1. New Forest Consultative Panel 'Influencing the future of the New Forest through informed debate’ Potential Savings and Efficiencies

2. Purposes of the Panel Section 1.2 of the Panel’s Constitution provides direction with regard to the work of the Panel: The overall purpose of the Panel is to:  help ensure the conservation of the special qualities of the New Forest National Park and its environs;  promote the understanding and enjoyment of these qualities; and  have regard for people's diverse needs and uses. October 2015 NEW FOREST CONSULTATIVE PANEL

3. Proposal – Panel savings and efficiencies  Reduce number of meetings from six (bi- monthly) to four (quarterly) – Mar, Jun, Sep, Dec (reducing the meeting support costs by a third).  Move from paper to e-mail distribution of agendas wherever possible (current paper/copying/postage costs approximately £100 per meeting).  Hall/microphone savings.

4. Cost per Consultative Panel meeting (NPA Only) unitNumberCost /unitTotal ££ £ PaperCopying (10 sheets/agenda)80x1080011.16 AgendasEnvelopes801.64 Postage costs801.0685.00 Paper (10 sheets/agenda)80x108004.00 Total Paper agendas101.80 Room hireBrock Village Hall hire1123.60 Microphones/technical1420.00 Total room cost543.60 Staff timeRoom set upHours1.525.0037.50 Secretariat (3 officers)Hours925.00225.00 Agenda settingHours225.0050.00 CopyingHours125.00 NPA Officers incl. CEO x 2Hours625.00150.00 MinutesHours225.0050.00 General admin costs in year216.50 Officer mileage (5x Av 20 mil)Miles1000.4545.00 Total officer expenses799.00 Total average cost per meeting1,444.40

5. Projected savings – reducing down to four Panel meetings per year Total costs  Existing - £1,440.40 x 6 meetings = £8,642.40 p.a.  Proposed - £1,440.40 x 4 meetings = £5,761.60 p.a.  Saving by reducing to four meetings = £2,880.80 Costs excluding staff time  Existing - £645.40 x 6 = £3,872.40 p.a.  Proposed - £645.40 x 4 = £2,581.60 p.a.  Saving by reducing to four meetings = £1,290.80

6. Venue and sound system  The secretariat have investigated alternative venues which can accommodate up to 80 Panel members  There are two viable options

7. Brockenhurst Village Hall  Cost (hall hire plus mics and onsite support) - £170 per meeting  Four fixed and two roving mics.  Centrally located  Current venue for Panel meetings  The meeting would need to be held on Wednesday evenings because of a prior regular booking

8. Lyndhurst Community Centre  Cost (hall hire plus mics with on-call support) - £143 per meeting  Three microphones (one fixed and two roving)  Centrally located  Projector and screen are fixed  Meetings could remain on Thursday evenings

9. Projected savings re. hall/micrphone system  Existing cost - £543 per meeting (mics and hall hire)  Proposed (Brock VH) - £170.00 per meeting Saving £543 - £170 = £373  Proposed (Lyndhurst Comm. Centre) - £143.00 per meeting Saving £543 - £143 = £400

10. Projected overall savings  Reducing Panel meetings down to 4 p.a. - £2,880  Savings through e-mail agenda distribution - £100.00 per meeting, £400 p.a. (based on 4 meetings p.a.)  Savings on hall/microphone system (Lyndhurst Comm. Centre or Brock VH) - £373 or £400 per meeting (£1,492 or £1,600 p.a. - based on 4 meetings p.a.)  Total projected annual savings £2,880 + £400 + (£1,492 or £1,600) = £4,772 - £4,880

11. Proposal – agenda setting Appoint a working group of the Chairman and top table reps to agree draft agenda items for coming year – Panel members canvassed for input. Benefits: o Agendas planned and structured in advance. o In year changes can be made to the agendas as new issues arise or priorities change. o Potential Panel workshop sessions can be identified by the Working Group, i.e. review of Panel Constitution.