Apologies for absence; None received or noted.

Minutes of Steering Group meeting of Monday 28th November 2011 tabled;  Review of Actions/ Matters Arising.

Note that the final recommendations establishing the Neighbourhood Council were approved and published on 20th December 2012.
Ongoing Action on ALL to reinforce the message that Neighbourhood Councillors will NOT be paid for their services; that only legitimate directly incurred expenditure might be reimbursed.

Preferred date and time for Neighbourhood Council meetings.  Evenings, with a 7.00pm start; Preferred night of week to be forwarded to BMW by email.  Action on ALL.

Location.  Tanterton Community Centre available Mondays and Fridays; Possibility of using St Margarets to be investigated.  Contact required.  Action on AM.  Possibility of meeting at INTACT.  BS to discuss with Denise.  Action on BS.  Note that all Neighbourhood Council meetings are 'public meetings' open to any resident to attend.

Agreed with BMW recommendation that Neighbourhood Council meetings be scheduled for every six weeks, unless volume of business determines otherwise.

Update of contact details of Steering Group attached to these minutes.  Note that BMW contact email address is now the newly created email address for the Neighbourhood Council ingoltantertonnc@hotmail.co.uk

Review of Program.
On program.
No further action required in respect of Neighbourhood Council budget or precept.
Key dates;
23rd February 2012; PCC Annual Budget Setting Meeting.
27th March 2012; Deadline for PCC to publish Notice of Election for the Neighbourhood Council.
28th March 2012; Nomination period commences.
1st April 2012; Order establishing the Neighbourhood Council made.  Neighbourhood Council formally comes into being.  The Neighbourhood Councillors in the interim until elections held are the three existing Ward Councillors.  A legal requirement.
4th April 2012; Last date for receipt of nominations.
3rd May 2012; Polling Day.  Appointment of Members of Neighbourhood Council.
Appointment of the Clerk to the Neighbourhood Council.
Alan Brookes, Bruce Ellison, Tom Anderson, Janet Thompson and Bill McGrath met with Bill McEnnerney-Whittle on Wednesday 11th January to discuss.
Initial 'Scope of Services' tabled by BMW, reviewed and agreed.
Starting salary reviewed based upon the agreed 'Scope of Services', estimated hours per month and National Agreements in respect of Local Council Clerks.  Salary noticably less than the sum assumed in the draft budget proposal for setting the precept.
Agreed that as the Parish Clerk is required to publish Notices etc then Appointment should run from 1st April 2012, the establishment date for the Council.
A draft Contract of Employment was tabled for information.  Folowing our discussions Bill will draw up the formal contract prior to 1st April for Steering Group acceptance.
Will we require a bank account by 1st April?  To be reviewed.  Action on BS and BMW.
Appointment of BMW as the Clerk to the Neighbourhood Council and the Terms of the Appointment will need to be on the basis of a formal recommendation of the Steering Group to the new Neighbourhood Council.  Action on ALL.
References to be provided to back up the recommendation.  Action on BMW.
Confirmed that given the ongoing relationship with the Steering Group, a recommendation from the Steering Group and appropriate references then Neighbourhood Council can single source the position of Clerk.
The first Meeting of the Neighbourhood Council following elections.
Date.
Meeting must be held within fourteen days of the Elections.
Date provisionally set for Tuesday 8th May 2012.
Venue.
Central venue preferable to avoid any accusation of bias.
St Margaret's Parish Hall suggested.
Availability.
St Margaret's Parish Hall, Tuesday 8th May 2012.  To be checked out.  Action on AM.
Training Workshop for potential Neighbourhood Councillors.
Date(s) and venue(s).  Suggested for Monday 13th February at venue to be confirmed.  Action on AB.
Post meeting note.  Training Workshops booked as follows with the agreement of BMW .
Monday 13th February 2012, 7.00pm to 9.00pm at Tanterton Community Centre, Kidsgrove.
Tuesday 14th February 2012, 7.00pm to 9.00pm at INTACT, Whitby Avenue.
Poster to show both dates and venues.
BMW to draw up a template Agenda.
Steering Group need to think/discuss how we might want the Neighbourhood Council to work.  Geographical area split or function split or a mix of both dependent on topic.  Action on ALL.
Communications with Community.
Leaflet.
Arrange for production and distribution week commencing 19th March 2012.  It cannot be later as then considered as 'electioneering'.  Cut off date 28th March.  See above.  Action on AB for initial draft of text.
Who are target audience?
Keep it simple.
Ask Ann Miller (AM) to critique.
Include details of current Steering Group members.
Poster.
Required almost immediate to publicise that we now have a Neighbourhood Council, that we are looking to further interest in becoming a Neighbourhood Councillor and to publicise the Training Workshop(s).  Action on BS to produce.
Post meeting note.  First draft prepared by BS and critiqued by AB, TA and AM at INTACT, Wednesday 18th January.  Date(s) of meetings now confirmed.
Produce versions in A3, A4 and A5 format for distribution to Library, schools, churches, local shops, Post Offices, garages, businesses etc.  Need to get into community.  Members of Steering Group to distribute.  Copy numbers?  Action on ALL to distribute.
Use LEP to publicise.  Article.  Prepared by??, reviewed by AM.

Any Other Business
.
There is an LCC meeting that BW will be attending re 'relationships with Parish Councils'.  Could provide a useful feedback as we are aware that LCC are looking to amend the method of working/payment.

Further to previous meeting, BS handed to BE copies of maps of 'who owns what land'.  This will help in any work scheduling.  AB offered to have copies made of the A1 size drawing, also get in digital format.

Ian Rankin of Cottam Hall Properties (developer of Cottam Brickworks site) has offered a land transfer to the Neighbourhood Council.  Land for a 'Nature Reserve'.  Ray Sudlow at Holy Family School has had input into this.  A local Nature Reserve in the urban area is considered ideal for school visits.  Steering Group minded to accept the offer.  However, first need to investigate any potential liability.  Land, as a Nature Reserve will not be open to the public at large but be avbailable to supervised school trips etc.  It is intended as a Nature Reserve, not a park.  However, understood that animals/wildlife as such may be involved.  Hence need to manage over school holidays.  Action on BS to investigate potential liabilities.

Next meeting; 6.30pm Monday 27th February 2012, at the Tanterton Community Centre