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MINUTES OF A MEETING OF THE COMMUNICATIONS WORKING PARTY OF
LONGPARISH PARISH COUNCIL HELD AT GIDLEIGH COTTAGE
LONGPARISH ON MONDAY 24 OCTOBER 2011 AT 7.30PM

PRESENT:

Christopher

Duxbury (Chair), Natasha Rouse, Mary Jo Darrah, David Gould

APOLOGIES:

Jonathan Frere

11/1 MINUTES OF LAST MEETING AND MATTERS ARISING

The minutes of the approved 30 Sep 10 minutes were reviewed. There were no matters arising.

11/2 VILLAGE CORRESPONDENT

The Chairman will write to David Hopwood to ascertain whether he has the time and wishes to continue as Village
Correspondent to the Andover Advertiser.

Action: CD

11/3 TERMS OF REFERENCE

The terms of reference for the Working Party were reviewed and it was agreed that no changes were needed. It
was agreed that meetings should be held six monthly.

Action: CD

11/4 PUBLICATIONS POLICY

It was agreed that The Parish Council’s Publications policy was not in need of detailed review this year.

11/5 VILLAGE HANDBOOK

The Chairman thanked Mary Jo for producing the Village Handbook; it was an enormous task, which was much
appreciated and had drawn many compliments.

Mary Jo will see if the shop is prepared to buy and sell some of the spare copies.

Action: MJD

11/5 VILLAGE DIRECTORY

Mary Jo has kindly offered to do one more update of the Village Directory. It was agreed that the Directory still has
a useful purpose, particularly for those who do not have access to the website, but it will be kept under review.

11/6 WEBSITE MATTERS

David Gould continues to update the village website in line with the discussion paper at Annex A to the 30 Sep 10
minutes; and notes on progress are detailed at Annex below.

The test "village handbook" site that he refers to is at http://handbook.longparish.org.uk/. The dummy 3rd article on
the front page is now a slightly more useful "About this site" article with links to the real handbook pages and latest
version. There's also, by popular request, a search field at the top. It isn't so useful just now, because the
handbook itself is a single article, so you'll only get one result for it. If the site had lots of pages, it would work much
more as you would expect it to.

David needs feedback from the Communications Working Party and the Council, particularly about content,
structure and navigation.

Approved Version

1

MINUTES OF A MEETING OF THE COMMUNICATIONS WORKING PARTY OF
LONGPARISH PARISH COUNCIL HELD AT GIDLEIGH COTTAGE
LONGPARISH ON MONDAY 24 OCTOBER 2011 AT 7.30PM

PRESENT:

Christopher

Duxbury (Chair), Natasha Rouse, Mary Jo Darrah, David Gould

APOLOGIES:

Jonathan Frere

11/1 MINUTES OF LAST MEETING AND MATTERS ARISING

The minutes of the approved 30 Sep 10 minutes were reviewed. There were no matters arising.

11/2 VILLAGE CORRESPONDENT

The Chairman will write to David Hopwood to ascertain whether he has the time and wishes to continue as Village
Correspondent to the Andover Advertiser.

Action: CD

11/3 TERMS OF REFERENCE

The terms of reference for the Working Party were reviewed and it was agreed that no changes were needed. It
was agreed that meetings should be held six monthly.

Action: CD

11/4 PUBLICATIONS POLICY

It was agreed that The Parish Council’s Publications policy was not in need of detailed review this year.

11/5 VILLAGE HANDBOOK

The Chairman thanked Mary Jo for producing the Village Handbook; it was an enormous task, which was much
appreciated and had drawn many compliments.

Mary Jo will see if the shop is prepared to buy and sell some of the spare copies.

Action: MJD

11/5 VILLAGE DIRECTORY

Mary Jo has kindly offered to do one more update of the Village Directory. It was agreed that the Directory still has
a useful purpose, particularly for those who do not have access to the website, but it will be kept under review.

11/6 WEBSITE MATTERS

David Gould continues to update the village website in line with the discussion paper at Annex A to the 30 Sep 10
minutes; and notes on progress are detailed at Annex below.

The test "village handbook" site that he refers to is at http://handbook.longparish.org.uk/. The dummy 3rd article on
the front page is now a slightly more useful "About this site" article with links to the real handbook pages and latest
version. There's also, by popular request, a search field at the top. It isn't so useful just now, because the
handbook itself is a single article, so you'll only get one result for it. If the site had lots of pages, it would work much
more as you would expect it to.

David needs feedback from the Communications Working Party and the Council, particularly about content,
structure and navigation.

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11/7 HILL AND VALLEY

It was confirmed that Natasha is the Parish Council representative on the Hill and Valley Management Committee;
and Mary Jo is a member of the Editorial Committee.

11/8 BUDGET

The Chairman will initiate a budget estimate review for 2012/13 by email during early December.

Action: CD

10/21 AOB

Digital Archiving: The Chairman will ascertain when the Hampshire Record Office will start accepting
digital archiving. In conjunction with the Clerk, he will check on the most recent PC minutes held by the
Record Office and the whereabouts of those not so lodged to date.

CJD

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Annex A

THE LONGPARISH WEBSITE

[To be read in conjunction with Annex A of the Communication Working Party Minutes dated 30 Sep 10]

The proposal (30 Sep 2010)
---------------------------

1. DG to establish a 'sandbox' at new.longparish.org.uk where potential contributors can at least see something
and play around with the technology. Structure to be based on the Village Handbook.

2. NR to suggest navigation, structure and content.

3. All contributors go and have a play around at the test site.

What's happened so far?
-----------------------

There is a test "subsite" at handbook.longparish.org.uk, which contains the handbook as a single article (split into
pages by the content management system we are using, Joomla!). It isn't a thing of great beauty and there are only
a few pictures included.

The Communications Work Group members have been registered as users on the subsite, with permission to do
anything at all. The site is backed up and, in any case, nothing done there can affect the integrity of the main site.

There is a development site at new.longparish.org.uk, which I am currently building. This will turn into the new main
site when the Council is happy. So far, it is pretty empty. In the absence of any feedback about content or structure,
it is being modelled on the existing site.

The new site currently (11 Nov11) has some of the structure but no actual content.

What next?
----------

1. Register the Usual Suspects as users with permission to update the site (probably not until I have settled the
structure and added some content).

2. Fill in the "Helpers" section with advice about how to go about contributing to the site.

3. Continue to refine the structure and add content, linking to the current site where appropriate or transferring
content from the old site and link to the new one from there.

4. Incorporate any feedback (that I would still like, please) about content, structure, navigation or, indeed, anything.

If anyone on the Council or any other interested party would like a login to be able to contribute to the site, just
contact me and I will happily oblige.