project plan

MARDEN COMMUNITY PLAN

PROJECT IMPLEMENTATION DOCUMENT: PROJECT STAGE 1

Prepared by: Graham Tippen

Date: 18^th January 2006

Version Control

Version No.	Date	Issuer	Comments
01	18/01/2006	Graham Tippen	Original document
02	23/01/2006	Graham Tippen	Amendments following comments from Working Group members, 19^th Jan

Purpose

This Project Initiation Document (PID) covers the first stage of the Marden Community Plan and defines what needs to be done, by whom, and by when in order to create an Action Plan arising from the Healthcheck consultation process.

Scope

This stage (Stage 1) covers:

the establishment of the project,
the development of a fully representative membership, and other consultative processes, to ensure the needs of all sections of the community are heard and taken into consideration;
the identification and acquisition of any necessary funding to produce the Action Plan; and
the gathering of information through undertaking a Market Towns Healthcheck, as defined by the Countryside Agency and Action for Market Towns, in order to help define Marden’s priorities; and the preparation, drafting and publication of the Action Plan to the timetables set out below.

Scope Exclusions

Work and actions required post-publication of the Action Plan are excluded from this stage of the project, but will be included in Stage 2 and subsequent stages of the project.

Stage 2 of the project will cover the implementation of the actions identified in the Action Plan and how they are achieved.

Subsequent stage PID will cover review mechanisms and the dynamic development of the plan in the future.

Dependencies

The successful achievement of Stage 1 of the project is dependent on:

i) members of the Marden Community Plan Management and Working Groups and the community of Marden generally; Marden Parish Council, Maidstone Borough Council, Kent County Council and its agencies and other organisations. Details of the membership of the Management and Working Groups are included in the Roles and Responsibilities’ document which has already been circulated.

ii) funding being available in line with the budget plan for the project.

Timing

The target date for the production of the Marden Community Action Plan that is the objective of Stage 1 of this project will be completed and published by 1^st April 2007.

Reviews of the progress achieved towards achieving this deadline will be reviewed by the Management Group on monthly basis and amendments noted.

More detailed timings are given in the following project plan.

Costs

A project plan budget will be prepared as a separate document. All expenditures and income will be monitored by the Treasurer and reported to the Management Group.

Communication

All changes to this document resulting from the review process, or other causes, will be notified to all members of the Management and Working Groups by the Co-ordinator.

ACTION	BY WHOM	WHEN (MILESTONES/ DEADLINES)	DATE ACHIEVED/ COMMENTS
Meetings and discussions leading to agreement to undertake project and agreement of format	Those attending initial launch meetings	July – September 2005	Initial meetings were held in July, August and September 2005. The format was initially to be a Parish Plan, subsequently determined to be changed to a Market Towns Healthcheck at Sept. 2005 meeting
Identification of office holders	Those attending September and subsequent meetings	September/October 2005 – January 2006	John Verrall elected Chairman; Edith Davis, Minutes Secretary. Subsequently: Chris Turner: (Treasurer) Graham Tippen (Secretary/ Co-ordinator)
Launch of Market Towns Healthcheck	All	October 2005	Work stream leaders volunteered; ‘way forward’ discussed
Establish groups and membership of same	Management and Working Groups	By February 2006	Management Group and Working Group ‘Work stream leaders’ in place, January 2006
Establish Terms of Reference for the project and timescales for delivery	Management Group	By February 2006	TOR and Constitution drafted January 2006. Timescales herewith
Define roles and responsibilities within both the Management and Working groups,	Management Group	By February 2006	Management Group roles agreed; Treasurer, Co-ordinator and Secretary appointed 12^th Jan 2006 meeting. Work stream leaders established. See also Roles and Responsibilities document previously circulated.
Set up website, including area for responses	Co-ordinator	By March 2006	Will be part of Marden website: marden.org.uk
Give presentation to explain purpose of project, recruit volunteers, ideas and suggestions	Sue Beer, AKRC, Chairman of Community Plan and others	11^th April 2006	At Marden Annual Parish Meeting
Define what is expected of each group and other participants	Management and Working Groups	By April 2006	See Roles and Responsibilities document already circulated to group members
Liaise with external bodies, e.g. Actions for Communities in Rural Kent, KCC, Borough Councils.	Management Group	Identify appropriate bodies by April 2006 On-going liaison throughout project	Contacts in statutory bodies identified and contacted.
Identification of sources of funding and applying for same.	Management Group. Co-ordinator will have significant role Also statutory authority members of project.	Initial applications by April 2006; thereafter on-going as appropriate	Marden Parish, Maidstone Borough and Kent County Councils; ACRK, Awards for All &c.
Manage and control finances including approval of expenditure	Treasurer	On going	All expenditure to be approved by Treasurer or their delegate before commitment
Identify data requirements and sources of that data	Work stream leaders and members of their groups	By May 2006
Identify existing projects and initiatives affecting the area	Work stream leader/ Co-ordinator	By May 2006	Will link to external liaison, discussion
Identify groups, local organisations and individuals who can contribute to the production of the plan, including those in neighbouring communities	Working Group	By May 2006
Complete Healthcheck worksheets	Work stream leaders/ Working Group	June 30^th 2006	Data to be reviewed throughout project
Produce ‘snapshot’ of main characteristics and features of the area	Co-ordinator	June 30^th 2006	‘As is’ snapshot
Identify groups, local organisations and individuals who may benefit from the outcomes of the plan	Working Group	Initially by June 2006, and on-going
Organise and arrange open forum and other presentational events to ensure the project is made aware to the community	Working Group	Initially by June 2006, and on-going
Hold forum with neighbouring communities who are also undertaking a Healthcheck and/or Parish Plan to share information and ideas	Working Group	By July 2006	Paddock Wood, Staplehurst, Collier Street, Horsemonden, Goudhurst, Linton.
Liaise with specific groups in the community (e.g. youth, elderly, businesses etc) to gather their views; organise specific questionnaires or forum as appropriate	Management and Working Groups. Especially Chairman, Co-ordinator and work stream leaders	On-going; complete by the end of October 2006
Hold Marden Community Plan Project AGM	All, hosted and led by Chairman	April 2007
Undertake regular communication through website, newsletters etc to keep community informed	Co-ordinator to produce for approval by Chairman; other members of Groups for comment.	On-going. Newsletters at least bi-monthly; website dynamic.
Research and evaluate all ideas for action generated by the above data gathering, discussion and presentational activities	Work stream leaders and Co-ordinator	By end October 2006
Undertake SWOT analysis (Strengths, Weaknesses, Opportunities, Threats) on proposals	Co-ordinator for approval by members of Groups	By November 2006
Co-ordinate information. Seek and produce clarification, more detailed analysis as appropriate	Work stream leaders and Co-ordinator	Throughout life of project, finalise by November 2006
Review progress; identify risks to plan and timetable. Plan ahead	All members of both Groups	Throughout life of project	Update plan and proposals, communicate to all involved as above.
Draft Action Plan; circulate to all Group members and agree actions (with priority and timescales)	Management Group	31^st December 2006
Consult with community on proposals before submitting plan to Parish Council	Management Group	January 2007
Finalise and submit agreed plan to Marden Parish Council.	Chairman, on behalf of all	January 2007
Discuss and clarify proposals, approval of plan by Parish Council	Marden Parish Council/ Management Group	January – March 2007
Hold launch event to community and interested bodies (MBC, KCC etc)	All, hosted and led by Chairman	April 2007	End Stage 1 Marden Community Plan Project

Stage 2 Marden Community Plan Project commences	All, led by incoming Chairman	From April 2007