Minutes of Committee Meeting 21st October 2013

Minutes of Committee Meeting 21st October 2013
Present: Bill Woods, Beryl Francis, Annette Harley, David Smith, Michael Blanch, Jim Davis, Carole Nash
Apologies were received from Tim Dawes
1 Planning Reports
BF said that there are currently no applications of local interest. The major matter is publication of the Local Plan (Allocations) documents; BF and CN had attended the HBC Cabinet meeting. There is now a public consultation period until 22nd November.  CN will distribute a link to the document on HBC’s website with a PDF from DS comprising the key material.  Members should be encouraged to comment individually and to contribute their views by email to CN by 8th November. A response from the Society will be developed by discussion at the AGM; this will be submitted before 22nd November.
Discussion centred on allocation for housing and mixed use within the town centre, particularly Market Parade, East Street and Town End House. Inclusion of affordable housing was noted, as was provision for community facilities. The map appears to indicate that the allocation for Market Parade includes the entire site (not just phase 1). JD commented that we should strive to preserve the best of the old and ensure that new development is very good.
BW had followed up concern from a resident about deviation from a planning application; this complaint proved to be unjustified.
3 Actions from Public Meeting at Bosmere School 
(a) AH provided a comprehensive range of thoroughly researched discussion material which will enable us to develop an effective communication strategy. The purpose is to keep members informed of all relevant issues linked to Havant, the Committee/Society, Planning Proposals and meetings in order to fulfil our remit and encourage continued/new membership.  Much discussion ensued covering a Welcome Pack for new members, an annual Renewal Pack and communication/contact with members. Distinction was made between the newsletter which will be distributed electronically (except 15 hand delivered paper copies) to members and flyers which will be full colour 6DL distributed throughout the town annually in the approach to the AGM. The latter will include static content (no dates) and must include information about how to pay membership fees. Richard Brown is able to arrange printing of about 2000 copies. AH was admired and thanked for her work in this area.
(b) Email consultation with members is intended for specific planning proposals, not the entire Allocations Plan.
4 Links to PO9 and other publications
This was deferred because of time pressure.
5 AGM Planning 
Publication of members’ benefits was covered in 3(a) and the strap-line accepted. Committee protocols were discussed, CN being particularly concerned about the burden of extra work created by erratic attendance. BW will draft a protocol. DS said the 1-year term for committee members had been agreed at the last meeting and should not be repeatedly re-visited. CN will produce a list of current committee members and responsibilities in time for the AGM. DS explained that concepts for a logo will be presented at the AGM and a final design produced depending on members’ comments. The possibility of setting up a closed Facebook group for was members was deferred. It was agreed that a skeleton structure of public meetings covering 2014 would be beneficial – Monday 10th March, Monday 7th July and AGM Monday 20th October were agreed. Other informal events (such as surgeries) could be arranged from time to time.  The due date for membership fees was debated – we wish to avoid asking for more money in January from those who paid for a year’s membership in October. The best (temporary?) fix appears to be paying by thirds. CN and AH will scrutinise our data and clean it up. Annual group membership for Langstone Village and Lanstone Residents associations might be set at £20 but no firm decision made. DS will draft a questionnaire for use at the AGM and will analyse the results.
11 Date of next meeting
This will be Monday 9th December, 7pm at 5 Grove Road
The meeting closed at 9:20pm

Minutes of Committee Meeting 30th April 2013 

Minutes of Committee Meeting 30th April 2013 

Present: Bill Woods, Tim Dawes, Michael Blanch, Jim Davis, David Smith, Annette Harley, Beryl Francis, Carole Nash

1 Apologies were received from Ray Cantwell and Ina Allum

2 Correspondence
CN reported that TD had forwarded an email from David Willetts’ office saying that he had met leaders of HBC and emphasised the importance of engaging with the Civic Society.
An email had been received from Ann Griffiths asking if information about Friends of Havant Museum could be sent to people on our email distribution list. After thorough discussion it was decided that it would be more appropriate to include this information in a newsletter and on the website.

BW said that fly tipping on the Billy Line had been reported as an increasing nuisance.

BF said that HBC intend to publish planning applications in the Hampshire Independent free newspaper instead of The News. Although this saves money for HBC and readers, there are concerns about accessibility for housebound people and those without internet access. CN will write to HBC about the impact on transparency and inquiring about their public engagement strategy.

3 Financial statement
This had been distributed by email, (printed copy provided for MB). The bank balance is £246.68 TD said there was an outstanding printing invoice.

4 Heritage fund grant
BW said that the hospital tiles have now been funded and will be permanently displayed in The Spring; we should find another project. Although the Civic Society’s activities fit many of the criteria new hurdles are presented regularly (e.g. they don’t fund societies). TD said that it is common for repeated applications to be made before a result is achieved. CN suggested a campaign to save St Faith’s church hall. TD felt a feasibility study study would make good use of the £5K applied for and would add credibility.

5 Planning proposals
BF reported that there are no proposals other than small scale domestic ones. The main concern is public access to proposals (as noted in 2). Approval for the development at Manor Farm and Copseys Nursery has been passed on a casting vote.

6 North Street / Market Parade development
DS reported on the meeting of developer Shaun Adams (SA) with a subset of our committee (BW, JD, AH, DS, CN). After much discussion about reconciling support for local businesses with over-representing our role, it was agreed that a meeting between some of our committee and the local business association would be helpful. Additionally, JD urged that HBC be contacted for clarification of their small traders policy emphasising the importance of helping them to relocate successfully; TD believes HBC has no place for them. Proposed car parking provision was described; TD observed that decking the railway car parks would be preferable to decking that in Prince George’s Street.

It was noted that SA had asked us not to discuss the proposal publicly for a few weeks until it has been put to HBC; unsurprisingly, it has already been reported in The News.

When future occasions arise for a few committee members to attend on behalf of the society, we should have a more rigorous procedure. Some members had been omitted in the belief that they were unlikely to be available during the day in the run up to an election, however, the chairman will exercise his discretion to invite committee members as appropriate to the task at hand.

7 Publicity and Newsletter updates
CN said that two members thought our money would be better spent on high quality leaflets available in public buildings. It was widely agreed that the newsletters are valued and serve the society well, but some coloured business cards or postcard size leaflets should be considered too – printing costs are not high; AH and DS will discuss design and report back. A logo, first mentioned last year, should also be revisited. AH suggested covering a new area such as Denvilles or Warblington with each new issue of the newsletter. TD said several people have reported difficulty reading areas of white on black printing and RNIB disapprove of it. AH will avoid this in future issues, at the expense of immediate visual interest. AH asked if we had established a routine or trigger for newsletter production; it was agreed that they would be published when we had something to say or a meeting to advertise. AH, supported by CN, said a realistic lead time (say 4 weeks) should applied and strictly adhered to.

8 Any other business
AH asked if Havant has a Town Centre Manager or empty housing officer – TD said that the Town Centre managers are effectively Jeff Crate and Peter Hammond and there is no empty housing officer.

DS reminded the meeting that one of our members had suggested contacting Kenwood for support with equipment – we should follow this up as we have increasing need for a laptop and similar equipment.

Discussion of traffic problems included continued use of residential roads by HGVs, a 20mph speed limit in residential areas, the effectiveness of various traffic calming strategies and working towards prioritising cyclists and pedestrians over motor traffic. We should adopt a watching brief.

Havant Literary Festival is 1-10th October

The date of the next committee meeting was agreed Tue 18th June

Minutes of Committee Meeting 12 noon 18th December 2012

Minutes of Committee Meeting 12 noon 18th December 2012

Present Tim Dawes, Carole Nash, Jim Davis, David Smith, Bill Woods

Apologies were received from Annette Harley, Beryl Francis, Michael Blanch (Jim Davis for early departure)

1 Statement of our purpose
After several suggestions and revisions the following was agreed:
Havant Civic Society aims to conserve and cherish the important features of Havant’s distinctive heritage. We seek to encourage quality design in new developments which will enhance the town. We wish it to be a thriving borough centre with a sound cultural and economic base – a town that residents are proud of and that people want to visit.

2 Meeting with David Willetts MP
It was unanimously agreed that this was successful. JD was pleased that DW had clearly understood the planning gap between broad strategy and highly specific site detail. TD commented that he (DW) had thought the meeting useful. DS felt he spoke as a potential ally. CN thought he reacted well to civic pride in our town.

3 Roles and responsibilities
We need to agree these and report to the next general meeting:

  • Bill Woods – (chairman) will coordinate, garner and refine best ideas from meetings
  • Tim Dawes – will undertake corporate liaison and project work, also organise meetings
  • Jim Davis – will deal with leaflet distribution
  • Annette Harley – will be asked to continue her work producing newsletters and posters
  • Beryl Francis – will be asked to monitor HBC’s planning applications and alert us to those needing action on our part
  • Ina Allum – will be asked if she would contribute to publicity
  • David Smith – (vice chairman) will support the chairman and continue running the website
  • Ray Cantwell – Treasurer
  • Carole Nash – (secretary) will support the chairman and continue dealing with correspondence, including bulk emails and reports. Church matters will be handled jointly by BW and DS

4 Actions

  • Each committee member should have a copy of members list and officer roles (currently there is little distinction between contacts and paid–up members)
  • BW will contact Lucy Howard of HBC with the intention of arranging an informal meeting with himself, DS and CN similar to that with Jackie Branson.
  • DS will update the website including a method of payment (treasurer’s address), investigate PayPal possibilities and seek informal contact with Peter Jones of St Faith’s church
  • TD will prepare a standard introductory letter for corporate purposes and polish his presentation for inclusion on the website. He will investigate further contact with Havant Housing Association. He will also identify a speaker for the next general meeting 18th February in URC hall.
  • The next newsletter should advertise this meeting and include a short piece by John Pile.
  • The next committee meeting will be 22nd January 2013 at 5 Grove Road, members will be asked their preferred time.
  • TD will draft and circulate comments on HBC’s housing allocation to be ready for 5th January 2013

Havant Civic Society Minutes of Committee Meeting 19:00 Thursday 15th November 2012

Havant Civic Society
Minutes of Committee Meeting 19:00 Thursday 15th November 2012

Present: Tim Dawes, Carole Nash, Beryl Francis, Ray Cantwell, Jim Davis, David Smith, Annette Harley, Michael Blanch

Apologies were received from Bill Woods

Minutes of last meeting were approved (taken as read after earlier distribution)

Matters Arising
Council officers have been invited to meetings, but none has yet attended – we should repeat a request for attendance (CN). Elected councillors with responsibility for Planning and Regeneration or representing St Faith’s should also be invited (CN). Rather than pursue formation of a community trust, we should contact St Faith’s Church PCC asking for informal discussion with the Civic Society at their convenience (CN). Portsmouth Water Company has not yet been approached about the status of their pumping station – this should be done (CN). John Townsend of HBC should be asked about including the White Hart and War Memorial on the local list (CN).

Correspondence
Email correspondence with HBC had been circulated. Meticulously and systematically following links to HBC’s documents had proved daunting; some are excessively long (67 pages) and refer to further material. St Faith’s Conservation Area Appraisal and Management Plan includes a study by Forum Heritage Services published in 2007 and now adopted. Reference was made to HBC’s draft Allocations Plan for public consultation. It was agreed that the Civic Society should comment on this.

Formal Response to East Street Consultation Findings
There has been some acknowledgement by HBC of public hostility to aspects of their proposal; need for community buildings is now mentioned and there is no further reference made to moving the War Memorial or “shared space”. However, East Street is still scheduled for an unfeasibly large number of houses. The housing allocation was discussed at length, the conclusion being that, with the resources available, we can only to challenge those in St Faith’s, but in the longer term could support other areas on a case by case basis. Lack of infrastructure to sustain the proposed new housing is worrying. The East Street Consultation and housing allocation plan are closely related matters and would best tackled at a Society meeting (open to the public). It is vital that we have genuine mixed use alternatives to HBC’s proposals. Organisation of this meeting and supporting information will be undertaken by TD. AH will arrange material to include notice of the open meeting, membership application and other appropriate items to form a newsletter – this will be sent to DS for inclusion in the website. TD will arrange for printing of notices for hand-delivery throughout St Faith’s.

Newsletter
Discussed above

Website Maintenance
DS described developments. More material will be included as it is provided to him, specifically, design of membership form and newsletter. Impersonal contact emails (of type secretary@havantcivicsociety) can be included. It was agreed that minutes of meeting should be made available.

Finance
RC reported on progress with opening a bank account at Lloyds TSB. Annual membership fees of £4 per person, £6 family, £1 unwaged and £20 corporate were suggested and agreed. When bank account details are available transfers in will be possible, meanwhile cash payments will be taken.

Meeting with David Willetts
This has been scheduled for December 14th. The society will be represented by TD, DS, JD and CN

Minutes of Committee Meeting 19:00 Thursday 15th November 2012

Havant Civic Society
Minutes of Committee Meeting 19:00 Thursday 15th November 2012

Present: Tim Dawes, Carole Nash, Beryl Francis, Ray Cantwell, Jim Davis, David Smith, Annette Harley, Michael Blanch

Apologies were received from Bill Woods

Minutes of last meeting were approved (taken as read after earlier distribution)

Matters Arising
Council officers have been invited to meetings, but none has yet attended – we should repeat a request for attendance (CN). Elected councillors with responsibility for Planning and Regeneration or representing St Faith’s should also be invited (CN). Rather than pursue formation of a community trust, we should contact St Faith’s Church PCC asking for informal discussion with the Civic Society at their convenience (CN). Portsmouth Water Company has not yet been approached about the status of their pumping station – this should be done (CN). John Townsend of HBC should be asked about including the White Hart and War Memorial on the local list (CN).

Correspondence
Email correspondence with HBC had been circulated. Meticulously and systematically following links to HBC’s documents had proved daunting; some are excessively long (67 pages) and refer to further material. St Faith’s Conservation Area Appraisal and Management Plan includes a study by Forum Heritage Services published in 2007 and now adopted. Reference was made to HBC’s draft Allocations Plan for public consultation. It was agreed that the Civic Society should comment on this.

Formal Response to East Street Consultation Findings
There has been some acknowledgement by HBC of public hostility to aspects of their proposal; need for community buildings is now mentioned and there is no further reference made to moving the War Memorial or “shared space”. However, East Street is still scheduled for an unfeasibly large number of houses. The housing allocation was discussed at length, the conclusion being that, with the resources available, we can only to challenge those in St Faith’s, but in the longer term could support other areas on a case by case basis. Lack of infrastructure to sustain the proposed new housing is worrying. The East Street Consultation and housing allocation plan are closely related matters and would best tackled at a Society meeting (open to the public). It is vital that we have genuine mixed use alternatives to HBC’s proposals. Organisation of this meeting and supporting information will be undertaken by TD. AH will arrange material to include notice of the open meeting, membership application and other appropriate items to form a newsletter – this will be sent to DS for inclusion in the website. TD will arrange for printing of notices for hand-delivery throughout St Faith’s.

Newsletter
Discussed above

Website Maintenance
DS described developments. More material will be included as it is provided to him, specifically, design of membership form and newsletter. Impersonal contact emails (of type secretary@havantcivicsociety) can be included. It was agreed that minutes of meeting should be made available.

Finance
RC reported on progress with opening a bank account at Lloyds TSB. Annual membership fees of £4 per person, £6 family, £1 unwaged and £20 corporate were suggested and agreed. When bank account details are available transfers in will be possible, meanwhile cash payments will be taken.

Meeting with David Willetts
This has been scheduled for December 14th. The society will be represented by TD, DS, JD and CN