1. The meeting opened with prayer.

2. Those present:

Julian Arnold

Matthew Byrne

Jim Callinan

Owen Clutton (Chair)

Catherine Kimpton-Clark

Rod Morrison

Roger Wright (Secretary)

Apologies for absence were received from John Blighton, and Colm Mather.

Use was made of the St James’ digital projector throughout the meeting for the first time.

3. Notes of last meeting and matters arising

It was agreed to accept the notes of the last meeting.

4. Advice on condition survey

Unfortunately due to illness, John was unable to attend the meeting and give his report on discussions with the Property Committee and the Scoping Team.  The following is a rough summary of the situation.

The Property Committee was advised that the diocesan survey completed in December 2009 provided as much information as might be expected.  Any further detail would require an intrusive approach and this would not guarantee any additional benefit.  John had subsequently re-iterated his advice to the Scoping Team where he had offered to prepare an estimate of cost for repair and maintenance over a 10 year period.  He undertook to produce this as a free service to the parish on the understanding that no professional indemnity would be involved.  He would also require assistance from Catherine to guide him round the premises and have full use of a scaleable DWG file.  His investigations would be limited to the Social Centre and not cover the church building.  The Scoping Team were very grateful for John’s offer and asked if the report could be made available in about 6 weeks time.  This would give time to assess its impact and decide if further work was required from specialists (e.g. for electrical, energy efficiency, building engineering, etc.).  John’s cost estimate will be based on standard methods, recognised by the Royal Institution of Chartered Surveyors, for assessing the whole life cycle of property.

5. Collection of existing building data and modelling

Catherine had almost completed her measured survey and created a 2-D plan on AutoCAD.  It will have a variety of uses over the next few weeks and almost certainly form part of the material for the architect’s brief.  [To be displayed on the website.]

6. Progress with Accommodation Survey

The questionnaire is now ready for the trial run this coming Saturday.  Roger had added a paragraph to the introduction and changes were suggested to this which could be made after the first interview.  It was agreed to meet in the Social Centre at 4.15pm on 27 February.  All members present at the meeting hoped to be there.  Catherine will give a tour of the premises and then the Youth Group leaders would be interviewed by her with everyone else observing.

Roger had prepared a list of groups and contact names.  This was displayed and volunteers entered on screen.  Several gaps were left so that those not present at the meeting could contribute to the process.  The list will be circulated to all so others could participate.  It was agreed that there should be two members of the team present at each interview (interviewer and observer/note-taker).  Questionnaires will be photocopied in the Counting House and each volunteer will make arrangements for their interviews.  Roger agreed to set up a data entry facility on SurveyMonkey to assist with the analysis.

7. Visits to other church developments

Roger reported that this would be organised by the Scoping Team.  Chris Hairs was to invite a member of the parish to convene the visiting team and make arrangements for 3-4 visits.  The shortlist of churches had been drawn up.

Roger would ask Chris to inform him of the visit dates and he would then circulate to the Spec Team so our representatives could be chosen.  We shall nominate two for each visit.

On checking the project plan, Julian deduced that the report on visiting would be required by the second full week in April, i.e. by 16 April at the latest.  Roger would inform the Scoping Team of this.

8. Progress against Project Plan

Julian updated the project plan on screen and would circulate the new version.

9. Any other business

No issues were raised.

10. Summary of agreed actions:

(a)     Catherine to provide completed DWG for John’s survey requirements.

(b)     Roger to publish plan on development page of website.

(c)     Roger to circulate interviewee list.

(d)     Catherine to finalise questionnaire following trial run and provide copies to interviewees.

(e)     Roger to set up SurveyMonkey data entry system.

(f)     Various members of team to carry out interviews [deadline to be taken from project plan].

(g)     Roger to inform Scoping Team of deadline for church visit report and circulate visit dates when known.

(h)     Julian to update project plan and circulate.

11. The next meeting will be on Wednesday 24th March 2010 at 8.00pm in the Church Meeting Room.

12. The meeting closed at 9.50pm with prayer.