Leyburn Town Council

Market Town & Gateway to the Yorkshire Dales

Minutes of the Leyburn Town Plan Steering Group Meeting

held Tuesday 14th November 2017 at Thornborough Hall, Oak room

 

Those in attendance: Ian Pace - Chairman, Sandra Charles, Karin Sedgwick, Sue Medley, Chris Grayell, Michael Hepper, Richard Sanderson and Marjorie Iveson.

New member - Derek Riley.

Frances Bainbridge – RDC

1. Apologies had been received from :-  Gillian Wall, Nigel Watson

2. There were no declarations of interest.

3. Minutes and Matters arising

 

The minutes of the previous meeting were approved by All for publication. 

Ian welcomed Frances to the meeting.

Frances agreed that we could return all of the resident’s surveys to her once input was completed for her to store and destroy appropriately at a later date. Meanwhile Richard will store them, when he has them all he will drop them off at RDC.
 
4. Project Plan

The workshop with Leah is booked for 7th December at 6.30 in the Oak room.

The project plans have been updated.


5. Budget

As we ran out of time the budget was not distributed, Sandra will forward by email.

 
6. Consultation

There are approx. 100 surveys left to be input. We have done extremely well to get so many done so quickly. Several of the group took some of Richard’s pile to help.

 
7. Press Articles

 Richard suggested that a note about the Business survey, showing the link and closing date be added to the latest article submitted for Leyburn Life.


8. Marketing and Communications

Sue had added a few comments taken from the Youth Survey to our Facebook page. We hope to add some from the Resident’s survey as soon as we can. They are all anonymous.
9. Survey

Frances had provided a summary of results from the resident’s survey,  paper copies were distributed to all.

There followed some discussion on the results. Various questions on how the data could be extracted were answered by Frances.

It was confirmed that we will be able to have graphs.

Narratives were not included in this summary yet as there were so many. Frances will produce a further summary of these narratives and each of us will ‘precis’ a couple of questions each into more readable data.

It is possible to trace back comments to the ‘owner’ if required.eg to offer help to those who cannot get to the library but wish to use it.

It is possible to break down answers by where people live, their age etc.

Frances will provide an advance list of volunteers to us – Q25.

Frances will forward a list of Leyburn household numbers for us.

It was agreed that the Business survey would be Online only – no paper versions will be distributed.

We intend to distribute the survey via emailling businesses – we need an up to date list of business emails. Frances agreed to ask for us and Ian would also ask someone.

The end date for completion of the Business survey was agreed as Monday 11 December.

A few further amendments were agreed for the business survey, Frances will make these adjustments and send us the revised version on Friday.

Sandra to send the Sandpiper logo to Frances for the Business survey.

Richard confirmed that he had made contact with Stephen re delivery charge but he has not provided an invoice yet.

 
 
11. AOB

Arrange Prize presentation.

Meeting ended at 9:15p.m.

 
 

 

 

 

Dates of Steering Group meetings 2017

12 December 2017

Dates for Tuesday Steering Group Meetings 2018

9th January                          13th March           8th May                 10th July

13th February                     10th April              12th June

 
 

 

 

 

 

Minutes of the Leyburn Town Plan Steering Group Meeting

held Tuesday 10th October 2017 at Thornborough Hall, Oak room

 

Those in attendance: Ian Pace - Chairman, Sandra Charles, Marjorie Iveson, Chris Grayell, Nigel Watson, Keith Garrard and Richard Sanderson.

Gillian Wall – Stronger Communities NYCC

 

1. Apologies had been received from :-  Michael Hepper, Karin Sedgwick, Sue Medley and Chris Lawton.

 

2. There were no declarations of interest.


3. Minutes and Matters arising

 

The minutes of the previous meeting proposed for approval by Chris Grayell, seconded by Richard Sanderson and approved by All for publication. 

Ian reported that he had received a resignation letter from Perry Gardner, Ian said that it was regretful that Perry had resigned and reminded the group of how much effort Perry had put into the early stages of the survey and his contribution, we wish him well.
 

4. Project Plan

Nothing new to report, Sandra had distributed possible workshop dates to the group and Tuesday 21 November seemed to be first choice. She has provisionally booked Thornborough Hall for the evening (N.B Leah has since notified us that she is no longer available on this date)

5. Budget

Copies of the latest budget sheet updated by Sandra from invoices received was distributed to everyone. There has been little new expenditure added, we are still to pay for the survey delivery and some survey prizes.

 
6. Consultation

Data input of the survey responses was discussed, Sandra to contact Frances re gaining the list of Free Coffee winners, finding out when we will have access to start inputting the completed surveys. Sandra informed the group that Frances has some holiday coming which may delay things.

Sandra informed the group that we were having trouble in getting the schools to confirm that the Google Form Youth Survey was received and works, she had chased both schools by phone and email. Keith volunteered to chase the schools again.

7. Press Articles

The response to the survey has been very good so it was agreed that we should thank everyone. Nigel agreed to pen a short article of Thanks for the next Leyburn Life issue.

Sandra will forward it to the Editor.

8. Marketing and Communications

The Facebook campaign had quietened down as the closing date for completion arrived. We need to start a new campaign to retain interest, maybe some anonymous snippets from data collected. Chris L and Sue to discuss. We will need a campaign for the Business Survey.

9.  Survey

To date we have received 648 surveys, this includes the online surveys. A very good amount.

Richard will collect any remaining surveys and the boxes on Wednesday.

Thursday 12th October – Sandra, Ian and Richard will meet to sort the survey into those with contact details and those without. We can then number them ready for them to be entered into the Prize draw.

We need to know from Frances the final Online number and how many have contact details.

There then followed a discussion on the draft Business survey. A few amendments were suggested including an additional question. Sandra will forward all the amendments to Frances.

It is intended that we will email the link to the survey to as many local businesses as possible.

Marjorie is happy to visit some businesses to encourage participation.

We discussed how best to collect paper surveys and it was agreed that a box at Barclays and the Coop would suffice. We need to ask Barclays.

We will also offer a collection service if businesses contact us via our email.

We will require approx. 300 paper copies, we will ask Chris Lawton to obtain a quote for printing costs.

We will need posters to advertise the Business survey and a Facebook campaign.

 

 
 

10.  Lessons Learnt and Successes

The residents survey seems to have been very well received and a success, we are looking forward to seeing the feedback.

 

11.  AOB

Meeting ended at 8:30 p.m.

 
 

 

 

 

Dates of Steering Group meetings 2017

14 November 2017          12 December 2017

Dates for Tuesday Steering Group Meetings 2018

9th January                          13th March           8th May                 10th July

13th February                     10th April              12th June

 
 

 

 

 

 

 

 

 

 

 

 

 

Minutes of the Leyburn Town Plan Steering Group Meeting

held Tuesday 12th September 2017 at Thornborough Hall, Oak room

 

Those in attendance: Ian Pace - Chairman, Sandra Charles, Sue Medley, Karin Sedgwick, Keith Garrard and Richard Sanderson

1. Apologies had been received from:-  Nigel Watson, Perry Gardner, Michael Hepper,      Marjorie Iveson, Gillian Wall and Chris Lawton.

 

2. There were no declarations of interest.

3.
Minutes and Matters arising

 

The minutes of the previous meeting proposed for approval by Richard Sanderson Seconded by Karin Sedgwick and approved by All for publication. 
 
4.
Project Plan

Nothing new to report, Sandra to follow up workshop with Leah and ask for

alternative dates.
5.
Budget

Copies of the latest budget sheet updated by Sandra from invoices received was distributed to everyone.

Printing costs have been added. Purple creative used a build up of credit to pay the £180 for design assistance with the resident’s survey.
6.

 
Consultation

Nothing to report in this heading
7.
Press Articles

We need to have an article ready by 15th of this month if we want something for the next Leyburn Life, with Nigel away this would not be possible. We are having some banners printed to remind everyone to complete the survey.
8.
Marketing and Communications

We need to start a new media campaign now aimed at reminding people to complete a survey. Ian has some ideas for photos. Sue would liaise with Chris L

Banners have been ordered.
9.
Survey

Karin had delivered surveys to the whole of Harmby and Spennithorne. She had also delivered boxes of surveys for house delivery to Bellerby & Middleham.

Sandra informed the group that Perry had confirmed delivery of  surveys to all households in Preston under Scar.

Sandra had delivered a box of blank surveys to the Three Horseshoes in Wensley and they will pass some across for the Village Hall.

Sandra has been refreshing the supplies at all of the shops in Leyburn.

The survey distribution had been a lot slower than expected but most of Leyburn did seem to have received a copy.

Sue volunteered to deliver Moor Road for us as this had been missed.

Ian said he would deliver blank survey forms to Middleham, Redmire and West Witton.

Sandra volunteered to collect completed surveys from the boxes in Leyburn and take them to Richard’s shop for him to get to Frances at RDC.

The initial launch has gone very well. Keeping track of how many online surveys being completed is limited to Frances sending an email once a week because of the days that she works.

The first week up to Thursday a total of 57 had been completed.

The Youth survey format was discussed and a few amendments agreed.

Sue will make these changes via Google Forms and then email Karin so that she has all the information and relevant questions to ask the schools about how the data will be collected etc

There was a discussion on how the 2 prizes for the schools could be given, Karin and Michael will discuss this with the schools.

It was agreed that we should work to having the Youth survey completed before the October half term.

A copy of the draft Business survey prepared by Richard and Keith was passed around for discussion. Various suggestions for improvement were made, Richard will make these amendments and then forward the survey to Frances for her to create an electronic version.

 

 

 

 

 
 
10.
Lessons Learnt and Successes

The media campaign on Facebook has been a success and created a lot of interest. We need to do the same again for the remainder of the time left for completion of the surveys.
11.
AOB

Meeting ended at 8:35 p.m.

 
 

 

 

 

 

Dates of Steering Group meeting 2017

10th October 2017             14 November 2017          12 December 2017
 

 

 

 

 

 

 

 

Minutes of the Leyburn Town Plan Steering Group Meeting

held Tuesday 11th July 2017 at Thornborough Hall, Oak room

 

Those in attendance: Ian Pace - Chairman, Rev Michael Hepper, Richard Sanderson,

Cllr Karin Sedgwick, Marjorie Iveson, Chris Grayell,  Keith Garrard, Nigel Watson.

Gillian Wall – Stronger Communities NYCC.

Guest - Philip Holder representing the Leyburn Neighbourhood Plan

 

1. Apologies had been received from:-  Sandra Charles, Rev Chris Lawton, Perry Gardner.

 

2. There were no declarations of interest.

 

3.
Matters arising

 

The minutes of the previous meeting were proposed for approval by Chris Grayell, Seconded by Marjorie Iveson and approved by All for publication. 
 
4.
Survey

 

We have only six weeks to turn the survey around! 

We need to finalise the questions and then send them to Purple Creative.  (Frances has affirmed that her system will not cope with the graphic design.) Chris has been trying to shorten the online version. 

 

Countdown in the market square needs to be actioned.

 

Richard has emailed out the photos of old Leyburn market square.   Need a past present, future sent through to Purple Creative.

 

Quotes and time scales for printing.  Need finalised printing quotes – County Print, Purple Creative or another?

 

Monday 2nd October is the completion of survey deadline.

2nd – 9th October is the period for collection of completed surveys.

 

To ensure all of the above we need to meet on a weekly basis. 

Suggested next Tuesday morning at Penleys for the first of these at 9:00 a.m.

 

 

Gillian had emailed Ian about the findings resulting from the test survey which had revealed that there was insufficient information about non-users of the

Library.

It was suggested that Gillian’s question about the Library use should be

substituted.

Do you currently use the Library Yes/No? If  yes, go to second part of question – • Don’t need the services offered,

• Didn’t know there was a library\

• Opening hours don’t suit me

• I would like to use the Library but can’t get there.

• Other

Also Gillian flagged up that there has been little participation from those under 45+ so we know little about what young people actually want

Prizes - £100 voucher from Milners 50/50

£75 – Campbells 25/25

£50 – Sandpiper – the restaurant will provide a bottle of wine

Wensleydale Railway Cream Tea – action Karen

Forbidden Corner – two sets of tickets for two

 

Collection of the Survey is easier in small villages but in Leyburn we cannot knock on every door.  The Survey will request people to return it to specified collection points:  Hewsons, Leyburn Medical Practice, Leyburn Town Council Office, Kirkwood.

 

Credit to be attributed on Survey to North Yorkshire County Council. ie.  “Survey funded by NYCC.”

 

It was noted that questions now read from positive to negative.

 

The Questions were revisited with the following changes noted:

Question 7 Maintenance of The Town Square to be taken out of bold print.

 

Question 9 Extended speed limit zone

 

NB Tourist Information Office is now closed  - perhaps the Library can house this temporarily.

 

Dates

Completed Survey must be received by Monday 2nd November

The Draw will take place on Monday 6th November

The winners will be notified by Monday 13th  November.

 

Further information about Leyburn Town Plan can be found at: need Website address adding.

 

Digital Countdown needs finalizing – Posters still to be prepared.

For FaceBook, still three photos to be taken – Karin and hens, Trixie Walker and Rishi Sunak.

 

Posters will give information about dates and where the surveys can be

Obtained, what the prizes are.  This information can be gleaned from the Survey.

 

Counter needed to log the online surveys as they come in to ensure that the first 100 entrants get their free coffee.  Katie’s, Hornblowers, Penleys 
Youth Survey

Leyburn Youth Questionnaire will be on line.  Schools finish soon so we need to contact them urgently and find out what they require. Can they put a series of questions on line for us in Google form?  Straight questions, tick boxes?

Leyburn Primary School Survey may need to be simpler than the one used by Wensleydale School.  Have we time for this?

 

Some sample surveys based on similar surveys used elsewhere were looked at.  Suggestions were invited.   It was clear that a volunteer was needed to refine the survey for the schools prior to the pupils’ return in September.

 

Business Survey

This will be undertaken personally by members of the Steering Group. 

Businesses randomly picked in Leyburn and surrounding area.

Will be a good test of the economic climate.

The question about the Bid is a bit controversial since a successful Bid can affect everyone’s business rates and some businesses which did not vote for it can feel aggrieved at having to pay more. Decided to leave this question out.

 

Should the disc parking question be prefaced by an explanation that this would free up spaces for clients coming in from the outlying areas and therefore

benefit the businesses? 

 

“Add if possible” to the question about the Town Council taking over the long-stay car parking.

 

Entry Tickets needed for Wensleydale Show
 
5.
Budget

 

No change apart from some costs incurred with Purple Creative

Dog Pooh Bin, coming via LTC.  The question is who will pay for it.  We cannot really justify paying for this from the Steering Group budget.

 
6.
Lessons Learnt and Successes
7.
AOB

 

Meeting ended at 8:50 p.m.

 
 

Dates of 2017 Steering Group Meetings                            

8th August 2017                       10th October 2017                   12th December

12th September 2017               14th November 2017

For those who can, weekly meeting in Penleys – first meeting next Tuesday, 18th Meeting                   

 

Minutes of the Leyburn Town Plan Steering Group Meeting

 

held Tuesday 8th August 2017 at Thornborough Hall, Oak room

 

 

Those in attendance: Ian Pace - Chairman, Rev Michael Hepper, Chris Lawton, Richard Sanderson, Cllr Karin Sedgwick, Sue Medley, Marjorie Iveson, Chris Grayell, Sandra Charles and Keith Garrard.

 

Gillian Wall – Stronger Communities NYCC.

 

 

1. Apologies had been received from:- Nigel Watson & Perry Gardner.

 

 

2. There were no declarations of interest.

 

3.

Minutes and Matters arising

The minutes of the previous meeting were proposed for approval by Chris Grayell, Seconded by Chris Lawton and approved by All for publication. 

 

4.

Project Plan

Copies of the updated Project plans were distributed and we went through each one.

Gillian suggested that we arrange a workshop with Leah for later in the year, Nov/Dec to help us go through the data collected in readiness for preparing the Town Plan report.

Francis has sent an electronic version of the survey for us to test, she is testing various formats – eg phone use, pc use.

5.

Budget

Copies of the latest budget sheet updated by Sandra from invoices received was distributed to everyone.

Printing quotes have been received by Chris Lawton.

Printing costs may be slightly more than our budgeted figure because of the design work.

6.

Consultation

Nothing to report in this heading

7.

Press Articles

Nigel had written an article for inclusion in the next copy of Leyburn Life. A small amendment was agreed.

8.

Marketing and Communications

Chris had launched the ‘coming soon’ survey campaign which was being very well received. Ian thanked Chris for his efforts.

Chris suggested that we have some banners made to advertise the survey coming. Everyone agreed that this was a good idea.

Ian had received some feedback regarding size of posters required, mostly A4 size was wanted in favour of A3. Ian will distribute posters to the Notice boards.

Re attendance at the Agricultural Show, it was agreed that those few attending would purchase their tickets.

9.

Survey

Copies of the latest version of the survey with amendments from the last meeting incorporated were passed to all.

We went through the whole survey and further changes and amendments were agreed.

It was agreed to meet the following Wednesday morning at Penleys to review the survey with new amendments included.

We are aiming to start delivering surveys Tuesday 5 September.

The coffee shops have been approached to hold some stocks of paper surveys to encourage people to complete whilst they are in the shop.

Sandra has purchased boxes to be used to collect completed surveys in

premises agreed.

 

10.

Lessons Learnt and Successes

Ian thanked Chris for his successful launch campaign, endorsed by all of the group.

11.

AOB

Meeting ended at 8:45 p.m.

 

 

 

 

 

 

 

Dates of Steering Group meeting 2017

12th September 2017      10th October 2017             14 November 2017          12 December 2017

 

 

 

 

 

 

 

 

Minutes of the Leyburn Town Plan Steering Group Meeting

 

held Tuesday 9th May 2017 at Thornborough Hall, Oak room

 

 

Those in attendance: Ian Pace - Chairman, Rev Michael Hepper, Richard Sanderson,

 

Cllr Karin Sedgwick, Marjorie Iveson, Chris Grayell, Rev Chris Lawton, Keith Garrard 

 

Gillian Wall – Stronger Communities NYCC, Perry Gardner and Phil Reed.

 

 

1. Apologies had been received from:- Sandra Charles, Nigel Watson,

 

 

2. There were no declarations of interest.

 

 

3.

Matters arising

The minutes of the previous meeting were proposed for approval by Chris Grayell, Seconded by Richard Sanderson and approved by All for publication. 

 

4.

Review of Survey

Preamble

Generally, the Steering Group felt that the appearance of the Survey was dreary.  Purple Creative are looking at the layout with a view to making it more attractive by adding some colour.

The Font size was felt to be too small.  The grey background makes it difficult to read.

The booklet needs to be in A5 format to fit into ‘Leyburn Life’ – this will ease

distribution.  An extra page would make a considerable improvement to the text size - 16 pages instead of 12 pages.

Ian noted that we cannot meet the Leyburn Life deadline.  It is important to get it right rather than rush it out.  Aim for the June deadline.  All Agreed 

2,500 copies to be printed.  ‘Leyburn Life’ will distribute 1,500 copies, leaving an extra 1,000 for the surrounding villages.

15 pages, with double-sided printing would cost about £279 for 1000

It was suggested that we offer a cup of coffee for 1 in every 10 people completing the survey on line.

Survey Reviewed Question by Question

Opening paragraphs

Remove “Survey For Residents and Users.”  Replace with “Those who live, work and play in Leyburn”

The Action Plan needs to be set out near start - Better place to live and work and more welcoming to visitors.

We can omit the fact that the survey is going to every household

Fund-raising bodies as well as grants.

It needs either a Logo at the top - or a series of 3 photos - Old Leyburn, Current Leyburn, Future Leyburn - using the same view.  Photos should be digital.

Leave out the second paragraph including “If you want to receive details ..”

Take out the code (bottom right) since these are no longer used.  Use a shortened URL in its place.

For further information - contact to be changed from Ian Pace to the Town-led Plan email (@google mail)

Towlers (Hewsons), Kirkwood Hall, the Town Council Office, Milners and the Coop to be included in the list of drop-in places for the survey.  Mole Valley Store was also mentioned as an alternative to the Auction Mart. 

.  Remove the Pharmacy

Discussion of Questions

Question 1. seems to be the wrong question to begin with - too personal. There can be confusion over affordable housing - cheap housing for first home buyers - and Social  Housing for those who will only be able to rent. 

Put Question 1 after question 10  (see below)

275 is probably more accurate than 215 new homes.

Question 2. to be removed.  More in line with a neighbourhood plan.

Question 3. accepted

Question 4. What value is this if there are many different answers?  The Library Survey was insufficient. 

Question 5. Omit column, “No opinion” since this serves no purpose.  

Change all columns starting from Not Important through to Very Important in each case.

Question 6. Omit

Question 7. Accepted

Question 8.  Reword - “What services have you seen in other similar-sized communities that would really benefit Leyburn?”

Question 9. Accepted  Remove “no opinion” / “don’t know” from all questions

Question 10.  Keep to three columns throughout,  Dissatisfied as first column, satisfied, the second column and Very satisfied.

(Question 1 introduced here)

Question 11. Three columns (as above) Not important, Important and Very

important.  

Question 12. “Extended” speed limit might not be understood by everyone.  (Needs stress-testing to see if this works.)

Question 13.  Keep to three columns as above.  Dissatisfied as first column,

Satisfied as the second column and Very satisfied as third column.

Question 14.  Omit “No opinion”.  Start with “Not used”, followed by “Not

important” etc. 

Wensleydale Railway to be included. 

Do people know the difference between taxi services and private hire?  There are none of the former in Leyburn so omit Local Taxi Services from the list.

Question 15. Include Park and Ride.  Add in the sentence: “With this in mind, which one of the following options would you favour?” 

Question 16. Rearrange the order - Too high, About right, Too low.  

Question 17.  Not important, Important, Very important.  Add, “in the town

centre”.

Question 18. Remove altogether.

Question 19. Five columns -  “Not important,” “Important,” “Very important,”

“Attended,” “Bring friends”

Remove “Do you visit these events?” and “Do you bring friends to these events?”

Question 21. to precede Question 20

Question 22. Remove this question.

Question 23. & Question 24  Accepted.

Add in another question (after Question 24) - “Please specify any other

facilities/activities you would like to see for families in Leyburn.”

Question 25. Not important, Important, Very important. 

Change “distance” to “Time taken to get to hospital”

Question 26. Take out e.g.. (and  only one question mark needed).

Question 27. Take out N/A

Question 28. Take out ‘No opinion’.  Change to “Would you like to see more

apprenticeships for young people?”

Question 29. Accepted  but leave out “No opinion” and “May be”

Question 30. Accepted but remove “May be”

Questions 31 - 34. Accepted

Questions 35 -40.  Accepted.

Question 41.  If employed, which sector do you work in?

Questions 42-23. Accepted.

5.

Report

Received the Report from Rita (Tees Valley Rural Community Council)  plus the

Invoice for £666.15 made up of 3 days attendance at launch events, data analysis and written report - £600 - plus travel at 0,45p per mile for 147 miles) £66.15.

6.

Posters and Banner

Posters were passed around for approval in both A4 and A3.  

Marjorie to pay for a banner and pass the invoice to Ian. (£50)

7.

Social Media Campaign

Social media campaign will be launched for a month and information sent out day on day.  This can be scheduled beforehand.  Good ideas and photos are needed.

Stories that include well-known people are particularly successful.

8.

Lessons learnt and Successes

9.

AOB

Meeting ended at 9:15 p.m.

 

 

Dates of 2017 Steering Group Meetings                            

13th June 2017             8th August 2017                       10th October 2017     12th December

11th July 2017              12th September 2017               14th November 2017               

 

 

Minutes of the Leyburn Town Plan Steering Group Meeting

 

held Tuesday 13th June 2017 at Thornborough Hall, Oak room

 

 

Those in attendance: Ian Pace - Chairman, Rev Michael Hepper, Sandra Charles, Marjorie Iveson, Chris Grayell, Karin Sedgwick &  Rev Chris Lawton.

 

Gillian Wall – Stronger Communities NYCC

 

 

1.Apologies had been received from:- Perry Gardner & Nigel Watson. Richard had messaged that he would endeavour to arrive later. We had not heard from Keith.

 

 

2. There were no declarations of interest.

 

 

The minutes of the previous meeting were proposed by Chris G, seconded by Chris L and agreed by everyone as a true and accurate record.

 

 

3.

Matters arising

Ian informed the group that he had received a letter of resignation from Phil Reed, Phil was standing down due to illness and family commitments. Ian has sent a thank you letter to Phil for all that he has done for the group.

4.

Project Plan

Sandra apologised for not providing an up to date Project Plan, it will be updated and distributed by the end of the month.

Ian gave a brief update on a meeting held on 30 May at Penleys. Sue Medley has agreed to join the Marketing sub group to assist with the social media.

Ian had received and email from Perry regarding Moles having a survey collection box but we should forward a letter so as to show a professional approach. After some discussion Ian suggested that he would visit the shop and speak to the manager.

The recent litter pick in town had been well attended despite it being a miserable day.

5.

Budget

The Statement of costs to date had been distributed to the group, Ian went through the budget. There are a couple of areas where we will not use all that has been allocated and it was agreed that we should move a proportion to the marketing heading.

6.

Consultation sub group

7.

Press Articles

8.

Marketing and Communications sub group-

The marketing sub group had subsequently met and have produced a superb ‘countdown to survey’ poster. It was agreed that these should be displayed in a couple of shops and on the market notice board , Ian volunteered to change the countdown number daily on the poster to be displayed on the market square notice board. It will be displayed at the beginning of July with the countdown to our 1st September launch. Sue will be doing a ‘have you completed the survey yet’ campaign in September and Perry is going to research how other towns have driven interest in their surveys to see if we can get ideas.

FB and Twitter will be used to advertise the survey.

The poster template has been received from Purple Creative, Ian showed us some example wording he had tried out and everyone is encouraged to come up with more ideas for wording on posters to cover – coming – complete the survey – only x days left etc.

It was agreed that offering a free coffee to the first 100 electronic completed surveys was a brilliant idea and could be a great marketing tool. Gillian encouraged us to follow closely quantities of survey completion so that we can tailor our marketing appropriately, boosting FB etc We may need to door knock to encourage completion.

Leyburn apathy was discussed and various ideas were mooted on how to approach this, possibly use a cartoon character?

Printing costs will be looked at by Chris L although he cannot get firm figures until we know the final number of pages. He will obtain 3 quotes.

Chris L and Michael are happy for us to advertise the coming survey at their stand which will be at the Leyburn Agricultural Show in August, it was agreed that this would be a good thing to do. We need to obtain a few tickets for the day. Volunteers will be needed on the day.

Marjorie is happy to have some posters advertising the survey at her photograph exhibition at the 1940’s weekend which will be in the Methodist Hall all weekend.

We can have our Town Plan banners displayed there too.

Michael and Karin were asked if they had recently been in contact with the schools, we want to retain their interest running up to the survey issue.

Karin will update the primary school on the current situation with dog waste bins as this was an issue they had raised with us.

There are now likely to be more dog waste bins available, Leyburn Council should re apply for one, Sally Dixon has recommended we do this and request bins for the new housing estates.

Are we sure that Richard and Nigel are working on the electronic short surveys for the schools? Gillian has a couple of questions on using the library that she would like inserted into the Youth surveys.

Marjorie will have a display in the Methodist Hall over the 1940’s weekend which will have many old photographs of Leyburn and history. Marjorie was reminded to forward her invoice for the advertising banner to Ian for reimbursement.

9.

Survey

We discussed what length of time we should give for completion of the surveys. It was agreed that by allowing a month we would be able to use Leyburn Life to remind people to complete it. Therefore the final completion date would be by the end of the first week of October (Friday 6 Oct)

We must have the surveys printed by 22 August in order to meet the Leyburn Life distribution deadline.

We still need Richard to confirm which Prizes he had sourced, this is now v urgent  as the details are required to be entered onto the survey.

The Youth survey was discussed, was it on track to be issued at the same time as the main survey?

10.

Lessons learnt and Successes

Having a good campaign now in place for advertising the coming survey is an encouraging achievement together with the excellent idea of offering free coffees for the first 100 electronic surveys completed.

11.

AOB

Richard had not been able to attend so there was no update on the survey progress with Francis. As we had completed all other business the meeting closed at 8.20 pm

 

 

Dates of 2017 Steering Group Meetings                            

11th July 2017                          12th September 17     14th November 2017

8th August 2017                       10th October 2017       12th December 2017   

 

Minutes of the Leyburn Town Plan Steering Group Meeting held Tuesday 11th April 2017 at Thornborough Hall, Oak Room

Those in attendance: Ian Pace - Chairman, Richard Sanderson, Karin Sedgwick, Marjorie Iveson, Nigel Watson, Chris Grayell, Rev Michael Hepper, Rev Chris Lawton, Keith Garrard and Sandra Charles.Gillian Wall – Stronger Communities NYCC

Apologies had been received from:- Perry Gardner and Phil Reed. There were no declarations of interest.

Matters arisingThe minutes of the previous meeting were proposed for approval by Karin, Seconded by Michael and approved by All for publication.

Project Plan Sub Group
Nothing to report. It was agreed to concentrate on going through the draft survey at this meeting.

BudgetJulie had not had the time to update the budget spreadsheet fully, a basic list had been received which includes the amount spent to date and Sandra would update the budget asap. Sandra will now do this every month based on data received from Julie.

Consultation sub group
The Consultation group had not had a recent meeting, Phil had confirmed that the library had agreed to have a survey collecting box and had sent through details of boxes we could purchase.

Press ArticlesNothing to report.

Marketing & Communications sub group
The 2nd marketing media training session is set up for Monday 8th May. It will be held at Purple Creative premises, start time is 7pm. There is room for more people, if you wish to attend please notify Sandra or Chris by Thursday 4 May. Chris was asked to ask Purple Creative to design posters for us to advertise the survey – coming soon, where the collection points are, last few days. Perhaps the ‘last few days’ could be a strip which we could fix across the posters? We need these posters urgently. Facebook - Chris asked if we could think of some subjects/posts that would engage our audience like the old photo had done. It is important to keep people interested.

Survey Sub Group
The Final version of the survey will need to be completely ready for distribution by the 22nd May if we want to have it distributed via Leyburn Life. Trixie has suggested that we meet at Thornborough Hall to fold and put inside Leyburn Life, Julie & Mary have offered help with this if required. Ian distributed printed copies of the revised draft survey. Richard informed us that he has sent a copy to Purple Creative to request a costing for design and printing. He has also sent a copy to RDC requesting the same thing. Purple Creative confirmed that they would do Design only. Richard informed us that the draft survey has been sent to Francis for her comments and input, he reminded us that she works part time. We went through the draft survey in sequence, Nigel will make the amendments. There followed a short discussion on the practicalities of going house to house to chase up completed surveys. Although this is a time-consuming thing to do it could make a huge difference to the numbers of completed surveys we would get. It was therefore agreed that we would try to do this. We will each need to cover sections of Leyburn, Ian suggested bringing a map to our next meeting for this purpose. We discussed where to have collecting boxes for completed surveys, we decided not to have too many, CoOp, Towlers, Campbells, Medical Centre, Library, the Town Council letter box and Kirkwood Hall would be sufficient. Nigel had confirmed at our last meeting that the Medical Centre are happy to have a collecting box. Phil had confirmed that the Library will have a box. Chris L suggested that we try to use Middlehams ‘The Bridge’ for distribution. Richard said that he knew someone that he could ask for us .Richard confirmed that Francis will create our online surveys. There had been some progress on gathering prizes as incentives for completion of the survey, Karin has obtained x2 Family Tickets for The Forbidden Corner and will chase up Wensleydale Railway again. Richard will approach some of Leyburn’s restaurants for either a meal voucher or deal. Keith agreed to provide a £100 voucher for use in Milners if we paid £50 for it. Nigel proposed that we accept this offer, Michael seconded, Keith abstained from voting as he had a declared interest, the whole group voted in agreement to this. Richard would approach Serendipity Interiors and Campbells to ask if they would do a similar thing for us, maybe provide a £50 voucher if we pay £25.It was agreed that the paragraph on data protection should go at the end of the survey. Sandra was asked to forward the relevant wording which had been provided by Leah a while ago onto Nigel. The order of the importance boxes was queried, it was decided that Francis was the best person to advise us if they need to be ordered Left to Right or Right to Left. It was agreed that ‘the town’ should be changed to Leyburn throughout the survey. It was agreed to re order some of the questions to make answering them more logical. Gillian advised us that the data protection paragraph would cover us asking for volunteer contact details. It was agreed to move all of the sections about volunteering to the end of the survey providing a list of all volunteering opportunities and remind people to provide contact details. Michael and Chris L asked if the Good Neighbour scheme could be added to the volunteer opportunities list, Nigel agreed to do this but requested some background information on the scheme. There was some discussion over the wording on car parks and parking schemes. It was agreed that the RDC car park would be more easily recognised if labelled as the Leyburn Long Stay car park. Nigel was asked to double check car park charges effective as of 1st April 2017. Ian suggested that a small working group should agree the changes discussed today and sign off the survey within 2 weeks’ time. This was proposed by Chris L, seconded by Karin, everyone agreed.

Lessons learnt and Successes
Nothing discussed.

AOB Sandra asked about the survey testing group, were they to test this version or wait for the Final version? It was agreed to wait for the Final version but it would have to be a paper version therefore we would need addresses to send it out. Chris G informed us that he was going to see a sign writer re his project for improving Leyburn signage.

Dates of 2017 Steering Group Meetings

9th May 2017 13th June 2017 11th July 2017 8th August 2017 12th September 2017
10th October 2017 14th November 2017 12th December 2017

Minutes of the Leyburn Town Plan Steering Group Meeting held Tuesday 14th March 2017 at Thornborough Hall, Oak Room

Those in attendance: Ian Pace - Chairman, Karin Sedgwick, Marjorie Iveson, Nigel Watson, Chris Grayell, Rev Michael Hepper, Richard Sanderson and Sandra Charles.

1. Apologies had been received from:- Gillian Wall, Perry Gardner and Chris Lawton.
2. There were no declarations of interest.

3. Matters arising The minutes of the previous meeting were approved by All for publication.

4. Project Plan Sub Group
There had not been a meeting since February, they are due quarterly. The group went through each of the Sub group Project Plans. Printing cost estimates are required.

A reminder that the business surveys will need to be individually delivered so that we can assist and encourage completion.

Distribution via Leyburn Life – what is the deadline to get to Trixie?

It was agreed to ask Purple Creative to come up with some visuals for the surveys to make it appealing. To ease the burden on Chris it was agreed that Richard would approach PC about this.

Nigel informed us that the Medical Centre had agreed to put up posters advertising the survey and they will also be happy to have a collecting box for completed surveys.

Do we know how many people Francis will need to help with input of the completed surveys?

There was a discussion on how we can boost interest and remind people to complete the surveys. Karin suggested that we follow up posters with “last few days” sign attached across existing poster, it was agreed as a very good idea. We can also ‘boost’ our Facebook postings.

Marjorie mentioned how helpful a new shop owner in Middleham was and it was agreed that the shop was a good place to advertise and have a collecting box. Marjorie has nearly completed her write up on Leyburn history ready for inclusion in the Town Plan report. It could be longer than 2 pages as it is difficult to reduce down without cutting some of the history out altogether.

It was agreed that an old photo from the many collected together by Marjorie would be ideal for the front of the surveys. Marjorie will forward a few electronic copies to Purple Creative for them to select one. Ian requested that the Prizes to be offered for completion of the surveys be confirmed to the group at our April meeting.

5. Budget
We had not received an updated Budget spreadsheet due to Julie being on holiday but we have not spent much more than last month.

6. Consultation sub group
The Consultation group had not had a recent meeting, no update had been received from Phil.
7. Press Articles The article prepared for the March issue of Leyburn Life was forwarded in good time for publication but we were notified that the March issue was already full therefore it was not published. Sandra posted the Article onto our Facebook page. It was agreed that Nigel would prepare and Article for the May issue of Leyburn Life based on the successful Leyburn litter pick. 7 members of the Steering Group had attended.

8. Marketing & Communications sub group
Chris was not able to attend this meeting due to illness. Marketing training with Purple Creative – the session set up for 2nd March had been cancelled at the last minute due to people being unable to attend. New dates have been distributed to the group, a final choice of date by Chris is required. Chris spoke at the last Town Council meeting about the children’s request for more Dog Waste bins. Karin updated the group on feedback from the Dog Warden – the Dog Waste collection scheme is at full capacity and therefore no further Dog Waste bins will be allowed. However, stickers have been provided to inform the public that dog Waste can be put into all waste bins. Karin will take some of these stickers into the school and let them know why they won’t be seeing any new bins.

9. Survey Sub Group Richard updated the group on the revisions which had been made to the survey format, some sections had been reduced, some sections combined, irrelevant questions had been removed. Nigel had begun the re write and was aiming to forward the revised version to the steering group before the end of this month. 2 further questions have been added, one relates to the library changes, Nigel will contact Gillian about the survey already carried out for Leyburn Library. Comments from the SG are encouraged, there will be a deadline and then the survey will be forwarded to Francis, Gillian and Leah for their comments and advice. Richard will continue to work on the separate Youth survey, working towards the same deadline as the resident’s survey. Karin, Michael and Sandra agreed to keep in contact with the schools to encourage participation, it is expected that the schools will complete the Online version of the youth survey. There was a brief discussion on prizes for completion of the survey and it was agreed that there would be different prizes for the students from those for the adults. It was hoped that a prize of a voucher for a meal could be obtained as the Business survey prize. The mechanics of how the prizes would be awarded had not been finalised but it was noted that some surveys would be completed online and some by paper versions. The surveys will need to be tested, at the Drop In events we gathered details of people who would help us to test the surveys.

10. Lessons learnt and Successes
Nothing discussed.

11. AOB Ian reported that the Leyburn Litter Pick on 4th March had been well supported, 7 of the Steering Group were there. A few very bad areas had been found - around waste ground close to Hudspeth Carpets, the lane and wooded area between Wensleydale school and Woodside and also around the Auction Market. It was thought that further litter picks should happen especially prior to Leyburn events such as the Food Festival, Ian would pass on our feedback.

Dates of 2017 Steering Group Meetings
11 April 2017 11th July 2017 10th October 2017
9th May 2017 8th August 2017 14th November 2017 13th June 2017 12th September 2017 12th December 2017

Minutes of the Leyburn Town Plan Steering Group Meetingheld Tuesday 14th February 2017 at Thornborough Hall, Oak room

Those in attendance: Ian Pace - Chairman, Karin Sedgwick, Rev Michael Hepper,Marjorie Iveson, Chris Grayell, Phil Reed, Perry Gardner, Rev Chris Lawton, Sandra Charles.Gillian Wall – Stronger Communities NYCC.

1.Apologies had been received from:- Nigel Watson, Keith Garrard and Richard Sanderson.
2. There were no declarations of interest.

3. Matters arisingThe minutes of the previous meeting were approved by All for publication.

4.Project Plan
Ian reported that the quarterly Project Planning meeting took place on 9 Feb, all of the Project Plans were gone through in detail and updated versions have been distributed to the Sub Group leaders.

5. Budget
The latest spreadsheet of expenditure had been distributed to the group.

6.Consultation sub group
Karin updated us on her success in gaining some McDonald’s vouchers for the Primary School class that had given us such good feedback and ideas for Leyburn. Karin and Michael will take the vouchers along to the class as soon as possible.Karin mentioned that one of the ideas from the children was for more dog waste bins and asked that we approach Leyburn council to provide a bin and to show the children that they are being listened to. Chris agreed to make this request at the next Council meeting on behalf of the group.The history article required for the Town Plan was discussed, Marjorie has plenty of information to produce this but it will need summarising at a later date to fit into the Town Plan report.Ian gave a brief report on the meeting with the Parish Councillors, although the turnout was disappointing those that came asked a lot of questions and showed interest. Some offered to put up posters for us and have collecting boxes for surveys. We need to follow this up with them.The views of the children from the Primary School had been distributed to the group, Karin suggested that there were several possible business opportunities within their ideas which merited consideration at a later time. Perhaps an article in the local press could be considered at our next meeting?

7.Press Articles
The group approved the article prepared by Sandra for the March edition.Karin now knew someone who would be happy to prepare a Leyburn Quiz for the front cover, Trixie has accepted quizzes produced by other people in the past.The school Debate event organised by Karin had attracted at least 6 items of publicity in various formats all mentioning the Town Plan, a very positive outcome and thank you to Karin for organising it all.

8.Marketing & Communications sub groupPerry had produced and distributed to the group a flyer based on contacting stakeholders. There was a discussion on who the stakeholders are and how we use the flyer. Further discussions led to a need for clarification on who and how we were contacting businesses. It was decided that a vote was required for either Option 1 – forwarding the “3 Questions to businesses’ or Option 2 – Visit businesses with the survey and be there to answer any questions and encourage participation. The result of the vote was to go with Option 2Chris L confirmed that the next media training session is on Thursday 2nd March 2017 at 7pm. Anyone who has not already notified him or Sandra of their interest should do so as quickly as possible.Chris showed us the updated version of branding for Facebook and said that they were close to completing the branding which we would be able to use ourselves for advertising.He has gone through the contract with Purple Creative and there does not seem to be a need for any amendments at the moment. The amounts budgeted are adequate.

9. Survey Sub Group
Richard gave a brief update on the survey progress, he has emailed the first draft and comments from Frances to the Steering Group. He encourages comments from the group, they have concentrated on the resident’s survey first.Gillian has forwarded other Parish council’s surveys to the group for comparison.There was a discussion on the slow progress of the survey, with concerns that we are slipping behind schedule and perhaps off course. We are working towards a mostly complete survey by the deadline of 14 March. It was agreed that the Survey Sub Group needed additional help, Ian & Perry would assist. Additional meetings before our next main meeting are needed to agree the content, length of survey, wording of questions and Frances needs to be at one of these at least. Observations were: - we need to be careful not to ask leading questions, should we only ask questions that will give answers to things that can be changed?The gathering of personal information should be at the end of the survey and not the beginning.It was agreed to arrange a survey group meeting for 27 February. Ian & Perry would attend with Richard, Nigel and Chris G.

10. Lessons learnt and Successes
The school Debate event was a huge success. We should not be afraid to go with the best cost effective prices as we are using public money(Ref PC)

11.AOB
Perry asked how community’s gained funding for pursuing projects. Gillian suggested that we ask Leah for some examples.The group were invited to attend the Leyburn Litter Pick of Saturday 4th March, 10am at the bus shelter.

Dates of 2017 Steering Group Meetings
14 March 2017 13th June 2017 12th September 201711 April 2017 11th July 2017 10th October 20179th May 2017 8th August 2017

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