Annual Report 2019

ü Active social media content promoting events and your local businesses

ü Refreshed websiteü Welcome to

Poundbury leafletü Poundbury Factsheetü Regular Newslettersü Member Discount

Schemeü Regular Meetings

with Guest Speakersü Representing

Member views with interest groups

ü Support locally based events

ü Support interactions with local Councillors

ü Facilitate community feedback to the Duchy of Cornwall and the different MANCOs

ü 40% discount evenings in January at the Duchess of Cornwall

ü New Resident ‘Welcome Evenings’

Just some of the things we do for you….

William GibbonsChair – PRA Committee

Dear Poundbury Resident,

The last three years have been challenging at times, but on the whole very rewarding.

We have improved communications from the PRA with our website and regular newsletters keeping residents fully updated. Thirteen Open meetings have been held (including three AGMs), with an excellent field of speakers, the last three have been exceptional with the Chocolate Factory, Poundbury Architects Ben Pentreath and George Saumarez Smith and Matt Prosser CEO of Dorset Council. Our discussions have been lively at times and always with valuable contributions from the audience.

We have concentrated on giving Value to our members, this has been achieved by getting together with local businesses to give discounts through our membership cards. The ongoing 10% Discount at the Brace of Butchers and 15% at the Duchess of Cornwall are proving a success. We scrapped the £5 membership fee at our AGM in 2019 and now ask for voluntary donations. Membership by household has increased from 390 in 2018 to 630 today an increase of 61% .

We worked closely with the Duchy on the extensive consultation for the Great Field works and the need for another Community Hall in Poundbury. The PRA are an active member of the Road Safety Partnership, which was set up following the tragic fatality in September 2018. This important initiative aims to improve driver behaviour and general road safety awareness of all who live in or visit Poundbury.

Yours, William

My profuse thanks to all those who haveserved on the committee. My specialthank you to Blake Holt the Vice Chair.I have been very privileged to be yourChairman for the last three years, thank youfor your support.

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Draft Minutes 27th March 20191. Welcome and Apologies for Absence The Chairman, William Gibbons (WG), welcomed residents and commented on the large turnout. There were 10 apologies for absence including 1 committee member (details available from the chairman on request).

2. Speakers

Damer’s SchoolThe presentation by Damer’s School “Eco Warriors” was well received by residents. It covered how young people could and are, making a difference to the environment with particular reference to the elimination of the use of plastic. The school have managed to recruit other local schools and businesses in the ongoing efforts. By far the best speaker of the night was heard!

Dorchester PoliceJane Goodwin (JG) our local PCSO reported to residents on antisocial behaviour in Poundbury. JG assured us that the Neighbourhood Police Team are working to prevent antisocial behaviour (and other crimes). When viewed in context of what was happening countrywide, and more locally in the rest of Dorchester, Poundbury remained a very low crime and safe place to live. JG explained that due to police staffing levels she was now covering an area greater than Poundbury but Poundbury remained her core responsibility. An insight was also given as to how the police work with housing associations - the ultimate sanction being eviction. It was emphasised how important it was to report low level crime (including antisocial behaviour), methods available: 101 phone, online and email.

3. Update from Local Councillors Local Councillors provided an update of the new local government structure. Poundbury having now reached a critical mass that dictates its own ward - Dorchester Poundbury Ward. We were reminded of the upcoming Dorset Council elections on 2/5/19.

4. Minutes of last AGM held on Wednesday 21st March 2018 Residents were invited to approve the minutes of the 2018 AGM. The minutes were agreed as a true record.

5. Matters Arising There were no matters arising other than covered on the agenda.

6. Election of co-opted committee members to vacancies The co-opted committee members Alice Land, Sam Wedge and Ian Johnston were elected to vacancies without objection.

7. Treasurer’s Report and Approval of 2018 AccountsThe 2018 Treasurer’s report by Sam Wedge showed an opening balance at 1/1/18 of £17356.36. During the year subscriptions and interest totalled £2,113.47. The Pamela Lock’s bequest of £10,000 gave a total income of £12,113.47. Outgoings consisted of donations of £5,000 to Damers School and £40 to Richard Cooper’s funeral. Running expenses for the year were £951.98 giving a total out-goings of £5,991.98 The close of year balance was £23,447.85. The accounts were approved.

8. Appointment of Auditor for 2018 and 2019 Accounts The 2018 accounts were externally audited by Chartered Accountant Pete Cattermole who is a director at CB Reid based in Wadebridge Square, Poundbury. A thanks to Pete for this voluntary Audit. Re-appointed as Auditor for 2019.

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Draft Minutes 27th March 20199. Communications ReviewCommunications were reviewed Blake Holt (BH) and Kate Atkinson (KA). The new residents meeting 25/3/19 was attended by 30 people (including 4 committee members) and the feedback was very positive. There have been problems with downloading the PRA Newsletter which should be resolved shortly, currently 450 households subscribe. Encouragement was given to sign up to receive the Newsletter via the PRA website. A request was made by a resident to put details of the PRA website in “Poundbury Magazine”. KA advised that “Next Door”, a tool for bringing neighbours together, has 800 subscribers in the Poundbury area and the PRA intend to utilise this social media platform.

10. Membership Secretary Review Alice Land’s (AL) presentation showed an increase in the number of PRA members from 392 in 2017 to 443 in 2018. A membership card was introduced in 2018. Work has been done to try to bring local residents and local businesses together by offering members benefits on production of the membership card. The PRA would like to thank all of the residents and local businesses that have supported and continue to support this idea. Answering a question AL advised that details on benefits could be found on the PRA Website and undertook to detail them in a future PRA Newsletter.

11. Special Resolution (appendix 1) and proposed amendmentThe PRA committee proposed a change to the membership clause of the PRA constitution. Ann Snowden (AS) proposed an amendment to the resolution and was seconded by Fran Leaper (FL). Procedure was established as:• presentation of the special resolution• presentation of the amendment to the resolution• Voting on the amendment• and only if the amendment is not passed, voting on the resolution

Blake Holt gave a background to and explanation of the resolution: Over the past months a number of residents had expressed concern about the PRA charging an annual membership fee of £5 per household when there was plenty of funds in the bank account. The committee decided to respect those concerns and remove the annual membership fee. In addition, from previous meetings and personal approaches, it was clear that the membership clause was interpreted in different ways by different residents. The intention of the resolution was to provide clarity.

The existing membership clause, going back at least to 2006, is clear in that that only those households who paid an annual membership fee were entitled to vote. Note was taken of who paid and that became a register of members who could vote. The clause needed to be changed if the fee was removed.

AS and FL felt the resolution put forward did not properly address concerns raised and therefore proposed an amendment to the resolution. AS and FL presented details of the reasons for their amendment under the main headings of Clarification, Representation, Equity and Administration (see appendix 2 for detail).

A full and frank debate followed with many different attendees putting forward various opinions. Much of the debate concerned registration as the amendment was proposing membership without registering (both the resolution and the amendment welcomed attendance of all Poundbury residents at all of the general meetings). A main concern with non-registration was identifying those eligible to vote without some kind of register. AS and FL felt that if a potential voter was not recognised the committee could consult the electoral register or require ID to be carried when voting.

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Draft Minutes 27th March 2019Voting on the amendment: For (20), Against (54) and Abstentions (2). Amendment rejected.Voting for the resolution from the PRA Committee: For (68), Against (8) and Abstentions (4). Resolution approved.

12. Chairman’s Review of 2018/19

William Gibbons (WG) summarised the year pointing out the updated website, monthly newsletter, membership cards and new logo. For social events there had been 3 New Resident Meetings, the PRA Christmas party and a January discount day at the Duchy of Cornwall. The chairman also commented on the speakers that had contributed through the year.

Developments on the Great Field were highlighted and information was provided regarding the pavilion planning application with a reminder that any comments need to be registered with DDC by 30/3/19. Peter Lacey from the Duchy and representatives from Wessex Water presented an overview of water and sewage planning for Dorchester with particular reference to work being carried out in the area of the Great Field. In February 2019 the total number of residential dwellings in Poundbury reached 1,789 with an estimated population of 3,828. By 2025 it is planned to have 2,739 residential dwellings with a population estimated as 5,798.

There was a formal thank you to the Duchy for all of their help and support during the year.

For the future, WG advised that the tennis courts at Damer’s School should shortly be open for residents and the Bee Fest would take place on the Great Field on Saturday 29/6/19.

13 Announcements

WG declared he would be standing as a candidate in the upcoming local elections on 2/5/19. He would therefore not be involved in committee matters until after 2/5/19. If elected he would play no further part on the committee as dictated in the constitution.

14 There was no other business

Appendix 1:

Resolution proposed by the PRA Committee: That the Membership Clause in the PRA Constitution be amended to read as follows:

3 MEMBERSHIP 3.1 All residents of Poundbury are eligible to become members of the PRA. 3.2 There will be no membership fee. 3.3 Residents who wish to join must register their details with the Membership Secretary. 3.4 ‘Poundbury’ is defined as the Electoral Ward of Poundbury due to come into being in May 2019.

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Accounts to 31st Dec 2019

£ £ £ £INCOME

Subscriptions £111.67 £2,102.06Duchy Visits £0.00 £0.00Social Events £0.00 £0.00Donations £888.36 £10,000.00Interest Received £8.56 £11.41

£1,008.59 £12,113.47

EXPENDITURE

Administration £0.00 £159.98Hall Rent £140.00 £70.00Donations £0.00 £5,040.00Capital Expenditure £0.00 £0.00Marketing - Website £180.00 £231.00Marketing - Leaflets £0.00 £491.00Maintenance £1,256.93 £0.00

£1,576.93 £5,991.98

BALANCE -568.34 £6,121.49

ASSETS

Total opening £23,477.85 £17,356.36Balance for year -£568.34 £6,121.49Closing assets £22,909.51 £23,477.85

Represented by:Current Account Balance £5,703.25 £6,780.15Deposit Account Balance £17,206.26 £16,697.70

TOTAL ASSETS £22,909.51 £23,477.85

I have examined the above Income and Expenditure accounts. In my opinion they represent fairly the financialposition of the Poundbury Residents' Association as at 31st December 2019.

Signed Date Examiner

Signed S. E. Wedge (signed) Date 9th Feb 2020 Treasurer

POUNDBURY RESIDENTS ASSOCIATIONStatement of Accounts for the Year Ending 31st December 2019

20182019

Treasurer Notes:1. The bank balance includes monies for the Pamela Lock bequest which will be used for improvements to the

Great Field2. The reduction in subscriptions/donations reflects the move away from £5/household membership to voluntary

donations

Draft Pending Auditor Signed Version