Local Government On-Line Pathfinder Partnership for Wiltshire and Swindon.
Notes of Pathfinder Programme Co-ordinators’ Meeting: 11 September 2001, County Hall
Present: Bryan McGinity, Andrew Osborn, Tim Ward, Dave Neudegg, Anna Burgess, Sian Penlington, Peter Dunford
Apologies: Barry Webb, Jacqui Abbott, Allan Bosley
1. Introduction
BMcGinity introduced himself and summarised his professional background. He reported that Richard Sheard, as Programme Director, wanted to take a closer interest in the project and had requested fortnightly briefing meetings. BMcG wanted to see some ‘quick win’ successes by the end of October and solid progress by December in order to be in a strong position to apply for year 2 continuation funding. In March 2002 a performance report on scheme delivery against agreed milestones will be due.
2. Notes of Steering Group meeting 9/8/01
Notes agreed. Matters arising none.
3. Confirmation of Roles
The roles of Programme Director, Programme Manager, Programme Co-ordinator and Project Manager were clarified. Details circulated with these minutes.
A post to work with the Programme Manager and to provide administrative/ financial/clerical support would shortly be advertised on a full-time 6 month contract. A Pathfinder Office had been established at Room 218 in County Hall where the Manager and his support officer would be based. A database of all project managers and their contact details would be set up. (ACTION: J Feane)
4. Project Management: Policy on recharging for costs
R Sheard had agreed to a policy for recharging project management costs. Costs incurred by Project Managers should be included within each project cost (at an assumed rate of £27.50 per hour ) ; costs of Programme Director and Co-ordinators could be recouped (at £40 per hour) from the overall scheme budget, subject to prior agreement to a workplan of forecast time commitment. D Neudegg and others saw problems with this. Management time to the scheme was a very real issue for reps from the voluntary and private sectors, but could be seen as part of the ‘core business’ of public sector reps. The County Council had a system of time recording and cost re-charging but many of the district councils did not. Senior and more specialist staff would have a ‘charge out rate greater than the ceilings agreed. A common approach was needed by all in order to avoid conflict and ‘jealousies’. This issue would be discussed with the Project Managers at the forthcoming meeting where projects/ costs would be finalised. An assessment of overall management costs was needed before agreement to proceed could be given. Costs could potentially be ‘massive’.
5. Agreed programme of projects and letters of authorisation
Letters should have been issued following the last Steering Group meeting; some were delayed. Only 7 tear off slips (agreeing to terms of grant offer) have been returned to date, the remainder to be collected at the Project Managers’ Briefing.
6. Project Status
7. Budget Update
Final project costs would be ascertained at the Project Managers Briefing. P Dunford circulated an update of project management expenditure to date which included details of Programme Manager and office set up costs.
8. Communications
Sian Penlington circulated a draft communications strategy. Links need to be made to other current projects where there are overlaps- with LEADER+ scheme, community planning activities etc- so that shared publicity can be given and consultation fatigue is avoided. £50,000 is being provided by DTLR for dissemination of lessons learned. Wiltshire and Swindon is required to find 3 other local authorities willing to be ‘mentored’ by the end of September. Worcestershire have already approached us; we should look to other areas close by such as Dorset, Hants and Gloucs.
Anna Burgess presented a proposal for an upgraded website, based on a project management system. It was agreed to be over complex. Only essential information needed to be posted up- such as meeting minutes, progress reports, timetables and project plans. Learning points should be recorded and this should form a standing item on meeting agendas. A Burgess agreed to revise the proposal and present at the Project Managers’ Briefing and also to design a logo for headed paper, news releases etc. (ACTION: A Burgess)
9. Project Managers’ Meeting
Project Managers had been notified of the event. Agenda details should be sent out forthwith. Items to include summary of all projects, costs/time implications, finance regs, communications plan, question and answer session.
10. Agreement with DTLR
Paper currently in draft form, to be updated ahead of the next Steering Group meeting and signed off thereafter. Guy Ware DTLR to be invited to attend.
11. Agenda for Steering Group 5/10/01
To be set at next Programme Co-ordinators’ meeting
12. Any Other Business
Tim Ward requested that other projects be included on a ‘reserve list’ in case of a budget underspend. This would make up for the lack of transparency in setting the original project plan.
13. Next Meeting
Wednesday 26 September 2001, 10am 
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Notes of Pathfinder Programme Co-ordinators’ Meeting: 26 September 2001, WHA, Devizes
Present: Bryan McGinity, Andrew Osborn, Tim Ward, Jacqui Abbott, Allan Bosley, Anna Burgess, Peter Dunford
Apologies: Barry Webb, Dave Neudegg
Note of Co-ordinators’ Meeting 11/9 and matters arising
Notes agreed. Agreement with DTLR and milestones paper to be updated in light of Project Managers’ Briefing meeting. To be signed off by Chief Executives and submitted to DTLR next week. B McGinity to meet with Guy Ware of DTLR on Tuesday. (ACTION: B McGinity)
Project Managers’ Briefing 19/9
Notes of the meeting were circulated. All agreed that this was a useful meeting, helping to bring a greater understanding of the range of projects and linkages between them. There was a call for clarification of the financial procedures and for ‘fast track’ payment for some voluntary sector organisations. (ACTION: P Dunford)
A second briefing session is planned for Thursday 8 November 2001 to report progress. A venue outside Trowbridge was sought, Lackham College preferred. (ACTION: P Dunford)
Project Summaries/ Updates
Proformas were distributed to all Project Managers. Only a handful of Project Summary forms have been returned to date (although some may be held up due to email problems at County Hall). Project Status forms are due at the end of September (to Bryan or Peter) and these should be chased by Co-ordinators. By next month these forms will be held on the website and updates will be able to be submitted electronically. (ACTION: All Co-ordinators)
All Co-ordinators provided status updates, project by project. It was agreed that: 1. B McGinity will take over from A Bosley as Co-ordinator for Programme (i), leaving Alan to concentrate on input to the project. 2. T Ward will take over from B Webb as joint Co-ordinator for Programme (ii), as Barry is leaving Wiltshire HA to take up a secondment with Dorset HA. 3. J Abbott and T Ward to reshuffle responsibilities for projects in programmes (ii) and (iv) with JA taking responsibility for non WCC- led projects.
Recharging of Management Costs
Further copies of the policy on charge out rates was circulated. Some Programme Coordinators have provided estimates of time involvement for programme co-ordination, details for others were awaited. These estimates were required ‘up front’ before the re-charging policy could formally be agreed and activated. (ACTION: J Abbott, D Neudegg, R Sheard, P Dunford)
Procurement Issues
There is no central policy for procurement of goods and services associated with the Pathfinder programme. Most of the larger partner organisations have their own policy and, as purchasing and initial payment is delegated to partners in any event, so too will responsibility for an open and transparent procurement process. Wherever possible a competitive process involving 3 quotes should be required. (ACTION: All Project Managers)
Potential Quick Wins
Following the Project Managers’ Briefing meeting, Sian Penlington is producing a note of possible ‘quick win’ projects. This will need to be agreed by all Co-ordinators and can form part of B McGinity’s presentation to the Wiltshire Local Government Association on 18 November. (ACTION: S Penlington/All)
Issues raised
There is potential for duplication in product purchasing. Economies of scale could be sought through bulk purchase. Local purchasing would benefit the local economy.
Communications Plan
A Burgess provided an update. A meeting of the communications sub-group is planned for 4 October. A logo/ letterhead is being prepared. The website should be operational by mid October. (ACTION: Communications Sub-Group)
Any Other Business
The agenda for the Steering Group meeting on 5/10 should include items on the meeting with DTLR, an update on projects and details of the communications plan and website. B McGinity has spoken to other local authorities in the region to ascertain whether they would be interested in being ‘mentored’ by the Wiltshire and Swindon Partnership. Possible takers are Gloucestershire CC, Dorset CC, Wychavon DC and 2 districts in Devon.
Next Meeting: Thursday 25 October, County Hall, Committee Room 8 at 9.30am 
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Notes of Pathfinder Programme Co-ordinators’ Meeting: 25 October 2001
Present: Bryan McGinity, Tim Ward, Andrew Osborn, Jacqui Abbott, Allan Bosley, Peter Dunford
Apologies: Dave Neudegg
Project Status: Each Co-ordinator reported progress on projects. Copies of status reports should be circulated each month.
Strategy: revised PID awaiting approval of WASPP. Complete by January.
Access/Community: district councils to manage delivery of websites across communities in each district area. Proposals for delivery sought by 19 November, funding awarded on 26 November. Demonstrations from software suppliers on 7 November. Questionnaire survey being prepared by Graham Wilson.
Community Profiles: Niki Lewis away sick. Awaiting Project Summary and Status forms
Partnership Mapping: Resource issue, may need some external support.
25 Target Areas: T Ward meeting Sharon Collins on Monday.
Parenting: J Abbott due to meet Rosie Tomlinson to discuss progress.
South Wilts Poverty: T Ward due to meet Amber Skyring to discuss progress
Disabled Access: Awaiting nomination of Project Manager
Ethnic Minorities: Sharon Collins meeting with Bath University and Racial Equality Council shortly
Tomorrow’s Voice: T Ward to meet Rod Evans to discuss progress
Benefits Take-up: Liz Taylor trying to get Swindon involved but experiencing difficulties.
Swindon Adshels: No contact or paperwork from Mike Lay.
Health/Social Care Integration: Sue Geary currently recruiting project officer. A Osborn being flooded with calls from private sector touting for business.
GIS: John Geary to project manage. User groups and Project Team now established. Late start for project could influence spending timetable.
Community IT: security issues around setting up IT centre.
Libraries Link: Status report and revised PID from Chris Wildridge by 2 November.
Calne Learning Centre: George Bright reports ‘planning issues’ with the proposal. Bob Marshall now involved.
Disadvantaged Capacity: Market Research: KPMG appointed and will meet with key organisations soon (e.g.WCC on 5/11)
Project Summary Reports/Status Reports
Most received; others being chased. For October reporting the forms should be available electronically through the website.
Co-ordinators’ Time Reports
A proforma was issued subsequent to the meeting (copy on the website) to allow simple reporting each month. Project Managers will record their time on the monthly Project Status report.
Budget Status
P Dunford circulated a printout showing expenditure to date. Project Management and office set up costs of £38,412.42. The only project expenditure so far processed is £10,416.66 towards the CAB project where grant payment ‘up front’ has been agreed to overcome cash flow issues. Each month a financial report on spend by project will be issued for all to view. The 6 month claim for monies in arrears from DTLR is due in December so spend should be maximised ahead of this deadline. Guidance on payment of bills at the financial year end is needed.
Quick Wins
Calne Learning Centre and CAB projects are key hopes. BMCG to stress the importance of quick wins at the Project Managers’ Briefing on 8/11.
Web Site Status
Site to be hosted by Junction 17 will be operative by next Monday at www.waspathfinder.net
Launch Programme
At Corn Exchange, Devizes on Monday 29 October. 100 people invited including all Co-ordinators and Project Managers. Presentations from Keith Robinson and BMCG as well as demonstration of website.
Mentoring
Lack of interest from other authorities. Dorset CC attending launch event
Networking
Meeting with Kerrier DC, Sedgemoor DC and Somerset CC shortly.
Project Managers’ Briefing 8/11
Reminder to all PMs needed to ensure attendance. Use meeting to seek feedback on website.
Programme for 2002/3
Ideas from all for projects next year to be submitted to BMCG by 6 November.
Next Meeting Wednesday 14 November at 9.30am, Octagon Lounge, West Wilts DC, Bradley Road, Trowbridge
(ahead of Steering Group meeting on 16 November) 
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Notes of Pathfinder Programme Co-ordinators’ Meeting: County Hall 15/11/2001
Present: Bryan McGinity, Jacqui Abbott, Dave Neudegg, Andrew Osborn, Allan Bosley
Apologies: Tim Ward
GIS project: PID document not yet available. D Neudegg concerned at the process to spend money balanced with the Project value. Steering Group to approve PID document. B McGinity reported his concern on the progress on a number of Projects. Although Wiltshire was behind the game, there was an opportunity to build on cultural change and organisational capacity.
A new support officer will be starting on 19/11; her name is Helen Bailey and she will be assisting Bryan McGinity in his role and will help input data from all Project Managers.
Status Reports:
John Feane: has met with John Shaddock and Richard Sheard recently. The project PID is awaiting approval from WASPP. Community websites: Supplier tenders due by 19/12 with website template to be live by 2/1/2002. Submissions due from the districts by 19/11 with a meeting will be held on the 26/11, to which Community Planning contacts will be invited. Community Profiles: Project behind timetable but can make up time. David Maynard: No progress made. Meeting established to resolve concerns. Sharon Collins: On target for implementation Nov/Dec. Rosie Tomlinson: Making good progress. Amber Skyring: Making good progress. Graham White: Has contracted Tracy Davis as project manager until the end of June. Sharon Collins: On target. Rod Evans: WASH are still deciding which schools should participate in the project. Liz Taylor: Has purchased the equipment. Mike Lay: Negotiations in hand, between Swindon Borough Legal Dept and Adshel lawyers Nick Blankley and Sue Geary: On target. Rosie Tomlinson: On target; the insurance issues should be resolved. Chris Wildridge: PID has now been agreed. George Bright: The centre in Calne is to open in January. Awaiting results of planning concerns. Pippa Read: No current information. Phil Rawlinson: Progress being made.
Quick wins: None evident at present.
Budget: Out of a budget of 1.2 million in 2001/2, we have currently spent only £66,000. Co-ordinators bills required to update management costs.
Proposals for 2001/2: It was agreed that the proposals at present are too fragmented and lacking vision. Needs to be re-focused around 2-3 key themes with a strategic overview. BMCG to circulate revised draft for comment. To be finalised in time for forthcoming meeting with Guy Ware, DTLR.
The ‘Lessons Learned’ paper will be completed by John Feane/ Charles Jack by Monday 26/11 and circulated for comment.
It was decided that it was not necessary for The Communications Group to meet, until we had pulled together our plans for 2002/2003 and made further progress on 2001/2001.
The date for the next meeting, will be 17th December at 2 p.m in County Hall. 
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Pathfinder Co-ordinators Meeting: Tuesday 15th January 3.00pm. Room 218, County Hall.
Present: B McGinity, H Bailey, J Abbott, D Neudegg, A Osborn, T Ward, K Challis, P Dunford and T Way.
Absent: S Penlington and Allan Bosley
Web Site Design: Bryan raised the point that the Hosting Plan was unclear. Kim advised that it was necessary to go to a proper ISP for security, as they would also be able to maintain the site and keep an eye on the domain name. Kim also stressed the need for all partners source code, as once development of the site was completed, Securicor need not be involved with the maintenance of the sites. It was agreed that a meeting was to be scheduled with Nicola Tasker, to discuss the issues surrounding the domain name and the source code.
Connectivity of Projects and Web Sites: The question was raised “Do we want an open web site?”
D Neudegg expressed concern of replicating web sites, and the difficulty in buying a Content Management System. The understanding was to centrally buy a web site and build with the Content Management System. Pathfinder would then test the site, which was hosted on a central box. After 31st March, the Content Management System would then update web site, and local councils would buy an Add on Licence, which enables a trained person to update, add pictures etc and maintain the site. It was agreed that this was not an issue, but it needed to be clarified just who the provider is and who maintains the site. A meeting has been scheduled at Obtree on Monday 21st to discuss this.
Project Review by Peter Dunford:
* 2Z001 Peter reported that the full £10,000 would be fully utilised by the end of February, as J Feane will achieve the programme.
* 2Z002 A questionnaire on “What you have available and what you want “ on the web site has been sent out.
Swindon (Mike Lay) the project is moving well.
North Wiltshire DC (Jo Cogswell) has concerns on timing.
Kennet DC (C Hasted) will meet the timetable and has no problems.
West Wiltshire DC (K Arnott) will need assistance in achieving the programme.
The above 4 Districts need a formal review with Allan Bosley, Julie Martin and Nicola Tasker.
* 2Z003 Niki is well on stream and is positive she will make a saving on this project and will come in at spending £35,000.
* 2Z004 A meeting is to be held with David next week. The project is well on stream, and looking to save £5,000-£10,000.
* 2Z005 Again the project is well on track and is looking to save £5,000.
* 2Z006 the project is well on stream. We have received an invoice for £500 less than the full amount, but Liz will spend the full amount.
* 2Z008 Graham has not yet made a decision on the web site. Kim has given 2 quotes, which are at opposite ends of the cost scale. A meeting is to be arranged with Graham, Kim and Bryan.
* 2Z009 the project is reported to be well on stream.
* 2Z010 Tim is currently resolving the issues on specification of the software.
* 2Z011 Progress is being made here. £30,000 out of £59,000 has been invoiced.
* 2Z012 will have £50,000 after re-structuring as the specification has been amended. The point was raised, for the project to be disseminated, as it is extremely interesting and useful for the Pathfinder Project.
* 2Z013 the project has £20,000 already in place and an invoice for £47,000. A meeting is to be held with Nick Blankley on the 28th January.
* 2Z014 Two suppliers have been organised, with invoices of an estimated £50,000 to be received very shortly.
* 2Z015 Work has started on the room. It was suggested that it was necessary to clarify “Underspend”, as the project is £5,000 short. Lowbourne has approached the Learning Skills Council this week, requesting help with funding. It was also suggested that reducing the amount of computers from 19 would cut costs.
* 2Z016 C Wildridge is still off sick, so Tim Ward will speak to P Dyer, with regards to not receiving any Status Reports as yet.
* 2Z017 The Calne Learning Centre is complete and opened on the 7th January. The official opening is at 12 noon, on the 31st January by the High Sheriff David Stratton OBE of the DTLR. Peter Dunford requested they send invoices, as he has not received any as yet.
* 2Z018 Capacity Building is ahead of plan.
* 2Z019 D Neudegg reported the project was well on schedule and an invoice for £66,000 was on its way. The report by Mori has been read and issued locally. It was suggested that Phil do a presentation at the April Dissemination meeting or at the Project Mangers meeting 18th February @ 1.30pm Committee Room 6 County Hall, Trowbridge.
* Dissemination: Only a small amount has been invoiced, but this will increase.
* Administration: Staff time has not been billed for, so again, this will increase. It was requested that we have the financial status on Pathfinder, up to date for the Steering Group Meeting on Wednesday 23rd at 9.30pm Committee room 3, County Hall.
* A reserve associated Project list was to be developed by the Programme Manager.
Sustainability: It was agreed that Bryan McGinity was to ensure that all the organisations are committed.
Replication of Lessons Learnt: How is this to be communicated form the web site to other authorities? A dissemination Programme was suggested, which needs to be given out at a high level, with Key Learning Points. A brainstorming day was suggested, with Project
Managers in April. Anna Burgess is rearranging a meeting on the 19th February 2002 to share collective Learning Points.
The Pathfinder Summit has been re-arranged for the 7th March 2002. The paper Bryan issued regarding this is to be completed by 31st March 2002.
Other points: The question was raised on Charge Levels. Mike Marshall is to confirm this.
Future programme: Date of the next meeting is proposed for Tuesday 12th February at 12pm or Wednesday 13th February am.
On the 20th December a letter was issued. Each Local Government will have £200,000 in the first year, with £200,000 for the following year.
There is a list of 50 partnerships that can put bids in for further Partnership funding.
John and Bryan have produced a bid, for March 2002-March 2004, incorporating three programmes;
* Community Engagement
* E-democracy
* Integrating fronts and back office.
This was given to those attending the meeting, for their views.
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Co-ordinators Meeting 14th February 2002, 2pm Beech, County Hall, Trowbridge.
Attendance: B McGinity, H Bailey, P Dunford, A Osborn and A Bosley.
Apologies from: J Abbott, T Ward, D Neudegg, A Burgess, M Lay, R Kitchener.
Status on Projects/Financials:
* John Feane - Strategy on Access – This project has overspent, but the strategy has not been produced to date. Check with John on future expenditure and plan for Strategy compilation.
* Allan Bosley – Access – Allan reported that regarding the Content Management, all decisions had been made and the £100,000 is on track to be spent, with the project due to be completed on the 15th March. The District “Access” projects were all underway and on track. No charge was expected from the “Information Management Project” Allan Bosley is to produce a full financial forecast.
* Niki Lewis – Community Profiles – Currently Sharon Collins is looking at ways to improve the layout and presentation of the website. There is concern regarding Swindon’s involvement, as it is predominately Wiltshire based at present. There may be some under spend here.
* David Maynard – Mapping – Securicor are now in the process of designing the website. The site is to be prepared by an external consultant. A possible saving.
* Sharon Collins – 25 Target Areas – This project has been completed, published and produced. All monies spent.
* Rosie Tomlinson – Parenting Support – ISP provider has been identified and the design of the website template is almost complete. The full amount of £5,000 has been comitted.(Final bills awaited)
* Amber Skyring – SWAAP – It is unclear of the status of this project, as Amber has unfortunately been unwell. The areas to be covered include the replication in other districts.
* Graham White – Better access for disabled people – A quote from Securicor for the design of the web site was too high and so Junction 17 have been approached and an estimate has been given. Costs from this project will be running up to the end of June.
* Sharon Collins – Ethnic Minorities – This is well on stream and the report is due to be completed by the end of March 2002. Check Helen Begums time costs.
* Rod Evans – Tomorrows Voice – The 4 schools chosen by WASH are Corsham, Upper Avon, Castledown (Luggershall) and St.Johns (Marlborough) The software is being finalised and will be implemented by the end of March. On stream to spend the £21,000.
* Liz Taylor – Benefits Take-up – The project is well on stream and will spend the £59,000.
* Mike Lay – Adshel Kiosks – The project is almost fully spent up. B McGinity and A Bosley to review Swindon. Access points will not be linked to the Community Website.
* Nick Blankley/Sue Geary – Electronic Health and Social Care –The programme is well in hand, with monies also being committed out of the 2002/2003 funds. This will need reviewing with WCC and DTLR.
* John Geary – GIS – The project will be limited to the £77,000 for 2001/2002.
* Netta Hemmins – Lowbourne – Painting of the room is taking place this week and the carpets are to be fitted on the 20th February 2002.The centre will be open in March. Bills are expected shortly.
* Chris Wildridge – Libraries – The £15,000 will be spent despite the project starting late. There are discussions on the training with the colleges.
* George Bright - Calne Learning Centre – The centre has been completed and was officially opened by the High Sheriff, David Stratton, on the 31st January 2002.
* Pippa Read – Capacity Building – Adaptation of the PF premises by Longfield is underway and installation should be within February. We require both invoices and financial forecast from Pippa Read.
* Phil Rawlinson – Market Research and Audit – Mori/KPMG have provided information that needs to be disseminated to organisations. This will need to be reviewed with the Steering Group.
* Bryan McGinity – Dissemination – The key output will be to organise a Dissemination event, with the option of Oracle hosting and administrating. It was agreed that this needs to be discussed at the Project Managers meeting on the 18th February 2002, and that a small working group needs to be established to co-ordinate this event.
* Admin – Costs are on target. Some re-coding may be necessary due to inaccurate time recording. We have had many letters of support for the LGOL Bid for 2002/3 additional funding. Letters have been received from WASH, NHS, Michael Wills MP for North Swindon, Julia Drown MP for South Swindon and James Gray MP for North Wiltshire. It is expected that we will hear the outcome of the proposal by early March 2002.
March 7th is the date set for the Pathfinder Summit Richard Sheard/Dave Neudegg, Bryan McGinity, John Feane and Allan Bosley will be attending. It was agreed that at the Pathfinder Project Managers meeting the key issue for discussion will be the Financial Status of all the Projects.
On the 19th February, a Network Event is being held at Sedgemoor, in order to review what we have achieved, what we have learnt and how we will sustain/disseminate.
The issue was raised of sustaining commitment to the end. It will be raised on the Agenda for discussion at the Steering Group Meeting on the 22nd, in Committee Room 3, at 2pm here in County Hall.
The date of the next Co-ordinators meeting was agreed for the 11th March, 2pm in Committee room 2, here at County Hall.