CSG Committee Meeting – 7th June 2023
IN THE COLERIDGE HUNDRED OF THE SOUTH HAMS OF DEVON
The following Councillors are summoned to attend:
Cllr J Abbey (Chair)
CSG Volunteers and members of the public are invited to attend.
The next meeting of the Community Support Group Committee will be held on: Wednesday 7th June 2023 at Slapton Village Hall (main hall) at 7.00pm.
If any parishioners wish to either attend the meeting/and or speak, please contact the clerk to book a seat and be briefed on the PC’s approach to latest Government Living with Covid Guidelines. Please submit your papers and questions by email to clerk@slaptonparishcouncil-devon.gov.uk 48hrs in advance of the meeting. The public comment section is 15 minutes in duration with 3 minutes allocated per person.
AGENDA
- APOLOGIES FOR ABSENCE
- DECLARATIONS OF INTEREST – Councillors are invited to declare any disclosable interest they may have in any items to be considered.
- PUBLIC COMMENT
- MINUTES OF THE CSG MEETING HELD ON 11th October 2022, if agreed, to be signed by the Chair as a true and correct record.
- MATTERS FOR DISCUSSION
a) Nomination of CSG Chair.
b) Agree new members and sign updated volunteer form.
c) Agree terms of reference.
d) Handover of artwork.
e) CSG projects 2023 – 2024
i. Community film club – PC grant £345
ii. Youth club – PC grant £400
iii. Eco/climate change/biodiversity – PC grant TBC
iv. New projects/initiatives
f) CSG Volunteer Recruitment.
- MATTERS FOR THE ACTION LOG
- PROPOSALS and FINANCIAL MATTERS TO TAKE TO THE PARISH COUNCIL FOR RESOLUTION
- AOB
- NEXT MEETING DATES
Signed: Bella Moor, Clerk
31/05/23
Minutes of the Community Support Group Committee (CSG) meeting held at Slapton Village Hall on Wednesday 7th June 2023 at 7.00pm
Present: Cllr J. Abbey – JA (PC Chair); CSG Volunteers: Julie Hinder – JH (CSG Chair) and Louise Soothill-Ward – LSW.
In attendance: PC Clerk and RFO.
1.23 APOLOGIES FOR ABSENCE: James Curtis sent apologies – away for work.
2.23 DECLARATIONS OF INTEREST: None.
3.23 PUBLIC COMMENT: None.
4.23 MINUTES OF THE CSG MEETING held on 11th October 2022 were signed by the CSG Chair as a true and correct record.
5.23 MATTERS FOR DISCUSSION
a) Nomination of CSG Chair: It was unanimously resolved to elect Julie Hinder as CSG Chair.
b) Agree new members and sign updated volunteer form: It was unanimously resolved to accept the updates to the volunteer form and that all members must sign and return the updated form to the PC Clerk. Discussions were held about DBS checks. JH to send PC Clerk DBS number. PC Clerk to ensure all existing members have signed and returned updated form and provide information to new volunteers on how to apply for a DBS.
c) Agree terms of reference: Changes to the terms of reference were discussed. PC Clerk to update the terms of reference for re-approval by the full council (SPC Council) and share with CSG Committee once approved.
d) Handover of artwork: CSG volunteer responsible for art project contacted by JH twice by email as the Chair of the Parish Council and has had no response. JA has also contacted the CSG volunteer by email, who confirmed on 26/04 this would be delivered to JA’s house upon return from holiday. This has not yet happened. It was unanimously resolved to refer this matter to the PC to support the handover as some of the artists are considering withdrawing their intellectual property rights and it is important to exhibit the artwork on return. JA to add to PC full council agenda for September 2023.
e) CSG projects 2023 – 2024
i. Community film club – PC grant c/f £345. It was resolved to get this ready for late September/October. Aramis is available for September. Projector can be hired from Cinema for All but check if VH has one. PC Clerk to organise working party meeting for end of August to discuss films and more.
ii. Youth club – PC grant c/f £117. Discussion around seasonal events including Halloween and Christmas. Further discussion about changing focus from youth club to families and young people and need for volunteers. Working party meeting in Autumn. PC Clerk to liaise with PC and CSG to support CSG volunteer recruitment.
iii. Eco/climate change/biodiversity – PC grant c/f £1016.27. Discussion around previously suggested activities is needed with view to streamlining these. PC Clerk to review budgets and update CSG.
iv. New projects/initiatives: It was unanimously resolved that a Cèilidh would be a good way of bringing the community together but that it would need to pay for itself. JH to liaise with local contact re organising. Date possibly early 2024 – TBC.
6.23 CSG VOLUNTEER RECRUITMENT
Discussion about personal information. It was unanimously resolved, if any members of the CSG holds personal information (either digital or paper copies) about potential or existing CSG volunteers, that this should be passed to the PC Clerk and deleted from your devices with immediate effect to comply with GDPR. The PC Clerk can then liaise with the CSG regarding recruiting individuals in the correct way. CSG Committee members to liaise with PC Clerk to ensure all data is stored in accordance with Data Protection Regulations.
7.23 MATTERS FOR THE ACTION LOG
It was unanimously resolved to start a new version of the Action Log. PC Clerk to action.
8.23 PROPOSALS & FINANCIAL MATTERS TO TAKE TO THE PARISH COUNCIL FOR RESOLUTION
a) Handover of artwork.
b) Youth club money to remain ringfenced but changed to children, young people and family activities.
c) Commencement of Community Café for winter 2023/2024.
JA to add matters to the agenda for September 2023 PC full council meeting.
9.23 AOB
a) Community café dates to be agreed with PC and shared with CSG. It was resolved that if the PC approve, this should start in November so PC/CSG will need to advertise for volunteers. PC Clerk to support with recruitment of volunteers and running of Community Café.
b) Basketball hoop. JH to follow up.
10.23 NEXT MEETING DATES December 2023 TBC
Signed: ___________________________________ Date: ____________________
Julie Hinder (Chair)