Minutes of the Annual General Meeting 30th November 2015

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Minutes of the Annual General Meeting of The Garrison Residents' Association held at Hinguar School on 30th November 2015

Present

  • Vivien Bycynski (Chair)
  • Chris Coomber ( Hon Treasurer)
  • Adrian Walker (Hon Secretary)
  • Jonathan Hunnible (Special adviser)
  • Daniel Puddick
  • Michael Kennedy
  • Viv Jones
  • Phil Coombe
  • Richard Spence
  • Matthew Brittain

Apologies

  • Cliff Marshall
  • Tom Rae
  • Councillor Nick Ward
  • Jamie Robinson

Adrian Walker opened the meeting by welcoming guests: CLlr. Ron Woodley, leader of Southend Borough Council; Cllrs. Mike Assenheim and Roger Hadley; Robert Fowler, Michael Stiers and Keith Spenceley of Fowler & Spenceley, managing agents; Andrew Armstrong, Essex Wildlife Trust ranger. AW thanked the four retiring committee members: Michael Kennedy, Ian Dally, Helen Parke and Neil Hurrell and welcomed Pamela Deakin, new committee member. He then handed the meeting over to Vivien Bycynski, Chair of the GRA.

Vivien began by explaining that Scott James, the previous Chair, had retired in June for personal reasons and she had taken over the post at short notice to ensure that progress made in tackling the many important issues facing The Garrison did not lose momentum. She thanked the retiring committee members and welcomed Pamela Deakin to the committee. She added the GRA needed a new Chair and this would be discussed at their next meeting.

VB reminded members that at last year's AGM, they were told the developer C&M, now Avant Homes, was preparing to leave the site and would subsequently hand over management to a new Shoebury Garrison Management Company Ltd. board of directors, selected from Garrison residents. This was expected to happen in January 2015 but due to delays in completing all the works contained within the 106 agreements, we are still waiting for this to happen, despite the GRA's best efforts to get the matter concluded. Meanwhile, the Committee has managed to ensure this delay has not compromised the managing agent's ability to operate effectively, despite the legal complications the situation has created.

VB then introduced members of the new proposed board: Tom Rae, Jonathan Hunnible, Richard Spence, Matthew Brittain, Adrian Walker and herself. Meanwhile, the GRA would continue as the voice of the residents and the management board would control budgets and agree actions to be taken through the managing agents, for the benefit of the estate. Currently, there is no conflict of interest with some members belonging to both groups, but this will be reviewed as we proceed.

VB said she was pleased to report a number of achievements made by the GRA Committee over the past 12 months.

  • It has ensured £250,000 has been transferred into the estate funds.
  • It has organised the Committee into task groups to deal with the many issues they face and this has proved effective. However, due to the number and complexity of these issues, the GRA needs more residents to join it especially if they have relevant skills and experience in e.g. management, law and finance, and can contribute a few hours a month to join a task group and help the GRA move forward in the interests of all.
  • The GRA has developed close working relationships with the other two Shoebury residents' associations to gain maximum impact.
  • It has taken part in important consultations which affect our area, in respect of surface water flooding, and will respond to the Shoebury Area Action Plan due in spring 2016
  • It continues to hold regular meetings with Ward Councillors.

Flood risk concerns

She said as most residents are already aware, The Garrison sits next to a flood plain: the old Gunners' Park sites. The old Gunners's Park is designated as development land and most residents know this has been the subject of a recent planning application to build 172 homes and 15,000 sq.ft of commercial units. The site is unique in that not only is it on a flood plain but is also adjacent to the sea.

The Committee has been extremely active in lobbying the Council as the Lead Local Flood Agency, the Environment Agency and Anglia Water to ensure the risk of serious flooding from tidal and surface water is acknowledged, managed and not increased by inappropriate development. The GRA's task groups have participated in key consultations and attended meetings of leading agencies, along with the other two Shoebury residents' associations, to further voice its concerns. These are briefly:

  • That the current drainage infrastructure should be maintained
  • That the sea wall repairs, which are part of the S106 agreements between the developers and the Council, should be fit for purpose.
  • The outfalls on the seaward side of the sea wall should be in working order, including non-return flap valves and associated pipework.
  • That there should be a long-term costed, planned and affordable maintenance scheme in place for all the concerns we have raised.
  • Last, but by no means least, that future development should not take place on a known flood plain.

In recognition of the above concerns, the GRA has vigorously opposed the development of 172 homes on this site and the planning application was initially deferred and later refused. The developer is appealing this decision and very shortly we will be formally advised of the planning appeal timetable. At appeal, the Council Officers should be defending the decision made by Councillors to refuse the planning permission, but these Officers are the same ones who recommended approval in the first place, so it is absolutely essential an opposition case is made separately from that being made by the Council Officers, and this is where we need support from Garrison residents. All those who individually objected to the original application will be notified of the process and there will be an opportunity for the residents' associations to comment again. It is vital residents provide Chris Coomber with their email address by completing the forms provided in the recent leaflet drop, so we can keep them up-to-date.

We also have the opportunity to lobby for a more appropriate use of the land as a Coastal (Wetland) Park for Shoeburyness, supported by all three residents' associations, a number of Ward Councillors, the Essex Wildlife Trust and others.

These are early days and there are a number of obstacles to this proposal, not least that the land is privately owned, but the concept has been discussed by the recently-constituted and Government-supported Coastal Community Team for Shoebury, and the GRA is a vocal member of this partnership.

Heritage Centre/Coastal Community Team

The Heritage Centre will not be fitted out by the developer as planned, due to unforeseen extra costs. It will remain a shell until funding can be found to secure its future. The previous group set up to oversee its future consisted of SBC, Essex Wildlife Trust and Southend Education Trust (owners of the chapel) but not the GRA. Due to this lack of funding for the Centre, the Council has supported the formation of a Government backed 'Coastal Community Team' for Shoebury, whose job it will be to identify projects for which, on approval, they will attempt to secure funding. It is highly likely that funding to ensure the conservation/maintenance and interpretation of the historic structures at Gunners' Park will be central to any bid. The GRA is now represented on the CCT, to ensure the Heritage Centre and other potential proposals put forward are compatible with their location in the heart of our community and that wider plans take account of the impact on Garrison residents; hence our concerns and discussions re traffic management for the site.

Garrison chapel

The chapel was vacated by Southend Education Trust in 2013 and has been vacant ever since. The GRA raised concerns with SET that the grounds were not being maintained and were being used to park unauthorised commercial and private vehicles. We can now report that some of these concerns have been addressed; however, we are aware that SET has submitted a bid to the Heritage Lottery Enterprise Fund to convert the chapel for use as a wedding venue. We have made it very clear to HLEF, to SET and to Cultural Engine, their bid organisers, that we do not support this bid for a number of reasons including: it was sold on the condition it would be used only for community purposes; there is little provision for parking other than on unadapted roads paid for and maintained by Garrison residents; it would prove a nuisance to local residents through noise and anti-social behaviour. News of the outcome of the bid is overdue and we have lobbied Local Councillors to ensure that, should the funding be approved, they and we will object to any inappropriate change of use for the building.

  • Post meeting note: we have been advised the HLEF bid has been rejected at this stage.

Drill Shed, Chapel Road

The GRA has received many complaints from residents relating to the condition and use of this listed building. We presented an extensive report with clear evidence to SBC seeking enforcement action against the owners, but Council Officers have chosen to ignore our concerns and not take action, due largely to their own interpretation of the appeal conditions. We shall continue to pursue this and would ask residents with concerns about the number and size of HGVs, their blocking of roads and inconsiderate manoeuvring, to take photographs and send them to the GRA's Chair.

Traffic Management

Traffic management across the site continues to give concern, complicated by the fact some roads are adopted and therefore the responsibility of the Council and some are not and therefore the responsibility of the management company. The GRA has formed a task force with the managing agents who will report later in the meeting, but all need to be aware that as the public facilities on The Garrison become more popular and the Heritage assets across the site are promoted, visitors to the site will inevitably increase. We all need to be mindful of this.

Section 106 Public Facilities

The tennis courts, Multi Use Games Area and Wheeled Sports Area are all now in use but awaiting CCTV cameras at the MUGA. We have been told by the Council the tennis courts will not be locked at night but we have asked for a sign to be erected banning dogs and to provide contact details of who to call at the Council should misuse occur. This happened recently when the courts were being used by professional dog walkers to exercise a pack of dogs. VB said she noted on Friday a screen of trees had been planted adjacentpp to the MUGA.

Access to the beach

Over the summer months, the old access steps to the beach were closed and Qiniteq staff were seen patrolling the beaches for a few days warning people off. The beaches are the property of the MOD and are closed to the public. There have been instances of bait digging very close in to the foreshore, between the groynes. The MOD did not respond to our alerts, so we raised the matter at the recent CCT meeting, at which the MOD and QiniteQ were represented, along with Councillors, as bait digging in this area is highly dangerous. It also sends the wrong signals to visitors and residents.

Anti-social behaviour

VB said over the summer members of the GRA and others had to challenge quite a few youths and their parents who seem to think clambering over the historic structures on The Garrison is acceptable fun. Importantly, these structures are currently unsafe and many of them listed buildings. She asked for residents to be the eyes and ears of the GRA and report any such behaviour to Andrew the park warden. Loitering and littering were also problems, particularly by drivers parked in the turning circle at the end of Mess Road. Shoebury Police have been responsive to all such incidents and have suggested we increase Neighbourhood Watch Groups across The Garrison and also more awareness of the Essex Community Matters Scheme. Information on this matter was available at the meeting and more would be posted on the GRA web site as it became available.

Web site

The web site contains much information about the Committee, Committee meeting minutes, estate covenants, which roads are adopted and un-adopted and how to contact Committee members and the managing agents, regarding residents' concerns relating to infrastructure and fabric of the estate. She said the site is operated at very low cost and Chris Coomber, Hon Treasurer, would be discussing how residents could raise funds to improve and support the work of the Committee.

VB said residents could see from this update, the GRA Committee has its hands full, dealing with matters of concern. To take many of these to a satisfactory resolution the GRA is forming 'task and finish' groups of residents who have expertise in relevant areas. More residents are needed to be involved in these matters. She asked any resident who feels they can contribute, even without actually joining the Committee, to talk to any Committee member after the meeting or email her via the website. VB then handed over to Chris Coomber.

Chris Coomber, GRA Hon Treasurer

CC gave a brief history of the GRA funding and said since 2009 it had spent only£1200 funding its activities. He produced the current accounts which showed a balance of only £162.71. He explained the main cost item was the web site and in order to continue this service and to support other costs, more funding would be required, which at this time could come only from residents. He suggested each household donate £5 to the GRA, and also asked for a mandate to allow the GRA to approach the new SGMCL for funding, when it takes office. This was put to a vote and and passed unanimously. A second vote was held to allow direct funding from the new SGMCL board, when in office, to the GRA. CC said he would announce this on the web site.

Fowler & Spenceley, managing agents for the GRA

Rob Fowler said there had been a few challenges during their year in office, one of the main issues being that of parking on the site's un-adopted roads: obstruction, parking of residents' commercial vehicles, residents and nonresidents parking in Hospital Road to avoid charges at the railway station, damage to kerbs and footpaths by vehicles, and other inconsiderate behaviour. He said all residents had been written to and notices had been attached to offending vehicles. Persistent offenders or their employers, where known, had been personally contacted. Absentee landlords and local letting agents had been informed of The Garrison covenants regarding parking so they could pass details to prospective tenants. Parking controls for The Garrison were being considered and F&S had received two proposals from parking management companies. These would be discussed with the GRA but so far the favoured method was some form of permit system. RF said his company was very aware of the need to involve residents in any decision.

He went on to explain the company visited the site at least once a week to look for issues needing attention and was pro-active in resolving many of them before they came to the attention of residents. RF said they met regularly on site with contractors and were happy to meet with any resident with concerns.

He said trees had been causing some concern and F&S had arranged for a survey of all communal trees, leading to a programme of repair and were currently awaiting permissions.

RF said F&S had been consulting with leasehold residents over the much delayed Section 20 repairs and maintenance of their properties. Some residents had been concerned about the costs involved and the fact there were no local contractors in the tendering process. As a result, new tenders had been issued to local contractors and most of the costs had been reduced and the work would begin in spring 2016 with the quotes held at their current level.

Due to the increasing number of vehicles using The Garrison roads for dragracing, more speed humps will be installed. RF reiterated he was always available to discuss such matters with residents. RF finished by saying he and his fellow directors were looking forward to working with the new SGMCL board members. Presentation by Ron Woodley, leader of Southend Borough Council Cllr Woodley delivered a comprehensive summary of the current situation across a wide range of services in the borough. He emphasised the difficulties of satisfying a growing demand for services at a time of severe funding cuts. He said next year alone the Council workforce would be reduced by 20% and funding cut by £13.7 million.

Update from Andrew Armstrong, Essex Wildlife Trust Gunners' Park Ranger Andrew explained he had been in the post for nearly a year and had formed a good relationship with the majority of park users. He said dog fouling was probably the major problem he had to deal with, but others were illegal harvesting of shellfish, motorcyclists and overnight camping during the summer.

This summer he had organised a number of events around wildlife and heritage and had formed a Junior Rangers Scheme. He and his band of volunteers had built hedgerows and other planting areas and he said the area had become one of the best sites in the south-east for spotting migrating birds, and several interesting and rare forms of wildlife had been seen. He had organised a re-design of the island in the lake to the benefit of its inhabitants and intended to arrange a dog show in the park next year. He asked for support from residents in reporting dog fouling incidents but recognised this often attracted abuse from dog owners. Andrew reported an increase in fly-tipping, especially around Gunners' Rise where some residents were using the adjacent areas to dump their garden refuse. He pointed out this was illegal. 

People climbing on the heritage structures were a problem, as were children jumping from Barge Pier, although these activities appeared to be in decline. Andrew's talk drew applause from a clearly appreciative audience and Vivien Bycynski thanked him for his work. She also appealed for more volunteers to join Andrew's team. His telephone number is 07738 458916.

VB then asked for questions from the audience.
Q. Where was the post-box promised last year by the Post Office?
A. Cllr. Hadley said he would take up the matter with the Post Office again.
Q. Why were there no white markings on the road humps on Chapel Road?
A. VB said she thought it was due to the humps being in a conservation area and also due to confusion over which roads were adopted. A resident described a recent incident in Magazine Road where a cyclist was thrown from his bike on encountering a hump and sustained a broken leg. Cllr. Assenheim said he would take it up with the authorities.
Q. Drains in Hale Way were cleared last year but are again blocked.
A. Michael Stiers said he would make enquiries.
Q. Street lights were out in Hale Way.
A. MS asked the questioner to provide details.
Q. Courtyards overgrown.

A. RF said this was due to confusion over which courtyards were private and therefore whose responsibility they were. VB suggested residents affected should phone F&S.
Q. Who is responsible for lighting at the chapel?
A. Either SET or the Council. Cllr. Assenheim would follow up.
Q. Why is there such inadequate lighting at the junction of the Terraces and
Warrior Square Road?
A. There is no existing facility for cabling.
Q. Why was so little foresight involved in planning ahead?
A. Developer wouldn't install enough lighting or facilities for future needs.
Q. Why was nobody from Avant Homes present at the meeting?
A. All directors of Avant were invited but all declined.
Q. Why is it so difficult to find who is responsible for what?
A. Often due to shared responsibility between SGMCL and SBC.
Q. Why was the developer allowed to get away with so much?
A. Cllr. Assenheim said back in 1999 he was Chair of the Shoebury Residents' Association and warned at the time that too many people and agencies were involved in The Garrison site. SBC Officers who allowed these decisions had long gone and current Officers had no idea what happened back then. Ward Councillors work hard on behalf of residents but SBC will not do anything about lighting on un-adopted roads. It will take time.
Q. The Evening Echo had reported proposed improvements to the Ness/ Campfield Roads junction.
A. Cllr. Hadley said there was a long-held wish to erect lights or a roundabout at this junction and to install parking facilities in front of the shopping parade.
Q. Is there an update on the spoil mountain in Gunners' Park?
A. Cllr. Assenheim said this was still under negation between SBC and the
developer but they were aware there were plenty of parties who would want
the spoil.
Q. Would the garages in Horseshoe Crescent be repainted soon?
A. Yes.

There being no further business, the meeting closed at 9.15. pm.