Residents Association Meeting, 26th June 2008
Minutes of the Executive Committee Meeting held on Thursday 26 June 2008 in Broadstone Library
PRESENT: Roy Godfrey (Chair), Pat Talbot, Sally Banford, Derek Hawker, Rosemary Mitchell, Bob Williams, R. Jefferies (Acting Secretary).
GUESTS: David Williams (Neighbourhood Watch), Diane Durham (prospective Assistant Planning Officer)
Roy Godfrey called the meeting to order at 7.30 pm, welcomed the members present and asked them to introduce themselves.
1) APOLOGIES:
Cllr Mike Brooke, Cllr Dan Martin, Don Rogers, John Sayers, Doreen Muckart.
2)MINUTES of the meeting held on 17 April 2008
were accepted as a true record of the meeting, and signed by the Chairman.
3) ACTIONS and MATTERS ARISING:
Numbers in brackets refer to the item in the previous minutes.
9) AGM Rules. RG said that these had been approved and would be published in the summer magazine
9) AGM Refreshments. RG said that he thought the refreshments were excellent and congratulated BW and his wife. RJ however though the refreshments were very unsatisfactory consisting solely of different cheeses and biscuits, apart from the drinks. If members could not eat cheeses in the evening there was no alternative. It was also very costly at £250. He hoped that the Methodist Church catering team would be available next year.
9) AGM Speaker. RG said he was considering not having a speaker next year as it broke up the continuity of the meeting and cut short opportunities for socialising. On that point he referred to the Open Meeting to be held on 28 October.
4) CHAIRMANS REMARKS:
RG said he would try to attend any meetings that could be of interest to Broadstone. He would also monitor agendas and minutes of other meetings, and seek feedback from other Residents’ Associations.
He had attended a meeting of the Broadstone, Merley and Bearwood Area Committee on 21 May.
Items of interest to Broadstone included;
- New cycle lane at Darby's Corner
- 20mph limit and School Zones outside schools
- Safer Neighbourhoods in Poole
He had attended a meeting at Poole Civic Centre on 6 June, with Robert Syms MP, Cllr. Brian Leveret and Senior Executives of Poole Borough Council, together with 33 representatives from Poole Residents’ Associations.
Items of interest to Broadstone included;
- Improving communication between the Council and Residents’ Associations.
- Planning Applications, procedures and appeals.
- Pre-planning advice meetings with developers
- Protecting the character of Poole.
- Ombudsman's report, 7 Excelsior Road
- Audit Commission Report.
- Issues and Options, and the Core Strategy.
He said he had circulated the minutes of this meeting to Committee members
Issues & Options and the Core Strategy
RG said that these were two very important documents. Issues and Options would ‘roll out’ the current Section 106 monies collected from developers, currently spent on recreation, parks and open spaces etc. to pay for parking, roads, affordable housing, railway stations and highways.
He mentioned that Network Rail had requested that ‘our’ money be spent ‘to support’ station upgrades elsewhere on the network.
Similarly, the Highways Authority had requested ‘obligations funding’ from Poole to support improvements to the national trunk road network outside of the South East Dorset area.
The Core Strategy
RG said this was a very important document and was the blueprint for the future of Poole and Broadstone for the next 15 years. Some were calling it the 'developers’ charter’ because it defined where new building can take place; eg. 4 Dunyeats Rd. - 30 dwellings, mixed use scheme.
The Core Strategy had never been published, it had not appeared in the local press, in Poole News, or discussed at Local Area Meetings. It was available on the Poole web-site, and is said to be available in Poole library, but he couldn’t find it there that day. It had only ever been published as a legal statement in the Echo.
On the Poole web-site the document was in 11 parts, the Submission document alone ran to 200 pages. The matter would be dealt with further under Correspondence.
5) CORRESPONDENCE:
Issues & Options and Core Strategy
RG said he had had correspondence with Nigel Jacobs, of Strategic Planning, Mike Brooke, Daniel Martin and others regarding this important issue. Nigel had placed the matter on the agenda of the next Local Area meeting, at Springdale School on 16 July. He had requested that someone from his department attend to do a presentation on the subject. Mike and Daniel had written an excellent article on Issues & Options for the summer magazine.
Vice President
RG said he had received a letter from John Noyes thanking the Association for his gift; he has bought a watch with the cheque. He has also requested that he be considered for the vacant position of Vice President. Some discussion ensued as to the role of the Vice-President which was felt to be an honorary position for someone who had given exceptional service to the Association.
It was proposed by BW and seconded by SB that John Noyes be elected to the position of Vice President of the Association. This was carried unanimously.
Springdale Road
A resident had expressed concern regarding traffic speeding in Springdale Road - she had two grandchildren who live on the road and attend the school. Mike Brooke had arranged for the matter to be placed on the agenda of the next Local Area meeting at the school, 16 July.
Adult Social Services
RG Said he had received a questionnaire from Adult Social Services about the Association, which he had completed and returned.
Borough of Poole
He had advised various departments of the Council of the recent changes to the Residents’ Association. He had arranged for all correspondence to be addressed to the Chairman until such time we appoint a new Secretary. He said that if members would like their name added to the circulation list for e-mails etc they had only to ask.
'Eyesore' garden Clarendon Road
RG said he had received a report that James Finney has started to accumulate rubbish again. The council plan to take no action for the time being.
Pupil Referral Unit
He had been advised that the Council has applied to build a new Pupil Referral Unit on the site of the old Rossmore Library in Herbert Avenue replacing 5 existing centres.
Communications
RG had been corresponding with Rosemary Mitchell to improve communications with the residents. Rosemary has provided superb support - she was now posting notices on the two notice boards, had updated the Association's file in the library, and talked to David Anderson to update our web-site and local community magazines to promote the Association. Her support was very much appreciated.
Luscombe Valley
RG said he had received a letter from some residents living in Allington Close, who were very concerned about a planning approval to build six blocks of flats adjacent to Luscombe Valley, which was a nature reserve. They had asked for financial support towards £30,000 legal fees to mount a Judicial Review. RG said that without prejudging the committee's decision he had drafted the following reply;
“I apologize for the delay in reply, but you will understand that your request for financial support had to be put before the Executive Committee.
I have to advise you that whilst we share your concern about the development and have sympathy with your situation the Committee feels that it is unable to provide financial support.
Further, we advise you to proceed with extreme caution.
The developer will have invested huge sums of money in the purchase of the site, planning fees and architect costs. He will go to extreme lengths to protect his investment, and will appoint a team of the best Barristers to make the problem go away.
Similarly, the Council will happily appoint a team of Barristers, at taxpayers expense, to defend their decision.”
The letter was approved.
Grants
RJ reported that he had received letters of thanks from the following organizations for the donations approved at the last Committee meeting:
Broadstone in Bloom - £250; Broadstone Cricket Club - £200; Broadstone Scout Group - £300; Broadstone Access Group - £200.
6) OFFICER VACANCES:
RG reported that adverts had been drawn up for the three main vacancies – Secretary, Editor and Advertising Officer and these were being displayed on the Association’s notice boards. They would also be put in the summer magazine, the Link magazine and that RM was looking into putting them in the Stour & Avon magazine. No response had yet been received.
7) REPORTS BY OFFICERS:
Planning
PAT reported that there have been 53 applications during the period 1 April – 15 June. Items of interest were:-
54 Lower Blandford Road |
Erect bungalow in rear garden |
19 High Park Road |
5 new dwellings with access road |
20 York Road |
5 new flats |
10 Ridgeway (Conservation Area) |
Demolish all existing buildings and erect block of 8 flats and block of 2 flats. |
Manor House, Macaulay Road |
Unit 1 change of use from office to shop |
31 Dunyeats Road |
8 flats and 2 bungalows |
2 Barry Gardens |
Sever land and erect 3 bed bungalow: |
The Goods Yard, Station Road |
Sub-divide upper floors to create 3 residential units with roof lights |
PAT advised that there had been two applications for the post of Assistant Planning officer. He and RG had interviewed both candidates and unanimously recommended Diane Durham for the post. The appointment was approved.
Treasurer
RJ pointed out that this was early in the new financial year – however on the income side we had so far received £696.50 in respect of subscriptions, £100 for the one advertisement in the spring newsletter and interest of £76.16.
Total income to date was £880.66.
Expenditure to date, on the other hand, had been £659.00 for printing the spring newsletter; £25 for the hire of the St John’s hall for the AGM and £250 to Molly’s for refreshments at the AGM; £100 for Gratuities; £62.72 for the Admin expenses; and £30 for the hire of the library. Then donations of £300 to Broadstone Scout Group, £250 to Broadstone in Bloom, £200 to the Broadstone Cricket Club and £200 to the Broadstone Access Group all of which were approved at the last Committee meeting; bringing total expenditure to date to £2,136.72.
This meant that expenditure had exceeded income by £1,256.06.
This in turn had reduced our current bank and cash balances to £10,427.11 of which £10,236.22 was on deposit earning interest.
In answer to a request by the Chairman to review the coverage of our Public Liability insurance RJ said that this cover is arranged by the Dorset Federation of Residents’ Associations and our share of the cost was £50 for the current financial year. This covers us for claims up to £2,000,000 in any one year in respect of Public and Product Liability. We don’t have any products except perhaps our book but public liability covers situations where the Association owed a duty of care to individuals, whether members of the public or our own members and where a court holds that we are in breach of that duty of care. It is difficult to think of many situations where we could be liable but RJ was waiting for more details and a copy of the policy from The Federation which haven’t arrived yet and he should be able to go into more detail at the next meeting.
RG enquired whether the policy would cover legal costs for instigating or defending planning applications. RJ said almost definitely it would not.
RJ said that with the retirement of John Noyes and Dudley Hull, he was left as the only signatory on the Association’s bank account and he proposed that Roy Godfrey and Pat Talbot be appointed signatories in their place. In due course the new Secretary would also be a signatory, when appointed. This was approved and the Treasurer was authorised to complete the mandate of HSBC Bank accordingly.
Chief Warden
John Sayers had apologised for his absence and no report had been submitted.
Chamber of Trade
BW reported that the Broadstone Chamber of Trade continued to grow with a membership of over 60 and within that number were a whole range of different businesses that find Broadstone a good place to be located.
There was an expectation that Poole Borough Council would help fund Christmas this year which was very good news and followed two meetings the Chairman and Secretary attended with senior members of the administration. The Chamber’s case was that support from the local authority was essential if Broadstone was to continue as a successful local business centre.
He said that congratulations were due to Forum Jewellers and Irene’s for winning awards at the borough wide retail dinner and demonstrated that local businesses do matter.
The Christmas parade would be held on Saturday 6 December with the street collection being shared between RNLI and the Broadstone British Legion benevolent fund.
The switching on of the Christmas tree lights will be on Wednesday 26 November and by then he anticipated that the tree would have been dressed professionally.
BW said that the Chamber was expanding its very successful web site broadstone.biz which was becoming a very important vehicle in keeping members informed with up to date information, and for delivering their regular newsletter.
The Chamber had started what they hoped to be a regular monthly lunch time ‘drop in’ at ‘The Goods Yard’ to promote networking amongst members.
He said that the Annual General Meeting would be held on 8 July and the chairman of the BRA has been invited.
RG said it was his intention to forge stronger bonds between the Chamber of Trade and the Association because it was in nobody’s interest to have empty shops and the objectives of both organisations had common features.
Education
Don Rogers was not present but had indicated that he had nothing to report.
Broadstone Neighbourhood Watch
David Williams reported that the Watch’s AGM had been held on 29 May, attended by some 65 members and guests. Speakers were Richard Daubeney (Chairman of Dorset Crimestoppers), and Superintendent Martin Hiles from Poole and Sergeant Andy Jenkins from Gravel Hill on the overall crime scene in Dorset and local Neighbourhood Policing for Broadstone.
He said that 10 new groups had been set up during the year, and that their total membership was approaching 3,000.
The overall crime level in Broadstone remained low – in the June Newsletter there were only 14 recorded crimes. There were still some ASB in certain areas, which were being closely monitored by the Police.
There was to be a Police “Blue Light Day” at Winfrith on Sunday 13 July – a fun day for all the family, and an insight into all aspects of how the Police work.
The Watch’s next Surgery would be in the Library on Saturday, 28 June.
He said that sadly we were losing PC Steve Hawke who would be moving to a new Police Protection Unit being set up in Bournemouth. His final day would be 20 July, and further details were awaited shortly from Inspector King
8) MAGAZINE STATUS: (Editor & Advertising Officer’s Report)
Editor’s Report
RG reported that the magazine was ready to go to the printers subject to a few small items
The magazine was heavily over-subscribed, and he had run out of room - it might be necessary to reduce the officer vacancies advert to half page.
He was waiting for a reply from the Conservatives regarding their advert, he could not print it unless they agreed the changes requested. [It was subsequently confirmed that the changes were acceptable and the advert would therefore be printed in its amended form.]
The Summer Magazine would be the 70th Anniversary edition. He had tried to make it special and had involved members of the Broadstone Art Club who had provided some fine water colours of Broadstone which he displayed. These would be used on the front cover and in a glossy colour centre-fold and would cost an additional £319. The cost of the basic magazine had increased to £2,310 so he would need committee approval for the additional expenditure. This was approved.
Advertising Officer’s Report
RG reported that all the advertising for the Summer Magazine had been arranged by Barry Smith, and it had been agreed that he would send out all the invoices in August. However it now appeared that he had now ‘opted out’. This was not a problem as once the magazine went to press his workload would ease up. He planned to deliver a copy of the magazine to all advertisers which would allow him to meet them all. He could then give them an invoice for the Summer magazine and arrange adverts for the winter edition.
The Broadstone Youth & Junior Choirs had removed their listing as they had been forced to disband due to lack of members. He thought it very sad and had offered to write an article of support in the magazine, but had been advised that was too late.
RG advised that he had removed the Nick King advert from the magazine and had advised the Conservatives that he would only print their advert if they agreed to remove the word 'political' from the advert which they subsequently agreed to do.
9) DORSET FEDERATION:
A meeting of DFRA was due shortly [5 July]. RG said he would see if he could attend.
10) GRANT REQUESTS:
RJ advised that only two applications had been considered by the sub-committee. These were:
- Broadstone Age Concern. An application for assistance with the cost of running the Day Centre and coach outings for the elderly. Their income had suffered a decline recently while costs had spiralled. They had 50 members. A donation of £250.00 was recommended.
- Broadstone Over 60s Club. An application for assistance with the rent of a room costing £800pa in the Community Centre, Tudor Road for Wednesday afternoon meetings with speakers and entertainment. The Club had 23 members on its register. A donation of £250 was recommended.
RJ said that under the criteria set by the main Committee the previous August the amount available was half the surplus of the preceding year. The surplus in the year to 31 March 2008 was £3,734 so up to (say) £1,875 was available during the course of the current year. The donations were approved.
11) ANY OTHER BUSINESS:
Welcome to Chairman
BW said he would like to extend a warm welcome to the new Chairman on behalf of the Committee and members and wished him many happy years in the position. RG expressed his thanks for this.
Repairs to Notice Board
RG said that in his view the Association’s notice board outside Somerfield was in need of repair. Repainting now may prevent ingress of water and more extensive work in the future. RJ pointed out that both notice boards had been repaired 3 years ago and the post-office board again this year but that in his view the contractor had not done a very good job. The post-office board was leaning backwards at a rakish angle which meant that the notices inevitably got over-exposed to the elements.
PAT said he would get two quotes to repair the notice boards. PAT
Speeding in Higher Blandford Road
DW drew attention to the fact that many instances of speeding were occurring in Higher Blandford Road and Springdale Road and that there had been a fatality in Springdale Road recently probably as a result of speeding. He encouraged members to make it known that the Police were anxious that any such incidents should be reported to them and that PC Steve Hawke had been trained in the use of hand-held cameras.
Road Works in Springdale Road
DH referred to the fact that what he thought were gas contractors has been digging in Springdale Road for many days if not weeks and cones and barriers were obstructing the road. Was there anything we could do? It was felt that utilities had a right to do works as long as proper notice was given. DH said he would make enquiries of the Council. DH
Open Meeting – 28 October – St John’s Hall
RG said the hall had been booked and that he was looking forward to the meeting as an opportunity for people to mix and discuss matters of interest or concern to the community. We might even find a secretary, an editor and an advertising officer!
There being no further business the meeting the chairman thanked the members for their attendance and contributions and closed the meeting at 9.42pm.
2008/2009 programme
| 2008 | 14 August; 28 October (open meeting); 20 November. |
| 2009 | 8 January |
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