Petersfield Town Partnership

 

Town Character Group

 

Meeting Minutes, 26 January 2008, Venue: 28A the Spain, Petersfield

 

 

 

1. Present

 

David Carrick (DC), Vincent Edberg (VE), Phil Haines (PH), Tracey Haskins (TH), David Jeffery (DJ), Tony Struthers (TS), David Williams (DW) Tony Wilson (TW)

 

 

2. Apologies

 

 Vaughan Clarke (VC), Nick Keith (NK), Ken Hick (KH), John Venning (JV).

 

 

3. Minutes of Meeting 5 January 2008

 

The minutes were approved as a correct record of the meeting.

 

 

4. Appraisal of 12 January 2008 Public Consultation Event

 

It was agreed that the event had been very successful with about 130 people visiting the library exhibition and it was very encouraging to note that most of these had made a special effort to come in to Town to view the displays and discuss progress.

 

Over hand written 50 response forms were completed on the day. The contents of these to be entered onto the Wiki by committee members. PH has already dealt with responses concerning grammatical errors and spelling mistakes.

 

It was not possible to demonstrate the Wiki live at the event as there is no internet access available for events of this kind. The library should clearly be encouraged to install such a facility.

 

PH to pin up information about the TDS and the Wiki on pinboards behind public computers in the library.

 

Area summaries and other hard copy information was in general studied carefully by visitors. The rolling power point presentation was used more as a backdrop although it did fill a clear function

 

There was some concern that the message about the independence of the TC groups activities has not been fully conveyed to the public. Some visitors expressed their surprise that the TDS process is not organized and run by EHDC or Petersfield Town Council. The message that the TDS is a detailed planning guidance for Petersfield based on local independent community involvement should be strengthened.

 

 

5. Action Plan for Writing TDS and progress to date.

 

The original draft headings published on the Wiki were after some discussion accepted as in principle still usable as starting point for the writing process. Tracy to circulate updated draft format for consideration be members before the next meeting.

 

The TC group is presently assuming that EHDC will help out with the sustainability appraisal report. This does however need to be confirmed.

 

 

6. Future Public Consultation Events and Publicity

 

PH reported that he has been in discussion with interested business parties about two bank holiday events this year. The first is likely to be a food festival in May and the other a repeat of last years August Bank Holiday event but expanded and better planned. The events are expected to be self funding. These will be excellent opportunities for the TC group to extend the public consultation process with press releases and displays in The Square. The TC group expressed their support for the events and VE will report to the next P2M committee meeting requesting their moral support.

 

TS to investigate if the TC group can be permitted a slot for a presentation to the Local Community Forum. Meetings in March or April suggested as most suited.

 

 

7. Project Cost Planning

 

A form of budget cost planning is now necessary in order to get an idea of future TDS expenditure. Further funds are clearly required to complete the project. It is envisaged that at least the following items are likely to need funding:

Draft TDS document to be circulated for public consultation. It is assumed that 500 hard copies with 40 to 60 pages is seen as a likely number. The same document will be published on the Wiki.

Final TDS report to be printed in 1000 copies, also 40 to 60 pages, of higher print quality standard. Pdf version available on the web.

Both the above publications are anticipated to need support by publicity and public exhibitions.

Wiki subscription renewal.

 

VE to obtain budget printing costs from Peta print or similar company.

 

 

8. Project Time Table Update

 

Nothing to report under this item

 

 

9. Wiki Update

 

PH to investigate how information held on the Wiki is backed up. Very important in the unlikely event that the Wiki fails and information stored in this way is lost.

 

All committee members were encouraged to take a more active part in modifying and updating the Wiki. PH to circulate signing on details to those that have not used this facility to date. There is in addition information about changes to signing on for the first time to be issued.

 

Committee members were reminded of the email service attached to the Wiki. Those signed up to modify the main text of the pages will be automatically informed of any changes by others. All visitors leaving comments in the area comment boxes can sign up for updates on responses to messages left by others for that particular area.

 

 

10. Any Other Business

 

The question of the Town Character group to consider donations for related and worthy causes was raised. The group do however not control any funds and is on no position to even contemplate such requests. It was agreed that any such requests ought to be politely channeled elsewhere including the possibility of the Petersfield Tomorrow committee.

 

VE to circulate to committee members report by EHDC appointed consultant analysing present and future  use of land within Petersfield Parish. It was observed that the TC group has not been made aware of the existence of this document by EHDC.

 

Tony Shaw representing the P2M transport group is reported to be holding a meeting with HCC on Wednesday 13 February. TS to confirm timing details in case one or two representatives from the TC group wish to attend.

 

 

11 Date and place of next meeting

 

Next meeting to be held on Saturday 16 February 2008 at 9.30 am at 28A the Spain.

 

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