Pirton Village Design Statement

Action

Apologies for absence were received from:  Ann Fausset, Rodney Marshall and Dick Woodward

The minutes of the meeting held on Tuesday 22 May 2001 having been circulated were discussed.  Brenda Timson pointed out that under item 1, the Local Authority would not accept the whole Village Design Statement as presented, but they were prepared to negotiate and incorporate approved ideas as supplementary planning guidance.

Brenda Timson proposed that the minutes be accepted with the above proviso.  Brian Somerville seconded the proposal.  The minutes were unanimously approved and signed by Rod Hamilton-McLeod.

Matters arising:  no matters arose that were not dealt with under their separate headings.

The constitution, which had been drafted y Rosie Hamilton-McLeod, was presented to the meeting by Rod Hamilton-McLeod.  Brenda Timson remarked that flexibility ought to be built into the constitution of the committee (paragraph 6.1), and it was agreed that members may from time to time be co-opted and released as requirements changed.  It was felt that to fulfil the necessary democratic requirements, that no resolution by any meeting shall be binding unless a quorum of eight members were present.  Sandy Bierrum pointed out  that the committee members were accountable, and could be voted off by a simple majority of members at any regular meeting.

Neil Frost proposed and Derek Jarrett seconded the proposal that the Constitution should be adopted.  It was unanimously resolved that the Constitution be adopted and issued as amended in the light of the above comments; it was then to be circulated and amended if necessary in the light of future comments and further consideration.

The Secretary presented the draft VDS programme.  There were comments that insufficient time had been allocated to certain items.  The timing of the Village Character Workshop was unsatisfactory, and it should be held after August.

The Village Character Workshop Day arrangements were discussed.  It was decided that the ideal venue was the Village Hall.  The only available Saturday being 8 September.  (The Village Hall booking was made on 20 June).

The day was to be well advertised.

The logistics of photo-processing were to be investigated.

Geoff Collins suggested the need for food and a drink to be available in order to hold the attention of the attendees while the immediate survey results were processed.  A further budget of £100 should be allowed.

The remainder of the arrangements were to be handled by a steering group (the ‘sub-planning group’) comprising Brenda Timson, Jonty Wild, Chris Ryan and Rod Hamilton-McLeod.  This group was to be in a position to talk the members through the issues at the next meeting.

Rod Hamilton-McLeod was to arrange the first meeting of the sub-planning group.

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The Treasurer presented his statement.  Total expenditure to date amounted to £20 for the speakers at the last meeting, and about £10 for necessary stationery.

The Treasurer presented a budget which showed a total cost of around £5,600 to which must be added other requirements stated elsewhere in these minutes.

The Treasurer reported that an attempt to use the Girobank facilities at the Post Office had fallen at the first hurdle.  They failed to send the application forms on request.  The Treasurer felt that this kind of ‘service’ was likely to cause severe problems in the future, so he approached Barclays, who are pleased to oblige.

The following resolutions were passed by the meeting:

1.        It was resolved to appoint Barclays Bank PLC (the Bank) as the Association’s bankers.

2.        It was resolved that the authorised signatories can on behalf of the Association:
a)  together sign (i) the Customer Agreement and Bank Card Agreement; and (ii) any other agreements for banking products or services which they consider to be in the interests of the Association form time to time; and

b)  individually or with one or more authorised signatories give instructions to the Bank in writing and set up security procedures for giving instructions by telephone or computer.

3.        It was resolved that any two of the authorised signatories shall sign on behalf of the Association.

Geoff Collins gave a description of the proposed fundraising activities.  Angela Forster (Countryside Management Service) corroborated these and pointed out that the Countryside Commission also had grants available for this purpose.

The Summer Fair Stand was discussed.  Its purpose was to publicise the Design Statement and the Workshop.   The date of the Fair is 14 July.

Angela Forster on behalf of the CMS offered display boards and agreed to reserve three for the Fair.  Rod Hamilton-McLeod agreed to collect them.

It was agreed that the three boards should show:  general information on the VDS, details about the Character Workshop and a sample page from the Ashwell VDS.  Rod Hamilton-McLeod agreed to design the wording and layout, and Chris and Sharon Ryan would produce the three boards.

Rod Hamilton-McLeod agreed to produce some leaflets on the Character Workshop by 11 July and to provide a suggestions box.

The following members of the Group kindly agreed to man the stand:

1-30 to 3-30:  Rachel Harley & Stuart Faulkner

3-30 to 5-30:  Chris & Sharon Ryan

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Provision of eMail addresses:  those that had them had given them on registration.

Any other business:

Angela Forster on behalf of the Countryside Management Service made a presentation on Parish Environmental Action Plans (PEAPs).  She pointed out that much of the work involved preparing a PEAP and its objects are complementary  to a VDS, so why didn’t we do it at the same time?  She suggested that the VDS spawned an environmental group to handle this.

It was pointed out that the PEAP would be a perpetual project, while the VDS project was expected to be finite;  as a result there were constitutional problems.

The members generally thought that a PEAP would be A Good Thing, but in view of the lateness of the hour, further discussion would have to wait until the next meeting.

Thanks were accorded to Angela for the presentation.