Billingshurst Community Partnership
Management Committee

PO Box 28 Telephone 07836 518 659
Billingshurst Facsimile 01403 785 396
West Sussex
RH14 9FL
Email Osprey @ btinternet.com

Minutes: Sandy Duck -SD

Patrick Perks opened the meeting by welcoming Nova Bridle to the Committee.

40.1 Declaration of Interest: - None.

40.2 Apologies for Absence:

Keith Barraclough, Geoff Lawes, Geoff State; Martin Kerr; Jason Russell.

40.3 Minutes of the Meeting held on the 12^th July 2007:

Approved

40.4 Matters Arising:

None

40.5 Financial Report:

AB reported very little activity. No money received during this month, £1,000 paid out on the following:

• Annual Insurance Policy to Action - Market Towns

• Room Hire - Village |Hall

• Contribution to BAIT news letter

• GIG

• Under Milk Wood

• Refreshments

Expecting to pay in the Bank approx £1,000 over the next few weeks. Under Milk Wood has proved a financial success with a significant profit from tickets and refreshments.

AB stated we need to set the budgets for next year, and he will be sending round the budget to all project leaders for comment by end of next week (20^th October 2007) as they need to be agreed and finalised for submission to the PC.

PP and AB to meet on Wednesday 17^th October.

AB proposed that as from next month he will only be providing a summary sheet covering income and expenditure for the month by project plus the comment section. He felt that copying the full financial report for everyone each month is proving to be such a waste of paper, as a full soft copy always accompanies each month’s minutes.

All project managers will receive a copy relevant to their project, and Tony is quite happy to provide full reports on request.

40.6 Projects:

40.6.1. Community / Youth / Elderly / Disadvantaged.

• Community: - Nothing to report

• Youth:

BilliRox: DC reported 'Gig on 5^th October went well but numbers were again lower than would like (99 in total including bands and crew).

Had a meeting with the crew and they would like to set up a BilliRox domain which will cost approx £25.00 and then an annual fee.

Looking to the future, we are actively looking to recruit members to train up, as 2 of the existing crew will go to University next year. Also one male adult had come forward wanting to get involved. Hopefully he will be CRB checked in time for the next Gig in December and will shadow Pete Steward (currently our adult techie).

TAG: DC reported numbers have gone mental over the past few weeks. We really need more space! Many of the group coming in are those we want and need to get off of the streets, but they are very disruptive and the evening can be quite fraught and stressful. New adult helpers are proving to be invaluable.

Street Dancing has been happening for the past 3 weeks during TAG. It’s proving very successful, and popular, with both girls and boys (although most of the boys want to disrupt). We are looking for a venue outside the VH on another night so we can set-up this activity independent of TAG. Need another helper to be at these sessions to support and assist Hannah Webb (dance teacher).

Table Tennis: Going well, but need to increase numbers.

Boxing: Some of the younger boys at TAG have requested boxing. DC is making enquiries. HDC will support this activity if it is viable to do so.

Youth Shelter & Ball Park: KBr and DC had a meeting with a rep from SMP (today) 11^th October. SMP will draw up a plan and submit a quote for the equipment we want. We will then apply for grant funding, probably through 106. Need then to wait for the PC to have plans drawn up and approved for the whole site before the equipment can be installed.

There is consensus on the committee that the ball park and shelter can go ahead as soon as planning permission has been approved for the whole site.

YES (Youth Enterprise Scheme): DC reported a preliminary meeting with Weald School 6^th formers, PP and KB has taken place to discuss a framework for this project and establish requirements. We will run as a pilot for 6 months before taking to the wider community. Hopefully we will have the pilot scheme up and running by January 2008. The intention is to administer and recruit through TAG initially, but if successful, a long term scheme could be run through the Weald School. HDC Safety in the Community team can provide some funding to get us started.

• Elderly: - AB reported still well attended, highest number we have had. He is putting together a budget for the future.

• Disadvantaged: - PS reported, Headway are currently advertising for a co-ordinator to help. The campaign against the downgrading of the local Hospitals is still going ahead.

40.6.2. Sustainable Hub:

Following the presentation by Les Amstead on 24^th September, the Parish Council have given their support.

40.6.3. Economy and Environment:

Chamber of Commerce: KJ reported this is now up and running, with the Constitution agreed and a committee formed. The first ‘committee meeting’ is due to be held on Tuesday 16th October 8.00am.

BilliLinks: KJ reported there is no worry about funding. WSCC have cut their transport team. HDC have picked this up and are running with it.

It has been agreed to continue. Funding is still there. Community Transport Scheme will take over. Lyn will be paid and extra hours have been agreed. However we will be charged with increasing the traffic through the scheme.

40.6.4. Tourism:

Finger Posts: Currently waiting for a quote, KJ felt that all ‘Market Towns’ should join together, however not all are as enthusiastic. The question is: do we go it alone using 106 funding? The cost will be in the region of £3 - £5,000. break down as follows:

• 5 finger boards- £100 each

• Fingers - £35 – 40 each

• Each letter - £4 - £5 per letter

• 2 Information Boards - £800.

• 4 Event boards- £800

KJ – There is evidence of lots of visitors and he feels it would be good to get them done.

AB – Can we obtain some sponsors which would defray some of the costs, for example Mallards sponsor Billingshurst Drama Group information boards. This will be explored.

Planning permission will be needed from PC.

All were unanimous that we should go it alone., and it was agreed that a paper should be put together and presented to the PC.

4.6.5. Village Regeneration:

Station: KJ reported that we have hit the buffers, and what we want will be factored into their plans not sure when.

KJ feels we will get no where and he feels this should now be brought in under the Sustainable Hub

.

40.6.6. Arts & Culture:

Under Milk Wood: This was hugely successful and justifiably so. Sold 98 tickets. Profit from this performance in the region of £200..

2007 Olympic Arts Project - 26^th April 2008

A proposal has been sent out to all main interested parties, PC BRSA, and Weald School, and is invited to a presentation to be given by Same Sky on Tuesday 30^th October at 7.30pm in VH. All are welcome.

The funding applications are ready to be sent off and the estimated total cost of this project will be in the region of £40,000. It is hoped that the funding for this project will come from the following sources:

• Foundation for Sports and the Arts £ 30,000

• Awards for All £ 10,000

Additionally the Billingshurst Community Partnership will be applying locally to the following for small amounts of money should we not be successful in getting all the money required from the above:

• Billingshurst Parish Council £ 1,000

• Police JIF Fund £ 2,000

• Horsham District Council Community Grant £ 1,500

• West Sussex Rural Arts Development Office £ 2,000

All agreed to support DC with the funding applications -

PP asked AB to check insurance policy, where would we stand if any damage was caused to the pitches, as we have a duty of care? Need to check with John Loxley.

AB agreed to check.

PP comment: there are, and will be issues to cover and sort out, therefore we need a working party to iron these out.

40.6.7. C4C

PP and J Gillard met with WSCC and their Solicitors, HDC and their Solicitors and WAKOOS and their Solicitors to thrash out the ‘Building Agreement’.

The outcome being that BCP is required to sign the Agreement. A copy of ‘The Building Agreement’ was handed out for all to read, and agreement by all to go ahead and sign.

PP advised that BCP will be holding the up front funding to the get the project moving.

The document needs to be amended in two places

Page 1

The agreement is made

BETWEEN

(1) Billingshurst PC ………

(2) WSCC

(3) C4C management committee …..

Addition - (4) BCP

Also point 3.9 needs to be amended.

SEEDA need to see all signed documents

PC holding up due to the lease and time is of the essence.

PP suggested a brief adjournment to give everyone time to read through the document before agreeing to sign it off. AB- Question does document state what responsibility each of the 4 parties are responsible for.

J Gillard established WAKOOS are the subtenant and over the next 3 years have to evidence to SEEDA that they are fulfilling what they said they would.

Timescales: Document will be released to WAKOOS Solicitors on Monday/ Tuesday 23^rd October. 4 – 6 weeks after the building agreement, documents must be signed by

WSCC – ground works

SEEDA – Modula building.

Final date for completion is 1^st May 2008.

Following the review of the Building Agreement, it was established there is nothing threatening in the document to prevent us from signing.

All agreed.

40.6.8. Sports & Recreation

DS – nothing to report

PP – has pleaded the case for 106 money, for the drainage work costs of £12,000.

Balance of the money needs to be obtained from other fund providers like SEEDA, and to qualify we need to have 10% in place. PC agreed to sponsor 10%.

40.7 Members of and reports from other organisations or affiliations BAIT:

There are 2 main issues currently under review:

• 1: CCT coverage for High Street, Station & Jubilee Fields.

All of which are a question of funding. To add 3 cameras onto the existing Virador management system will cost in the region of £3,000. If we could achieve this, it would be a deterrent in helping to tackle the type of problems we experienced throughout the summer.

E.g. the following was a result of working together for the benefit of the community.

One of the ring leaders was apprehended by CSO and Police a few times. He is 17 /18 year old youth from the Weald School. An injunction was placed against him banning him from Jubilee Fields. He went back to Jubilee Fields and was arrested and is now banned from Billingshurst. This is the first time Community Police, School, BCP and BAIT are working together, which is really good.

A question was asked on how the Security problem with Jubilee Fields was progressing. PP replied that they were all working closely with us over the next few weeks to review problems.

• 2 The proposed Bye Law:

This has been agreed by the PC who have included the banning of alcohol into the proposed Bye Law. It has now gone forward to the Secretary of State for approval and implementation. This will cover all of the given spaces in Billingshurst.

40.8 Action Plan:

SD reported that this was in progress and firming up meetings with HDC and PC to deliver their part of the plan. BCP Action plan is being re-worked to place responses under the relevant project headings for consideration.

40.9 Xmas Billifest - 1^st December 2007

Document attached, 'Introducing Billifest Latin Market' which has gone to all traders to promote forthcoming event.

A project team is now in place, and progress is being made with the work needed to ensure this is a success. Their next meeting is 1st November 7.30pm at VH. John Griffin has agreed to co-ordinate the day in Patrick’s absence.

BCP are working closely with Rotary as they will be having their Craft Fair on the same day, and the plan is to connect the two events with signage etc bringing it all together for one fantastic day

40.10. A.O.B:

None.

40.11. Date for the next meeting 8^th November 2007 at 7.30pm

Meeting closed - 9.30pm.

Title Minutes dated 26^th October 2007.

Ref 40

Owner P Perks

Author S Duck

Name P Perks

Role Chair, Billingshurst Community Partnership Management Committee

Release Date ……………………

Signature ………………………….

Those present

Apologies

BPC

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