Committee Meeting Minutes

GPRA Committee Meeting 11 August 2021 

Minutes

 

Attendees:

Brian Baker – Treasurer (BB); John Eagles (JE); Carol Findlay (CF); Barbara Howden Richards (BHR); Kate Keays (KK); Pete Lindars (PL); Rob Norris – Chair (RN); Susan Shord – Secretary (SS); Kathy Sykes (KS); Malcolm Watts – Minuting secretary (MW)

 

  1. Welcome and apologies

Apologies: Joe Etienne; Sandie Jenner; Stephen Hill; Keith Roberts

  1. Minutes of the meeting held on 9 June 2021 

Agreed

  1. Matters Arising not otherwise on the agenda

None

  1. Treasurer’s report

BB reported that the current balance stood at £756.24.

  1. Update on Estate Management Company

RN had been advised by Drew Smith that the Estate Management Company would not be assuming full responsibility for the development until Drew Smith had completed their operation and departed. 

  1. Havenstoke Park and public realm update

RN was in the process of checking where the boundary lay between Connolly Way and Havenstoke Park.  This was in the best interests of all parties as it would help clarify who was responsible for what.

The Committee also noted that work needed to be undertaken to improve sight lines and generally tidy up the access to Connolly Way from College Lane.  RN would include this on a list of issues to raise with Nick Laugharne (Drew Smith’s Project Director for Graylingwell Park).

Trudie Hudson of Grange Management had confirmed that all lighting on the development would fall under the public realm charge instead of being charged to individual parts of the estate.

  1. Parking update

There were continuing concerns around the misuse of visitor spaces and the parking of commercial vehicles.

RN/SS would be inspecting the development with CPM to assess the extent of the problem.  The contractor, CPM, was also being asked to check that all spaces were properly numbered.

Residents of Lloyd Road were being reminded that, in accordance with the rules set by CCDT, visitors can no longer have free parking along Blomfield Drive without incurring charges.

There had been at least two incidents of vandalism to cars, apparently in retaliation to people objecting to the misuse of parking spaces.  Should residents witness vandalism, they are advised to contact the police and not to take action themselves.

RN was in discussion with Grange Management and CPM to ensure that the parking regulations were in line with the covenants and that these were accurately reflected on the parking signs.  The rules regarding commercial vehicles needed clarification.

  1. Reports from Sub-Groups

Legal and Agreements

Car charging:  By agreement with Grange Management a request has been submitted to SSE to explore the possibilities for upgrading Phase 1 to 5 sub-stations to enable the installation of car charging points.  Discussions will also need to explore means for obtaining grants to support any development.

Clarion:  A meeting has been arranged for early September with senior Clarion staff to discuss ways of developing our lines of communication and also to discuss housing allocation protocols and the implications of the recent social housing white paper.

Chichester District Council:  A meeting has been agreed with the CDC Housing Delivery Manager to discuss housing allocation and possible implications of the social housing white paper.  Date to be agreed.

Covenants:  Following concerns raised elsewhere in the meeting, it was agreed that a simple guide to covenants might help remind residents of what changes could or could not be made to their properties.  Until such time as the Estate Management Company took over, responsibility for enforcing covenants rested with Drew Smith and matters should be drawn to their attention.

Community Relations

Chichester District Council had reported that they were not extending the Community Warden scheme and that if communities wished to appoint a warden they could only do so at their own expense (approximately £37k pa).  Given the projected population for Graylingwell, Roussillon and beyond, the Committee considered it worth pursuing the matter and JE agreed to approach CCDT for their views.

Environment

Graylingwell Project:  Updating the meeting on progress, KK reported that data analysis on current waste composition showed very concerning levels of food waste including ‘in date’ and unopened/sealed packaged food, significant textile waste and considerable recycling within general waste.  Evidence also showed that houses were using the bin stores intended for flats.

Letters were about to go out both to houses and flats to advise that locks are being fitted on bin stores (work planned for Thursday 19th August) with a second letter delivered by hand to flats the same day with confirmation of their assigned bin store and the code.  Additional bins will be added where necessary, and new signage will go up with more detailed explanations of what can and can’t be recycled.  Information will also be posted on the GPRA website.

It is also hoped to remove bulky waste from the bin stores to provide a fresh start, and that the new arrangements will lead to people becoming more accountable for their waste.

As part of the project, targets will be set to achieve:

  • Increase in recycling
  • Decrease of recycling within the general waste
  • Reduction of contamination in recycling

Data analysis will be repeated in Oct/Nov to check progress with further communications being sent out as needed. 

To help get the project underway a series of workshops had been organised with WSCC and CCDT, details of which are also on the CCDT website.

16th Aug – Journals and gift tags from Amazon/Ikea packaging – fully booked but may be run again at a later date

25th Aug – Turning an old t-shirt into a bag – space available

15th Sept – WSCC Waste Prevention trailer and team will be in Pavilion car park for the day to answer questions etc.

18th Sept – WSCC info table at GPRA coffee morning

8th Nov – Make Do and Mend Info + Clothes Swap as an alternative to Black Friday

Community Fridge:  KK reported that the sub-group was continuing to liaise with Littlehampton Community Fridge and had visited their pop-up in Angmering.  The sub-group was hoping to trial a pop-up community fridge in the Pavilion soon.  The primary purpose of community fridges is to avoid food waste going to landfill.

The Bigger Picture:  The environmental initiatives being taken at Graylingwell were widely seen as a blueprint for the future, so the sub-group was keen to get the message across to everyone on the estate, including those not accessing the internet.

These were superb developments and RN thanked SJ, KK and PR for so much hard work.

Communications and Café (SS)

Following the very limited success of recent coffee mornings it was agreed that the event would cease in its current form in the Lodge after September.  It could be replaced by a monthly ‘surgery’ type event in the Pavilion with representatives from GPRA on hand to answer questions etc.

The question of whether or not to continue the publication of a regular newsletter was deferred until after the AGM.  In the meantime, if Committee members have important information to be disseminated, they can write a short piece in Word, with relevant links embedded, and Keith Roberts can send out e-flyers to subscribers.  This also applies to information to be added to the website.

  1. Reports from Street Representatives

Homestead Road

Nothing to report.

Lloyd Road

PL reported that there had been an incident of vandalism following a complaint about street football.  The police had reported that they could not act over street football unless damage had been caused.  There was some discussion about erecting a ‘No Ball Games’ sign as a deterrent, though it was thought Lloyd Road had been designated a ‘play street’.  RN would raise this with Grange Management.

Longley Road

Nothing to report beyond a couple of parking incidents.

North Mead

In Joe Etienne’s absence, BHR reported that there had been various breaches of covenants (some of longstanding), dumping of household waste, speeding and ball games in the road.  MW added that the police had been called to deal with youths causing a disturbance in the chapel play area and that there had been an incident of a football kicked through an open first floor window and striking a visitor.

JE had sent a message prior to the meeting which covered some of the above, indicating that a number of issues raised had already been dealt with.

As regards North Mead, RN reported that he had written to Drew Smith about a number of issues, including the handover of Phase 4 to Grange Management, which he had been told would now take place on 1 October 2021.

Penny Acre

CF raised concerns that the number of trees removed on Connolly Way exceeded the original agreement and appeared to suggest that, contrary to planning permission, the Martin’s Farm development would have dual access to both sides of the estate.  CF agreed to check with Hill if this was the case or whether the work was also related to the route of the proposed cycle/pathway.

RN also reported that the issue of bright lights had been taken up with Drew Smith and that Drew Smith were in the process of replacing a number of defective windows.  JE understood the work would be done in September.

  1. Neighbourhood Watch

No updates beyond issues raised in connection with North Mead. There has been a leaflet drop across the whole development.

  1. Succession Planning

SS reminded the meeting that a new Vice Chair, Secretary and Treasurer would be required following October AGM. 

MW had agreed to take the minutes at the Quarterly Meetings, but secretarial support was needed for the other (albeit minor) tasks such as arranging venues, circulating papers, posting minutes etc. Administrative support for the Saturday café and the e-Newsletter would also be required depending upon how it is decided to proceed.  SS can offer suggestions as to how these tasks can be managed with minimal effort.

CF agreed to take over from BB as Treasurer, subject to a two-month lead in time.

SS encouraged committee members to put themselves forward for re-election and to invite others to consider standing.

12 AOB

KS was concerned that SCS gardeners had reduced their service to the extent that only person now attended once a week and that this was insufficient time to complete all the tasks, especially weeding the flower beds.  RN agreed to raise this with Grange Management.

  1. Date of next meeting

AGM – 20th October 2021 at 6.00pm in The Lodge

 

 

GPRA Committee Meeting held on 9 June 2021 at 6.00pm at The Lodge, Keepers Green

Minutes

Attendees:

Brian Baker – Treasurer (BB); Joe Etienne (JEt); Carol Findlay (CF); Barbara Howden Richards (BHR); Sandie Jenner – Vice Chair (SJ); Kate Keays (KK); Pete Lindars (PL); Susan Shord – Secretary (SS); Kathy Sykes (KS); Malcolm Watts – Minuting secretary (MW)

  1. Welcome and apologies

Apologies: Rob Norris (Chair); Keith Roberts; Stephen Hill; John Eagles

SJ welcomed members and explained that she was deputising on behalf of Rob Norris.

  1. Minutes of the meeting held on 7 April 2021

Agreed

  1. Matters Arising not otherwise on the agenda

The Community Relations sub-group were hoping to meet with a representative of CDC sometime after 21 June to discuss the issue of housing allocations set out in the Government’s Social Housing White Paper.  They would report back at the next meeting of the GPRA.

  1. Treasurer’s report

BB reported that the current balance remains at £913.90, there having been no income or outgoings since the last meeting.

  1. Update on Estate Management Company (RN)

Rob Norris remains in contact with Drew Smith about the setting up of the Estate Management Company and will be raising the issue at the Quarterly Meeting on 15 June.

  1. Havenstoke Park update

SJ reported that a recent inspection by the Friends of Havenstoke Park had found that work to a number of trees had not been carried out as planned.  Sue James was currently pursuing the matter with Linden Homes.

SS reported the outcome of a recent meeting with CCDT about future use of the park and its buildings.  Their objective was to generate sufficient income to support the ongoing costs of maintenance etc.  Whilst some income might come from regular activities, such as hire of the football pitches (which would shortly be upgraded), CCDT’s preference was for a series of larger one-off events.  To this end, a programme of summer acoustics nights was taking place in June and July to celebrate the opening of the Pavilion.  This would be followed by an event at Halloween, a Santa’s Grotto and Light Trail at Christmas and a weekend music event in June 2022.  Profits would be shared between CCDT and St Wilfred’s Hospice.  (As not all residents regularly use the internet, SJ will ask CCDT to ensure that up-to-date news of events is published on the noticeboards.)

SS also reported that, under new arrangements, JustPark would be taking over all parking spaces along the Park and managing the spaces outside the Pavilion.  A two-week period of grace would apply from when the scheme was introduced, and fees would cover the cost emptying the litter and dog waste bins for which CCDT was also assuming responsibility.

  1. Parking update

SS provided the following data on parking patrols by the contractor, CPM.

Month

Patrols

Frequency

March 2021

16

3.6 patrols per week

April 2021

19

4.4 patrols per week

May 2021

24

5.4 patrols per week

Report Total

59

 

She reported that, whilst there were some underlying legal issues which complicated matters, parking problems appeared to have reduced following letters from Grange Management to individual residents. 

It was noted that Phase 4 of the development was currently not covered by the parking restrictions as handover to Grange Management had not yet taken place.  Rob Norris would be raising this with Drew Smith at the June Quarterly meeting.

SS confirmed that there was no expiry date on permits.

  1. Reports from Sub-Groups

Legal and Agreements

The Sub-Group Report was received.

In addition, CF reported that Graylingwell Energy would be inviting Committee members to a explanatory session on 29 September (details to follow in due course). 

CF explained that the difference in standing charges between private residents and housing association tenants reflected the annual service charge as originally negotiated.  Whilst servicing had switched from an annual to a biannual basis, the charge would remain the same but would now include replacement of the washers to the heat exchange units.  Residents should be strongly encouraged to take up the offer of a service as only 60% were currently doing so, they had already paid for the service and worn-out washers were the major cause of leaks.  It was agreed to mention this at the forthcoming quarterly meeting and to include a message on the Hot Topics page of the GPRA website.

Information about the introduction of paperless billing would be included in the next bills.

Environment

Minutes of the Sub-Group Report meeting were received.

KK reported that visits to EcoSwap and the Jeneses Centre in Bognor had been both helpful and informative.

The sub-Group was pleased to be working alongside CCDT to investigate the possibility of a Community Fridge, primarily aimed at avoiding food waste going to landfill. Huge gratitude was expressed for the support and advice of FareDivide in Littlehampton.

To help address the long-term problem with contamination of the recycling, WSCC have agreed to fund a year-long project under which all flats will be allocated a specific bin store, fitted with individual key codes and new signage.  Allocated bin stores should ensure sufficient capacity and help identify where additional information is needed.  It is hoped the West Sussex Waste Prevention team will be on site for a day in July to provide advice and answer queries when the project begins. 

Plans have also been drawn up with the team to provide workshops, both informative and creative, to encourage better understanding for all age-groups.  Children’s workshops are under discussion for the summer holidays involving fun and creative upcycling/re-use. 

Not only does the project provide a wonderful opportunity to help residents and others (not to mention avoiding unnecessary additional costs), but it also ties in perfectly with the group’s mission statement to become ‘the most sustainable community in Chichester.’

The meeting welcomed these developments and expressed its thanks to KK for the Sub-Group’s work.

Community Relations (RN

KS has agreed to liaise with CCDT over the appointment of a Community Warden.

Communications and Café (SS)

SS reported that the Saturday Café would be returning on 19 June.

Keith Roberts has agreed to take over responsibility for the website and the handover from SS was in progress.

  1. Reports from Street Representatives

Homestead Road

Nothing to report.

Lloyd Road

PL had fielded questions from prospective residents.  He had also been made aware of complaints of children kicking footballs against property.  It was pointed out that Lloyd Road was originally laid out as a ‘play street’; hence the low kerbs.

Longley Road

KS reported that the daytime disturbance around the airing courts appeared to have ceased.  There had been one incidence of vandalism to a car, but there was no information as to the circumstances.

North Mead

JEt reported that the landscaping work had now been completed, but some grass had been churned up by lorries attending the chapel construction site.  SJ has contacted the contractor to make him aware of the problem, which he said he would look into. Any damage incurred will be made good and paid for eventually by the CCDT.

A number of Pinewood Way residents had approached JEtas there had been some problems with on road parking in that area.  Speeding continued to be a problem in North Mead, as had youths riding motor bikes without due regard for residents. 

MW added that the young children’s play area had become a meeting point for older youths who were using foul language and not respecting the equipment.  PCSO Jason Lemm was aware, and JEt confirmed that the police were undertaking regular patrols.  They should be contacted in the first instance should problems arise.  This might also be a matter for the Quarterly meeting.

Penny Acre

CF reported that several residents were still waiting for repair work to be undertaken to their properties; and that there had a problem with lorries and vans using Penny Acre to make deliveries to Keepers Green.

  1. Neighbourhood Watch

JEt has delivered 219 NHW leaflets to residents, although uptake to join the scheme has been relatively low so far.

  1. Succession Planning

SJ reminded the meeting that she, SS and BB were retiring as Vice Chair, Secretary and Treasurer at the forthcoming AGM in October.  BB added that as the Association was legally required to confirm its details with its bankers (HSBC) by 12 August, the new Treasurer would need to be in place by then.  He would continue to liaise with HSBC in the meantime and ensure a full handover to his successor.  SS said that her role could be divided into separate parts, such as organising the Saturday Café rotas.

SJ concluded by saying they would all ensure as smooth a handover as possible before the AGM but that unless these roles were filled there could be no GPRA.

  1. Date of next meeting

Wednesday 11th August at 6.00pm in The Lodge

Minutes of the GPRA Committee Meeting held on 7 April 2021 via Zoom

Attendees:

Members:  John Eagles (JE); Joe Etienne (JEt); Carol Findlay (CF); Stephen Hill (SH); Barbara Howden Richards (BHR); Kate Keays (KK); Pete Lindars (PL); Rob Norris – Chair (RN); Keith Roberts (KR); Paul Rolfe (PR); Susan Shord – Secretary (SS); Kathy Sykes (KS); Malcolm Watts – Minuting secretary (MW)

Guest:  Clare de Bathe, Trust Director, CCDT

  1. Welcome and apologies

1.1

Apologies: Brian Baker (Treasurer); Sandie Jenner (Vice Chair)

1.2

Pete Lindars was welcomed to his first meeting and thanked for taking on the role of representative for Lloyd Road.

  1. Update from CCDT (Clare de Bathe)

2.1

Progress on the Pavilion in the park continues apace.  The main treatment/activity rooms of this Wellness Centre have been marked out and the kitchen improvements are being made ready for the pop-in café. For the time being, the coffee cart has moved to the Water Tower to allow progress on the internal layout to move forward ready for the Pavilion re-opening in June. Outdoor furniture is being commissioned, the railings will be removed, and the decking replaced.

2.2

Funding from the Lottery has been won for the wildlife area at the western edge of the park.

2.3

The Easter Trail was a great success, raising money for the Snowdrop Trust.

2.4

Clare was thanked for her input to the meeting and for all the work that CCDT is doing on behalf of the community.

  1. Minutes of the meeting held on 10 February 2021

3.1 

The minutes were agreed.

  1. Matters arising not otherwise on the agenda

4.1

Items 3.3 and 7.5: The meeting with CDC officers and Clarion to discuss CDC/Clarion responses to the Social Housing White Paper will now be arranged following notification of key members.

4.2

Items 6.16 and 11.1: The parking restriction criteria have been agreed by Grange and forwarded to CPM for implementation.

4.3

Item: 7.2: Letters supporting the planning applications for Phases 4 and 9a have been sent to CDC.

4.4

Item 8.5: Assurance has been received from Drew Smith Customer Care that the relevant window work at Phase 5 is in hand.

  1. Treasurer’s Report (SS for BB)

5.1

There has been no significant movement of cash.  A cheque for £78 (written and countersigned but not yet delivered) has been raised.  This is in payment to the CCDT for producing Parking Rule Reminder flyers to be delivered to all residents.

5.2 The current balance stands at £913.90.

  1. Updates: Drew Smith, Grange Management, Clarion Housing

6.1

The minutes of the Quarterly Meeting were received.

6.2

The emergency phone number for the development has been received and included on the GPRA website.

6.3

Some CCTV notices have been installed at Phase 4. 

6.4

Confirmation has been received from Drew Smith that the boundary fences at Phase 4 are being repaired.

6.5

Grange Management has confirmed that Phase 4 residents are not currently paying estate management charges.

 

7.  Phase 4 Bulletin

7.1

The draft bulletin was approved provisionally pending amendments and/or additions to be received from Drew Smith.

7.2

The revised bulletin will be circulated to members of the committee for comment prior to circulation.

  1. Havenstoke Park Update

8.1

The two sets of notes of the inaugural meeting of the Havenstoke Park Steering Group were received.

8.2

It was agreed that RN would consult SJ concerning GPRA representation on the Steering Group.

9.  Reports from Sub-Groups

9.1 Legal and Agreements  

9.1.1 The Sub-Group Report was received.

9.1.2

The committee agreed with the sub-group’s recommendations concerning the planning application for Martin’s Farm.

9.1.3

RN and CF raised questions regarding the Estate Management Company and its relationship with GPRA.  They hoped these might be resolved by means of a meeting with Nick Laugharne (Drew Smith’s Project Director for Graylingwell Park) in due course. It was agreed that the sub-group would undertake further research concerning the establishment, composition and functions of the Graylingwell Park Community Management Company.

9.1.4

Several questions had also arisen in connection with the charging mechanism employed by Graylingwell Energy: i.e., what baseline was being used to calculate increases; was there cross subsidy between different forms of ownership; and what were the terms of the original contract?  CF had asked Graylingwell Energy for greater transparency and would report back to RN.  A meeting with Clarion might also be helpful. It was agreed that the sub-group would continue to investigate standing charges. (CF, RN)

9.1.5

It was agreed to seek clarification concerning the frequency of Veolia service visits and whether any refund to residents will be paid given the reduced frequency of visits attributed by Veolia to Covid-19 requirements. (CF)

9.2 Environment

9.2.1

The sub-group reports were received,

9.22

KK drew attention to two issues from the sub-group’s report: their meeting with WSCC/CDC about resolving the problem of contaminated recycling; and the question of whether the installation of a community fridge might be beneficial.

9.23

The report had also highlighted the sub-group’s newly drawn up mission statement: To become the most sustainable community in Chichester (In partnership with Grange Management, CCDT, GPRA, Clarion Housing, Havenstoke Park Steering Group (HPSG) and Friends of Havenstoke Park (FHP)).  And at RN’s invitation the meeting formally adopted this statement on behalf of GPRA and that it be included on the GPRA website. (SS)

9.24

SS described the work of the sub-group as very exciting given that Graylingwell was intended to be a model development from an environmental perspective.  In that connection, she could vouch for the benefits of using the Co-Wheels car share scheme

9.3 Community Relations

9.3.1

The sub-group’s report was received.  It was noted that key issues raised in the report had been dealt with earlier in the meeting.

9.3.2

RN had identified the CDC officer to approach with regard to discussions about the issue of housing allocations set out in the Government’s Social Housing White Paper.

9.4 Communications and Café

9.4.1 The last e-Newsletter went out in February with the digest posted on the website and displayed as hard copies on the noticeboards.  The next one will follow this meeting and include information from March’s Quarterly Meeting.

9.4.2 Hopefully the Saturday Café with the GPRA will resume in the Lodge in June, subject to no change in the Government’s rules.  Further details would appear in the next newsletter. (SS)

 10.  Reports from Street Representatives

10.1 Homestead Road

Nothing to report

10.2 Lloyd Road

10.2.1

Concern has been expressed about the use and potential danger of electric scooters.  It was noted that the PCSO has been taking action about any illegal use and had advised that the police would only take action if they were being ridden in a manner putting the rider or others at risk – e.g., riding close to children in the playground.

10.2.2

Following a recent late-night incident involving cars and a broken window, police had been seen patrolling the area more frequently

10.3 Longley Road

 10.3.1

There continued to be some daytime disturbance around the airing courts, involving smoking and the playing of loud music.  This had to be balanced against people’s freedom to relax and enjoy themselves.  KS agreed to make enquiries as to who might be responsible and how they might be approached

10.4 North Mead

10.4.1

Concerns regarding the pavement on the North East corner of the Chapel remained unresolved. It was noted that Drew Smith had confirmed that action would be taken to repair or renovate fences, pavements, and verges.

10.4.2

Parking misuse remains a problem pending handover of the phase to Grange Management.

10.5 Penny Acre

10.5.1

Residents would welcome action concerning the prevalent misuse of visitor parking spaces.  SS confirmed that this problem would be raised with Grange and CPM at the next physical inspection with Grange and CPM of parking across the development.  In the meantime, RN would ensure that the GPRA’s revised parking reminder was circulated as appropriate.

  1. Neighbourhood Watch

11.1

JEt has delivered publicity to all residents to encourage them to sign up for Neighbourhood Watch. RN thanked JEt for his hard work in delivering leaflets to so many residents across the development and his success in recruiting new members.

  1. Any Other Business

12.1 There was no other business.

  1. Date of next meeting

Wednesday 9 June in The Lodge.  SS to confirm time, date and venue with CCDT since many committee members prefer to meet at 6.00pm rather than 7.00pm

Minutes of GPRA Committee Meeting 10 February 2021 (by Zoom)

1       Welcome and apologies

Attendees: Brian Baker (BB); Susan Shord (SS); Rob Norris (RN); Barbara Howden Richards (BHR); Kathy Sykes (KS); Carol Findlay (CF); Keith Roberts (KR); Paul Rolfe (PR); Stephen Hill (SH); John Eagles (JE); Joe Etienne (JoE); Kate Keays (KK)

Apologies:  Sandie Jenner.

RN reported that Alan Bradbury had resigned from the committee and thanked Alan for all the hard work and commitment that he had provided in the interests of the residents and the committee and, in particular, in relation to security issues and Phase 4.

  1. Minutes of the meetings held on 9 December 2020

Agreed.

  1. Matters arising from the minutes of the previous meeting

3.1 Item 6.  Clarification of what constitutes public realm is being made through the provision by Drew Smith of plans for each phase.   Drew Smith is also seeking to clarify responsibilities for the area between Phase 5 and Keepers Green.

3.2 Item 7.  Clarion is distributing the GPRA welcome letter to Clarion residents.

3.3 Item 7.  The meeting with Clarion and officials at Chichester District Council concerning housing allocations is to be arranged now that clarification has been received concerning social housing and shared-ownership allocations at Phase 4. (Action: RN)

  1. Treasurer’s Report

BB reported that:

  • HSBC had at last put in place the required arrangements and signatories for the GPRA account;
  • previous expenditure by SS on behalf of the GPRA – made during the transfer of account arrangements – has been repaid;
  • income of £99.80 from coffee mornings had been paid into the account;
  • the total now held at the bank is £991.90.
  1. Discussion document on the roles of street representatives

Following discussion of the document, which was agreed by the committee, the following was noted or confirmed:

  • that the committee recognises that there is a limit to what should be expected of representatives and that their involvement should not replace the normal procedures to be adopted by residents in raising or resolving issues;
  • that representatives should, if required, refer any outstanding matters to the chair of the committee;
  • that KR would become a street representative for Phase 3.

The committee thanked KR for taking on the Phase 3 role.

  1. Updates: Drew Smith, Grange Management and the Quarterly Meeting

Drew Smith

6.1 Drew Smith is going ahead with plans to reconstitute the Graylingwell Management Company and to transfer phases and parts of the public realm to that company.

6.2 Drew Smith is also going ahead with the transfer of Havenstoke Park to CCDT and of responsibility for the maintenance of Phase 4 to Grange Management, both to be completed by Easter.

6.3 Covenant issues in Phase 4 have been referred to Drew Smith’s solicitor.

6.4 Speed bumps are to be installed on Graylingwell Drive between the Graylingwell farmhouse and Kingsmead Avenue.  Improvements have also been made to the hoarding and footpaths along that stretch of the development.

6.5 The building compound is to be moved as soon as possible from opposite the Water Tower to the corner of Graylingwell Drive and Kingsmead Avenue.

6.6 Drew Smith has confirmed that the plans for Phase 7 will contain sufficient parking provision to avoid any encroachment by future Phase 7 residents on to the existing parking provision along Graylingwell Drive.

6.7 The concerns of residents about the retention of scaffolding in Longley Road have been referred to Customer Care.  However, Customer Care has passed the matter to the NHBC. The large “buckets” and chains which provided a route for materials from the roof to the skip have been removed but scaffolding and weatherproofing remain.

6.8 Drew Smith is to complete the laying of sets with appropriate kerbs and paving at Phase 4.

Grange Management

6.9 Accounts.  TH (Grange Management) has finished the accounts for the year to 30 September, 2020.  There will be a credit (effectively a rebate) applied to the next charges for individual residents.

6.10 Street lighting.  Grange and Drew Smith have agreed that all estate lighting should be charged to the public realm rather than to individual phases.  This will be fairer as the phases are not ‘capsules’ used only by the residents of those phases and some phases have by virtue of their position lighting along roads that are essentially thoroughfares for all residents.

6.11 Bike Sheds.  The bike sheds between Phases 2 and 5 are full with a number of apparently old, unused bikes that are in a fairly derelict condition.  Grange would like to remove them and will therefore put tags on the relevant bikes and notices on the sheds.    Grange has asked the GPRA to inform residents as well (Action: SS for website).

6.12 Entrances to communal blocks.  Grange has reviewed these and redecorated/carpet-cleaned as appropriate.  It was agreed to refer Homestead Road entrances to Grange for review and redecoration as needed. (Action: RN)

6.13 Fire risk assessments.  These periodic assessments will start next week and take about three weeks to complete.

6.14. The government is bringing in a new and much-needed building code which will place greater responsibility on developers for ensuring quality.

6.15 Fences and other features in Lloyd Road have been updated.  The white lines will be renewed shortly.

6.16 Parking.  Grange has agreed with the proposal to bring the CPM criteria and the covenant requirements into line.  It was agreed that draft criteria be sent to Grange. (Action: RN)

Clarion Housing Group

Following questions from a resident concerning new housing at Phase 4, Clarion had provided the following information:

  • There are 6 x general needs houses coming across to us at the beginning of February.
  • Then 15 x general needs flats in mid February, followed by a further 26 general needs flats in March.
  • With regards to the specification of our properties, we carry out a comprehensive handover process from the builder to our development team and every property is checked for defects.
  • Our properties meet high standards, and in order to keep our rents as reasonable as we can, we do not carpet our re-let properties. This is standard procedure for many housing associations and local authorities, and not a lack of ‘basic provision’. Generally speaking, new build flats have flooring included, but it is not always the case.
  • We do not always use the same specification in our general needs properties as we do in our shared ownership ones, particularly the kitchens and bathrooms, but they are finished to an excellent standard. I am confident the properties will meet or exceed the expectations of our new residents.
  1. Quarterly Meeting

The minutes of the meeting held on 15 December 2020 were received.  It was noted that items of current relevance had been included on the agenda of the present meeting and in the various reports.

  1. Reports from Sub-Groups

Legal and Agreements

8.1 The sub-group’s report was received.

8.2 Agreed to support the revised planning applications for Phase 4 and Phase 9a and to record this on the CDC planning website.

8.3 A review meeting with Graylingwell Energy is to be arranged (Action: RN, with CF & SH)

Community Relations

8.4 The report of the joint meeting of the Environment and Community Relations Sub-Groups was received.

8.5 Agreed to arrange a meeting with Clarion and CDC colleagues to review the implications of the White Paper on social housing. (see 3.3 above)

.6 Additional security arrangements are being considered by Grange Management in order to deal with vandalism to bin sheds.

.7 Clarion to be consulted on introducing internet-based meetings with Clarion residents (Action: KS).

Environment

8.7 The report of the joint meeting of the Environment and Community Relations Sub-Groups was received.

8.8 Havenstoke Park is to be handed over to CCDT by 1 March 2021.

8.9 KK outlined plans, strongly supported by the committee, for improving the use of the bin stores and recycling. 

8.10 Agreed to develop an environmental strategy and action plan.  PR to lead on this with SJ and KK and to invite any interested residents to join the group. (Action: PR)

8.11 A recycling collection scheme for small electrical items and textiles is to be introduced by CDC this summer as an eight-month pilot, starting this summer.  It will cover 75% of Chichester District and it is hoped that Graylingwell will be part of the scheme.

Communications and Café

8.12 The next newsletter is to be circulated shortly.  Members were invited to submit items in Microsoft Word format. (Action: all members)

8.13The website is continually updated and now includes information about Covid vaccination arrangements.

8.14 KR will be working with SS on supporting the website once face-to-face meetings are possible.  SS invited members to consider putting themselves forward prior to the next AGM to undertake the role of GPRA Secretary.

9          Reports from Street Representatives

9.1 Homestead Road:  Nothing to report

9.2 Lloyd Road:  It was noted that environmental upgrades had been made by Grange Management and that white lining would be refreshed shortly

9.3 Longley Road:

  • The need for additional security for bin sheds was noted as was the strong support being received from the PCSO.
  • Contact is being made with Drew Smith Customer Care concerning the continuing roof work and scaffolding (see 6.7 above).

9.4 North Mead:

  • Contact to be made with the university to reduce the bright lighting from Pinewood House.
  • Reported that Clarion has dealt with some parking issues and CPM has renewed the parking signs.
  • The PCSO has visited houses to reinforce the Covid regulations and to encourage residents to report any other forms of criminal activity should this occur.
  • JoE was thanked for the work he is doing at North Mead and for agreeing to be the street representative.

9.5 Penny Acre:

  • CF reported that work to windows has still to be completed. (Action: RN to contact Customer Care for reassurance that this work will be completed once the weather permits.)
  • Reported that hoax phone calls had been received by residents from someone claiming that work needed to be done to remove fibreglass from roof spaces. BHR confirmed that calls had also occurred at Homestead Road.
  • Drew Smith to be asked to provide signage to prevent deliveries intended for Keepers Green from entering Penny Acre.
  1. Sussex Gardens Trust

BHR reported that the Trust is providing online lectures on sculpture in the designed garden and landscape.  Details will be provided in the newsletter (which is also posted on the website). (Action: BHR and SS)

  1. CCDT
  • JE reported that the work to the chapel roof was in progress with the main work on the chapel to begin in April.
  • The handover of the former Linden Sales Office is to take place by 1 March.Plans for the building are being finalised.
  • The park play area and trim trail will also be handed over by 1 March and opened thereafter.
  1. Any other business

12.1 Agreed to bring into line the parking requirements in the restrictive covenants and those provided to Grange/CPM. (Action: RN)

12.2 Agreed to thank WSCC councillor Jeremy Hunt for offering to meet residents and to arrange this once face-to-face meetings become possible.

  1. Date of Next Meeting

Wednesday, 7 April, 2021

Minutes of GPRA Committee Meeting 9 December 2020 (by Zoom)

1       Welcome and apologies

Attendees: Rob Norris (RN); Barbara Howden Richards (BHR); Alan Bradbury (AB); Kathy Sykes (KS); Carol Findlay (CF); Keith Roberts (KR) ; Paul Rolfe (PR); Stephen Hill (SH); John Eagles (JE); Joe Etienne (JoE).

Minute taker: Malcolm Watts

Claire Robinson (CR) and Clare de Bathe (CdB) from CCDT were also present for item 2.

Apologies:  Brian Baker, Sandie Jenner and Susan Shord.

  1. CCDT Presentation

CR and CdB gave a detailed presentation setting out CCDT’s vision and strategy for the coming months and years.  This had been developed after extensive consultation with residents and stakeholders.  In response to needs such as tackling loneliness and guaranteeing accessibility it sought to build a particular identity around each specific venue – e.g. the Chapel as a centre for heritage and learning, the Pavilion for health and wellbeing and the Lodge for youth and sport.  CCDT owns 15 buildings in total and was working closely with Drew Smith in developing the studios, farmhouse and shop and on installing electric car charging points.  All these activities were intended to support the Trust’s objective of creating a strong and cohesive community.

In response to questions, CdB explained that the Keepers Green community garden was a smaller version of what would be coming in Phase 7 of the development; CCDT was charged business rates on its car parking spaces; and CR was in touch with local groups to encourage women’s sport.  Speaking on behalf of Chichester College, PR said that funding could be available to CCDT for adult education courses. 

CCDT would be closed for two weeks over Christmas and New Year. 

RN thanked CR and CdB for setting out such a rich agenda and for all they had helped CCDT achieve.

  1. Minutes of the meetings held on 29 October and 12 August

Agreed

  1. Matters arising from the minutes of the previous meeting

None

  1. Treasurer’s Report

In BB’s absence, RN reported that thanks to BB’s efforts HSBC had resolved the difficulties in getting signatures approved and it was now possible for GPRA to make payments and bank money.

As of 9 October, funds stood at £1210.90, a total resulting from net assets of £1643.05 (including a grant of £300 from Clarion) less liabilities of £432.15.  Expenditure was mainly for communication purposes but also included £150 for the purchase of a Christmas tree by CCDT.

At BHR’s suggestion, the meeting agreed to renew GPRA’s subscription to the Sussex Gardens Trust at an annual cost of £20.  BHR would circulate information of interest via the GPRA Newsletter.

  1. Partnership Working and Protocols/Updates: Drew Smith, Grange Management and the Estate Management Company

RN reported that he continued to be impressed with the positive and proactive approach demonstrated by Drew Smith.  Development of the estate had picked up a new momentum and residents’ interests were being taken into account.  The next quarterly meeting with Drew Smith would take place on 15 December.  At CF’s suggestion, RN would seek clarification from Grange Management as to the definition of ‘Public Realm’.

RN clarified the relationship between the Estate Management Company and Grange Management.   The former is the company set up to manage Graylingwell with Drew Smith currently operating in an executive role.  Grange Management, part of Clarion Housing, is contracted by the Estate Management Company/Linden/Drew Smith to carry out maintenance of those elements of the development’s estate and facilities not falling within the responsibilities of Drew Smith or CCDT.  When fully set up, the Estate Management Company board will include representatives from the residents

  1. Reports from Sub-Groups

Legal and Agreements

Following a positive meeting with Drew Smith, RN reported that the developer was actively enforcing covenants.

KS had spoken to Clarion Housing Association’s local representative, Amanda Hartfield, and would be attending a drop-in session in the New Year.

Community Relations

Social Housing White Paper:     

The meeting considered a document which the sub-group had produced summarising key elements of the Government’s social housing White Paper, ‘The charter for social housing residents’[1].  The Paper sets out proposals for future legislation and, although these would need to go through the parliamentary process before becoming law, the meeting was encouraged that they included a commitment to ensuring that ‘housing is allocated in the fairest way possible and achieves the best outcomes for local places and communities’.

In response to the paper, the meeting agreed:

  • To draft a note to be distributed to all Clarion residents (subject to approval by Clarion) referring to the White Paper and informing them of the GPRA’s role in supporting them. This would include invitations to attend a committee meeting with a view to membership.
  • To arrange a meeting with Clarion and relevant officials at Chichester District Council to discuss the proposed requirement that housing allocations should ensure best outcomes for local communities.

Security:

AB’s report set out the current position as regards anti-social behaviour and traffic speed reduction.

PR was concerned about speeding on the eastern quadrant of Graylingwell Drive and the hazards created by the number of cars parked on Kingsmead Avenue.  AB suggested that the absence of any speed limit signs on Kingsmead Avenue did little to discourage speeding.  Later under ‘Reports from Street Representatives’ KS pointed out that the speed limit on Graylingwell Drive was also unclear.

JoE reminded the meeting of the effectiveness of Operation Crackdown. a joint initiative run by the Sussex Safer Roads Project and Sussex Police for residents to report specific instances of anti-social driving etc.  Incidents could be reported direct via the website: Operation Crackdown.

Communications and Café

Nothing to report

Environment

RN reported that whilst a lot of work had been done on the trees there were some obvious omissions.  He would be reviewing the current position and raising outstanding matters at the next quarterly meeting with Drew Smith.

The meeting was pleased to co-opt Kate Keays, a resident of Longley Road, onto the committee.  Kate had been Recycling Officer at CDC; she has a passion to reduce waste and landfill and will have a particular focus on helping GPRA achieve this.  She also volunteers with CCDT in a similar way.

Parking remains an issue.  Visitor permits can be used in any spaces around the development but residents should not be using visitor spaces as if they were additional allocated spaces.  Grange Management is monitoring the issue via reports from the CPM parking wardens and a significant number of warning letters have been issued.  Concerns should be reported to CPM in the first instance[2].  Street representatives may also be approached and they will liaise with RN.

  1. Reports from Street Representatives

Homestead Road:         Nothing to report

Lloyd Road:       Nothing to report

Longley Road:   KS reported concerns that staff from the Chichester Centre were leaving dog ends by the bench next to the airing courts.

North Mead:     AB was grateful to Drew Smith for organising the leaf collection and grass cutting.

Penny Acre:      CF was grateful to Drew Smith for cutting the holly hedge shared with Graylingwell Drive.  The next task was to clear mud that was obscuring the double yellow lines.  Hills had been helpful in reducing the brightness of the lights on the Keepers Green development.  It would also be helpful if they could consider installing a bollard to prevent Keepers Green residents using the grass a shortcut.  Unfortunately, Keepers Green does not currently have a residents’ association.

  1. Any other business
  • AB suggested that repairs to the post and rail fencing around the Chapel would improve the impression given to potential home buyers.
  • PR said that Chichester College would be able to assist with the printing of the proposed flyers for Clarion residents provided that the flyers included material about the college.
  • RN announced that Sandi Jenner had resigned as Vice Chair. The meeting was extremely grateful for her considerable contribution to the work of GPRA.  The appointment of a new Vice Chair would be discussed at the next meeting.
  1. Date of Next Meeting

10 February 2021

[1] The charter for social housing residents: social housing white paper – GOV.UK (www.gov.uk)

[2] Parking Problems, Parking Control, Parking Management & Enforcement- UK Car Park Management (uk-carparkmanagement.co.uk)

Minutes of GPRA (Interim) Meeting: 6.00pm, 29 October 2020 (by Zoom)

1 Welcome and apologies

Attendees: Rob Norris (RN); Barbara Howden Richards (BHR); John Eagles (JE); Susan Shord (SS); Paul Rolfe (PR); Kathy Sykes (KS); Stephen Hill (SH); Brian Baker (BB); Alan Bradbury (AB); Keith Roberts (KR); Sandie Jenner (SJ);

Apologies: Jo Etienne (JEt); Carol Findlay (CF)

Minute taker: Malcolm Watts

RN welcomed new members, Jet, KR and SH, to the meeting and thanked them and all committee members for their contributions to the GPRA.

This was an extra meeting to avoid a long gap before the next formal meeting on 9 December at which the minutes of the last meeting would be submitted for approval.

  1. Operation of the Committee

Sub-Group Proposals

A paper setting out proposals for revising the structure of the GPRA sub-groups had been circulated in advance.

The Committee agree that the proposed changes were a natural progression after the first six months’ operation.  These including changing the name of the Security sub-group to ‘Community Relations’ to give it a more positive slant.

In terms of the respective roles of sub-groups and Drew Smith on matters such as covenants, RN clarified that whilst the sub-group would be responsible for considering issues and raising them with Drew Smith, enforcement would be Drew Smith’s responsibility. 

Members of the committee confirmed that they were content with the current allocation of roles.  If others were willing to volunteer – e.g. to support BHR on the trees’ aspect of the Environment sub-group’s work – they should speak to RN.

Following a suggestion from AB, it was agreed that each sub-group should submit a report to the full committee as a standard agenda item.

On specific sub-group related matters:

  • BHR agreed to continue providing assistance to RN as required on issues related to covenants.
  • RN and JE agreed to speak to SH about relations with Graylingwell Energy, Veolia and ISTA.

Succession Planning

RN explained that, whilst it was good to see new members joining the committee, it would be good to recruit more newcomers, especially as some existing members would like to stand down when the current year ends in December 2021 – specifically SJ and SS.  With next year’s AGM in mind, the Committee was encouraged to consider ways of helping people learn more about what the different roles of officers and members involved and how the work was done.  This would need to include arrangements for mentoring new members and current committee members who might like to step into officer roles in October 2021.

SS agreed to organise a discussion with members of the committee who would be interested.

Communications Protocol

A draft paper had been circulated in advance.  RN thanked PR for providing very useful information and amendments which would be included in the revised draft.

The Committee found the draft paper provided good, clear advice as to what is acceptable and what is not.  On the question of GDPR, PR explained that whilst residents’ associations such as GPRA are not required to register with the Information Commission, they are required to comply with the Data Protection Principles for collecting and using personal data set out in the General Data Protection Regulations.

As regards emails, it was agreed that any protocol would need to strike a balance between avoiding unnecessary copying of messages and not cutting off the flow of information.  As a general principle, it was agreed that committee members needed to be sensitive, especially when it came to sharing information with external parties.  It was therefore a good idea to share the text of emails with other members of the Committee in advance.  And any email which was being sent on behalf of GPRA should first be run past RN.  This was especially important in the case of Drew Smith, for example, given that the Committee was still in the process of developing its relationship with their representatives. 

For the future, members were asked to consider how to coordinate communications between street reps.

  1. Update re Drew Smith

RN reported that he had had a number of constructive telephone calls from [Nick Laugharne of Drew Smith showing a willingness to share ideas and information.  Drew Smith are aiming shortly to submit a revised planning application for Phase 9A of the development.  This is likely to include a greater variety of house styles.

RN was also advised that works would shortly begin in North Mead which would require the temporary closure of one of the roads.  AB hoped this would address some of the speeding issues which were causing increasing danger to children.

RN also reported that he had had positive contact with Drew Smith’s Customer Service team; and that the airing courts would shortly become the first part of the development to be legally transferred to the estate management company.

  1. Other business

Under an earlier item, the Committee discussed ways of improving communication with Clarion Housing and their tenants.  RN reported that whilst there was a good relationship with Clarion in respect of security, GPRA was unsighted on other aspects of the association’s work at Graylingwell.  It appeared that Clarion tenants did not always read newsletters or leaflets from GPRA and others; and consequently, whilst Clarion’s rep held regular meetings at the Water Tower, it was understood that very few of their tenants attended.  The Committee was keen to assist and JE and KS agreed to discuss how this might be achieved.

  1. Confirmation of meeting dates

 

  • 9th December
  • 10th February
  • 7th April
  • 9th June
  • 11th August
  • 15th October (AGM)
  • 8th December

 

 

Minutes of the GPRA Annual General Meeting (7 October 2020 by Zoom)

Attendees:

Brian Baker (Treasurer), Alan Bradbury, Sue Cressey (Vice Chair), Clare de Bathe, John Eagles, Joe Etienne, Carol Findlay, Amanda Hartfield, Stephen Hill, Barbara Howden Richards, Sue James, Sandie Jenner, David Lines, Rob Norris (Chair), Keith Roberts, Paul Rolfe, Susan Shord (Secretary), Kathy Sykes; Malcolm Watts (Minutes Taker).

Attendance by location:

Lloyd Road:  1

Longley Road: 9

Homestead Road: 1

Penny Acre: 3

North Mead: 3

Other: 2

Welcome

Rob Norris welcomed all attendees to the meeting.  Given the especially unusual circumstances this year, the agenda would be largely confined to the requirements of the Constitution.

Annual Report (Chair)

It’s been another year of getting things done – a year needing persistence in trying to deal with equally persistent problems, some from outside such as planning issues and some provided here at Graylingwell itself.  The latter has included the usual problems of parking, street lighting, anti-social behaviour and the misuse of the bin stores but also the much more unusual problems of lockdown such as the furloughing of key Linden staff and the concomitant delays in both building work and essential maintenance.   It is important to emphasise that during lockdown we did not reduce our efforts to move things forward but there were inevitable hold-ups which, I need to say, could at times be equally frustrating for Grange Management and the Linden staff on site.  The maintenance of Havenstoke Park, the closure of the play parks and delays to the handover to Grange of various parts of the development are obvious examples.

Moving from substantive issues to how we organise our work, I can report that it’s been a constructive year especially given the formation of a number of sub-groups.  These have been developed to make sure that we get things done between meetings of the committee and that all members of the committee are actively involved in areas that are of particular interest to them.  The groups are: Legal & Agreements, Environment, Access and External Services, Security, and Communications (including the Saturday Café arrangements).  The groups have provided an enhanced ability to deal with issues and developments day-by-day with each group chaired by one of the officers to enable co-ordination between the groups.  

As in previous years we have given a lot of attention to achieving progress through constructive but challenging partnerships such as those with Grange Management, the Community Development Trust and Clarion Housing Group, with Linden Homes and to a lesser extent with Graylingwell Energy.  I say more about some of those in a moment and there is information on the website but one quite recent development has particularly important implications for the future.

Many residents will be aware that Bovis and the Linden Homes parent company Galliford Try came together in January this year to form a new company called Vistry Group.  Following that merger, Vistry decided that the Graylingwell development would become the responsibility of Drew Smith Homes rather than Linden Homes.  Drew Smith, a company within Vistry, has particular experience of partnership developments like ours (for example, working in partnership with organisations like Clarion, Grange Management, and CCDT).  Drew Smith also has a development footprint along the south coast.   Meetings with the Project Director have been very encouraging.  He has clear and positive plans for Graylingwell’s development and is committed to providing high quality development appropriate to our history, location and ethos.  In the near future we will be meeting the Drew Smith client care manager following the transfer of all customer services to Drew Smith from the end of last week (2 October). 

In relation to other key partnerships, we continue to have a very strong relationship with Grange Management, our estate management company.  Grange continues to deliver a highly efficient service always seeking to provide both good value and high quality for all of us.  A particular thanks to Trudie Hudson, Grange’s Head of Residential.  Thank you, Trudie, not only for all this but also for your enormous personal commitment to Graylingwell, for responding so positively and patiently to our requests for support, advice and information and, indeed, for the detail and clarity of the information and accounts which may well be the main contact that most residents have with you.

The Development Trust is a key partner in the provision of community-based services.  During the year the Trust provided a very useful report explaining in detail the value that Graylingwell residents get for the annual precept they pay to the Trust.  That report is available directly from CCDT and lists the many activities that CCDT provides.  The CCDT website shows just how much CCDT does in order to support and enrich the lives of residents.  However, special mention must be made of the much-needed support provided for residents particularly affected by Covid and the lockdown.  This has been done alongside the development of the Lodge on Keeper’s Green, the chapel and, in the near future, the former Sales Office and the maintenance of Havenstoke Park.   Thanks for all this to Clare de Bathe and her team.

Finally, in relation to partnerships, I am pleased to be able to report that following a number of changes to personnel at Clarion we are looking forward to building a stronger and more consistent working relationship and to solving some of the pressing problems with which we have been grappling during the year.  This has not in the past been an especially strong working relationship but we have been very encouraged in recent months by the progress made.

As always, the AGM sees changes including changes to the membership of the Association’s committee.  But before I make mention of two people in particular, I should like to thank all the members of the committee including our Minutes Secretary for their work, good nature (always required and often tested), and for their commitment and support during the year.  Thank you all.

Thank you also to the committee officers – Brian Baker who valiantly agreed to be Treasurer and to Susan Shord who makes an immense and invaluable contribution as Secretary.  The new website is just one of the great successes that we owe to Susan.  Thank you both.

And now to the two people I mentioned earlier.  Firstly, Tony French who died this summer.  Tony was a resident of Graylingwell for around six years and though not a member of the committee itself contributed so much to Graylingwell’s development.   His was the idea, for example, to have a regular get together for residents, an idea that developed into our very successful Saturday cafés.  Tony served as a councillor for over forty years and was awarded the freedom of the city, an honour for ‘persons of distinction and persons who have, in the opinion of the city council, rendered eminent services to the City’.

At this AGM we also owe a particular debt of thanks to our Vice Chair, Sue Cressey.  Sue is standing down from the committee at this AGM but, I’m very pleased to say, has said that she is still willing to help behind the scenes.  Sue has been a member of the committee for eight years, was Co-Chair with Susan for part of that time and has provided not only huge commitment to the well-being of residents but a huge contribution to the work and organisation of the committee itself.  Thank you, Sue.

So, a most unusual year with much achieved and much still to do but one from which I am sure we can look forward with the usual commitment and energy on your behalf.  Thank you.

Note: A summary of this information, in a paper copy of the GPRA Annual Report, is being distributed to all GPRA residents following the meeting.

Annual accounts

The Association’s accounts are audited by Clarion Housing Group.

The accounts up until the end of the July were available for inspection on the GPRA website.  These had been prepared by the Secretary (as the Treasurer had only been appointed in August) and she therefore undertook to deliver the report.

As reported on the website, GPRA had funds of £1,244.25 in the bank and £32.10 in cash.  Monies collected from the coffee mornings increased this sum to £79.60.  As mandates for the Treasurer to access the bank account had not yet been received, these monies had not yet been banked.  Overall, however, this left total assets of £1,323.85.

Current liabilities comprised £83.21 for the website and £181 for flyers. 

Net assets therefore stood at £1,059.64.

It was understood that Clarion was in the process of making a grant of £300 but it would not be possible to confirm that this had been received until formally notified or following access to the bank account.  (Note: notification was received following the meeting)

Election of officers (Chaired by John Eagles)

There had been one nomination for each of the four posts:

Rob Norris (Chair); Sandie Jenner (Vice Chair); Brian Baker (Treasurer); Susan Shord (Secretary)

All were duly elected unanimously.

Election of Committee Members

John Eagles; Barbara Howden Richards; Carol Findlay; Kathy Sykes; Alan Bradbury; Paul Rolfe; Joe Etienne; Stephen Hill; Keith Roberts

All were duly elected unanimously.

Saturday Café

The Secretary reminded the meeting that the Saturday Café was an opportunity for residents to meet members of the committee, ask questions or raise matters of concern.  In particular, at the next event, which would take place on 17 October, residents will be able to ask questions following this Zoom meeting. 

Minutes

The minutes of the AGM would be shortly available on the website.  As reported by the Secretary earlier in the meeting, the GPRA Annual Report would also be circulated door to door. 

The Chair reported that, in conjunction with Drew Smith, a briefing note was being prepared setting out the next steps in the development, phase by phase.  This will be available on the GPRA website 

Closing remarks

As there was no other business, the Chair thanked everyone for attending and the meeting closed at 7.30pm.  

Minutes of GPRA Committee Meeting 12 August 2020 (by Zoom)

1       Welcome and apologies

Attendees: Rob Norris (RN); Barbara Howden Richards (BHR); Colin Darlington (CD); Sue Cressey (SC); Alan Bradbury (AB); Kathy Sykes (KS); Sandie Jenner (CJ); Brian Baker (BB); Susan Shord (SS); Carol Findlay (CF)

Observer: RN welcomed Joe Etienne (JE) as the new Neighbourhood Watch Co-ordinator for Graylingwell Park and thanked him for taking on this role.

Minute taker: Malcolm Watts

Apologies: Paul Rolfe, John Eagles, Clare de Bathe (CCDT)

  1. Matters arising from the minutes of the previous meeting

Litter Pick:        SS reported that the recent litter pick had been very successful.  Twenty-five bags of rubbish had been collected.  Many thanks to everyone who took part and to those who helped clear the rubbish by the old Lodge into the skip.

Neighbourhood Watch: Introducing JE, SS said that although this was a different organisation it shared a number of concerns with GPRA.  JE said he has attended a recent seminar; Neighbourhood Watch was keen to rebrand itself to attract new residents; and a number of community events were being planned over the next eight months. 

  1. Financial Report

Accounts:         Copies of the accounts had been circulated prior to the meeting. 

Appointment of Treasurer:        SS stressed the essential need for a Treasurer.  This was a constitutional requirement, without which GPRA could neither make payments nor bank money.  The meeting was therefore extremely grateful to BB for volunteering to take on this role and he was duly appointed.

Clarion Grant:   The accounts showed the £300 grant received from Clarion Housing in the previous year.  SS understood that the current year’s grant had been received and said it would appear in next year’s accounts.  Taking this account, the total balance currently stood at around £1,500.  The grant was to encourage the involvement of Clarion residents in wider community events and had helped fund the website, publicity and, for example, the cost of hiring a bouncy castle for community events.

  1. Sub-Groups

Environment – although work had begun on removing trees from Havenstoke Park, there was general concern about the speed of progress, the lack of clarity as to who was responsible for what, and the mixed messages as to what was causing delay.  This was of particular concern in respect of the children’s play areas, where it seemed there was little or no resolve to reopen, even though there were no obvious issues and children were crawling under fences to play.  RN agreed that this was a matter of urgent concern and undertook to consult CCDT ahead of a possible meeting between GPRA, Linden Homes and CCDT (who are due to take over responsibility for the estate on 1 September this year) to find a solution.

Legal and Agreements

  • RN had established that Keepers Green remained the preferred route for the North Chichester Sewage Pipeline and that it might be laid using a boring technique. He had approached a contact in Southern Water for an update and was awaiting a reply.
  • RN had written to Linden Homes with respect to two apparent breaches of covenant and was awaiting a response.
  • RN had met Graylingwell Energy on 17 June to review the current situation and any developments since the last meeting last year. A summary of the meeting will be available on the website. RN agreed to raise CD’s concern that Graylingwell Energy’s annual accounts appeared to suggest that all their profits were now being transferred to their parent company as administration charges. The meeting also agreed, in a spirit of goodwill, to invite a representative of Graylingwell Energy to the AGM on 7 October.
  • Electric car charging points – RN had received considerable help and advice from WSCC and would like to revert back to the sub-group with a detailed report. In short, the Council was not in favour of charging points in front of houses as this would lead to trailing cables across pavements etc often for long periods of time.  An alternative approach, adopted by some London boroughs, was to adapt lampposts as charging points.  Grants might be available via the local authority.  RN was exploring the scope for residents of private estates to benefit from these arrangements, possibly via the local authorities.

Access and external services

  • SC reported a problem with parking in North Mead and the need to mark out individual spaces. This appeared to be an issue of communications within Linden Homes. 

Security

  • AB reminded the meeting that anti-social behaviour adversely affects all residents. Problems should be reported to GPRA and to the police.  Together with RN, KS and BHR, he had met with Clarion to explain GPRA’s concerns.  Clarion had expressed a strong commitment to taking action and had appointed a new person to manage their ASB policy.  To this end they have provided an electronic copy of an incident report log which GPRA will forward to anyone experiencing anti-social behaviour.  The log is also available on the Clarion website https://www.myclarionhousing.com/your-home/crime-and-antisocial-behaviour/

Communications and café

  • SS had produced a draft poster and accompanying flyer, promoting the GPRA, website which she was hoping to use in a maildrop to each household. RN thanked SS.
  1. Street Reps

Penny Acre:      Following a problem which had occurred when the bollards had been down over a recent weekend, CF suggested that GPRA should hold contact details for the emergency repair service.  AB suggested the details might be displayed on a sign adjacent to the bollards themselves.  Other issues raised by Penny Acre residents included the noise of Hill’s construction work, footpath lighting at Havenstoke Park, the need to tidy the entrance at Connolly Way and the need for road repairs at the Connolly Way entrance.  CF had been successful in persuading Hills’ workforce not to park on the grass but had been told that each machine, however noisy, was needed for the job.  RN reported that the other issues had been raised at the last quarterly meeting and were ongoing.

Homestead Road:         Nothing to report (BHR)

Lloyd Road:      Nothing to report (SC)

Longley Road:   Parking issues remained ongoing, though some other minor issues had been dealt with (SJ)

North Mead:    AB was concerned that the grass strip with which Linden Homes were replacing the broken pavement on the North East corner of the Chapel would become a quagmire in the winter.  This was unacceptable and should be replaced with paving before the development is handed over.  Likewise, he suggested that other outstanding issues – i.e. planting of shrubbery to North West of the Chapel, opening of the children’s playground and addressing TPOs on trees showing signs of ash dieback – should be completed before handover.

  1. Quarterly meeting

There were no updates from the last meeting.

RN and SS would identify issues from the minutes of this meeting of the GPRA to raise at the next Quarterly Meeting.

  1. Any other business
  • SS asked each of the sub-groups to write a shorty punchy piece suitable for inclusion in the next newsletter.
  • The Saturday Café would be taking place this weekend and four more times before the end of the year. Volunteers were needed to go on the rota.  The Fish and Chip Quiz would also be taking place next week.
  • AGM – RN asked each committee member to email him to confirm whether or not they would be willing to continue to stand.
  • CCDT – Clare de Bathe had reported that all venues had been made COVID-secure, they were now open and taking bookings.  A ‘Welcome to the Lodge’ event would be taking place on 11 September (https://chichestercdt.org.uk/event/lodge-opening/?instance_id=80724) and a Youth Programme was being launched with five weekly activities.  CCDT was continuing to arrange shopping for people who could not get out.  The Trust aimed to award the contract for renovating the Chapel this Friday (14 August).
  1. Date of Next Meeting

Annual General meeting:          7 October 2020

Committee meeting:                 9 December 2020

Notes in lieu of the GPRA Committee Meeting scheduled for Wednesday 10 June 2020

 Parking

CPM will be restoring patrols gradually during June. 

Linden remains responsible for parking at North Mead (Phase 4) until completed parts of the phase are handed over to Grange Management.  Grange is awaiting further developments with Linden to make a handover possible.

We were pleased that Linden made parking available for visitors in front of the former Sales Office.  However, that facility has hardly been used.  In comparison, visitor spaces elsewhere have been being used by some residents as additional parking spaces for their own cars.  CPM/Grange will pick this up when patrols are back in place.

North Chichester Sewage Pipeline

Work has started on this to both east and west of Graylingwell.  Unsuccessful attempts have been made to find out whether Southern Water was successful in getting agreement from Hill to locate the pipeline through Keepers Green as originally approved at the planning stage.

Treasurer’s Report

Inevitably, there has been little movement of funds during lockdown but some reimbursements are needed urgently.  To do this, we need to appoint a new Treasurer.  The task is far from onerous so please do come forward if you would be willing to take on this role.

Veolia

The possibility of having Veolia service the domestic ventilation systems remains on the agenda.  SC is following up.

Neighbourhood Watch

We should like to identify a new leader for this.  Please let SS know if you would be willing to take on this role.

Litter Pick

Should we plan to have a litter pick in the near future?  Views requested.

Reports from the Sub-Groups

 Security Sub-Group (RN)

The security sub-group has met via Zoom and has had frequent interchanges of emails since we last reported to the committee.  This has been mainly because of instances of anti-social behaviour and the need for visits from the police.  Very constructive contact has been made with CDC officers, the PCSO and Clarion who were all able to report that effective action had been taken

Legal and Agreements (RN)

 Further work is being undertaken concerning potential breaches of the restrictive covenants.  This, incidentally, also relates to the work of the Security Sub-Group, as anti-social behaviour constitutes a breach of the covenants.

Further investigation of possibilities concerning car charging is being undertaken including the possible choice of standardised equipment, whether installations can be unobtrusive thereby not breaching the restrictive covenants and how some issues of health and safety might be overcome e.g. when running cables across pavements etc.

Graylingwell Energy has been approached to seek to establish a more formal relationship between GE and the GPRA.

A meeting of the sub-group took place recently and a full update will be available shortly.

Environmental Group regarding Havenstoke Park (SC)

It was discovered that a notice relating to a planning application regarding tree work had been attached to one of the trees close to South Lodge.

The notice referred to substantial work to the trees at Havenstoke Park which included the felling of some trees and the lifting of the crown on others.

The Arbor-Call Arboricultural Report was sent to every member of the sub group.

We also asked for comments from Mike Pickering and Kelvin Barber, residents with a substantial knowledge of trees.

As the park will eventually be the responsibility of CCDT Clare de Bathe was contacted for her comments. After a meeting of the officers of CCDT, Clare replied that although it was a shame that we would lose trees from the park as they were diseased, there was no alternative.

All members of the sub group supported the CCDT decision and decided not to object to the planning application.

The GPRA representatives at the Quarterly Meeting and CCDT were asked to follow up on other items of tree work highlighted by Kelvin Barber. These were the Larch by South Lodge and the dying Ash on Blomfield Drive, for which a planning application for felling was granted in October, 2019. This tree work has not been undertaken by Linden Homes despite the trees being dangerous. Similarly, they have not replaced the dead tree on the west side of the park, bordering the wildlife area, which was felled in 2019.

The GPRA will follow up on the progress of the above 

Access and External Services sub group (SC)

 It was noted that Co-Wheels can now offer a choice of cars:  Toyota Argo and Yaris Hybrid Automatic. 

This might make the take-up more attractive to some residents and, therefore, encourage them to sign up.

Annotated Minutes for Consultation in lieu of the Meeting scheduled for Wednesday 8 April 2020

Minutes of GPRA Committee Meeting held on 5th February 2020

(Annotations included in italics)

1       Welcome and apologies

Attendees: Rob Norris; Sue Cressey; Alan Bradbury; Kathy Sykes; John Eagles; Sandie Jenner; Brian Baker; Jack Wingfield; Susan Shord

Minute taker: RN welcomed Malcolm Watts to the role

Item 2 only: Clare de Bathe and Lina Poskitt (CCDT)

Apologies: Barbara Howden Richards; Carol Findlay; Paul Rolfe; Colin Darlington

Note: Jack Wingfield has resigned from the committee for personal reasons.  Thank you, Jack, for your substantial contribution to the work of the committee and to the wider community here at Graylingwell.

  1. CCDT (CdB)
  • Residents’ Survey – the team had knocked on 110 doors and received 60 completed questionnaires. They were now inviting those who’d not been at home to a café style event in February/March to get their views. The survey was providing good info on demographics and people’s wants and needs.

Café suspended because of Covid-19

  • Sussex Clubs for Young People – their ‘Purple Bus’ team had visited and talked to local youngsters (many from the Swanfield estate) about their local issues. Results were being fed back to CCDT.
  • New Lodge – CCDT delighted with a really high-quality venue. Will open end of February with a formal opening celebration/BBQ later in the year.  Staying as ‘The New Lodge’ with the old marketing suite becoming ‘The Pavilion in the Park’.  The nursery will transfer once Ofsted has approved the new premises.
  • Parking at the New Lodge – 18 spaces. Dated permits will be issued by email to those using/renting the premises.  Otherwise parking by pay & display with opportunity to use ‘Just Park’ app.
  • Pavilion in the Park – Linden have hit target for transfer to CCDT. Premises to include community space and temporary changing facilities.  CCDT will develop permanent changing facilities once target of 600 homes is reached and according to need.
  • Chapel – architects delivered detailed plans this week. Scheme is on track for issuing tender in next few weeks with a view to awarding contract by end of March and beginning work around Easter.

CCDT has been co-ordinating the Graylingwell response to Covid-19 including circulating information to residents and bringing together a team of volunteers.

  1. Minutes of the previous meeting

Agreed

  1. Matters arising not otherwise on the agenda
  • Parking – use of visitor spaces as permanent parking still an issue. Photos being taken of offending vehicles in Penny Acre and with follow-up letters to owners. 

During the Covid-19 outbreak, the parking area outside the former sales office has been given over to visitor parking.  No visitor permits required.  This action will help care staff and others making necessary visits to residents.

CD has raised a number of questions concerning parking at Phase 4 including enforcement of the regulations prior to hand-over to Grange and CPM when Phase 4 is complete and the assumption by some residents that having a visitor permit is equivalent to having an additional, permanent parking space.  CD would also like the District Council to prevent parking along Kingsmead Avenue.

  • Sewage pipeline – Linden still in discussion with Southern Water.

Information from Southern Water at the Parklands consultation:  Southern Water informed us that they were negotiating with Hill to run the pipeline, possibly through boring, along the originally planned route under the Keepers Green internal road.

     The Parklands compound is in place and work due to start 6 April. Work is now complete from east to just west           of Goodwood airfield.

  • Security – local PCSO had advised KS that in the event of an immediate incident residents should not engage perpetrators but should phone 999. Incident will be logged even if police do not attend.  Only phone 111 after event.
  • Leaking gutters – fixed.
  • Pinewood House – sold to a developer. Further info not available.

The university has informed us that they have placed a restrictive covenant on the building to prevent its use as student accommodation.

  1. Treasurer’s Report (SC)

SC monitoring account in absence of a treasurer.  Funds of £1264.25 currently in bank, plus cash from coffee mornings.  Volunteers to fill the post would be very welcome.

Reminder seeking a volunteer to undertake this role.

  1. Matters arising from the Quarterly Meeting

The minutes of the meeting that took place on 23 January with Linden Homes, Grange Management, Clarion Housing, GPRA and CPM were considered.  The following issues were noted or discussed:

  • Signage (item 1.1) – SC reported a quick response from Linden. Several signs were being removed (including old Speed Kills posters) or repaired.
  • Bin Stores (item 2.1) – misuse continues

Unfortunately misuse continues and has been exacerbated by the dumping of large items of furniture.  Covid-19 also means removal not possible because of the closure of council facilities.

  • Play Areas (item 3.2) – work on trees will be carried out before fencing is removed
  • Lights (item 5.1) – SC noted that only Linden had the ability to fix the trip switch. SSE were looking into the problem and whether the lumens were sufficient for the various localities.  (AB mentioned that prescribed lux levels were available from the Chartered Institution of Building Services Engineers.)

This will be picked up at the replaced-format Quarterly Meeting later in April.

  • Restrictive Covenants (item 13.1) – RN reported a constructive response from Linden on their duty to enforce restrictive covenants. On car-charging points, he is investigating options for agreeing a specific, discreet design that individual householders could install at their own expense.  RN will report back to Committee before reverting to Linden.

JE has asked what provision will be made for the future.  Linden is currently, formally responsible for ensuring compliance with the restrictive covenants although sometimes asks Grange to take action.  At GPRA’s request and with GPRA’s support, Linden’s board took advice from its solicitor and agreed the following policy statement:

            “Linden’s position is to not provide consent for any amendments to the current construction        or appearance of the development. This protects purchasers and homeowners from         unexpected changes to the development they have invested in.  Once the development is             handed across to residents, after completion of the construction   phase, this position may be        revisited with the Residents Association.”

In the longer term, when Linden has left Graylingwell, responsibility will transfer to the Estate Management Board, as described in our transfer agreements. This body will include resident representatives.

  • Farmhouse refurbishment (item 14.1) – Brunnings and Price in discussion with Linden.
  • Phase 9 (item 14.2) – McCarthy and Stone pursuing development of care home.
  • Tunnels (item 15.1) – RN had undertaken research at West Sussex Record Office and through a local solicitor. Although both bodies had been extremely helpful, neither exercise had proved fruitful.  RN was currently awaiting response from Homes England.

Homes England unable to help because there are so many documents – making it impractical for Homes England to undertake scrutiny.

  1. Street representatives
  • Homestead Road – BHR had notified in advance that she had nothing to report
  • Lloyd Road – SC reported that a mobile home that was continuing cause parking problems had been reported to Clarion
  • Longley Road – nothing to report
  • North Mead – AB reported that planting had not taken place on East side of Chapel; that the issue of people continuing to use North Mead and Longley Road to try and reach Broyle Road might be addressed through better signage on Kingsmead Avenue; and that pedestrians were using the boundary line of Pinewood House as a shortcut.

Meeting with Linden postponed because of Linden introducing furlough for staff.

  • Penny Acre – nothing to report

Carol Findlay has taken over the role of Penny Acre representative and has circulated all Penny Acre residents.

  1. Sub-Groups

The Committee considered the paper circulated in advance of the meeting on the setting up of a series of sub-groups, each with roles and responsibilities organised around a cluster of related topics. 

The rationale for establishing these sub-groups was to promote and support development between committee meetings, to ensure the active participation of committee members and to streamline committee meetings via reports provided by each sub-group ahead of each meeting.  Sub-groups could include external members as appropriate.

The Committee considered A) whether the grouping of topics and lists of members were correct and B) what approach each sub-group might take to the issues on its agenda.  It agreed the following:

  • Legal and Agreements – A) Sub-group will add Leep Utilities (the current water supplier) and ‘green energy’ issues (e.g. solar panels and car-charging points) to its remit. B) It will consider questions of procedure and protocol (e.g. how GPRA can ensure it is properly consulted by Linden and made aware of policies; and how minor breaches of restrictive covenants should be addressed when they do not affect the overall environment) in addition to specific substantive issues (e.g. GPRA’s position on solar panels and changes to sheds etc). 

RN investigating Phase 4 covenant issues and car charging.  Discussion with sub-group as soon as possible given some delays because of Linden lockdown.

Contact with Graylingwell Energy needs to be formalised.  They have attended some meetings and given detailed information.  One member of the committee has asked, for example, for information about future developments and about the number of houses required for full viability.

  • Environment – A) SC reported that John Soley would be interested in joining the group and in encouraging residents to make proper use of the facilities. B) Priorities were likely to include maintenance etc of the bin stores and bike sheds and, in due course, the policy for allocating allotments.

The Environment Sub-Group was asked to consider a planning application to remove three sycamore trees at South Lodge.  The sub-group decided not to oppose the application because the trees did not affect Havenstoke Park. 

  • Security – A) KS to join the group. B) Approach should include looking for positive outcomes but without encroaching on CCDT’s role.

A very valuable meeting took place with the local police and relevant CDC officer.  Information circulated separately.

  • Access and external services – B) Sub-group to investigate viability of ‘Co-wheels’ regarding car size etc.
  • Communications and café – as drafted in the paper

Susan Shord is updating the website and underlying systems

Other issues

A number of specific issues were raised in discussion:

  • Veolia: SC reported that all Veolia engineers were trained to service the ventilation systems.  She was therefore making enquiries about the viability of negotiating an annual service contract.

Is there any further information?

  • Neighbourhood Watch: New leader needed
  • Litter pick: AB proposed that the Environment Sub-group organise this once weather is drier

Next Steps

The Sub-groups will arrange to meet on an ad hoc basis and report back to the next GPRA meeting.  RN and SC will be in touch to arrange dates.

Communications taking place via email because of Covid-19

  1. Any other business

Coffee Morning Rota: a number of gaps were filled.

Coffee mornings suspended.

  1. Date of Next Meeting

8 April 2020

Revised procedures in place.  Next meeting scheduled for 10 June 2020.

Minutes of GPRA Committee Meeting 5 February 2020

1       Welcome and apologies

Attendees: Rob Norris; Sue Cressey; Alan Bradbury; Kathy Sykes; John Eagles; Sandie Jenner; Brian Baker; Jack Wingfield; Susan Shord

Minute taker: RN welcomed Malcolm Watts to the role

Item 2 only: Clare de Bathe and Lina Poskitt (CCDT)

Apologies: Barbara Howden Richards; Carol Findlay; Paul Rolfe; Colin Darlington

  1. CCDT (CdB)
  • Residents’ Survey – the team had knocked on 110 doors and received 60 completed questionnaires. They were now inviting those who’d not been at home to a café style event in February/March to get their views. The survey was providing good info on demographics and people’s wants and needs.
  • Sussex Clubs for Young People – their ‘Purple Bus’ team had visited and talked to youngsters (many from the Swanfield estate) about their local issues. Results were being fed back to CCDT.
  • New Lodge – CCDT delighted with a really high-quality venue. Will open end of February with a formal opening celebration/BBQ later in the year.  Staying as ‘The New Lodge’ with the old marketing suite becoming ‘The Pavilion in the Park’.  The nursery will transfer once Ofsted has approved the new premises.
  • Parking at the New Lodge – 18 spaces. Dated permits will be issued by email to those using/renting the premises.  Otherwise parking by pay & display with opportunity to use “Just Park” app.
  • Pavilion in the Park – Linden have hit target for transfer to CCDT. Premises to include community space and temporary changing facilities.  CCDT will develop permanent changing facilities once target of 600 homes is reached and according to need.
  • Chapel – architects delivered detailed plans this week. Scheme is on track for issuing tender in next few weeks with a view to awarding contract by end of March and beginning work around Easter.
  1. Minutes of the previous meeting

Agreed

  1. Matters arising not otherwise on the agenda
  • Parking – use of visitor spaces as permanent parking still an issue. Photos being taken of offending vehicles in Penny Acre and with follow-up letters to owners. 
  • Sewage pipeline – Firm plans not yet available given changes at Southern Water.
  • Security – local PCSO had advised KS that in the event of an immediate incident residents should not engage perpetrators but should phone 999. Incident will be logged even if police do not attend.  Only phone 111 after event.
  • Leaking gutters – fixed.
  • Pinewood House – sold to a developer. Further info not available.
  1. Treasurer’s Report (SC)

SC monitoring account in absence of a treasurer.  Funds of £1264.25 currently in bank, plus cash from coffee mornings.  A volunteer to fill the post would be very welcome.

  1. Matters arising from the Quarterly Meeting

The minutes of the meeting that took place on 23 January with Linden Homes, Grange Management, Clarion Housing, GPRA and CPM were considered.  The following issues were noted or discussed:

  • Signage (item 1.1) – SC reported a quick response from CPM. Several signs were being removed (including old Speed Kills posters) or repaired. Most redundant signage will be removed by Grange.
  • Bin Stores (item 2.1) – misuse continues
  • Play Areas (item 3.2) – work on trees will be carried out before fencing is removed
  • Lights (item 5.1) – SC noted that only Linden had the ability to fix the trip switch. SSE were looking into the problem and whether the lumens were sufficient for the various localities.  (AB mentioned that prescribed lux levels were available from the Chartered Institution of Building Services Engineers.)
  • Restrictive Covenants (item 13.1) – RN reported a constructive response from Linden on their duty to enforce restrictive covenants. On car-charging points, he is investigating options for agreeing a specific, discreet design that individual householders could install at their own expense.  RN will report back to Committee before reverting to Linden.
  • Farmhouse refurbishment (item 14.1) – Brunnings and Price in discussion with Linden.
  • Phase 9 (item 14.2) – McCarthy and Stone pursuing development of care home.
  • Tunnels (item 15.1) – RN had undertaken research at West Sussex Record Office and through a local solicitor. Although both bodies had been extremely helpful, neither exercise had proved fruitful.  RN was currently awaiting response from Homes England.
  1. Street representatives
  • Homestead Road – BHR had notified in advance that she had nothing to report
  • Lloyd Road – SC reported that a mobile home that was continuing to cause parking problems had been reported to Clarion
  • Longley Road – nothing to report
  • North Mead – AB reported that planting had not taken place on East side of Chapel; that the issue of people continuing to use North Mead and Longley Road to try and reach Broyle Road might be addressed through better signage on Kingsmead Avenue; and that pedestrians were using the boundary line of Pinewood House as a shortcut.
  • Penny Acre – nothing to report

 

  1. Sub-Groups

The Committee considered the paper circulated in advance of the meeting on the setting up of a series of sub-groups, each with roles and responsibilities organised around a cluster of related topics. 

 

The rationale for establishing these sub-groups was to promote and support development between committee meetings, to ensure the active participation of committee members and to streamline committee meetings via reports provided by each sub-group ahead of each meeting.  Sub-groups could include external members as appropriate.

 

The Committee considered A) whether the grouping of topics and lists of members were correct and B) what approach each sub-group might take to the issues on its agenda.  It agreed the following:

 

  • Legal and Agreements – A) Sub-group will add Leep Utilities (the current water supplier) and ‘green energy’ issues (e.g. solar panels and car-charging points) to its remit. B) It will consider questions of procedure and protocol (e.g. how GPRA can ensure it is properly consulted by Linden about any requests from residents, and how requests for minor waivers of restrictive covenants should be addressed when they do not affect the overall environment or affect other residents) in addition to specific substantive issues (e.g. GPRA’s position on solar panels, car charging points and changes to sheds etc). 
  • Environment – A) SS reported that John Solly would be interested in joining the group and in encouraging residents to make proper use of the facilities. B) Priorities were likely to include maintenance etc of the bin stores and bike sheds and, in due course, the policy for allocating allotments.
  • Security – A) KS to join the group. B) Approach should include looking for positive outcomes but without encroaching on CCDT’s role.
  • Access and external services – B) Sub-group to investigate viability of ‘Co-wheels’ regarding car size etc.
  • Communications and café – as drafted in the paper

Other issues

A number of specific issues were raised in discussion:

 

  • Veolia: SC reported that all Veolia engineers were trained to service the ventilation systems.  She was therefore making enquiries about the viability of negotiating an annual service contract.
  • Neighbourhood Watch: New leader needed
  • Litter pick: AB proposed that the Environment Sub-group organise this once weather is drier

 

Next Steps

The Sub-groups will arrange to meet on an ad hoc basis and report back to the next GPRA meeting.  RN and SC will be in touch to arrange dates.

  1. Any other business

Coffee Morning Rota: a number of gaps were filled.

  1. Date of Next Meeting

8 April 2020

GPRA Committee Meeting – 11th December 2019

 Minutes 

1       Welcome and apologies

Attendees: Rob Norris; Sue Cressey; Barbara Howden Richards; Alan Bradbury; Kathy Sykes; Carol Naylor; Paul Rolfe; John Eagles; Sandie Jenner; Jack Wingfield; Susan Shord

Apologies: Colin Darlington; Brian Baker; Chris Waller

2       Minutes of the previous meeting

Read and agreed

3       Matters arising not otherwise on the agenda

NHS provision: Additional GP practice provision (outpost of medical centre) still being pursued

Parking: Re-issue of permits. Three numbered space permits issued to most residents, although, it would seem that some only received two.  Those affected should phone CPM to ensure that they receive their third permit.  Visitor permits now have a link to residents permits.  This should be publicised since, if old style is used, a PCN may be issued. SS to include piece in newsletter.

Sewage pipeline:  Originally was expected to be laid under Graylingwell Drive.  However, the road is currently being resurfaced so sewage pipeline may require re-dig or is going to pass along a different route.  No timescale yet provided. 

Communication with residents – to be clarified at next meeting.  SS to report

Policy guidance agreed and updated.

 

4       Treasurer’s Report (CW)

Current balance in bank:  £1486.25.  This includes a £300 grant from Clarion Housing Group for communications.  A letter to Clarion to thank them had been sent by RN.

 

5       ANPR proposal (RN)

As much discussion had already taken place by email, with arguments for and against the proposal clearly outlined, it seemed that there was little support for it, it was decided to take a vote on the matter to gauge the feelings of the members present.

The vote was overwhelmingly against pursuing the issue further with 10 of those present voting against, and 1 abstention.  Of those who were not present, one indicated that he was not in favour and another abstained.

Consequently, it was agreed by the committee that the matter should not be taken forward.

JW asked that it be recorded that CD had requested that the issue be discussed at the meeting, but it was agreed to take a vote to avoid using valuable committee time.

6       Neighbourhood Plan (RN)

It was suggested that Anna Whitty, (planning officer) be invited to present the neighbourhood plan to the committee. This includes areas such as tree planting, zoning, the integrated transport plan etc. although it does not include housing. During her visit to the Saturday café she was able to discuss this with some residents.  The crucial city local plan has to obey what is finally included in main plan.  AB and RN will liaise to invite her.

There may be a proposal to create a dual use cycle path and footpath along Oaklands Way from the underpass to College Lane.  This has not been confirmed.

7       Havenstoke Park (including trim trail and play areas) (RN)

Reason for closure:  There was a failure of a piece of equipment in Havenstoke Park, for which Linden is awaiting a part in order to repair it.  Some parts of the trim trail are also damaged. All equipment, in all play areas and the trim trail, has to be inspected afterwards before the spaces can be reopened and then at regular intervals (weekly). 

It was noted that this was very disappointing for the children of Graylingwell and surrounding areas and it would have been helpful if Linden had put up notices to explain the situation. CCDT will eventually be taking over all these areas as part of the handover of the park. SS will put this information on to the Hot Topics page of the website.

Speeding is also a cause for concern around the development, including near the play area by the chapel. 

AB suggested that there was a need for better signage or a temporary route for unloading materials. RN will raise this at the next Quarterly Meeting.

8       CCDT (JE)

  • General Report
  • Studios Steering Group
  • Chapel developments

There was not a great deal to report at present since the next board meeting was scheduled for the following day. 

CCDT was looking at showcasing possibilities for the studios and this is being fed into the strategic plan. 

Building works on the chapel will start in March 2020 and are due to finish in August 2021.  The organ is now in a church in France.  The pews will be offered for sale by auction with priority given to Graylingwell Park residents.

It was asked whether work on the Farmhouse was underway – tarmac is being laid and bricks have been delivered to the area.  RN will raise at Q Meeting.

SS and RN attended CCDT strategy meeting.  SWOT analysis with positive suggestions including identification of threats. It was useful to meet others in the group including, Dave Hyland, Communities Manager for CDC, with responsibility for S106 (now CIL – Community Infrastructure Levy).   He was involved in conceptualisation of CCDT and Graylingwell Park.  A meeting with RN and SS is to be arranged for January and it is hoped that he will attend a future committee meeting.

9       Security issues including anti-social behaviour (AB)

Antisocial behaviour caseworker, Pam Bushby, has been helpful.  BHR will pursue this relationship. The new PCSO will be at the Community Hall for their coffee morning on 19th December 11.00am- 1.00pm.  BHR and AB will endeavour to attend.

 10      Matters arising from the Quarterly Meeting not already covered – minutes already circulated (RN)

Repairs – leaking gutters.  Some works have been completed, others not. Jade Nulty – Linden Customer Service is the “go to” person for this.  However, Grange Management usually have the responsibility for repairs to refurbished properties but, in this case, they may be holding Linden responsible for poor workmanship.  RN will mention the problem to Larry Haynes

Condition of some bin stores continues to be a problem, in spite of input from Trudie at Grange management.

North Mead – repair of eastern boundary fence completed.

Turfing has been completed between North Mead and the Chapel although there is still work to be done.

Lighting on Connolly Way:

42 and 44 streetlights possibly have no power.  They went out when bus gates went in.  RN will speak to David G.

Periodically, all the lights fail, particularly when it is windy, and the trip switch is activated.  During the week GM will reset the switch but at weekends SC, RN and SS have a contact number for an emergency call out.

Bin and bike store lighting is considered inadequate, although the process of improving the locks is underway.

RN has reminded Yuved Bheenick re restrictive covenants.  AB raised concern about a possible breach and will give details to RN

Parking bays in North Mead have been used by some Phase 1 residents.  AB to report to CPM

Phase 9 (alongside Kingsmead Avenue) – no immediate plans to proceed with building whilst market is slow.

Responsibility for tunnels under the old hospital:  Unsure if they have been surveyed.  David Guy will contact GE – they use the tunnels for some pipework. Original plans may be at the university or records office.  RN will explore (plans not the tunnels).

Maggie Taylor of Clarion Housing will join the Quarterly Meeting group and hopefully provide some stability.

Any unresolved issues above will be raised at the next Quarterly Meeting on 23rd January.

11      Committee roles and responsibilities (RN)

In previous years small groups have worked on particular issues, producing a report which is then presented to the whole committee. Over the next few weeks, committee members will identify their areas of interest and sub-groups will be set up.

SS to circulate a list of areas and ask for individual responses.

RN and SC will suggest groupings.

Planning

Covenants

CCDT

Hill Development liaison

Saturday Café organisation

Clarion Grant

Veolia and GE liaison

Car sharing

Bus service

Bin stores and litter. At least one resident has already expressed an interest in being involved in a group to look at this and work in a positive way to ameliorate the problem. He is already in touch with TH (GM) and AB (CCDT) who are also keen to support us.

Community Garden

Trees

Parking

Link with Neighbourhood Watch

Website

12      Reports from street representatives (RN)

  • Homestead Road – nothing to report – apart from lock problem on one door which was not resolved as speedily as it might have been.
  • Lloyd Road – Nothing to report
  • Longley Road – Airing courts – shelter being damaged regularly. Youngsters causing noise and disturbance at night.  PCSO and caseworker might be the people to call on.  BHR will contact them.   If residents see such vandalism and disturbing behaviours they should note times and report incidents to the police.  Possibly the shelter might be repaired with more robust materials
  • North Mead – Concern with estimated Graylingwell Energy billing (ista). AB to refer to CW.  Pinewood Close – offshoot of North Mead. 
  • Welcome to Phase 4 event planned. AB organising.
  • Some traffic continues to enter via Kingsmead Avenue, without realising that there is no through route to Broyle Road. Might be solved by signage at the entrance. RN to raise at Q Mtg as well as suggesting an analysis of signage throughout the development.
  • Traffic speeding continues. Notices have been put in letterboxes. 
  • Penny Acre – Nothing to report.

13      Any other business

Christmas Saturday Café with the GPRA (21.12.19).  Charity Collection for Stonepillow. As many committee members as possible would be welcome and should let SC know if they can provide mince pies, cakes etc.  Mulled wine will be provided along with the usual tea/coffee etc

David Guy has offered to open the old sales office parking area for the Christmas period.  RN to check if a visitor pass will need to be displayed by vehicles parking there.

 Over the next few months the website will be updated and the @gpresidents email addresses will no longer be valid.  There is plenty of time, but it would be prudent if those who have these addresses save any important messages.

Future use/development of Pinewood House.  There may be a restrictive covenant in place, and it is likely that it will not be used for student accommodation. (John Kingdon – contact).  RN will make enquiries.

Electric shuttle buses – might these be the way forward for public transport

Litter pick should be organised soon. 

Land to the NE of North Mead bought by Redrow for development – will need to be picked up at some point.

Café rota – It would be helpful if each committee member covered at least one during the year.  SC to organise rota – at least for the beginning of 2020 – until another committee member takes on the role.  (February meeting)

Date of next meeting: 5 February 2020

 

Minutes of the AGM of the GPRA held on 11 October 2019

Committee Attendees:

Rob Norris (Chair); Sue Cressey (Vice Chair); Sue James (Secretary); Chris Waller; (Treasurer); Brian Baker; Alan Bradbury; Barbara Howden Richards; Jack Wingfield

 Attendance – not including the committee:

 Lloyd Road:                   1

Longley Road:             12

Homestead Road:         2

Penny Acre:                   5

North Mead:                  4

Total:                        24

 Clare de Bathe – Director, CCDT

Jeremy Hunt – Councillor, West Sussex County Council

Welcome

Rob Norris welcomed residents to the AGM, particularly people who had moved in since our last meeting. 

Changes to the GPRA Constitution

 Sue James reported that the Constitution had been revised to update it following a Committee workshop in February 2019.  Members were given a copy of the updated Constitution.  The changes were:

  • Updating the objectives of the GPRA
  • Inclusion of a Child Protection Policy
  • An increase in the number of committee members from 8 to 12 to reflect the growth in the size of the development
  • Reference to minutes of meetings being available via the GPRA website
  • Requirement for Officers of the Association to stand down after a period of 5 years in office
  • Requirement for Committee members usually to attend at least 50% of the meetings in any one year
  • Provision for a Special General Meeting of the Association to be called to amend the Constitution in addition to amendments being considered at the AGM where necessary
  • Provision for the Association to raise funds by both grant applications and fund raising schemes

After debate the changes were approved by 31 to 1.

The amended Constitution will be posted on the GPRA website.

 Annual Report (Chair):

In this year’s report, I’d like to say something about how the committee operates and organises its work as well as about the substantive issues we’ve been dealing with in another very busy year.

There’s certainly been no reduction in the number of issues we’ve had to deal with: parking, street lighting, the condition and future of Havenstoke Park and its trees, the fences at North Mead, the completion of ground works, dealing with anti-social behaviour or the fortunately not too common acts of theft or vandalism, ensuring the application of the restricted covenants that protect us all, as well as keeping a watchful eye on planning applications such as those for the Lower Graylingwell development, the Redrow development to the north of the farm house and the proposed North Chichester sewage pipeline.  We have also had a number of meetings with local councillors to make sure that they understand the needs and wishes of residents as well as the impact that council decisions can have despite ours being a private development.

These issues and others are dealt with on a daily basis by members of the committee, by frequent contact with Grange Management and Linden Homes and through our Quarterly Meeting with Linden, Grange, and Clarion. Maintaining these relationships and pushing for action when necessary is a key part of our role and one that, as for everyone, can at times be very frustrating.  However, I do need to say that that frustration is often shared by the staff we work with at Grange and here on site at Linden Homes.  Getting the lighting completed is one good example of this – it’s not through any lack of commitment by site management staff and members of the Customer Services team.  This is where our interaction with senior staff at Linden Homes South becomes very important not only through the Quarterly Meeting but also through direct contact.  I’m pleased to say that we do generally get there in the end – we’re a persistent lot – but we’re not always successful try as we may and we know we depend on your patience more often than we would like. So, if you find you can’t resolve any issues by direct contact with Linden, Grange or whoever, do let us know but please also recognise that sometimes it takes time even when we’re on the case and pushing hard.  One area for which we have had much more positive responses has been in relation to response times and action from Customer Services so, again, please let us have the good news as well if that’s your experience.

Getting the street lighting completed is just one example of unnecessary delay and, we hope, imminent results.  We understand that that will be completed in the very near future thanks to constant pressure. 

That, I hope, gives a flavour of the kinds of substantive issues we’ve been dealing with over the year.  We’ve also dedicated time to examine the role of the Residents’ Association itself – hence the revised constitution we’ve brought forward this evening for your approval.  How do we operate as a committee, what are the responsibilities of particular members for various areas of work and how do we communicate with everyone.  For example, in addition to the roles of Treasurer and Secretary individual members of the committee represent the roads and phases of the development or have responsibilities for liaising with CCDT and Clarion, for planning and covenants, for issues of anti-social behaviour including liaison with the police force, for liaison with council staff and local experts concerning the Havenstoke trees, or for liaising with the Hill development at Lower Graylingwell.

Given the amount of work that needs to be done, this aspect of shared working is one that we want to strengthen with the new committee over the coming year.  We’ve already taken some actions to do this by holding a special workshop to look at the constitution and how we operate and also by agreeing a number of policies on key issues.  This is particularly important when it comes to discussing frequently raised issues at committee and to communicating with external bodies like the district and county councils as well as with everyone here at Graylingwell.  The website, frequently updated, is our main source of communication with residents.  It includes minutes of the committee meetings and the Quarterly Meetings, immediate updates under the heading of ‘Hot Topics’ and a huge range of other information including who to contact within the Association but also externally for all kinds of issues and services.   We also do mail drops when needed and we hope that people will come to the Saturday café on the third week of the month or contact our street representatives directly.  We recognise, however, that there are other potential options concerning how we communicate so this will be one of the items on the committee’s agenda early in the coming year. 

As ever, then, it’s been a year of successes, of some failures and of the need for continuing pressure.  It’s been a year when there have been split opinions to manage and complaints still to be resolved but it’s also been a year when so many people have said how much they enjoy living here at Graylingwell and, as just a small example, how pleased they are with the landscaping that’s been completed recently. 

As a committee we will do everything we can to represent your interests and that’s something we couldn’t do without the invaluable work and support of so many people.  In particular I’d like to thank Sue James who has done a tremendous job as Secretary and who is standing down at this AGM to concentrate on her work with CCDT.  Thank you, Sue.  I’d also like to thank the other members of the committee for their time and work and in particular Sue Cressey as Vice Chair and Chris Waller as Treasurer.  One only needs to look at the number of emails members get everyday to know how much they do on our behalf.  Thank you all.  Behind the scenes, Susan Shord and Paul Thompson have continued to do their hugely valuable work in keeping the website up-to-date and sending out newsletters and e-flyers to maintain communications. Thank you both. 

A number of key partners also support us all, not least Trudie Hudson from Grange and Clare and her team at CCDT.  We are very grateful to them and look forward to what we hope will be a very constructive new year working together.

Annual Accounts (Treasurer):

The balance sheet and income and expenditure statement were presented.  There is over £1000 in the bank at present, and a surplus of £129 in the income and expenditure account.   Approval was given on the draft accounts which will be posted on the website.

Election of officers:  (this part of the meeting was conducted by Sue James)

 Rob Norris – chair

Sue Cressey – vice chair

Susan Shord – secretary

Chris Waller – treasurer

All were duly elected by a large majority.

Election of Committee:

There were 10 candidates, these were as follows:

Brian Baker

Alan Bradbury

Colin Darlington

John Eagles

Carol Findlay

Sandie Jenner

Barbara Howden Richards

Paul Rolfe

Kathy Sykes

Jack Wingfield

All were duly elected by a large majority.

 Presentation by CCDT Director

 Clare de Bathe gave a detailed presentation about what Graylingwell Park residents get for their annual contribution to the CCDT.  In addition to the benefit of having an organisation that is dedicated to the development of a great community in the north west of Chichester, and to owning and running assets such as Havenstoke Park, the Chapel, the Lodge, the Water Tower and, eventually, The Pavilion in Havenstoke Park and The Studios, residents of Graylingwell, who pay an annual subscription to the CCDT, exclusively receive

  • free hire of all the community assets for community activities such as the Quiz night and internet cafe
  • half-price hire of all the community assets for private functions
  • membership of the Community garden
  • priority places at the Graylingwell nursery and youth club
  • support for GPRA (free meetings rooms, printing etc)

In addition to the provision of reduced or free of charge activities, Graylingwell residents are also supported on community development issues such as the redevelopment of the Chapel and the Studios.  Although these facilities will be open to a wider community than just the residents of Graylingwell Park, their location within the park means that they will be of particular significance for Graylingwell residents.

Additional item:  Questions for the County Councillor

 Jeremy Hunt invited questions from the floor.  He was asked about plans for access to Graylingwell from the north east of the development.  He confirmed that whilst the planned new development to the north east of Graylingwell Park will share the use of Graylingwell Drive for access, there are no plans for any other vehicular access to the north east of the development. 

Residents expressed their continued concern about significant reduction of bus services, particularly in light of the Council’s stated objectives to reduce reliance on private cars.  Mr Hunt explained that the subsidy on bus services which Linden Homes had paid as part of their S106 requirements was designed to support the service until it had developed sufficient support to be self-financing.  Unfortunately the subsidy had run out, but bus utilisation had remained very low, and the County Council could not afford to fund the subsidy itself, so the bus company had been forced to reduce the service.  Residents asked for his support to persuade the bus company to reroute eastern buses – particularly the route 55 – to run through the eastern part of Graylingwell Park. 

 

Minutes of GPRA Committee Meeting on 28th August 2019

Minutes

1          Attendees:                 

Rob Norris(RN) (Chair) Sue Cressey(SC) (Vice Chair); Sue James(SJa) (Secretary): Chris Waller(CW) (Treasurer); Brian Baker(BB); Alan Bradbury(ABr); John Eagles (JE); Barbara Howden Richards(BHR); Sandie Jenner (SJ);  Paul Rolfe(PR); Grace Taylor (GT); Jack Wingfield (JW)

Claire Robinson, Partnerships Co-ordinator at CCDT, attended the meeting to update on CCDT activities 

2          Apologies and Resignations:

It was noted that Anna Bloomfield and Sophie Eagleton had resigned from the committee.  There were no apologies for absence.                   

3          Minutes of the last meeting 

The minutes of the meeting held on 29 May 2019 were approved.  

4          Matters arising not covered elsewhere on the agenda

  1.  Issues relating to Hill development

JE reported that he was working well on a day to day basis with the Hill site manager.  The Keepers Green development is still on track for completion by the end of September 2020, although sales volumes had so far been disappointing.

  • Provision of Primary Care Services

SJa reported that she had met the managing Director for the Coastal and West Sussex CCG who had told her that practice development in Chichester Primary Care services was the CCG’s highest priority in view of the great pressure on premises in the city due to the very high population growth.  However, they had very little capital to fund developments. SJa had suggested that CCDT might be able to provide capital for premises on Graylingwell Park in return for a rental income.  This was being discussed within the CCG.  SJa had offered to meet with local GPs to see if they would be interested in developing a practice base in Graylingwell Park and was awaiting a reply.  She would keep the Committee informed of developments

  • Outstanding Car parking issues

The car parking briefing paper prepared by RN had been circulated to Committee members who had approved it.  It had been added to the GPRA website, and it was agreed a hard copy would be circulated with the invitation to the AGM which will be delivered to all households on the development. SJa to action.

CPM and Grange Management had been asked to refresh permits and to differentiate permit holders from the east and west sides of the development so that misuse of visitor parking could more easily be monitored. CPM had been asked for a project plan for this refresh.  This will be circulated to the Committee when it is available. Progress will be chased at the Quarterly Meeting if nothing is forthcoming before this.

  • Revised Constitution

SJa reported that the revisions requested at the last meeting had been actioned and agreed by members of the Committee via email.  The final document had been circulated (see discussion below). Approval of the revised Constitution would be the first item for discussion at the AGM in October.

  •  Sewage pipeline

RN reported that all appears to have gone quiet on the proposals to route a new sewage pipeline through Lower Graylingwell.  It was noted that the current trench digging along Graylingwell Drive was to facilitate the new gas main installation.

5.         Treasurer’s report (CW)

CW reported that there was £1124.60 in the bank, and he had begun the process to draw down the £300 grant offered by Clarion.

6.         Communications with Residents

This was an item that had been identified as necessary for full discussion at our workshop in February.  It was agreed that it was essential to ensure that the Committee was aware of residents’ views on issues in order properly to represent them.  A paper would be prepared and circulated for email comment prior to the AGM so that a range of proposed ways of communicating could be discussed at the AGM and a way forward agreed.  SJa to draft an initial paper.

7.         Arrangements for AGM

The AGM had been arranged for 11 October 2019 at 19.00. It would be held either in the Lodge as in previous years, or in the New Pavilion on Keepers Green.  The following arrangements were agreed:

  • An invitation would be circulated in hard copy to every household by Friday 13 September.  Street representatives would be responsible for distributing invitations.  SJa to draft the invitation, and CCDT to print.
  • Residents would also be invited to stand for nomination to the GPRA Committee, and this invitation would be included in the general information about the AGM.
  • The deadline for submission of nominations would be 30 September.
  • If more nominations were received than places available on the Committee a secret ballot would be held at the AGM. RN and SJa to organise.
  • The revised Constitution would be circulated at the meeting and its adoption would form the first agenda item.  A number of minor drafting points were noted and agreed. SJa to finalise the document and circulate.
  • The Chairman’s report would include an item on communication with residents and attendees’ views would be sought. The paper referred to in item 6 above would be the basis of this discussion.
  • Trudie Hudson would be invited to attend to explain who owns what on Graylingwell Park, and how residents’ interests are protected via the creation of sinking funds to cover major expenditure such as road renewal. RN to invite her.
  • Clare de Bathe would be asked to prepare a paper explaining how the money provided by residents towards the costs of the CCDT is used, and what benefits residents get for this expenditure. SJa to request this.
  • Veolia would be invited to present their plan for a home support service to the meeting in the hope that they would be more successful in attracting support for their plans.  SJa to invite them.

8.         Policy Guidance

RN referred to two discussion papers he had prepared which had been circulated to Committee members in advance of the meeting. They related to Policy Guidance and the Committee’s stance on the future of Havenstoke Park.

  1. Policy Guidance

The paper was adopted with the exception of the section on priorities for and between phases of the development which it was agreed should be excluded.  RN to redraft

  • Havenstoke Park

A number of amendments were agreed.  RN to redraft.

Both documents would be circulated to the Committee by email for discussion.  Once agreed, they would be included on the GPRA’s website.

9.         Communications with external bodies

RN asked members to take care when communicating with external bodies to differentiate between the agreed views of the Committee and personal views of members.  It was agreed that all formal letters and emails should be shared with all committee members for information and comment.

10.       CCDT update

RN welcomed Claire Robinson, who was representing CCDT in the absence of Clare de Bathe who was on holiday.  Claire updated the committee on a number of items including:

  • Chapel redevelopment

A Project Manager has been appointed for the project and a start on site date is awaited.  Work is underway to raise awareness of the history of Graylingwell Park in general and the Chapel in particular, with a talk on the history of Graylingwell Hospital on 19 September and an Open Day for the Chapel on 21 September. This latter event is part of a nationwide programme of events to celebrate the work of the Heritage Lottery Fund.  It was noted that the GPRA will have a Saturday Café that day so will be able to support the event by offering refreshments if required.  

  • Havenstoke Park

CCDT is seeking feedback from young people (aged between 4 and 16) about what sporting activities they would like to see offered in Havenstoke Park.  They are working in partnership with Westgate Leisure to conduct this work and a similar survey for adults will be held in due course.  

  • Keeper’s Green

CCDT is working with Sussex Cricket to develop street cricket (for young people) and walking cricket (for older people)

  • The new Lodge

The new Lodge being built as part of the Hill s106 requirements is nearing completion and is expected to be handed over in September. When it is open, all the events scheduled to take place in The Lodge by the Chapel will be relocated to the new Lodge, and the old Lodge will become the site office for the Chapel refurbishment.

  • Community Garden

The Community Garden on Keeper’s Green will be opened shortly.  The Committee which set up the interim garden on Graylingwell Park is leading this work and all residents will be welcome to help and to enjoy the produce grown in the garden. A further, more extensive community garden and orchard is also scheduled for provision on the Linden site in 2020.

  • Men’s Shed

A proposal to set up a Chichester branch of the Men’s Sheds movement at Graylingwell is currently being worked up. The nearest facility is in Southbourne so it is expected that a Chichester-based shed would be very popular.

  • Sporting Memories

A national movement designed to help older people socialise via the medium of sharing sporting memories is looking to set up a club in The Lodge

  • Antisocial behaviour

CCDT is talking to Sussex Clubs for Young People about ways in which young people’s social needs can be met to reduce boredom and anti-social behaviour.  A proposal will be brought to GPRA once details have been developed.

  • Brewhouse Oktoberfest

The community brewing project in Graylingwell Park is proving very popular and a beer tasting session will be held on 21 September in The Lodge.  Concern was raised that, as the brewing is done in a resident’s house, the resident might be contravening the terms of his title which forbid operating a business in a residence.

Post-meeting note:  BHS checked the circumstances with Clare de Bathe who has confirmed that the project is not a private business but a CCDT community project which has 33 active residents involved, so there is no danger of a breach of covenant.

GT asked why, as all these excellent events are open to a much wider population than just Graylingwell Park, it should be only Graylingwell residents who have to pay towards the costs of CCDT.  Claire reassured her that Rousillon residents also pay.  Clare de Bathe is currently preparing a paper setting out what residents get for their contribution to CCDT and it was agreed that it would be useful for this to be circulated at the AGM.  JE reminded the meeting that the CCDT would be having their own AGM a month before the GPRA, so residents’ questions about the value of their contribution should be directed to the CCDT AGM.

11.       Security Issues

Members considered a paper containing a number of proposals for improving security on Graylingwell Park which was prepared following a meeting between BHR, ABr and RN.  RN commented that it was important to strike the right balance between responding to concerns about issues such as anti-social behaviour and criminal activity and giving the wrong impression to the rest of Chichester that Graylingwell Park has a significant problem with crime and anti-social behaviour.

JW referred to a frightening incident when a rock had been thrown over the fence into his garden, causing £300 worth of damage. 

It was agreed that it was important for all residents to be encouraged to report any incident of criminality or anti-social behaviour to the police.  BHR and ABa to draft a paper setting out how to report issuesfor inclusion on the GPRA website once it has been approved.

10.       Quarterly Meeting

The notes of the Quarterly meeting held on 30 May 2019 were considered, and the following items were identified for raising at the next meeting, scheduled for 16 October:

  1. The provision of dog bins and waste bins on the Airing Courts
  2. Progress of lighting issues on Penny Acre
  3. Tree planting on Havenstoke Park.  It was agreed to share Kelvin Barber’s very helpful advice about the possible species of trees to be used to replace those diseased and dangerous trees which have recently been felled.  The TPO officer in CDC will usually want to replace like for like but may be prepared to consider new varieties where previous trees have succumbed to disease. Given the predominance of limes and maples/sycamores around Graylingwell it would seem sensible to take every opportunity to plant something different.  Kelvin has suggested that we should try to get permission to plant elms, a Handkerchief Tree (Davidia Involucrata) as well as a Tuliptree (Liriodendron tulipifera) to replace the dying ash tree at the North Lodge entrance to the Park.

10.       Street representatives

  1. Lloyd Road – SChad nothing to report.
  2. Longley Road –Positive feedback relating to the landscaping work that is currently underway. SJ reported that she had been asked if there was a community notice board on which items for sale could be offered, but the idea of providing such a facility was not supported by the Committee.
  3. Penny Acre – RN reported that residents were pleased with the landscaping work around the Airing Courts and between the Airing Courts and Homestead Road.
  4. North Mead – ABr reiterated the need for signage to show that Lloyd Road is a no through road, and suggested that the University be approached to check out their support for discouraging anti-social behaviour amongst the new intake of students.  RN agreed to contact them.
  5. Homestead Road – Nothing to report.

11.  Date of Next Meeting

            The next meeting – which will be the AGM –  will be held on 11 October 2019 in The Lodge, or the new Lodge if it is operative by then.  

Minutes of GPRA Committee Meeting on 29 May 2019

Minutes

1          Attendees:                 

Rob Norris(RN) (Chair) Sue Cressey(SC) (Vice Chair); Sue James(SJa) (Secretary): Chris Waller(CW) (Treasurer); Brian Baker(BB); Alan Bradbury(ABr); Barbara Howden Richards(BHR); Sandie Jenner (SJ);

2          Apologies:                 

Anna Bloomfield(AB); John Eagles(JE); Sophie Eagleton;Paul Rolfe; Grace Taylor; Jack Wingfield

Clare de Bathe

3          Minutes of the last meeting 

The minutes of the meeting held on 27 March 2019 were approved.  

4          Matters arising not covered elsewhere on the agenda

  1.  Issues relating to Hill development

JE was not present, and so was unable to update on this issue.

  • Provision of Primary Care Services

SJa reported that she had received a reply from the local CCG’s Accountable Officer who had offered a meeting with senior members of the CCG and the practice. She would progress this and report back.

  • Ownership of parking spaces on Blomfield Drive

RN reported that the parking spaces will become part of the Havenstoke Park asset owned by CCDT on handover from Linden Homes.  It was felt that the costs of installing parking ticket machines would be too high to get an effective return from the very small number of spaces.

  •  Register of Interests

It was agreed that this should be deferred until after the AGM.

  •  Fence between Graylingwell Park and Winterbourne Road

RN reported that the situation had worsened since the last meeting, with further damage to the fence, and bad publicity in the local paper. He, SC and SJa had met with the area’s County Councillor, Jeremy Hunt who had confirmed that the pathway had always been intended to be a cycle path, but the action had not been completed in 2014/15 as the ownership of the land on the Winterbourne Road side of the fence had to be confirmed.  This had now happened, but the original funding provision had expired. New arrangements were being made to fund the installation of the cycle path.  He had been surprised to learn that the actual boundary had not been designated as a Public Right of Way, but confirmed that this would be done as part of the installation process.

RN reported that Linden Homes had confirmed their intention to maintain the fence until a Public Right of Way was granted.  ABr suggested that Linden should install signage confirming that no right of way currently exists.

Concern was expressed about the vandalism and drug dealing that was occurring in North Mead and more widely around Graylingwell Park.  BHR agreed to contact the local police to seek their support in preventing this.

  • Veolia Contract

SJa reported that Lucy Pearson, the Veolia contracts manager, had agreed to consider the idea of providing a Home Support service again.  It was agreed that she should be invited to the next AGM to present the idea and give residents the opportunity to express an interest at the meeting.  SJa to invite her.

  • Graylingwell Energy Issues

Nothing further to report

  • Outstanding Car parking issues

RN has produced a leaflet to remind residents of their parking rights and responsibilities.  This will be circulated for members of the Committee to offer  their comments.

The following parking issues would be raised at the Quarterly Meeting schedule for 30 May:

  • Visibility of parking wardens
  • Permit re-issuing plan (including linking visitor permits to allocated parking spaces and including different coloured permits for the two halves of the site)
  • Misuse of visitor parking
  • Relining parking bays and replacing damaged signage
  1. No 50 bus timetable

BHR reported that she had been in touch with a large number of organisations involved in the funding and provision of bus services.  WSCC had told her that it cost £123,000 per annum to operate the no 50 bus service.  This had been funded via a £1million subsidy paid by Linden Homes 8 years ago which was now fully spent.  This prompted the Council, who had to save £300,000 from their bus subsidies, to include the no 50 in their reduction plans.  Given the poor take-up of the services, it was unlikely that WCSS would be persuaded to review their decision. Stagecoach could not afford to run a non-subsidised service that was not paying its way.  BHR commented that it was possible that Hill might be planning to make a contribution to the bus services and it was agreed that JE should ask them.  JE to raise subsidising the bus service with Hill.

BHR was thanked for her work on this issue.

5.         Treasurer’s report (CW)

CW reported that there was £1046.55 in the bank.  

6.         Revisions to Residents’ Association Constitution

RN reported that the drafting committee had met and prepared a draft constitution which was circulated to members of the committee for discussion.  Concern was raised that the new requirement for Committee members to step down after 6 years might make it difficult to maintain a full membership of the Committee. It was agreed that this should be deleted, and replaced with an attendance requirement.  SJa agreed to draft an annual attendance requirement for circulation to Committee members.

With the exception of this issue, the Constitution was accepted for formal endorsement at the AGM.

7.  Arrangements for AGM

Concern was expressed that the AGM was scheduled for the height of the holiday season, which might have an adverse effect on attendance.  It was agreed to rearrange for 13 September 2019, and to use the original date of the AGM – 31 July 2019 – as a routine Committee meeting. Plans for the AGM would be discussed at that meeting.

8.   Schedule of items for future details discussion

It was agreed that the following items would be scheduled for discussion at future meetings:

  • Communication with residents – for discussion at July meeting, prior to further discussion at AGM
  • Anti-social behaviour management – invite Catherine Johnstone from Clarion Homes to attend July meeting 

Post meeting note – Catherine Johnstone is leaving her current role as Housing Manager, so this issue will need further consideration.

  • Who owns what at Graylingwell park – Trudie Hudson to present at AGM 
  • Relationship with Keepers Green residents – for discussion later in the year, once first properties are occupied.

9.  New Items

  1.  Chapel launch event

SJa referred to the great news that CCDT had received a grant of £1.3 million towards the restoration of the Chapel. They were planning to celebrate with an event on 4thJuly at which they were offering a tour of the plans for the chapel and a community event from 5 pm with a BBQ, a bar and a bouncy castle.  This would combine with a welcome event for new residents which had been planned for 2018, but was cancelled as it clashed with a major football match.  CCDT was looking for help running the event, particularly in relation to cooking and running the BBQ.  ABr, BB, BHR, SJ, CW and SJa volunteered to help.  SJa to inform Clare de Bathe.

  • Sewage pipeline

RN reported that the approved plan for the new sewage pipeline has the pipeline crossing Lower Graylingwell along the projected new road east-west through Keeper’s Green and to the south of Graylingwell Drive.  At a recent consultation event, Southern Water had reported that Hill had refused permission for this pipeline to cross their site.  Instead, Southern Water was planning to seek approval to site the pipeline along Graylingwell Drive.  Penny Acre residents were concerned about the disruption that this would cause, and the possible impact on the lime trees to the south of Graylingwell Drive.  RN had written to Phil Chapman, MD of Linden Homes, asking him to oppose this plan, and to the Director of Planning at the District Council expressing residents’ opposition to the proposed route changes. He had not received replies from either letter to date.  Rob’s action was supported by the Committee.  It was agreed that the matter would be raised at the Quarterly meeting with Linden Homes which would take place on 30th  May.

  •  Distribution of management costs

RN reported that, given the levels of vandalism currently occurring along the footpath dividing Lloyd Road and North Mead, he felt it would be appropriate to look at a different apportionment of repair costs as they currently all fell on Phase 1 residents.  After discussion in which it was noted that the costs were very minor and had little impact on individual residents’ management fees, it was agreed to invite Trudie Hudson to explain to the AGM how the costs of the site were divided up across the phases, and how the sinking fund for the whole site was developing.

10.       Street representatives

  1. Lloyd Road – SCreported that the new play area in Havenstoke Park had had a very beneficial impact on the problem of children playing in the street.
  2. Longley Road – on behalf of the residents of Randall House, SJ expressed her appreciation of the rapid resolution of the outstanding snagging issues.  BB identified a number of cracked paving stones along footpaths around Longley Road and was advised to refer the issue to Grange management for them to resolve.  SJa expressed concern that there was still no progress on all the promised improvements to the gardens around Longley Road and in the Airing Courts.   This would be raised at the next Quarterly meeting.
  3. Penny Acre – RN reported that residents had raised concerns about the difference in design between the street lights in Penny Acre (which were a Victorian design) and the more modern design in the Airing Courts.
  4. North Mead – ABr expressed concern that the barriers to stop residents driving down the footpath between Lloyd road and North Mead had still not been erected.  This would be raised at the next Quarterly meeting.
  5. Homestead Road – Nothing to report.

11.       Any other business

            SJa reported that a number of complaints had been received about the anti-social behaviour of children in the play area.  It was agreed that the advice of the Police Community Support Officers be sought on how best to tackle this.

12.       Date of next meeting

            The next meeting will be held on 31 July 2019 in The Lodge.

Minutes of GPRA Committee Meeting on 27 March 2019

Minutes

1          Attendees:                 

Rob Norris(RN) (Chair) Sue Cressey(SC) (Vice Chair); Sue James(SJa) (Secretary): Chris Waller(CW) (Treasurer); Anna Bloomfield(AB); Alan Bradbury(ABr); John Eagles(JE); Barbara Howden Richards(BHR) ;  

2          Apologies:                 

Brian Baker; Sophie Eagleton; Sandie Jenner ; Paul Rolfe; Grace Taylor; Jack Wingfield

Clare de Bathe

3          Minutes of the last meeting 

The minutes of the meeting held on 30 January 2019 were approved.  

4          Matters arising not covered elsewhere on the agenda

            From 28 November 2018 meeting:

  1.  Consultation on the provision of football pitches

RN suggested that it would be better to wait until we know more about the pitches before seeking residents’ views on them.  This was agreed.

  • Installation of a footpath on the South Side of Connolly Way

RN reported that, after advice,  he had decided not to raise the provision of a footpath with the University as he felt it would be too expensive for them to undertake.  It was noted that the Hill development planning requirements included a footpath from Graylingwell Drive to Connolly Way and JE agreed to raise extending this footpath with the Site Managerwhen he next meets with him.

From 30 January 2019 meeting 

  • Provision of Primary Care Services

The letter that SJa had sent to the Lavant Road Surgery was noted.  No reply had been received.  SJa to write to the CCG suggesting that she and JE (who declared an interest as he is the Lay Member of the CCG) should meet with the Accountable Officer or his nominated representative to discuss our concerns.  

  •  Issues relating to Hill development

JE reported that he had written to Hill setting out a number of issues which residents had raised with him concerning noise and the speed that some contractors are driving. He had not received a reply. JE to write again.

4.         Treasurer’s report (CW)

CW reported that there was £1031.05 in the bank.  Although it had been agreed at the last meeting that GPRA would use some of the money raised by quiz evenings to augment their funds, this decision was questioned, as the GPRA is not a charity, and by diverting funds in this way charities who needed the money more would be deprived of income.  It was agreed to revoke this decision.

CW reported that he had received a request from Clarion for them to formally recognise the Residents Association in return for a grant of £300.  As the conditions attached relate to good governance which is already in place, it was unanimously agreed that this would be accepted. CW to return forms to Clarion.

As an alternative way of raising income, SJa asked whether it would be possible to start charging visitors without a permit for using the parking spaces along Blomfield Drive.  RN to explore ownership of these spaces and the feasibility of charging for them.

5          Committee workshop

The notes of the workshop were agreed and SJ was thanked in her absence for her hard work in making the workshop a success. 

The following areas were discussed:

  1. Incorporation of Keeper’s Green development into GPRA

RN reported that CdB had counselled caution about initially incorporating Keeper’s Green into the GPRA as new residents are likely to want to deal with their own developer.  However she referred to the possiblity of bringing the two developments together over time.

  • Discussion items

The suggestion made at the workshop that the Committee agenda should include an item each time for a more detailed discussion was accepted.  SJa to circulate an initial schedule of discussion items for committee members to add to.  

  •  Constitution redrafting

A drafting committee comprising RN, JE, SJ and SJa should be convened to redraft the current constitution in light of the discussions at the workshop. Members of the Committee were asked to let SJa have any comments on the constitution for consideration by the committee.  The redrafted constitution will be brought to the May meeting for approval by the Committee and then to the AGM in July for formal adoption.

It was agreed that the use of co-opted members of the committee should be reserved for ensuring that the Committee had access to specialist skills or experience not provided by full members of the committee.

  • Members’ interest and expertise

SJa to circulate a request to members for informationto enable her to compile a register of members’ interests and expertise.

6          New items

  1.  Fence between Graylingwell Park and Winterbourne Road

AB reported that, since the unofficial access path between Graylingwell Park and Winterbourne Road had been blocked off by Lindens, there had been many acts of vandalism amounting to criminal damage to the fences.  He had sought advice from the West Sussex County Council who had confirmed that the access was not recognised as a public right of way, although there was a right of way on either side of the fence.  Residents on North Mead and Lloyd Road were concerned about the ongoing vandalism and the costs of repairing the damage.

SJa reminded the Committee that the access, though informal, had been in use for many years, and enabled residents of the Summersdale Estate to enter Graylingwell Park to access community resources here.  Closing off the access meant a detour of one and a half miles.

It was noted that the vandalism to the fence itself occurred each time a fence was erected, but not when the access area was open.  So one way of stopping this vandalism might be to take the fence down.

JE commented that Linden had a duty to manage the perimeter of their development.

SC commented that there had been previous acts of vandalism in relation to the lighting along the footpath leading to the fence, although there was no way to identify the perpetrators of this damage.

RN summed up a long discussion by commenting that 

  • As Committee members were divided in their support for or opposition to the fence, it was not possible to determine its policy on the fence
  • In any case, the Committee did not have information from Linden concerning their reasons for installing the fence.

It was agreed that RN should check with Linden why the fence had been erected and who was responsible for repairing the damage.

  •  Anti-social behaviour

SJa reported that there had been two incidents of extreme anti-social behaviour recently in Longley Road.  The police had been called to both incidents and two arrests (of different individuals) had been made.  Both people are well known to the police.  She had received emails from neighbours of both individuals expressing extreme concern about these incidents and asking what the Residents Association could do to help. Given that both approaches were from people who live in social housing, she suggested that finding a way to support them would be a good way to show that the Residents Association was helpful to all residents.

It was agreed that this was a very sensitive area, where inappropriate help could be more damaging than no action at all.  SC referred to the Clarion Anti-Social Behaviour Policy which is on their website.  RN asked members to acquaint themselves with the policy.  The following action was agreed:

  1. SJa to reply to the emailsdirecting residents to the ASB policy
  2. SJa to invite a Clarion representativeto explain to the Committee the procedures they use to enact the policy.
  3. Once this has occurred, the Committee will consider whether it would be helpful for local residents and Clarion, if a member of the Committee were to develop an intermediary role to provide information about the Clarion procedures to residents who are affected by anti-social behaviour.
  • Veolia Service Contract

It was noted that Veolia had been discouraged from developing a services contract by the lack of interest shown in their first marketing attempt. This was disappointing as it was felt that this service would be a very good way for residents to get quick and cost effective access to servicing.  It would be particularly helpful if Veolia were to offer a heating and ventilation unit servicing contract.  SJa to write to them to encourage them to try to raise interest again.

  • Graylingwell Energy Price rises

The report prepared by RN and CW following their meeting with Aiden Hickey was considered.  They had asked him to explain the very substantial increases in prices (47.28% in heat unit prices and 3.98% in standing charges).  The report explained his response, which CW advised was reasonable. 

However there was concern that the letter sent to residents was misleading. The price rise was shown to be 12.5%, which was the price rise between 2014 and 2018 rather than the 47.28% rise between 2017 and 2018.  Aiden Hickey had accepted this criticism.

It was noted that a number of questions had been raised at the AGM which Graylingwell Energy had promised to reply to, and had not yet done so. These included information about the financial gearing of the costs of the central boiler room, and the timing of the introduction of an on-line residents portal for which ISTA had sought, and obtained 8 volunteers to pilot.  It was agreed that CW would write to them to ask again for answers, and to request another open day in view of the success of the previous event in January 2017.

  • Blomfield Drive verge maintenance responsibilities

RN reported that the ownership of the verge was very complicated, with the first metre of the verge being owned by Linden, and the second being owned by the school. However Linden had cut back their part of the verge, so the road was no longer obscured, and the initial problem was resolved.

  • Parking issues

Concern was expressed about CPM’s policy of charging for replacing faded permits. It was agreed that we would like them to charge for replacing lost permits, but to replace faded permits as part of the management fee.  It was noted that the plans agreed at the Quarterly meeting to warn residents that faded permits would result in a fine had not been implemented consistently.  

None of the plans to refresh the marking of bays throughout the site, to reissue permits in different colours for the different sides of the development, and to ensure that visitor permits had the numbers of the resident parking bays on them so that CPM could identify anyone who was misusing a visitor permit had been implemented.  This was likely due to staff sickness at CPM.  RN to write to TH about all the outstanding parking issues.

RN reported that a resident had raised issues about the marking of bays in their area, which he would include in his letter to TH.  The resident had also asked if a number plate recognition system could be introduced to enable residents to use the bus gates.  The Committee considered this proposal, but felt it would be too expensive to implement and maintain, and was therefore impractical.

RN reported that residents in Palmers Field Avenue had complained to him about Graylingwell Park residents parking in front of their house.  JE suggested that this was more likely to be Hill contractors, and agreed to raise it with Hill when he meets their representatives.

  •  No. 50 bus timetable changes

BHR reported that she has asked WSCC for their rationale for selecting the No 50 route for service cuts, and to explain why the service now terminates in the middle of town when all other services go to the transport hub at the Bus/Train Station.  She will keep us informed of their answers.

  • Litter Pick

It was agreed that a litter pick will be organised for late April.  SJa to liaise with CCDT to get their youth Ambassadors involved, and to seek volunteers for the litter pick via a newsletter.

7          Street representatives

  1. Lloyd Road – no new issues
  2. Longley Road – SJa expressed concern that all the promised improvements to the gardens around Longley Road and in the Airing Courts had not yet taken place.  She had written again to Larry Haynes, copied to Ashleigh Collins, but had received no reply
  3. Penny Acre – RN reported that the infrastructure for the additional lighting is now in place, although no action had yet been taken to resolve the light pollution concerns expressed by residents.
  4. North Mead – AB reported that one resident expressed concern that the action taken to resolve his light pollution had not worked.  RN to raise both issues with Linden.
  5. Homestead Road – BHR reported that an area of the car park was showing signs of subsidence.  She agreed to raise with TH.

8          CCDT

JE reported that Heritage Lottery representatives had visited the Chapel on 15 March to review it in light of the bid for £1.3 million which had been submitted for its restoration.  They were extremely complimentary about the bid.  It had been expected that successful applicants would have been informed after midday on 27 March, but no notification had yet been received.

POST MEETING NOTE.  CCDT WAS NOTIFIED ON 28 MARCH THAT THEIR BID HAD BEEN SUCCESSFUL.  

RN reported that he and JE (who is a Trustee of CCDT) had met with CdeB following the workshop to discuss relationships between CCDT and GPRA. They explored the possibility of conflicts of interest between CCDT, which has the responsibility to secure sufficient revenue to maintain all the assets which have been transferred to them to run, and residents who may not like the ways in which they seek to do this. RN asked CCDT to ensure that they talk to GPRA before decisions are made.

Concern had been expressed at the meeting that the Business Plan produced by CCDT had not been updated since 2013, when it was posted on their website. JE agreed to investigate this further in his role as a Trustee.

CCDT had asked for a GPRA representative on their Studio Steering Group. AB volunteered and this was accepted.

9          Chichester Parking Management Plan

BHR reported on the WSCC consultation which was currently underway seeking views on their proposed parking management plan.  Strong concern was expressed about the lack of clarity about the purpose of the proposals and the impact that charging for parking in the streets surrounding Graylingwell Park might have on parking in the Park itself.  It was also commented that it was unfortunate that plans to seek to reduce the amount of parking in the city centre were being developed at the same time as the bus service was being reduced and no progress had been made on implementing the five year old plans to finalise a cycle path from Goodwood to the city centre via Graylingwell Park.  BHR agreed to include all these points in her formal response to the consultation on behalf of GPRA.

10        Quarterly meeting with Linden Homes, Grange Management and CPM

The minutes of the meeting held on 7 February were noted.  There was unanimous support for the principle of providing a fence around the Havenstoke Park play area, and it was agreed that this would be raised with CdB when CCDT took over responsibility for the park.

It was noted that if the apple trees were to be moved to the Community Orchard this year, it would need to be done very soon.  RN to raise with CdB

RN reported that TH had sent him a copy of the welcome pack Grange Management send out to new residents.  SJa to circulate to Committee members.

RN reported that Penny Acre residents were concerned at the volume of the audible warning announcement being used every time the bus gate was operated.  Linden had agreed to attend to this.  A Penny Acre resident had asked the engineer to turn off the sound altogether as there was no audible warning in use for the northern gate.

RN reported that Linden had given a very opaque answer concerning future liability for the tunnels under Graylingwell Park.  This would need to be pursued at the next Quarterly meeting.

11        Date of next meeting

            The next meeting will be held on 29 May 2019 in The Lodge.

Quarterly Meeting Minutes

Quarterly meetings take place on a regular basis.  They involve representatives from the GPRA Committee, Drew Smith, Clarion Housing Group, Grange Management and CPM and provide an opportunity to share information, raise issues of concern to residents and seek solutions to problems.

Minutes of the Quarterly Meeting of the GPRA, Drew Smith, Grange Management and Clarion Housing

Tuesday 29th June 2021

Attendees:

GPRA: Rob Norris (Chair); Sandie Jenner (Vice Chair); Susan Shord (Secretary); John Eagles (CCDT Representative)

Drew Smith (DS): Russell West (Project Manager, Graylingwell Park)

Grange Management (GM): Trudie Hudson (Head of Residential)

Clarion Housing (CH): Amanda Hartfield (Neighbourhood Response Officer- South)

  • Welcome and apologies:

Apologies: JE

 

2  Minutes of the March meeting and matters arising not on the agenda:

Items 2.10 and 5.5: Detailed plans of development ownership should be available by the end of September.

Item 5.4:  Social Housing White Paper. RN has written to Chichester District Council (CDC) re meeting.

3  Update and items:

Drew Smith (RW)

  • Two-year plan to complete the football pitches, Water Tower etc. The main development works will take approximately six years.
  • Football pitches – soakage test completed.
  • Tree works done in College Lane. DS owns the parcel of land to the east side of the footpath in College Lane up to the kink. Surveying is being carried out for further necessary work.
  • Working with CCDT to clear up wildlife area to the west of the park such as tree work, removal of litter etc
  • Lloyd Road – outstanding works completed.
  • Phase 5 parking issue is being rectified.
  • Phase 5 has been handed over to managing agent (GM). DS will transfer land to the Estate Management Company (EMC – full name – Graylingwell Park Community Management Company).
  • Work on window replacement in Phase 5 yet to be completed. Bigger issue than expected.
  • Phase 4A: Footpaths in gardens re-laid. Re-planting done.  Need to replace some trees but this will be done in planting season. Gardeners will be weeding parking bays and bark.  Some re-planting necessary in certain gardens but may be more sensible to provide mulch – agreed with TH and AH.  
  • Boundary established between Phase 4 and Redrow. A tree to be cut back and new boundary put in place with some replanting.  A section of road has been re-tarmacked.  TH will need a certificate re drains etc.  All this is in hand. Other footpaths have been re-tarmacked.  Some routes have been adopted as footpaths by residents, so this has been taken on board by DS.
  • Driveways to garages and parking areas under arches will not be monitored by CPM. Other numbered bays for properties in phase 4 which are demised to residents, estate roads and visitor bays will be monitored. Updated accommodation transfer has been agreed. Aiming for 1 August as start date following transfer to Grange Management. 
  • Phase 4B: Foundations in for this phase. Now starting brickwork. Phase 4b now includes the area along Graylingwell Drive between the current compound and the farmhouse.
  • Studios etc now called Phase 6. Demolition on the inside of the buildings begins in two weeks. Completed shells will be handed over to CCDT.
  • Both options for farmhouse are still open (pub or offices) and parking is being resolved.
  • Phase 8: This comprises the proposed apartments on either side of Chapel Green plus homes to be built in place of the old site office.
  • The area for allotments has been stripped, and planting of fruit trees will begin in planting season.
  • Water Tower works will take about a year to complete and then the whole building will be handed to CCDT. No start date set. Massive cost.
  • Airing Courts: RoSPA is checking the play area which should be ready for the start of the summer holidays.
  • Vistry/Clarion LLP will transfer Phase 4 and Airing Courts to EMC for handover on 11th
  • There is a hold up in the bike store work in this area.
  • Trees: tree report requested from DS by GM. Some trees do not have tags on.  Need to be identified
  • Phase 7: Area near new compound to be landscaped (hopefully 7 August). Will include a better presentation of corner of Graylingwell Drive and Kingsmead Avenue.
  • Hoarding will go round phase 9 to replace Heras fencing.

Grange Management (TH)

  • Ground maintenance – Penny Acre. Email received re tall streetlight which has never worked.  A repair was attempted, damaging some soft landscaping – DS need to get the light fixed.
  • Latest round of fire risk assessments carried out. Some works need addressing by DS who will have to pick up costs. These include some doors which may not be compliant. Doors should be FP 30s at a minimum.  Suggestion made that a random sample be carried out. Evidence must be provided to GM that all doors are FD 30s.  One has been replaced in a flat in Penny Acre.  DS have been looking at the other blocks and they are being dealt with. With contractor, will work on one block at a time – about 4 months.
  • Half-way through budgets. Agreed a change to charging of estate lighting under public realm charge instead of being charged to individual parts of the estate.
  • GM will take on landscaping maintenance, day to day repairs and parking when Phase 4 handover complete

Clarion Housing (AH)

Monthly drop-ins will resume at the beginning of August and then on the 1st Wednesday of each month.

Clarion residents often not interested in residents’ associations.  However, some have expressed an interest in becoming involved.

If new residents are in quarantine, notification should be given to DS to ensure Covid Safety if new Clarion Build Aftercare required.

Parking issues and ASB – AH has two appointments today to meet with residents.  Clarion residents report concerns to Clarion Customer Care and then eventually the required action will be delivered to AH.  AH has ability to act on items she spots herself.

4  GPRA items if not covered in the updates:

  • Progress on handover to CCDT

Major issues with delivery/supply of windows for the Pavilion. CCDT are ordering them, and they will be fitted by DS, who will also pay for them.

  • Response to RN’s letter re Estate Management Company
  • NL will reply formally to RN’s letter shortly. Precise land ownership plans to be provided by 20th
  • Resident involvement in the EMC will happen once the development is complete.
  • Graylingwell is unique in terms of size and time to complete.
  • Defects – GM will pursue these with DS but will readily sort out routine maintenance issues.
  • Progress on WS Highways scope of works re road surfaces (RW)

RW is meeting the highways officer to agree action re incomplete or remedial works – including cycle path to theatre

  • Further clarification re Phase 4 management charges (TH)

TH will provide an explanation to RN to be given to residents of Phase 4.  No direct debits have been set up.  Residents have paid an apportionment on completion of sale which is held until handover and payments begin.

  • Location of keys to Longley Road bollards (TH)

DS has keys to all bollards.  This should be information added to website. (SS)

  • Text for RN’s draft update for residents of Phase 4

RN has agreed to provide revised text for DS and GM.

  • Strategy for post COVID involvement of Clarion residents. AH will adapt flyers to encourage residents to sign up for e-newsletters.
  • Possibility of provision of charging points by Grange – costs for residents – a long-term project (TH)

Charging points.  Phase 9 and other new phases will have more powerful sub-stations to allow for the power requirements.  SSE should be approached to upgrade existing sub-stations to enable public parking area charging points.  It was agreed that most houses in existing phases are not suitable for individual charging points and could, in any case, over-stretch the supply causing problems unless revised sub-stations are provided.

Very difficult re payment if there are individual contracts but Pay-As-You-Go works well.  TH and RN will contact SSE and WSCC/CDC. 

  • Light 42

Options for consideration. Could lamp-post be moved or possibly solar powered?  RW to investigate.

  • Shield for light outside No 69 (no number on post) – two LED units instead of 1 (as lamppost 32 in similar position).

SSE coming next week to talk to Russell who will raise it then.

  • Large construction vehicles still entering Longley Road – Any chance of a “no site traffic” notice?

There is no DS site traffic going round there. If contractors for other works or removal companies are employed by residents, those companies should be doing a site survey prior to arrival and, if necessary, use smaller vehicles.

  • Bin store behind water tower still flooding. (GT)

A gully will be installed when the Water Tower work is underway.

5  Parking issues

  • Parking warden visits over the last 6 months

CPM are paid for the service not number of patrols.  They are also paid for litter picking which occupies wardens.  The more frequently they attend, the more money they get from fines, so it is in their interest to increase visits now that Covid restrictions are easing. CPM issue a lot of PCNs.  If residents feel there are few visits taking place, CPM could drop a business card through their door as they come, to reassure those who feel that there are no visits.

6  A.O.B.

None

7  Date of next meeting

26th October 2021

Minutes of the Quarterly Meeting held on Tuesday, 16 March 2021 via Microsoft Teams

Present:

GPRA: Rob Norris (Chair), Susan Shord (Secretary), John Eagles (CCDT Representative)

Drew Smith: Nick Laugharne (Project Director, Graylingwell Park)

Grange Management: Trudie Hudson (Head of Residential)

Clarion Housing: Amanda Hartfield (Neighbourhood Response Officer- South)

Welcome and apologies (RN): Apologies: SJ

Matters Arising

  • Items 2.3 & 2.6: Progress on handover to CCDT (NL)
  • Play equipment was audited yesterday and could be open from 17.3.21.
  • Legal issues re park should be completed by the end of March – just awaiting confirmation from CDC. Final documents need to be signed by LLP, Homes England and CCDT.
  • LLP retain responsibility for the sports pitches and overflow car park. A necessary additional tree inspection has been completed. As community pitches, they have to be able to take 3 matches per week.
  • Item 2.8: Progress on transfer of Airing Courts (NL & TH)
  • The overall plan is complete, and the GP management company, Drew Smith and legal departments are working towards a full handover of all outstanding transfers from each phase simultaneously.
  • Item 2.10 & 5.5: Responsibilities for southern quadrant of Graylingwell Drive (TH)
  • Drew Smith has full responsibility from holly hedge to verge.
  • Once Hills are off site, Graylingwell Drive should also be transferred to the management company.
  • The new owners of Martin’s Farm intend to apply for egress on to Connolly Way as opposed to Graylingwell Drive thus restoring the original access.
  • Redrow will contribute to costs of Graylingwell Drive.
  • Item 3.1 Account completion (TH)
  • All completed. TH has ensured that there is a strong position re reserves and some payment back to residents.  Any rises (due June) will be in line with CPI.
  • Item 3.4 Reduction in brightness of lights – Block I but also wherever needed (TH)
  • Lux levels are decided before installation with regard to security and safety. It might be possible to provide shielding in certain cases.
  • Item 3.5 Completion of Lloyd Road remedial works (TH)
  • The only outstanding item is the white lining. Contractor is in place and awaiting a dry spell to complete the work.  TH thanked for completing this.
  • Item 4.4 Progress on lettings strategy (AH)
  • Strategy not yet in place as the procedure is lengthy.
  • All flats have been advertised as “no dogs permitted”.
  • It had been hoped that 30% residents would be working but this has not yet been achieved.
  • AH had rejected a proposal by St Mungo’s that some flats be allocated to homeless people as there would be insufficient support.
  • Uptake has been slow, as rents are set as “affordable” rather than “social” and some prospective tenants prefer to go with Hyde.
  • There is a possibility that there might be placements for refugee families, which has been very successful on other developments.
  • Item 5.5 Completion of speed bumps on Graylingwell Drive (NL)
  • DS thanked for completing this. Lampposts are being moved from the centre of the footpath to along the inner edge.
  1. Update and items:  Drew Smith (NL)  
  • Planning for Phase 4B was granted last week.  Construction is expected to take 12-15 months.
  • Phase 9: minor requests for changes from CDC which will now go to the planning committee on 21st
  • EV points will be attached to Phase 9 properties with some also in visitor bays.
  • Phase 8: Initial sketches prepared for this area – Water Tower, Chapel Green (some CCDT involvement) and apartment blocks.
  • Marketing of farmhouse has yielded 2 interested parties – one for a pub and one for offices.
  • The proposed convenience store will be transferred to CCDT on a long lease.
  • Allotments and orchards should be accessible in 12-15 months.
  • Trees will be planted along Kingsmead Avenue in October.
  1. Update and items:  Grange Management (TH)
  • GM takes over Block C in April then A and B. Bin and bike stores are brick built with locks.
  • Phase 4 will also be handed over with everything completed by DS.
  1. Update and items: Clarion Housing (AH)
  • Categories of houses and apartments given the recent purchase by Clarion Housing of 31 houses for sale through shared ownership arrangements.
  • Total number of houses at Phase 4 when Phase 4 is completed: 160
  • Number of private homes: 61
  • Number of shared ownership homes: 45
  • Number of affordable rented homes: 54 (incl. 37 flats)
  • The required percentage for social housing across the development is 40%.  This allows for some variation between the phases.   Given the numbers above, the percentage for Phase 4 is 40.1%.
  • Occupation of the apartments is expected to begin by 19 March 2021. 
  1. GPRA items if not covered in the updates:

5.1 Drew Smith

  • Progress on moving site compound
  • May move main access to Phase 4 from section of North Mead leading down past the chapel to the entrance of Pinewood Way.
  • Progress on Phase 7 and Phase 8 planning applications
  • Phase 7 holding fire at present, but planning will commence soon.
  • Phase 8 architectural plans in draft.
  • Emergency phone number for the development. NL will send SS the phone number to be included on the website
  • Arrangement for Longley Road bollards if temporary access required. TH will investigate who holds the keys at present – possibly in site office.
  • Progress on repairs to road surface at Connolly Way entrance.  White lines done but repairs not completed. West Sussex Highways officer will provide a scope of works for the 3 or 4 areas which need repairs.

5.2 Drew Smith and Grange

  • Handover of Airing Courts. See above.

5.3 Drew Smith and Clarion Housing

  • Arrangements for Phase 4 including draft update for residents – for completion, approval and subsequent circulation (draft attached).  NL, TH and AH will consider the draft paper and provide text to RN.  CCTV notices etc could be installed at Phase 4.
  • GPRA pursuing with CDC the possibility of having a Community Warden for North Chichester.
  • Phase 4 residents will not be paying management charges until handover of the phase to Grange Management.
  • RN to contact DS Construction Manager re fences that need attention

5.3 Grange

  • Information re Keepers Green arrangements, e.g. maintenance, parking, restrictive covenants.
  • There will be parking controls once all properties are occupied.
  • Residents will pay a service charge towards the upkeep of Graylingwell Drive.
  • Review of parking warden visits and outcomes incl. visitor parking misuse. TH will ask CPM to provide details of visits over recent months
  • Bin stores. Locks have been fitted to Store 11 and the one opposite – no further vandalism since.

5.4 Clarion Housing

  • Strategy for involving Clarion residents
  • Monthly drop-in suspended but welcome visits to all new residents are still being made and information being sent.
  • Residents who are willing to release e-mail data have been signed up for CCDT newsletters. AH will also provide e-mail addresses to SS, with their permission, so that they can be signed up for GPRA newsletters.
  • Housing allocation, Social Housing White Paper and Information to residents (covenants and parking)

RN to convene a meeting with CDC and Clarion officers.

  1. Any additional items
  • Drew Smith
  • West Sussex have contacted DS re completion of the footpath from Winterbourne Road to the Graylingwell boundary.
  • Grange Management
  • NL will look into possibility of providing a permanent welfare facility so that, in the future, it would be possible to engage security staff
  • GPRA
  • The Google map satellite view of Longley Road behind the Clock House was brought to the attention of the group. It was agreed that the roofing from 53-61 was clearly different from all others which suggested that remedial action would be needed on 53 and 61. NL would take this back and consider the implications.
  1. Date of next meeting
  • 15th June 2021 at 10.30

Quarterly Meeting held on 15 December 2020 via Microsoft Teams

Minutes

Attendees:

GPRA: Rob Norris (Chair), Susan Shord (Secretary) John Eagles (CCDT Representative)

Drew Smith: Nick Laugharne (Project Director, Graylingwell Park)

Grange Management: Trudie Hudson (Head of Residential)

Clarion Housing: Amanda Hartfield (Neighbourhood Response Officer- South)

 

Welcome and Apologies

RN welcomed JE to his first meeting of the group.  There were no apologies.

  1. Matters arising from the minutes of the last meeting (22.9.2020)
  • Item 3: Sources of power for allocation of service charges

Drew Smith and Grange Management have made some progress in tracking down the sources of power for street lighting in the affected areas.  As much as possible has been done so far without breaking ground.  A similar investigation is to be carried out in Penny Acre.  A plan is to be formulated and Drew Smith will come back to residents with this.

  • Item 3: Information re co-option to GPRA of recycling expert

Resident Kate Keays has been co-opted to the GPRA Committee.  Kate was a member of the WSCC Waste Prevention team until end of 2018 and has been active in working with various partners at Graylingwell regarding the poor record of recycling. Kate will also attend the environment sub-group of the GPRA committee.  All present welcomed this.

  • Item 4: Servicing of HRV units for Clarion residents

There is a service contract for changing filters in the HRV units every 18 months.  It was pointed out that this is less frequent than the recommended time (every 12 months) and that there should also be regular servicing of the whole system including balancing the inlets/outlets in every room.  This ensures that the system works effectively.  AH reported that she has been taking action on this.

  1. Update and items:  Drew Smith (NL)  

2.1 Phase 9a reserved matters planning application for 117 units was registered yesterday and Phase 9b should also be registered soon. Phase 9 is the area alongside Kingsmead Avenue.  Consultation with CDC officers should begin soon.

2.2 Further planning for Phase 8 (either side of Chapel Green) should begin in the new year, probably in tandem with Phase 7.

2.3 Discussions have been held with CCDT and letters submitted to the local authority regarding non-residential buildings.  The principle is that all of these should be transferred to CCDT. There will be surveys to assess the condition of the buildings and the cost of any remedial work.

2.4 Phase 4a is close to conclusion with the transfer of vacant, completed homes to Clarion for shared ownership.

2.5 The planting related to Phase 9a along the eastern edge of Kingsmead Avenue is planned to be completed during the current planting season.  Drew Smith has invited residents to be involved.

2.6 Progress on park issues: 

Works to repair the Pavilion leak will commence soon.  Quotes for the replacements for the bi-fold doors are due in soon.  Homes England want the CCDT to hold a lease rather than a licence for the occupation of the building.  It was agreed that decoupling the building from the park was a positive step forward.

Once the building is fixed, work will begin on the park which will involve a drainage survey for the football pitches (1 full size and 1 junior if revised plans are approved) and a topographical survey for the parking area.

Timescales: building roof – pre-Christmas; doors – end of January; surveys – end of January.

Further work is ongoing in relation to the play parks/trim trail. This has involved the CDC tree officer and a second inspection by RoSPA. The matting in the Airing Courts play park will be upgraded.

2.7  Visitor parking in Phase 9a will be provided according to District Council standards.

2.8 Drew Smith is working with Grange Management towards transfer of the Airing Courts to the Estate Management Company but the plans are complicated in terms of boundaries.  This also applies to boundaries in Phases 1 and 4 where ownership requires clarification. This should be completed by summer 2021.  This will be important to residents particularly with regard to the allocation of estate charges as well as providing clarity for the sale of properties.

2.9 Redrow development to the north east of Graylingwell.  TH has prepared a proposal regarding a deed of covenant for the contribution to be made towards the upkeep of Graylingwell Drive by Redrow and future Redrow residents.  This will provide funding for the maintenance of the road.

2.10 TH will clarify responsibilities for the southern section of Graylingwell Drive with Hill, who should be completing Keepers Green by the end of March.

2.11 The Site Office for Drew Smith will be moving to the south of the farmhouse.

  1. Update and items:  Grange Management (TH)

3.1 TH is working on the account reviews for 2020. There may be a surplus allowing for some rebate for residents.  All services are still in place and Covid secure.

3.2 The factory finish on the windows of the refurbished blocks is holding up well and so maintenance is not needed immediately.

3.3 There is some improvement in recycling but it is possible that some of the large recycling bins are being emptied into waste when contaminated in order to enable collection. Fly tipping in the bin stores is still causing problems.

3.4 There has been a request that the low-level bollards in the courtyard area around Block I be adapted or changed to make less bright.

3.5 Various remedial works are being undertaken in Lloyd Road including white lining, fence replacement, refurbishment of bin and bike stores as well as cleaning up of the play area.

3.6 The public realm, maintained by the management company, is deemed to be land not conveyed to properties or demised to units.  This includes areas such as the Airing Courts which are used by all residents rather than primarily by the residents of particular phases.  Front gardens are conveyed to properties but maintained by the management company.

  1. Update and items: Clarion Housing (AH)

4.1 AH is responsible for resident involvement and, to that end, has introduced a welcome visit six weeks after residents have moved in.  This provides an opportunity to promote both the CCDT and the GPRA.  RN will provide a draft flyer to AH.

4.2 AH has already spoken with Kate Keays re recycling.   All Clarion residents will receive a large reusable recycling bag.

4.3 A new tenancy specialist has been appointed and will be responsible for following up concerns re ASB. He is ex-police and probation services, based in Manchester and an excellent addition to the team.

4.4 Meetings with CDC are underway to negotiate a new lettings strategy which will involve additional restrictions.  In the past CDC have simply allocated homes to residents without consideration of suitability.

4.5 New bow top railings have been installed at the rear of some houses in Lloyd Road to prevent residents parking on the grass, and arrangements have been made for the adjacent bin area to be enclosed.

  1. GPRA items if not covered in the updates:

5.1 Completion of tree works

Drew Smith has been taking action to ensure that the tree works are completed.  RN will follow-up with NL.

5.2 Update re lighting for Lamppost 42

Drew Smith will review as part of a wider approach to lighting across the development.

5.3 Provision of points for charging electric cars

There will be no charge points at Graylingwell apart from Phase 9 which will have its own substation, allowing for the high demand from the grid required by this facility.   CCDT is planning to provide some charging points which will be available to residents.

5.4 Ownership/responsibility for the southern segment of Graylingwell Drive, verge and footpath including responsibility for cleaning the roadway.

Drew Smith and Grange will follow-up.

5.5 Prevention of speeding:  Graylingwell Drive (east segment) and Phase 4

Two speed bumps will be provided on the eastern side mirroring those already in place on the western section.

5.6 Servicing of heat transfer units by Veolia

There has been no change to arrangements – Veolia is still contracted to service and repair residents’ heat transfer units.

5.7 Parking misuse at Phase 4

Individuals have been approached and there has been a positive response from some. It has been raised as a tenancy issue and will be raised again. The situation will be resolved once CPM begin patrols.  However, this is unlikely to happen before March.

5.8 Reports of possible rat infestation at Phase 4

In hand by Clarion.  Pest control have been engaged and a drain survey is underway

5.9 Handover of Phase 4

This is being worked on with a degree of urgency and is dependent on the transfer of properties to Clarion.

5.10 Update on actions re misuse of visitor parking

There has been a positive response to warning letters. The postponed walkabout with GPRA, Grange and CPM will be rescheduled.

5.11 Regular meetings for Clarion residents in the Water Tower will continue.  The next one is scheduled for 6 January. 

  1. Any additional items

6.1 ASB.  The designated Clarion officer will be the contact for the GPRA security sub-group only.  New incidents of ASB should be reported by residents via the Clarion contact centre as normal.

6.2 Cycle theft by unbolting bike shed stands has been reported to the police.  Provision will be reviewed by Drew Smith and Grange in order to provide more secure fixing. 

6.3 Southern Airing Courts Shelter.  Replacement Perspex windows have been fitted but Heras fencing is still in place. The fencing will be removed at handover. 

6.4 Roof repairs in Longley Road.  NL will check with customer care re progress and investigate any further requirements.

6.5 Access for the chapel works will be as originally stated.  Any alternative route does not work logistically and in relation to proximity.

6.6 An emergency phone number is needed in the event of failure of the bus-gate bollards out of hours.  NL will provide relevant information to RN.  He will also check the website for accuracy and send SS details of any changes or additions to the information provided for residents re Drew Smith.

  1. Date of next meeting

16 March 2021

Quarterly Meeting of the GPRA, Drew Smith, Grange Management and Clarion Housing held on Tuesday, 22 September 2020

 Minutes


Attendees:

GPRA: Rob Norris (Chair), Susan Shord (Secretary)

Drew Smith: Nick Laugharne (Project Director, Graylingwell Park)

Grange Management: Trudie Hudson (Head of Residential)

Clarion Housing: Amanda Hartfield (Neighbourhood Response Officer- South)

  1. Welcome and apologies (RN)

Introductions made.  All invitees were present.

  1. Presentation:  Drew Smith (NL)  

NL clarified the new structure following the acquisition of Linden Homes by Bovis with the parent companies of Bovis and Galliford Try forming Vistry. The homes businesses under Vistry are Linden and Bovis with Drew Smith focussing on developments involving partnerships such as that here at Graylingwell. 

Sites have been reallocated and Graylingwell is now with the Drew Smith office based at Southampton. 

Graylingwell is just over halfway towards completion of the development.  There is likely to be some redesign of homes to take account of current demand, which would mean fewer large town houses and more two-storey properties alongside the planned apartments. 

The option held by the district council to build a school on the land adjacent to Graylingwell Farm has lapsed and now reverts to Drew Smith for development.

Timescales:  9A and 4B will be developed relatively quickly.  Submission regarding other issues should be completed by the end of spring 2021.

NL to provide input to newsletter to GPRA regarding the future phases of the site.

  1. Update:  Grange Management (TH)

TH – Legacy issues for Drew Smith which NL will address.

One property has had an intermittent problem with the sink draining.  Grange Management are awaiting reimbursement from Linden.

The source of power for street lighting in one area of Graylingwell needs to be determined to ensure service charge is allocated correctly. 

Historical issues – works on airing courts need to be completed.  This includes the shelter and bin stores. 

Fire inspection needs doing soon.  Risk assessments are due in first quarter next year.  There will be an assessment for a snagging list which NL will discuss with DG.

Freehold of blocks still with LLP.  Normally Linden would sell on freehold.  Selling freehold should have no impact on residents and no bearing on ground rent, given this is set out within the lease of each property.  GM deal with this.

Build quality of bike and bin stores is shoddy with the lowest grade felt used to repair.  TH and NL will discuss.

TH – Issues for Clarion

Anti-social behaviour:

Some incidents of anti-social behaviour were discussed with appropriate actions being taken.

Estate improvements:

Lloyd Road persistent parking on grass being dealt with. The area will be fenced temporarily and reseeded.

An enclosure will be put around the bin storage area in Lloyd Road. TH and AH will work together.  Currently, bins are often overflowing with rubbish thrown on the floor. 

It is possible to request that contaminated recycling bins be collected as general waste the following week but there is a cost.  As a percentage of residents don’t pay rent directly, informing all users of bin stores of the actual cost per household may be a futile exercise.  Non Graylingwell residents also fly tip but it’s mostly residents.  Misuse of bins constitutes a tenancy breach

  1. Update: Clarion Housing (AH)

Response to ASB:

Incident diaries.  RN explained that residents are sometimes concerned about filling them in for fear of reprisals. However, Clarion can’t use hearsay for injunctions. AH assured RN that handing over diaries anonymously would not cause issues re insurance or future sales for home owners.

Maintenance:

Issue over HRV units in some properties (houses and apartments) which need regular servicing to prevent damp and to maintain a healthy atmosphere.  Filters should be changed or cleaned every six months and the whole system serviced annually. These have never been serviced as the default position in the past has been that Clarion will fix things when they fail.  Given the importance of maintaining the integrity of the properties and health of residents, Amanda will refer issues of maintenance to the appropriate person.

Contacts:

ASB goes to SR.

Other estate issues to customerservices@myclarionhousing.com

Anything community based to AH who will signpost to the right person.

  1. GPRA structures and procedural issues for residents following the handover from Linden to Drew Smith.
  • Officers

Chair, Vice Chair and Secretary to attend Quarterly meetings in future.

  • Subgroups

May not necessarily be led by officers.  Lead GPRA committee members will be identified following AGM and a note will be sent to NL, TH and AH

  • Communication links – as above
  • Operation of Customer Services: meeting to be arranged with Drew Smith Customer Services lead.  NL and RN to arrange.
  • Enforcement of covenants. The importance of a strict approach to enforcing the covenants in the interests of both developer and residents was emphasised and agreed.  It was also agreed that the default position would be not to allow waiving of covenants. The importance of consultation between Drew Smith and GPRA was also agreed and that Drew Smith responsibilities would apply to all Graylingwell properties including those managed by Clarion. 
  1. Issues for immediate attention for residents
  • Havenstoke Park including play parks

RoSPA assessment last week.  Should be possible to re-open play parks soon, subject to latest Covid -19 precautions.

NL will look into possibility of extending close mown areas, planned to go around football pitches when they are fenced off for re-laying, to include an area around the 5-a side goal on the NW side of the park.

Four tree trunks remain to be cut to the ground by ArborCall

  • Lighting at Havenstoke Park and for Lamppost 42
  • Graylingwell Farm House

Group which was originally going to be developing the farmhouse into a pub/restaurant is in administration.  Drew Smith will seek other purchaser in the first instance, but may work with the CCDT to develop it as a community facility.

  • Actions in response to anti-social behaviour

See above

  • Estate Charges/Rent Charges

Transfer re service charges relates to the Law of Property Act and is common practice wherever there are service charges. This nominal sum (£1) is to ensure that all pay these charges and is to the benefit of everyone on development.

  1. Any additional items
  • Drew Smith,
  • Grange Management
  • Clarion

None

  1. Any other business

Matters arising from Saturday Café (SS)

Parking – Persistent offenders are using visitor spaces for second cars near the Graylingwell Energy building and also in Phases 2 and 5.  Photographs of offending cars and their visitor permits to be sent to TH by SS and RN.  CPM will issue a warning letter and then fine.  Some spaces have had a large V painted in them and this may be more effective than just the smaller signs.

Leak from the water inlet in a communal cupboard in Randolph House. The pipework for the incoming cold supply to an apartment has been transferred by lease (demised) to the owner of that apartment, who is responsible for dealing with the plumbing problem i.e. the leak.  The cupboard itself is not demised to the leaseholder. The property is let and the landlord is being chased up to effect the repair.

Building works to roofs in Longley Road.  This is the third roof in as many years to fail within this run of 5 houses.  Current roofing company has noted the faulty construction and that there is standing water on 61. NL will look into this.

  1. Date of next meeting

15.12.20

Notes in lieu of the Quarterly Meeting Scheduled for Wednesday, 22 April, 2020

These notes refer to the minutes from the January 2020 meeting

Ref: 1.1 Signage

All the children’s signs around Havenstoke Park have been removed (TH)                                                                                                           

Ref: 2.1 Bin Stores

Misuse continues and is more difficult to deal with currently because of the closure of council waste facilities.

Ref: 5.1 Havenstoke Park

Linden has undertaken substantial groundworks to improve the drainage of the park footpath.

 Ref: 6.1 Airing Courts

Although arrangements were to be completed before the Covid-19 outbreak, the handover from Linden to Grange has not taken place.  Linden is asked to move this forward as soon as possible via liaison with TH.

Ref: 9 & 11 Phase 4 North Mead

YB has confirmed that ground maintenance will continue during the Covid-19 lockdown.

Ref: 12 Bin and Bike Stores

Not yet completed.  Also some temporary measures using stapled shed grade felt need to be replaced.

Ref: 13 Restrictive Covenants

RN has contacted JN concerning possible breaches at Phase 4 and awaits response which might be delayed because of the lockdown and home-working.

Ref: 14.4  North Chichester Sewage Pipeline

Work on the pipeline has started at Kingsmead Avenue and at Parklands.  RN will continue trying to contact Southern Water in the hope of confirmation that Southern Water finally gained the agreement of Hill to site the pipeline through the Hill development as originally planned. 

Ref: 18 Repairs to refurbished buildings including the Clock House

Completed (TH & SS)

Note:

It is proposed to carry forward the February minutes and these notes to the next meeting when that becomes possible.

Quarterly Meeting: Linden Homes, Grange Management, Clarion Housing Group, Graylingwell Park Residents’ Association, CPM

Thursday 23rd January

MINUTES

Present:

Rob Norris (RN) (GPRA Chair – Phase 5)

Yuved Bheenick (YB) (Linden Homes– Land and Planning Director)                                                                     

David Guy (DG) (Linden Homes – Project Manager)

Larry Haynes (LH) (Linden Homes – Customer Care and NHBC Resolutions Manager)

Trudie Hudson (TH) (Grange Management – Head of Residential)

Faith Paine (FP) (CPM – Account Manager

Sue Cressey (SC) (GPRA Vice-Chair – Phase 1)

Susan Shord (SS) (GPRA – Secretary)

Jade Nulty (JN – Linden Customer services)

Mayur Shingadia (MG) (Linden Homes – Estates Handover Manager)

 

Apologies for absence:

Tom Nelson (TN) (Linden Homes – Technical Manager)

Sandie Jenner (SaJ) (GPRA – Phase 3)

Maggie Taylor (MT) (Clarion Housing Group – Resident Involvement Officer, South) Apologies

No

Agenda item

Update on actions from previous meetings

New actions agreed at meeting

By whom

Timescale

1.     CPM – Parking and Signage

1.1

Signage

Replace damaged parking signs around Havenstoke park.

Reinforce parking restrictions in area to south of Airing Courts using green signage.

Agreed to move ahead with reduction of signs on Connolly Way (including children’s signs) but keep 10mph roundels.

TH

FP

ASAP

1.2

Parking

Permits.  CPM and Grange thanked for efficient reissue of permits

Residents using old permits to be given further warning.

FP

Ongoing

  

Misuse of visitor permits.  Photos to be taken of number plates of residents who use visitor spaces for second or third cars.

To be sent to Trudie who will send a follow-up letter

TH

FP

Ongoing

  

FP to investigate actions re unpaid PCNs

 

FP

 

2.     Bin Stores and Pick up areas

2.1

 

Misuse continues despite some improvement.

GPRA sub-group could help, together with other volunteer residents.

Continuing problem with pick-up area in Phase 1

Clarion sending letters.

GPRA

Clarion

 

3.     Play Areas

3.1

Repairs to equipment

   

Completed

3.2

Tree work required in all areas including chapel play area.

Expert advice taken by Linden

Heras fencing will not be removed until remedial work has been undertaken.

DG

ASAP

4.     Airing Court Shelter

4.1

Vandalism and inappropriate behaviour

 

Alterations to the structure may be made – possibly removal of glass

Involvement of PCSO re advice on how to respond to such behaviour and possible increase in police patrols.

DG

TH

GPRA

ASAP

5.     Lighting and flooding – path around the park

5.1

Residents’ enquiries re lighting on Connolly Way.

Flooding to path

Previously reviewed by Linden

Linden to consider possibility of increasing lumens and investigate reason for tripping of lights, particularly in windy weather. Additionally, asked to investigate the lack of power to light No 42 for the past 15 months.

Surveyor to provide information for action and pricing.

DG

DG

ASAP

ASAP

6.      Penny Acre

6.1

Airing Courts landscaping

Concern about the long delay in resolving this issue.

Mostly completed with good feedback from residents.  More to be done before TH takes over responsibility. 

Site meeting – walkabout

Tree survey

Defects to bike and bin store

Review meeting 19 Feb prior to handover

LH (in consultation with TH)

TH. LH

ASAP

6.2

Generic repairs to houses in Penny Acre

Replacement windows or window beading

Programme re-started in October.  Individual residents will be notified when their home is scheduled. All being

done.  JN will keep RN updated.

JN

Ongoing

7.     Lloyd Road

7.1

Bin storage for Clarion properties

Bin holding area for temporary bin storage prior to collection is being used as permanent bin storage and is dirty and untidy.

TH repeated that she has had the area cleaned on numerous occasions but residents not keeping it tidy. Clarion to reinforce to tenants that this is a temporary holding bay for bin collection day, and bins should be returned to gardens afterwards.  If this does not work, TH will consider alternative arrangements.

MT

ASAP

7.2

Parking

 

Commercial vehicle and RV parking

Warden to ticket as required

FP

ASAP

8.      Longley Road

8.1

Garden of 115

Garden has never been properly landscaped:  difficult to achieve because of siting of drain

Linked to 1.1.  LH has shown landscaper what is required.

LH

Completed

8.2

Randall House

 Building maintenance

Outstanding matter from previous meeting.  TH expressed concern about the poor condition of the original cast iron guttering.

Jade Nulty (JN) was following up with Craneswater.

JN

 

 

 

 

 

 

 

ASAP

9.     North Mead

9.1

Fly-tipping at Winterbourne and near chapel

 

Winterbourne not within Linden’s purview.  CCDT to be contacted about chapel area

 

Completed

9.2

Un-turfed areas

 

Turfing stops towards chapel

 

Completed

9.3

Fencing replacement

 

DG thanked for this action

 

Completed

10.  Public Realm

10.1

Community Garden and Orchard

No dates set in S106 for access to community garden and allotment.  Site access difficult until Phase 4 completed.  This will not be until 2020.

Reported that new community garden being provided at Keepers’ Green.  Access to GP community garden will wait until site cleared some time in the future.  The trigger for eastern fringe development is 650 occupations.

RN to consult with CdB

ASAP

10.2

Water Tower  – poor condition of bricks and unsightly base

Work on the spalled bricks is planned

This work will not be done until services provided to the Redrow/Heaver-land development.

It was agreed that once access to the roof of the tower was possible, arrangements for the installation of deterrence for the seagull nests would be agreed and implemented.  Costs to be borne by Longley Road residents.

DG to report on developments

Still awaiting final design.

Scaffolding – 18 months -serious disruption likely.  Bin stores will need to be moved.

Second quarter 2020

11.  Havenstoke Park

11.1

Provision and emptying of rubbish bins

Possibility raised re using normal bins for dog waste.

CCDT will take over the whole park eventually.

No action to be taken due to significant H & S issues

 

 

 

 

 

Completed

By end of 2020

11.2

Junction of Connolly Way and College Lane

 

SC had reported that the road surface at the junction of Connolly Way and College Lane was becoming badly potholed. 

Linden to investigate

Some tidying up of join needed.

DG

ASAP

12.  Bin and bike stores

12.1

Provision of hasps and locks to improve security in bike stores

More bike sheds have been fitted with the improved locks.  They will all be upgraded as funds permit. 

Additional hasps and locks to be fitted when funding available

Note: £100 for lock £170 to get locksmith in to remove snapped keys.

TH

Ongoing

13.  Restrictive Covenants

13.1

Application of covenants

Residents had reported recent and potential breaches of the covenants.

New applications had been received by Linden Homes.

The possibility of installing car-charging points was discussed.

Linden was urged to be strict in applying the policy agreed with the Linden solicitor and Board.  i.e.

 

“Linden’s position is to not provide consent for any amendments to the current construction or appearance of the development.  This protects purchasers and homeowners from unexpected changes to the development they have invested in”.

 

Charging points not possible to retrofit. Phase 9 has agreement in planning.  Not possible to put any in by old sales office.

In the future, GPRA could agree a specific, discreet design which would be the only design which householders could be given permission to install.

Agreed

RN

Completed

ASAP

14.  Planning issues

14.1

Use of farmhouse in Phase 4

Brunnings and Price in negotiation with Linden and the planners about the refurbishment of the farmhouse.

Linden are still responsible for the refurbishment of the outbuildings for studios and other community space.  It is unlikely that this work will begin until 2021.

Scaffolding has now been erected around the farmhouse in readiness for renovation work to begin once the final planning permission issues are resolved.

The company is still interested – and have reviewed plan with conservation officer. 

Interest has been expressed in putting a convenience store into the community space.

YB

On-going

14.2

Phase 9

 

Timescales

Site readiness being completed but any start likely to be delayed.

9b – care home.  McCarthy and Stone interested again – they will purchase. Plan drawn up – contract by end of March.  Consent by end of year – 18-month build programme

Plans for phases 6,7 and 8 to follow

DG

Completed

14.3

Handover of the old Marketing Suite to CCDT

 

Under Section 106, the building is designated to become a coffee shop and changing facilities. Linden will carry out their Section 106 obligations.

   

14.4

Graylingwell Drive – Including

North Chichester Sewage Pipeline and university access

Concern about pipeline route.

YB reported delays, given changes at Southern Water.

  

15.   Report from Grange Management

15.1

Responsibility for maintenance rooms and tunnels.

TH had raised concern that current agreements between Linden and Grange management are silent on these issues.

YB agreed to check the availability of site plans which should show these tunnels.  If he was unable to find any, he would commission some new drawings.

TH pointed out that there must have been a survey prior to refurbishment and that this should have included any ongoing maintenance provisions.

YB reported that no further information was found.

RN still to do some research on this at records office.

For next meeting

16.   Report from Clarion Housing Group

16.1

MT unable to attend – apologies given.

  

 

 

 

17.  Updates

17.1

Linden Homes

YB asked about relationship between CCDT and the GPRA.

RN provided a detailed briefing

  

17.2

Grange Management

TH reported that there is a need to review fire risk assessments

 

TH MS LH

 

17.3

Clarion Housing Group

See above

   

18.  AOB

 

Clock House and other refurbished buildings

 

Clarification was sought re responsibility for repairs of different types.

SS to contact TH

Done

 

Date of next meeting:  22.4.20

Minutes of the Quarterly Meeting of the GPRA, Drew Smith, Grange Management and Clarion Housing

Tuesday 29th June 2021

Attendees:

GPRA: Rob Norris (Chair); Sandie Jenner (Vice Chair); Susan Shord (Secretary); John Eagles (CCDT Representative)

Drew Smith (DS): Russell West (Project Manager, Graylingwell Park)

Grange Management (GM): Trudie Hudson (Head of Residential)

Clarion Housing (CH): Amanda Hartfield (Neighbourhood Response Officer- South)

  • Welcome and apologies:

Apologies: JE

 

2  Minutes of the March meeting and matters arising not on the agenda:

Items 2.10 and 5.5: Detailed plans of development ownership should be available by the end of September.

Item 5.4:  Social Housing White Paper. RN has written to Chichester District Council (CDC) re meeting.

3  Update and items:

Drew Smith (RW)

  • Two-year plan to complete the football pitches, Water Tower etc. The main development works will take approximately six years.
  • Football pitches – soakage test completed.
  • Tree works done in College Lane. DS owns the parcel of land to the east side of the footpath in College Lane up to the kink. Surveying is being carried out for further necessary work.
  • Working with CCDT to clear up wildlife area to the west of the park such as tree work, removal of litter etc
  • Lloyd Road – outstanding works completed.
  • Phase 5 parking issue is being rectified.
  • Phase 5 has been handed over to managing agent (GM). DS will transfer land to the Estate Management Company (EMC – full name – Graylingwell Park Community Management Company).
  • Work on window replacement in Phase 5 yet to be completed. Bigger issue than expected.
  • Phase 4A: Footpaths in gardens re-laid. Re-planting done.  Need to replace some trees but this will be done in planting season. Gardeners will be weeding parking bays and bark.  Some re-planting necessary in certain gardens but may be more sensible to provide mulch – agreed with TH and AH.  
  • Boundary established between Phase 4 and Redrow. A tree to be cut back and new boundary put in place with some replanting.  A section of road has been re-tarmacked.  TH will need a certificate re drains etc.  All this is in hand. Other footpaths have been re-tarmacked.  Some routes have been adopted as footpaths by residents, so this has been taken on board by DS.
  • Driveways to garages and parking areas under arches will not be monitored by CPM. Other numbered bays for properties in phase 4 which are demised to residents, estate roads and visitor bays will be monitored. Updated accommodation transfer has been agreed. Aiming for 1 August as start date following transfer to Grange Management. 
  • Phase 4B: Foundations in for this phase. Now starting brickwork. Phase 4b now includes the area along Graylingwell Drive between the current compound and the farmhouse.
  • Studios etc now called Phase 6. Demolition on the inside of the buildings begins in two weeks. Completed shells will be handed over to CCDT.
  • Both options for farmhouse are still open (pub or offices) and parking is being resolved.
  • Phase 8: This comprises the proposed apartments on either side of Chapel Green plus homes to be built in place of the old site office.
  • The area for allotments has been stripped, and planting of fruit trees will begin in planting season.
  • Water Tower works will take about a year to complete and then the whole building will be handed to CCDT. No start date set. Massive cost.
  • Airing Courts: RoSPA is checking the play area which should be ready for the start of the summer holidays.
  • Vistry/Clarion LLP will transfer Phase 4 and Airing Courts to EMC for handover on 11th
  • There is a hold up in the bike store work in this area.
  • Trees: tree report requested from DS by GM. Some trees do not have tags on.  Need to be identified
  • Phase 7: Area near new compound to be landscaped (hopefully 7 August). Will include a better presentation of corner of Graylingwell Drive and Kingsmead Avenue.
  • Hoarding will go round phase 9 to replace Heras fencing.

Grange Management (TH)

  • Ground maintenance – Penny Acre. Email received re tall streetlight which has never worked.  A repair was attempted, damaging some soft landscaping – DS need to get the light fixed.
  • Latest round of fire risk assessments carried out. Some works need addressing by DS who will have to pick up costs. These include some doors which may not be compliant. Doors should be FP 30s at a minimum.  Suggestion made that a random sample be carried out. Evidence must be provided to GM that all doors are FD 30s.  One has been replaced in a flat in Penny Acre.  DS have been looking at the other blocks and they are being dealt with. With contractor, will work on one block at a time – about 4 months.
  • Half-way through budgets. Agreed a change to charging of estate lighting under public realm charge instead of being charged to individual parts of the estate.
  • GM will take on landscaping maintenance, day to day repairs and parking when Phase 4 handover complete

Clarion Housing (AH)

Monthly drop-ins will resume at the beginning of August and then on the 1st Wednesday of each month.

Clarion residents often not interested in residents’ associations.  However, some have expressed an interest in becoming involved.

If new residents are in quarantine, notification should be given to DS to ensure Covid Safety if new Clarion Build Aftercare required.

Parking issues and ASB – AH has two appointments today to meet with residents.  Clarion residents report concerns to Clarion Customer Care and then eventually the required action will be delivered to AH.  AH has ability to act on items she spots herself.

4  GPRA items if not covered in the updates:

  • Progress on handover to CCDT

Major issues with delivery/supply of windows for the Pavilion. CCDT are ordering them, and they will be fitted by DS, who will also pay for them.

  • Response to RN’s letter re Estate Management Company
  • NL will reply formally to RN’s letter shortly. Precise land ownership plans to be provided by 20th
  • Resident involvement in the EMC will happen once the development is complete.
  • Graylingwell is unique in terms of size and time to complete.
  • Defects – GM will pursue these with DS but will readily sort out routine maintenance issues.
  • Progress on WS Highways scope of works re road surfaces (RW)

RW is meeting the highways officer to agree action re incomplete or remedial works – including cycle path to theatre

  • Further clarification re Phase 4 management charges (TH)

TH will provide an explanation to RN to be given to residents of Phase 4.  No direct debits have been set up.  Residents have paid an apportionment on completion of sale which is held until handover and payments begin.

  • Location of keys to Longley Road bollards (TH)

DS has keys to all bollards.  This should be information added to website. (SS)

  • Text for RN’s draft update for residents of Phase 4

RN has agreed to provide revised text for DS and GM.

  • Strategy for post COVID involvement of Clarion residents. AH will adapt flyers to encourage residents to sign up for e-newsletters.
  • Possibility of provision of charging points by Grange – costs for residents – a long-term project (TH)

Charging points.  Phase 9 and other new phases will have more powerful sub-stations to allow for the power requirements.  SSE should be approached to upgrade existing sub-stations to enable public parking area charging points.  It was agreed that most houses in existing phases are not suitable for individual charging points and could, in any case, over-stretch the supply causing problems unless revised sub-stations are provided.

Very difficult re payment if there are individual contracts but Pay-As-You-Go works well.  TH and RN will contact SSE and WSCC/CDC. 

  • Light 42

Options for consideration. Could lamp-post be moved or possibly solar powered?  RW to investigate.

  • Shield for light outside No 69 (no number on post) – two LED units instead of 1 (as lamppost 32 in similar position).

SSE coming next week to talk to Russell who will raise it then.

  • Large construction vehicles still entering Longley Road – Any chance of a “no site traffic” notice?

There is no DS site traffic going round there. If contractors for other works or removal companies are employed by residents, those companies should be doing a site survey prior to arrival and, if necessary, use smaller vehicles.

  • Bin store behind water tower still flooding. (GT)

A gully will be installed when the Water Tower work is underway.

5  Parking issues

  • Parking warden visits over the last 6 months

CPM are paid for the service not number of patrols.  They are also paid for litter picking which occupies wardens.  The more frequently they attend, the more money they get from fines, so it is in their interest to increase visits now that Covid restrictions are easing. CPM issue a lot of PCNs.  If residents feel there are few visits taking place, CPM could drop a business card through their door as they come, to reassure those who feel that there are no visits.

6  A.O.B.

None

7  Date of next meeting

26th October 2021

Quarterly Meeting: Linden Homes, Grange Management, Clarion Housing Group, Graylingwell Park Residents’ Association, CPM

Thursday 23rd January

MINUTES

Present:

Rob Norris (RN) (GPRA Chair – Phase 5)

Yuved Bheenick (YB) (Linden Homes– Land and Planning Director)                                                                     

David Guy (DG) (Linden Homes – Project Manager)

Larry Haynes (LH) (Linden Homes – Customer Care and NHBC Resolutions Manager)

Trudie Hudson (TH) (Grange Management – Head of Residential)

Faith Paine (FP) (CPM – Account Manager

Sue Cressey (SC) (GPRA Vice-Chair – Phase 1)

Susan Shord (SS) (GPRA – Secretary)

Jade Nulty (JN – Linden Customer services)

Mayur Shingadia (MG) (Linden Homes – Estates Handover Manager)

 

Apologies for absence:

Tom Nelson (TN) (Linden Homes – Technical Manager)

Sandie Jenner (SaJ) (GPRA – Phase 3)

Maggie Taylor (MT) (Clarion Housing Group – Resident Involvement Officer, South) Apologies

No

Agenda item

Update on actions from previous meetings

New actions agreed at meeting

By whom

Timescale

1.     CPM – Parking and Signage

1.1

Signage

Replace damaged parking signs around Havenstoke park.

Reinforce parking restrictions in area to south of Airing Courts using green signage.

Agreed to move ahead with reduction of signs on Connolly Way (including children’s signs) but keep 10mph roundels.

TH

FP

ASAP

1.2

Parking

Permits.  CPM and Grange thanked for efficient reissue of permits

Residents using old permits to be given further warning.

FP

Ongoing

  

Misuse of visitor permits.  Photos to be taken of number plates of residents who use visitor spaces for second or third cars.

To be sent to Trudie who will send a follow-up letter

TH

FP

Ongoing

  

FP to investigate actions re unpaid PCNs

 

FP

 

2.     Bin Stores and Pick up areas

2.1

 

Misuse continues despite some improvement.

GPRA sub-group could help, together with other volunteer residents.

Continuing problem with pick-up area in Phase 1

Clarion sending letters.

GPRA

Clarion

 

3.     Play Areas

3.1

Repairs to equipment

   

Completed

3.2

Tree work required in all areas including chapel play area.

Expert advice taken by Linden

Heras fencing will not be removed until remedial work has been undertaken.

DG

ASAP

4.     Airing Court Shelter

4.1

Vandalism and inappropriate behaviour

 

Alterations to the structure may be made – possibly removal of glass

Involvement of PCSO re advice on how to respond to such behaviour and possible increase in police patrols.

DG

TH

GPRA

ASAP

5.     Lighting and flooding – path around the park

5.1

Residents’ enquiries re lighting on Connolly Way.

Flooding to path

Previously reviewed by Linden

Linden to consider possibility of increasing lumens and investigate reason for tripping of lights, particularly in windy weather. Additionally, asked to investigate the lack of power to light No 42 for the past 15 months.

Surveyor to provide information for action and pricing.

DG

DG

ASAP

ASAP

6.      Penny Acre

6.1

Airing Courts landscaping

Concern about the long delay in resolving this issue.

Mostly completed with good feedback from residents.  More to be done before TH takes over responsibility. 

Site meeting – walkabout

Tree survey

Defects to bike and bin store

Review meeting 19 Feb prior to handover

LH (in consultation with TH)

TH. LH

ASAP

6.2

Generic repairs to houses in Penny Acre

Replacement windows or window beading

Programme re-started in October.  Individual residents will be notified when their home is scheduled. All being

done.  JN will keep RN updated.

JN

Ongoing

7.     Lloyd Road

7.1

Bin storage for Clarion properties

Bin holding area for temporary bin storage prior to collection is being used as permanent bin storage and is dirty and untidy.

TH repeated that she has had the area cleaned on numerous occasions but residents not keeping it tidy. Clarion to reinforce to tenants that this is a temporary holding bay for bin collection day, and bins should be returned to gardens afterwards.  If this does not work, TH will consider alternative arrangements.

MT

ASAP

7.2

Parking

 

Commercial vehicle and RV parking

Warden to ticket as required

FP

ASAP

8.      Longley Road

8.1

Garden of 115

Garden has never been properly landscaped:  difficult to achieve because of siting of drain

Linked to 1.1.  LH has shown landscaper what is required.

LH

Completed

8.2

Randall House

 Building maintenance

Outstanding matter from previous meeting.  TH expressed concern about the poor condition of the original cast iron guttering.

Jade Nulty (JN) was following up with Craneswater.

JN

 

 

 

 

 

 

 

ASAP

9.     North Mead

9.1

Fly-tipping at Winterbourne and near chapel

 

Winterbourne not within Linden’s purview.  CCDT to be contacted about chapel area

 

Completed

9.2

Un-turfed areas

 

Turfing stops towards chapel

 

Completed

9.3

Fencing replacement

 

DG thanked for this action

 

Completed

10.  Public Realm

10.1

Community Garden and Orchard

No dates set in S106 for access to community garden and allotment.  Site access difficult until Phase 4 completed.  This will not be until 2020.

Reported that new community garden being provided at Keepers’ Green.  Access to GP community garden will wait until site cleared some time in the future.  The trigger for eastern fringe development is 650 occupations.

RN to consult with CdB

ASAP

10.2

Water Tower  – poor condition of bricks and unsightly base

Work on the spalled bricks is planned

This work will not be done until services provided to the Redrow/Heaver-land development.

It was agreed that once access to the roof of the tower was possible, arrangements for the installation of deterrence for the seagull nests would be agreed and implemented.  Costs to be borne by Longley Road residents.

DG to report on developments

Still awaiting final design.

Scaffolding – 18 months -serious disruption likely.  Bin stores will need to be moved.

Second quarter 2020

11.  Havenstoke Park

11.1

Provision and emptying of rubbish bins

Possibility raised re using normal bins for dog waste.

CCDT will take over the whole park eventually.

No action to be taken due to significant H & S issues

 

 

 

 

 

Completed

By end of 2020

11.2

Junction of Connolly Way and College Lane

 

SC had reported that the road surface at the junction of Connolly Way and College Lane was becoming badly potholed. 

Linden to investigate

Some tidying up of join needed.

DG

ASAP

12.  Bin and bike stores

12.1

Provision of hasps and locks to improve security in bike stores

More bike sheds have been fitted with the improved locks.  They will all be upgraded as funds permit. 

Additional hasps and locks to be fitted when funding available

Note: £100 for lock £170 to get locksmith in to remove snapped keys.

TH

Ongoing

13.  Restrictive Covenants

13.1

Application of covenants

Residents had reported recent and potential breaches of the covenants.

New applications had been received by Linden Homes.

The possibility of installing car-charging points was discussed.

Linden was urged to be strict in applying the policy agreed with the Linden solicitor and Board.  i.e.

 

“Linden’s position is to not provide consent for any amendments to the current construction or appearance of the development.  This protects purchasers and homeowners from unexpected changes to the development they have invested in”.

 

Charging points not possible to retrofit. Phase 9 has agreement in planning.  Not possible to put any in by old sales office.

In the future, GPRA could agree a specific, discreet design which would be the only design which householders could be given permission to install.

Agreed

RN

Completed

ASAP

14.  Planning issues

14.1

Use of farmhouse in Phase 4

Brunnings and Price in negotiation with Linden and the planners about the refurbishment of the farmhouse.

Linden are still responsible for the refurbishment of the outbuildings for studios and other community space.  It is unlikely that this work will begin until 2021.

Scaffolding has now been erected around the farmhouse in readiness for renovation work to begin once the final planning permission issues are resolved.

The company is still interested – and have reviewed plan with conservation officer. 

Interest has been expressed in putting a convenience store into the community space.

YB

On-going

14.2

Phase 9

 

Timescales

Site readiness being completed but any start likely to be delayed.

9b – care home.  McCarthy and Stone interested again – they will purchase. Plan drawn up – contract by end of March.  Consent by end of year – 18-month build programme

Plans for phases 6,7 and 8 to follow

DG

Completed

14.3

Handover of the old Marketing Suite to CCDT

 

Under Section 106, the building is designated to become a coffee shop and changing facilities. Linden will carry out their Section 106 obligations.

   

14.4

Graylingwell Drive – Including

North Chichester Sewage Pipeline and university access

Concern about pipeline route.

YB reported delays, given changes at Southern Water.

  

15.   Report from Grange Management

15.1

Responsibility for maintenance rooms and tunnels.

TH had raised concern that current agreements between Linden and Grange management are silent on these issues.

YB agreed to check the availability of site plans which should show these tunnels.  If he was unable to find any, he would commission some new drawings.

TH pointed out that there must have been a survey prior to refurbishment and that this should have included any ongoing maintenance provisions.

YB reported that no further information was found.

RN still to do some research on this at records office.

For next meeting

16.   Report from Clarion Housing Group

16.1

MT unable to attend – apologies given.

  

 

 

 

17.  Updates

17.1

Linden Homes

YB asked about relationship between CCDT and the GPRA.

RN provided a detailed briefing

  

17.2

Grange Management

TH reported that there is a need to review fire risk assessments

 

TH MS LH

 

17.3

Clarion Housing Group

See above

   

18.  AOB

 

Clock House and other refurbished buildings

 

Clarification was sought re responsibility for repairs of different types.

SS to contact TH

Done

 

Date of next meeting:  22.4.20

Quarterly Meeting: Linden Homes, Grange Management, Clarion Housing Group, Graylingwell Park Residents’ Association, CPM

Wednesday 16 October 2019

MINUTES

Present:

Rob Norris (RN) (GPRA Chair – Phase 5)                                                                         

Brian Baker (BB) (GPRA – Phase 3)                                             

David Guy (DG) (Linden Homes – Project Manager)

Larry Haynes (LH) (Linden Homes – Customer Care and NHBC Resolutions Manager)

Trudie Hudson (TH) (Grange Management – Head of Residential)

Maggie Taylor (MT) (Clarion Housing Group  – Resident Involvement Officer, South)

Faith Paine (FP) (CPM – Account Manager)

 

Apologies for absence:

Yuved Bheenick (YB) (Linden Homes– Land and Planning Director)

Tom Nelson (TN) (Linden Homes – Technical Manager)

Mayur Shingadia (MG) (Linden Homes – Estates Handover Manager)

Sue Cressey (SC) (GPRA Vice-Chair – Phase 1)

Susan Shord (SS) (GPRA – Secretary)

Sandie Jenner (SaJ) (GPRA – Phase 3)

No

Agenda item

Update on actions from previous meetings

New actions agreed at meeting

By whom

Timescale

1.     Penny Acre

1.1

Airing Courts landscaping

Concern about the long delay in resolving this issue.

Mostly completed with good feedback from residents.  More to be done before TH takes over responsibility.  Copy of tree survey required.

LH (in consultation with TH)

ASAP

1.2

Street lighting

All lighting now installed in Penny Acre.

RN reported that residents are pleased that this is now completed

 

Completed

1.3

Generic repairs to houses in Penny Acre

Replacement windows or window beading

Programme re-started in October. Individual residents will be notified when their home is scheduled.

MS

Current

1.4

Gutter leaking at south west corner of Superintendent’s House (Flats 1 to 9)

Repair needed

To investigate and repair as needed

TH

ASAP

2.     Lloyd Road

2.1

Bin storage for Clarion properties

Bin holding area for temporary bin storage prior to collection is being used as permanent bin storage and is dirty and untidy.

TH repeated that she has had the area cleaned on numerous occasions but residents not keeping it tidy. Clarion to reinforce to tenants that this is a temporary holding bay for bin collection day, and bins should be returned to gardens afterwards.  If this does not work, TH will consider alternative arrangements.

MT

ASAP

2.2

Parking

 

Commercial vehicle parking

Warden to ticket as required

FP

ASAP

3.      Longley Road

3.1

Garden of 115

Garden has never been properly landscaped: impossible to achieve because of siting of drain

Linked to 1.1.  LH has shown landscaper what is required.

LH

Completed

3.2

Randall House

 Building maintenance

Outstanding matter from previous meeting.  TH expressed concern about the poor condition of the original cast iron guttering.

Jade Nulty (JN) was following up with Craneswater.

LH to consult JN

 

 

 

 

 

ASAP

3.3

Bin stores

Misuse

TH reported the deplorable misuse of some of the Longley Road bin stores. Dealing with this has been exceedingly expensive – a cost that will need to be passed on to the residents.  TH has done all she can to stop this misuse including contact with all residents.

MT asked to reinforce with Clarion residents.

MT

ASAP

3.4

Emergency vehicle access past bollards

Discussed at previous meetings

Linden holds the suite of keys.

 

No further action required

4.

North Mead

  

 

 

4.1

Fly-tipping at Winterbourne and near chapel

 

Winterbourne not within Linden’s purview.  CCDT to be contacted about chapel area

RN

Contact completed

4.2

Unturfed areas

 

Turfing stops towards chapel

LH and RN to inspect.  RN to contact CCDT

Contact completed

4.3

Ground maintenance

Concern about infrequent mowing

To be completed as and when required according to the maintenance schedule

DG to monitor

On-going

4.4

Fencing in entrance to the Lodge

Damage to fencing

Responsibility of CCDT

RN to contact

Contact completed

4.5

Boundary posts, Havenstoke Park

Damage to some posts

Replacements completed

DG/LH

In hand

5.     Public Realm

5.1

Community Garden and Orchard

No dates set in S106 for access to community garden and allotment.  Site access difficult until Phase 4 completed.  This will not be until 2020.

Reported that new community garden being provided at Keepers’ Green.  Access to GP community garden will wait until site cleared some time in the future.  The trigger for eastern fringe development is 650 occupations.

MT will consult Clarion Futures

October/November

5.2

Water Tower  – poor condition of bricks and unsightly base

Work on the spalled bricks is planned

This work will not be done until services provided to the Redrow/Heaver-land development.

It was agreed that once access to the roof of the tower was possible, arrangements for the installation of deterrence for the seagull nests would be agreed and implemented.  Costs to be borne by Longley Road residents.

DG to report on developments

First quarter 2020

5.3

Street lighting

Street lights nos. 42 and 44 not working

Possible lack of electricity supply to the posts.

DG to investigate

ASAP

       

6.     Havenstoke Park

6.1

Provision and emptying of rubbish bins

Linden to provide bins as part of their S 106 commitments.  Bins need to meet CDC specifications as to design and location. 

GPRA to meet with Councillors to discuss funding support for waste management

New bins meeting the Council’s specifications have been ordered.

Linden was thanked for ensuring that the present bins were emptied regularly.

 

 

 

Completed

6.2

Progress on Section 106 commitments

The Chapel Play Area is still not completed and open to the public.

Final works currently being undertaken, and the play area will be open as soon as possible.

LH

 

 

 

ASAP

6.3

Footpaths

Access across verge for pedestrians wanting to use the park footpath

Linden will not fund an additional footpath.  Hill installing cycleway/footpath along Graylingwell Drive to join up with the path on the south side of Connolly Way.

 

On-going

Who?

6.4

Signage

Proliferation of signs along Connolly Way

Residents pleased that most signs have been removed. 

Sign behind former Sales Office needs to be removed.

Wooden pillars to be removed shortly.

DG

Part completed

6.5

Junction of Connolly Way and College Lane

 

SC had reported that the road surface at the junction of Connolly Way and College Lane was becoming badly potholed. 

Linden to investigate

DG

ASAP

Seems OK now

7       Bin and bike stores

7.1

Provision of hasps and locks to improve security in bike stores

More bike sheds have been fitted with the improved locks, and they will all be upgraded as funds permit. 

Additional hasps and locks to be fitted when funding available

TH

Ongoing

8.       Restrictive Covenants

8.1

Application of covenants

Residents had reported recent and potential breaches of the covenants

Linden was urged to be strict in applying the policy agreed with the Linden solicitor and Board i.e.

Linden’s position is to not provide consent for any amendments to the current construction or appearance of the development.  This protects purchasers and homeowners from unexpected changes to the development they have invested in.’

RN to write to YB

Completed

        

9.     Parking across Graylingwell

9.1

Phase 4 parking

Warden patrols

Will not be in place until handover to Grange

Linden/Grange

 

 

 

 

 

 

When handover  agreed

9.2

Visitor parking and re-issue of permits

Concern has been expressed in the past about faded permits and residents using their visitor permit to access an additional permanent parking space.  In addition there is a new concern about residents using their visitor’s permit to park on the opposite side of the site when such parking will facilitate their travel plans.  Both types of misuse reduce the availability of visitor spaces for bono fide visitors.

RN to circulate a briefing note to residents reminding them of the parking regulations at Graylingwell Park.

Residents’ permits are to be re-issued.  Each resident will be issued with three permits per allocated space, plus one visitor permit.  It was agreed that colour coding to mark east/west locations was inappropriate as purchase agreements etc do not specify particular visitor spaces and CPM is therefore unable to take action in this respect.  It was also considered that colour-coding would be divisive in relation to community coherence.

RN

 

 

 

 

 

FP

Completed

Completed

9.3

Disabled parking

 

Some parking spaces distant from homes

Possible use of unused space/s by special arrangement with other residents

BB

As and when

10.   Planning issues

10.1

Split site arrangements

The southern access bus gate hydraulics had failed leaving the road currently closed.

Concern was expressed at the on-going maintenance responsibility for the bus gate.

Maintenance contract with ATG is in place with Linden and copied to TH.

The alternative of number-plate recognition has been explored and rejected because of costs and possible misuse.

The code for the bus gate has been changed

DG will continue to monitor and administer

On-going

10.2

Site signage

 

Concern was expressed that road signage across the development needed updating in light of the implementation of the split site.  In particular, No-Through Road signs were required.

As the Marketing Suite in Western Graylingwell has now been closed and relocated to Eastern Graylingwell, the signage on the site can now been fully reviewed. 

DG

On-going

See 6.4 above

10.3

Use of  farmhouse in Phase 4

Brunnings and Price in negotiation with planners about the refurbishment of the farmhouse.

Linden are still responsible for the refurbishment of the outbuildings for studios and other community space.  It is unlikely that this work will begin until 2021.

Scaffolding has now been erected around the farmhouse in readiness for renovation work to begin once the final planning permission issues are resolved.

Interest has been expressed in putting a convenience store into the community space.

YB

On-going

10.4

Phase 9

 

Timescales

Site readiness being completed but any start likely to be delayed.

DG

Completed

10.5

Cycle path access to Winterbourne Road

 

Removal of fence

Fence removed following instruction from the Commercial Director (Linden).

It is understood that WSCC is proceeding with an application for a public right of way.

 

 

 

 

RN to monitor

Completed

On-going

10.6

Handover of the Marketing Suite to CCDT

 

Currently the building is designated to become a coffee shop and changing facilities to support the football pitches on Havenstoke Park.  This was opposed by GPRA. The development of the Chapel and the Farm House would already provide all the catering outlets that could be supported on Graylingwell Park.  Further changing facilities were not needed as there are already changing facilities in the Club House on the cricket green in the Hill development, and there were insufficient parking facilities to support the use of changing rooms on Havenstoke Park.

Discussions on-going with CCDT, CDC, etc

Possibility raised that the gravel parking area might, at least temporarily, become a pay and display car park.

YB

DG

ASAP

On-going

10.7

Neighbourhood Plan

RN reported that the City Council is developing a Neighbourhood Plan ‘sitting beneath’ the Local Plan

City Council Planning Officer to attend October Saturday café.

RN to inform YB re Plan.

RN

ASAP

Done

10.8

Graylingwell Drive

Incl.

North Chichester Sewage Pipeline

and university access

Change of route from Hill development to Graylingwell Drive

DG reported that it had been agreed that the pipeline would be along Graylingwell Drive because Hill had moved the block of flats over the previously proposed route.  Implementation is very unlikely to cause any disturbance to GP properties.

DG reported that the easement for the university along Graylingwell Drive had still to be concluded.  RN reported that the university had confirmed that there would not be a through route from Graylingwell Drive to College Lane.

RN to seek final clarification from YB

ASAP

11.   Report from Grange Management

11.1

Responsibility for maintenance rooms and tunnels.

TH had raised concern that current agreements between Linden and Grange management are silent on these issues.

YB agreed to check the availability of site plans which should show these tunnels.  If he was unable to find any, he would commission some new drawings.

TH pointed out that there must have been a survey prior to refurbishment and that this should have included any ongoing maintenance provisions.

YB  (RN to write to YB)

DG to discuss with Graylingwell Energy

For next meeting

12.   Report from Clarion Housing Group

12.1

Revised structures and GPRA application for grant

Structural changes at Clarion including new IT system

MT outlined the proposed changes and the revised personnel/structures.

MT reported that the GPRA grant had been accepted but that the IT changes would probably delay its receipt.

MT

 

 

On-going

13

Street Lighting

13.1

Electrical sources for street lighting

Preparation of accounts

TH requested information on where lights are fed from to ensure accurate billing

DG

ASAP

          

 

Date of next meeting:  23.1.20

Quarterly meeting: Linden Homes; Grange Management; Clarion Housing Group; Graylingwell Park Residents Association

30th May 2019

Minutes

Present:

Rob Norris (RN) (GPRA Chair – Phase 5)                                                                         Distribution of minutes:

Sue Cressey (SC) (GPRA vice- chair – Phase 1)                                                                 all attendees plus:                                

Sue James (SuJ) (GPRA Secretary – Phase 2)                                                                   GPRA committee members

Sandie Jenner (SaJ) (GPRA – Phase 3)                                                                             GPRA website

Yuved Bheenick (YB) (Linden – Land and Planning Director)                                            Clare de Bathe

Larry Haynes (LH) (Linden – Assistant Site Manager)

Tom Nelson (TN) (Linden – Technical Manager

Mayur Shingardia (MG) (Linden – Customer Care Co-ordinator)

Catherine Johnson (CJ) (Clarion Housing Group – Housing Manager)                  

Faith Paine (FP) (CPM – Account Manager)        

 

Apologies for absence:

Trudie Hudson (TH) (Grange Management – Residential Manager)

No

Agenda item

Update on actions from previous meetings

New actions agreed at meeting

By whom

Timescale

1.     Penny Acre

1.1

Airing Courts landscaping

Concern and frustration about the long delay in resolving this issue, which had now been discussed without any action for over a year.

The lack of funding for this project will be raised at an internal Linden meeting on 3 June.  YB to talk to the Commercial Director to resolve the matter

YB

3 June

1.2

Street lighting

All lighting now installed in Penny Acre, but no progress had been made on shielding the glare which is a nuisance to certain properties. 

LH reported that SSE are being slow to respond to requests for help. He will raise again.

LH

ASAP

1.3

Generic repairs to houses in Penny Acre

RN thanked Linden for completing the sealant programme.  The window beading to the front of houses is underway, and scaffolding will be erected for the rear aspects of properties.

Programme to be re-started in July. Individual residents will be notified when their home is scheduled.

MS

ASAP

2.     Lloyd Road

2.1

Bin storage for Clarion properties

Bin holding area for temporary bin storage prior to collection is being used as permanent bin storage and is dirty and untidy.

TH reported that she has had the area cleaned on numerous occasions, but residents would not keep it tidy.  She will speak to CJ and ask her to reinforce to tenants that this is a temporary holding bay for bin collection day, and bins should be returned to gardens afterwards.  If this does not work, she will consider removing facility all together.

TH and CJ

Ongoing

 

2.2

Anti-social behaviour by children

 

SC reported that she had received many complaints about the behaviour of some children who lived on Lloyd Road.  She felt the problem reflected the fact that too many families with young children had been allocated social housing on the street. 

SC reported that the provision of play facilities on Havenstoke park had resolved the problem.

 

Completed

 

3.      Longley Road

3.1

Garden of 115

Garden has never been properly landscaped:  impossible to achieve because of siting of drain

Linked to 1.1

LH

ASAP

3.2

Randall House

All properties now occupied.

SaJ reported that all snagging issues had been resolved, and thanked MS for his work on this.

(Outstanding matter from previous meeting).  TH expressed concern about the poor condition of the original cast iron guttering.

 

 

 

 

 

TH to raise at next meeting if this is still a concern

 

Complete

3.3

Seagull nuisance

 

SuJ reported that many Longley Road residents had complained to her during the summer about the noise and mess made by seagulls nesting on the Water Tower.

It was agreed that the installation of pest control methods (eg use of decoys) would be considered whilst the Water Tower was scaffolded.  LH to liaise with SuJ

LH

When Water Tower scaffolding is in place

3.4

Inadequate lighting around Airing Court and car parks

The installation of new lighting was now complete, but not all the lights were working.

LH reported that SSE know the job is not complete, but have given no date for finally completing the project.  He will chase again.

LH

ASAP

4.      Public Realm

4.1

Community Garden and Orchard

No dates set in S106 for access to community garden and allotment.  Site access difficult until Phase 4 completed.  This will not be until 2020.

(Outstanding matter from previous meeting).  CdeB explained that the grafted apple trees which linked the old Graylingwell orchard to the new one, had been planted down the north side of the Chapel and would have to be moved when work on the chapel started.

It was agreed that temporary access to the new orchard area could be provided to enable the trees to be planted in their permanent new position.

LH to check on progress

 

4.2

Water Tower  – poor condition of bricks and unsightly base

Work on the spalled bricks is to begin shortly

TN reported that the project plan is in place and work to erect the scaffolding is expected to start in August.  Given the difficulties in finding an alternative site for the bin store at the base of the Water Tower, it is likely that this will remain in situ, with the scaffolding erected around it.  TN will confirm when the project dates are finalised.

It was agreed that once access to the roof of the tower was possible, arrangements for the installation of deterrence for the seagull nests would be agreed and implemented.  Costs to be borne by Longley Road residents.

TN

ASAP

       

5.     Havenstoke Park

5.1

Provision and emptying of rubbish bins

Linden to provide bins as part of their S 106 commitments.  Bins need to meet CDC specifications as to design and location. 

GPRA to meet with Councillors to discuss funding support for waste management

New bins meeting the Council’s specifications have been ordered.

Linden was thanked for ensuring that the present bins were emptied regularly.

LH to monitor.

 

 

ASAP

5.2

Progress on Section 106 commitments

The Chapel Play Area is still not completed and open to the public.

Final works currently being undertaken, and the play area will be open shortly.

GPRA are monitoring the impact of the new signage on the Havenstoke Park play area to see if dog fouling is as much of a problem as feared.  So far, it has not been, although some of the signage has been vandalised.

LH

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

5.3

Footpaths

Two main concerns were raised:  the regular flooding of the existing footpath alongside Connolly Way, and the use of the road by pedestrians wanting to avoid the mud in the park

A soakaway is to be installed to deal with the flooding issue.

As Linden will not fund an additional footpath, it has been suggested that Hill might extend their planned path round to join up with the path on the south side of Connnoly Way.

LH

 

 

GPRA to discuss with Hill

ASAP

ASAP

5.4

Maintenance of land adjacent to Blomfield Drive

Land to the north of Blomfield Drive is overgrown and vegetation is encroaching onto Blomfield Drive.

Land ownership has been established and the problem resolved.  Thanks offered to RP.

 

Complete

5.5

Junction of Connolly Way and College Lane

(new item)

SC reported that the road surface at the junction of Connolly Way and College Lane was becoming badly potholed.  She asked who would have responsibility for repairing this area.

YB to investigate

YB

ASAP

 

6.      Bin and bike stores

 

6.1

Provision of hasps and locks to improve security in bike stores

More bike sheds have been fitted with the improved locks, and they will all be upgraded as funds permit. 

(Outstanding matter from previous meeting).  Now only one bike shed remains to be fitted with the improved security.  The doors on this shed are of poor quality, so TH is reviewing the options available to her.

TH

Ongoing

        

 

7.      Parking across Graylingwell

7.1

Parking allocations

FP has now been appointed on a permanent basis, and will be taking action to resolve the outstanding parking issues.

There is a discrepancy between the two plans showing the allocation of parking spaces – one held by CPM holds, and the other by Linden.

FP to liaise with TN to agree a common plan

 

 

 

 

 

 

 

ASAP

7.2

Misuse of visitor parking

Concern has been expressed in the past about residents using their visitor’s permit to access an additional permanent parking space.  In addition there is a new concern about residents using their visitor’s permit to park on the opposite side of the site when such parking will facilitate their travel plans.  Both types of misuse reduce the availability of visitor spaces for bono fide visitors.

Residents’ permits are to be re-issued.  Each resident will be issued with three permits per allocated space, plus one visitor permit.  The permits will be colour coded to reflect the split nature of the site and to ensure that where visitor parking is being used, it is on the correct side of the site.  This will enable CPM to monitor misuse of visitor parking by residents and to report back.

RN to circulate a briefing note to residents reminding them of the parking regulations at Graylingwell Park.

FP to put together a plan of action with timescales

 

 

 

 

 

 

 

 

 

 

 

FP to respond to RN on the draft note to residents

ASAP

ASAP

7.3

Faded Permits

 

A number of residents have recently complained about being ticketed for displaying faded permits

The permit reissue will resolve this issue.  Until this is implemented the current arrangement remains whereby residents will be warned about non-display of a permit or display of a faded permit for the first offence and ticketed for subsequent offences.

FP to monitor

ASAP

 

8.      Planning issues

8.1

Split site arrangements

The southern access bus gate hydraulics had failed leaving the road currently closed.

(Outstanding matter from previous meeting).  Concern was expressed at the ongoing maintenance responsibility for the bus gate and associated lockable bollards when Linden leave the site.  24/7 access to keys might be required in the case of an emergency.

TH to draw up a maintenance contract for discussion at next meeting

Next meeting

8.2

Site signage

 

Concern was expressed that road signage across the development needed updating in light of the implementation of the split site.  In particular, No-Through Road signs were required.

As the Marketing Suite in Western Graylingwell has now been closed and relocated to Eastern Graylingwell, the signage on the site can now been fully reviewed.  YB to talk to the Sales and Marketing team about the best way to handle this.

YB

ASAP

8.3

Use of  farmhouse in Phase 4

Brunnings and Price in negotiation with planners about the refurbishment of the farmhouse.

Linden are still responsible for the refurbishment of the outbuildings for studios and other community space.  It is unlikely that this work will begin until 2021.

Scaffolding has now been erected around the farmhouse in readiness for renovation work to begin once the final planning permission issues are resolved.

Interest has been expressed in putting a convenience store into the community space.

YB to check timescales for completion of the renovation.

 

8.4

Phase 9

 

RP reported that land clearance had been completed and a detailed planning application for 101 3 and 4 bedroom homes has been submitted for consideration at October’s Planning Committee.  If plans are approved, it is expected that a start on site date of March/April 2019 will be achieved.

(Outstanding matter from previous meeting).  Phase 9 outline planning permission now agreed.

Given the downturn in the housing market, no timescale for start on site yet agreed.

Plans for Phase 8 – the two blocks of flats on Chapel Green – are now being finalised for submission for outline planning permission

 

 

8.5

Cycle path access to Winterbourne Road

 

Linden had recently erected a high fence blocking the proposed cycle path linking Graylingwell Park to Summersdale. 

RN reported that the WSCC Legal Department had confirmed that no public right of way existed at the site of the fence between Winterbourne Road and North Mead, although at a meeting with our local Councillor we had been told that there was a long standing plan to create a cycle path at the site.  RN shared the recent correspondence on the issue with YB.

It was noted that the current situation was giving rise to negative publicity for Linden.

RN

Completed

8.6

Handover of the Marketing Suite to CCDT

(new item)

Currently the building is designated to become a coffee shop and changing facilities to support the football pitches on Havenstoke Park.  This was opposed by GPRA. The development of the Chapel and the Farm House would already provide all the catering outlets that could be supported on Graylingwell Park.  Further changing facilities were not needed as there are already changing facilities in the Club House on the cricket green in the Hill development, and there were insufficient parking facilities to support the use of changing rooms on Havenstoke Park.

YB agreed to discuss the future of the Marketing Suite with the CDC Planning Officer to see how he/she felt about a variation to the S106 agreement.

YB

ASAP

8.7

Bus subsidies

(new item)

RN reported that the no 50 bus route had been severely curtailed in April as a result of the cut in subsidies to the operating company from WSCC.   He asked if the very generous contribution made by Linden had now been exhausted.

YB to investigate

YB

ASAP

 

9.     Linden Customer Services

9.1

On-going dissatisfaction with response times from Customer Services

AC reported that a new team was now in place, and sites are being allocated to a named co-ordinator who will receive all the communications from residents directly.  She hoped that this would improve matters, although the team do have a backlog of issues to deal with.

It was noted that since the new Customer Services Advisor had been appointed, no new complaints had been received.  Jade had received a lot of positive feedback, so there was cautious optimism that the problem was on the way to being solved.

 

Completed

10.   Report from Grange Management

10.1

Responsibility for maintenance rooms and tunnels.

TH raised concern that current agreements between Linden and Grange management are silent on these issues.

RN reported that he had raised this with RP before he left, but had not received a definitive reply.  YB agreed to check the availability of site plans which would should these tunnels.  If he was unable to find any, he would commission some new drawings.

YB

ASAP

11.   Report from Clarion Homes

11.1

Anti-social behaviour (ASB)

Concern was expressed that since the installation of the play area and trim trail, the incidence of anti-social behaviour appeared to have increased

CJ explained Clarion’s new reporting system which was designed to ensure all complaints were logged and appropriately categorised into one of three categories – ranging from minor issues such as noise to severe issues such as assault or criminal damage.  Hayley Norman is the Clarion ASB Officer who will prioritise complaints and deal with them appropriately.  CJ emphasised that if the ASB was not carried out by a Clarion tenant then they could take no action.

It was agreed to inform Linden Customer Services of any ASB issues so that they could ensure that damage was repaired as quickly as possible

CJ to ask Marshall Abbot, who works jointly for CDC and the Police on ASB issues to contact SuJ to arrange a meeting to discuss concerns about ASB in Havenstoke Park.

 

SuJ to ask residents to inform Linden about any new ASB they witness which results in damage to Havenstoke Park so it can be rectified

ASAP

Next newsletter

11.2

New Housing Manager

CJ reported that she is leaving her current role.  Clarion will inform us about her replacement in due course

CJ was thanked for her work at Graylingwell Park.

Clarion Homes to inform us when new appointment is made

 
          

 

Date of next meeting:  Wednesday 18 September 2019 at 11.30 in the Sales Office