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