+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ $Id$ $Change$ $DateTime$ $Author$ ----------------------------------------------------------------------- CHAHP Legacy Group discussion meeting Sterts Theatre Monday 02-Sep-2013 19:40 BST Present: Andy Robinson CHAHP Mike Todd Linkinhorne History and Community Archive Peter Woodward Sterts Theatre and Upton Cross Primary School Anne Hughes Stara Community Woodland Sue Robbins Schools Jane Uglow CHAHP Jen Bousfield Dormouse monitoring, North Hill History Hilary Taylor Pensilva Wildlife Frank Werkmeister Caradon Orchard Group Peter Jackson Darite Heritage Lianne Crocker Caradon Hill writers group Derris Watson Phoenix 100 Anna Monks Museum/ Liskeard History group Angus Holland Pensilva History Group Iain Rowe Caradon Archaeology Apologies: Steve Hopkin Caradon Archaeology Mark Camp One other that Jane forgot Amendment to notes from previous meeting: Derris should be on the apologies list. Chair: Andy Robinson Andy stated that he is chairing the group pending the setup of a formal group with constitution and its own officers. The notes from the last meeting were scrutinised. No amendments were suggested other than that Derris should have been on the apologies list for that meeting. The purpose of this meeting is to decide on the framework and objectives to form the proposed group. Also what to rule out of the constitution. There was discussion about membership, which is primarily aimed at organisations that have been set up under the CHAHP. It is expected that this will evolve over time to include other organisations that fit in with the objectives that the proposed group will have. Objectives of proposed group ---------------------------- The following objectives emerged from discussion: 1. Support the aims and objectives of the member groups; 2. Facilitate economies of scale, for the member groups (For example by holding collective insurance); 3. To own and manage common intellectual property and assets for the benefit of the member groups. (For example, web site, logo, mailing lists); 4. Provide a nucleus for communication and sources of expertise for the member groups; 5. Promote understanding of the cultural and natural history of the area; 6. Facilitate educational opportunities for the wider community. If the umbrella group is to apply for funding on behalf of its member groups, that process will be smoother with certain explicit elements in its constitution such as 5 and 6. [But would the umbrella group be applying for general funding or would it be working with a specific group for specific project funding? In which case, it would be that group's constitution that would apply.] [5 and 6 could be combined?] There was discussion about whether there should be anything special in this constitution because of its status as an "umbrella group" and its need to represent broad interests and to be involved with other bodies. This will become clearer once a full constitution is drafted. There was a question of commercial interests. The feeling is that we are non-commercial and perhaps we might need to stipulate that member groups are all not-for-profit organisations. This group is in large part a replacement for functions that the CHAHP currently provides: . A source of funds for other groups . Communication with other bodies . A source of training The name of the group was discussed. There could be merit in retaining the initials but replacing the last word with "Partnership". We could then make use of various artefacts that already display the CHAHP initials. But there could be problems with confusion of legal meanings of words like "Partnership" or "Association". We would be entitled to retain the logo in any case. The intent from the last meeting that the group be set up as a forum of groups with its own constitution was agreed. The next steps are to set up a working group to draft a constitution. Once that's agreed, there would be an AGM to formally adopt it and to elect officers. There was discussion about handover of assets when the existing CHAHP closes. In review of these notes, Andy provides the following useful clarifications: +++ Relating to the website: ownership of the website and use of the CHAHP logo will be transferred to the Legacy Group when the Project terminates together with the website contents (subject to any copyright or licensing for individual photographs and reports). Any physical assets provided by the Project to individuals or community groups have been detailed in the Agreement Contracts between the recipient and Cornwall Council (as the Accountable Body) and will continue for the duration of the contract term – typically 10-years. In answer to peripheral questions: The Project uses Cornwall Council as the 'Accountable Body', which means the Council administers the project and pays all outgoing costs and then reclaims a percentage from the funders on a quarterly basis in arrears. Andy Robinson is the named officer on the funding agreement. Any reference or query relating to 'residual monies' is a false assumption. The Project has agreed specific schemes of work with the funders prior to the start of the Project, these are initially funded by the Council and then the Council claims a percentage of the money spent from the various funders retrospectively. The misconception that there was ever a Project 'underspend' or that any money will be returned to the funders has always been false. --- Volunteers for the working group are: Frank Werkmeister Peter Jackson Iain Rowe Derris Watson Anne Hughes The group can work online, though Frank may need to use the postal system for a while. Andy Robinson will be CCd on communications whilst the CHAHP is still active. The target date for the AGM will be 2013-11-06, perhaps at Sterts. Before that, we will need to have established a list of member groups and their representatives. The next CHAHP PPG is on 2013-11-12. The meeting ended at 21:09 BST. Updates: 1. PNJ, at the meeting 2. PNJ, 2013-09-11, Updated for circulation. 3. PNJ, 2013-09-12, Changes and clarifications suggested by AR. -- End of note