26TH NOVEMBER 2018

GARRISON RESIDENTS ASSOCIATION ANNUAL GENERAL MEETING

HELD ON 26TH NOVEMBER 2018 AT HINGUAR SCHOOL AT 7.30 P.M.

Present

Chris Coomber Hon. Chairman

Pamela Deakin Hon. Secretary

Phil Coombe Hon. Treasurer

Daniel Puddick

Peter Farrington

Simon Wright

43 Resident Members

1. Apologies

Andrew Armstrong (written report received)

Bernice Ell

Derek Jarvis

Larry Irwin

Jonathan Hunnibal

Richard Spence

Chris Coomber opened the meeting by welcoming guests; Councillors Roger Hadley and Anne Chalk; Sergeant David Gardiner from Southend Police Force; Robert Fowler and Michael Stiers of Fowler and Spenceley.

2. Minutes of the 2017 AGM . The minutes of the 2017 AGM were adopted as correct by Chris

Coomber and seconded by Phil Coombe.

3. No matters arising.

4. Chairman's Report. Chris Coomber reported that in the absence of the handover from Avant

Homes that there was not a great deal to report, apart from liaising constantly with the

Managing Agents to try to improve the site. Parking is still an issue however following two

surveys there is a consensus that no parking control is needed. The Garrison Church

has been sold, it is now owned by Ian Homen, who runs the Wet Suit Centre, who

discovered on taking possession, that the artefacts had been removed without permission.

Further information on this situation is to be obtained.

Avant homes have indicated that the S106 handover is finally to take place in the near future.

5. Treasurer's Report. Phil Coombe presented the Treasurers report. The request for funds

brought a positive responses, which enabled the GRA to pay for the outstanding printing and

Web Hosting fees and has left a healthy balance of £1035.77

6. To receive an update on the S106 Handover. In the absence of any report or response from

Avant Homes Cliff Marshall gave a short update. Avant Homes have now completed what they

consider to be their contracted work necessary for Southend Borough to now accept

responsibility for the whole site. The council have appointed independent consultants to assess

the quality of the work. The outcome of their report is awaited,

7. Election of the Chairperson, Officers and Committee Members.

There have been no nominations and no one came forward at this point.

8. Garrison Policing Report. Sergeant Gardiner reported that due to the cuts in police numbers,

that at present for 14 wards there are usually only 5 PC s and 6 PCSO s to cover, in addition

from early 2018 they were also responsible for investigating hate crimes, making the situation

more difficult. Out of 978 crimes reported, 132 have had positive outcomes. With reference to

Anti social behaviour on the Garrison, boy racers,etc Sergeant Gardiner emphasised that it is

important to report all incidences on 101, giving as much information as possible. On a brighter

note he noted that 27 Special Constables are due to start shortly in Southend. Also he drew

attention to the on line survey on Policing in the area which people are requested to complete.

9. Report from Managing Agents, Fowler and Spenceley.

Fowler & Spenceley continue to carry out weekly inspections to identify repairs needed and

maintenance areas needing attention to enable them to be dealt with swiftly.

The following key projects have been dealt with during the year in respect of blocks where the

SGMCL has the responsibility to maintain.

a. Internal redecoration and some damp remedial work to various of the Horseshoe Crescent

and Chapel Road blocks.

b. Internal redecoration of Willow Court

c. Internal and external completion of Magazine Mews block and garages

d. External repairs and redecoration to the Horseshoe Crescent maisonette blocks

e.. Specified and tendered the contract for the communal areas internal redecoration of

Gunners House, to take place, hopefully, early in the New Year.

We continue to monitor the performance of any contractors engaged to ensure value for

money is maintained, we are working closely with the landscapers in particular where we

undertake a quarterly inspection with a senior representative of the landscaping firm and

on a number of occasions the GRA Chairman.

Annual arboricultural survey took place in October various minor recommendations have

been carried out.

Following the Autumn leaf fall the mechanical sweeping and gully clearance is scheduled

for December 3rd and 4th.

Following the conversion to LED lights on the lighting columns the repainting of the columns

will take place shortly. Thanks to the cooperation of the new owner of the chapel it has been

possible to connect the street lamp in Chapel Road to the mains supply.

With the possibility of the S106 handover taking place in the near future we have been in

contact with existing SGMCL board with a view to assisting with the transfer of control of

the Management Company and recruitment of a replacement board. This exercise was taken

several years ago; however due to the prolonged handover some prospective board members

are no longer available. These are unpaid posts but is an opportunity to help maintain the

Garrison as a fantastic place to live. We are in the process of preparing an information pack

to explain to prospective directors the role and responsibilities and we would welcome

expressions of interest from individuals willing to take on the responsibilities of the company.

10. A.O.B.

The following specific issues were raised by the attendees;

Sea Wall: what is the status at present?- Southend Council had added money to the

Developers contribution to carry out the work done so far. However at present no

actual maintenance programme exists for sea defences and repairs etc. Councillor

Hadley will investigate.

Concerns were raised as to the intended use of the Church. -The intended use is for a

Retail Clothing Outlet or possibly, with the necessary permission residential housing.

Cart and Wagon Shed; concern was raised at the lack of progress and deterioration.

It is hoped that in April there will be a council cabinet grant to kick start the project

with a cafe and art project.

It was noted that when the Garrison was developed for the council to adopt any of

the existing roads Gladedale were required to take a core sample of the roads to

see if they were suitable for adoption. They failed to do so; there is a possibility that

this may be done now.

The Chairman thanked all participants and attendees and noted the written report from

Andrew Armstrong, Gunners Park Ranger.

The meeting closed at 9. 30 p.m.

15th October 2018

Minutes of the Garrison Residents ' Association Committee Meeting Monday 15th October 2018 3 The Pavilions

Present;

Chris Coomber - Chairman Pamela Deakin - Secretary Jason Britchford Peter Farrington Richard Spence - Prospective SGMCL Director Robert Fowler - Fowler and Spenceley Michael Stiers - " "

1. Apologies were received from Daniel Puddick, Phil Coombes, Jonathan Hunnibal and Larry Irwin

2. Minutes of the meeting of Monday 3rd September, previously distributed, were agreed.

3. Matters Arising - Chris has written to Derek Jarvis - Mayor- and the planning committee regarding future plans for the Garrison and Gunners Park: to date he has had no response.

4. Garrison Church - Following the sale of the church to Ian Homen, owner of the Wet Suit Outlet located in the Drill Shed and prior to it 's occupation, it was discovered that The Plaques, Pulpit and Stained-Glass Window had all been removed, without permission from the appropriate Authorities. Ian Homen has alerted SBC of this action. The GRA will monitor any further development. Cart and Wagon Shed - from the recent CCT meeting it appears that no firm funding is yet available. Apparently, the minimum required for a phased start up is stated to be £600,000!

5. S106 Handover - Amanda Rogers who is dealing with the S106 Handover at SBC has told us that the only remaining task before this can be completed is due diligence work on the quality of the latest sea wall repairs. 6. Fowler and Spenceley report. Car Parking - continues to be a contentious issue, particularly in Parade Walk. New signs have been erected in North Camp, the signs in Mess Road are to be relocated to a more Prominent position. Letters have been sent to Parade Walk residents. Street Lighting to un-adopted roads- The LED lamp conversion now complete and the damaged bollards in Parade Walk have been replaced. Quotations are being sought for the repainting of the lamp columns from appropriate Contractors. We have instructed SES Electrical to connect the street light column outside the chapel following agreement from the new owner, as this lamp was left unconnected by the builders. Block decorations - the following works are progressing; Horseshoe Crescent Maisonettes External redecoration; Gunners House internal decoration; Magazine Mews internal and external decoration. There is a problem with one of the garage doors in the mews due to an adverse reaction from the product used - this will be rectified in the spring. Landscaping - CTS Tree surgeons have carried out their annual survey, resulting in the need for some minor work to be carried out.

Health and Safety - Following the Health and Safety review of the various blocks under SGMCL and the Unadopted areas the following recommendations were given, A letter to be sent to leaseholders of the blocks highlighting the importance of keeping entrance door area free because of fire risk. Minor repairs to smoke stopping in Chapel Road blocks. Continue to ensure fire escape routes are kept clear. To address the removal of fire extinguishers from Willow Court. To display updated fire regulations within the blocks. Road sweeping and gulley clearance to take place in December. 7. Anti-social behaviour - On the whole it has been quieter- the problem around the Shoeburyness Hotel has been temporarily addressed with the closing of the hotel.

8. A.O.B. Chris has asked Ian Homen to confirm the nature of any fire hazard regarding The Wet Suit centre particularly regarding any fumes which may occur following a Fire. The Gymnasium, also owned by Ian Homen, is to be converted to residential units. Chris suggested we place a wreath at the Shoebury War Memorial from the GRA on Armistice Day this was agreed, Chris to organise. The next meeting is the AGM on the 26th November 2018 at Hinguar School at 7.30 pm. The committee to meet at 7.00pm

3rd September 2018

Minutes of the GRA Committee Meeting on Monday 3rd September 2018

Held at 3 The Pavilions

Present.

• Chris Coomber - Chairman

• Pamela Deakin - Secretary

• Phil Coombe - Treasurer

• Cliff Marshall

• Peter Farrington

• Richard Spence - Prospective Director SGMCL

• Robert Fowler - Managing Agents

• Michael Stiers. - Managing Agents

1. Apologies received from Daniel Puddick, Jonathan Hunnibal,Simon Wright and

Larry Irwin.

2. Chris Coomber gave a verbal update of the meeting of the 23rd July.

Matters arising - following complaints regarding the Wet Suit Outlet parking, lorries and

general appearance Chris visited the site and had an informative discussion and tour of the

Premises. Work has already taken place to tidy up the car park area and a cardboard crusher

has been installed to improve the maintenance aspect. Ayes and Cruiks website shows

the interior of the Church, which has also been purchased by the owner of the Wet Suit

Outlet , to be completely devoid of all artefacts; the whereabouts of the plaques are unknown.

Pam to ascertain their whereabouts. Chris is to write letters to both the Mayor and Councillor

Ward regarding the landscape and the Coastal Park.

3. Anti-social behaviour; on the whole over the summer this seems to have diminished. There

Is still some nuisance with boy racers and bikers, in various places. There was a meeting

with Nick Ward and the residents who live nearby the Shoeburyness Hotel regarding the

noise nuisance and other disruptions. Noise meters have been issued to neighbours for

monitoring purposes.

4. Cart and Wagon Shed - There is further damage to the window in the Cart and Wagon Shed

Richard is going to contact Councillor Ward regarding further security measures for this and

The Cricket Pavilion.

5. S106 completion - Jo Massey has failed to reply again to Richard regarding the status of

The handover. However, there have been reports, as yet unconfirmed, that there has been

some progress with Southend Borough Council.

6. Fowler and Spenceley Report. Car Parking - 5 New signs have been erected around

Hospital Road, Chapel Road and Parade Walk highlighting the no exits to High Street

And East Beach, also parking information on Parade Walk. The internal and external

Redecoration of Pavilions Mews is to take place in the next weeks. The replacement

with LED lamps is now completed. Several residents of Parade Walk have contacted

Fowler and Spenceley regarding the Rifle Shed development with the emphasis on

the possible removal/pruning of the two trees in the garden and planting of a hedge.

This is being investigated, although it appears that it is the owner's intention to keep

the hedge to a maximum height of three feet.

7. AGM . To take place on Monday 26th November 2018 - 7.30 pm at Hinguar School

Richard is to invite Nick Ward to attend together with a member of the Constabulary.

Pam to invite Councillors Chalk and Hadley. Also Andrew Armstrong the EWT Ranger.

The nomination forms etc to be organised by the next meeting.

8. AOB. Phil reported that following the GRA request for funds that the account balance

now stands at a healthy £902 having discharged our debts to Daniel which is a

Great improvement on the £200 balance plus debts previously held.

Next meeting to take place on Monday 15th October 7.30 pm at Hinguar School

Monday 4th June 2018

Minutes of the Garrison Residents ' Association Committee Meeting
Monday 4th June 2018
At Hinguar School.

Present;

Chris Coomber - Chairman
Pamela Deakin - Secretary
Phil Coombe.    - Treasurer
Daniel Puddick
Jonathan Hunnibal
Simon Wright
Peter Farrington
Richard Spence - Prospective SGMCL Director
Robert Fowler -  Fowler and Spenceley
  

 1.  Apologies were received from Michael Stiers and Larry Irwin

 2. Minutes of the meeting of Monday 16th April, previously distributed, were agreed.

 3.  Anti - Social Behaviour Update - Following the slightly increased Police patrols and a visit to the Cricket Pavilion by Councillors Ward and Chalk, to look at the possibilities of increased   security , the incidents of anti social behaviour seems to have decreased. There are still the car and bike racers and last weekend there was a large group of youths causing  some  disruption The importance of reporting any incidents either on 101 or online was highlighted.

 4. Garrison Church and Cart & Wagon Shed - The Garrison Church has been sold to the owner of The Wet Suit Outlet for non residential purposes. The Cart & Wagon Shed has suffered  some damage, due to vandalism, to the woodwork above  the window shutters. The council has been informed, There is no confirmation that the Cart & Wagon Shed has been handed over from Avant Homes to SOS Council.

5.  S106 Handover - Despite Richard's endless efforts to contact Jo Massey by various media she has failed to reply. The decision was taken to organise a formal letter to be sent to Jo Massey, the Chairman and Chief Executive of Avant Homes and to Southend Council advising on the articles of association-: form. Estimated cost of this would be £3/400
 
6.   Fowler and Spenceley report. 
      
Car Parking - There have been less issues recently with the exception of Parade Walk.
There is meeting next week with Parade Walk residents. The recommendations from the last meeting regarding new signage etc. is on hold until after the meeting.
        
The bench opposite the church, where the employees of the various businesses sit to have lunch is becoming a problem with litter etc. This is being investigated .
         
 The bollards in Horseshoe Close have been damaged - to be repaired 

We continue to receive various enquiries from  residents on all things relating to the Garrison, including block repairs, advice on covenants, neighbour disputes.  We try to ensure responses are sent to all such enquiries in a timely manner and, where appropriate have arranged to meet with the resident in question to discuss such issues face to face. 

 7. Half Marathon and Triathlon
The Fairhavens Half Marathon is to take place on Sunday 10th June with the Triathlon on Sunday 17th June. The Garrison Residents have been informed of the relevant road closures.

8.   A.O.B. Phil Coombe, Treasurer, reported that we have £286.12 in our account, £24 is
      owed to Daniel for leaflet printing plus website costs for several years. Running costs
      of the GRA are approximately £115 annually. At present we have no formal annual
      contribution method. The managing agents have intimated that they are willing to
      Include a request for funds to cover these cost with their next request for fees.
      Following the meeting regarding the Special Constables at which Ron Woodley
      put forward the interest of funding the training of 10/12 special Constables
      at a cost of £1000/1200 per person to train, with the possibility of 3/4 of these to be
      based on the Garrison. Practically this would mean asking residents in the proposed
      ward to cover the costs. The GRA representatives at the meeting asked for various
      reassurances, an important one being that they would remain assigned to the area where
      the training funding was raised and the timing of their availability . A second meeting
      Is to take place.

      Jonathan has been gathering evidence regarding the Drill Shed as to which of the
       Planning restrictions they are not adhering to.

       Next meeting Monday 23rd July 7.30 at Hinguar School
     

Monday 16th April 2018

 Minutes of the GRA Committee Meeting Held on Monday 16th. April 2018 at Hinguar School

Present. Chris Coomber Chairman Pamela Deakin. Secretary Cliff Marshall Richard Spence. Prospective Director Peter Farrington Simon Wright Michael Stiers. Managing Agents 

1. Apologies. These were received from Phil Coombe, Larry Irwin, Jason Britchford, Daniel Puddick and Jonathan Hunnibal.

2. Minutes of the Committee Meeting of the 5th March were agreed. Matters arising - That the council is contacted again regarding the trees by the Cricket Pavilion which obscure sight around the corner and also the state of the footpaths especially by the Cart and Wagon Shed.

3. Anti Social Behaviour . The meeting with the Police at St. Augustine's, attended by Chris and Richard, appeared mainly to be a fact finding exercise regarding issues experienced, there were Representatives from five wards, all of whom have various issues. There were three Groups identified as causing problems ; hoodies /bikes and cars. There is going to be a two week concentrated police action targeting ASB in Shoebury commencing 9th April. It was emphasised that it was important to report any incidents to the police either by 101 or online. Next meeting with the police to take place on Monday 11th June at Thorpe Bay Baptist Church . Action . Ask Dan and Phil to post a request on Facebook to report to the Police any Incidences of Anti Social Behaviour and highlight the easiest way to do it online.

4. Garrison Church and The Cart and Wagon Shed. Update: There appears to be no movement on the sale of the Church. Southend Council have not signed the lease on the Cart and Wagon Shed. Action. Pam to contact Giles Tofield to try to gain more information.

5. S106 Handover. Sea Defences - A consensus of Stakeholders is needed to ascertain what Steps they are taking for the Sea Wall repairs and flood defences. Action. Richard is to email Jo Massey with copies to the Council and our MP to try, yet again, to ascertain exactly when and what is happening.

6. Parking Survey Results . Included in Fowler and Spenceley Report.

7. Fowler and Spenceley Report. Car Parking Survey. GRA survey produced similar results to the earlier F&S one with approximately a third of householders replying overall with a slighter higher return from North Camp, particularly Parade Walk. Various suggestions were put to the committee for their thoughts a. Additional signage advising that there is no vehicular access to East Beach b. Additional/more prominent no parking signage within Parade Walk c. Consider a tailored parking management scheme of Parade Walk, subject to the agreement of the vast majority of Parade Walk residents and agreement by the current SGMCL Directors. It was agreed to place additional signs stating No Parking plus signs stating no access to East Beach and Cul de Sac signs at the end of Hospital Road and Mess Road. Fowler and Spenceley are also going to write to the residents of Outlook Apartments Requesting that they are more considerate with their parking. The collapsible bollards at the old gate are due to be replaced next week. Street lighting to the Unadopted roads, revised quotation is awaited. 

 Date of next meeting Monday 4th June 7.30 pm at Hinguar School 

Monday 5th March 2018

Minutes of the Garrison Residents Committee held on Monday 5th March 2018 held at Hinguar School

Present

• Chris Coomber - Chairman
• Pam Deakin.    -  Secretary
• Daniel Puddick
• Jason Britchford
• Peter Farrington
• Robert Fowler.  - Fowler & Spenceley
• Michael Stiers.  - Fowler & Spenceley

1.Apologies were received from Phil Coombs, Cliff Marshall, Richard Spence, Jonathan Hunnibal, Simon Wright.

2. Minutes of the meeting of January 29th were approved and accepted.

Matters arising.

Landscaping - Chris and Peter have walked round the Garrison with Michael highlighting various problems. Michael has circulated a to do list to the contractors.

Cliff has agreed to continue monitoring and reporting back on the progress of the repairs to the Sea wall.

3.  Anti social behaviour and  Barge Pier Road.

Phil and Richard continue to send reports to thePolice about the anti social problems with some Effect  regarding police attendance. The three Local Councillors have been contacted again regarding possible traffic calming measures. Councillor Ward has responded well and has suggested we set up a petition among the Residents to present to the council. Phil has organised an online petition which is now active.

4. Garrison Church - The squatters have been served with a notice to quit and theoretically are to be evicted this week. There is no further news regarding the sale position.

5.   S106 Handover. Although the response from Jo Massey to Richard was encouraging it was noted that promises had been made before which had not materialised. It was suggested that we draft a letter to SGMCL  to see if we could be given a definitive date. The draft to be given to Jonathan  Hunnibal  for comment,  we  would also request a Job Description for the proposed Directors to enable the process of recruiting new Directors to begin.

6.   Parking Survey - Daniel has now arranged an online survey and has also had flyers printed, to be distributed around the Garrison to try and ensure that as many residents as possible complete the survey to give an accurate answer on parking issues: the situation has been Monitored by the managing agents since the introduction of  restrictions in the High Street and seems to indicate a problem in certain areas.

7.  Fowler and Spenceley Report. Street Lighting - LED lighting - the council specification has been given to the suppliers, SES, their response is awaited to see if this has any effect on the cost.

In the minutes of the 29th January meeting of the GRA it was stated that the lamp columns would be refurbished at the same time as the lamps are replaced. In fact the refurbishment of the columns will take place as a separate project following completion of the lamp changes.

Bollards - Southend Borough Council has agreed that provided the replacements match the existing that there are no issues. Therefore, the bollards at the old gate entrance at Hospital Road will be changed to demountable vehicle bollards.

Internal decoration in the Horseshoe and Chapel Road Blocks now completed. External Decoration in Horseshoe Crescent and internal and external decoration in Magazine mews will commence as soon as funds have been received.

We have contacted SBC on a number of issues that fall within their remit . a. Plants at the corner of Warrior Square  and Magazine Roads to be cut back to allow traffic Visibility.

b. To attend to the trees surrounding the cricket pavilion.

c. More regular sweeping of the footpaths under their control and a proper clear up following landscaping works.

The coastal footpath in front of the Outlook Apartments is now under the control of the SBC we have requested that they undertake the appropriate repairs.

8.      A.O.B. Sea Wall .

There has been no further action on the repairs to the sea wall  planned originally, to take place in March, and little knowledge as to what is now the time line.

Next Meeting on Monday 16th April at Hinguar School. 7.30 pm 

MONDAY 29TH JANUARY 2018

MINUTES OF SHOEBURY GARRISON RESIDENTS COMMITTEE MEETING HELD ON MONDAY 29TH JANUARY 2018 7.30 PM AT HINGUAR SCHOOL

Present.

• Chris Coomber - Chair
• Phil Coombe     - Treasurer
• Pam Deakin.     - Secretary
• Daniel Puddick
• Jason Britchford
• Peter  Farrington
• Jonathan Hunnibal
• Richard Spence  - Prospective SGMCL Director
• Robert Fowler.    - Managing Agents
• Michael Stiers.    - Managing Agents

1.     Apologies - Received from Cliff Marshall, Simon Wright and Larry Irwin .

2.  Minutes of the 16th October and the AGM of the were accepted and approved. Matters arising - Possible traffic calming measures on New Barge Pier Road.

Action - Chris to contact Councillor Hadley to see if there are any developments regarding the possibility of  traffic calming measures to reduce the boy racer nuisance and commercial parking.

3.  Committee Members - specific areas of responsibility.

Action -Landscaping  - Peter and Chris offered to monitor the status of the landscaping and will feed back information to  Fowler and Spenceley regarding areas  of landscaping that they feel may need addressing.

Chris has asked Cliff if he is willing to continue monitoring and reporting back on the progress of sea wall repairs.

4.   Garrison Church - Is on the market with the same class of use. To be watched with interest.

5.   S 106 Handover. Chris suggested that it is time to try different  tactics to try to  accelerate the handover; a formal letter was suggested, which would incur some legal fees.

Action - Richard will contact Jo Massey to get comprehensive Information regarding the time line of the handover and the reasons for the hold up.

6.    Antisocial Behaviour - The boy racer cars and motor bikes nuisance continues. The stone gatepost Lions in The Terraces have been broken. It was emphasised that gathering as much information as possible will enable the police to act. With sufficient evidence it may be possible to get  a Dispersal Order to stop cars or motor bikes gathering. Residents are asked to report either on 101 or on our Facebook page any nuisance occurrences.

Action - Phil is to put a link to enable this to be done more easily.

7.    Spenceley and Fowler Report. Internal Redecorations of various blocks  in Horseshoe Crescent and Chapel Road   are taking place, with external decoration in Horseshoe Crescent to follow on. Internal and external decorations in Magazine Mews due to start shortly. 

Payment request invoices have been sent out. The proposed LED lighting doesn't need planning  permission, so will go ahead  as a rolling project in the future.

The lights  will be refurbished, where necessary, at the same time.

Parking - Has become more problematic on North Camp, particularly in Mess Road,

Hospital Road and by the Drill Shed. It was felt that another survey in North Camp is now necessary, approaching people more directly, to gain a definite consensus on which route to take.

Action - Daniel to organise in conjunction with Fowler and Spenceley an e mail survey and possibly a door to door survey in certain areas.

The Drill Shed business activity is continuing to ignore planning restrictions on parking etc.         The Planning Authority to be contacted.

Rifle Shed - The new owner is aware of his responsibilities for making good damage to the perimeter wall and Gate posts.

English Coastal. Path - intended to run from Southend to Wallasea , the route to run along the existing footpath along Mess Road and in front of Outlook Apartments Natural England representatives have met with Mess Road residents to discuss.

Bollards - following concerns about emergency access the possibility of utilising the  old Gate entrance in Hospital Road for installation of demountable vehicle bollards. A quote for this work has been obtained for £1,225

8.       A.O.B. Planning - there are various possible planning issues regarding Houses by Sainsbury To make it easy to see any planning applications Phil will put them on Facebook.

 Proposed Health Centre - there appears to be doubt as to whether this will now go ahead.

We will try to get more information concerning this.

The meeting closed at 9.15 p.m.

Next Committee Meeting - Monday 5th March

AGM 27TH NOVEMBER 2017

GARRISON RESIDENTS ASSOCIATION ANNUAL GENERAL MEETING

HELD ON 27TH NOVEMBER 2017 AT HINGUAR SCHOOL  AT 7.30 P.M.

Present

• Chris Coomber  Hon. Chairman
• Pamela Deakin  Hon. Secretary
• Phil Coombe      Hon. Treasurer
• Daniel Puddick
• Peter Farrington
• Richard Spence   Prospective SGMCL Director

1. Apologies

•    Nick Ward
•    Andrew Armstrong (written report submitted)
•    Jackie Smith
•    Mike Riley
•    Cliff Marshall
•    Sandra Ling
•    Charlotte Brant
•    Michael Deakin

Chris Coomber opened the meeting by welcoming guests; Councillors Roger Hadley and Anne Chalk; Acting Sergeant David Gardiner from Southend Police Force; Robert Fowler of Fowler and Spenceley.

Chris Coomber noted that although all Garrison owners are B members of SGMCL no reply had been received to our invitation from the present directors (from Avant Homes) either to attend or furnish us with a report.

2. Minutes of the 2016 AGM . The minutes of the 2016 AGM were adopted as correct by Richard Spence and seconded by Phil Coombe.

3. No matters arising.

4. Chairman's Report. Chris Coomber reported that  for conditions to be raised  to meet  residents expectations the SGMCL will need to be a formal body in order to operate effectively.

The S106 handover is still not agreed, although the only remaining contentious issue is the repair to the sea wall which  has no relevance to the Garrison site, only to Southend Council and Avant Homes. Chris is investigating what further actions could be taken to try to get Avant Homes to complete the handover to the SGMCL irrespective of the status of the sea wall.

5. Treasurer's Report. Phil Coombe presented the Treasurers report. The GRA has £306. 06 in the account at HSBC. After some difficulties with HSBC, Phil is moving the account to Santander.  It was  requested that residents make voluntary  donations to the fund to meet future expenses.

6. An update on Private Security within the Garrison. This topic has proved to be controversial. Phil Coombe has carried out a survey between several security firms, the conclusion being that they can t really be of any help as legally they have virtually no powers. It was decided not to proceed further with the proposal to appoint  private security on the Garrison.

7. Election of the Chairperson, Officers and Committee Members. Jonathan Hunnibal  agreed to stand as a Committee member, he was proposed  by Richard Spence , seconded by John  Dowell and duly  elected, Larry Irwin also agreed to stand. In the absence of any further volunteers to stand as officers, the serving officers and committee  agreed to remain for a further year and were duly elected.

8. Garrison Policing Report from Acting Sergeant David Gardiner.

Acting Sergeant David Gardiner reported that there have been significant reductions in the police teams;

Police are now controlled from a central point in Chelmsford where calls are prioritised; no attendance may be instructed;

After extensive discussion regarding anti social behaviour, he explained that there are some successes in dealing with culprits. The most effective way is to gather evidence and log all incidents with the police.

Regarding the problem of boy racers on New Barge Pier Road, he noted that wherever possible drivers are prosecuted but gathering real evidence is difficult.

Changes to the road configuration he agreed might be helpful.

The Councillors present agreed to assist requests for upgrading of restrictions in (Council adopted)  New Barge Pier Road. The GRA to pursue this course.

9. Report from Managing Agents, Fowler and Spenceley.

Fowler & Spenceley continue to carry out weekly inspections to identify repairs needed and maintenance priorities

The following matters have been dealt with during the year:

The sewerage pumping station in Warrior Square Road has been transferred to the responsibility of Anglian Water.

Internal decoration to Willow Court has been completed. External washing of Gunners House. Tenders specified and awarded for communal areas in Horseshoe Crescent and internal and external areas of Magazine Mews.

Work continues with landscapers to maintain the standard of communal gardens.

Flow line to carry out gully clearance on Unadopted roads.

Gathered information regarding the cost and viability of LED lighting in the street lights; discussions held with Southend Council regarding planning permission.

Car Parking consultation was completed with 27.5% response overall. No preferred solution emerged clearly. Since the consultation the restrictions in the High Street have been reduced, and at present it is felt that no further action should be taken.  However, the situation will be monitored.

Door colours around the Garrison: there is no specific covenant that specifies the colour that doors are to be painted. Southend planning department, which deals with conservation areas, has given guidelines that military colours  such as Holly Bush (military green) or grey are suitable, bright colours should be avoided. We are advised that lawful development certificates must be obtained for listed properties.

A.O.B.

Sea Wall . Consultation results are to be considered by council cabinet in January with a view to starting work in  March to reinstall groins etc to protect the sea wall.

Specific problems were highlighted regarding damage to the perimeter wall by the rifle shed; various hedging by Outlook Apartments; careless siting of skips and general untidiness of contractors. These were noted.

Councillor Hadley drew attention to copies of proposed plans for houses next to Sainsburys: it is expected that planning permission will be sought early in 2018.

The Chairman thanked all participants and attendees and noted the written report from Andrew Armstrong, Gunners Park Ranger.

The meeting closed at 9.40 p.m.

16th October 2017

Minutes of the GRA Committee Meeting on Monday 16th October 2017

Held at Hinguar School

Present.

• Chris Coomber  - Chairman
• Pamela Deakin -  Secretary
• Daniel Puddick.
• Simon Wright
• Peter  Farrington
• Richard Spence - Prospective Director SGMCL
• Robert Fowler  -  Managing Agents

1.      Apologies received from Phil Coombe and Jason Britchford.

2.    Minutes of the meeting  of 6th September, previously distributed, were agreed.

3.     Anti-social behaviour; The various problems, especially the ones with bikers and boy racers, are continuing; the same group appear to be operating in Shoebury Park and around Asda. It was discussed as to whether we could do anything else to stop this behaviour, it is felt that there is no police action and no engagement from the police. Chris is having difficulty getting a response from the police.

ACTION - Richard is to provide Chris with a log of events which will enable him to co-ordinate a report to send to Mr. Hearst.

4.     Fowler & Spenceley report - Parking survey - a road by road analysis has has been undertaken which shows that North Camp, particularly Parade Walk area, has the most issues. The overall response across the Garrison was 27.5% .  However it appears that only 33% of the 40% who responded in  the Parade Walk area were in favour any control. At present there is no action planned, with the situation being monitored.

Complaints regarding maintenance of  communal areas around Hale Way have been received, the grassed area is not being sufficiently maintained, a possible slight increase in fees was discussed in order to raise the profile of the whole site. Instructions have been given to landscapers for a programme of replanting  and following the annual tree survey, work totalling £1,490 has been commissioned. Half yearly sweeping and emptying of gulley is due at the end of November on the unadopted roads. Street lighting on the Unadopted Roads - further quotes on replacing required street lighting with LED lights have been gained.

The residents views on this possible change would be welcomed.

Front door colours - a number of complaints have been received concerning the colours that

Freehold house owners have painted their front doors. There is no estate covenant which specifically deals with the colour that doors should be painted, however as much of the area falls within the Garrison Conservation area we have referred the matter to Southend Council's conservation team and await their response. 2018 Budget is currently being prepared.      

5.        AGM  which is to take place on Monday 27th November 2017 was discussed. The agenda was agreed. It was agreed that this year we would print a single sheet flyer with details of the date and venue together with the web page link for the forms for election of officers etc. plus details of contacts if a computer is not available.

Action - Pam to organise the forms etc and Daniel to arrange posting on the web page and also printing of the Flyers.

6.         Clinical Commissioning Group - following the request that  someone from our committee join this group it was requested  that further clarification of the groups' agenda and the expectation of the group was required.

Action - Pam to contact  Harry Chandler

7.           S106 completion - no further news Jo Massey to be asked again for an update.

 Action Fowler and Spenceley to ask Jo Massey to attend the AGM

The Chairman has requested that the committee meet at seven o clock  prior to the AGM for a quick meeting.       

Wednesday 6th September 2017

Minutes of the Garrison Residents Committee held on Wednesday 6th September 2017

Present.

• Chris Coomber. Chair
• Phil Coombe . Treasurer
• Pamela Deakin. Secretary
• Daniel Puddick
• Simon Wright
• Jason Britchford
• Cliff Marshall
• Peter Farrington 
• Richard Spence. Prospective Director SGMCL
• Robert Fowler. Managing Agents
• Michael Stiers. Managing Agents

1.     No apologies were received. Unfortunately, the meeting, which was due to take place at Hinguar School had to be relocated as the caretaker had failed to attend. Thank you, Jason, for the last-minute hosting of the meeting

2.     Minutes of the meeting of the 7th June 2017, previously distributed, were approved.

Matters arising: after frustrating attempts by Phil to activate the new signatories at HSBC it was decided that a new account would be opened at Santander.

Phil to action.

3.   Anti-social Behaviour

Discussion took place regarding the increase in incidents of this over the summer. Particularly the bikers and car racing in the early hours and the thefts and damage. Richard had requested that our PCSO, Tristan, attend the meeting but he declined to . Richard continues to send a report each week. Any live incidents are being reported on 101. It was highlighted that the CCTVat the MUGA has not been activated, Roger Hadley is to be asked to action this, also to investigate the possibility of CCTV on Barge Pier Road at the inlets beyond Magazine Road which would cover the area where the cars and bikes gather. The issue of a Private Security firm being employed for weekend nights was further discussed and we are to gather evidence To present at the AGM.

4.  Garrison Parking and Fowler and Spenceley Report.

Following complaints from residents regarding unauthorised/inconsiderate parking and the proposals from Southend Council to introduce parking controls in the area surrounding the station it was agreed that a survey of all Garrison residents would take place to see what parking controls, if any, they wished to see introduced. The survey was issued on the 21st July by second class post, 589 were issued and 162 responses, representing a 27.5% return. Subsequently the Council have scaled back their planning restrictions and this with the results of the survey indicates, at present, that there are insufficient numbers to continue. Further analysis of the parking in Hospital and Chesterman Roads as well as Parade Walk as the most affected roads will take place.

The half yearly sweeping and emptying of gulleys on the Unadopted roads will take place once the bulk of leaves have fallen. Annual tree survey will take place in October by CTS. Internal Block Redecoration are progressing in Horseshoe Crescent and Chapel Road blocks. External Redecoration also of Horseshoe Crescent Maisonettes. The internal and external Redecoration of Magazine Mews: specification of works is being prepared.

5.     S106 Handover- no further news.

Flood Defence Meeting.  Cliff Marshall who attended the Stakeholders meeting on the 19th July reported that after test drillings and further investigations a number of proposals with respect to the flood defences were considered. The most satisfactory route is probably the option of beach recharging and stabilisation this would apply to the Shoebury Common and Thorpe Bay Area. The area in front of Gunners Park which needs to be addressed in unison with the other works needs more repairs to the Groins and Sea wall. Avant Homes have applied for planning permission for amended repairs to these. Gog's Pier sluice also needs to be repaired. There is a Stakeholder consultation until December with a public meeting in October.

6.     A.O.B. 

The AGM is to take place on Monday 27th November 2017 7.30 PM at Hinguar School. Nominations of committee members and officers are needed.

Next GRA meeting has been changed to Monday 16th October at Hinguar School.

7th June 2017

                         Minutes of the Garrison Residents Committee held on 7th June 2017

                                                                At Hinguar School

Present:

• Phil Coombe - Treasurer
• Daniel Puddick
• Pam Deakin - Secretary
• Jason Britchford
• Peter Farrington
• Richard Spence - Prospective Director SGMCL
• Robert Fowler - Managing Agents
• Michael Stiers - Managing Agents

1.     Apologies: Apologies were received from Chris Coomber, Helen Parke and Simon Wright

2.   Minutes of the meeting 1st March 2017, previously distributed, were approved.  Matters arising; Phil has organised the placing of anyGarrison Planning applications onto FB.

3. S106 handover and Planning Application 17/00638/DOV - No further news

4. Impact on Garrison Parking of the High Street Parking Restrictions - Following discussion it was suggested that perhaps zoned parking around the Garrison might be the best option.  A consultation process throughout the Garrison Residents is required plus council co operation. Fowler and Spenceley are to arrange a draft proposal and to contact the council when appropriate.

5. Anti - social behaviour. Richard Spence is continuing to send in a weekly report to the police . There has been more problems with bikers and car racing plus vandalism of the cricket pavilion, plus the usual visit from the travellers.

Action - Pam Deakin to write to Ann Chalk and Garrison Estates about the possibility of some sort of barrier to stop access to the land opposite the children's' playground. Phil Coombe to talk to the police through the Neighbourhood Watch media, The possibility of engaging a private firm for a patrol on a Fri/Sat/Sun night

6. Fowler and Spenceley submitted the following report.

1.      Car Parking – Please see separate report

2.     Landscaping – The Care Group continue to provide the services and we undertook a site inspection with them on the 21st March, accompanied by Chris Coomber of the GRA.  Generally it was agreed works were satisfactory.  The Care Group are continuing to deal with a number of ongoing issues, including replanting as required.   A follow up inspection is proposed for later this month. 

3.     Street Furniture – As reported last month, we are finalising a schedule of works and obtaining quotations for the repainting of the streetlamps, bollards and other items of street furniture on the unadopted areas of the Garrison with a view to having the work done in 2017/2018.  We have now spoken with the manufacturer of the columns to discuss suitable finishes and met on site with a representative from Dulux who have provided details of an appropriate paint system which can be specified and used.   We are now able to seek costs, following which a decision can be made as to whether the work is undertaken this year, or perhaps phased as a longer term project over several years.  As advised previously, this will also include consideration as to whether the cost of the project is funded from sinking funds held or is the subject of an additional charge to owners.

4.     Street Lighting –  We have been in discussion with specialist lighting contractors, Future Lighting regarding a possible switch of the Garrison Street lighting (unadopted roads only) to LED lamps and the possible benefits, both in terms of cost and carbon footprint.  From an initial review it seems that for outlay of around £14,500.00 all external lamp columns, bollards etc could be fitted with LED lamps.  This would reduce running costs in terms of electricity usage and lamp life by approximately £6,000.00 per year, meaning the payback period for such works would be a little over 2 years. 

Further more detailed costings will be required and consideration given to the aesthetics and spread of LED light, which tends to be a harsher, white light and provides less spread of illumination.  Given there are certain areas where lighting levels are already quite low we may need to introduce additional lighting at some additional cost.  This will of course depend on the proximity of the supply cables and adjacent lamp columns and whether cabling needs to be run below paved/concrete areas or grassed.

We would welcome the thoughts of the GRA and indeed residents as to possible switching of lamps as when this was raised at the last GRA AGM one or two residents did express some concern as to the aesthetics of a white light.  That said, LED lighting has of course been introduced by Southend Council on the adopted roadways within the Garrison.

On a related note, we have been in discussions with the owners of the old Chapel regarding installing an additional streetlight at the corner of their property on Chapel Road.  We would wish to agree with them to run the supply from an adjacent column on their land as this is the simplest and cheapest option for arranging a supply, avoiding the need for significant roadway or footpath excavations.  Whilst they have agreed in principal and subject to entering into a suitable Wayleave agreement and billing arrangement, they are unwilling to commit whilst the future of the Chapel remains undecided.  We are maintaining a watching brief and will reintroduce the proposal at an appropriate time.

5.     6 - 15 Parade Walk Water Ingress Issues – The required remedial works within the apartments have now been completed, the cost of the works met by the buildings insurer.  This matter is therefore now completed.

6.     Gravel Pathways in the Horseshoe Crescent – There seems to be some confusion amongst certain residents as to the works recently undertaken to the Horseshoe Crescent gravel pathways, in particular who commissioned and paid for this work.  I would like to clarify.

The original works, undertaken in the summer of 2016, were agreed between the former Chair of the GRA and the developer directly.  These works were at no cost to the Garrison Residents, being paid for by the developer.  They did not however complete works to all of the gravel pathways, addressing only those which, in their opinion, were in the worst of conditions in the belief that this was all that had been agreed.  Following our intervention we were able to secure agreement from the developer to meet the cost of materials only for dressing the remainder of the pathways.  Having discussed this with the GRA committee it was agreed to accept this proposal, although to press the developer to include for the spreading of the new gravel without the use of a bonding agent, merely as a cosmetic dressing.  This was agreed and the work undertaken, again at no cost to the Garrison residents.

This additional work has now been completed.  There is a variance in colour of the new gravel when compared to the original, however this is not unexpected and will fade to match over the coming months.

7.     Sewerage Pumping Station – Warrior Square Road – As reported previously the station in question serves 19 properties in the Warrior Square Road/Chapel Road area.  This had historically been maintained by the SGMCL at the expense of the residents who benefit from its service.    I am pleased to report that the adoption of the pump station has now been agreed with Anglian Water, who have now assumed responsibility.  We have negotiated a refund of charges from the company who provided the annual maintenance service for the pump, equating to 60% of the annual maintenance charge. 

We have contacted all residents who benefit from the pump to advise them of the adoption and to provide them with contact details for Anglian Water should any problems arise going forwards.

8.      Block Redecorations – The following works are being progressed:

a.      Horseshoe Crescent/Chapel Road blocks - Internal redecoration: Tender responses have been received and are being analysed prior to sending the second stage s20 notice to leaseholders.  Once the required 30 day consultation period has expired, and depending on the outcome of any observations made, we will be in a position to appoint contractors and request payments due.  A number of leaseholders have credits available on their accounts following the savings made on the recent external redecoration works which it is anticipated will meet much of the cost.

b.     Willow Court - Internal Redecoration: The internal redecoration works have now been completed, with residents pleased at the outcome.

c.     Horseshoe Crescent Maisonettes - External Redecoration:  We are addressing a number of queries/observations raised by leaseholder in respect of the scope of works, prior to progressing.

d.     Magazine Mews - Internal & External Redecoration:  As advised in our previous report, we are planning to undertake these works during the latter part of this year and will shortly be issuing the s20 Notice of Intent to leaseholders.

e.     Gunners House – The external pressure washing of the render and stonework has been completed and the appearance of the block is much improved. 

9.      General – We continue to receive various enquiries from residents on all things relating to the Garrison, including block repairs, advice on covenants, neighbour disputes.  We try to ensure responses are sent to all such enquiries in a timely manner and, where appropriate have arranged to meet with the resident in question to discuss such issues face to face. 

7. Any other business; Phil Coombe requires Chris Coomber s signature to complete the new bank mandate for the present officers.

 Nick in Horseshoe Parade has stopped feeding the pigeons.

Phil Coombe has suggested August 27th 2017 as a prospective date for the Garrison Summer Fete. The neighbourhood watch signs have been erected in Brigadier Way. 

Date of next meeting Wednesday 6th September 2017

1st March 2017

Minutes of the Garrison Residents' Committee Meeting of the 1st March 2017

Held at Hinguar School

Present.

• ChrisCoomber. Chair
• Phil Coombs.      Treasurer
• Pamela Deakin.   Secretary
• Cliff Marshall.      
• Daniel Puddick
• Simon Wright
• Jason Britchford
• Peter Farrington
• Helen Parkes
• Richard Spence.  SGMCL
• Robert Fowler.     F & S
• Michael Stiers.     F & S

1.     Minutes of the 11th January 2017, previously distributed, were agreed.

2.   Committee Members’ Areas of Focus Phil Coombs & Helen Parkes agreed to attend Coastal Community Team (“CCT”) meetings as representatives as required.

Action: Pam Deakin to supply background information. Pam to contact newly-elected committee members who have not yet attended to confirm their status

3.    Anti-Social Behaviour  Richard Spence advised that Sergeant Tracey Butt is taking over as Community Liaison Officer, joined by Tristan Adams & Dave Gardner. It was reported that bikers had been a nuisance & that the police need to be able to identify youths

Action Video records to be taken by residents if possible

4.   Parking Possible parking action, to avoid transfer of problems, was discussed, to be taken on the Garrison in response to introduction of Permit Parking on the High Street.  It was felt that parking is a very emotive subject, & it was not entirely clear whether the main cause is commuter traffic, the wet-suit outlet or residents’ parking. Consultation with residents is needed.

ActionFowler & Spencely are obtaining updated quotes from parking organisations

5.   Update of S106 Cliff Marshall has been told informally that the Council is likely to accept the work done on the sea wall: the original S106 specification was not specific enough to form a firm base for disputing the contractors’ work, especially considering the elapsed time. Further updates are awaited.

6.   F&S Report

1.     Budget Approval and Issuing of Payment Requests – Following circulation of the proposed 2017 budget to the GRA and discussions with Chris Coomber, the same was submitted to the SGMCL Directors for sign off.  On the basis of the budget, demands were issued, the majority being hand delivered on or around the 20th February.  Of the 501 requests issued we have received payment of around half. A reminder will be issued in 14 days’ time.  Once again by issuing the explanation along with the budget we have received relatively few queries, and those we have received have all been addressed.

2.     Parking Covenants

We are from time to time asked about enforcement of the parking covenants on the Garrison and I have raised this with Jo Massey, both of SGMCL and more relevantly here of Avant Homes, and her view is that the covenant could be enforced or, simply parking restrictions introduced, but such would have to be at the residents’ cost.  She did confirm before any alteration to the existing covenants were considered the proposals would require consultation with the leasehold and freehold owners.  She did mention such a consultation had been undertaken some years ago but the idea had received very little support.

3.     Landscaping – The Care Group continue to provide the services and we are due to undertake a site walk around with their MD later this month.  If there are any particular areas of concern or observations the GRA would wish to make then please let us know.

4.     Street Furniture – As reported last month, we are finalising a schedule of works and obtaining quotations for the repainting of the streetlamps, bollards and other items of street furniture on the unadopted areas of the Garrison with a view to having the work done in 2017/2018.  The process has been delayed whilst we spoke with the developer and supplier of the lamp columns regarding recommended paint finishes and replacement costs should such be necessary.  We are presently awaiting final advice from DULUX as to the suitability of their products before finalising the specification and submitting to tender.  Once we have a better idea of the costs a decision can be made as to whether the work is undertaken this year, or perhaps phased as a longer term project over several years.  We will also look at whether the cost of the project is funded from sinking funds held or is the subject of an additional charge to owners.

5.     5–16 Parade Walk Water Ingress Issues – The final works have been completed to ensure the possible sources of water ingress have been addressed.  A quotation has been obtained for the required internals redecoration and submitted to insurers for approval.

6.     Gravel Pathways in the Horseshoe Crescent – Following the last committee meeting the GRA agreed to the suggested way forwards to address the remaining sections of gravel replenishment along Horseshoe Crescent.  Namely that the Care Group be instructed to provide loose laid shingle over the existing surface.  We approached the developer regarding the quoted cost of these works, £1,020.00 plus VAT, and are pleased to advise they have agreed to meet this cost in full.  We have therefore instructed The Care Group to proceed with the works and are awaiting confirmation of the start date. 

7.     Sewerage Pumping Station – Warrior Square Road – As reported at the last meeting the station in question serves 19 properties in the Warrior Square Road/Chapel Road area and is currently maintained by the SGMCL at the expense of those residents.  We are waiting on Anglian water to confirm adoption of the station, at which time we will be able to bring the existing maintenance arrangements to an end and relieve those residents who benefit from the station of the cost of its upkeep.

8.     Block Redecorations – The following works are being progressed:

a.     Horseshoe Crescent/Chapel Road blocks: Internal redecoration: The initial s20 Notice of intent has been served on the leaseholders and no significant observations have been received. That being the case the specification has been finalised and has gone out to a number of local contractors for tender.

b.     Willow Court - Internal Redecoration: The S20 second stage notice has been served, requests for payment issued and all 12 leaseholders have paid their contribution to these works.  Classic Décor have therefore been instructed to undertake these works and the start date is due to be the 10th April 2017

c.     Horseshoe Crescent Maisonettes - External Redecoration:  Although the initial tender exercise was undertaken in 2016, we were unhappy with the costs being quoted.  We have therefore retendered and secured a far more competitive quotation.  Second stage notices are being prepared to issue to the leaseholders.

d.     Magazine Mews - Internal & External Redecoration:  We are planning to undertake these works during the latter part of this year and will shortly be issuing the s20 Notice of Intent to leaseholders.

e.     Gunners House – We are inclined to defer the internal redecoration a further 12 months, however have arranged the pressure washing of the pre-finished render and concrete external sections of the property to improve the appearance of the building.

9.     Storm Doris – The recent strong winds caused some roof damage to the roof of Willow Court.  We have had roofers carry out some initial repairs and have submitted a further quotation for full repair to the building insurers and are awaiting the go-ahead. 

7.   AOB Five Neighbourhood Watch signs have been ordered for display in Brigadier Way and horseshoe Close

An artist is to paint a view of the Clock Tower

New signatories are required for the GRA bank account

Action Phil Coombe to organize new mandates.

Phil will organize the Summer Fete. £300 is required

Action Committee members to submit ideas for fund raising at the next Committee meeting

Chapel grounds. The untidy state of the Chapel Grounds was discussed.

Action Pam Deakin to contact SET to ask for remedial action.

Date of Next Meeting Provisionally Wednesday May 3rd 2017

Minutes of the Annual General Meeting 28th November 2016

Minutes of the Annual General Meeting of The Garrison Residents' Association held at Hinguar School on 28th November 2016

Present

• Chris Coomber (Hon Treasurer)
• Daniel Puddick
• Phil Coombe
• Cliff Marshall
• Pamela Deakin
• Richard Spence( prospective SGMCL Director)
• Katy Low

Apologies.

• Linda Tilbury
• Darren Munsey

Chris Coomber, who had agreed to Chair the meeting, opened by welcoming guests: Councillors Mike Assenheim, Roger Hadley and Nick Ward; Inspector Potter and Sergeant Knight from Southend Police Force; Andrew Armstrong, Essex Wildlife Trust Ranger; Robert Fowler and Michael Stiers of Fowler and Spenceley.

2. Minutes of the 2015 AGM. The minutes of the 2015 AGM were agreedand seconded as correct.

3. Approve Constitution . It was agreed that the Garrison Resident 's Association will abide by the existing Constitution .

4. Committee' s Report. Report was given regarding the activities during the year. A vast amount of work was put into trying to stop planning permission being givenfor houses to be built on the flood plain off New Barge Pier road, which unfortunately was not successful. The committee monitors planning applications that would affect the Garrison, and this year have posted on the web site an easy route for residents to view andcontact the council. Liaison takes place with the organisers of external events, e.g the Haven' s Hospice Half Marathon, who use the estate roads. These meetings have ensured there is maximum awareness of and minimum inconvenience to residents. The committee continues to have input into the coastal community team on areas that affect the Garrison, possibilities for usage of the Cart and Wagon Shed( previously known as The Heritage Centre.) Garrison Church possible usage. Additional information and minutes of all meetings are posted on the web site.

On a community theme a residents' party was organised to celebrate the Queen's 90th Birthday, which despite the inclement weather was a great success

5. Honourable Treasurer's Report. Chris Coomber gave his report stating that the account standsat £262.91. A contribution is needed to pay web site fees.

6. Future of GRA and Status update on handover to Shoebury Garrison Management Company Ltd. Richard Spence, prospective SGMCL Director, gave an update from Avant Homes regarding the handover. There is still no definite date, the main issues are the transfer of various parcels of land, the major hold up is the sea wall, the council will not takeresponsibility until the repairs areof a satisfactory standard, which at present they are not deemed to be. Before handover to SGMCLis completeda huge amount of due diligence work needs to be carried out.

7. Election of Chairperson, Officers and Committee Members.

• Chris Coomber agreed to be Temporary Chairperson for 3 months
• Pamela Deakin agreed to be Secretary
• Phil Coombe agreed to be Treasurer.
• Cliff Marshall and Daniel Puddick agreed to remain as a committee members.

The following people had agreed to stand on the committee and were elected;

Rob Smith; Alexandra Monte; Helen Parke; Ann Hawley; Simon Wright; Jason Britchford; Peter Farrington; Susan McNab.

8. Management Agents (Fowler and Spenceley) Report.

Robert Fowler and Michael Stiers gave the following report.

It’s been a very busy 12 months since we took over the management of the Garrison from Nationspaces.  It’s been a very busy time and whilst I don’t propose to bore you with details of all that we have undertaken, but focus more on the key areas in which we have been involved.

Inspections – we continue to carrying out weekly visits to the Garrison.  We aim to proactively identify repair and housekeeping issues in the early stages and ensure they are dealt with as quickly as possible.  That’s not to say that residents shouldn’t contact us directly if they see issues affecting the communal spaces.  We have also used these visits as an opportunity to meet residents who have raised particular concerns or issues and fully intend to continue this practice.  As such if you do have any issue of concerns then please contact us.

Contractors – continue to monitor the performance of contractors engaged on your behalf at the Garrison to ensure value for money.  In particular we have been working with the landscapers as following discussions with a number of residents and from our own observations we had identified a number of areas which were not being adequately maintained, some isolated and forgotten, others not so.  We agreed with the landscapers that they would increase their attendance to bring these areas back up to scratch without charging for any additional visits.

You will recall last year we brought Flowline onto the Garrison to carry out twice yearly gully clearance and road sweeping both of the unadopted roads and, during their last visit, those gullys within the communal courtyards.  We had originally programmed the next such clearance for last week, however the mild weather we have been experiencing meant that many of the leaves had not fallen.  As such the decision was taken to defer this work which has now been scheduled for 12th and 13th December.  We will be putting up the usual notices a few days beforehand in the hope the roads will be left clear.

Parking Problems – From the correspondence received and discussions held it is clear that inconsiderate parking remains one of the most frustrating issues for many of you. This may be driveways being obstructed, parking in circulation spaces rather than designated spaces, parking of large commercial vehicles so as to obstruct neighbours' views.  A good proportion of the problem stems from commuter parking, however some is certainly the fault of residents.

We continue to take steps to try and address the problem:

• Identifying ‘hot spots’ and contacting residents in that particular area to remind them of the estate covenants regarding parking

• Contacting individual owners causing an obstruction on the unadopted roadways which are the responsibility of SGMCL.

We have also met with representatives of a number of parking control companies to look at what options would be available should it be decided to go down the route of parking control.  Such would require a holistic approach, to include discussion with local authorities as we would not wish to see a problem be pushed from one part of the garrison to another.

Resident consultation would also, I am sure, be carried out as I understand this was something that was considered previously, however the majority of residents did not support such an initiative.

Horseshoe Crescent S20 Redecoration Works – As many of you will be aware, at the time of our appointment there was a long running issue concerning the external redecoration of a number of the leasehold blocks around the Horseshoe Crescent.  Concerns had been expressed by owners at both the cost of the work and that no local contractors had been asked to tender. 

We arranged for the works to be retendered using a number of local contractors and work was undertaken in March of this year.  The project was successfully completed and further savings made by careful management of the contingency sums allowed for.

We are now embarking on internal and external redecoration projects on a number of the remaining leasehold blocks, again asking local contractors to quote.

Pumping Station – The Garrison is served by 3 pumping stations in respect of surface water and sewerage.  Two are under the control of Anglian Water, whereas one, located behind the Warrior Square Road properties is maintainable at the expense of the 19 properties which benefit from it.  We are currently in discussions with Anglian Water regarding them taking over responsibility and maintaining the service at their expense.

Other initiatives for 2017 – We are looking into the feasibility of replacing streetlamps on the unadopted roadways with LED lamps, which are more cost effective to run with both lower consumption and 60% longer lifespan.  The estimated cost per lamp is slightly more expensive than the existing lamps and modifications to the existing columns will increase the cost of the initial installation to around £135.00 per lamp against £35.00 to replace with the existing.  We are currently looking at the cost vs benefit of making the switch.

On a related note we are looking at the condition of the lamp columns and street furniture on the unadopted roads with a view to having the same repainted.  We are seeking quotations following which we will consider whether this should be tackled as a one off project or, as I suspect will be the case, whether it should be phased over 2 – 3 years.

We are also looking to introduce a credit and debit card payment facility for 2017 via World pay.  Whilst this offers a convenient way to pay there are transaction charges which would need to be passed on to the person making the payment. 

We are also looking at allowing all freehold and leasehold owners online access to their account to enable them to check payments, download copy payment requests, insurance information and other related documents.  There would be a small cost attached to this facility and as such we would be interested to know whether people feel such a facility would be useful?

 That is really just a snapshot of some of the projects with which we have involved ourselves over the last 12 months.  We will continue to look at other issues as and when they arise and are always happy to discuss with residents other areas of concern.  Our brief as agents of the SGMCL is to some extent limited by virtue of the obligations set out in the various property titles and leases, however if an issue is raised concerning an area outside of our remit we will always try and direct you to the most appropriate person or organisation who can possibly assist you.  We have a very good working relationship with the GRA and will continue to work with them on a number of initiatives for the wider benefit of the Garrison.

9. Southend Community Policing Team. Inspector Potter and Sgt. Knights attended. They reported on the difficulties that the police are now experiencing with the significant budget cuts that they have received. In May the PCSO budget was cut by 50% . The resources between 5pm and 2 am are very stretched. They are trying to meet demand but it seems that in the borough various wards take a greater proportion of police time, on average they get six call outs to York Road a day! On the positive side there was 25% less burglary than last year , 16% less vehicle crime,  violent crime is up by 19%.  On the Garrison they have had some success with the anti social behaviour and have issued injunctions to some boy racers. They are also carrying out patrols when they can.

It is important to continue to report any anti social behaviour to the police.

10. Primary Care Update from Katy Low. Katy Low clarified that the site chosen is the Garrison New Build site which is situated opposite the present Health Centre where the current soil dump is. Southend Clinical Commissioning Group is going to try to bring services back to Shoeburyness. They have informed Katy that they will involve the Garrison until completion. The time frame is unknown.

11. Essex Wildlife Trust. Andrew Armstrong, Gunners' Park Ranger reported that on the whole things were going well in the park. With the exception of the swans, who seem to have left following incidents with dogs, the wildlife in the park seems to be doing well, therehas been a rare damsel fly [1] sighted. The meadows have been cut to provide food for Barn owls. The various activities that have taken part this year have been successful and hope to be repeated in 2017, details to be posted on the web site.

12. Q and A with local Councillors . Questions were asked regarding possible traffic calming in New Barge Pier Road and general traffic issues on the roads within the Garrison managed by the council. These are under consideration.  Councillor Hadley informed us that there was a Residents Parking permit only scheme under consideration from Campfield Road to Elm Road, if this goes ahead it will have a consequential impact on Garrison Parking.

The meeting closed at approximately 9.30 pm

11th January 2017

Minutes of the Garrison Residents ' Association Committee Meeting

Wednesday 11th January 2017 At Hinguar School.

Present;

• Chris Coomber - Chairman
• Pamela Deakin - Secretary
• Daniel Puddick
• Jason Britchford
• Simon Wright
• Peter Farrington
• Robert Fowler -  Fowler and Spenceley
• Michael Stiers -  Fowler and Spenceley

1. Apologies were received from Phil Coombe, Richard Spence, Ann Hawley and Helen Parke
2. Minutes of the meeting 5th October 2016, previously distributed, were agreed.
3. The new committee members, Jason Britchford, Simon Wright and Peter Farringtonwere welcomed.
4.  Parking - Discussion took place about the parking problems particularly with reference to Parade Walkbut parking throughout the Garrison can be a problem. With residents parking in the area outside the Garrison going to consultation this may become more problematic. Robert has contacted Jo Massey at SGMCL who has agreed that it is acceptable to use Parking Organisations for parking control. Fowler and Spenceley have done some initial work on two proposals. It was proposed that a phased parking control could be implemented, starting with North Camp as the most likely to be affected
   
   Action - Residents views are to be requested via Web Site and Face book with the views being sent to Pamela Deakin.
5. Planning Application Updates - Rifle Shed has been given planning permission for conversion to a dwelling with various restrictions.
   
   Leisure Centre has applied for planning permission to be converted to five dwellings, there is minimal change to the exterior but possibly there maybe parking problems. The application goes to the planning committee in February.
6. Fowler and Spenceley report.

1.     Car Parking – This remains a contentious issue and issues continue particularly along Parade Walk. See committee decision at 4 above

2.     Landscaping and Arboricultural Matters – Following the various site meetings towards the end of 2016 with the landscapers we are pleased to report the standard of grounds maintenance has improved and a number of ‘forgotten’ areas have been pulled back into maintenance.  The landscapers have allocated additional resources and undertaken a number of additional visits and no extra cost.

   Following our inspection of the various trees on the unadopted communal parts of the Garrison, accompanied by specialist tree surgeons CTS: a number of recommendations were made by CTS, approval was obtained from the Local Authority and the works completed prior to Christmas. 

3.     Street Furniture – We are in the process of preparing a schedule of works and obtaining quotations for the repainting of the streetlamps, bollards and other items of street furniture on the unadopted areas of the Garrison with a view to having the work done in 2017/2018.

4.     Road Sweeping – The 6 monthly gulley clearance and mechanical sweep of the unadopted roads was undertaken by Flowline in mid-December.  Aside from a few cars ignoring our instructions not to park on the roadway all went well with no significant issues noted on this visit.

5.     5–16 Parade Walk Water Ingress Issues – We recently commissioned a water test on the cladding and window surrounds of this block to try to identify the cause of the very intermittent water leak experienced within 4 of the 10 apartments.  Whilst the test was inconclusive the surveyor made a number of observations as to possible contributory factors, all of which are being addressed.

6.     Gravel Pathways in the Horseshoe Crescent –afterfurther discussion with GRA it is likely that regravelling over the existing paths will take place

7.      Sewerage Pumping Station – Warrior Square Road –This serves 19 properties in the Warrior Square Road/Chapel Road area and is currently maintained by the SGMCL at the expense of those residents.  We are working with Anglian water in anticipation of them adopting the station, thus relieving the residents of that cost.  We have met with their representatives on site and are currently seeking additional information from Avant Homes which we hope will assist the process

8.      Block Redecorations – Following the external redecoration of the Horseshoe Crescent blocks we have underway a number of further redecoration projects at varying stages of consultation and/or tender with the aim of completing throughout the first 6 months of the year.  These include:

a.      Internal redecoration of the Horseshoe Crescent/Chapel Road blocks

b.      Internal Redecoration of Willow Court

c.      Internal redecoration of Gunners House

d.      External Redecoration of the Horseshoe Crescent Maisonettes

9.      General – We continue to receive various enquiries from residents on all things relating to the Garrison, including block repairs, advice on covenants, neighbour disputed.  We try to ensure responses are sent to all such enquiries in a timely manner and, where appropriate have arranged to meet with the resident in question to discuss such issues face to face. 

 7. Updates on S106 and Coastal Community Team

No further news re handover. The cart and wagon shed (previously The Heritage Centre) has yet to be handed over to the council but is expected imminently. Work is continuing within the team to Identity a commercially viable community use.

A.O.B.  Chris Coomber asked Fowler and Spenceley whether the sinking fund needed to be increased: at present it was felt the fund was sufficient. He confirmed that he had made a £50 donation to Hinguar School in appreciation of the hall usage. It was noted that we need an updated list of names and contact details for the committee.

Next Meeting Wednesday 1st March 2017

3rd August 2016

Present

• Vivien Byczynski (Prospective Director SGMCL)
• Cliff Marshall
• Chris Coomber (Hon Treasurer)
• Phil Coombe
• Richard Spence (prospective Director SGMCL)
• Tom Rae (Prospective Director SGMCL)
• Daniel Puddick
• Pam Deakin
• Michael Kennedy
• Robert Fowler (Managing Agents F & S)
• Michael Stiers (Managing Agents F & S)

Guests

• Judy Grocott (Haven’s Hospice)
• Katy Low ( Residents’ Representative Primary Care Centre)

Apologies

Jonathan Hunnibal (Prospective Director SGMCL)

1. Haven’s Hospice Half Marathon feedback and 2017 Planning

Judy Grocott from Haven’s Hospice was welcomed and reported that the event on the 12th June had been very successful with just under 2000 entries 47% of which were from outside Essex and it raised £107,000. There was one complaint from a resident of a flat concerning lack of notification, dealt with and noted for further events. The barrier at the gate has nowbeen reinstated satisfactorily after an initial problem highlighted by Michael Kennedy. Haven‘s wish to continue with 2017 event due to take place on the 11th June 2017.

Noted also was that the Southend Marathon is to take place on March 12th 2017 finishing at the Coastguard station – not directly involving the Garrison.

ACTION

Judy Grocott to liaise in early New Year with Michael Kennedy re 2017 event 11th June. JG to consider approaching Hinguar School to display notices of the event on their notice board. JG noted newly installed traffic calming along the route.

2. Approval of GRA Minutes of the 25th May

The minutes were approved.

ACTION

Chris Coomber to complete paperwork for online Bank account in liaison with John Dowell. Phil Coomber to transfer Pay Pal donations to online account.

Vivien Byczynski to amend and send minutes for posting by Daniel Puddick onto website under correct section of Web Site.

a. Shoebury Primary Care Centre; Katy Low who has agreed to be the residents’ representative reported that the site that is most favoured is the one by the school opposite the present Health Centre although the land is to be purchased and no building can go ahead until the new sea wall defences are complete. Katy reported that a very small group of people have been asked for input and that it is felt much more consultation and information is required regarding infrastructure etc. Ian Ross appears to be pushing the procedure through very quickly.

ACTION

Katy Low and Chris Coomber to attend the meeting on the 11th August 2016 to raise concerns re lack of wider consultation.

b. Constitution of the GRA. This was discussed and agreed that a new constitution needs to be updated anddrafted and then agreed at the AGM. Also that the role of the SGMCL is clarified.

ACTION

Chris Coomber in conjunction with Fowler and Spenceley?

c. Planning Applications. Concerns of the Garrison Residents on estate planning applications were discussed.

ACTION

Phil Coombe to create a link and easy guide for Residents concerned about Estate planning applications. Highlighting Yellow Site notices providing timeframes and how to search for a planning application on the Council Web Site Planning Portal. Reference to what the GRA can /cannot do to be included.

d. Web site updating and FB communication strategies.  These were discussed at length with concerns regarding the unpleasant content and tone of a minority of people. The consensus was that the web site would be updated with our personal phone numbers and/or e-mails.It was agreed the Code of Conduct would be upheld and any non-conforming users would be blocked. Phil and Tom to liaise on implementing this.

ACTION

Vivien Byczynski to compile telephone contact information and review geographic area coverage of committee members to be contacted by residents for checking and then posting on the Web Site by Daniel Puddick. Adrian’s details to be removed. ALL to review Web Site and e-mail preferred contact telephone number to VB ASAP. Chris Coomber to send Daniel the current residents’ e-mail list to be amalgamated to form a more complete list.

Face Book – Code of Conduct to be enforced in respect of individuals who have contravened the code. Tom Rae to review posts.

e. Anti social Behaviour discussionVarious problems across the site were discussed.  It was agreed that we would liaise with the Shoebury Police Team.

ACTION

Michael Stiers of F & S to pursue liaison with the Shoebury Policing Crime Reduction Team.

3. S106 Finalisation Update and SGMCL Issues.

The ongoing delay and uncertainty was discussed and it was felt that the sea wall discussion, which appears to be the major hold up, does not impact directly on the SGMCL. Richard to contact Avant Homes to try to get an update from and try to speed up the process.

ACTION

Richard to write to the current Directors of Avant Homes to ask why the Estate handover cannot take place immediately if the only element now to be handed over relates to land transfers between Avant Homes and Southend Borough Council and not the Management Company.

4. Fowler and Spenceley Update and SGMCL issues

Robert Fowler reported that the problems on the plots in Hale Way and Chesterton Road have been addressed. F&S have met with the Care Group as their performance has fallen; they are now to visit weekly in the growing season generally their performance to improve and replanting where necessary to take place in September. Issues in rubbish removal noted.

Other areas mentioned were Fly Tipping by the substation, the pavilion corner of the cricket field sight line to be trimmed back and the grounds around the Rifle Shed which have been left causing great inconvenience to nearby residents, this is being pursued by F&S with difficulty, as the owner is being obstructive and the covenants are unable to be actioned until the SGMCL has been handed over. Signage for T junction is needed near the Clock Tower. Boundary of Commandants Park is not being mown causing problems on cycle path. The parking by the cricket field is causing concern to some residents.

ACTION

Michael Stiers to follow responsiveness of the Care Group.

Phil Coombe and Daniel Puddick to create a link to the councilfor easy reporting of.

 Graffiti and fly tipping etc.

Cliff Marshall to contact Ian Brown regarding Commandants Park

Phil Coombe to check that the cricket club web site note on where to park has been corrected.

5. Southend Bikeathon and Chapel

The organisers need to be informed of the new speed bumps in Mess Road.

Garrison Chapel- Status of SET’s negotiation with the Heritage Lottery Funding was discussed and the general poor state of the chapel and grounds.

ACTION

Pam Deakin to contact Viv Stevens regarding the state of the Chapel grounds and the landscaped area by the school

VB to contact HLEF project officer to confirm status of SET’s proposals

Tom Rae to continue to collate FB posts relating to Chapel use for feedback at eventual consultation day.

Meeting closed at 11.10 p.m. with thanks to Cliff for hosting the meeting.

Future Meetings

• 5th October AGM Planning Meeting – Hinguar School
• 28th November oAGM TBC – Hinguar School
• 7th December- Hinguar Schools

Post Meeting Note:

Suzy Spence, Case Officer at Heritage Lottery Enterprise Fund Scheme, confirmed on the 4th August 2016 that SET’s proposals had been refused funding in December 2015. This is on their web site in the East of England summary.

6th April 2016

Minutes of a meeting of the Garrison Residents' Association held at Hinguar School on 6/4/16

Present

• Viv Byczynski (Chair) Adrian Walker (Hon Sec) Cliff Marshall
• Michael Kennedy Phil Coombe Richard Spence Pamela Deakin Tom Rae
• Michael Stiers (Fowler & Spenceley) Robert Fowler (      "              "         )
• Terry Joyce (Organiser of the Southend 'Bikeathon')

Apologies

• Chris Coomber (Hon Sec) Jonathan Hunnibal
• Vivian Jones
• Keith Spencerley (F&S) 

Vivien Byczynski began the meeting by welcoming Terry Joyce, organiser of the Southend 'Bikeathon' to discuss this year's event. He explained the event raises around £30,000 for blood cancer charities and that they used The Garrison due to the increasing demands in respect of health and safety regulations.

VB enquired when preparation for the event usually began. When TJ replied he was already working on the 2017 event, VB suggested TJ attended the next meeting be held in December 2016 and TJ agreed.

TJ said he would inform residents of this year's event in July/August and he would supply Fowler & Spenceley with a copy of the organisers' indemnity insurance. He agreed to leave in place the barriers at the north gate as they acted as a filter for participants, who this year would set off in smaller groups. He then went on to describe the route in detail. Michael Kennedy requested marshals to attend at the north gate and pointed out that Parade Walk is a private road and should not be part of the route; TJ agreed. MK also suggested spectators should be marshalled in the area of the Outlook apartments and along Mess Road as these are narrow stretches. VB pointed out that speed humps in Mess Road should be in place by then. CM suggested cones could be used to direct pedestrians in the area and said last year's event had been well organised.

Actions: Terry Joyce to be invited to December GRA meeting. Michael Kennedy to continue liaising with TJ and Havens re charity events.

Phil Coombe said he would put information about the event on the GRA website.

Minutes of the last meeting were approved.

Website/social media update

Daniel Puddick said the new website and Facebook page had proved popular and photographs submitted by residents had been a hit. VB said the site was proving a useful barometer of residents' concerns and issues appearing were appropriate and relevant. PC said there were now 255 Fb members and DP said £130, mostly from committee members, has been donated to GRA funds following the Fb appeal. Phil Coombe asked if we could update the GRA bank account for use online.

Post Meeting update: has CC advised approximately £105 has been donated via cheque and direct transfer to GRA account.

Actions: Chris Coomber to investigate changing GRA bank account to online account to facilitate PayPal donations. CC to provide update on funds received from website appeal. TR and PC to condense update for Fb page. DP to update website with spring photos and new update when finalised.

HM the Queen's birthday

Members had met to discuss celebrating the event with a fete on the cricket field. Although SBC had given permission for such an event on the site, the GRA had had no luck in contacting the cricket club for match dates, so any such event might have to be held later in the day. Phil Coombe said Haven's Hospice would be happy to put up a tent for a raffle. Tom Rae suggested residents around the site should be asked for their views. PC and DP had been discussing which events might be held at a fete e.g. sports and games, band/s cupcake competitions etc. PC said he would design a leaflet for the event to run past the committee.

Actions: PC to leaflet residents around cricket field. Pam Deakin to inform

Pavilion residents. 

PR

Actions: VB has drafted an update for residents which will be uploaded to the web site and sent by e mail to residents on the circulation list.

Management handover

VB said the last update she'd had about progress on the 106 situation, which refers to work on site yet to be completed by the contractor in order for the handover to take place, was that the tennis courts, toddlers' play area, multi- use games area and listed gun emplacements, had been handed over to SBC.

Rob Fowler, from the managing agents F&S, said he had not had regular meetings with SBC on the S106 issue but felt while SBC was just as keen for the handover to take place, they had to wait for completion of the S106 works. VB said the handover was already 15 months overdue and this meant the new SGMCL board had its hands tied.

Fowler & Spenceley estate update & SGMCL issues

VB said residents were concerned about anti-social behaviour, litter, dog fouling etc. and we should introduce security patrols. Robert Fowler agreed and said he would organise these unilaterally and present Avant with a fait accompli.

Adrian Walker said he sympathised greatly with residents' experience of anti-social behaviour by the open areas of the estate but said conditions on The Garrison had deteriorated generally over the past year, with increased vandalism, vagrancy and public drinking, dog fouling, speeding cars and motor cycles and damage to the parade ground from skidding bikes, behaviour often encouraged by the culprits' parents. He said there was a real danger The Garrison could become a blighted area if it acquired a bad reputation.

Richard Spence said 'the sooner the better' on the subject of employing security specialists. On the matter of existing covenants being ignored, RF said it would be possible for the new SGMCL board to introduce its own rules and regulations. Tom Rae asked what could security operatives really do to improve matters and RF replied they were known to be a deterrent to anti- social behaviour.

Cliff Marshall said there had been a serious increase in commuter parking opposite the Drill Shed, but it was agreed nuisance parking generally on The Garrison would need to be dealt with holistically when the new board was in place.

Work has started on the Section 20 repairs and maintenance in Horseshoe Crescent. After much discussion the contractors, supported by S&F, had got their way in the siting of their compound and residents were now complaining about contractors' parking and noise from their generator. Michael Stiers said he had managed to alleviate some of the nuisance but felt residents were unreasonable in some of their complaints. Adrian Walker said he supported residents in their view that the managing agents had put their and the contractors' needs above those of residents and he was unhappy at the way F&S had handled the negotiations with residents.

VB commented that the work should be time limited and the contractor would be off the site as soon as possible.

A Horseshoe resident has for some time been feeding pigeons and other birdlife on the parade ground lawn, which has killed the grass. F&S wrote to the person concerned to ask him to stop but the practice continues and is apparently supported by his neighbours. Michael Stiers said the area would be reseeded and Robert Fowler was asked to write again to the resident insisting he discontinues the practice.

Phil Coombe said food placed in bin bags ready for collection on a Friday was being disturbed by wildlife and causing a nuisance. RF said he would write to residents reminding them of best practice in relation to rubbish collection.

RF said the managing agents had stepped up the frequency of cleaning in the west gate area opposite the chapel, following an increase in the presence of vagrants, who had created a litter problem. Currently, the area doesn't fall within the remit of the Care Group. He said Evolve, the company adjacent to the site and whose employees also use the area, will be asked to assist in the matter.

VB said the shrub border running alongside the school railings is in an appalling condition and she would write to SBC about it and also mention the composting of grass mowings from Commandant's Park.

RF said they had been successful in collecting residents' payments for the

Section 20 repairs on the Horseshoe.

There have been no further complaints about the use of rat poison around the Outlook apartments and S&F had written to residents advising them that only S&F's qualified contractors were allowed to deal with this issue.

VB complained that since the areas adjacent to Commandant's Park had been cleared, cars were able to gain access to the Heritage Centre area. Actions: Spencer & Fowler to press ahead with costing and engaging security patrols. F&S to write to resident feeding pigeons. F&S to write to residents reminding them of refuse collection protocols. VB to alert Paul Jenkinson that cars can access Heritage Centre and park across the adjoining open Ground, bypassing barriers. VB to write to SBC about shrubs along Hinguar School railings and grass composting in Commandant's Park.

Planning applications

VB updated the committee that, after many months of fighting and challenging the Council, the Outline Planning Application to build 172 homes, Commercial Office Space and a Health Centre on the land adjacent to New Barge Pier Road has been approved. Apart from the GRA representing resident’s views, only one Councillor, Cllr James Moyise, spoke up at the Development Control meeting against the application.  Councillor Roger Hadley let all his constituents down by speaking from a prepared Council Officer script in favour and despite his pre-election promise to oppose the development. This was despite over 100 local individual objections and the 3 Shoebury Residents Associations making their views and concerns known. Councillors were directed by Officers to approve to save the Council the expense of the former, refused near identical application’s Planning Appeal.  Ironically, to date, this Appeal has not yet been withdrawn by the developer and notifications have just been sent out by the Council of the Appeal Hearing timetable.

VB updated the group on the GRA objection and refusal of the planning application to convert the Rifle Shed, also in the Conservation Area into a residential unit. MK advised the applicant had threatened to appeal the decision and would check if it now had been lodged by the applicant. Another planning application, to extend a property in the conservation area in Magazine Mews has been applied for. The committee agreed there was a very real danger of inappropriate applications changing the area.

The application to build 4 2 storey houses next to the Evolve building (not in the Conservation Area) had surprisingly been refused by SBC on the grounds of loss of 800m of commercial floor space. A decision which contradicted the larger application to substitute commercial floor space for a Health Centre.

Actions: VB to draft GRA objection to development in conservation area in Magazine Mews. VB to make it clear via website update of lack of support by Cllr. Roger Hadley in challenging the majority view in respect of the housing development at New Barge Pier Road. 

Coastal Community Team

VB said the CCT is looking at sub-groups to take plans forward and Pamela Deakin had offered Giles Tofield of CCT her help on a number of these. VB said the Heritage Centre appeared to be a white elephant and there was a potential for it to be sold off and the Chapel to be used as an alternative location. VB said she is concerned that the Transport sub-group would not include representatives from The Garrison and she was convinced The Garrison would need its own parking enforcement facility. PD said the deadline for forming all the sub-groups would be the end of summer but there has been nothing achieved yet. She thought heading any of these groups would be a full-time job even though it is unpaid work.

Actions: PD to attend CCT sub-groups on Destination Management and Heritage Centre and Planning. Jonathan Hunnibal to attend sub-groups dealing with Transport; VB to notify Giles Tofield to contact JH.

Future GRA management: roles and responsibilities update

VB explained that from the following week she would be unable to commit her efforts to the GRA due to personal reasons and Adrian Walker, Hon Sec, would be leaving the committee within a few weeks and volunteers were needed to maintain the momentum of the GRA.

She thanked AW and Vivian Jones, who was resigning from the Committee, for their contributions and in turn the Committee thanked her for her untiring and effective efforts since she took on the responsibilities of the GRA Chair.

There being no further business, the meeting closed at 10 pm.

3rd Feb 2016

Minutes of the meeting of The Garrison Residents' Association held at Hinguar School 3rd February 2016

Present

• Viv Byczynski (Chair)
• Chips Coomber ( Hon Treasurer)
• Adrian Walker (Hon Secretary)
• Cliff Marshall
• Phil Coombe
• Jonathan Hunnibal
• Richard Spence
• Michael Kennedy
• Daniel Puddick

Representatives of Havens Hospice

• Judy Grocott
• Jane Hopkins
• Neil Harrild
• Apologies
• Viv Jones
• Pamela Deakin

Viv Byczynski opened the meeting by welcoming the three representatives of Havens Hospice, invited by the GRA to discuss their plans for this year's half-marathon, part of which, as in the previous seven years, will go through The Garrison.

Judy Grocott explained that for the first time, wheelchair users would be invited to take part, over the same course, starting ten minutes after the last wave of runners. JG produced a plan of the route. She said she had already applied to SBC for the necessary road closures, which would include the exits to Ness and Campfield Roads. These closures would last from 9.15 am to 10.50 am but JG said residents would be able to leave The Garrison via Campfield Road after 10.15 am. Cliff Marshall said there was always a long wave of stragglers at the tail end which delayed the re-opening of the roads, but GC said she would instruct marshals not to be inflexible over the closures and to bear in mind they were dealing with people who lived on the site and to avoid being over-officious, as some had been in previous years. She also promised to make sure litter and signage were removed immediately following the race. Michael Kennedy complained that in previous years marshals had run across private gardens in front of the Outlook Apartments and a lot of runners and spectators had followed them. JG and Neil Harrild said they would increase marshall presence in that area and the possibly use of ribbons to mark off the areas. MK's other complaint was the organisers' insistence on removing the metal gates at the eastern entrance to the Outlook apartments and their subsequent careless replacement. Chris Coomber said SBC had agreed to handle that operation, but JG replied it might be better in future if the organiser took responsibility for their replacement. CC said better marshalling was required and it was also suggested parking had become a problem; JG replied Havens could erect 'residents parking only' signs.

Cliff Marshall suggested they tried alternative routes. Richard Spence said he thought it was a lovely event and JG said the last thing the organisers wanted was to upset the residents. She and VB agreed it had been a helpful meeting and to ensure the planning of future events incorporated residents' feedback, the Havens team would be welcome to attend the August GRA meeting.

Following the departure of the organisers, VB said she had drafted a protocol which would be useful for future events of any kind. She would finalise this and Daniel Puddick would post it on the website. CC suggested we should check Havens had a formal permission from SGMCL to hold the half-marathon event.

Action: MK to check this with Havens and Fowler & Spenceley and liaise with JG re August GRA meeting. VB to finalise event protocol.

Minutes

Minutes of the last meeting were approved.

Website

Daniel Puddick, the designer of The Garrison's new website, said traffic in the past month had been encouraging. Among the 700 users, the most popular topics had been planning permissions, general news, photographs and Neighbourhood Watch. Phil Coombe said the new Facebook page was popular, with 177 members. There was general agreement the new site and Facebook page were a success.

Appeal for funds

CC said an appeal for GRA administrative funds and an appeal for donations to a 'war chest', so we could afford professional advice when needed,. would be included with the new estate/service charge invoices. Discussion followed about approaching F&S again to get this voluntary contribution collected with the estate charges.

Action: VB to contact F&S and also to clarify current appeal in News post for DP to upload to website.

Oracle article

Adrian Walker explained he had written a celebratory piece for the Oracle about The Garrison, which had been rejected by the editor on the grounds of 'elitism'. VB had subsequently provided an alternative article focussing on objections to the new housing development, which was accepted by the free sheet.

Planning applications update

VB said there had been about 80 objections so far to the proposed Gunners' Park 172-house development. She explained the GRA had not objected to the associated development of four houses opposite the chapel, because it was generally agreed it would enhance the area and anyway we did not wish to distract attention from the main 172-house target.

MK said the first application for development of the rifle shed in Parade Walk had been rejected on the grounds the developers had claimed it was in Rampart Street. Residents had also alerted the planners to the application's  omission of a designated access statement, so there would have to be a new application.

Tree works

RS pointed out a row of trees had recently been planted in the shadow of the existing mature trees on the cricket field in Warrior Square Road. Cllr. Assenheim had said he would question SBC on this.

Action: VB to  write to SBC to reinforce this.

S106 update

CM had accompanied a party of SBC planners and councillors on an inspection of the sea defences. Following a three-hour examination, the experts agreed the defences were not fit for purpose and were in need of major repair by contractors before handing over to the council. CM pointed out the GRA had spent three years trying to cajole SBC into taking action. Heritage Centre

There are still some snagging issues, but it was agreed the building has been renovated to a high standard and looks very good.

Coastal community Team

In Pamela Deakin's absence, VB reported there are now 14 local groups, including the GRA, involved in this government initiative. Giles Tolfield, paid head of the project, now  acknowledges the GRA's importance as a legitimate and authorititive representative of the residents. The GRA had initially struggled to be heard among the many competing voices but was now confident its interests would be protected.

Chapel

Giles Tolfield now accepts the chapel has to be developed with the co-operation of the GRA and as part of the CCT's vision for the area.

Traffic management issues and speed bumps

CM and VB referred to problems in Mess Road including anti-social behaviour in which the police had been involved on occasions. It was agreed to look into the possibility of employing professional security services and a variety of speed restriction devices are also being considered.

HM the Queen's 90th birthday

Phil Coombe suggested a residents' party in tribute to this occasion. He has checked with SBC who would be willing to consider the use of the cricket ground. One of the conditions is it should be moderately-sized, so it was proposed only residents would attend; no commercial activity would be allowed. Tom Rae agreed to help PC check residents' support for such an event.

Action: PC to check whether any cricket matches planned for that day. PC and TR to check residents' support.

Neighbourhood Watch

Details had been posted on the website.

Fowler & Spenceley update

It was agreed more information should have been forthcoming from F&S on the 2016 budget and in future we would press for such information at an early stage.

Action: Jonathan Hunnibal would meet with F&S to discuss: earlier consultation and input to annual budgets; professional security services; re-siting of storage and sanitation facilities for Horseshoe maintenance duration; speed restriction devices in Mess Road; commencement of due diligence schedule for management handover.

Roles and responsibilities

It was agreed the assignment of specific roles to committee members had improved the workings of the GRA. VB said she would be able to continue in her role as GRA Chair only till April 2016. Thereafter she would have personal commitments and limited availability to deal with GRA matters, especially in the light of Adrian Walker's intended move from The Garrison at around the same time. It was agreed some rearrangement of responsibilities would be necessary. The GRA hope by the time of these changes, the handover of the site to the new resident board of directors will have taken place.

Future meetings

To be held first Wednesday of every other month:

April 6

June 1 (venue TBC as school not available)

August 3 (Venue as above)

October 5 (AGM planning meeting)

December 7

There being no further business, the meeting closed at 9.45 pm

2nd December 2015

Minutes of a meeting of The Garrison Residents' Association held at Hinguar School on 2nd. December 2015

Present

• Vivien Bycyinski (Chair)
• Adrian Walker ( Hon Secretary)
• Viv Jones
• Pamela Deakin
• Richard Spence
• Cliff Marshall
• Phil Coombe
• Tom Rae
• Daniel Puddick
• Robert Fowler (F&S)
• Michael Stiers (F&S)
• Keith Spenceley (F&S)

Apologies

• Jonathan Hunnable
• Chris Coomber (Hon Treasurer)
• Matthew Brittain

Minutes of the GRA meeting held on 7/10/15 were approved.

Matters arising

Residual land

Peter Geraghty of Southend Borough Council has written to Vivien Bycynski confirming the tract of land running from the Beach House to the beginning ofEast Beach, adjacent to the shore, would be adopted by the Council on completion of the S106.

Heritage Centre

Daniel Puddick had learnt that work has ceased on the project, and that the new Coastal Community Team was dealing with it.

Drill Shed

VB had sought professional advice after SBC had rejected the GRA'scomplaints about alleged breach of planning conditions, and there was littlewe could do for the time being. Robert Fowler of S&F said SGMCL should beable to take action under the covenants and suggested this be done once theboard was reconstituted under the control of residents. She advised AbbieGreenwood, senior planner for conservation at SBC has said she willinvestigate claims the building was deterioratingGRA funds

VB said GRA funds were down to about £100 and more was needed for theweb site and possible legal costs e.g. planning appeals etc. It was agreed toraise funds by appealing to residents for a donation of a minimum of £5 perhousehold. Phil Coombe said he would set up a PayPal account for it.

Action: Phil Coombe said he would set up a Paypal account for it. Rob Fowlerof F&S agreed to include a GRA appeal for funding in the January service/estate charge demands. Action: VB to liaise with Chris Coomber and AdrianWalker to produce.

Street lighting

Michael Stiers said this was a continuing issue. We still don't know ifGunners' Rise has been adopted and who is currently responsible for streetlighting or street marking. VB said she had spoken to Abbie Greenwood, whotold her there were no markings because it was a conservation area. VB gaveher view that it would be a pity to have street markings and there wasgeneral, but not unanimous, agreement on this. Cliff Marshall suggestedthere should be speed signs, hump warnings and Neighbourhood Watchalerts all on one sign. VB suggested we contact Martin Warren, in charge oftraffic at SBC, but MS advised waiting till the new board was in place.

Drains and landscaping

Action: F&S said they would undertake a survey of the site.

Chapel

Cliff Marshall said SET should be asked to erect a light on the site, although it was suggested anti-social behaviour in the area was only a minor problem.

Sea defences

CM said he'd walked the site with Richard Atkins, SBC's Coastal Engineer,from the coast station to the boat shed to check sea defences. They identifiedseveral problems on the sea wall and Mr. Atkins had been so shocked he hadordered immediate remedial action. VB pointed out the GRA had beenwarning SBC about this for a long time. CM produced images of the damageand said drainage outlets had not been maintained and some of the recentlyreplaced groynes were missing. VB said, because of this, we needed to keepfighting the proposed new housing development on Gunners' Park.

Fowler & Spenceley update on SGMCL issues and 2016 budgets• How do we go forward with management handover?

Robert Fowler said this was not a big problem in terms of running theGarrison site, since everything will continue to be managed. He said he washappy to treat the appointed new board of directors, drawn from residents, ashis clients.

• VB asked him about changes in estate/service charges and he producedsome calculations F&S had been working on.

• Adrian Walker said we were still waiting for news on SET's funding bid tochange the chapel to a wedding venue. Cultural Engine, the company whois guiding SET through the chapel change of use process, is also thecompany appointed by SBC to run the new Coastal Committee Team andwe should be aware of its wider agenda. They clearly see The Garrison asa 'Visitor attraction' so we need to keep reminding them it is primarily aresidential site. To this end they were recently advised formally by the GRAthat a new management team under the control of Garrison residentswould shortly be in place.

• Post meeting note: Giles Tofield of Cultural Action has advised that their bidto obtain funds for the chapel change of use has been rejected by theHeritage Lottery Enterprise scheme at this stage.

• Social media was discussed as an efficient and comprehensive way ofexpanding the website as a method of communication among residents.

Action: Tom Rae, Daniel Puddick, Phil Coombe and Viv Jones agreed toform a specialist group to take the idea forward.

• Vivien Bycyinski said she believed the developers would enter an appealjust before Christmas against the rejection of their application for thedevelopment of Gunners' Park. This would reduce the time available forany objections. CM and VB would continue to deal with this matter. Wemay need to take on legal representation, in which case we may appeal toresidents for funds. Action: F&S agreed to check our insurance for anyprovision for such action.

• Action agreed. Jonathan Hunnable is consulting with F&S on the matter oftraffic management over The Garrison site.

• Action agreed: Michael Kennedy is liaising with Havens about the annualhalf-marathon event and with the organisers of the annual 'Bikeathon'

• Action agreed: Pamela Deakin agreed to attend the next meeting of theCoastal Community Team on behalf of the GRA.

Any other business

Richard Spence asked if there was any proposal to challenge the Council onthe matter of un-adopted roads on The Garrison, since SBC seemed keen touse them for their and others' convenience while refusing to pay themaintenance costs and denying the residents jurisdiction over them. VBreplied it was a complicated issue which needed some serious discussion.

VB suggested the following dates for GRA Committee meetings in 2016:3rd. Feb

• 6th. April
• 1st. June
• 3rd. Aug
• 5th. Oct
• 28th.Nov AGM
• 7th Dec

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

Minutes of the Annual General Meeting 30th November 2015

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.

7th Oct 2015

Minutes of a meeting of The Garrison Residents' Association held at Hinguar School on 7th October 2015

Present

• Vivien Byczynski (Chair)
• Chris Coomber (Hon Treasurer)
• Adrian Walker (Hon Secretary)
• Jonathan Hunnibal (Special Adviser)
• Michael Kennedy
• Cliff Marshall
• Viv Jones

Apologies

• Jamie Robinson
• Ian Dally
• Phil Coombe
• Helen Parke
• Daniel Puddick

Minutes

Minutes of the last meeting, held on 12/8/15, were approved.

Matters arising

Section 106 update

Peter Geraghty has still not replied to Vivien Byczynski's letter of 14/8/15 enquiring about the status

of the Section 106, the transfer of residual land and the state of the sea wall, apart from a standard

holding response within the required 10 day response period. Repeated e mail requests have

been ignored so VB has e mailed Councillor Assenheim who has also prompted Officers to

respond. At the time of the meeting this had not happened.

Cliff Marshall asked why three areas of residual land had previously been offered for sale to residents

(presumably to bolster Garrison funds) but were now being included in the handover to Shoebury

Garrison Management Company Ltd. VB said the banks above the beach should never have been

offered to residents or be transferred to the newly formed SGMCL on handover since they formed

part of the sea defences and should be in the ownership of the Council.

Adrian Walker suggested the GRA also invite two directors from SGMCL to give them an

opportunity to explain the reasons for the delay in handing over the management of the site to

residents.

Jonathan Hunnibal suggested it was now the time to accelerate the complaint to the Council. Michael

Kennedy agreed and CC said it should be in the form of a formal complaint. VB agreed and said

these were very substantial issues and she felt SBC was just 'battening down the hatches'

Action: VB to write letter of complaint to Rob Tinlin, Chief Executive of Southend Borough Council.

Liaison meetings

VB and AW met with local Councillors on 12/8/15 to explain residents’ concerns over the

multiple issues affecting the Garrison. All agreed to continue their dialogue and to meet

again before the AGM to which they all agreed to attend.

Garrison Chapel

VB met with Viv Stevens, headmistress of Hinguar School and trustee of the Southend Educational

Trust about future liaison with the school and specifically to discuss their plans to change the

Garrison Chapel into a wedding and party venue. VB explained the multiple concerns of the GRA,

not least that the grant application had commenced with no consultation with residents. The GRA

had discussed the matter and have grave concerns at the proposals in their current form however

both agreed there needed to be a way forward to ensure the vacant Chapel was maintained. VS

and VB agreed that there was not enough time to debate the proposals by SET at the GRA AGM in

November. VB asked VS for the SET Chapel Heritage Lottery grant application timetable and

VB stated that concerns would be heightened if SET had developed the bid further

without consultation with the GRA and residents. A SET Board meeting was due to be held

the following week and VS would set up a meeting with Cultural Engine, the company developing

the bid and invite the GRA rep. In response to VS's assertion there were no other options available

to SET for the chapel, VB responded they could explore selling it; use if for an arts/cultural center;

or use it as an extension to Hinguar School rather than an inappropriate commercial venture that

will have adverse effects on the community surrounding it.

Action: VB/AW to follow up meeting

Heritage Centre

Viv Stevens is also on the board of the company running the Heritage Centre project and VB had suggested to her the GRA would want to be involved in the development of the Heritage Centre and that both buildings should be complimentary and not duplicate activity. Some progress had been made on the superstructure of the building and Daniel Puddick had tried but failed to get much information from the contractors on site.

Action: DP to make further enquiries with the Shoebury Society and the Council with a view to attending future meetings on the project.

Drill Shed

VB explained there had been a meeting between B2C and SBC planning inspectors following a complaint from the GRA about breaches of planning restrictions. After some delay, she received a report from the Enforcement Officer advising SBC will not take enforcement action as they did not agree there had been any significant breach. VB said our next move would be to consult a planning expert.

JH said the Enforcement Officers findings seemed a 'soft cop-out' and said we should have a meeting with him and Cllr Assenheim because the evidence from B2C at the original appeal had been misleading. CC made the point that following parliamentary procedure, whatever evidence given by B2C at the appeal was an indication of their intentions. VB said the footpath directly alongside the building was used for parking and for unloading from HGVs but also used by pedestrians, which constituted a hazard. JH said if a pedestrian were injured as a result, B2C would be liable. CC said the piece of land was a right of way and the only length of pathway on The Garrison which is allegedly private, as claimed by B2C. VB said we should go back to the Enforcement Officer, when we have a professional opinion, but that she wasn't sure of the time constraints. JH said there were no such constraints and we should call a meeting with SBC and Cllr Assenheim ASAP. CC asked if the Planning Inspectorate could tell us if the Enforcement Officer’s interpretation was challengeable.

Action: VB to seek professional advice, request meeting with Enforcement Officer and Councillor Assenheim and check with Planning Inspectorate.

Primary Care Centre for Shoebury

CC said there was no real update to report but that Harry Chandler of the Shoebury Residents'

Association had said the Primary Care Trust had run out of money to develop a PCC for

Shoebury. JH said he had read an article saying the PCT was looking for other sites and pointed

out there was an empty new building still available opposite Hinguar School which could be suitable.

To date the GRA have not been approached by Kate Halliday from the company developing the

PCC as indicated previously.

Flood issues, future planning applications

Cliff Marshall said he had responded to the consultation on the Surface Water Management Plan

and the Local Flood Risk Management Strategy despite the 10 day consultation period for response

which was totally inadequate. The draft documents yet again failed to take on board the serious

issues affecting Shoebury Southend Borough Council as Lead Local Flood Authority has not

discharged its responsibilities to residents re the flood risks. Anglian Water had failed to play its full

part in the planning process. W ith regard to the development land at the former

Gunners Park, he added that though the land had planning permission, the situation had

since changed in relation to serious flood issues. VB said the three local Residents Associations

(the GRA, the Shoebury Residents Association and the Friends of Shoebury Common) involved in

opposition to the application had approached the Environment Agency to say SBC did not fully

understand the issues involved. Consequently a meeting is being planned with all the responsible

agencies and this is now being arranged at our insistence by Southend Borough Council because

of the pressure put on them by us. VB has reminded Cllr Assenheim we must be given notice of

the meeting to ensure we are fully represented at this important meeting. CM said the various

resident groups and their advisers had been continually ignored by SBC, but they were now

fully aware we have a voice.

Post Meeting Note: VB and CM to attend the SBC Place Scrutiny Committee discussing the

Surface Water Management Plan and the Local Flood Risk Management Strategy

Traffic management

Jonathan Hunnibal had met with Fowler & Spenceley on 17/9/15 to discuss the subject. The matter

of commercial vehicle parking was a relatively minor issue in respect of numbers (22), although

annoying to those residents affected by it. Of more concern was inconsiderate parking of cars, in

particular double parking of cars in Hospital Road and this should be investigated. F&S sent a written

update to the meeting which advised that they had contacted 3 companies who are members of the

British Parking Association with a view to obtaining recommendations for consideration. JH

confirmed it was legal to apply parking restrictions on private roads. F&S are to instruct a

contractor to identify 'pinch points' on The Garrison. JH said we should speak to SBC and the Police

about the matter. Advice should be sought in updating current signage and we should seek legal

advice on the enforceability of the parking covenants. VB said F&S had contacted a number of

enforcement companies to ask their opinion. It was suggested residents should be consulted

for their views on the matter. VB said it was important to follow all the correct protocols.

It was agreed in conclusion that once the prospective directors of SGMCL take control of the site

management we will be in a better position to proceed.

Action: JH to follow up

Website and communication

VB said following the AGM we should produce a news-sheet for the website but we need a sub

group to take this task forward.

Action: ID and DP to identify who this will be managed by

Treasurer's report

Chris Coomber produced current accounts showing a total carried forward of £212.74.

Annual General Meeting 7.30pm Monday 30th November 2015.

Discussion followed regarding the preparation of papers for the meeting. Formal invitations to

invitees need to be sent although the dates have been communicated at the liaison meetings with

Councillors.

The Leader of the Council should attend the GRA's Annual General Meeting, especially since the

flood issues would be discussed there, together with the Section 106, and handover to residents

of SGMCL management.

Viv Jones suggested we should highlight to residents the problems we are having with C&M/Avant

and SBC over a wide range of issues and should bring in the Press. After a short discussion

the latter suggestion was rejected for the short term.

It was agreed to ask for new committee members, particularly those with legal expertise and

planning expertise. Viv Jones agreed to arrange for the printing and VB agreed to invite the

special guests.

Mike Kennedy said he would apply for the vacancy on the new SGMCL Board but resign

from the GRA.

Action: AW/VB to prepare papers, VJ to organise printing, all committee members to assist in

delivery

Fowler & Spencerley Update

VB updated the meeting and apologised for not pre circulating the papers but they had been received

too late.

Action: VB agreed to circulate the update with the minutes

Any other business

Rifle Store

MK said the new owner had cut down the shrubs on the land in front of the building to make way for

car parking and had not been sympathetic to residents' complaints. F&S had informed us the

owner's architect was willing to meet residents for a discussion.

Homes by the Sea

VB said The Garrison is featured in the new series on More4 in a few weeks. There being no further

business the meeting closed at 9.45 pm.