AGM Minutes 2021
/GARRISON RESIDENTS' ASSOCIATION
Annual General Meeting.
29th November 2021 at 7.30pm
Zoom Meeting to comply with Covid-19 Rules
Present
Chris Coomber Hon. Chairman
Pamela Deakin Hon. Secretary
Phil Coombe Hon. Treasurer
Peter Farrington
Jonathan Hunnabal
Larry Irwin
Pam Dewey
Richard Spence
Michael Stiers
Robert Fowler
18 Resident Members
Apologies
Councillor Nick Ward; Councillor David Moyies; APS Nicola Drake; Cliff Marshall; Cliff Crisp
Minutes of 2020 Meeting
The minutes of the 2020 AGM were adopted as correct by Chris Coomber, seconded by Pam Dewey.
Matters Arising
There were no matters arising
4 Chairman’s report
The full report is available on the GRA website.
Chris Coomber welcomed the participants to the Association’s 13th AGM.
We are now in the second year of the pandemic, and despite the limitations this has brought, the Committee has continued to liaise closely with the Managing Agents, Fowler & Spenceley to ensure that, within the budgetary constraints, the Garrison site and infrastructure are maintained.
This is monitored by inspections of common areas and courtyards, to identify issues at the earliest opportunity.
Through the managing agents we have continued dialogue with Southend BC regarding areas within the Garrison which remain the responsibility of the Borough Council.
Throughout the year members of the Committee have engaged with local Councillors on issues of concern, some of which are still ongoing: the Cricket buildings, tennis court, coastal path between Rampart Terrace and Mess Road and the New Barge Pier Road car park.
Further development of the Gunners Park area adjacent to New Barge Pier Road remains a concern. Although planning permission was granted, building work has not commenced, and the site has been offered for sale. Both GRA and Shoebury Residents Association remain alert to changes proposed by the current or future owners.
Concerns remain about traffic movements in the Campfield Road / Ness Road junction area.
GRA and Shoebury Residents Associations will continue to monitor activity.
Control of Shoebury Garrison Management Company Limited is ready for release by the developer, as reported below by the Managing Agents. That said, the work of GRA is not complete.
While the directors of SGMCL must be drawn from property owners, all residents are automatically members of the GRA, and the GRA will continue to represent all residents, including those who rent properties, by lobbying ward councillors, Southend BC and other organisations.
The Chairman thanked committee member Richard Spence and Robert Fowler of Fowler & Spenceley for their perseverance in the long and tedious process.
The Shoebury Coastal Community Team, which includes some GRA committee members, previously set up a Community Interest Company, which opened negotiations to lease the Cart & Wagon Shed. Unfortunately the negotiations have proved to be extremely protracted. However, they are believed to be almost complete and preparations continue with heritage items ready to be moved into the building. The café element will require further time, and the hope is that the centre will be open by Easter 2022.
Earlier this year the postponed Estuary Festival, mounted by the artistic company Metal Culture, took place with exhibits in Gunners Park and East Beach. The exhibits provoked conversations and interest, although it was felt that any future festival should be better publicized.
The Chairman closed his remarks by thanking members of the Committee for their work throughout the year.
Treasurer’s Report
GRA’s financial year runs August to August.
Expenses booked in the year to August 2021 were £0.15. Income was £15.
Cost of web hosting were not yet received.
Due to receipts in prior years the retained fund stands at £847.79.
The expenses relate to website upkeep and printing.
Update on S 106 handover
Robert Fowler reported that the long-awaited transfer of the small parcels of land was completed today (29th Nov 2021). This will enable Avant Homes to transfer SGMCL to residents’ ownership.
Fowler & Spenceley will now progress matters with the new board members to complete the transfer of control to property owners, who will be issued with replacement shares that give all owners equal voting rights in the company. Further details will be provided.
Election of Officers and Committee
In the absence of nominations, current officers and committee have agreed to remain in place until the handover is complete.
Resident Cliff Crisp has expressed interest in joining the Committee in Spring 2022
8 Report from Fowler & Spenceley
Robert Fowler delivered the report of the Managing Agents.
In a difficult year, despite lockdowns and restrictions, the programme of regular inspections has identified repairs and landscaping issues for attention, liaising with GRA.
Working closely with landscapers, general maintenance and annual replanting programmes have continued. In 2022 work will include replacement of several sections of box hedging.
The work recommended by the annual arboricultural survey is under way, and will be completed before mechanical sweeping of unadopted roads and associated clearance of gullies, which will take place on 6/7 December. Appropriate notices will be displayed in the relevant roads.
Many of the Garrison’s trees are subject to Preservation Orders, requiring local authority approval before any maintenance work is undertaken.
Overall costs have been well controlled this year, and the spend is expected to be within the annual budget. Next year, modest inflationary increases are expected: the Reserve Contribution will be reviewed. Some blocks required additional work, resulting in extra expenditure: residents have been made aware of the extra work and of the increased expenditure required.
External decoration of Horseshoe Crescent and Chapel Road blocks has reached the stage of awaiting payment of the individual levies which are required to fund the project. This project now impacts only 4 of the 6 blocks, with further research into the other 2 blocks, where tenders were considered to be disproportionately high. Other projects have included treatment of low-level damp in three of the blocks.
The agent has responded to queries throughout the year, covering neighbour disputes, noise complaints, planning issues, property sales, insurance matters and building repairs.
Once again, parking issues have generated concern. Consultations have received mixed responses, and this will become a key issue for the new board. Residents are reminded that estate covenants prohibit vehicles from obstructing Garrison roadways, and restrict parking of private motor vehicles; the parking of commercial vehicles, caravans, trailers and the like is not permitted even on private driveways.
Apologies were expressed for the late issue of payment requests over the last ten months, which were due to a major upgrade of the accounting and management software, which were in early stages when Covid guidance restricted training and technical support. The project is now back on track.
Submitted Questions and Responses
Andrew Armstrong, the Gunners Park ranger, submitted a very informative report, which has been posted on the GRA webpage. Any questions can be posted on the webpage, and will be passed to Andrew.
(Tim Lock) Why have concrete blocks been removed from the entrance to Gunners Park car park. Replacement posts were also removed after 2 days. (Councillor Wakefield) had responded that after an incursion by travellers, the barrier was upgraded (at Councillor Wakefield’s personal expense), to be the strongest such barrier in the Borough: the only way through now is to cause “evidential criminal damage” which provides the basis for legal action. The blocks had been a temporary security measure pending the installation: however they were a concern for emergency vehicles and some cars. It was noted that the barriers had already prevented an attempt to break out of the locked car park.
(Cliff Crisp) Proposed that
“This residents’ association:
Notes that the tennis courts in Mess Road continued to be used intensively during the year both by residents of the Garrison and by the wider community of Southend On Sea
Records its appreciation of the hard work and generosity of residents of the Garrison during the year in maintaining the courts to an exceptionally high standard
Observes that the work regularly undertaken by residents of the Garrison have included removal of vegetation growing through the playing surfaces; mechanical and chemical cleaning of playing surfaces; regular sweeping and moving of leaf debris, litter and graffiti
Observes that without the aforementioned care and attention by residents of the Garrison, the tennis courts would not be safe for playing tennis and would not be fit for purpose.
The proposal was seconded by Cliff Marshall.
Given the number of people online, it was not considered appropriate to put this proposal to a vote, but it was agreed that it should be placed on record within the meeting minutes.
The meeting closed at 8.10 pm