Website Steering Committee
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Notes of Committee Meeting 9
Stocks Cottage, New Road, Thursday 25th October 2007, 19:30
In attendance Simon Tibbetts, Keith Rawlings, Roger Jiggins, Geoff Stone, Pat Roberts and Martyn Phillips (Chairman).
Minutes of previous meeting Agreed.
Matters arising None as agenda will cover all items.
Suggestions to Parish Council for £1500 ICT prizes It was agreed to suggest that the Web Group be allowed to purchase a new computer, approximately £300, software to allow easier downloading and to assist with the management of the site, approximately £100, with £250 to publicise village web addresses. It was suggested the remaining £830 could be used to provide a new computer and associated software for use by the clerk. The existing computer used by the clerk could then be used for other parish purposes. Broadband costs at £30 per month, Simon to investigate alternative suppliers to reduce the cost which it is anticipated that the Parish Council will include in the precept if it cannot be met from the £850. It may also be possible to include an independent hot spot if BT provides the Broadband. Martyn to send draft for fridge magnet to Calor to request use of their logo and possible sponsorship. The format could also be used for business cards.
Development of website
- Virtual walk, Simon still to take more photographs, assisted by committee members.
- History, Martyn and Simon to copy Jimmy Jepps photographs; Parish Council minutes and log of Churchyard copied by Keith, all items remain outstanding. Roger is to purchase a new scanner that can be used for larger documents and volunteered its use.
- War Memorial information; Martyn is waiting for the information from Ian Whiteside.
- Audio recording of villagers, Roger to contact Betty Childs. Keith has found software for conversion and downloading. Sheila steer has transcribed interviews that she has undertaken. Martyn to contact.
- Roger has the Dickie's photographs which require cleaning before downloading to the web.
- Subscribing to email alerts on website, Simon to provide Geoff with the necessary information for this to be enabled.
- Adam has provided the Village Appraisal for downloading onto website.
- Services to Rayne Martyn has produced a draft letter and will contact estate agents in November, offering an entry on the website showing that a company offers services to Rayne residents. Annual charge of £20, April 2008 to March 31st 2009 to include name and service type, email contact and a link to their website but logos not included. The sheet with their details etc forming the contract is yet to be produced by Martyn. Letters could also be displayed in plumbers' merchants, electrical wholesalers and builders' merchants. It was agreed that the Parish Council should manage all money and that Geoff should claim all necessary expenses. If the advertising generated significant income then an honorarium will be considered.
- Geoff to provide Simon with website passwords. Additionally, copies should be securely held elsewhere.
Future Development
- Computer training, Martyn to contact village hall committee.
- Community computer, Keith and Simon are working to resolve the Cyber Patrol problem which is preventing access to the web via the community computer.
- Pat suggested a survey in the village welcome pack to ensure the information requirements of those new to the village are being met.
Date of next meeting to be arranged.
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Notes of Committee Meeting 8
12a Brunwin Road, Thursday 4th September 2007, 19:00
In attendance: Simon Tibbetts, Keith Rawlings, Roger Jiggins, Geoff Stone and Martyn Phillips (Chair).
Minutes of previous meeting: Agreed
Matters arising: New domain name resolved although Geoff has not been re-imbursed for his expenditure. Rayne Forum working effectively but postings limited to a few people. Martyn has not actioned the proposed introductory computer course.
Suggestions for £500 regional ICT prize: The Parish Council had agreed to seek the views of this group on spending the prize money. £350 to cover flat screen monitor and fridge magnet advertising village and parish web sites, computer use and CIP opening times. Remaining £150 towards a replacement computer for use by the clerk with current machine given over to community use to replace the rather slow aging machine. Fridge magnets, Martyn to investigate costs, Keith to prepare design/layout. Parish Council to fund broadband.
Development of website:
Virtual walk, Simon to take more photographs, assisted by committee members.
History, Martyn and Simon to copy Jimmy Jepps photographs. Parish Council minutes and log of Churchyard copied by Keith.
War Memorial information, Martyn to contact Ian Whiteside.
Audio recording of villagers, Roger to contact Betty Childs, Keith to check software for conversion and downloading.
Subscribing to email alerts on website, Simon to provide Geoff with the necessary information for this to be enabled.
Martyn to write to Village Society informing them of our intended actions and inviting involvement.
Martyn to request Adam provide the Village Appraisal for downloading onto website.
Services to Rayne Martyn to contact service providers, estate agents in the first place, offering an entry on the website showing that a company offers services to Rayne residents. Annual charge of £20, April 2008 to March 31st 2009 to include name and service type, email contact, arranged under service provision heading. A link to the service providers own website would also be made but logos not included.
Funding:
Martyn to set up bank account, hopefully with any two of five signatories. Simon to manage finance. Geoff to claim expenses, payable from this income.
Precept to cover hosting costs.
Future Development:
Computer training, Martyn to contact village hall committee.
Community computer, Keith and Simon to update antivirus and general management.
Advertising of community computer, Martyn to ask Mike Shaw that this is contained in the village information in Parish magazine. Notices on notice board, Simon.
AoB: None.
Date of next meeting: to be arranged.
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Notes of Committee Meeting 7
12a Brunwin Road, Thursday 26th October 2006, 19:00
In attendance: Simon Tibbetts, Keith Rawlings, Geoff Stone and Martyn Phillips (Chair).
Apologies: Pat Roberts and Roger Jiggins
Minutes of previous meeting: Agreed.
Matters arising: Poster advertising the computer had been produced and displayed, another now required for all Parish notice boards.
Development of website: The domain name renewal on 30th July was paid on 17th July to hosting service. The hosting service, based in America did not reply and were difficult to contact. On 5th September the site went down. The dispute with the hosting service continues, they have offered to refund the payment. In the meantime the right to the domain name has been lost. Parish Council have bid for the domain name, it is now a case of wait and see.
If the Parish Council is not successful in obtaining the domain name, then a .org.uk domain will be pursued.
Actions:
- Martyn to check with Mel the current status. Mel to email stating a response is required within 48 hours otherwise our bid will be withdrawn. (Need to check legality of this).
- If we do not achieve the Rayne.info name, Geoff to pursue Rayne.org.uk or Rayne-info.org.uk. The site will be registered in the name of the Parish Council.
- Geoff to arrange hosting.
- As a temporary measure, change link from Parish site to village site to enable the site to be hosted elsewhere, Vanessa Lees will be contacted by Geoff. (Geoff will also explore where site can be hosted).
- A chat room, Rayne Forum will be managed by Simon. A link will be made via the village website when it resides in its permanent location.
Rayne history can be developed through the copying of photographs from Jimmy Jepp and the collection held by Roger Jiggins. This would provide a starting point. Martyn to write to the Village Society asking if they would become involved in the project.
Funding: A request is to be made to the Parish Council by Simon, to precept for £140 for registration fees etc and £360 for broadband, subject to the balance within our account held by the Parish Council.
Sponsorship is to be investigated with a "Services to Rayne" page. Advertisers would be charged £10 or £20 for one years advertising with a contact to their own web site.
Future Development: It is proposed to offer a four-week course as an introduction to the computer and the World Wide Web. The course would be held in the CIP during the week. Martyn to discuss with Village Hall committee.
AoB: None.
Date of next meeting: to be arranged.
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Notes of Committee Meeting 6
12a Brunwin Road, Tuesday 12th April 2005, 19:30
In attendance Pat Roberts Simon Tebbitts, and Martyn Phillips (Chair).
Apologies Andy Wright, Keith Rawlings, Geoff Stone and Roger Jiggins.
Minutes of previous meeting
Agreed.
Matters arising
No matters arising as the computer was now in place and in use.
General Management of Computer
Simon offered to undertake a weekly check for general maintenance. Adobe Acrobat to be installed to enable Parish Council minutes to be read.
Any training we are to offer (how is this to be advertised and a contact?).
Publicity
An article for the Parish magazine and posters for Parish Notice boards to raise awareness of the facility were agreed.
Email list of villagers to be informed of events from bona fide village organisations
It was agreed to offer the facility to village organisations to send out notices about public events to individuals who opt into an email publicity system. Simon offered to manage the publication of information to villagers, Martyn to contact as many people as possible to offer the service and advertise in the Parish Magazine. The response address for the magazine <Rayne_Essex@hotmail.com>
AoB
The need to put the group on a formal footing was discussed. It was agreed that a (short) constitution should be drawn up to enable the widest participation in the group by interested residents.
Martyn to respond to the grant awarding body on our achievement.
Date of next meeting: to be arranged.
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Notes of Committee Meeting 5
12a Brunwin Road, Tuesday 20th July 2004, 19:30
In attendance: Andy Wright, Keith Rawlings, Pat Roberts, and Martyn Phillips.
Apologies: Simon Tebbitts, Geoff Stone, and Roger Jiggins
Minutes of previous meeting: Agreed
Matters arising: None
Purchase of Equipment: Various suppliers and their range of equipment was presented. Following discussion, a review of the original tender document and the limitations of the grant, it was decided that JLA be approached to meet our requirements for a web accessible computer with the necessary software at a price under £700 excluding VAT. Keith and Martyn to meet with JLA.
AoB: None
Date of next meeting: to be arranged by Martyn Phillips.
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Notes of Committee Meeting 4
12a Brunwin Road, Tuesday 3rd June 2004 19:30
Sorry I am not now sure of the date since I could not find a matching date in my diary. The 2nd of June was a Wednesday ~ so you see my dilema. Mr. Phillips never does know which day of the week it is !!
In attendance: Simon Tebbitts, Geoff Stone, Keith Rawlings, Pat Roberts and Martyn Phillips.
Apologies: Andy Wright & Roger Jiggins.
Minutes of previous meeting: Agreed
Matters arising: Opening of grants and decision on supplier: Only one response re supplying PC, printer and security equipment. It was proposed and accepted that individual members of the committee should try to obtain quotes from other sources. A final decision re supplier to be made at next meeting.
AOL grant application: Martyn Phillips to complete application form.
Progress on website: Site continuing to be overseen by Geoff Stone and updated when relevant. One problem highlighted was that groups within the village do not always inform Web Master of changes that need to be made concerning their pages on the Web site. The members of Rayne Village Web site thanked Geoff for all his time and effort in trying to keep the information on the Web Site current.
AoB: None.
Date of next meeting to be arranged by Martyn Phillips.
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Notes of Committee Meeting 3
12a Brunwin Road, 6th April 2004, 20:00
In attendance: Simon Tebbitts, Geoff Stone, Keith Rawlings Roger Jiggins, Brian Otte and Martyn Phillips.
Apologies: Pat Roberts and Andy Wright
Minutes of previous meeting: agreed
Matters arising: No matters arising
Grant details: COVER East has made a grant of £1300 for a community public Internet access computer. A cheque, made payable to Rayne Parish Council should be received shortly. The Parish Council will hold the funds and be the legal owners of the equipment purchased. Simon volunteered to act as treasurer, monitoring expenditure. Martyn to check on whether VAT is to be taken into account.
Location of computer: Brian Otte attended as chairman of the village hall. Agreement was given that the computer could be sited in the Community Information Point and used at times outside the CIP opening hours, subject to bookings. The computer was to be secured in a lockable cabinet but also able to be moved into the clerks office should that be required. Martyn to write to Village Hall Committee thanking them for their agreement and confirming the arrangements.
Equipment specification: A basic upgradeable computer with
- Windows XP
- 256K of memory
- Hard drive (18Gb or larger)
- CD Rom
- Broadband modem
- Graphics card
- 17" FST monitor
- Sealed membrane keyboard
- Mouse
- Speakers - preferably integral
- Wireless router with firewall
- AVG Professional anti-virus software
- Net-nanny software to prevent access to sites unsuitable for under 18s.
Maintenance/service/warranty will form a separate part of the tender.
Broadband supplier: The supply of broadband will be a separate element of the equipment tender.
Secure storage trolley.
Tendering process: Local companies, ABNOBA, Le Computer and JLA were identified. The tender will be circulated to committee members before being sent to suppliers. The tender will include the availability of advertising space to the supplier. Three separate tenders will be requested, equipment, maintenance and broadband supply.
Progress on website:
Simon reported that some further developments had been made on the virtual walk. He will send to Geoff what has been achieved so far to enable the virtual walk to go live with developments added as they become available.
Geoff continues to update the web site and was thanked for his work in keeping information current.
AoB: There is a need for the equipment to be insured (theft and damage?), Martyn to contact the clerk to ask if it can be added to the Parish Council's insurance.
Users will be asked not to disturb the clerk for information; a notice to this effect will be required.
Booking of the computer will need to be discussed at a future meeting.
Martyn has sent for details of an AoL grant for website development. It was agreed that the development of the history archive should be the focus of this grant. Martyn to complete.
A page of those who provide services to Rayne was suggested. This would be by subscription with an element of the subscription to cover the administration expenses of the web master. This is to be an agenda item for the next meeting.
Meeting closed 21:15
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Notes of Committee Meeting 2
12a Brunwin Road, 19th February 2004, 20:00
In attendance: Simon Tebbitts, Geoff Stone, Keith Rawlings and Martyn Phillips.
Apologies: Pat Roberts, Andy Wright & Roger Jiggins
Minutes of previous meeting: agreed
Matters arising: Parish web site developing and complementing the village site.
- Link provided by the table tennis club who now have a site.
- Roger Jiggins has provided 2 years of "country matters"
- Village hall site now live and managed independently.
- Youth organisations; one organisation, CYFAS has started to develop a site under the guidance of Geoff Bayliss.
- The school is now developing its own site.
Finance: A cheque towards the running costs has been donated by ABNOBA solutions. It is a donation without conditions. Geoff is managing this money details provided for the minutes and at the next meeting.
It was agreed not to appoint a treasurer at this stage, the committee will collectively take responsibility for managing funds.
The request for insurance cover to be provided by the Parish Council insurers has not been successful. It was agreed that there was minimal risk of litigation and therefore no insurance would be pursued at this stage. While the website is privately registered it is probably allowed exemption from registering under the Data Protection Act. This would change if the website were to be owned by a group.
Developments: Letters have been distributed to Estate Agents asking for the Village web address to be included on the details of any property being sold within the village.
Virtual walk: Simon demonstrated the developments of the virtual walk. Some fine-tuning is required as some links are missing. It was agreed that this was an excellent start and would go live when the broken links are resolved. About 300 photographs have been taken, it is an enormous task. The committee congratulated Simon on his work.
Grant: Martyn has applied for a grant to fund a computer to be sited in the Community Information Point; we await the results.
Broadband sponsorship: Martyn to explore to enable the Webmaster to more easily update the Village site.
AoB: An acknowledgment of sponsorship from ABNOBA Solutions has been placed on the front page of the site. It was agreed that unobtrusive wording at the bottom of each page to acknowledge sponsorship could be provided in recognition of the donation.
Involving more organisations in the web site was seen to be essential. No suggestions were offered and committee members would publicise the site at every opportunity.
It was acknowledged that information and historical pictures of the village held by individuals should be pursued as a start to chronicling the history of the village. No-one volunteered.
It was agreed to hold the next meeting in mid September, unless there is need to meet before. Date to be arranged.
Meeting closed 21:25
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Notes of Committee Meeting 1
12a Brunwin Road, 14th October 2003, 20:00
In attendance: Pat Roberts, Andy Wright, Roger Jiggins, Simon Tebbitts, Geoff Stone and Martyn Phillips (Chair).
Apologies for absence from: Keith Rawlings
The email from Keith Rawlings was read.
The positions of chairman and secretary were discussed and agreed. Pat Roberts, secretary, Martyn Phillips chairman.
Web Content: The current format was agreed as providing an easy to use format. The village site and the Parish site, although separate sites, should have a similar format and complement each other. Martyn to discuss with Vanessa the use of the format currently use by the village site. It was agreed to consolidate the current position rather than expand the site with natural growth through the contribution of other organisations and individuals. There are organisations working in the background to develop their sites. The table tennis club has developed a site but details of the link are yet to be provided.
Roger Jiggins is developing the wild life site and this could have a section for monthly reports in addition to more detailed information on the range of species within the village.
Involvement of Village Organisations: Village organisations to be contacted via the Parish magazine and asked for email contact details. This would improve communication between organisations and the web master. The involvement of children and youth organisations is seen as an important area for development. No conclusive strategy for achieving this was suggested. The school is to consider having its site designed professionally and this should be in place in the near future. The involvement of catchment secondary schools was discussed and schools will be contacted in the future. The village hall has yet to develop a site, Simon offered to help them if required, Martyn to follow up. The Old School Room (OSR) could benefit from information relating to hiring being published on the site, Martyn to follow up. Virtual walk discussed, Simon to develop as time permits.
It was suggested that running costs for the site be requested from the Parish Council at the forthcoming precept meeting. £60 to cover the hosting costs for two years and an additional £35 to cover data protection registration. Geoff to make the case at the public session 17th November. Letter to be written by secretary.
It was agreed that minutes of the meeting would be distributed via email to all who attended.
Next meeting January 2004, secretary to notify.Meeting closed 21:30
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Public Meeting
Notes of Web Site Meeting
Old School Room 18th September 2003, 20:00
In attendance: Keith Rawlings, Brian Otte, Pat Roberts, Vanessa Lees, Richard Whiteside, Beryl Whiteside, Ian Whiteside, Andy Wright, Roger Jiggins, Irene Martin, Simon Tebbitts, Geoff Stone and Martyn Phillips (Chair).
Everyone was welcomed to the first public meeting to decide the future and direction of the Rayne Village website. The Rayne Village Society was thanked for arranging the meeting.
The history of the development of a website for the village, starting with the MSN communities site developed by Simon Tebbitts, to the current draft web site being developed by Geoff Stone. Many businesses and organisations were contacted directly by letter and many personal approaches made. The meeting had been advertised in the Parish Magazine for the Previous three issues.
Geoff Stone gave a demonstration of the current state of the web site, conditions of use and vision for the future development. Geoff has purchased the domain name www.raynevillage.info and ownership of the domain name will pass to the Parish Council at such time as Geoff is no longer the Webmaster.
Debate about the future development included issues such as the Parish Council web site (www.rayne-essex.gov.uk) and any possible competition and overlap between the two. It was considered advantageous by some if the Parish Council web site and the Village web site have a similar format and that access to the Parish site was encouraged. It is intended that the two websites would complement each other, rather than compete.
Reservations were expressed about the publication of personal telephone numbers and pictures of individual houses within the village. The need for indemnity or insurance was raised.
To develop the web site further it was agreed to elect a steering committee:
The following were proposed and elected by the meeting: Keith Rawlings, Pat Roberts, Andy Wright, Simon Tebbitts, Geoff Stone and Martyn Phillips.
It was agreed that minutes of the meeting would be distributed via email to all who attended.
Everyone was thanked for his or her attendance and contribution.
Meeting closed 21:30
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