress and if necessary will call a meeting of the managing committee if needs be.

This year saw some progress on our endeavours to introduce a ' Drop-in-Centre’ or ' Centralised Youth Facility’ (CYF) arising from our previous public consultations and we hope to move this forward this autumn. The main issue here will be funding, and in these difficult times, with many organisations seeking funds from WSCC and HDC, as well as other sources, will no doubt prove a challenge, demanding a lot of time and energy to achieve. I mention this to emphasise the dedication and commitment the managing team makes to our projects.

We still seek a project leader for the Arts and Culture and indeed all our projects require ongoing help and assistance so volunteers are always welcome.

Billifest is now well established and we are starting work on this year’s which is being held on the 5^th December. In addition we have started to organise other street markets through the year to try to attract more people into Billingshurst. Yet another project that needs volunteers to help to organise and run.

Once again it has been my privilege to act as your chairman for another year and I thank the Managing Committee and the Directors for their ongoing support and commitment to me. Without this support it would be difficult if not impossible to do the job effectively.

I must thank Sandy Duck our secretary for all her work and dedication as well as our treasurer Tony Burke. Both key roles are carried out to the benefit of us all. Thanks have to also go to our long suffering partners for their support and encouragement.

2009/10 will no doubt be challenging but with the ongoing dedication of our team we will meet these challenges, and move forward to meet the objectives of our five year plan.

Patrick Perks Chairman Billingshurst Community Partnership

Director's Report:

The Directors are confident that the actions as laid down in the 2008 to 20012 plan are proceeding to plan. This year 2008/09 has seen the successful completion of the ' Children's Centre C4C’' project and this item has now been discharged. The sports complex area of woodland and fishing lake are now in use and maturing and we continue to encourage voluntary teams to help maintain these areas. The Community Partnership received a commendation award from the CPRE for our work with regard to the woodland area.

Our Youth projects are proceeding well and this year we received the Duke of Richmond's award for services to Young People presented to Denise Campbell and her team for their ongoing efforts. The Older People's Luncheon Club continues to provide a valuable service to the community.

As part of the ' Village Regeneration' project we have re-launched the ' Billingshurst Chamber of Commerce' which currently has 50 members. Once the Chamber has sufficient momentum it is our intention to stand back and let the local business people take this forward. However the regeneration project is not as advanced as we would have wished due to local funding difficulties and complexities of bidding for EU funds from the LEADER initiative. That said the Directors recognise that this project is key to our community's future and therefore continue to give this project their foremost attention and efforts.

The community year end event ' Billifest' is now well established and this year will be the fourth successive event we have organised. In addition work has been undertaken to introduce other street markets throughout the year with some limited success.

We look forward to another challenging but successful year.

The Directors report to Companies House return for 08/09

5. Treasurer's Report: -

A copy of the Report and Accounts were provided to all present which Tony made reference to as he spoke:

Headline figures for 2008/09 are Income £37,000 and Expenditure £49,000. The variation is due to grants relating to on-going projects which had been received in previous year(s) and expenditure occurred in 2008/09.

The Partnership attracted grants of £33,800 during the year from Billingshurst Parish Council, Gatwick Trust, Heritage Lottery Fund, Horsham D.C., Saxon Weald, Sussex Police, SEEDA and West Sussex C.C. We are very grateful to these grant providers, particularly Billingshurst Parish Council for their continuing support of the Partnership.

In addition to grants, we also received donations from the Billingshurst Rotary Club and the Billingshurst Twinning Society as well as a number of individual's contributions for Billifest 2008.

In financial terms the year saw the completion of the Burnt Row Wood and Fishing Lake projects and the start and completion of the projects for equipment at Lower Station Road and drainage work at Jubilee Fields. The first stage of the Sustainable Communities Project has in financial terms almost been completed. The Youth Enterprise Scheme project is up and running and is financially secure for the current year with promises of further grants and donations. Funding for other youth projects TAG and GIGs is also secure for the current year.

Billifest 2008 was a great success financially as the cost was covered so that no loss was incurred. For this we are extremely grateful to the Parish Council for their financial support for the event. I should also mention the donations from local traders, and individuals, for prizes and children's gifts, distributed by 'Father Christmas', for which we are most grateful.

Finally, ' The Administration Budget' is now showing a healthier balance than a year ago and it is worth recording, given the preoccupation of the media with member's expenses, that individuals on the management committee did not claim for mileage, stationery, postage, telephone and computers, or indeed duck houses or manure, for their efforts on behalf of the Partnership.

I would like to close by saying that the Partnership funds have, over a period, been consolidated financially, due in no small part to its policy of no commitment ahead of securing funding for new or existing projects.

Tony Burke Treasurer.

Tony Burke proposed the accounts be accepted pending sign off from the accountant.

John Griffin seconded, and this was carried unanimously by the meeting.

6. PROJECT PRESENTATIONS

6.1 Village Regeneration - Ken Johnson:

This stage last year we were due to receive results of the 'The Sustainable Communities Research Project' supported by both HDC and SEEDA... In the current year we have progressed a long way.

The purpose of this project is to improve the local economy, to understand the issues both good and bad and find out who visits us, what are the attractions, what makes them visit us?

The Project incorporated the largest public consultation process to be carried out in Billingshurst where 350 individuals have been spoken to of which 1/3^rd were residents, and 2/3^rd were non residents; of these 94% said they visited Billingshurst regularly.

30 stakeholder interviews were undertaken, known as the ' movers and shakers' of the community, e.g. The Weald and other major employers.

The end result was a robust report on the situation in Billingshurst.

Outline Conclusions:-

The Positives they found:- The Weald School, The Swimming Pool, The Amenity Tip, The Child and Family Centre and some good quality shops - e.g. Austin's, Bradfield's, DK Vintners and Post Office.

The Negatives they found: - Lack of a Hospital, Comparison Shopping, Major Supermarket, Car Parking and No Petrol Station.

The retail offering needs to improve.

Key Issues:-

Car Parking,

Community Transport although in place is not adequate

Retail Offering - limited quality shops

Jengers Mead - drab

Marketing and Publicity - none,

There are no ' Welcome to Billingshurst' signs as you approach the Village no finger boards to direct visitors to Library, Station etc.

Four Key Strategic Initiatives:

10 projects were identified within the report of which 4 have been selected as key for the economy of Billingshurst

• Retail Training and Development

• Community Shop
• Marketing and Publicity
• Car Parking and Community Transport.

Retail Training and Development:-

Financial and administrative guidance will be available.

' Metamorphosis' will support with window display and shop fronts, help with quality of service to customers

The programme has agreed £1,000 per shop

This has been used in Pulborough which has shown an improvement of between 5 & 15% in the retail sales of those retailers who joined in. This is currently being undertaken in Midhurst.

Community Shop

To support new retail start-ups, provide the ability to share the costs and overheads.

There are lots of empty shops in Billingshurst, and the idea is to have a Community Shop where 3 or 4 new and different start ups can share the premises, costs would be kept to a minimum whilst they trial their business. There has been a positive response from HDC and a feasibility study is being undertaken in respect of costs etc...

Marketing and Publicity

The aim is to provide directional ' Finger Boards' to indicate in particular where to find Shops, Church, Library, Information Boards, we have one at present. An Information Centre, we are looking at using Village Hall or Library.

We need a local Brochure to promote Billingshurst, to include retail outlets and services which can be found in Billingshurst.

Car Parking and Community Transport

Car Parking in Billingshurst has been high on the agenda and a bone of contention for some time now, which is well known. There has been a great improvement for the Library Car Park recently with the introduction of the disc system which now makes it easier to park in the Village.

It is proposed to review Jubilee Fields parking facilities and look at the possibilities of using this as a mini ' Park and Ride’ service linking in with community transport.

• Commuters - to the Station from 6.30am – 8.00am, Shop/Office employees from 8.00am – 9.00am. Following which the bus could be used to provide a bus service around Billingshurst (hop on and off) and a bus service to other local communities, using it again for the homeward journey of local employees and commuters later in the day.

The report provides good feedback on our community transport but says it does not go far enough.

HDC are looking to carry out a feasibility study on this initiative, this will be costly – to see how commuters etc will use it. At the end of the day this will need to be self funding.

6.2. Youth Projects - Denise Campbell:

We have, over the past 12 months tried to stay true to our Action Plan with regards to providing activities and opportunities for our young people. We have continued to develop existing projects and introduced some new.

TAG

This continues to be popular with a certain group of 13 to 16 year olds. During the winter months numbers regularly exceeded 35 which was quite challenging given the fact that a lot of the teenagers that come have behavioural problems and the Village Hall is not ideally suited for running a youth club from. TAG continues to flourish and is an excellent forum and platform to get to know the individuals that at other times, quite often, are disturbing other people.

YES project

In April of last year we launched a new project called YES which aims to primarily engage with the group of young people that come to TAG. It is a project that endeavours to promote community cohesion and self worth in the individuals. Initially, we ran the project as a pilot scheme for 6 months. It has proved so successful that we have decided to continue, supported with funding from Sussex Police, Saxon Weald Housing, Horsham District Council, and The Horsham Health & Wellbeing Fund.

We hope to be able to engage and invite more young people to become involved and from September we will be working more closely with the Weald School to attract young people the school feels would benefit from the experience that YES has to offer.

We are very pleased with the results this project has given. It is a project that deals with individuals, not groups, and as such its successes will always be more limited. It is a very challenging experience, but when it works gives great rewards. We believe we have broken down barriers and built bridges with quite a few individuals which can only be a good thing for all of us. I would like to say a huge thank you to Keith Brown who has worked very hard on this project to make it the success that it is. .

BilliRox

These have been suspended for several months, partly due to the repairs to the main hall in the Village Hall, and partly due to several key members of the crew moving on. Our aim is to start again with bi-monthly gigs in the autumn.

Our young people are desperate for this and there is no shortage of them coming forward to help fill the void created by the previous crew members moving onto University etc., however, we do need a nominal number of adults to come forward to oversee the event.

I have written a piece for the next PC Newsletter stating that without adult volunteers coming forward this hugely popular event for our young people will not start again. Sad though it is, I am not prepared to run this with the few adults that have so far said they would help. If you know anyone who might be willing to help I would really like to hear from them.

These types of events cannot run without volunteers. It would be a shame to lose this unique activity just because there aren’t enough adults willing to give up one evening every other month. We have to ask ourselves, how committed are we to providing activities for our young people?

All in the Community Partnership are very committed but, we cannot do it alone. It needs other volunteers from the community to come forward and support us.

General:

As well as organising activities and events we have been successful in securing funding (£11.5K) for the new five-a-side football goal posts and basket ball hoop on lower Station Road. This was much needed and judging by the worn out turf around and in between the posts they have been very well used.

In a similar vain, we are waiting for a decision from the Dept of Children & Families as to whether we have been successful in getting funding towards a multi court and youth shelter for the Old Cricket Field on Station Road. (£50K)

In conclusion I would like to mention briefly the proposed New Centralised Youth Facility.

In October 2008 we sent out a questionnaire to all year 7, 8 and 9 pupils (that is ages 13 – 15). This was a broad questionnaire asking young people what sort of activities and facilities they would like. An overwhelming majority that responded wanted a separate youth facility outside of, but close to the Weald School. This project is still in it’s infancy but John Griffin, who has agreed to run this project, will give you an update as to where we are so far.

There is so much more that we'd like to do for our young people. There is so much more that could be done. We will continue to work closely with other agencies that have an interest in young people such as the Weald School the Police, HDC Community Development and Crime & Disorder Departments and West Sussex Youth Services. We have excellent relationships with all of these groups and we are beginning to see the benefits of sharing information and concerns, and hope these partnerships continue to develop.

It is to all of our advantages to do so, and I have every reason to believe the provision of activities and support for young people in Billingshurst will continue to improve.

Centralised Youth Facility- John Griffin:

Our aim is to provide one facility for the youth of Billingshurst; currently we have TAG or the Weald. Many 13 -17 year olds are hanging around the streets which is not good as there is not enough for them to do.

We have taken our initial ideas to WSCC to seek feasibility of what we are trying to achieve and so far the response has been positive. We need to seek funding for this project before venturing into the next stage of planning.

89% of responses to the questionnaire sent to all 13 -15 year olds felt the facility should be near to the Weald School. They want somewhere to hang out, and somewhere for local live bands to perform, and they would like to use this weekly.

When asked about refreshments they would like simple hot food, energy drinks and a tuck shop. So far everything is looking positive from all areas.

6.3. Chamber of Commerce - John Griffin

By 2007 the Chamber of Commerce had fallen into disuse, membership stood at a stubborn half dozen stalwarts, no meetings were being convened, and there was no local business champion.

When a parking and clamping regime was introduced into Jengers Mead there was no cohesive ' voice' of opposition. In July 2007 Billingshurst Community Partnership set up a Steering Committee to' re-form' the Chamber of Commerce. A public meeting was called to formally establish the new Billingshurst Chamber in September 2007.

Initially the focal point for recruitment was the parking / clamping issue. The majority of High Street traders joined the Chamber, and membership currently stands at around 50 members. Attempts to extend the influence of the Chamber into the Industrial Estates have been spasmodic and now the formation phase is over, membership needs to be more representative and inclusive.

Our aims during 2009 are to:

• Consolidate active membership

• Reduce ' partnership' involvement
• Establish effective Chamber Committee
• Extend Chamber's ' reach' into non-retail businesses through intensive recruitment
• Improve Chamber's profile through effective PR/publicity
• Engage with WSCC/HDC business support functions
• Affiliate with other business groups as appropriate

This will provide businesses the opportunity to ' network’ ideas and services, use the Chamber as a source of data and information, improve integration into local events, and provide business to business promotional opportunities. It will also provide interaction with local authorities with potential Chamber access to strategic funding.

If all of this can be achieved, we will have a vibrant and thriving Billingshurst, with improved local businesses, a higher profile for local services with improved publicity and PR for Billingshurst as an economic ' hub'.

6.4. Elderly - Tony Burke:

The first half of the year continued as the previous year with an average of 33 people coming to enjoy their lunch and afternoon activities. In September we were able to re-introduce the chair exercises thanks to our newly qualified instructor Sandy Duck. I would like to say a big thank you to her, the helpers on the day, the minibus drivers and the pudding makers without whose help the lunch club would not be happen.

The winter months took a significant toll on our numbers with 15 regulars no longer able to come along due to illness, moves to residential care and sadly deaths. We are getting new members but this is a slow process. An Article is going in the next Parish News Letter and flyers have been sent to developments which are for older people.

7. Questions / Comments:

Q Metamorphosis - is this going to be different from the last time.

A. Last time the shoppers were anonymously asked to complete a questionnaire; this was another part of the project. This time metamorphosis will be concentrating on stock control and finance.

Comment from Amanda Jupp - With respect to the village regeneration it would be good to encourage people from other areas to come into Billingshurst. Parking is a problem generally across the county and we can't expand Billingshurst without first resolving the parking issues. I am willing to work with BCP to try to resolve these issues. The same goes for our problems with youth, when kids have nothing to do they get mischievous. So we do need to try to find a way forward. I want to get involved and help where I can.

8. Election of Management Committee Members:

Billingshurst Community Partnership Articles of Association state that if there are more than 18 nominations are received an election will need to be held.

ROWENA TYLER attending from AIRS acting as the adjudicator for the election, confirmed that as 18 nominations had been received there would be no need to hold an election; therefore all 18 nominees would be duly elected onto the Billingshurst Community Partnership Management Committee.

A copy of the voting form, with details of the nominees for the new ' Management Committee' is attached and will be placed with these minutes. *(Appendix 2).

9. Appointment of Honorary Officers:

9.1 Chairman:

John Griffin proposed Patrick Perks for Chairman this was seconded by Ken Johnson; and was agreed unanimous by the meeting.

9.2 Vice Chairman:

Patrick Perks proposed Denise Campbell for Vice Chairman this was seconded by John Underwood; and was agreed unanimously by the meeting.

9.3 Treasurer:

Patrick Perks proposed Tony Burke as Treasurer this was seconded by Helen Abbott, and was agreed unanimously by the meeting.

10. Appointment of 3 Directors:

1. Patrick Perks proposed the appointment of John Griffin as a Director of the Partnership; this was seconded by Keith Brown and was agreed unanimously by the meeting.

2. Patrick Perks proposed the appointment of Ken Johnson as a Director of the Partnership; this was seconded by Keith Brown and was agreed unanimously by the meeting.

3. Patrick Perks proposed the appointment of Sandy Duck as a Director of the Partnership; this was seconded by Keith Brown and was agreed unanimously by the meeting

11. Fixing of Annual Subscription:

Ken Johnson proposed the annual subscription will remain at nil; this was seconded by Denise Campbell and was agreed unanimously by the meeting.

12. Appointment and fixing of remuneration of the auditors:

Patrick Perks proposed the appointment of Roger Moore from Hilton Sharp and Clarke as auditor for BCP accounts, this was seconded by Ken Johnson and agreed unanimously by the meeting. The remuneration for this work will be nil.

13. Any other Business

Q. Is there any way the Partnership can influence the WSCC to enforce the speed limit through the high street?

Ans. PP: We can lobby, but items such as this need to remain with the BPC, HDC and WSCC

.KB: Through BAIT we can get a camera ourselves but we need to be prepared to also operate it ourselves. There are now sufficient volunteers to operate the -Speed Indicator Device (SID). Areas where SID is required have been identified. Once training has been given this exercise can start in the autumn.

Q. Have the parameters been set for Arts & Culture within the Partnership.

Ans. PP: No since there are no fixed parameters we will consider all ideas. What is

required is a project leader who will work with the Arts Council and local groups to

encourage live performances and art and crafts exhibitions at the village hall.

14. Date of Next AGM Meeting

This is to be advised.

14.1 Date of next Management Meeting.

Next Management Meeting is to be held on 17^th September 2009

There being no further business to discuss the meeting closed at 12.00pm

Title AGM Minutes dated 11th July 2009

Ref AGM / 2009

Owner P Perks

Author S Duck

Name P Perks

Role Chair, Billingshurst Community Partnership Management Committee

Release Date ……………………

Signature ………………………….