Committee Meeting Minutes

GPRA Committee Meeting

held on 21 May 2024 at 6.00pm

at the Graylingwell Water Tower

 

Minutes

 

Attendees:

 

Peter Harris (PH) (Chairman); Joe Etienne (JoE); Stephen Holman (SH); David Hughes (DH); Pete Lindars (PL); Sidra Sammi (SS); Chris Stanley (CS); Kathy Sykes (Vice-Chair) (KS); Carol Findlay (CF) (Treasurer)

 

1. Welcome and apologies

 

PH began by welcoming everyone to the meeting and thanking KS for chairing the 19th March meeting.

 

Apologies had been received from Sarah Barnett (SB); Jonathan Brown (JB); Malcolm Watts (MW) (Secretary); Jo Williams (JW) and Keith Roberts (KR).

 

2. Minutes of the meeting held on 19 March 2024

 

Agreed

 

3. Matters arising from the previous meeting

 

Covered as otherwise on this meeting’s agenda.

 

4. Treasurer’s Report

 

CF reported that we had £1,083.00 balance with the annual invoice to run our website due in July.

 

5. Feedback from Graylingwell Energy

 

DH summarised items covered at a recent meeting between GPRA and Graylingwell Energy (GE).

 

Included items were continued complaints (mainly Pinewood Way) as to intermittent hot water supply issues – goodwill visits by GE have fixed the reported issues and highlighted that a discussion is needed with Veolia. A small increase in bad debt has been contained, with pre-payment meters fitted to some properties. Direct Debits will hopefully now be taken on a set day of the month, and not sporadically. Residents will be offered payment by Standing Order which will be set up by ISTA if requested. SEFE Energy are the cheapest supplier of gas accessed by ISTA and pellets are environmentally better. Residents to be offered the option of predictable monthly payments. PH action to draft a letter for GE to send describing the process (standing orders, not direct debits). Action: PH

 

The next meeting with GE will be on 11th June.

 

6. Grange budget packs, on-line portal

 

Many residents have commented on the bulk of the twice-yearly budget packs. These will be available to view on-line when Grange has its on-line portal up and running. Hard copy versions in the post will still be available as required.

 

7. CPM and SIPPI

 

GPRA strongly opposed to SIPPI, although a pilot in Pinewood Way has been mooted. Next discussion late-summer, see also 12 below.

 

8. University’s Planning Application (reference 23/02116/FUL)

 

GPRA sent clear and strong objection letter to CDC’s Planning Department. CDC has several issues with what has been applied for and has sent the application back to the University for reconsideration.

 

9. S106 – cycle paths and Toucan crossing

 

Drew Smith (DS) had applied to be relieved of this commitment – GPRA strongly objected as did many residents. Application denied by CDC’s Planning Department, but DS is seeking legal advice.

 

10. TrolleyWise

 

All residents have been advised that this is up and running at no cost to residents. Seems to be working well. CCDT has been approached to place this on their App and publicise on their notice boards.

 

11. Connolly Way entrance

 

As agreed at the last meeting, Grange now progressing the work item.

 

12. 2nd May introductory meeting with new CPM account manager

 

Faye Wood welcomed at a joint meeting with GPRA (PH and KS) / Grange (Richard Price and Deborah Nelson) / Vistry (Kaan Silay), followed by GP-wide walkabout (included Bryan, CPM’s parking warden assigned to GP); also discussed SIPPI.

 

13. North Mead landscaping

 

Area had been looked at by PH and Vistry as part of the walkabout in item 12 above. Vistry advised that the wildflower meadow will germinate. None of GPRA’s four North Mead residents volunteered to observe the meadow.

 

14. Reports from Street Representatives

 

Lloyd Road – bin store on r/h side near as approached from Blomfield now fixed; campervan and tyre van still contravening parking regulations and being ticketed regularly.

 

Penny Acre – bollards at entrance both hit by removal van, then by Grange’s contractor – repairs effected; resident’s complaint about grass mowing in Airing Court handled.

 

North Mead/ Pinewood Way – the broken window in the apartment block has still not been repaired and there are still shards of broken glass around… a tree outside play area outside Chapel is broken & needs replacing… no 17 Pinewood Way has an intermittent tv signal.

 

Longley Road / Homestead Road – nothing to report

 

15. AOB

 

None

 

16. Date of Next Meeting

 

30 July 2024 at 6.00 in the Water Tower.

 

GPRA Committee Meeting
held on 19 March 2024 at 6.00pm
at the Graylingwell Water Tower

Minutes

Attendees:

Jonathan Brown (JB); Joe Etienne (JoE); Stephen Holman (SH); David Hughes (DH); Pete Lindars (PL); Sidra Sammi (SS); Chris Stanley (CS); Kathy Sykes – Vice-Chair (KS); Malcolm Watts – Secretary (MW); Jo Williams (JW).

Welcome and apologies

KS took the chair in the absence of Peter Harris and began by welcoming everyone to the meeting.

Apologies had been received from Sarah Barnett (SB); Carol Findlay (CM); Peter Harris (PH); and Keith Roberts (KR).

Minutes of the meeting held on 30 January 2023

Agreed

Matters arising from the previous meeting

Lloyd Road Visitor’s Parking Bays (Item 3): SH reported that, having discussed the options of additional parking bays with the residents concerned, no further action was required.

Treasurer’s Report

MW reported that CF had advised him there were no treasurer issues or changes since her report to the January meeting.

Clarion/Grange

KS reported that Amanda Hartfield (Clarion) and Trudie Hudson (Grange) had visited Graylingwell earlier in the month to deal with various issues. She emailed them both later to ask if there was any matter arising that she could report to GPRA’s Committee meeting… they said that they had visited the flats in Pinewood Way and identified a number of concerns. These included repairing damage to the bike and bin stores. Clarion were limited as to what action they could take as regards to anti-social behaviour unless the police were involved. Amanda was going to walk around Pinewood Way over the Easter holidays with the police

The onus for reporting concerns (such as dangerous dogs) rested on residents in the first instance. JoE advised the meeting that he was happy to report matters to the police or the District Council’s Environmental Health services where residents felt at risk in doing so themselves.

JoE raised a number of other issues listed at 13 below.

Feedback from Graylingwell Energy meeting 7th March 2024

DH reported back to the Committee on a meeting he and PH had held with Aidan Hickey, Commercial manager at Graylingwell Energy (GE).

A number of 3-bedroom properties had been charged as 4-bedroom. GE would provide ista with a list of those properties affected so that back dated credits could be paid. It was agreed that in future a more equitable formula could be based on floor area rather than room numbers.
GE reported that ista had struggled with admin issues, leading to direct debits being taken on random dates. Failure to meet key performance indicators could lead to ista being penalised for errors, late billing etc.
GE will be writing to residents to clarify the process of billing and the handling of related queries. This will include details of how actual usage readings are obtained, including use of a ‘car with aerial’ sweep to cover those properties where Bluetooth doesn’t or can’t draw down the data.
By using ista’s purchasing powers GE is able to source better energy price deals than by negotiating independently. These are kept under regular review.
GE does get rebates through the Government’s Renewable Heat Incentive scheme. This is reflected in the variable cost element of charges to residents.
Individual customers can arrange standing orders direct with ista. Under these arrangements a fixed monthly amount (based on an annual agreed usage estimate) is paid on the date specified by the resident, with a mutual review each year to alter the amount based on actual consumption.
The ‘bad debts’ position had worsened over the past 12 months.

The Committee was grateful to DH and PH for pursuing residents’ concerns.

Grange end of year budget packs

JW questioned the need for Grange to issue so much annual paperwork in hard copy (no doubt at considerable expense). On behalf of residents, Committee members suggested that a one sheet paper summary would be sufficient with any accompanying information sent electronically. KS agreed that she and PH would raise the matter with Grange. Action: KS & PH

CPM and SIPPI

KS reminded the meeting that CPM had agreed to defer the move to an online platform for six months. However, as residents remained concerned about the viability of the scheme, she and PH would raise the matter with CPM again at the Quarterly Meeting on 21 March. Action: KS & PH

University’s Planning Application (reference 23/02116/FUL)

Following a brief update from KS on the University’s application to build new student accommodation towards the bottom of Connolly Way, JB outlined the current position. Three major issues had been raised in the consultation –Southern Water’s concerns about foul water flows, nitrates neutrality, and the relationship between the proposed eastern block of the accommodation and the Iron Age dyke. The first two issues appeared capable of resolution. But Historic England’s concerns about the dyke, an historic monument, appeared a major sticking point. For this reason, it seemed likely that significant changes would need to be made to the proposals for the application to be successful. The matter was currently with the University to consider how it wished to proceed.

Section 106

KS reported that the local planning authority had dismissed Vistry’s application to have two s106 Planning obligations, issued as part of the planning permission for the Graylingwell development, removed on the grounds that they were overdue and no longer required. These were for the construction of a Toucan crossing on Oaklands Way and a cycle route along Westhampnett Road. KS would raise this with Kaan Silay of Vistry at the Quarterly Meeting on 21 March and ask whether the developer intended to challenge the decision. Action: KS.

Bus bollard maintenance

KS reported that Kaan Silay’s efforts to establish who had possession of each of the pass cards were continuing and he had arranged for a number of cards to be cancelled.

The Committee remained concerned at the ongoing maintenance cost of over £6k a year and continued to question whether this represented value for money.

Connolly Way entrance

KS reported that Grange had allocated the sum of £4k for SCS Landscape Management to enhance the approach to Graylingwell Park via the Connolly Way entrance. This would translate into a contribution of approximately £8 on each resident’s bill and would be a one-off payment

Reports from Street Representatives

North Mead: JoE

Unauthorised parking remained a problem in Pinewood Way.
Redrow construction lorries were creating potholes in Pinewood Way and shedding stones on the carriageway thus risking damage to residents’ vehicles. Repairs to the road surface should not have to wait till construction work was complete.
Grange had been replacing a number of parking plaques that had been prised off.
Fencing between the Phase 8 compound and the tv/satellite dish portacabin had fallen down thereby causing intermittent loss of reception.
Moss and grass were growing on some of the pathways creating a slip hazard.
The road surface at the junction of Kingsmead Avenue and North Mead was deteriorating. And the telegraph pole positioned in the roadway outside the Water Tower created an obstruction.

Action: KS & PH to raise these matters with Grange/Vistry

Lloyd Road: PL

Residents had reported damp in two properties.
Problems with unauthorised parking continued.
Rubbish had been removed.

Action: KS & PH to raise these matters with Clarion/CPM

Longley Road: KS

Nothing to report.

Penny Acre: JW

A heavy vehicle had evidently caused damage to the grassy area. It was hoped this could be resolved shortly.

Any Other Business

Havenstoke Park

Work on the football pitches had begun with two areas enclosed with builders’ fences. As reported in the email from Sue James,CCDT, & circulated by the GPRA, the enclosed areas would shortly be sprayed with herbicide and, once the existing vegetation had died back, the pitches would be constructed. It was expected that this would take about a month, depending on the weather. Once the new pitches had been constructed, the builders’ fences would be replaced with chestnut paling fences to protect the pitches whilst the new grass became established. These fences would be removed once this had happened. It was expected that the pitches would be available for use by the start of the playing season in the autumn of 2025.

Wild Flowers

KS confirmed that the planting of wildflowers between North Mead and Lloyd Road was one of a number of issues that GPRA raised at the Quarterly Meetings with the developer and the management company and will raise again in the next meeting on 21 March 2024

Front gardens

A number of Committee members asked what Grange’s position would be on residents tending their own front gardens (currently under the care of SCS) with Grange reducing the management charges accordingly?

Priority issues

Acknowledging that Grange cannot deal with all residents’ issues and concerns at once, JB asked whether it would it be helpful for the GPRA to identify a list of residents’ priorities and work with Grange on establishing a timeline.

Action: KS & PH to raise items c) and d) with Grange


Date of Next Meeting

21 May 2024 at 6.00 in the Water Tower.

 

GPRA Committee Meeting

held on 30 Jauary 2024 at 6.00pm

at the Graylingwell Water Tower

 

Minutes

 

Attendees:

 

Sarah Barnett (SB); Jonathan Brown (JB) (from item 13); Joe Etienne (JoE); Carol Findlay – Treasurer (CF); Peter Harris – Chair (PH); Stephen Holman (SH); David Hughes (DH); Pete Lindars (PL); Keith Roberts (KR); Sidra Sammi (SS); Kathy Sykes – Vice-Chair (KS); Malcolm Watts – Secretary (MW)

 

1. Welcome and apologies

 

PH began by welcoming everyone to the meeting.

 

Apologies had been received from Chris Stanley (CS) and Jo Williams (JW).

 

2. Minutes of the meeting held on 3 October 2023

 

Agreed

 

3. Matters arising from the previous meeting

 

Speeding (Item 3): PH reported that the cost of installing speed warning lights would be in the region of £3k each, plus maintenance etc. On this basis the Committee resolved not to pursue the issue any further.

 

Social Media (Item 6): Rather than setting up a new Facebook page, the Committee agreed that items of GPRA news should be copied to JoE for posting on the page he already hosted for residents of North Mead and Pinewood Way. This would be titled to refer to Graylingwell Park.

 

Lloyd Road Visitor’s Parking Bays Housing (Item 8): At the last Quarterly Meeting, Grange Management had reported that they had carefully considered a paper from SH but had advised that there was no requirement for the number of bays to be in a specific proportion to the number of houses and there was no room for more bays in Lloyd Road. PH would consider whether any further action was required. Action: PH

 

Blue Badge Holders (Item 14a):PH reported that Grange had assured him that they would be sympathetic towards any blue badge holder whose car was ticketed.

 

4. Treasurer’s Report

 

CF reported funds of £1,083. Given cost concerns, GPRA’s funding of drinks at the AGM would need to be reconsidered in time for this year’s meeting.

 

5. Graylingwell Energy (GE) Pricing Tariffs

 

PH drew the Committee’s attention to the message he had issued on 24 January announcing that GE had reported that they were now in a position to calculate a figure under the Energy Bill Discount Scheme (EBDS) for each household and that this would be applied as a credit to people’s bills. It was hoped this would take effect in March and should result in a one-off credit for April-September 2023. However, it would not affect standing charges.

 

DH reported that he would shortly be meeting GE representatives to discuss a range of issues. This would include standing charges, billing, direct debits, ista, GE/ista energy purchase, the Renewable Heat Incentive scheme, payment plans, Ofgem regulation and the university development.

 

6. CPM and SIPPI

 

PH reported that following GPRA’s representations CPM had agreed to defer the move to an online platform for six months. As the Committee remained concerned about the viability of the scheme, discussions with CPM would need to continue. In the meantime, CPM should be asked to encourage the parking warden to visit Pinewood Way more frequently. Action: PH

 

7. University’s Planning Application

 

Members of the Committee had met representatives of the University on 25 January to discuss their concerns about the University’s application to build 349-bedroom student accommodation towards the bottom of Connolly Way (reference 23/02116/FUL). Whilst the Committee appreciated the University’s wish to increase its student accommodation, it had found the meeting disappointing and consequently its objections to the development, as currently proposed, remained. It was hoped the University would make the minutes of the meeting available shortly.

 

8. Section 106

 

The Committee was concerned that Drew Smith had applied to Chichester District Council to have two s106 Planning obligations, issued as part of the planning permission for the Graylingwell development, removed on the grounds that they were overdue and no longer required. These were for the construction of a Toucan crossing on Oaklands Way and a cycle route along Westhampnett Road.

 

PH reported that, having received some 40 emails about the matter, he had submitted objections on behalf of Graylingwell residents. These can be viewed on Chichester District Council’s Planning Portal under reference 23/02830/OBG.

 

9. Quarterly Meeting held on 14th December 2023

 

PH highlighted two items connected with the meeting.

 

1) Work should begin on the Havenstoke Park pitches in Spring 2024.

2) The planning authority had now rejected Drew Smith’s argument that planting could not be undertaken along Kingsmead Avenue without damaging the drainage, streetlight cabling etc.

 

10. E-mail etiquette

 

When replying to emails, members were asked to ensure that the subject named in the title accurately reflected the content of the message – especially when the content had changed from earlier messages in the same thread.

 

11. Bollards

 

PH reported that there had been some reduction in traffic and that he had asked Grange to cancel some 59 unallocated cards to prevent their unauthorised use.

 

Given however that this was an ongoing problem – and that maintenance cost some £6.2k a year – he had also submitted a paper listing four possible longer-term solutions:

· Seeking planning permission to close the route permanently

· Reducing the number of permits

· Charging non-essential users

· Inviting Keepers Green residents to share the costs.

 

Following some discussion, the meeting agreed to explore the first option by investigating the steps necessary for beginning a pre-application process for permission to close the route permanently. Action: PH

 

12. Connolly Way entrance

 

PH was continuing to press for improvements to the aspect. Action: PH

 

13. Reports from Street Representatives

 

North Mead: JoE

 

· Drew Smith were storing waste material on the site adjacent to the proposed convenience store. Action: JoE to approach Kaan Silay

· Construction vehicles were leaving mud on Pinewood Way.

· Several residents had reported that their radiators had been signed off without having been properly installed. Action: JoE to email PH with details

· Fifty-four parking plaques were missing across the development and appeared to have been prised off to facilitate unauthorised parking.

· JoE had reported further problems with the aerial/satellite dish on Pinewood Way to Drew Smith.

· Some North Mead residents were continuing to leave their bins outside their front doors in apparent breach of the restrictive covenants.

· No action appeared to have been taken by either Clarion or Sussex Police in respect of a dangerous dog.

· Pinewood House floodlights were again angled in such a way as to disturb North Mead residents living opposite. Action: JoE to email PH with details

· Clarion was aware that several residents had complained of a tom cat entering their properties and causing a nuisance/health hazard.

 

Lloyd Road: PL

 

· There had been an increase in fly tipping and together he and SB had removed two bikes, shopping trolleys, crockery etc.

 

Longley Road: KR

 

· There had been instances of residents being ticketed whilst parked outside their own properties to unload. These had been resolved.

 

Penny Acre: JW

 

· Prior to the meeting, JW had reported four cases of standing charge errors. These had been resolved.

 

14. Subgroups

 

Nothing to report.

 

15. Any Other Business

 

a. Pinewood Way

 

It was confirmed that there were no plans to construct a second access road to Lavant View, and consequently this would remain the only access following completion of the development.

 

b. Havenstoke Park

 

The Committee recorded its appreciation of the new trees planted along the park. However it was disappointed by the appearance of the new covered area outside the Pavilion café.

 

c. Airing Courts

 

Sadly the shelter had been vandalised again.

 

16. Date of Next Meeting

 

19th March 2024 at 6.00 in the Water Tower

 

Minutes of GPRA Annual General Meeting: The Graylingwell Chapel, 6.00pm, 1 November 2023

Committee Attendees: Peter Harris (Chair), Sarah Barnett, Jonathan Brown, Jo Etienne; Carol Findlay (Treasurer), Stephen Holman, David Hughes, Pete Lindars, Philip Penfold (Secretary), Kathy Sykes (Vice Chair), Jo Williams.

Guests: Grange Management – Lorraine Murphy (Managing Director) and Deborah Nelson (Residential Coordinator); Chichester Community Development Trust (CCDT) – Clare de Bathe (Trust Director)

Minute taker: Malcolm Watts

Apologies for absence: Keith Roberts (Committee member) and Sue Cressey (resident)

Attendance: Approximately 45, including speakers, committee members and residents from across Graylingwell Park

1. Welcome

Following an informal drinks reception to which all residents had been invited, the Chair welcomed attendees to the formal part of the evening.

2. Officers and Committee members

After introducing those committee members present, the Chair reported that two existing members would be standing down after the meeting – Philp Penfold who was moving house, and John Eagles was retiring from the committee after eight years continuous service.

The remaining officers and members were content to remain for the forthcoming year.

Officers: Peter Harris (Chair), Kathy Sykes Vice-Chair), Carol Findlay (Treasurer)

Committee: Sarah Barnett, Jonathan Brown, David Hughes, Joe Etienne, Stephen Holman, Pete Lindars, Keith Roberts, Sidra Sammi, Chris Stanley and Jo Williams.

3. Minutes of the Annual General meeting held on 19 October 2022

Agreed

4. Annual Report (Chair)

With the aid of PowerPoint slides the Chair gave a summary of the various activities and achievements.

Havenstoke Park S106 – sports pitches and car park: This had been the subject of much discussion over the past year, and he was grateful for residents’ contributions. The ‘battle’ had effectively been lost, though instead of two full size pitches the plan was now for the construction of one full size pitch (which could be configured as two junior pitches) and one separate junior sized pitch, together with the temporary car park. All these works would be going ahead in Spring 2024 at the earliest.

Coronation/Big Help Out: Following CCDT’s very successful event on the Sunday of the Coronation Weekend, GPRA had organised a litter pick on the Monday as part of the Big Help Out. Twenty-seven residents had taken part, each collecting a bin liner full of litter. Many thanks to CCDT for providing coffee and cake afterwards.

Pavilion Bus Stop: Following extensive discussions with WSCC and Stagecoach, the ‘unofficial’ bus stop outside the Pavilion had now been registered and an official bus stop sign (applicable to both sides of the road) had been installed on the nearby lamppost.

Spare Parking Bays: Following a suggestion from residents, it was now open to anyone not using their parking bay on a regular basis to make it available for loan or hire via the CCDT app. The Chair stressed that these were private arrangements to which neither GPRA nor CCDT was a party.

Woodland campers: With assistance from Grange Management, three individuals who had been camping for some weeks in woods near Penny Acre and Homestead Road carpark had complied with eviction notices issued by Chichester District Council (CDC). Sadly they had been lighting bonfires and had left behind a considerable amount of rubbish, including the remains of a disposable barbecue.

Phase 8/Chapel Green: Progress on the development of this site appeared to have slowed down whilst Drew Smith was in discussion with the local authority about the new discharge of nitrates requirements. It was therefore unlikely that work would begin until after April 2024.

TV aerial/satellite dish: GPRA was working with Drew Smith to resolve problems arising from the temporary relocation of the aerial/satellite dish in advance of of Phase 8.

Quarterly meetings: The Chair reminded residents that GPRA held quarterly meetings with Drew Smith, Grange Management and Central Parking Management (CPM). Minutes were published on the GPRA website and residents were encouraged to bring to the committee’s attention any items they would like discussed.

Residents’ Associations Meeting: GPRA also attended the six-monthly meeting of residents’ associations held under the auspices of CCDT.

Bike Security: Despite being given only limited notice, 35 people had attended a bike marking event organised by the local PCSO at Roussillon Park.

University Accommodation: The Chair outlined a number of points regarding the proposed development at the University’s Bishop Otter campus on the site adjacent to Connolly Way.

· In place of the existing accommodation for 40 students and parking for 20 vehicles, the plans envisaged 349 new beds and only two parking spaces.

· Despite being promoted as a ‘green development’, the lack of parking spaces for parents (dropping off and picking up their offspring six times a year), as well as for university contractors such as security staff etc, plus the volume traffic during construction, suggested this development was anything but ‘green’.

· GPRA had therefore lodged a strong objection on the grounds of traffic and parking. It had also suggested that, as an alternative to Connolly Way, construction vehicles might access the site from the south via the track adjacent to the university sports fields.

· As part of the public consultation, GRPA had proposed that the development utilise Graylingwell Energy for its heating and hot water supply (especially as this might lead to a reduction in residents’ annual standing charge). However, it had been reported that current plans included the installation of air source heat pumps.

· The local planning authority was thought likely to be sympathetic to the plans, given its benefits for the university. However, there appeared to be numerous obstacles in the way. 1) Residents considered the development too large in relation to the adjacent residential area. 2) The proposals appeared to fly in the face of the local plan. 3) There were questions

as to who owned the access land from Connolly Way. 4) Historic England had pointed out that under current proposals one whole block would be sited on top of the Iron Age ditch. Objections had already been received from the District Council Archaeological Officer.

· GPRA would continue to monitor progress and keep Graylingwell residents informed.

Parking/CPM: Grange Management had outsourced the enforcement of parking regulations to CPM who were funded through the income generated by fines. The number of parking tickets issued had fallen over the past couple of years. This might suggest more residents were obeying the rules, or it might indicate a drop in the number of patrols. Parking was a standing item on the agenda of the Quarterly Meetings with CPM and others.

Veolia: Although half the annual standing charge covered the annual service, only 78% of residents availed themselves of this offer. This was an increase on previous years, but more should be encouraged to do so.

GPRA Distribution List: 293 residents had now signed up for regular emails etc. This was an increase of a third from the previous year and suggested a growing interest in knowing what was going on across the development.

5. Annual accounts (Treasurer)

At the end of the accounting year on 31 July GPRA had £1,101.13 in the bank. This was an increase from £751 the previous year and, in part, reflected the resolution of problems in accessing previous bank accounts.

GPRA was grateful to Clarion Housing for an annual community grant of £300 which largely covered the costs of the website and leaflets. The association had only limited funds to do more, especially since the ending of the Saturday cafes. But it was happy to remain solvent.

6. Secretary

Following the resignation of Philip Penfold, Malcolm Watts was unanimously elected Secretary.

7. Closing remarks

On behalf of the Committee and Graylingwell residents, Kathy Sykes thanked Peter Harris for all his hard work as Chair.

Guest speakers

Having concluded the formal part of the evening, the Chair welcomed guest speakers from Grange Management and the Chichester Community Development Trust (CCDT)

Grange Management

Lorraine Murphy (Managing Director) thanked GPRA for inviting her to address the meeting. Her colleague, Deborah Nelson (Residential Coordinator) was also present. But Trudie Hudson (Head of Residential) had sent her apologies. Lorraine and Deborah were available to take questions after the close of the meeting.

A number of points were covered:

· Grange was committed to providing transparency and quality of service in challenging times.

· The company maintained robust procurement procedures to ensure both quality and value for money – e.g. the new contract with Amazon Gardening Services for the airing courts and Keepers Green.

· The first phase rollout of the Grange Customer Portal, announced at last year’s AGM, had now been completed and Graylingwell Park would be included in Phase Two from 1 April 2024.

· Graylingwell was ‘an oasis of calm’ which all residents had a part in maintaining in line with the restrictive covenants they had signed.

· To address the problem of unauthorised use of the access bollards, Trudie Hudson had arranged for the missing or unallocated permits to be cancelled.

CCDT

As in previous years, Clare de Bathe (Director) summarised activities at each of CCDT’s spaces around the development and the many benefits they provided to the local community.

Havenstoke Park: Following a two-year programme of work, the condition of the trees was much improved, and she hoped any damage from the forthcoming Storm Ciarán would be minimal (which fortunately it was). The thirty-five members of the Graylingwell Girls team were using the pitches every weekend; and Park Play, a sports event for families, was starting up.

The Pavilion: The range of wellbeing activities was expanding; the café was now being run by an external provider; and outside power points were being installed to allow for additional food vans and a pizza oven. A shelter would be constructed over the outside seating area once weather conditions allowed. Repairs to the Pavilion roof, which had failed for a second time, would shortly be underway at a cost of £12.5k.

The Chapel: Running costs were currently £80k a year (with electricity costs alone running to £2k a month). More hirers for the meeting rooms were being sought for what remained an outstanding resource for the local community.

Water Tower: The rooms continued to be available for hire.

Keepers Green Shed: As part of an intergenerational project for which CCDT had received a grant, a new space was being created at a cost of £430k. Providing facilities for both young and old, it would open in the New Year. The new resource, along with the Water Tower, would provide space for the twenty-seven 14-17 year-olds who met regularly as members of the local youth clubs.

Community Gardens: This goes from strength to strength. CCDT had recently invested in a series of bunds and bollards to prevent further incursion by travellers.

Marchwell Studios: CCDT was hoping to take control of the studios as part of a freehold transfer with the aim of starting work by late 2024. A grant of £1.3m has been obtained to finish the work.

Roussillon Park: CCDT manages Roussillon’s community services under the terms of a Service Level Agreement which came up for renewal earlier this year. Clare was pleased to announce that 152 residents had been happy to renew the agreement with only 20 against.

Shopwyke Lakes: CCDT had received a grant from Sport England to set up a Chichester Bike Project. This would provide facilities for taking in redundant bikes and working with community groups to revive them into usable models that could potentially be bought or hired etc by young people, refugees, asylum seekers and others.

The CCDT App: Clare encouraged all residents to sign up for the CCDT App. This was the best way of keeping in touch and reporting matters of concern such as incidents of anti-social behaviour etc.

GPRA Committee Meetingheld on 3 October 2023 at 6.00pm
at the Graylingwell Chapel Café

Minutes

Attendees :

Sarah Barnett (SB); Jonathan Brown (JB) (from item 13); Joe Etienne (JoE); Carol Findlay – Treasurer (CF); Peter Harris – Chair (PH); David Hughes (DH); Pete Lindars (PL); Philip Penfold – Secretary (PP); Chris Stanley (CS); Kathy Sykes – Vice-Chair (KS); Malcolm Watts – Minuting Secretary (MW); JB joined the meeting later following a meeting he had attended in Roussillon Park.

1. Welcome and apologies

PH began by welcoming everyone to the meeting.

Apologies had been received from John Eagles (JE); Stephen Holman (SH); Keith Roberts (KR); Sidra Sammi (SS); Jo Williams (JW).

2. Minutes of the meeting held on 1 August 2023

Agreed

3. Matters arising from the previous meeting

Social Media (Item 3): PH reported that SS had begun setting up a GPRA Facebook page – see item 6 below.

Clarion Housing (Item 10e): Having spoken to Clarion, PH was able to confirm that they would be undertaking work to clean the exterior of their properties in Lloyd Road. Action: PH to monitor

Speeding (Item 5): PH reported that discussions with Grange Management were continuing. However, as options such as speed cameras or speed bumps were prohibitively expensive and potentially ineffective, no progress had yet been made. Action: PH to pursue

Connolly Way entrance (Item 9): See item 14.

Solar panels and restrictive covenants (Item 10): SH was unavailable to update the meeting on the outcome of his discussions with Clarion about the installation of solar panels. For a wider discussion on restrictive covenants see item 9.

Parking (item 14): PH was supplying committee members on request with copies of the letter referred to.

4. Treasurer’s Report

CF reported funds of £1,303.19, including a grant of £300 from Clarion Housing for the year 2023/24 to cover the cost of communications (website, printing etc).

Future funding arrangements would need to be considered in due course. But there was no enthusiasm at the meeting for charging residents for GPRA membership.

KS agreed to ask CCDT to invoice GPRA for the cost of refreshments etc associated with this year’s AGM. Action: KS

5. Graylingwell Energy (GE) Pricing Tariffs

DH had carried out a comparison of GE’s costs with those of other energy suppliers. This had revealed that GE customers were likely to be paying considerably more for their energy usage, plus approximately four times as much for the annual standing charge.

In the discussion that followed, several committee members reported that GE was not reading their meters via Bluetooth but charging them on the basis of their locality’s average usage. This was leading to much higher bills, in consequence of which they had cancelled their monthly debit in favour of paying direct.

CF undertook to raise these issues with GE with a view to establishing:
a. The appropriate unit charge in the light of the October review
b. Whether all meters were readable by Bluetooth; if not, why not; and what steps were being taken to ensure they were. Action: CF

6. Social Media

As reported at item 3, SS had begun setting up a Facebook page for GPRA residents. The meeting agreed that this should be a closed account, to which nothing could be added without the approval of the administrator. The North Mead Facebook page JoE had set up might provide a useful template. Action: PH, SS and JoE to take forward

The meeting was reminded of the CCDT App (useful for collecting loyalty points from the Chapel Café!).

7. Unofficial bus stop by the Pavilion

PH reported that, after some initial delay, Stagecoach would shortly be installing an official bus stop sign (applicable to both sides of the road) on the lamppost outside the Pavilion.

8. Lloyd Road Visitor’s Parking Bays

PH was grateful to SH for a very professional piece of work mapping the existing layout of Lloyd Road and identifying potential sites for an additional five visitor bays. Grange Management have pushed back against the initial proposal but are considering if some extra spaces can be created.

9. Restrictive Covenants

Following on from the discussion at item 3 above, general concerns were raised as to how strictly Grange Management was enforcing restrictive covenants in general. The common understanding among many residents appeared to be that the covenants were never enforced and could therefore be ignored. Whilst the committee agreed that it would be unreasonable to enforce every covenant to the letter, it considered it would be helpful to ask Grange to highlight key covenants and for clarification as to a) the circumstances in which they would take enforcement action and b) the process involved. Similar questions might also be put to Clarion. This would be a matter to raise at the forthcoming AGM. Action: PH

10. Bus Bollards

As reported at the recent Quarterly meeting with Drew Smith, a number of drivers were continuing to enjoy unauthorised access through the two bus bollards, As only 94 of the 150 cards had been allocated, GPRA had proposed that the remaining 56 unallocated cards should be cancelled to prevent their unauthorised use. ( The unallocated 56 cards could not be found.) There was no objection to this course of action. The responsibility for the bollards has now been assumed by Grange.

Alternative solutions might be to charge all but emergency service users for access (thereby covering maintenance costs) or to close the route off entirely. These might be considered at a later date.

11. Annual General Meeting: 1 November 2023

The meeting would take the same format as the previous year, with a drinks reception beforehand, and would feature guest speakers from Grange Management and CCDT. Members were asked to arrive by 5.00pm to help set up.

JE and PP had informed PH that they would be standing down from the Committee after the AGM. JE was retiring after eight years’ loyal service and PP was moving away from the development. A replacement Secretary was being sought. Also, CF was stepping back from her role as Penny Acre street rep.

12. Reports from Street Representatives

North Mead: JoE

• Drew Smith had replaced the hoarding around the former works compound in record time.
• Residents were still losing the signal from the aerial/satellite dish on Pinewood Way. PH undertook to speak to Kaan Silay at Drew Smith. Action: PH
• Refuse bins and other unauthorised items were still being placed outside properties on Pinewood Way.
• Following intervention by Amanda Hartfield of Clarion Housing numerous incidents of anti-social behaviour by young children – including throwing stones at cars etc – had ceased. Action: PH will discuss with Amanda
• Incidents were occurring of late-night noise by residents parking in visitors bays outside other residents’ properties and there were problems with speeding vehicles. Action PH to speak to Grange

Penny Acre: CF

• The holly hedge had been badly cut, although on this occasion the gardeners had cleared underneath afterwards and had been using the appropriate equipment.
• Delivery drivers were causing damage by driving over the corner kerbs.

Lloyd Road: PL

• The recycling bin store referred to at the previous meeting had now been cleared and locked.
• Clarion was taking action in respect of other rubbish issues in the street.
• The play area was now half demolished though some residents were concerned it would be used for ball games etc when grasses over. A document provided by JB mentioned that Lloyd Road had been designed to allow children to play in the street.

13. Subgroups: Environment

Prior to the meeting JB had circulated a set of papers updating the committee on matters covered at items 14 and 15 of the August minutes. These were as follows:

• CCDT Youth Provision In/Around Graylingwell
• 60/40 split between private and social housing tenants:
• EV Charging Points:
• Drew Smith Request to Remove Condition to Plant Trees Along Kingsmead Ave – Refused. See also item 5.1 of the minutes of the Quarterly Meeting held on 28 September 2023

14. Any Other Business

a. Blue Badge Holders

PH had approached Central Parking Management (CPM) for clarification as to the number of minutes/hours Blue Badge holders could park without being ticketed. He would let the committee know the response. Action: PH

b. Connolly Way entrance landscaping

PH reported that, following further discussions, SCS Landscape Management had offered a number of costed options for enhancing the aspect and improving signage. However, local residents had been less enthusiastic, pointing out that Graylingwell Park was simply a Linden Homes marketing name and did not reflect the overall character or composition of the area.

CF suggested that keeping the bushes and trees neat and tidy would be sufficient for keeping the area attractive. Action: PH to reconsider

c. Chichester University planning proposals

At the time of the meeting it was understood that a pre-application advice had been submitted and that a planning application was some time off.

However, following the meeting it was reported that the University’s Planning Application for 349-bedroom Student Accommodation has been submitted and was available for viewing on Chichester District Council’s Planning Portal (reference 23/02116/FUL).

Residents should note that the cut-off date for neighbour consultation/comment is 25/10/23.

d. Chapel Play Area

CS reported that no gardening had been carried out for serval week and the paly area was becoming overgrown. Action: PH to speak to CCDT

15. Date of Next Meeting

5 December 2023 at 6.00pm in the Chapel Café for Christmas Drinks

 

GPRA Committee Meetingheld on 1 August 2023 at 6.00pmat the Graylingwell Chapel Café

Minutes

Attendees :

Sarah Barnett (SB); Jonathan Brown (JB); John Eagles (JE); Peter Harris – Chair (PH); Stephen Holman (SH); David Hughes (DH); Pete Lindars (PL); Philip Penfold – Secretary (PP); Keith Roberts (KR); Chris Stanley (CS); Kathy Sykes – Vice-Chair (KS); Malcolm Watts – Minuting Secretary (MW); Jo Williams (JW).

1. Welcome and apologies

PH began by welcoming everyone to the meeting.

Apologies had been received from Carol Findlay – Treasurer (CF).

2. Minutes of the meeting held on 30 May 2023

Agreed

3. Matters arising from the previous meeting

Bollards (Item 3): PH reported that problems of unauthorised access were continuing but appeared to be no better or worse. GPRA remained in discussion with Grange Management.

North Mead/Pinewood Way signage (Item 8): PH had visited the locations, but it was unclear what improvements could be made. No further action.

Chichester University planning proposals (Item 10a): It was understood the University’s target for building new accommodation on the site adjacent to Connolly Way remained 2024. However, problems around drainage and the need to show that the development would be ‘nitrate neutral’ were thought likely to slow things down. In the meantime, the University was understood to have been in discussion with Graylingwell Energy about the supply of heating and hot water.

Social Media (Item 10d): SS was not present at the meeting but was understood to be taking forward the proposal to set up a GPRA Facebook page. Action: SS

Clarion Housing (Item 10e): PH had been advised that, by way of maintenance, the exterior of Lloyd Road housing had been designed to be washed clean rather than repainted. Given the costs would likely be low, he was pursuing this with the landlords, Clarion Housing. Action: PH

4. Treasurer’s Report

Subsequent to the meeting CF reported that, following the receipt of the 2021/22 and 2022/23 grants from Clarion, there was currently £1,101 in the bank

5. Speeding

PH was in discussion with Trudie Hudson of Grange Management. In preference to local residents’ suggestion of speed bumps, she had proposed installing LED speed cameras along Graylingwell Drive, Blomfield Way and Connolly Way to alert drivers exceeding the 10mph limit. As an alternative, the meeting suggested traffic measures known as ‘single lane working chicanes’ or ‘priority narrowing’. Discussions with Grange were continuing. Action: PH

6. Unofficial bus stop by the Pavilion

PH reported that, following discussions with WSCC and Stagecoach, action was in train to register the bus stop outside the Pavilion and install an official bus stop sign (applicable to both sides of the road) on the nearby lamppost.

7. Airing Court Shelter

PH reported that the fencing had been removed and the glass replaced. There had been no further damage to date and local residents had been seen making good use of the facility. Grange had advised that, as the shelter was covered by their public liability insurance, any future claims would not affect premiums or be passed on to residents.

8. Woodland Campers

PH reported that, following several weeks camping in woods near Homestead Road carpark, the three individuals concerned had now complied with eviction notices issued by Chichester District Council (CDC) and CDC was seeking to offer them appropriate accommodation. Sadly they had been lighting bonfires and had left behind a considerable amount of rubbish, including the remains of a disposable barbecue.

The Committee was also aware that travellers had recently been evicted from Keepers Green. (Residents of Keepers Green have subsequently commented favourably on the support they received from CCDT and the police in securing their swift removal.)

9. Connolly Way entrance landscaping

PH reported that he and KS had met with representatives from Grange and SCS Landscape Management to seek best practice advice on enhancing the aspect and improving signage. Progress was slow but results would be achieved. To this end, PH agreed to send a note to residents, enclosing a photograph of the area, and inviting them to submit comments and suggestions to KS. The residents of South Lodge would also be consulted. Action: PH & KS

10. Solar panels and restrictive covenants

SH reported difficulties in obtaining consent to install solar panels on his property, with Clarion Housing stating that under the terms of the restrictive covenants no external works were permissible. The matter was under review and SH would let the meeting know the outcome. Action: SH

11. GPRA’s website – tradespersons

It was agreed to remove the page on the GPRA website offering tradesperson recommendations as other sources of information were readily available.

12. Annual General Meeting, 1 November 2023

Following the success of last year’s AGM , with a record attendance of 58 residents, it was agreed to follow a similar format with a drinks reception at 5.30pm, Chair’s PowerPoint presentation, and guest speaker(s). Regrettably, the Rt Hon Gillian Keegan MP had been unable to accept an invitation. But the suggestion was made of inviting the University Vice Chancellor, or another senior official, to speak as Graylingwell Park residents’ close neighbour.

Members considering retiring at the AGM were asked to let PH know in advance. Action: All

13. The Pavilion: temporary closure

As a trustee of CCDT, JE reported that the Pavilion Café had been taken over by external caterers on a three-year lease. It was hoped this would offer a more sustainable business model given that running a catering facility was not CCDT’s primary function. The premises were currently undergoing minor alteration and the café would reopen on 14 August.

14. Reports from Street Representatives

Lloyd Road: PL – several issues to report:

• Unauthorised parking remained an issue. PH would provide copies of a polite but firmly worded advice letter which residents might wish to place on the windscreens of offending vehicles. Action: PH
• PL and SB both reported an instance of youths playing netball in the street late into the evening. This was one of several concerns of antisocial behaviour shared by residents. The local PCSO would be the principal contact, but names and contact details were unclear. It had also been suggested that, contrary to previous advice, the area might be covered by CDC’s Community Wardens. PH would seek clarification from the police and CDC. Action: PH
• The children’s play area behind the houses had been demolished as a safety hazard and residents were concerned as to its future. PH would raise this with Grange, along with the need for a facility for older children and teens. Action: PH
• The recycling bin store near house no. 73 was in such a state that CDC refuse collectors would not enter, and several contractors approached
by Grange had declined to assist. PL understood that Grange had now arrange for a contractor to clear the area with the next few days.

Longley Road: KR – Nothing to report other than that a parking ticket had been successfully appealed.

Penny Acre: DH – A vehicle had been seen cruising the area, with an aerial visible on the back, apparently for the purpose of scanning for insecure internet connections. Residents should be alert to the importance of installing appropriate software.

North Mead: No report

15. Subgroups: Environment

JB updated the meeting on issues raised at the previous meeting of the Environment group and reported to the GPRA meeting of 30 May 2023:

• 60/40 split between private and social housing tenants (Item 3 of 30/5/23 minutes): In response to questions raised at the previous meeting, JB had approached the Chichester District Council Planning Team with a number of questions about the split between private and ‘affordable’ homes (including shared ownership and housing association rental properties) in Graylingwell. A fact sheet containing questions and answers is attached.

• EV Charging Points (Item 9 of 30/5/23 minutes): JB reported that West Sussex County Council (WSCC), along with other local councils, had signed a contract with Connected Kerb, one of the country’s leading providers of electric vehicle (EV) charging solutions. Further details are available at and via the link to the Connected Kerb website.
Proposed electric vehicle chargepoints near you | Your Voice West Sussex

• Car Sharing Scheme (Item 9 of 30/5/23 minutes): CCDT had confirmed that the scheme was still operating at Roussillon Park. To gauge interest amongst Graylingwell residents, PH proposed to raise the issue at the forthcoming AGM. In the meantime, SB would make informal enquiries about costs. Action: PH & SB

JB also reported developments in respect of Kingsmead Avenue:

• As stated in the minutes of the Quarterly Meeting held with Drew Smith on 13 July 2023, outline planning permission had included the planting of an avenue of trees along both sides of Kingsmead Avenue. However, the requirement for planting along the south side had been superseded by permission for the final design. Further investigation by Drew Smith had shown that planting could not be undertaken along the north side without damaging the drainage, streetlight cabling etc. Drew Smith was therefore currently seeking to have the condition removed.
• JB had inspected the site and was largely sympathetic to Drew Smith’s case, though it was unclear as to how the situation had been allowed to arise. There was some scepticism amongst committee members. However, the view was that this was a matter for the ongoing consultation exercise to which all residents, including those moving into Chalkhill View, might express an opinion.

16. Any Other Business

a. Shopping Trolleys

SH reported that he had been returning shopping trolleys to the supermarkets and had suggested they display warning signs outside their premises.

b. Illegally Parked Cars

PH reported that action had been underway to remove an apparently abandoned car from one of the car parks when the owner had unexpectedly come forward to have the vehicle towed away. Any residents with concerns about abandoned vehicles should contact PH for advice.

17. Date of Next Meeting

3 October 2023 at 6.00pm in the Chapel Café

 

GPRA Committee Meeting

held on 30 May 2023 at 6.00pm

at the Graylingwell Chapel Café

 

Minutes

 

Attendees:

 

Jonathan Brown (JB); John Eagles (JE); Joe Etienne (JoE); Carol Findlay – Treasurer (CF); Peter Harris – Chair (PH); Stephen Holman (SH); David Hughes (DH); Pete Lindars (PL); Philip Penfold – Secretary (PP); Keith Roberts (KR); Sidra Sammi (SS); Chris Stanley (CS); Kathy Sykes – Vice-Chair (KS); Malcolm Watts – Minuting Secretary (MW); Jo Williams (JW).

 

 

1. Welcome and apologies

 

PH began by welcoming everyone to the meeting.

 

There were no apologies for absence.

 

2. Minutes of the meeting held on 28 March 2023

 

Agreed

 

3. Matters arising from 28 March 2023 meeting

 

Chichester Community Collaboration Forum (Item 6b): JB confirmed that he had circulated the report.

 

Bollards (Item 6d): PH reported that he was currently in discussion with Grange Management – who now had ownership and responsibility for the bollards – with a view to having the existing permits replaced with new ones issued only to users approved by GPRA as there was still evidence of unauthorised access. Following reports that contractors at Martins Farm had been sharing permits inappropriately, SH undertook to raise the matter with those concerned. Action: PH and SH

 

Aerials/Satellite Dishes (Item 8): PH had received no further complaints of disruption to service. The matter was now closed.

 

60/40 split between private and social housing tenants (Item 10): JB was continuing to seek clarification from Chichester District Council as to whether the split applied on a phase-by-phase basis or to the development as a whole. Action: JB

 

4. Treasurer’s Report

 

CF reported that funds currently stood at £1,273.79. Once she had received an invoice for maintenance of the website, which was due shortly, she would apply to Clarion for the annual grant of £300.

 

5. Feedback from 26th April 2023 CDC Planning Committee meeting

 

JB confirmed that the application to construct a temporary car park on Havenstoke Park had been approved by Chichester District Council.

 

Contrary to the views of some residents, the decision was not annulled or open to challenge by virtue of the reconstitution of the council following the recent elections. Any conceivable legal challenge would be a matter only open to Drew Smith to pursue.

 

No start dates had been announced, although contractors had been seen taking measurements.

 

6. Parking

 

PH was continuing to receive reports of parking abuses, especially as regards use of visitor spaces. Committee members were concerned that the contractor, Central Parking Management (CPM) was not responding to complaints or taking appropriate action. PH undertook to raise this at the next Quarterly Meeting. In the meantime, he could supply copies of a polite but firmly worded advice letter which residents might wish to place on the windscreens of offending vehicles. Action: PH

 

CPM and Grange having advised that the introduction of Advanced Number Plate Recognition Technology (ANPR) was some way off, there are no current plans to discuss the matter with GPRA.

 

Following a remark later in the meeting, it was also suggested that the new app being developed by CCDT might be used as a clearing house for making parking spaces not in use available to other residents.

 

7. Connolly Way entrance landscaping

 

Concerns were expressed that entrances to both Connolly Way and Blomfield Drive were becoming an eyesore and needed urgent landscaping. These areas, plus the south side of Connolly Way, were part of the public realm and thus the responsibility of Grange Management. As it was evident that the contractors (SCS) were underfunded and understaffed for the degree of work required, PH undertook to request a copy of the contract with SCS and to pass this, together with a copy of the service level agreement, to SH for advice. Action: PH

 

KS suggested that clear entrance signage was needed for Graylingwell Park, especially since the signage above the Pavilion had changed. This might be raised at the Quarterly Meeting. Action: PH and KS

 

8. Reports from Street Representatives

 

Penny Acre: CF – nothing to report other than a resident raising issue of

solar panel scheme discussed 10(f) below.

 

North Mead: JoE – several issues had been brought to his attention:

 

· Five instances of people parking in numbered spaces had been reported to CPM but with no action taken.

· Delivery drivers were confusing North Mead with Pinewood Close and vice versa and this was causing disturbance at night for residents. PH undertook to raise the need for clear signage at the next Quarterly meeting. Action: PH

· Police had been enforcing speed limits on the north/south stretch of North Mead.

· There had been some incidents of anti-social behaviour.

· Complaints had been made of loud parties at Pinewood House student accommodation (albeit before 11.00pm). PH advised that residents might contact the university security via the Accommodation Reception 24/7 on 01243 793477. But (as we were all young once) he suggested residents might wish to wait until after the 11.00pm watershed.

 

Lloyd Road: PL – the litter pick organised as part of the Big Help Out had been successful, although some items (e.g. car tyres, a shopping trolley and a derelict bicycle) had been too big to fit in the black bags!

 

Longley Road: KR – Parking remained an issue; and there had been complaints of drugs being smoked in student premises.

 

9. Sub Groups

 

Environment

 

JB reported that the group was meeting every two months in advance of GPRA meetings. The following issues had recently been discussed:

 

· EV charging points – the group was obtaining details of a scheme being developed by the County Council and would report back to the next meeting. Action: JB

· No 50 Buses – reports had been received of some buses not stopping outside the Pavilion. PH had raised this with Stagecoach but had received no response. The meeting agreed there was a need for a safe bus stop near the Pavilion (possibly replacing the one outside the now redundant Harold Kidd Unit). Action: JB and PH to consider next steps

· Car Sharing Scheme – the scheme matched the green ethos of the development and was understood still to be operating at Roussillon Park. It was not known whether plans had been drawn up to extend this to one or both sides of Graylingwell Park. Action: JB to make enquiries

· Food-Sharing – CCDT were considering joining a scheme for distributing supermarkets’ surplus food and might be seeking volunteers.

 

 

10. Any other business

 

a. Chichester University

 

PH reported that Chichester University had now published proposals for new student housing in Chichester and Bognor. These included 349 new beds at the University’s Bishop Otter campus on the site adjacent to Connolly Way. A public consultation had already taken place and it was reported that a planning application for the Chichester development would be submitted later this spring. It was envisaged that building work would begin in the summer of 2024. New student housing proposals revealed for the University of Chichester – University of Chichester

 

PH was disappointed that the plans seemed much further developed than he had understood from the University’s Director of Estates and Facilities prior to the previous meeting (item 6e of the minutes of 28 March 2023 refers). That said, there appeared no obvious compelling reason for the GPRA to object to the proposals in principle. However, once the detailed proposals became available, the GPRA would scrutinise them carefully with a view to determining whether it wished to raise any concerns or objections. Action: PH to monitor

 

JB reported that he had already spoken to the University authorities about the possibility of the development utilising Graylingwell Energy for its heating and hot water supply. He understood that the University was committed to using green energy but that a number of factors would determine the choice of provider.

 

b. Coronation HM King Charles III

 

KS reported that 27 people had joined in the litter pick as part of the Big Help Out on 8 May. CCDT had kindly treated all those who had taken part to coffee and cake in the Pavilion afterwards. She thanked everyone involved.

 

c. CCDT Summer Event

 

KS reported that instead of a summer fete in July, CCDT would be involved in June’s Chichester Fringe Festival. GPRA had been offered a slot but would have to provide own gazebo. Details would be available on their website.

 

d. Social media

 

KR reported that 283 residents had signed up to the email list and were receiving regular notifications of events etc. To help spread the word even further, SS volunteered to set up a GPRA Facebook account. Action: SS to liaise with PH

 

e. Clarion Housing

 

PH reported that a resident had expressed concern that the external condition of some social housing properties marked them out in contrast to privately owned properties. This ran counter to the worthy principle of mixing social and private housing in such a way as to render them indistinguishable from each other. Clarion had acknowledged that this was an issue but did not have the finances to take action. To gain an understanding of the longer-term picture it was suggested that GPRA enquire as to where external redecoration fitted into Clarion’s major works programme. Action PH

 

f. Solar panels

 

It was reported that West Sussex County Council were offering grants towards the installation of solar panels. PH confirmed that Grange had said they would not object to residents installing solar panels provided they were approached in advance. However, residents should bear in mind that other restrictions might apply with regard to listed buildings status or conservation areas and should check with the relevant authorities first.

 

11. Date of Next Meeting

 

1 August 2023 at 6.00pm in the Chapel Cafe

GPRA Committee Meeting 

held on 28 March 2023 at 6.00pm  

at the Graylingwell Chapel Café 

 

Minutes 

 

Attendees 

 

Sarah Barnett (SB); Jonathan Brown (JB); John Eagles (JE); Carol Findlay – Treasurer (CF); Peter Harris – Chair (PH); Stephen Holman (SH); David Hughes (DH); Pete Lindars (PL); Philip Penfold – Secretary (PP); Keith Roberts (KR); Sidra Sammi (SS); Chris Stanley (CS); Kathy Sykes – Vice-Chair (KS); Malcolm Watts – Minuting Secretary (MW) 

 

 

  1. Welcome and apologies  

 

PH began by welcoming members and introducing two ladies from Keepers Green who were attending as observers with a view to setting up a residents’ association for that development. 

 

Apologies for absence had been received from Joe Etienne (JoE) and Jo Williams (JW). 

 

  1. Minutes of the meeting held on 24 January 2023 

 

Agreed 

 

  1. Matters arising from 24th January 2023 meeting 

 

GPRA website (Item 3): KR confirmed this was up to date and that the sign up link for the newsletter was working. 

 

S106 Survey (Item 5): PH had notified the organisers of the survey.  Having had no further communication from them, and as the S106 notice had been passed by CDC on 26 January 2023, he regarded the issue as closed. 

 

Water Tower (Item 6): PH had nothing further to report from the Quarterly meeting with Drew Smith. 

 

Parking restrictions (Item 13): PH had raised concerns with Grange that new residents were not being notified of the parking restrictions.  Grange were not aware of any problem, but SH suggested the real issue was of private landlords failing to notify their tenants.  This was a matter over which neither Grange nor GPRA had any control. 

 

Sussex Garden Trust (Item 14): PH had notified the resident concerned. 

 

  1. Treasurer’s Report  

 

CF reported that, with no income or expenditure since the last meeting, money in the bank remained at £1,318.79. 

 

CF reminded the meeting that an annual Clarion grant of £300 was intended to support the website and the provision of information to tenants.  As the website accounted for only £160 of this money, the meeting agreed that the remainder should go towards the cost of a flyer telling residents about GPRA’s services, encouraging them to sign up for the GPRA email, attend the AGM etc. 

 

  1. Update S106 Havenstoke Park and car park  

 

PH informed the meeting that Drew Smith’s s106 application for one adult and one junior sports pitch had been approved by Chichester District Council on 26 January this year.  A decision on the temporary car park was expected in April, probably towards the end of the month. 

 

JB reported that some residents had been looking through the District Council’s evidence base in the hope of finding grounds on which to overturn the decision.  This included suggestions that the consultation process had failed to include organisations approached in the initial round.  It was not clear whether this was a legal requirement, or whether any objections such organisations might have raised would have affected the final decision. 

 

PH reported that Drew Smith had been unable to give a start date for work on the sports pitches and that questions remained over the extent of drainage work required. 

 

  1. Meetings feedback 

 

  1. Graylingwell Energy; 14th February 2023: DH had met with the company’s Energy Services Manager, Aiden Hickey.  Graylingwell Energy Services is a private limited company.  As reported on the Companies House website, it posted a loss of £17k for the year ending 31 December 2021 with no dividend paid.  Greater insight into the company’s finances might have assured residents that they were getting value for money, but the Companies House website did not disclose the necessary level of detail.  DH had only been able to ascertain that the standing charge was linked to the Retail Price Index and that the company saw no scope for it coming down. (In this connection, JB reported that he was still awaiting an informal opinion on costs and quality of service from a local contact (Item 10 of the 24/1/23 minutes refers).)

 

  1. Chichester Community Collaboration Forum (Neighbourhood Plan) 20th February 2023: JB had attended the meeting on behalf of the GPRA.  This had been an opportunity to bring community groups together, to be informed of local developments and to network. On behalf of the GPRA he had raised concerns including traffic on the A27, the need for EV charging points and speeding on College Lane. JB will circulate the report.  Action: JB

 

  1. CCDT Trustees 9th March 2023: JE reported the following:
  • John Frost had been co-opted onto the Board.   
  • Following a formal complaint about the lack of quiet space within the Chapel, steps were underway to improve the way the space was managed for different users. 
  • CCDT’s financial position at the end of the year was generally positive, though there were concerns about the profitability of Havenstoke Park. 
  • Shopwyke Lakes would begin partnering with CCDT in June.  Funding from Redrow was currently subject to negotiation. 
  • Marchwood Studios.  The s106 agreement set a target of 600 properties sold for handover to CCDT.  With 560 sold to date that target was quickly approaching, but the site was not ready for handover. 
  • CCDT was aware that the Drew Smith were currently tweaking the design of Phase 8. 
  • Chapel Drainage.  Concrete deposited in the drains during the renovation process would require the pipes to be drilled out.  CCDT had escalated the matter with Drew Smith. 

 

  1. GPRA/DS/Grange/CPM Quarterly Meeting 16 March 2023: PH reported the following:
  • Drew Smith was keen to hand over to Grange everything that was not generating income.  It had now handed over the Graylingwell Drive hedge, but not the road itself. 
  • Now that the bollards had been handed over, GPRA could work with Grange to improve management of the access cards.  Too many vehicles still appeared to be coming through.  (In this connection, CF invited PH to ask Grange i) to ensure the owner of Martin’s Farm restored the condition of the public realm on completion of the rebuilding work and ii) to improve their general management of the public realm – especially along Connolly Way.  Action: PH 
  • Drew Smith have updated Google Maps coverage of the GP site.  

 

  1. Chichester University: Following a recent meeting with Chichester University’s Director of Estates and Facilities, David Baily, PH reported that:
  • The University had applied to remove the trees behind Pinewood House.  The property was subject to an annual renewal contract for rental with the developer.  David would take action in response to PH’s concerns about litter. 
  • The University was moving to an ANPR scheme to prevent unauthorised parking in their car park at the bottom of Connolly Way. 
  • Outline planning permission had been granted in 2019 for an accommodation block on the field to the left of the car park.  This would eventually replace Pinewood House.  No dates were currently set. 

 

  1. Coronation day and weekend  

 

KS had met with CCDT and suggested that GPRA & CCDT join together to host the Coronation weekend.  CCDT was planning to show the Coronation on screens in the Chapel on Saturday and hold a Family Fun Day on Chapel Green on the Sunday.  CCDT was going to apply for a National Lottery Grant and KS could probably raise some funding as she had for the Platinum Jubilee Picnic in the Park.  GPRA could be responsible for the Big Help Out on Bank Holiday Monday by holding a Litter Pick around Graylingwell Park.   

 

  1. Drew Smith handovers to Grange 

 

Airing Shelter: PH reported that the airing court shelter had been seriously vandalised in the previous few days, with broken glass, graffiti and spray paint.  Vandals had also attacked a nearby apartment and one of the bike sheds.  The newly assigned PCSO, Matt Isles, had been consulted for immediate advice.  But for a longer-term solution (such as relocating or removing the shelter altogether) PH would be approaching Grange Management.   

 

In this connection, CF asked about the future of the Harold Kidd Unit which possessed a series of similar shelters and had been vacated by the NHS.  PH said he had so far been unable to obtain any information regarding its redevelopment. 

 

Aerial/Satellite Dish: Following their recent relocation from the former site office to the top of the vacant portacabins on Pinewood Way, both the aerial and the satellite dish had been out of action for several days.  One explanation had been that foxes had chewed through the cables!  Whilst services had now been restored, residents had experienced considerable difficulty reporting the problem to the relevant provider.  In the meantime, they had lost access to tv and internet services for which they were paying money.   PH undertook to raise the matter with Grange and Drew Smith and to ask whether the aerial and satellite dish might be moved to a more permanent location, such as the top of the Water Tower.  Action: PH 

 

  1. Reports from Street Representatives 

 

Longley Road: KR – Nothing to report. 

 

Penny Acre: CF – Traffic had eased, though there were still concerns about the volume of traffic accessing the bollards.  The Superintendent’s Building had been vandalised (probably associated with the Airing Shelter issue) 

 

Lloyd Road: PL – All quiet, aside from one parking issue.  

 

In this connection, PH mentioned that CPM reps would be visiting on 29 March and that he would impress upon them the need for parking wardens to take action, especially against repeat offenders.   

 

Given that CPM’s data showed that a significant percentage of appeals were successful, PH encouraged residents to appeal if they felt they had been treated unfairly. 

 

North Mead: JoE – Report submitted by email. 

  • Parking remained an issue.  CPM and Clarion were aware and taking action.  
  • Residents had reported problems with the TV signal (as above).  
  • Traffic and noise reported at the lower end of North Mead.  
  • No further reports of fly-tipping though it was not clear if the problem had been resolved. 
  • Trolleys were continuing to be dumped all over the area, including inside the Chapel playground.  

 

Pinewood Way: JoE (as above)  

  • One resident had reported two instances of ambulances, and one of the fire service, being unable to get access the bollards.  
  • Parking issues continued, with residents parking in the wrong spaces, on road parking and fines being imposed.  
  • Reports of one property disturbing neighbours with noise at night, cars revving, smoking and loitering.  Clarion had been approached. 
  • Bin store doors had not yet been replaced and this was attracting foxes. 

 

  1. Any other business 

 

PH reported concerns that the 60/40 split between private and social housing tenants was being breached by some of the privately owned properties being sold to registered providers of social housing.  There was also some confusion as to whether the split applied on a phase by phase basis or to the development as a whole.  JB undertook to seek clarification from Chichester District Council.  KS would write to Grange for up-to-date numbers.  Action JB & KS 

 

  1. Date of Next Meeting 

 

30 May 2023 at 6.00pm in the Chapel Café 

 

GPRA Committee Meeting 

held on 24 January 2023 at 6.00pm  

at the Graylingwell Chapel Café 

 

Minutes 

 

Attendees 

 

Sarah Barnett (SB); Jonathan Brown (JB); John Eagles (JE); Joe Etienne (JoE); Carol Findlay – Treasurer (CF); Peter Harris – Chair (PH); Stephen Holman (SH); David Hughes (DH); Pete Lindars (PL); Philip Penfold – Secretary (PP); Keith Roberts (KR); Chris Stanley (CS); Kathy Sykes – Vice-Chair (KS); Malcolm Watts – Minuting Secretary (MW) 

 

 

  1. Welcome and apologies  

 

PH began by welcoming new members to their first meeting and by inviting everyone to introduce themselves. 

 

PH also reported that at Clarion’s request, Sarah Barnett (a resident of Lloyd Road) had been co-opted onto the committee. 

 

Apologies had been received from Sidra Sammi and Jo Williams. 

 

2.Minutes of the meeting held on 10 August 2022 

 

The minutes of the last meeting were agreed. 

 

3.Matters Arising not otherwise on the agenda 

 

PH provided the following updates: 

 

  • He had so far been unable to identify the relevant person to contact regarding the condition of the grounds around Pinewood House but would continue to investigate.  Following complaints about excessive noise coming from student residents he was also making enquiries as to whom to approach at the University.  ACTION: PH 

 

  • KR had updated the website and would liaise with others regarding some further minor amendments suggested by Drew Smith.  ACTION: KR 

 

4.Treasurer’s report 

 

CF reported funds of £1,318.79 currently in the bank. 

 

5.Section 106, Havenstoke Park  

 

By way of background, JB reminded the Committee that the issue arose from a planning obligation agreed when permission was granted for the development of Graylingwell Park in 2009 and updated in 2018.  As it was the subject of a legal agreement, he believed there was limited scope for it to be changed.   

 

Past members of the GPRA had, however, recently organised a survey of Graylingwell residents and park users to ascertain whether they supported or opposed the proposal or whether they had no opinion.  There had been over 200 responses with an overwhelming majority (86.7%) against and only a small percentage (7.6%) in favour. 

 

The GPRA had been asked by those responsible for the survey to submit it, with an executive summary which they had drafted, to Chichester District Council (CDC) on their behalf.  The Committee was therefore invited to consider whether or not it should do so, with or without giving the document the GPRA’s endorsement. 

 

In discussion, assurances were given that the survey had been conducted impartially and without pressure.  The views of non-residents who had responded could be removed if it was felt they invalidated the overall result.  And whilst not all residents had taken part (some having been absent on the days in question) around half had responded.  Were GPRA to submit the survey as proposed it would raise the document’s profile and demonstrate the GPRA’s resolve to take action on the matter. 

 

At the same time, the fact remained that the legal agreement would not be changed by public opinion.  Only evidence presented by the developer of changed need (i.e. for the football pitches) could achieve that.  And, in response to Drew Smith’s earlier representations, CDC had advised that such evidence would need to include weekly surveys of pitch demand and availability across the whole district for an entire season.  Gathering such information had not been seen as practicable. 

 

In conclusion, and with only two members supporting the request, the committee resolved not to submit the survey to CDC and to advise the organisers accordingly.  ACTION: PH 

 

6.Phase 8 (Chapel Green) planning application 

 

PH reported that, whilst otherwise content with the planned development, GPRA had objected to the structure and appearance of the block of flats adjacent to the Chapel.  Other than moving the bin and bike storage facilities, Drew Smith had made no further concessions.  A planning decision was expected sometime between March and June this year. 

 

In this connection PH reminded the committee that renovation of the Water Tower (at an estimated cost of around £500k) had also been included in the original s106 agreement referred to above.  This was one of a number of issues regularly discussed with the developer at the Quarterly Meetings.  ACTION: PH 

 

7.Coronation Day (6th May 2023) 

 

The Committee was asked to consider how the GPRA might celebrate the forthcoming coronation of HM King Charles III. 

 

The picnic in the park, held to mark last June’s Platinum Jubilee, had been very successful and well received.  But the Committee felt that a different approach should be taken for the coronation, especially as fine weather was less predictable in early May and CCDT were hoping to screen the coronation ceremony in the Chapel. 

 

At JE’s suggestion, the Committee would instead investigate the possibility of organising some form of community volunteering activity as part of The Big Help Out on Monday 8 May.  However, it will also liaise with  CCDT to ascertain how this fits in with their plans and whether the GPRA efforts are better directed by working with the CCDT. 

 

CCDT was understood to be planning a summer garden party later in the year at which GPRA would again be hosting a stall. 

 

8.Grange update regarding ‘self-service portal’  

 

At last October’s AGM, Lorraine Murphy (Managing Director of Grange) had announced plans for a Grange Customer Portal, giving residents real time information and 24-hour access to maintenance services.  PH had been advised that the timescale had now slipped.  A pilot exercise would not be taking place before June 2023 and, as Graylingwell Park was the company’s largest customer, testing would now be conducted on a smaller development. 

 

9.Drew Smith’s handovers to Grange 

 

PH reported that Drew Smith was keen to hand over the outstanding areas to Grange as soon as possible.  Grange was now responsible for the airing courts.  But GPRA was concerned that Graylingwell Drive should not be handed over until outstanding issues regarding the hedges and the traffic bollards had been resolved satisfactorily. 

 

As regards the bollards, members were concerned that through-access was still being obtained illegitimately (e.g. by window cleaners and taxi drivers).  Ideally, Drew Smith should be asked to re-issue access cards before handover, and Grange should manage the facility under the direction of GPRA.  An alternative, which might be worthy of future discussion, would be to seek the relevant authority to remove the bollards and close off the roads. 

 

SH reported that, to avoid visitors being misdirected by their satnavs, individuals can themselves update Google with correct data on access routes to their properties.   

 

PH suggested setting up a sub-group to look at these issues.  SH and CS volunteered to take part.  ACTION: SH & CS 

 

10.Graylingwell Energy tariffs and standing charges 

 

PH reported that Graylingwell Energy had announced lower usage charges for a six-month period.  He had challenged the company over the increased standing charge (which did not appear commensurate with likely increases in their running costs) but had been unsuccessful. 

 

JB had approached a local contact, with expertise in this area, for an informal opinion on costs and quality of service. 

 

11.Grange – lighting running costs, options 

 

Whilst some residents had complained of insufficient lighting across the development, others were concerned that it was too bright and keeping them awake at night.  Grange had reported that it could not alter the levels of brightness, but PH was preparing a case in favour of their switching to LED low level lighting.  ACTION: PH 

 

12.Newsletter/Communications 

 

Whilst GPRA had previously produced its own newsletter, it currently relied on ad hoc notices to get information out to residents.  Consideration had been given to a relaunch, but it appeared the gap was about to be filled by a new publication produced by Drew Smith.  This would shortly be distributed to all residents in hard copy. 

 

The Committee was keen that GPRA should draw residents’ attention to the newsletter and the information it contained.  Various options were considered, and PH agreed to discuss these with Grange Management.  ACTION: PH 

 

13.Reports from Street Representatives 

 

North Mead 

 

JoE reported several issues of anti-social behaviour: 

 

  • One resident was continuing to tip food waste into the children’s play area and to use the bins there and around Pinewood House for domestic refuse.   
  • Prohibited parking was continuing in Pinewood Close but no action appeared to have been taken by the authorities. 
  • The security lights on Pinewood House had been repositioned and were again disturbing some North Mead residents at night. 

 

Longley Road 

 

  • KR reported an incident of children entering premises unlawfully.  This had been dealt with appropriately. 

 

Penny Acre 

 

  • CF confirmed that a parking issue had now been resolved.  On an unrelated issue, she understood that in recent weeks two prospective buyers had pulled out upon learning that there were no EV charging points available at the premises. 

 

Lloyd Road 

 

  • PL reported major problems around parking with one resident regularly parking half on the pavement and at times blocking the road.   

 

Details of the parking restrictions should have been included in a welcome pack issued to all new residents and passed on when owners/tenants changed.  However, it appeared this was not happening.  PH undertook to raise this and other parking issues with Grange and the contractor CPM.  ACTION: PH 

 

Abandoned supermarket trolleys remained a problem across the development.  SH was able to deal with some himself and PH had reported others to Drew Smith’s Project Manager.  

 

 

14.Any Other Business 

 

Sussex Gardens Trust 

 

As reported in the minutes of the meeting held on 8 December 2021, it had been agreed that GPRA would fund membership of this organisation (a charity committed to ‘the protection, conservation, and evolution of garden heritage in Sussex’) for a further year after which it would be reviewed.  After some discussion, the meeting agreed that no benefit was being derived from membership and that the GPRA’s subscription should cease.  PH undertook to inform the resident concerned.  ACTION: PH 

 

Chichester Community Collaboration Forum 

 

PH had circulated an invitation he had received for GPRA to participate in an event planned for 20 February 2023.  This event, hosted by the City Council, was intended to help the organisers ‘understand more about the plans, ambitions and aspirations’ of community groups.  The results of the process would form part of the evidence base for the forthcoming Chichester Neighbourhood Plan. 

 

JB and CS agree to liaise with a view to attending all or part of the event.  Action: JB & CS 

 

15.Date of next meeting 

 

28 March 2023 at 6.00pm in the Chapel Café 

Minutes of GPRA Annual General Meeting: The Graylingwell Chapel, 6.00pm, 19th October 2022

Committee Attendees: Peter Harris (Chair); Jonathan Brown; John Eagles; Jo Etienne; Carol Findlay (Treasurer); Pete Lindars; Keith Roberts; Kathy Sykes (Vice Chair); Jo Williams

Minute taker: Malcolm Watts

Apologies for absence: Barbara Howden Richards

Attendance: 57 residents from across Graylingwell Park

Welcome

Following an informal drinks reception to which all residents had been invited, the Chair welcomed attendees to the formal part of the evening. The AGM was required under the terms of the Constitution and, rather than being a question-and-answer session, its purpose was to give the Committee an opportunity to report on its activities over the past year and to elect officers and members.

The Chair began by introducing each of the committee members present.

Minutes of the Annual General meeting held on 20 October 2021

Agreed

Annual Report (Chair)

The officers and members of GPRA had given many hundreds of hours service to the community over the past 12 months. With the aid of PowerPoint slides the Chair gave a summary of the various activities and achievements.

Streetlights/kerb repairs/street signs/bollards: these were an ongoing topic of discussion at the quarterly meetings held with the developers, Drew Smith.

Platinum Jubilee Picnic in The Park/Bric-a-Brac Stall at CCDT’s Garden Party: a lot of people had put a great deal of effort into these events and together had raised £288.00 for the Red Cross Ukraine Appeal.

EV charging (Restrictive Covenants): a formal process for allowing the installation of charging points on private properties had been agreed with Grange. Discussions about public charging points were continuing.

Bike Marking: 29 bikes had been coded in an exercise conducted by the local police.

Leasehold/Freehold: Residents having been given the opportunity to purchase the freehold to their properties, GPRA’s role was limited to helping them establish the facts before reaching a decision. The latest news was that the presence of tunnels around the development was unlikely to prove a showstopper.

Connolly Way/College Lane: Thanks to GPRA’s persistent efforts the longstanding potholes had been ground out and the junction resurfaced and relined.

Grange coverage transition: The GPRA was working closely with the new Property Manager, Faye Williams

Phase 8/Chapel Green: Following GPRA’s intervention, the consultation period had been extended. However, concerns remained around various aspects of Block A (the flats near the Chapel) and, now that the proposals were going for planning approval, GPRA would be pursuing the matter with the local councillor.

Quarterly Meetings: Once a quarter the Chair and Vice Chair met with representatives of Drew Smith, Grange Management, Clarion Housing and Central Parking Management (CPM) to work through an ongoing list of concerns.

Numbers: Three separate items came under this heading:

· 2/2/22 – from this date the key code on the traffic bollards had been deactivated and access via a swipe card was now restricted to emergency vehicles, plus refuse collectors and Royal Mail. Traffic along Graylingwell Drive was now much reduced.

· 746 – this was the number of parking tickets issued in the 12 months from 1/10/21. Including cases from outside the period, 359 fines had been paid, 116 tickets had been cancelled and 306 were still being processed.

· 33% – this was the percentage of residents who had not taken up Veolia’s offer of a bi-annual service of their heating system. Given the current circumstances, everyone was encouraged to take up this offer.

Annual accounts (Treasurer)

The Treasurer reported that GPRA has £751.53 in the bank, £4.71 less than last year.

The Association’s main and vital expenditure is the costs related to maintaining the website. It has no regular income since the closure of the Saturday Café but this year, totally thanks to the vice-chair Kathy Sykes, it has benefitted from:

· The Platinum Jubilee Party where grants were acquired to cover all the costs.

· The bric-a-brac stall sales at the Summer Party in Havenstoke Park.

Lloyds bank also made a payment following errors in the management of the account.

In the past GPRA has had annual grants from Clarion Community Fund. The 2021/22 grant had been agreed but never received and, whilst the Treasurer had applied for 2022/23, she was doubtful as to whether any money would be received.

The physical accounts book was available for inspection at the end of the meeting.

Re-election of Officers and Committee members

Officers: The current officers having all indicated their willingness to continue, and there being no further nominations, Peter Harris, Kathy Sykes and Carol Findlay were unanimously re-elected to the offices of Chair, Vice Chair and Treasurer respectively.

Committee: Jonathan Brown, John Eagles, Keith Roberts, Joe Etienne, Pete Lindars, Sidra Sammi, and Jo Williams were unanimously re-elected to the GPRA Committee.

Election of New Officers and Committee members

Secretary: Philip Penfold was unanimously elected.

Committee: David Hughes, Chris Stanley, and Stephen Holman were unanimously elected.

Closing remarks

On behalf of the Committee and Graylingwell residents, Kathy Sykes thanked Peter Harris for all his hard work in his first year as Chair.

Guest speakers

Having concluded the formal part of the evening, the Chair welcomed guest speakers from Grange Management and the Chichester Community Development Trust (CCDT)

Grange Management

Lorraine Murphy (Managing Director) thanked GPRA for inviting her and her colleague Michelle Tabran (Director of Operations) to address the meeting. Another colleague, Deborah Nelson (Residential Coordinator) was also present. Together with colleagues Trudie Hudson (who has returned as Head of Residential) and Faye Williams (Property Manager) they were working hard to deliver an excellent customer service to residents. (A copy of the organisational chart is attached.)

The Graylingwell team at Grange had been working on the development for over 10 years and the wealth of knowledge and history they had about Graylingwell was invaluable. This was balanced with the arrival of new members of staff who could bring a fresh perspective and vision to the team.

As a part of the Clarion Housing Group, Grange had access to their specialist teams including HR, IT, Compliance, Health & Safety and legal departments; their board was made up of senior members of the Clarion Leadership team; and they could use the size of Clarion to secure better bulk discounts and volume deals.

Contrary to popular belief, Grange’s mission was “more than just window cleaning and grounds maintenance”. It included contractor procurement and management, service charge and reserve fund management, major works planning, reactive and emergency repairs; bespoke communications such as welcome packs; health and safety and compliance management; and insurance and utilities management.

Lorraine took the meeting on a whistlestop tour of the company’s activities around the development and announced the forthcoming arrival of the Grange Customer Portal. Amongst other benefits this would give residents real time information, 24-hour access to maintenance services and an online link to service charges.

Following Lorraine’s presentation, several questions were asked from the floor about fire doors, groundworks, lighting and decorating. Lorraine and Michelle undertook to respond to these outside the meeting and to report back to GPRA. They would also update the Committee on the company’s ongoing maintenance plans.

CCDT

Clare de Bathe (Director) summarised activities at each of CCDT’s spaces around the development and the many benefits they provided to the local community. This included an announcement that the Chapel was being registered as a ‘warm space’ for the coming winter. Energy costs would inevitably rise for all CCDT venues, and it was disappointing that Drew Smith had not progressed work on the March Stables as quickly as planned as this would have provided a valuable income stream.

More information would be available at the CCDT AGM on 17 November. Clare therefore invited all residents to the meeting and to the wine and cheese reception that would follow the business part of the evening.

GPRA Committee Meeting

held on Wednesday 10 August 2022 at 18:00 at The Water Tower, Graylingwell Park

Minutes

Attendees:

Jonathan Brown (JB); Joe Etienne (JoE); Peter Harris – Chair (PH); Pete Lindars (PL); Keith Roberts (KR); Malcolm Watts – minuting secretary

Kathy Sykes (KS) joined the meeting at the end of item 10.

1. Welcome and apologies

Apologies had been received from Carol Findlay – Treasurer; John Eagles; Sidra Sammi and Jo Williams.

2. Minutes of the meeting held on 22 June 2022

The minutes of the previous meeting were agreed.

3. Matters Arising not otherwise on the agenda

Efforts to address problems in contacting Graylingwell Energy were continuing. Action PH

PH will continue to follow up JoE’s concerns regarding the condition of the hedges around Pinewood House. Action: PH to approach Chichester University.

Concerns that CPM had been changing parking permits without informing residents had been resolved.

4. Treasurer’s report (submitted in advance by CF)

CF’s apologies for absence noted earlier.

The Treasurer had reported a surplus of £751.53 at the yearend (31 July).

This did not include the £300 grant from Clairon paid into the GPRA’s previous account with HSBC and now inaccessible, or some small sums outstanding from the summer garden party.

5. Freehold/Leasehold

By way of background, PH explained that Vistry had invited residents of the converted hospital buildings to purchase the freehold of their properties. Residents will have two months in which to decide after a Section 5 letter is issued.

Whilst many residents found the offer attractive there were several complicating factors, such as the number of rented properties within some of the blocks.

GPRA had no locus in the matter as it was one between Vistry and individual leaseholders. However, it was willing to help residents obtain the information needed to reach a decision.

In particular, it was liaising with Drew Smith over how the proposed sale of the freehold might be affected by the presence of tunnels beneath the development. See next item.

6. Tunnels

PH reminded the meeting that various tunnels were known to have run beneath Graylingwell Park in its days as a mental hospital. Their existence would most likely raise questions of ownership and liability which could have implications for the sale of the freehold. But, having raised the matter with Vistry, PH was concerned that the company appeared not to have taken this into account before writing to residents.

Following further exchanges, Drew Smith’s Head of Partnerships had advised the GPRA at the Quarterly meeting on 2 August that if examination of the tunnels revealed that they were interlinked (i.e., between one block and another) it might not be possible to transfer the freehold to the current leaseholders, any questions of ownership and liability being too complex to resolve. Drew Smith’s Project Manager was currently looking into the issue and the company was in discussion with its lawyers. Residents were advised to speak to their own conveyancing solicitors. In the meantime, the Section 5A notice giving leaseholders Right of First Refusal had been paused.

The latest position (as reported by KS later in the meeting) was that Drew Smith, who were now in possession of all the architect’s drawings and the original surveys, would shortly be visiting the tunnels to ascertain exactly what they contained. The Project Manager’s professional opinion was that the tunnels were, in all likelihood, no longer linked as development would not have proceeded otherwise. However, only a thorough examination would tell.

Concerns had also been raised at the Quarterly meeting with regarding to conflicting messages from Drew Smith’s side as to whether residents’ legal fees would be refunded in full or be subject to a cap. And, with regard to insurance, Grange Management had assured GPRA that the tunnels were covered by Grange’s existing buildings and public liability insurance.

7. Estimate Programme of Work

PH drew the Committee’s attention to the estimated programme of work which Drew Smith’s Head of Partnerships, Yvonne Mills, had provided on 13 July 2022. It came with the caveat that it was a very high level ‘estimated’ programme subject, of course, to planning and various other condition discharges.

Phase Target RM Submission Date Target RM Determination Date Target Construction Start Date Target Construction Completion Date Estimated number of residential units/commercial space

Phase 

Target RM Submission Date 

Target RM Determination Date 

Target Construction Start Date 

Target Construction Completion Date 

Estimated number of residential units/commercial space 

 

[Chapel Green site] 

30/8/22 

22/12/22 

1/4/23 

Spring 2025 

36 residential units 

Water Tower 

TBC 

TBC 

March 23 

March 25 

TBC 

6 – Convenience Store 

22/7/22 

17/11/22 

13/3/23 

Autumn 2024 

11 residential units + 421.91msq convenience store 

7 

29/9/22 

14/1/23 

Autumn 23 

Autumn 25 

58 circa 

10 – Additional Land 

29/9/22 

22/4/23 (detailed planning application) 

Jan 2024 

June 2026 

96 circa 

Marchwell Studios and Farmhouse 

14/11/22 

14/6/23 

Jan 2024 

July 2026 

TBC – Waiting for a response from CDC on demo & new build or refurbishment of the studios. 

Havenstoke Park 

N/A – Condition Discharge 

September 2022 

Jan 23 

Jan 25 

N/A 

Eastern Fringe – Allotments and Orchard 

N/A – Condition Discharge 

October 2022 

Sept 23 (to allow for planting season) 

Sept 25 

N/A 

In this connection, PH reported the latest news on plans for the Graylingwell Farmhouse. As reported at the Quarterly Meeting with Drew Smith, there been no significant interest in developing the site for a pub/restaurant.

8. Meeting with Grange’s Managing Director and team held on 21 July 2022

PH reported that he and KS had held a constructive meeting with Grange senior management.

The main news to report was that Trudie Hudson, Grange Management’s Head of Residential, had moved on and had been replaced by Property Manager, Faye Williams. Richard Smith, Head of Business & Compliance, was also maintaining an interest in Graylingwell and both had attended the recent Quarterly Meeting.

9. Feedback from Quarterly Meeting held on 2 August 2022

Minutes of the meeting are available on the GPRA website.

Havenstoke Park

PH highlighted the news of Drew Smith’s proposed changes to the Section 106 Agreement drawn up some 15 years ago. Under the terms of the original agreement (by which the developer and the planning authority specify the contributions the developer must make to the local community) Drew Smith were committed to constructing two full-size pitches on the park. However, following discussions with CCDT, Drew Smith had recently submitted a revised plan to Chichester District Council (CDC) proposing the construction of only a single full-size pitch (to Sussex County FA standard) incorporating two junior rugby pitches.

A copy of the covering letter from Drew Smith’s consultants to CDC is attached. Further details are available on the CDC website under Reference 22/01994/OBG.

The committee was reminded that only the proposed variation to the original plan appears to be up for consideration. However, as PL pointed out, many residents would rather have no sports pitches and for the park to retain its current attractive layout.

10. AGM

The annual meeting is due to be held at 6.00pm on 19 October in the Chapel (the Lodge no longer being available). The Committee supported PH’s proposal to hold an informal reception for residents from 5.30pm and to provide wine and soft drinks from GPRA funds.

In addition to the formal business (Chair’s report and the election of officers and members) presentations would be given by Grange Management and by Clare de Bathe on behalf of CCDT. It was hoped that new, large screens would be in position for PowerPoint slides.

There would be an opportunity to submit relevant questions in advance and to ask questions specific to matters raised in the Chair’s report.

Notice of the meeting would be given on the GPRA website and by means of posters and a leaflet drop.

KS joined the meeting at this point.

11. Reports from Street Representatives

Penny Acre (PH on behalf of CF)

The holly hedge along Graylingwell Drive had now been partially trimmed and Drew Smith had promised that their contractors would complete the job urgently.

The bollard (Graylingwell Drive) had not been working again but had now been fixed. Residents were encouraged to look out for problems and notify PH or KS at once so that the operators could be informed.

Two residents’ cars had twice been keyed or deliberately scratched recently. In response, one of them had installed a security camera. Whilst PH was sympathetic, this action was in breach of the restrictive covenant and the correct process should have been followed. PH had therefore notified the matter to Grange Management.

Lloyd Road (PL)

Nothing to report

North Mead (JoE)

There was a continuing problem with children’s bikes being abandoned around the area.

Community-minded residents had cleared up rubbish strewn across the road by an animal after a bin lid had gone missing.

Longley Road and Homestead Road (KS)

KS was in contact with Grange Management about SCS’s failure to keep the paths in good order.

Central Parking Management (CPM) had taken action against a resident misusing a visitor space. CPM had advised the Quarterly Meeting that visitor permits could be cancelled if residents were repeatedly using them for the purpose of parking their own vehicles in visitor spaces.

Asked by PL when the airing courts play area was due to re-open, KS explained that, whilst the play area itself had passed a RoSPA inspection, there were several other issues around the site (trip hazards, tree stumps etc) which Drew Smith needed to rectify before the area could be handed over to Grange Management and opened. The delay had been raised repeatedly at Quarterly Meetings and it was disappointing that Drew Smith had so far failed to fulfil the assurances they had given. In the meantime, KS had made Drew Smith aware of residents’ health and safety concerns that children were getting into the area already.

12. Sub-Groups

Prior to the meeting JB had submitted a written report of the Environment Sub-Committee’s meeting on Thursday 28 July.

Much of the discussion had been around EV charging points and JB had undertaken to produce a summary of charge points with data on type, ownership, etc. This should enable the sub-group to identify gaps and potential opportunities for future investigation.

13. Any Other Business

Committee Secretary

No interest had been shown in this post. And, as the burden of secretarial work was currently falling on PH and KS, committee members were encouraged to look for a volunteer.

In the meantime, KR agreed to update the website. Action: KR

Police and Community Support Officer & Bike Marking

Jason Lemm, our local PCSO, had now been transferred to another section and was being replaced by PCSO Will Parker (Will.Parker@sussex.police.uk). The committee was enormously grateful to Jason for all his efforts over the years and looked forward to meeting his successor shortly.

A recent bicycle marking event had been very successful with some 34 bikes being registered.

Community Garden

PL reported some recent theft and vandalism. Fortunately a stolen table and chairs had been found nearby (plus a group of youths sitting on them!).

CCDT Summer Garden Party

The sum of £140 had been raised at the GPRA bric-a-brac stall, plus a further £22.50 from parking receipts.

Surveillance cameras

JoE reported that Trudie Hudson (Grange Management) had given him permission, should a future need arise, to install a camera outside his house for the purpose of monitoring parking. Assuming that such permission had lapsed with Trudie’s departure he anticipated that he (and any other residents in a similar position) would need to speak to her replacement (Faye

Williams) if they wished reactivate the matter.

14. Date of next meeting

Annual General meeting: 6.00pm on 19 October in the Graylingwell Chapel

GPRA Committee Meeting 

Held on Wed 22nd June 2022 at 18:00 at The Lodge, Keepers Green

Minutes

Attendees:

Jonathan Brown – Minuting (JB); John Eagles (JE); Joe Etienne (JoE); Peter Harris – Chair (PH); Pete Lindars (PL); Kathy Sykes (KS).

Sidra Sammi joined the meeting at 18:35.

  1. Welcome and apologies

Apologies had been received from Carol Findlay (CF), Keith Roberts (KR), Sidra Sammi (SS)* and Jo Williams (JW).

  1. Minutes of the meeting held on 20th April 2022

The minutes of the last meeting were agreed.

  1. Matters Arising not otherwise on the agenda

PH has been in touch with Graylingwell Energy, who committed to give as much notification as possible regarding any price increase in October 2022. It was noted that residents had no increase in April 2022.

It was noted that the website needed some work (but see agenda item 8).  Further drop-down options may be needed.

KS reported that Longley Road residents had been updated re: Clarion visits / drop-ins.

PH reported that the bollards had been discussed with Drew Smith at the most recent Quarterly Meeting. Still some concern that DS are giving out too many passes.

JE noted that while some of the wooden posts around Havenstoke Park have been replaced, there are some (rotten ones) still to do.

  1. Treasurer’s report (submitted in advance by CL)

Apologies for absence noted earlier.

Importantly congratulations to the team for Picnic in the Park and in particular Kathy Sykes. Funds of £750 were raised from Grange Management, Clarion Housing and Drew Smith. £745.90 was spent by the team.  See Item 5 also.

We have £784.06 in the bank against our opening balance of £756.24, helped by a payment of £75 from Lloyds Bank in recognition of poor service relating to getting the account up and running.

Our year end is 31st July and the only outstanding charge is for our website.  Treasurer to confirm at August meeting status of this.

We have still not managed to get Clarion to recover from HSBC and send us the £300 grant 2021-22 [Clarion paid it into the wrong account].  CF will apply for a new grant in August; this will hopefully provide us with funds for 2022-23.

  1. Picnic In The Park (4th June) feedback

KS reported that all feedback had been positive. Everyone had a good time, there were up to about 170 people around mid-day. We raised £288 for the Ukraine appeal. CCDT were very happy with the bar takings.

The Committee particularly noted and wished to thank KS for organising the event and Darran Seacombe (CCDT) for running the bar so effectively.

PH has offered the 7 remaining treasure hunt stakes to CCDT.

JE has the cardboard stand-up Queen at home.

Action: Offer the above to the Men’s Shed stand at CCDT’s forthcoming event on 16th July 2022

  1. GPRA’s Constitution

The Committee considered whether there was a need to amend the GPRA constitution to clarify that the work of the group was undertaken on a ‘best efforts’ basis. It was agreed that this could be made more explicit but that a formal change could wait.

  1. AGM (due October 2022)

The Committee agreed to hold the AGM on Wednesday 19th October. PH explained that the Lodge will not be available, so it was agreed to hold it in the Chapel. (The Pavilion would be an alternative; Roussillon Park was ruled out.)

Action: PH will meet Elizabeth Storton (CCDT) to confirm whether a Powerpoint presentation can be projected in the Chapel.

Re: AGM guest speakers: CCDT, Clarion and Grange have all come and been well received at previous AGMs. JE suggested inviting Graylingwell Energy. JB suggested that future events could be advertised. PH suggested that residents could be asked to supply questions in advance. If appropriate they can be answered at the meeting. JE noted that wine had been served at previous AGMs and suggested that it could be paid for from the budget.

Action: PH will ask members for help with the event as and when required.

  1. GPRA’s website – layout / possible changes

Action: KS will speak to Susan Shord to investigate what the situation is re: the contract for the GPRA website.

  1. Reports from Street Representatives

Penny Acre (submitted in advance by CF)

  • Whilst Grange have indicated how residents with accessible parking in front of their homes can apply to install electric vehicle charging, residents and potential buyers are concerned about charging EVs when their parking is non-accessible. Given the plans for the east side of Graylingwell, we need to recognise that the west side will require an ability to provide public charging for residents. We should encourage Grange to look at the options of where and the costs for establishing a charging area on the west side of the development and plan to build funds accordingly. A potential buyer has apparently pulled out of a property purchase in Penny Acre due to this issue.
  • Yet again the holly hedge along Graylingwell Drive was not trimmed pre the bird nesting season and brambles are now rampant and pushing through fences. Ivy and brambles are also covering the double yellow lines. We must continue to hold Drew Smith to account for this.

Action: PH to chase Drew Smith (again).

North Mead (JoE)

  • Some residents, and people wanting to move in have had issues contacting Graylingwell Energy – they can’t reach anyone.

Action: PH will speak to Aidan Hickey

  • There have been several reports of people speeding
  • One resident continues to use CCDT bins for the disposal of personal waste. Trudie Hudson (Grange) has written to them.
  • Residents have complained about being stung by nettles in the hedgerow along Pinewood House. [KS noted that the owner of the property is responsible.]

Action: PH will ask the University (who rent it for student accommodation) and/or Grange to sort out.

  • A couple of residents have had issues with CPM changing parking permits without informing residents.

Action: JB to forward details to PH.

Action: PH to follow up with Faith Paine of CRM

SS joined the meeting at 18:35.

Pinewood (JoE / SS)

  • Nothing to report.

Lloyd Road (PL)

  • An abandoned caravan had been reported and dealt with quickly, though not before being set on fire. PH noted that several trees had been damaged, and JE advised that the trees will need inspecting for safety.

Longley Road (KS)

  • Nothing to report.
  1. Sub-Groups

JB reported that the Environment Sub-Committee would be meeting on Thursday 28th July.

  1. CCDT Board Meeting

JE (a trustee of CCDT) reported back on the meeting held on 9th June 2022.

The key items agreed/discussed were as follows:

  • Jonathan Brown has taken over from Tony Dignum as the Chichester District Council representative. He will become a trustee at the AGM.

Section 106 Update provided by Drew Smith

  • Water Tower to be incorporated with Stage 8. (Flats around Chapel Green) No planning application made yet.
  • Havenstoke Park – sports pitches and overflow car park. Landscape architect now working on this as a matter of some urgency. Will be a meeting in June to determine if 2 pitches still needed. CCDT support just the one. CCDT already have the S106 money.
  • Tree planting to be completed in the autumn.
  • Plans for Allotment and Orchard currently being worked up.
  • Marchwood Studios/Farmhouse/Car Parking all to be part of one planning application. A meeting with CDC has been arranged for this month.
  • The Farmhouse is back on market.

Action: PH to raise promotion of site with Drew Smith.

  • Chalk Hills View (Phase 7) sales to be launched from September.

Chapel

  • The venue continues to gain positive feedback.
  • Evaluations of running costs and the income from events being considered so that savings can be made and the profitable events continued.

Pavilion

  • Cafe continues to be a success and while the studio is a profitable the therapy rooms are less so. Work is ongoing to look at ways of making the facility more utilised.

Redrow Development

  • Work is ongoing on their provision of two football pitches and a pavilion.
  1. Future use of the Lodge at Keepers Green

JE updated the Committee on the proposal by CCDT to offer Little Learners a long lease with extended hours. CCDT felt this would be good use as no one is using the changing facilities, it would enable the community to benefit from the nursery operating longer hours, including holidays, with a room for up to 5 babies. (SS noted strong support for this from the families currently using the nursery.) There are other community spaces and the Lodge is currently under-utilised. This will take some financial pressure off CCDT too as the nursery will maintain the building and take care of running costs. Cricketers will continue to have changing room access.

PH advised that it will no longer be available for the monthly quiz. The organisers used to alternate between the old Lodge and Roussillon Park.

KS added that Roussillon Park remains available, as does the Chapel café for fish and chip quiz, though there are questions about size capacity: unsure why the Pavilion wasn’t offered as an alternative.

  1. Grange Management

PH & KS talking with Grange’s MD Lorraine Murphy to arrange meeting for discussion on various issues, including how interactions with Grange should be managed, bike shed security, reporting of (repeat / common) issues (could an online portal be set up?), report of statistics relating to these issues. Still ongoing issues with planted area riddled with weeds, not properly sorted since handover from Drew Smith. Airing Courts also still not finished. Committee agreed that it was important to retain a known person to be a point of contact.  See also the attached letter from Grange.

Action: PH & KS meeting with Grange leadership on 14th July (provisional date).

  1. CCDT Summer Garden Party at Havenstoke Park, 16th July

CCDT have asked if GPRA would like to have a stall there, to which the answer is probably no, although the Committee agreed that it would be good if volunteers representing the GPRA could be there both to help and be available to residents. We could have leaflets on the CCDT table. SS suggested using the opportunity to gather willing residents’ emails / details to help with future communications. JoE will signpost on the Facebook page. JE will be helping CCDT on the day. PL advised that Chichester Men’s Shed will have a table. There will likely be parking on the field.

Action: JE will be helping CCDT on the day. SS and JB will offer to help on the day (or part of it) if possible. PH will contact Claire Robinson to see if they want help with parking (or anything else).

  1. Any Other Business

SS asked why the playground near the Airing Courts is still blocked off. KS noted that Drew Smith still haven’t completed the work to resolve safety issues, despite multiple prompts.

Action: PH will raise (again) at next quarterly meeting with DS.

  1. Date of next meeting

10th August 18:00. Venue TBC.

(For the diary: Wed 19th October will be the GPRA AGM.)

The meeting closed at 19:15.

 

 

GPRA Committee Meeting

Minutes

 

Attendees:

 

Jonathan Brown (JB); John Eagles (JE); Joe Etienne (JoE); Peter Harris – Chair (PH); Pete Lindars (PL); Kathy Sykes (KS); Malcolm Watts – Minuting Secretary (MW); Jo Williams (JW)

 

 

1. Welcome and apologies

 

PH began by welcoming Jo Williams to her first meeting.

 

Apologies had been received from Carol Findlay, Keith Roberts, Sidra Sammi and Kate Keays. Kate Keays had also written to the Chair announcing her resignation from the committee but offering continued help to the environment sub-group on an ad hoc basis.

 

2. Minutes of the meeting held on 9th February 2022

 

The minutes of the last meeting were agreed.

 

3. Matters Arising not otherwise on the agenda

 

PH provided the following updates:

 

· Efforts to obtain advance notification of firework displays etc from the Goodwood Estate had run their course and no further steps seemed worthwhile.

 

· Sue James (Chair of CCDT) was currently in negotiation with Redrow’s directors regarding a financial contribution towards to the management of Pinewood Way and Kingsmead Avenue.

 

· Efforts were continuing to address concerns that a resident in North Mead was inappropriately disposing of food and household waste.

 

· Following PH’s approach to local companies, motorbike delivery riders appeared to have stopped accessing the development via the cycle path from Winterbourne Road.

 

· The planning application for access to Martin’s Farm from Graylingwell Drive had been withdrawn and a two-year extension had been granted for the mobile home on the site (to 31/12/23).

 

4. Treasurer’s report

 

CF had reported to PH that the balance in the current account stood at £765.95. This did not include the £300 grant from Clarion which was believed to have gone into the previous HSBC account. This was being investigated.

 

The sum of £250 had been donated by Grange Management towards the Platinum Jubilee celebrations and a further £250 had been pledged by Clarion Housing.

 

5. Appointment of Secretary

 

As there was still no interest in this appointment, the Committee would continue to operate without a secretary.

 

6. CCDT Board Meeting

 

JE (a trustee of CCDT) reported back on the meeting held on 10 March 2022.

 

Section 106 Agreement: The main item of discussion had concerned the creation of two football pitches on Havenstoke Park as required under the terms of the Section 106 Agreement (i.e. the agreement, between the developer and the planning authority, specifying the contributions the developer must make to the local community) drawn up when the development was first proposed. The CCDT Board accepted the argument that, as two football pitches were being constructed as part of the Lavant View development, these pitches were no longer necessary. The money might be better spent – e.g. on improving footpath lighting in the park. Sue James was canvassing the views of other residents’ associations; and, as it was understood that no deed of variation was required to change the terms of the s106 Agreement, CCDT would be in discussion with Chichester District Council.

 

UK Harvest: The pop-up pantry, offering good food otherwise destined for landfill to those on a tight budget, has continued to operate very successfully from the Pavilion every Friday from 3:30 – 4:30pm.

 

Graylingwell Chapel: The Chapel had opened successfully. Concerns regarding parking were being addressed; some events were proving more successful than others (e.g. the evening with Jonathan Agnew and the comedy nights); and thought was being given to what might attract a wider cross-section of the community. The Easter Egg Hunt and the weekly Forest School were proving popular; and JE would follow up JW’s suggestion of holding more such events targeted at children. Action: JE

 

The Lodge: Sports facilities at the Lodge were not being used and Little Learners nursery had expressed an interest in taking over the facility. The meeting was concerned that the Lodge should continue to be available for community use during evenings and weekends. JE would report this to the CCDT Board. Action: JE

 

Phase Eight (the Chapel Green site): Drew Smith was seeking planning permission for the development of the site including the construction of two blocks of flats. Public consultation would take place as part of the planning process.

 

Phase Six (the Marchwell Studios): Drew Smith was considering the future of the site and would be seeking planning permission in due course.

 

Phase Nine (Chalkhill View): Drew Smith was in discussion with McCarthy & Stone with a view to developing the corner plot adjacent to Palmer’s Field Avenue.

 

Graylingwell Farmhouse: No interest had yet been shown in developing this.

 

7. Graylingwell Energy

 

PH reported that he had held a constructive meeting with Graylingwell Energy (GE) on 16th March to discuss residents’ concerns about the recent price increase. GE had assured GPRA that residents were not facing the same level of increase being experienced nationally and that there should be no further increases before the price cap can be raised again in October. The boilers were operating well within capacity and delivery standards should not be affected when the system is extended to new homes on the development. PH undertook to keep in close contact with GE. Action: PH

 

8. Electric Vehicle (EV) Charging Points and Solar Panels

 

The meeting approved a draft paper (which PH had circulated in advance) offering residents advice as to the correct procedure for seeking a waiver of the restrictive covenants (enforceable by The Graylingwell Community Management Company) that prohibit the installation of boxes on house exteriors. Residents were also to be assured that EV points would not adversely affect electricity supply to neighbouring properties. The draft had already been cleared with Grange Management and would now be published on the GPRA website. Action: PH

 

The meeting supported efforts to seek agreement to similar waivers in respect of the installation of solar panels. These would necessarily be on a case-by-case basis and subject to other considerations such as insurance, structural constraints, and local planning restrictions.

 

9. Electric Scooters

 

The increasing use of e-scooters across the development was both illegal (Graylingwell Park not being private land) and dangerous. Whilst appreciating the constraints on taking effective enforcement action, PH had contacted CCDT, Grange Management and Drew Smith to express residents’ concerns.

 

10. Picnic in the Park

 

KS reported back on GPRA’s plans for celebrating HM Queen’s Platinum Jubilee.

 

Residents would be invited to a ‘bring your own’ picnic in Havenstoke Park on Saturday, 4th June, between 12:00 – 4:00pm. There would be an ice cream van, bar and music; and GPRA would be organising a treasure hunt, cake baking and craft making activities for children. The event was intended to be easy to

manage and non-profit making with any surplus going to charity. JB would investigate the hire of card readers for donations. The event would be advertised on noticeboards and via a leaflet drop, and volunteers would be needed on the day. Action: JB, KS and others

 

11. Reports from Street Representatives

 

North Mead (JoE)

 

· Residents were concerned that a dog involved in an incident which had resulted in a neighbour requiring hospital treatment had been returned to its owner.

· Cars continued to be parked in CCDT spaces without authorisation.

 

Lloyd Road (PL)

 

· Parking issues had improved with a warden being visibly present.

 

Penny Acre (JW for CF)

 

· Nothing to report

 

Longley Road (KS)

 

· KS would be raising some specific issues with Amanda Hartfield at the next opportunity, e.g. the Open House for residents held at the Pavilion every first Wednesday of the month. Action: KS

 

12. Neighbourhood Plan

 

JB submitted a report of a meeting which he and KS had attended on 2 March between City and District Councillors and representatives of various ‘Chichester North’ groups. The discussion was intended to contribute to the overall aim of making the area the “best place possible to live, work and play”. A copy of the report is attached.

 

13. Sub-Groups

 

Legal and Agreements: CF had indicated that she would be happy to remain on this sub-group.

 

Environment: JB had met with Kate Keays and Angie Bacon (CCDT). As reported earlier, Kate would be happy to continue helping the sub-group on an ad hoc basis.

 

The meeting approved JB’s suggestion that non-members should be invited to sit on sub-groups.

 

14. Any other business

 

 

Planning Applications: A recent report in the Chichester Observer appeared to have referred erroneously to Graylingwell Park instead of Lavant View.

 

Speeding in Broyle Road: The meeting considered an invitation from Councillor Maureen Corfield to share the cost of hiring a speed indicator device with Summersdale Residents Association. However, as this appeared an issue beyond the GPRA’s areas of responsibility, the invitation was declined.

 

Keepers Green: CCDT having had little response from Keepers Green residents to set up their own residents’ association, the meeting was invited to consider extending its remit to include Keepers Green. However, whilst there were some areas of common interest, there were also significant differences between the two developments (e.g. the district heating system) and the invitation was therefore declined.

 

Bollards: Unauthorised traffic appeared still to be operating the bollards. PH would raise this at the next Quarterly Meeting. Action: PH

 

Havenstoke Park: CCDT was looking for assistance in replacing a number of wooden bollards that had come loose. JE would discuss with Clare de Bathe. Action: JE

 

West Sussex Fire and Rescue Service: Grange Management had reported that the Fire Service had declined to attend an incident involving a loose downpipe that was thought to be dangerous, apparently because the incident was on private property.

 

15. Date of next meeting

 

22 June 2022 at 6.00pm in The Lodge

6.00pm in The Lodge

GPRA Committee Meeting

held on 9th February 2022 at 6.00pm at The Lodge, Keepers Green

Minutes

Attendees:

Jonathan Brown (JB); John Eagles (JE); Joe Etienne (JoE); Carol Findlay (CF); Peter Harris – Chair (PH); Kate Keays (KK); Pete Lindars (PL); Keith Roberts (KR); Sidra Sammi (SS); Kathy Sykes (KS); Malcolm Watts – Minuting Secretary (MW)

1. Welcome and apologies

PH began by welcoming people to his first meeting as GPRA Chair.

Apologies had been received from Jo Williams and Cherrill West. Cherrill had also written to the Chair announcing her resignation from the committee.

2. Minutes of the meeting held on 8th December 2021

The minutes of the last meeting were agreed.

3. Matters Arising not otherwise on the agenda

PH provided the following updates:

· He had made tentative enquiries of the Goodwood Estate regarding advance notification of firework displays etc and would be following this up with an approach to someone at a more senior level. ACTION: PH

· He was hoping to discuss the question of Redrow’s contributing to the management of Pinewood Way etc with senior management in due course. ACTION: PH

· Bin store codes. KK reported that all residents should have received individual letters with notification of their codes.

· Parking continued to be an issue of concern. Central Parking Management (CPM) provided data on the number of fines etc. But there were concerns that a draft Government Code of Practice, including a cap on parking fines in private car parks, could make enforcement more difficult.

4. Treasurer’s report

CF reported that the Lloyds account was now up and running but that, due to some apparent confusion, the Clarion grant had been paid but not yet received into the account. This should be resolved shortly. In the meantime, she assured the committee that the GPRA was solvent.

5. Appointment of Secretary

There was still no interest in this appointment. Committee members were encouraged to suggest names.

In the meantime, the Committee was grateful to KR for updating the website.

6. Chairman’s view – the first 40 days

The first 40 days of PH’s chairmanship had been remarkably busy with a high volume of emails, many of them concerning issues going back several years. There had been some quick wins – e.g., fixing the lights in Penny Acre. And some lingering issues had now been resolved – e.g., unauthorised traffic through the bollards had reduced by approx. 90% now that the codes had been disabled and swipe cards issued to essential users only. However, to facilitate effective monitoring of the many outstanding issues affecting residents PH had started to develop a computer-based Tracker which he hoped a Committee Secretary, once appointed, would be able to maintain.

7. Quarterly Meeting (DS/Grange/CPM) feedback

The Quarterly Meeting had taken place on 18 January 2022 and minutes were available on the GPRA website.

CPM’s representative had attended only briefly to update the meeting on parking; and Grange Management’s representative had sent her apologies, as had Drew Smith’s Project Director. However, representatives from Clarion Housing had attended via Zoom and Drew Smith’s Project Manager had been there in person to provide updates and answer questions.

It was noteworthy that Drew Smith expected development of the estate to continue for another six to seven years. The management company, currently comprised of Drew Smith employees, would then pass to other interested persons who as Directors would be responsible for issues such as the contract with Grange Management and, in due course, contract renegotiations with Graylingwell Energy. Whilst this was some years off, GPRA would need to maintain a watching brief.

As regards parking, SS was concerned that patrol was never seen on North Mead and Pinewood Way where there were serious problems with people parking on the kerbs. In addition, visitor permits had not been issued and residents had been wrongly advised that these would need to be purchased. JoE was pursuing this with Clarion.

8. Recent Meeting with CCDT

PH and KS were grateful for a helpful meeting with Clare de Bathe, Director of CCDT. Two particular areas had been discussed.

Chapel opening, forthcoming events, and requests for volunteers

Efforts were currently focused on the Graylingwell Chapel, conversion of which was due to be completed on 11 February in time for its first event (An Evening with Jonathan Agnew) on 17 February. JE (who is also a trustee of CCDT) reported that there were some difficulties with the sewerage, but these should not prevent the venue from hosting the event as planned.

CCDT were seeking to recruit a team of volunteers for a range of roles at the Chapel. Details of these were available online. A number of paid opportunities were also available.

Given that the Chapel was intended for the benefit of local residents first and foremost, it was hoped that car usage for events would be minimal. With that in mind, local people were being offered priority booking. However, Clare de Bathe had assured PH and KS that for the event on 17 February approximately 65 parking spaces would be available for those driving from further afield. Given, however, that designated places were not all easily visible, a team of volunteer car parking marshals would be essential.

Members were encouraged to attend the formal opening of the Chapel on 4 March.

Platinum Jubilee

Michael Gove had written to all local authorities encouraging them to find exciting and creative ways in which to mark the Queen’s Platinum Jubilee. Whereas CCDT were planning to hold a Summer Fair on 16 July, the Committee proposed to celebrate this unique occasion with an event of its own on the Saturday of the Jubilee Weekend (4 June). This would be a day for the whole community, and might include attractions such as a bouncy castle, an ice cream van etc. KS agreed to convene an urgent meeting of a sub-committee comprising herself, SS and willing partners of other committee members. She would liaise with CF over funding from the GPRA budget. ACTION: KS

9. Reports from Street Representatives

North Mead

JoE reported several issues of anti-social behaviour:

· One resident was repeatedly tipping food waste into the children’s play area and using public bins for domestic refuse. CCDT and others were aware. This was one of two houses on North Mead known not to possess refuse bins. PH will consider how to approach the residents concerned. ACTION: PH

· CCDT staff had been verbally abused after speaking to a resident about misuse of the visitor parking spaces.

· Excessive noise from motorbikes was continuing.

· Motorbike delivery riders were accessing the development via the cycle path from Winterbourne Road. PH will consider approaching Deliveroo and other delivery companies. ACTION: PH

· Police were currently investigating an incident in which a resident had been attacked and injured by a neighbour’s dog. Clarion were also involved.

Joe then left the meeting for another appointment.

Penny Acre

CF welcomed the new arrangements respecting the bollards. Concerns regarding the entrance to Martins Farm would be raised under AOB.

Lloyd Road

PL reported ongoing issues around parking. One new resident appeared not have appreciated the restrictions on parking commercial vehicles overnight when he purchased his property.

Abandoned supermarket trolleys were becoming a problem here and elsewhere on the development.

Longley Road

KR reported that the fencing around the airing shelter had again been trashed. Vandalism would continue to be a problem for as long as the shelter remained.

10. Electric Vehicle (EV) charging points

PH suggested it might be wise for GPRA to have a view on this topic in advance of any consideration by other key stakeholders and had circulated some initial thoughts in advance.

Electric vehicles had been in their infancy when Lindens had obtained planning permission for the development some 12-15 years ago and charging points had not been an issue. With EV’s future still uncertain it was not possible to gauge the likely demand for charging points over the next few years. Even the limited number of charging points around the development were rarely used. The current power supply was inadequate and there would be a raft of technical, legal, and financial issues to overcome before any consideration might be given to making charging points available to individual properties.

In discussion, it was suggested that a survey of residents’ views might be helpful, albeit that it might misrepresent actual demand. In the event that progress was to be made, a limited number of charging points on either side of the development might be the simplest option. The topic was picked up again in the next agenda item.

11. Havenstoke Park – Section 106

PH reminded the meeting that the original Section 106 Agreement (i.e., the agreement, between the developer and the planning authority, specifying the contributions the developer must make to the local community) had been agreed some 15 years ago. It included the construction of two full-size football pitches

on Havenstoke Park together with accompanying changing facilities and parking for 80 cars. A sum of approximately £0.5m had been donated by Linden Homes to CCDT for this purpose.

The world had moved on since planning permission had been granted. Whereas the number of children and adults playing football had fallen nationally, facilities at the Lodge were currently unused, but the Pavilion had opened as a popular centre for health and wellbeing. Havenstoke Park had developed its own patterns of usage by residents and dog walkers and become a much-loved local amenity. There was therefore now little support for the construction of two football pitches: local residents were thought to be unenthusiastic as were CCDT (who would not, in any case, be relying on the pitches for revenue). And advice from Drew Smith suggested the space might not be suitable.

On this basis, PH asked whether the time might be right to propose renegotiating the s106 agreement. One option might be to create a single pitch, say for mini-rugby training, and to use the remainder of the funds to cover the installation of EV charging points. This being an agreement between the planning authority and the developer, GPRA had no locus in the matter other than as a consultee. Chichester District might object, as might Sport England which has to be consulted on planning applications that affect playing fields. There would also have to be agreement that the original funding could be used for a charge of purpose. The committee agreed, however, that the question was worth pursuing. As a first step, therefore, PH agreed to seek a meeting with Nick Laugharne, Drew Smith’s Project Director (who is also a trustee of CCDT) which KS, JE and JB also hoped to attend. JB would also raise the matter with Councillor Maureen Corfield (see below). ACTION: PH & JB

12. Neighbourhood Plan

PH had received an invitation from Councillor Maureen Corfield, Chichester City Council (North Ward), to a workshop on 2 March where there would be opportunities to contribute to Chichester City Council’s Neighbourhood Plan. He was unable to attend but KS and JB would attend on his behalf.

13. Any Other Business

Graylingwell Project

KK reported that the Waste Improvement Project was progressing well; inappropriate items (such as a gas bottle and an airer) had been found in one of the bin stores and a lock needed replacing; an incident of fly-tipping had been reported to Trudie Hudson of Grange Management and resolved; and fly-tipping signage was expected in the next few weeks. West Sussex County Council’s Waste Prevention Team would be coming to the Summer Fair on 16 July to answer questions etc and KK was in discussions with them and CCDT about holding further workshops for children and families. Lastly, UK Harvest’s Pop-up Pantry was continuing on Friday afternoons at the Pavilion with over 60 families attending each week (details of this and other venues could be found at Pop-Up Pantries (ukharvest.org.uk))

Homestead Road

In the absence of a street representative KS and KR agreed to cover this in future. ACTION: KS & KR

Noticeboards

SS observed that noticeboards around the development were displaying much out of date information. These being CCDT’s responsibility, JE undertook to report back to CCDT staff. ACTION: JE

Clarion

As agreed at the Quarterly Meeting GPRA will advertise on the website the drop-in Clarion hold on the first Wednesday of every month. ACTION: KR

Martins Farm

Now that a driveway had been constructed through to Connolly Way, PH undertook to check with Grange Management that agreement had been reached with the owners as regards their contribution towards maintenance of the public realm. ACTION: PH

Connolly Way

Now that it had been established that responsibility for repairing the potholes on the junction of Connolly Way and College Lane lay with West Sussex County Council not Drew Smith, PH encouraged committee members to report problems here and elsewhere via the Council’s website (Report a pothole online  – West Sussex County Council).

 

14. Date of next meeting

 

13 April 2022 at 6.00pm in The Lodge

GPRA Committee Meeting
held on 8 December 2021 at 6.00pm at The Lodge, Keepers Green

Minutes

Attendees:

Jonathan Brown (JB); Carol Findlay (CF); Peter Harris (PH); Barbara Howden Richards (BHR); Kate Keays (KK); Pete Lindars (PL); Rob Norris – Chair (RN); Keith Roberts (KR); Sidra Sammi (SS); Kathy Sykes (KS); Malcolm Watts – Minuting Secretary (MW); Cherrill West (CW)

1. Welcome and introductions

RN began by welcoming new members and introducing them to the committee.

As agreed at the AGM, RN would be standing in as Chair until January 2022 as the new Committee Chair (PH) had other commitments which prevented him from immediately taking up his duties in full.

PH was pleased to be joining the Committee and attending his first meeting. He apologised that he would have to leave early (in the event, immediately after the report of the Legal and Agreements Sub-group at Item 13) but promised to keep the Committee informed of future dates etc.

2. Apologies

John Eagles; Jo Williams

3. The GPRA Constitution (introduction for new members)

RN drew new members’ attention to the constitution, a copy of which can be found on the GPRA website (Helping Community Happen (gpresidents.co.uk)). Whilst members are encouraged to bring their own knowledge and experience to the role, the principal objective of committee membership is not to promote and protect one’s own interests but those of the community as a whole.

4. Minutes of the meeting held on 11 August 2021

Agreed

5. Matters Arising not otherwise on the agenda

RN provided the following updates:

• He was pursuing the request for a meeting with Chichester District Council (CDC) to discuss housing allocation and possible implications of the social housing white paper should its proposals result in legislation (Item 8)

• Drew Smith were following up the report of bright lights shining into properties in Penny Acre (Item 9)

6. Treasurer’s report

CF reported that, as HSBC no longer supports organisations such as the GRPA, she was attempting to transfer the monies to a new account with Lloyds Bank. However, this was currently proving problematic with the result that GPRA’s only accessible funds were the £10 opening balance with Lloyds. Consequently, GPRA had been unable to make a grant application to Clarion within time (although RN had submitted a late application) and no direct debit payment had been made to the Sussex Gardens Trust.

This led to discussions about GPRA’s membership of the Sussex Gardens Trust and the wider question of communications, both of which are minuted under Any Other Business below.

7. Co-options: Proposal to co-opt Mr Jonathan Brown

RN circulated a copy of JB’s personal profile setting out his expertise and experience in areas including local affairs and neighbourhood planning.

Whilst JB temporarily absented himself from the room, the meeting unanimously approved his appointment.

8. Appointment of Secretary

RN asked members to volunteer for the role of Secretary but no interest was shown in undertaking this role. RN and PH said that they would liaise with other individuals to ensure that responsibilities were not overlooked.

9. Sub-Group Membership:

RN outlined the value of sub-groups in sharing the burden of responsibilities and getting things done between meetings.

The following membership was agreed:
• Legal and Agreements (PH (Chair), KS, CF)
• Environment (KS (Chair), JB, KR) incorporating the Graylingwell Project led by KK
• Community Liaison (PH (Chair), BHR, KS, SS and Jo Etienne)
• Communications (in abeyance pending the appointment of a secretary)

10. Recent meeting with CCDT

PH had had a constructive meeting with Clare de Bathe, Director of CCDT. He found the Trust genuinely focused on imparting benefit through everything they provided. Proof of the pudding would be in the success of the Chapel, and he encouraged the GPRA to get behind this venture.

In response to SS’s concerns about the Chapel’s generating an increase in traffic, RN reported that some additional parking was planned in Havenstoke Park. He also acknowledged that where the balance lay between CCDT’s support for Graylingwell residents and its provision for the wider community was an ongoing issue for discussion. More generally, the meeting recognised that CCDT have a lot of work on their hands, but RN agreed that their relationship with GPRA had proved positive and cooperative.

11. Items from the Quarterly Meeting

RN explained that this regular meeting with key stakeholders was a powerful means of constructive engagement. (Minutes are available on the GPRA website.)

Attention was drawn to the following items from the 26 October meeting:

• Drew Smith had set up separate teams to deal with outstanding development issues and ongoing work. They had also entered into a Planning Performance Agreement (PPA) with CDC to help ensure that work was kept on track.

• A public consultation was due to have been held in November covering, amongst other things, Phase 8 (the Chapel Green site). However, this had been postponed until the New Year

• Drew Smith was in discussion about transferring the proposed convenience store to CCDT

• A contract with McCarthy and Stone for development of the corner plot adjacent to Keepers Green was likely to go ahead.

• CPM were in a better position to follow up parking infringements now that the signage brought the parking regulations in line with the covenants

• A Macmillan Coffee morning, held in memory of one of Drew Smith’s colleagues, had raised over £400.

In response to a question from SS, RN confirmed that the adjacent Redrow development (Lavant View) was not an integrated part of Graylingwell but, in earlier discussions, the developer had said that piggy-backing on Graylingwell’s facilities was intended. RN pointed out that whilst an agreement had been made covering the use of Graylingwell Drive no arrangement was in place to ensure that Redrow residents would be required to contribute financially to their use of Graylingwell facilities. However, he had been seeking a meeting with the developers to discuss the implications for Graylingwell residents. PH agreed to raise this at the next Quarterly Meeting. ACTION: PH

12. GPRA Constitution: implementation of provisions

RN explained that Item 14 of the Constitution includes provision to exclude members should ‘they contravene the aims of the Association, use abusive language and/or violent behaviour’. However, whilst the occasion had never arisen, it had come to light that no procedures had been agreed as to how this provision would be implemented.

The Committee agreed that the appropriate procedure would be for the Chair to have the immediate right to suspend the member concerned and remove him or her from the meeting; and that the issue would be brought back to the Committee for resolution at the earliest opportunity. In the event of the Chair’s conduct appearing to fall within the scope of Item 14, the matter would be dealt with by means of a vote of no confidence.

Given that the Constitution may only be altered at the AGM, or Special General Meeting of the Association arranged for that purpose, it was agreed to put this on the agenda for the 2022 AGM. ACTION: PH

The Committee also agreed that it would follow the above procedure should the issue arise in the meantime.

13. Reports from Sub-Groups

Legal and Agreements (RN)

• New signage brought the parking regulations in line with the covenants.

• RN was continuing to explore the possibilities for upgrading Phase 1 to 5 sub-stations to enable the installation of car charging points and had received the necessary paperwork from SSE.

Environment (including Graylingwell Project) KK

KK outlined the scope and aims of the Project and said it was settling in well.

• There had been a significant fly tipping incident, but the culprit had been identified and the matter resolved. Notices against fly tipping were going up in bin stores imminently.

• The percentage of recyclable items within general waste had fallen from 26% to 17% since the start of the project in support of WSCC’s target. A further waste assessment would be undertaken in approximately six months’ time.

• Private tenants did not appear to be receiving information on waste/recycling or details of bin store codes etc from their landlords. As this might be an issue affecting all new residents it was agreed to raise it at the next Quarterly Meeting. One suggestion was that Grange Management might include details when communicating half yearly charges. ACTION: PH

• UK Harvest had begun running a ‘Pop-up Pantry’ at the Pavilion from 3.30pm to 4.30pm every Friday. The scheme was intended to help fight food waste by offering a full bag of fresh and dry goods for a suggested donation of £2.50. Thirty-four families had made use of the scheme on the first day.

• The first clothes swap had gone well with approximately 22kgs of textiles saved from waste. KK was very grateful to volunteers. Consideration would be given to whether a different time and day might attract better attendance.

• CAB has appointed a new Food Partnership Officer for Arun and Chichester. Their brief is ‘Hoping to create a food strategy for the area, looking at how to support the alleviation and prevention of food poverty as well as looking at how best to support a sustainable food system for the region.’ KK and Angie Bacon from CCDT will be engaging with this initiative.

Community Liaison

• RN understood there had been fewer incidents of anti-social behaviour (ASB).

• Asked for guidelines on dealing with ASB, RN explained that some issues were covered by restrictive covenants. Other problems could be reported to the police: the Police Community Support Officer, Jason Lemm, being well acquainted with the area and its issues.

Communications

• RN expressed the Committee’s thanks to Susan Shord and KR for all their hard work.

• A number of residents had been disturbed by a recent firework display at Goodwood Aerodrome. It was decided to approach the Goodwood Estate to ask that Graylingwell residents be notified of such events in advance (via the GPRA) in the same way that prior notification is given to residents of Summersdale. ACTION: PH

14 Reports from Street Representatives

Homestead Road BHR

• Residents were chiefly concerned about noise and other antisocial behaviour caused by students resident in nearby Pinewood House (currently leased back to Chichester University by the developer). This had included drunkenness and urinating in public and had necessitated numerous visits by the university security team. RN undertook to raise this with the Head of Campus and Residential Services. ACTION: RN

Lloyd Road PL

• Whilst a number of issues had been resolved, there remained concerns about illegal parking on the pavements and grass.

• Several members shared PL’s concern that parking wardens were rarely seen, and few penalty notices were issued. As CPM had promised increased vigilance regarding parking enforcement it was agreed to raise this at the next Quarterly Meeting. ACTION: PH

• A related issue had arisen with regard to resident and visitor parking permits. Several committee members had unwittingly fallen foul of the new arrangements, been charged for visitor permits or not provided with the permits referred to in Grange Management’s recent correspondence. RN undertook to raise this with Grange Management and CPM forthwith. ACTION: RN

Longley Road KS

• No issues

North Mead

• No report submitted

Penny Acre RN

• The bollards had recently malfunctioned. As reported at the Quarterly meeting, new codes would shortly be issued to key persons only.

• The University had applied for a three-year extension to the temporary grass carpark located behind the Hills development.

• The fixed bollard on the cycle path needed to be reinstated.

• PH and CF were following up issues concerning the Heras fencing around Martin’s Farm.

15 Any Other Business

• Following the Treasurer’s report there was some discussion as to the value of continued membership of the Sussex Gardens Trust, a charity committed to ‘the protection, conservation, and evolution of garden heritage in Sussex’. BHR reported that whilst the GPRA had once sought the charity’s expert advice she had never known individual residents to make use of the facility. Improved publicity might help. It was agreed that membership should continue for a further year and then be reviewed.

• As regards publicity, there was general concern that information on a range of issues (such as parking, covenants, invitations to the AGM etc) was not reaching residents and was not provided as part of the sales/letting process. (See also the Environment Sub-Group report at 13 above). Once money was available, some of this information could be included in a general letterbox drop. PH agreed it was also an issue to raise at the next Quarterly Meeting. ACTION: PH

• JB asked whether the speed bumps on the eastern stretch of Blomfield Drive might be replaced with a traffic calming measure less likely to cause damage to vehicles. It was decided to raise this at the next Quarterly Meeting. ACTION: PH

• In response to a question from BHR, CF explained that Graylingwell Energy cannot increase the amount of biomass used in the boilers beyond the levels provided for in the pricing strategy. As explained at the recent open evening, the biomass boilers are currently running at maximum capacity.

16 Date of next meeting

9 February 2022 at 6.00pm in The Lodge

Minutes of GPRA Annual General Meeting: The Lodge, Keepers Green, 6.00pm, 20 October 2021

Committee Attendees:  Rob Norris (Chair); Susan Shord (Secretary); Brian Baker (Treasurer); John Eagles; Carol Findlay; Kate Keays; Pete Lindars; Paul Rolfe; Kathy Sykes

Minute taker: Malcolm Watts 

Apologies for absence: Sandie Jenner; Jo Etienne; Barbara Howden Richards

Attendance – not including the committee:

Lloyd Road: 1

Longley Road: 7

Homestead Road: 0

Penny Acre: 4

North Mead: 7

Pinewood Way: 1

Total: 30 (including the committee and Minute taker)

Welcome

The Chair welcomed all attendees.  Whilst this was essentially a formal meeting, as required under the terms of the Constitution, it was nonetheless important and he thanked everyone for coming.  

Annual Report (Chair)

It’s been a year marked by transitions and their impact:

  • the changes and developments following the arrival of Drew Smith
  • the park being taken over by CCDT
  • the opening of the Pavilion and the café
  • the purchase of Martin’s Farm
  • Phase 4a being completed with the transfer of the site compound
  • amendments to planning for Phases 4b and 9
  • the impact of Covid and the changes to what we can do, including the first face-to-face meetings of the committee for a long time
  • changes to the parking criteria to bring the warden instructions into line with the covenants – the lack of that alignment has caused real problems for many residents
  • and, of huge importance, the handover of Phase 4 to Grange Management which has just taken place.

Through all these transitions we have continued to work closely with Drew Smith, Grange Management, Clarion Housing and the CCDT and also with the local councils.   

I am pleased to be able to report that in recent weeks we have very much strengthened our links with Clarion, partly to ensure that necessary actions are implemented but also in the hope that we can involve Clarion residents very much more in the community and the GPRA itself.  Increasing the number of Clarion residents on the committee is something we would very much like to achieve so please put yourself forward or encourage people to do so.

As always, we have continued to do a lot behind the scenes, representing residents, picking up issues that have not otherwise been easily dealt with and, week by week, working with our partners to make sure that Graylingwell continues to be the best it can.  Graylingwell is, of course, a partnership development as well as an ecological one.  Bringing those two things together, we have been working on developments for the future as well as dealing with immediate issues.  

The Quarterly Meeting with our key partners has continued to be vital and always follows soon after one of our committee meetings.  We are grateful to Drew Smith, Grange, Clarion and CPM for their commitment to this important process.

One issue for the immediate to longer term is our work with Grange and the electricity company to explore ways in which charging points for electric cars might be installed for the earlier phases.  Subsequent phases will have them built in from the start but the infrastructure for earlier phases will have to be substantially upgraded.  

Our sub-groups (Legal and Agreements, Community Relations, Environment and Café & Communications) have continued to do a lot of work between meetings and, in turn, have helped our meetings to be focused and efficient.  And this leads me to finish this review of transitions by thanking Kate Keays and our Environment Sub-Group for the success of their waste and recycling project with West Sussex and Chichester District Councils.  Not only is this having a really beneficial impact for Graylingwell but is being used as a model for other communities.

Finally, then, thanks also to our partners and to everyone working on behalf of our community, to members of the committee (retiring and continuing), our Minute Secretary, our committee’s street representatives, Joe Etienne for his work as Neighbourhood Watch organiser and especially to Sandie Jenner as Vice Chair, Susan Shord as Secretary and Brian Baker who valiantly stepped in as Treasurer.  

Susan and Sandie are both leaving the committee at this AGM.  Both have worked with huge commitment for a considerable number of years.   We will miss you both.  

Thank you.  And thank you everyone.

Annual accounts (Treasurer)

Brian Baker introduced his report by saying that, in terms of income and expenditure, not much had happened over the past 12 months.

The Association had begun the year with funds of £1,244.25 and had ended the year with £913.90.  

Expenditure has included a subscription of £20 to the Sussex Garden Trust and a payment of £632.15 for the setup and ongoing hosting of the website.

In addition to a grant of £300 from Clarion Housing, income had included receipts of £99.80 from the Saturday Cafés.

The Association’s accounts are audited by Clarion Housing Group and would be published on the website in due course.

Election of officers 

Chair: Peter Harris was unanimously elected with effect from 1 January, 2022 given that other commitments would prevent him from taking up his duties immediately.  The meeting therefore agreed unanimously that Rob Norris would continue until 31 December.

Vice Chair: Paul Rolfe and Kathy Sykes having both been nominated for the post, a paper ballot was held, and Kathy Sykes was duly elected.  The Chair thanked Paul for his contribution to the committee as well as his continuing support and advice.

Treasurer: Carol Findlay was elected unanimously

Secretary: There being no nominations, the matter would be referred back to the Committee, who could co-opt an appointee as provided for in the Constitution.  Anyone interested in taking up the role should speak to Peter Harris.

Election of Committee

John Eagles; Kate Keays; Keith Roberts; Joe Etienne; Barbara Howden Richards; and Pete Lindars were unanimously re-elected.  Sidra Samm; Jo Williams, and Cherrill West were unanimously elected as new members.

Changes to the Constitution

No notifications have been received in advance, as required under the Constitution, therefore no changes were discussed.

Closing remarks

As outgoing Chair, Rob Norris thanked everyone for showing such interest in the community of Graylingwell.  The area was continuing to develop and it was important, not just to Graylingwell residents but also to other developments, that it moved in the right direction.  Partner organisations took the quality of the community and the strength of the development to heart, but it was essential that the committee continue a strong relationship with them if momentum was to be sustained.  In turn, the committee needed to keep the community informed of the many issues that arose.  He had found his time as Chair personally very rewarding and was grateful for everyone’s support.

Paul Rolfe, who had chosen not to stand for re-election to the committee, thanked the Chair for all his hard work behind the scenes in making the GPRA an effective organisation.  He was sure the committee had a strong group pf people in place, and he wished them well for the future.

As there was no other business, the Chair thanked everyone for attending and the meeting closed at 6.40pm.  

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, Vistry Group, Grange Management and Central Parking Management (CPM)
Thursday, 21 March 2024


Attendees:
GPRA: Peter Harris (PH) – Chair; Kathy Sykes (KLS) – Vice Chair; Jonathan Brown (JB); Malcolm Watts (MW) – Secretary
CPM: Faye Wood (FW) – Senior Account Manager – via Teams
Vistry Group: Kaan Silay (KaS) – Development Manager


Welcome and apologies:


PH opened the meeting, welcoming FW to her first meeting with the GPRA and introducing those present.
Apologies for absence had been received from Trudie Hudson (Grange Management).


Minutes of the meeting held on 14 December 2023
Approved.


Matters arising from the minutes


None not otherwise on the agenda.


Update and items
4.1 Central Parking Management (CPM) Report
FW reported that the number of tickets being issued was falling. This was in line with expectations: the number of infringements should decrease as residents became more familiar with the arrangements. In the first three months of 2024 a total of 64 tickets had been issued. But only one fine had been paid during this period. The reasons for this were unclear. The cases might be subject to appeal, or debt recovery action might be in progress. Decisions on how to proceed rested with the client – in this case Grange Management – not with CPM themselves.


FW was planning to conduct a site visit with representatives of the GPRA and others, and an appointment was fixed for it to start at 10.00am at the Chapel Café on 2 May. Issues to consider on site would include concerns that the parking warden was experiencing intimidation in certain parts of the development, numbers were being prised off parking bays, and the problem of commercial vehicles being parked in resident or visitor bays overnight.


As regards commercial vehicles. FW explained that CPM defined a commercial vehicle as one in which the load capacity exceeded that of the seating capacity. KaS suggested it might be more appropriate to rely on the definition used for tax purposes, which he understood was whether or not the signage on the bodywork could be easily removed when the vehicle was not in commercial use. FW’s view, however, was that the method had to be sufficiently straightforward for the warden to be able to use without putting him or herself at risk and that CPM’s approach met that criterion.


PH reiterated residents’ concerns about the proposed move to an online platform (SIPPI) for managing parking across the development. Concerns were especially around overall convenience, how the system would work for those without internet access, and the draconian nature of the terms and conditions. In seeking to reassure residents, FW explained that the system was not as onerous as first appeared, visitors’ car registrations only needed to be entered on their first visit and special arrangements would be put in place for those who, for whatever reason, could not use the online platform.
Action: PH & KLS to meet FW on 2 May 2024


4.2 Vistry Group Report (including items raised by GPRA before the meeting)


4.2.1 Future Phases : KaS reported that there had been no change to the estimated programme for future phases at Graylingwell Park. Phase Eight remained on hold due to the matter of nutrients discharge, as did the construction of the temporary carpark on Havenstoke Park. Later in the meeting, KaS stated that the nitrates matter should be resolved within the next two months.


4.2.2 Section 106 (Cycle path and Toucan crossing): PH expressed the GPRA’s concern that they had not been notified at previous meetings of Vistry’s intention to apply to Chichester District Council to remove two s106 Planning obligations, issued as part of the planning permission for the Graylingwell development. However, noting that the applications had been turned down, he asked how the developer intended to proceed. KaS reported that Vistry were currently seeking legal advice. In the meantime, JB undertook to enquire into progress on related aspects of the proposed cycle route, given Vistry’s concerns that these were not being progressed. Action: JB


4.2.3 Leasehold / freehold status: KaS apologised that no progress had been made on this issue since the last meeting. Matters were complicated by the fact that a number of properties in the shared blocks were owned by Clarion rather than individual leaseholders. For the time being, KaS was acting as the main contact in the absence of an immediate successor to Yvonne Mills, who had previously led on the matter.


4.2.4 University’s Planning Application: KaS reported that Homes England was making enquiries to establish whether the University had unrestricted access from Connolly Way to the site of the proposed development or whether access was limited to the existing driveway. KaS was the point of contact.


4.2.5 Bus Bollards: KaS confirmed that he had been reviewing the allocation of passes and speaking to the relevant holders. A significant number of passes had been returned or cancelled and this exercise was continuing.


4.2.6 The Shed: KaS was concerned that CCDT had not responded to his requests for compensation for damage caused to the verges during construction of The Shed on Graylingwell Drive. As a trustee of CCDT, JB agreed to make enquiries as to progress. Action: JB


4.2.7 Kingsmead Avenue: KaS reported that new designs were being put forward which it was hoped would meet the requirement for trees along the north side of Kingsmead Avenue. However, the matter was currently being delayed on account of the nitrates issue.


4.2.8 Update on Graylingwell Farmhouse etc: Nothing to report, other than that design of the allotments had been completed.


4.2.9 Graylingwell Drive: Remedial work on the tarmac was due to be carried out on 12 April.


4.2.10 Wildflowers KaS was aware of residents’ concerns that the planting of wildflowers between North Mead and Lloyd Road had so far been unsuccessful. However he wished to assure them that this was not being overlooked.


4.2.11 Clarion Housing: KaS assured the GPRA that homes occupied by Clarion tenants had been built to the same standards as all other properties on the development. Problems with mould etc were not caused by faulty construction.
Action: KaS to update the next meeting on each of these items


4.3 Grange Management
Whilst no representative of Grange Management was present for the meeting, PH asked that a list of items for their attention be recorded in the minutes. These includes matters of concern to residents raised at the GPRA Committee meeting on 19 March 2024.


4.3.1 Lavant View/Pinewood Way: Redrow construction lorries were creating potholes in Pinewood Way and shedding stones on the carriageway thus risking damage to residents’ vehicles. Repairs to the road surface should not have to wait till construction work was complete.


4.3.2 End of year Budget Packs: Why was so much annual paperwork issued in hard copy (no doubt at considerable expense)? On behalf of residents, Committee members had suggested that a one sheet paper summary would be sufficient, with any accompanying information sent electronically.


4.3.3 Front gardens: What would be Grange’s position on residents tending their own gardens and Grange reducing charges accordingly?


4.3.4 Prioritising issues: Would it be helpful for GPRA to identify a list of residents’ priorities and work with Grange on establishing a timeline?
Action: PH and KLS to discuss all these issues with Trudie Hudson at the earliest opportunity
AOB


4.1 North Mead: The road surface at the junction of Kingsmead Avenue and North Mead was deteriorating. Residents accessing the development from the eastern side had also complained that the telegraph pole positioned in the roadway outside the Water Tower created an obstruction.

4.2 TV aerial/satellite dish: Fencing between the Phase 8 compound and the portacabin supporting the tv/satellite dish had collapsed causing intermittent loss of reception.
Secretary’s note: KaS inspected the area immediately after the meeting. Improvements to the junction of Kingsmead Avenue and North Mead (including the area outside the Water Tower) would be made as part of Phase Eight. The fencing would be repaired as a matter of urgency. Action: KaS


Date of next meeting
Thursday, 20 June 2024 at 10.30 at the site compound.

Minutes of the Quarterly Meeting of the GPRA, Vistry Group, Grange Management and Central Parking Management (CPM)

Thursday, 14 December 2023

Attendees:

GPRA: Peter Harris (PH) – Chair; Kathy Sykes (KLS) – Vice Chair; Malcolm Watts (MW) – Secretary

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

Vistry Group: Kaan Silay (KaS) – Development Manager

1. Welcome and apologies:

PH opened the meeting.

Apologies for absence had been received from Jonathan Brown (GPRA Committee); Yvonne Mills (Vistry); Faye Wood (CPM).

To avoid confusion, KaS advised that the developer should henceforth be referred to as Vistry Group (rather than Drew Smith).

It was agreed that CPM should be encouraged to make every effort to attend future meetings. Action: PH

2. Minutes of the meeting held on 28 September 2023

Approved.

3. Matters arising from the minutes

3.1 Light 42: KaS reported that as the power cable could not be located, a solution would have to wait until the road was dug up as part of Phase 8.

4. Update and items

4.1 Central Parking Management (CPM) Report

No report had been received from CPM, but it was hoped one would be submitted shortly. The meeting noted that the frequency of patrols remained a concern as unauthorised parking was still a problem. Action: PH

4.2 Grange Management

4.2.1 TH was currently reviewing the year end accounts for 2022/23, the outcome of which would be reflected in the 2024/25 budget and service charge.

4.2.2 Remedial work was due on various properties in Penny Acre and Longley Road. TH would be writing to residents with further details.

4.3 Vistry Group Report

4.3.1 KaS was working through a list of remedial work – drains, kerb stones etc – which TH had provided. He was also monitoring the re-seeding of the grassy rea adjacent to North Mead and keeping residents updated. PH asked him to add to the list concerns that a visitor parking bay opposite the Pavilion had sunk.

4.3.2 TH reported that one of the lights on Graylingwell Drive was out of action. However, it was unclear as to whether responsibility for repair rested with Hills Homes or Vistry.

4.3.3 Phase 8: This phase of the development, together with construction of the temporary carpark on Havenstoke Park, was still on hold due to the matter of nutrients discharge. However, Vistry were ready to proceed once this had been resolved.

4.3.4 Football Pitches: Work should begin on the Havenstoke Park pitches in Spring 2024.

Action: KaS to update the next meeting on each of these items

5. GPRA Items

5.1 Bus Stop: PH thanked TH and KaS for their help in getting the bus stop by the Pavilion officially recognised. Residents were incredibly grateful.

5.2 Chichester University planning proposals: These remained a matter of concern to residents. KaS reported that he was pressing the planning authority on whether Vistry had been properly consulted on plans to construct an access road across infrastructure land onto Connolly Way.

5.3 CPM – Parking Control: Residents were concerned at the proposed move to an online platform. Not everyone had internet access or was IT confident; sharing visitor passes under the system would be cumbersome; and the new arrangements seemed to be designed to penalise the user. TH accepted that there were pros and cons. The new system was widely in use elsewhere; it would make enforcement easier; and CPM would offer a workaround for those without IT. Grange would be setting the rollout period, but it was open to GPRA to ask for introduction to be deferred or for the scheme to be piloted in a limited area first.

5.4 Restrictive Covenants: Restrictive covenants reminded residents of the restrictions and obligations to which they had signed up. TH confirmed that, as the appointed agent, Grange was responsible for the initial handling of any call regarding a potential breach and that they would report the matter to the Vistry Group, as beneficiary, for any enforcement action. This might include written notification from Vistry or its solicitors. In practice, however, matters were best resolved amicably between residents themselves.

5.5 Bus Bollards: The bollards near the Water Tower had been out of action for some three weeks but were due to be repaired before Christmas. TH would investigate an alternative contractor for future repairs. PH has submitted four options to Grange to better and more cost-effectively manage the bollards, and these are under active discussion. In the meantime, KaS would further review the allocation of passes and speak to the relevant holders. Action: All

5.6 Succession Planning: Yvonne Mills was leaving Vistry the following day, with Amy Savage assuming her role. KaS would remain the first point of contact, spending one day a week on site and providing updates etc. On behalf of the GPRA Committee, PH wished Yvonne and her colleagues well.

6. AOB

6.1 Lloyd Road: TH had carefully considered a paper from Stephen Holman, a GPRA Committee member, mapping the existing layout of Lloyd Road and identifying potential sites for an additional five visitor bays. However, there was no requirement for the number of

bays to be in a specific proportion to the number of houses and there was no room for more bays in Lloyd Road. PH would, however, write to KaS for more detailed advice. Action: PH

6.2 Leaf cleaning: KaS apologised that there was no money in the budget for leaf cleaning before Christmas, but it would resume in the NewYear.

6.3 Lavant View: TH confirmed that she had obtained an undertaking from Redrow to make a financial contribution to the maintenance of Pinewood Way in perpetuity. KaS would contact Redrow about the need for road markings at the junction of Pinewood Way and Lavant View. Action: KaS

6.4 Chichester Shed: KAS was concerned that contractors were accessing the site across the grass verge and causing damage. He was advised to raise the matter with CCDT.

7. Date of next meeting

Thursday, 21 March 2024

 

Minutes of the Quarterly Meeting of the GPRA, Drew Smith, Grange Management and Central Parking Management (CPM)  

Thursday, 28 September 2023 

Attendees: 

GPRA:  Kathy Sykes (KLS) – Vice Chair; Malcolm Watts (MW) – Minuting Secretary 

Drew Smith:Kaan Silay (KaS) – Development Manager  

  1. Welcome and apologies: 

KLS opened the meeting.   

Apologies for absence had been received from Peter Harris (PH) – GPRA Chair; Jonathan Brown (JB) – GPRA Committee; Yvonne Mills (Drew Smith); Trudie Hudson (Grange Management); Faith Paine who was leaving her role at Central Parking Management, and Faye Wood, her replacement. 

  1. Minutes of the meeting held on 13 July 2023 

Approved. 

  1. Matters arising from the minutes 

3.1 Light 42 

KaS assured the meeting that he was still trying to identify the source of the problem and who was responsible for fixing it.  Despite several hours’ effort it remained a mystery.   But he was determined to get to the bottom of it.  Action: KaS 

3.2 Leasehold/Freehold 

The legal process remained ongoing.   

3.3 Drew Smith Newsletter 

KaS confirmed that the newsletter remained on hold until the way ahead on Phase 8 and other aspects of the development was clear. 

  1. Update and items 

4.1 Central Parking Management (CPM) Report 

CPM reported 145 tickets had been issued in the last quarter.  However, GPRA and DS would encourage them to step up the number of patrols as unauthorised parking remained a problem.  Action: KLS 

  1. Drew Smith Report 

4.2.1Phase 8:The local authority’s report on the discharge of nutrients was not due until December, following which Drew Smith would require some three months for design and procurement.  It was therefore unlikely that work would begin on Phase 8 until after April 2024. 

4.2.2Renovation of the Water TowerUnder the terms of the Section 106 agreement, work would not start until 750 homes were occupied.  The occupancy rate currently stood at less than 600. no 

4.2.3Phase 9A total of 106 homes were under construction or completed.  To date only eight had been sold, reflecting the impact of the cost-of-living crisis on the property market. 

4.2.4  Marchwell Studios:Designs had now been completed; Drew Smith was in discussion with CCDT as the required number of 600 occupancies had not been reached ; and it was hoped a public consultation, covering the studios, farmhouse and convenience store, would shortly be launched online.  Completion was unlikely to be less than two years off. 

4.2.5Havenstoke Park S106 – sports pitches and car park:Work on the pitches had been delayed, but it was hoped to begin before the wetter weather arrived. Heras fencing would be erected initially to protect the site whilst heavy machinery was being used – thereafter a beechwood fence would protect the site The local authority would not be able to approve the discharge of conditions in respect of the car park until the nitrates issue had been resolved.  For this reason work on the Car Park was currently on hold.  Given the need for additional parking, as demonstrated by the number parking for junior football matches, it was hoped the matter could be resolved and construction undertaken in time for completion of the new pitches. 

4.2.5Kerbs:Problems highlighted in the previous minutes had now been resolved.  KaS also reported that the white lines in the carparks would be repainted, and part of Graylingwell Drive from just before the junction on rhs along to Kingsmead Avenue would be re-tarmac’d  (this would fill in the problematic dip by the residents’ car parking area) 

4.2.5:North Mead landscaping:Completed.  The new planting was being maintained in accordance with the plantsman’s instructions. 

  1. AOB 

5.1Kingsmead Avenue 

KaS reported that, having considered the evidence submitted to date, the local council had declined to remove the requirement for trees along the north side of Kingsmead Avenue.  Drew Smith maintained that planting could not be undertaken without damaging the drainage, streetlight cabling etc and KaS was therefore in the process of obtaining further expert advice. Action:  KaS 

  1. Bus Bollards 

A number of drivers were continuing to enjoy unauthorised access through the two bus bollards. As only 94 of the 150 cards bought by DS had been officially allocated, GPRA proposed that the remaining 56 unallocated cards should be cancelled to prevent their unauthorised use. (DS could not find the unallocated 56 cards) KaS confirmed that Drew Smith had no objection to this course of action.  Action:  KaS/KLS to approach Grange Management 

  1. Communications 

KaS asked GPRA to remind residents and committee members that all communication with Drew Smith should go through the Chair or Vice Chair.  Action: KaS 

  1. Date of next meeting 

Thursday 14 December 2023 at 10.30 at the site compound. 

Minutes of the Quarterly Meeting of the GPRA, Drew Smith, Grange Management and Central Parking Management (CPM)

Thursday, 13 July 2023

Attendees:

GPRA: Peter Harris (PH) – Chair; Kathy Sykes (KLS) – Vice Chair; Jonathan Brown (JB) – GPRA Committee; Malcolm Watts (MW) – Minuting Secretary

Drew Smith: Kaan Silay (KaS) – Development Manager

1. Welcome and apologies:

PH welcomed everyone to the meeting.

Apologies for absence had been received from Yvonne Mills (Drew Smith); Trudie Hudson (on behalf of Grange Management) and Faith Paine (Central Parking Management).

2. Minutes of the meeting held on 16 March 2023

Approved.

3. Matters arising from the minutes

3.1 Light 42

KaS apologised that he had still been unable to identify the source of the problem and who was responsible for fixing it. He suspected a cable had been severed when the road sign had been installed and he would be contacting SSE Energy Services for advice. Action: KaS

3.2 Leasehold/Freehold

KS reported that deeds of variation had been delayed by solicitors and that in the meantime Grange Management had billed residents for a further year’s ground rent. Yvonne Mills was looking into this; KaS would follow up. Action: KaS

3.3 TV Aerial/Satellite Dish

Several North Mead residents had recently experienced several days’ loss of signal. KaS reported that the problem had been caused by an ingress of water. A full review had now been conducted, cabling had been changed and upgraded, and the problem was now resolved. The aerial/satellite dish would in due course be situated above the Phase 8 flats.

3.4 Drew Smith Newsletter

KaS explained that, to avoid misinformation, launch of the newsletter had been postponed until the way ahead on Phase 8 and other aspects of the development was clear.

4. Update and items

4.1 CPM Report

Prior to the meeting Faith Payne had submitted a report covering the period 17 March to 4 July 2023. This showed a total of 118 notices issued, the majority of which were for not displaying a valid permit. To date just under half of all notices had been paid, with almost nine out of ten being discounted. A quarter of all notices had gone to appeal with

roughly a third of appeals being successful. On average, 77 patrols were being conducted a month.

CPM had mooted the future possibility of introducing a scheme of e-permits for visitors. GPRA would be monitoring such a development. Action: PH

4.2 Drew Smith Report

4.2.1 Phase 8: Plans had gone back to the local authority with some amendments to the design and roof elevations to bring the appearance more in keeping with the administrative building and the chapel. However, planning applications were currently subject to delay whilst the Natural England Nutrient Mitigation Scheme was subject to review in the courts. It was therefore unlikely that any aspects of Phase 8 (including renovation of the Water Tower) would begin before early 2024.

4.2.2 Marchwell Studios: Drew Smith were awaiting updated designs for the studios.

4.2.3 Havenstoke Park S106 – sports pitches and car park: Work was expected to begin late August/early September. It would take approximately two weeks to lay the pitches, following which they would be fenced off for up to a year to allow the new grass to grow. Whilst nutrient discharge was not an issue with the car park, work might be still be delayed by the legal action referred to above.

4.2.4 Kerbs: Problems in Graylingwell Drive adjacent to Keepers Green, and in one of the car parks, would be fixed within the next few days.

4.2.5: North Mead landscaping: By way of clarification, KaS assured the meeting that Drew Smith would cover the costs of any work undertaken to change the appearance of the green area between North Mead and Lloyd Road. Ongoing maintenance costs would fall to Grange Management from within the existing standing charge.

5. AOB

5.1 Kingsmead Avenue

Following a question from JB, KaS set out the current position as regards tree planting along Kingsmead Avenue. Outline planning permission had included the planting of an avenue of trees along both sides of Kingsmead Avenue. However, the requirement for planting along the south side had been superseded by permission for the final design. And further investigation had shown that planting could not be undertaken along the north side without damaging the drainage, streetlight cabling etc. Drew Smith was therefore currently seeking to have the condition removed.

5.2 Speed Limits

The speed limit on Kingsmead Avenue was understood to be 30mph.

In this connection, PH mentioned that Councillor Maureen Corfield had approached him about a Community Highways Scheme that the City Council was submitting to West Sussex Highways for a 20mph speed limit across all Chichester’s roads (with specific exceptions). GPRA has not expressed a view on the proposal, regarding it as a matter for individual residents.

6. Date of next meeting

Thursday, 28 September 2023 at 10.30 at the site compound.

 

Minutes of the Quarterly Meeting of the GPRA, Drew Smith, Grange Management and Central Parking Management (CPM)  

Thursday, 16 March 2023 

Attendees: 

GPRA:  Peter Harris (PH) – Chair; Kathy Sykes (KLS) – Vice Chair; Malcolm Watts (MW) – Minuting Secretary 

Drew Smith:Kaan Silay (KS) – Development Manager  

Grange Management: Faye Williams (FW) – Senior Property Manager 

  1. Welcome and apologies: 

PH welcomed everyone to the meeting.   

Apologies for absence had been received from Jonathan Brown (GPRA), Yvonne Mills (Drew Smith); and Faith Paine (Central Parking Management). 

  1. Minutes of the meeting held on 9 November 2022 

Approved. 

  1. Updates and Matters arising from the minutes 

3.1 Central Parking Management (CPM) 

3.1.1:   Following the meeting, PH received CPM’s report showing that 324 patrols had been conducted in the four and a half months from November 2022 to 15 March 2023 and 173 Parking Charge Notices (PCNs) had been issued.  The majority concerned failure to display a valid permit or parking outside a marked bay.  Almost half had so far been paid.  The full report is attached. 

3.2 Drew Smith 

3.2.1 Light 42:  KS apologised that he had so far been unable to establish the reason for the light not working.  It was one of several issues Drew Smith was pursuing across the development and he would deal with it as soon as possible.  Action: KS  

3.2.2 Airing Courts:The area had now been handed over to Grange Management.  

3.2.3 Traffic Bollards:These were now Grange’s responsibility.  A total of 94 access cards had been issued to those who had a legitimate need – emergency services, contractors, refuse collection etc.  To tackle concerns of misuse, FW and KS would work together to cancel those issued to individuals who no longer qualified.  Action: FW and KS 

3.2.4 Google Maps:KS had taken action to correct the data on Google Maps that was mis-directing drivers through the bollards.  However, systems used by other satnavs might still be incorrect.  PH undertook to put KS in touch with members of a GPRA sub-group that was currently addressing the same issue.  Action: PH and KS 

3.2.6 Secured by Design:Resolved.   

3.2.7 Leasehold/Freehold:Residents were now proceeding with the purchase of freeholds. 

3.2.8 Phase 8 (the Chapel Green site):Drew Smith was making certain amendments to the design of the buildings, as requested by the planning authority, and would be re-submitting the plans shortly.  To comply with new building regulations, visitor spaces would also include a number of EV charging points.  Work to remove the laurels beside the old Lodge and crown lift the trees by the Clock Tower would begin on 22 March. 

3.2.9 TV Aerial:North Mead residents had reported temporarily losing their tv signal when the aerial had recently been moved in preparation for Phase 8.  KS undertook to try and ensure that residents were quickly notified should this happen again.  Action: KS 

3.2.10 Graylingwell Farmhouse:KS reported that there was still no commercial interest in the farmhouse.  Temporary work was underway to preserve the structure of the Grade 2 listed building prior to its being developed for residential use.  Action: KS to keep GPRA updated 

3.2.11 Marchwell Studios:Drew Smith was working with CCDT to develop the property as artists’ studios.  It was hoped to go to consultation in the next couple of weeks with a view to submitting a planning application in six weeks’ time.  Action: KS to keep GPRA updated 

3.2.12 Havenstoke Park S106 – sports pitches and car park:Drew Smith had received consent to proceed with the sports pitches on 26 January.  Discussions were now underway within the company as to how soon work could start.  Creation of the pitches should improve the ground condition.  The application regarding the temporary event car park was still under consideration with the planning authority.  Action: KS to keep GPRA updated 

3.2.13 Graylingwell Drive:FW reported that a stretch of Graylingwell Drive on the Keepers Green side of the development would shortly be closed for one week by Southern Water.  KS apologised that work to level off a patch where two uneven surfaces met, had not been carried out properly.  It would be rectified shortly.  Action: KS 

3.2.14:  Drew Smith were about to publish the first edition of their newsletter and would be passing hard copies to CCDT to circulate to residents.  This would continue to carry the Drew Smith branding, until the start of Phase 8 when it would change to Countryside Partnerships PLC (the company the Vistry Group took over in November 2022). 

  1. AOB 

4.1  KS reported that Drew Smith had recently carried out various grounds work across the development including the erection of new fencing on the far side of Havenstoke Park.  CCDT were also planting new trees across the park. 

4.2  A resident had reported that the speed limit sign on the junction of Graylingwell Drive and Pinewood Way had fallen over and was lying on the grass.  MW also reported that the two parking signs on the north side of the Chapel play area in North Mead had come loose and one had already fallen over.  FW agreed to look at these urgently.  Action: FW 

4.3 KS reported that Drew Smith would be restoring the vacant information boards in the airing courts garden. 

4.4  KS agreed that Drew Smith would grant up to £250 towards celebrations of the Coronation being organised by GPRA and CCDT.  FW said that Grange would consider matching this.  Action: FW 

4.5  KS encouraged GPRA to keep a log of any concerns that arose between meetings so that action could be taken as quickly as possible. 

  1. Date of next meeting 

Thursday, 13 July 2023 at 10.30 at the site compound. 

 

Minutes of the Quarterly Meeting of the GPRA, Drew Smith, Grange Management and Central Parking Management (CPM)

Wednesday, 9 November 2022

Attendees:

GPRA: Peter Harris (PH) – Chair; Kathy Sykes (KS) – Vice Chair; Jonathan Brown (JB) – GPRA Member; Malcolm Watts (MW) – Minuting Secretary

Drew Smith: Yvonne Mills (YM) – Head of Partnerships (via Teams); John Gilmour (JG) – Project Manager

1. Welcome and apologies:

PH welcomed everyone to the meeting. Introductions were given to JB who was attending as a member of GPRA; and to JG who would be assuming Russell West’s role as principal point of contact.

Apologies for absence had been received from Russell West (Drew Smith); Faye Williams and Richard Smith (Grange Management); and Faith Paine (Central Parking Management) who had submitted a written report.

PH reported that he and KS had recently agreed to meet separately with Clarion Housing and consequently they would not be invited to future quarterly meetings.

2. Minutes of the meeting held on 2 August 2022

Approved.

3. Updates and Matters arising from the minutes

3.1 Central Parking Management (CPM)

PH had received the following report covering the three months from 1 August to 31 October 2022.

Location

Issued

Paid

Paid (Overdue)

Cancelled

Awaiting Payment

Graylingwell, Chichester (Patrol)

128

33

29

15

70

Report Total

128

33

29

15

70

 Issued Reason

PCN Count

 

Not Displaying a Valid Permit

92

 

No Parking Outside Of A Marked Bay

33

 

No Motorhomes or Campervans permitted on site at any time

3

 

Total

128

 

 

These figures suggested that the message that unauthorised parking was unacceptable was getting through to residents.

3.2 Drew Smith

3.2.1 Light 42: At the last meeting Drew Smith had reported that SSE Energy Services had been paid to reconnect the defective lampposts and that work should be completed shortly. YM had no news on why this had not happened.

Action: YM to follow up.

3.2.2 Airing Courts: The play area was now open, though work remained outstanding on the shelter (e.g. replacement of roof tiles) and the trees. PH raised concerns that Graduate Landscapes were not cutting the grass regularly and that, although the contract was due to have passed to SCS Landscape Management on 1 November, the current position was unclear. YM agreed that as the airing courts were the showpiece of the development these issues needed to be resolved.

Action: YM to:-

· Check for progress on the outstanding work around the airing courts

· Speak to Grange Management about the transfer of the gardening contract to SCS

· Oversee progress to ensure that timetables are adhered to.

Action: PH to be kept informed and follow up.

3.2.3 Graylingwell Drive: PH reported that three years’ worth of leaves had built up under the hedge. Clearing them with a leaf blower was wholly ineffective: instead they needed to be thoroughly raked and removed. Grange had denied responsibility. YM was arranging a meeting with Grange and would ensure something got done.

Action: YM to speak to Grange.

3.2.4 Traffic Bollards: Problems had been resolved

3.2.5 Secured by Design: North Mead residents were still waiting for Drew Smith to contact them about outstanding security work. This had first been brought to their attention in a letter they had received in December 2021.

Action: YM to speak to Technical Manager, Paul White. YM subsequently reported that a member of her team, Graham Tranter, had already visited some homes and from w/b 28/11/22 would be trying to catch up with those who had been absent on the first occasion.

3.2.6 Leasehold/Freehold & Tunnels: Drew Smith have established that there are no tunnels linking the various buildings so are able to offer the freeholds to residents. More details will be issued in the New Year. Around 68 residents (of 118) have responded to the invitation to have a Deed of Variation issued on their Leases so that they no longer have to pay Ground Rent.

3.2.7 Phase 8 (the Chapel Green site): PH noted GPRA’s disappointment that other than minor variations (concerning the location of the bin and bike storage areas around the flats) the Association’s other representations (especially as regards the proportion of social housing) had not been successful. YM reported that the local planning authority, CCDT and Homes England were all content. A planning application had been submitted the previous week (Ref CC/22/02807/REM).

3.2.8 Estimated Programme for future phases at Graylingwell: YM reported that Drew Smith was currently updating its estimated programme of work for the development and would be in a position to issue a revised version in the next couple of weeks.

Action: YM to send updated programme to PH

3.2.9 Havenstoke Park developments incl. S106 – 2 x football pitches: YM reported that, despite representations, CDC had rejected an application to vary the original S106 agreement. CDC’s position was that there was no evidence to suggest that two football pitches (as set out in the original agreement) were not required and they were satisfied that

two minimum sized pitches, plus ancillary works (e.g. ‘grasscrete’ parking), could be accommodated in the space.

PH thanked YM for Drew Smith’s efforts but expressed GPRA’s disappointed at the outcome. Havenstoke Park was a much-loved local amenity and the overwhelming view of residents appeared in favour of it’s staying as it is. JB would be meeting CDC shortly and undertook to raise GPRA’s concerns.

Action: JB to discuss with CDC

3.2.10 Graylingwell Farmhouse and Marchwell Studios: YM confirmed that there had been no offers to develop the farmhouse as a pub or restaurant. Plans were therefore being drawn up to convert the Grade 2 listed building into residential apartments. Drew Smith was working with CCDT and a heritage architect to develop the Marchwell Studios. The developer was also working with engineers on plans for the construction of the proposed convenience store and it was hoped an application could be submitted before Christmas.

Action: YM to keep PH updated.

3.2.11 Water Tower: PH was concerned that the brickwork was continuing to deteriorate. YM reported that a full detailed survey had been conducted and a schedule of work drawn up. To cause the least disruption, work would be carried out as part of Phase Eight, and ideally would take place in 2023. Drew Smith would liaise closely with GPRA and CCDT as regards timetable, access etc.

Action: YM to keep PH updated.

4. Date of next meeting

Thursday, 16 March 2023 at 10.30 at the site compound.

Minutes of the Quarterly Meeting of the GPRA, Drew Smith, Grange Management, Clarion Housing and Central Parking Management (CPM)

Tuesday 2 August 2022

Attendees:

GPRA: Peter Harris (PH) – Chair; Kathy Sykes (KS) – Vice Chair; Malcolm Watts (MW) – Minuting Secretary

Drew Smith: Yvonne Mills (YM) – Head of Partnerships (via Teams); Russell West (RW) – Project Manager

Grange Management: Richard Smith (RS) – Head of Business & Compliance; Fay Williams (FW) – Property Manager

Central Parking Management: Faith Paine (FP) – Senior Account Manager

1. Welcome and apologies:

PH welcomed everyone to the meeting and introduced RS and his colleague FW who had recently replaced Trudie Hudson.

Apologies for absence had been received from Amanda Hartfield on behalf of Clarion Housing.

2. Minutes of the meeting held on 26 April 2022

Approved.

3. Matters arising from the minutes

RW provided updates on issues outstanding from items 4 & 5 of the previous minutes.

Steet Lighting: Drew Smith had paid SSE Energy Services the cost of reconnecting the defective lampposts and the work should be completed shortly.

Play Area: The RoSpa survey of the play area had been completed. Other work outstanding around the Airing Courts – i.e., removal of tree stumps and renovation of the shelter – would be undertaken within the next fortnight (i.e., by w/e 19 August). The site would then be handed over to Grange Management.

Junction of Connelly Way and College Lane: Grange is seeking a contractor to undertake the necessary groundwork. RS would keep PH updated. Action: RS

Hedges: PH thanked RW for work already undertaken to trim the hedge in Graylingwell Drive. The work would be completed this week (i.e., w/e 5 August).

Randall House: RW to investigate progress in fixing the lighting, Action: RW

Redrow (Item 4 in previous minutes)

RS reported that, although Grange had been unsuccessful in winning the contract to manage the Lavant View development, he would make enquiries as to Redrow’s position on making a financial contribution, in perpetuity, towards to the management of Pinewood Way and Kingsmead Avenue

Action: Progress on all items to be reviewed at next meeting.

4. Updates

Drew Smith

RW provided the following updates

· Phase 9. Show homes to open in September; ten homes to be occupied by Christmas 2022; work to be completed April 2024. Work to connect district heating system and utilities would begin shortly and necessitate disruption to traffic on Kingsmead Avenue for 12 weeks.

· Phase 8. Virtual consultation to begin week beginning 8 August with a view to work starting early 2023. GPRA would be provided with plans.

· Phase 6. Plans for the convenience store were currently being worked up and would be submitted for public consultation in September.

· Graylingwell Farmhouse. There had been no significant interest in developing the site for a pub/restaurant. This was due to Covid, and the extent of work required: the building was continuing to deteriorate. Current options included use as a day nursery or change of use for residential purposes.

· Marchwell Studios. Consultants had confirmed that the buildings were of little heritage merit and permission was being sought from CDC to demolish. Plans to replace them with something in keeping with the farmhouse were currently being worked up.

· The community allotment (due for completion by 2023) would be situated on the eastern fringe of the development, an area which also functioned as a bat highway. More generally, YM reported that conservation experts regularly inspected areas of the site where construction was underway and had, for example, ensured that reptiles found in one of the garden areas had been relocated to the river.

Under a long-standing agreement with CDC, Drew Smith remained responsible for the construction of various cycle routes across other parts of Chichester. Whilst this had obvious short term resource implications for work here, YM was keen to assure the GPRA that every single outstanding item on the development was being picked up and that Drew Smith would leave no stone unturned to ensure that Graylingwell Park was finally completed.

CPM Report

Since the beginning of May 176 Penalty Charge Notices (PCNs) had been issued. These covered instances of not displaying a permit, parking outside of bays and parking of commercial vehicles. In the same period, nine cases had been referred to solicitors to consider legal action.

Visitor permits could be cancelled if residents were repeatedly using them for the purpose of parking their own vehicles in visitor spaces.

FP would ensure that wardens were instructed not to ticket Drew Smith’s service vehicles whilst on official business. Action: FP

Grange Management

Following the appointment of FW in place of Trudie Hudson, Grange Management had conducted a thorough inspection of the site.

This had identified several issues, including a number of urgent gardening jobs delayed by sickness etc on the part of SCS. Grange would shortly be touring the development with SCS, and GPRA representatives would be invited to join the meeting at the end of the tour. Action: RS & FW

Grange would also discuss with Clare de Bathe (CCDT) the possibility of appointing a single gardening contractor to cover the whole of Graylingwell (the current SCS contract expiring in October). A number of automatic opening vents (AOVs) in one block of flats on Pinewood Way were not working and appeared to have been vandalised during the recent hot weather. Engineers would be visiting the following week.

Clarion

Two items were identified In Clarion’s absence.

PH mentioned that window beading was coming adrift on parts of the Superintendent’s House. It was not clear whether this was the responsibility of Clarion or Grange, but RS undertook to make enquires and escalate as appropriate. Action: RS & FW

RW reported that a resident of the flats on Pinewood Way had repeatedly been seen driving a high-performance car at grossly excessive speed through the development and past the building site on Kingsmead Avenue, reaching speeds estimated at close to 80mph. It was only a matter of time before a serious accident occurred involving one of his workforce or another road user. RS undertook to report the matter to Clarion. YM suggested that serious concerns should also be reported to the police. Action: RS & FW

 

5. GPRA items not already covered

Tunnels – Leasehold/Freehold

Issues had arisen regarding the tunnels that ran beneath Graylingwell Park in its days as a mental hospital and their implication for the sale of the freehold to Graylingwell residents. The two issues were therefore taken together.

As regards the location of the tunnels, RW reported that Drew Smith now had possession of all the architect’s drawings and the original surveys showing the position of all doorways, grates etc and would shortly be visiting the tunnels to ascertain exactly what they contained.

In response to concerns about insurance in the event of a tunnel collapsing etc, RS assured GPRA that the tunnels were covered by Grange’s existing buildings and public liability insurance. However, the insurers’ surveyors would need to take account of any new information about the tunnels for the purposes of valuation. Any increased premiums would be reflected in the management charge.

YM advised that if examination of the tunnels revealed that they were interlinked (i.e., between one block and another) it might not be possible to transfer the freehold to the current leaseholders, questions of ownership and liability being too complex to resolve. Drew Smith were currently in discussion with their lawyers and residents were advised to speak to their own conveyancing solicitors. But, in short, Drew Smith would not transfer the freehold if there was a problem.

KS stated that residents would be extremely disappointed if, having been invited by Drew Smith to purchase the freehold, the offer was now to be withdrawn. Some 118 Leaseholders were affected, many of whom had already instructed solicitors. Conflicting messages from Drew Smith’s side as to whether residents’ legal fees would be refunded in full or be subject to a cap only made the matter worse.

YM acknowledged these concerns and confirmed that the Section 5A notice giving leaseholders Right of First Refusal had been paused whilst this issue was being resolved.

Havenstoke Park

YM reported that, following discussions with CCDT, a plan had been submitted to CDC proposing the construction of a single full-size pitch (to Sport England FA standard) incorporating two junior rugby pitches.

Secured by Design

RW confirmed that Drew Smith would be following up a letter sent to North Mead residents in December 2021 about outstanding security work to their properties and that a named person would be knocking on their doors shortly.

 

6. Any other business

RW confirmed that it was not Veolia’s responsibility to change ventilation filters when servicing heat exchange units. That responsibility rested with residents themselves.

RW also confirmed that access via the traffic bollards was restricted to essential users such as fire, police and ambulance services. Refuse collectors and Royal Mail also had access but not delivery services or residents. Traffic along Graylingwell Drive was much reduced since the current arrangements had been introduced but further measures would be considered should fresh problems arise

7. Date of next meeting

Wednesday, 9 November 2022 at 10.30 at the site compound.

Minutes of the Quarterly Meeting of the GPRA, Drew Smith, Grange Management, Clarion Housing and Central Parking Management (CPM)

Tuesday 26 April 2022

Attendees:

GPRA: Peter Harris (PH) – Chair; Kathy Sykes (KS) – Vice Chair; Malcolm Watts (MW) – Minuting Secretary

Drew Smith: Russell West (RW) – Project Manager

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

CPM: Faith Paine (FP) – Senior Account Manager (via Teams)

1. Welcome and apologies:

PH welcomed everyone to the meeting.

Apologies for absence had been received from Amanda Hartfield (AH) on behalf of Clarion Housing who were unable to provide representatives, and from Yvonne Mills, Drew Smith’s Head of Partnerships.

2. Minutes of the meeting held on 26 October 2021

 

Item 5 – third bullet point to read ‘The Eastern Fringe opposite Phase 9 was flood plain and would never be built upon.’

Subject to this amendment the minutes were accepted as an accurate record.

3. CPM Report

PH was grateful for a detailed report which FP had provided prior to the meeting covering the period 19 January 2022 to 24 April 2022 (attached).

This showed that a total of 212 Penalty Charge Notices (PCNs) had been issued across this period for a variety of infringements including failure to display a valid permit and parking outside a designated bay. Ten vehicles had received three or more PCNs. Outcomes over the same period (encompassing PCNs issued during previous periods) included payment of 102 fines, 30 instances of debt recovery action and 5 cases referred to lawyers for legal action. The remainder had been cancelled or were awaiting payment.

In answer to concerns that residents were having difficulties contacting CPM, FP reported that the call centre’s opening hours were 9.00am to 3.00pm on weekdays; 70% of calls were answered before the caller hung up; but she acknowledged that the team was experiencing staffing issues. She was aware that unauthorised vehicles were being left for long periods in numbered bays, in which case the residents concerned could ask CPM to issue them with a temporary additional visitor permit.

4. Matters arising not on the agenda

EV Charging points

PH was grateful to TH for help in producing a paper offering residents advice as to the correct procedure for seeking a waiver of the restrictive covenants that prohibit the installation of boxes on house exteriors. The paper had recently been approved by the GPRA and would shortly be published on the GPRA website.

The meeting accepted that there was currently no available space to install additional public charging points. However, this was likely to be a planning requirement in respect of Phases 8 and 9; and it was understood that local authorities welcomed feedback as to where residents would like charging points installed.

Graylingwell Farmhouse

No updates at present. RW reported that options still included conversion into a pub/restaurant or offices. The proposed convenience store would be located on the ground floor of the block flats being constructed adjacent to the farmhouse. Drew Smith anticipated applying for planning permission by the end of the year.

Street Lighting

RW reported that quotations had been received to reconnect both lamppost 42 and another streetlight that had been found to be defective and that the work would be completed as soon as possible.

Play Area

RW apologised that resolution of various other long outstanding matters had overtaken completion of work to reopen the play area. Drew Smith had been making efforts to improve the vicinity e.g. by removing abandoned shopping trolleys. But he appreciated residents’ disappointment and would therefore deal with this within the next four weeks so that it could be handed over to Grange Management for reopening as soon as possible. Action: RW & TH

Wheelie bins

In the absence of an update from Clarion Housing, progress on AH’s approach to residents who were leaving wheelie bins outside their properties throughout the week was held over to the next meeting. Action: AH

Tree work

RW confirmed that nothing remained outstanding across the development.

Junction of Connelly Way and College Lane

The road surface had further deteriorated, and PH was continuing to press WSCC to carry out urgent repair work.

Downloadable map

No updates at present. PH will carry forward to next meeting. Action: PH

Redrow

PH reported that Sue James (Chair of CCDT) was currently in negotiation with Redrow’s directors regarding a financial contribution towards to the management of Pinewood Way and Kingsmead Avenue. TH undertook to follow up on behalf of Grange Management and agreed that contributions should be in perpetuity not just one-off. Action TH

Hedges

No steps had been taken to trim the hedge in Graylingwell Drive before the nesting season (March to August). RW was in discussion with Graduate Landscapes and would report developments at the next meeting. Action: RW

Platinum Jubilee

RW said that Drew Smith would be happy to donate £250 towards the GPRA’s plans for celebrating HM Queen’s Platinum Jubilee on 4th June 2022 (Picnic In The Park). PH and KS were very grateful for this extremely generous support.

5. Update and items

Drew Smith (RW)

· Phase 4b would be completed by the end of July 2022. Properties were due to be handed over to Clarion in August and to be fully occupied by November/December. (By way of clarification, TH explained that residents of ‘affordable rent’ properties rented their homes entirely and that residents of ‘shared ownership’ properties had taken out a mortgage of at least 10% and paid the remainder by way of rent. The term ‘social housing’ covered both these arrangements.)

· Phase 8: an application would shortly be made for planning permission for a combination of flats and houses. Public consultation would take place as part of the planning process. The portacabins that remained from the Linden’s compound (and which still supported the tv aerials) would be moved to the adjacent car park in around five to six months.

· Phase 9 (Chalkhill View): the show homes would be open in August 2022 and 10 properties should be fully occupied by Christmas.

Grange Management

· Lighting: Problems persisted with the lighting around Randall House. RW undertook to take action. Action: RW

· The four yearly fire risk assessment would be due again in 2023

· Bollards. Whilst the keypads were still operative, the contractors had not issued the codes, and access was therefore only by means of the swipe cards that had been issued to essential users. PH confirmed that the situation had radically improved.

· Drains. Whereas the drains in Lloyd Road had been adopted by WSCC, those in Phase 2 onwards had been constructed to an adoptable standard and handed over to Grange Management. For their part, Grange required documentary evidence that drains were fit for purpose on a phase-by-phase basis before they were handed over. RW confirmed that this included written reports, drawings, and DVDs. Rainwater was dealt with by means of soakaways.

 

6. Any other business

None

7. Date of next meeting

2 August 2022 at 11.00am at the site compound.

Minutes of the Quarterly Meeting of the GPRA, Drew Smith, Grange Management, Clarion Housing and Central Parking Management (CPM)

Tuesday 26 April 2022

Attendees:

GPRA: Peter Harris (PH) – Chair; Kathy Sykes (KS) – Vice Chair; Malcolm Watts (MW) – Minuting Secretary

Drew Smith: Russell West (RW) – Project Manager

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

CPM: Faith Paine (FP) – Senior Account Manager (via Teams)

1. Welcome and apologies:

PH welcomed everyone to the meeting.

Apologies for absence had been received from Amanda Hartfield (AH) on behalf of Clarion Housing who were unable to provide representatives, and from Yvonne Mills, Drew Smith’s Head of Partnerships.

2. Minutes of the meeting held on 26 October 2021

 

Item 5 – third bullet point to read ‘The Eastern Fringe opposite Phase 9 was flood plain and would never be built upon.’

Subject to this amendment the minutes were accepted as an accurate record.

3. CPM Report

PH was grateful for a detailed report which FP had provided prior to the meeting covering the period 19 January 2022 to 24 April 2022 (attached).

This showed that a total of 212 Penalty Charge Notices (PCNs) had been issued across this period for a variety of infringements including failure to display a valid permit and parking outside a designated bay. Ten vehicles had received three or more PCNs. Outcomes over the same period (encompassing PCNs issued during previous periods) included payment of 102 fines, 30 instances of debt recovery action and 5 cases referred to lawyers for legal action. The remainder had been cancelled or were awaiting payment.

In answer to concerns that residents were having difficulties contacting CPM, FP reported that the call centre’s opening hours were 9.00am to 3.00pm on weekdays; 70% of calls were answered before the caller hung up; but she acknowledged that the team was experiencing staffing issues. She was aware that unauthorised vehicles were being left for long periods in numbered bays, in which case the residents concerned could ask CPM to issue them with a temporary additional visitor permit.

4. Matters arising not on the agenda

EV Charging points

PH was grateful to TH for help in producing a paper offering residents advice as to the correct procedure for seeking a waiver of the restrictive covenants that prohibit the installation of boxes on house exteriors. The paper had recently been approved by the GPRA and would shortly be published on the GPRA website.

The meeting accepted that there was currently no available space to install additional public charging points. However, this was likely to be a planning requirement in respect of Phases 8 and 9; and it was understood that local authorities welcomed feedback as to where residents would like charging points installed.

Graylingwell Farmhouse

No updates at present. RW reported that options still included conversion into a pub/restaurant or offices. The proposed convenience store would be located on the ground floor of the block flats being constructed adjacent to the farmhouse. Drew Smith anticipated applying for planning permission by the end of the year.

Street Lighting

RW reported that quotations had been received to reconnect both lamppost 42 and another streetlight that had been found to be defective and that the work would be completed as soon as possible.

Play Area

RW apologised that resolution of various other long outstanding matters had overtaken completion of work to reopen the play area. Drew Smith had been making efforts to improve the vicinity e.g. by removing abandoned shopping trolleys. But he appreciated residents’ disappointment and would therefore deal with this within the next four weeks so that it could be handed over to Grange Management for reopening as soon as possible. Action: RW & TH

Wheelie bins

In the absence of an update from Clarion Housing, progress on AH’s approach to residents who were leaving wheelie bins outside their properties throughout the week was held over to the next meeting. Action: AH

Tree work

RW confirmed that nothing remained outstanding across the development.

Junction of Connelly Way and College Lane

The road surface had further deteriorated, and PH was continuing to press WSCC to carry out urgent repair work.

Downloadable map

No updates at present. PH will carry forward to next meeting. Action: PH

Redrow

PH reported that Sue James (Chair of CCDT) was currently in negotiation with Redrow’s directors regarding a financial contribution towards to the management of Pinewood Way and Kingsmead Avenue. TH undertook to follow up on behalf of Grange Management and agreed that contributions should be in perpetuity not just one-off. Action TH

Hedges

No steps had been taken to trim the hedge in Graylingwell Drive before the nesting season (March to August). RW was in discussion with Graduate Landscapes and would report developments at the next meeting. Action: RW

Platinum Jubilee

RW said that Drew Smith would be happy to donate £250 towards the GPRA’s plans for celebrating HM Queen’s Platinum Jubilee on 4th June 2022 (Picnic In The Park). PH and KS were very grateful for this extremely generous support.

5. Update and items

Drew Smith (RW)

· Phase 4b would be completed by the end of July 2022. Properties were due to be handed over to Clarion in August and to be fully occupied by November/December. (By way of clarification, TH explained that residents of ‘affordable rent’ properties rented their homes entirely and that residents of ‘shared ownership’ properties had taken out a mortgage of at least 10% and paid the remainder by way of rent. The term ‘social housing’ covered both these arrangements.)

· Phase 8: an application would shortly be made for planning permission for a combination of flats and houses. Public consultation would take place as part of the planning process. The portacabins that remained from the Linden’s compound (and which still supported the tv aerials) would be moved to the adjacent car park in around five to six months.

· Phase 9 (Chalkhill View): the show homes would be open in August 2022 and 10 properties should be fully occupied by Christmas.

Grange Management

· Lighting: Problems persisted with the lighting around Randall House. RW undertook to take action. Action: RW

· The four yearly fire risk assessment would be due again in 2023

· Bollards. Whilst the keypads were still operative, the contractors had not issued the codes, and access was therefore only by means of the swipe cards that had been issued to essential users. PH confirmed that the situation had radically improved.

· Drains. Whereas the drains in Lloyd Road had been adopted by WSCC, those in Phase 2 onwards had been constructed to an adoptable standard and handed over to Grange Management. For their part, Grange required documentary evidence that drains were fit for purpose on a phase-by-phase basis before they were handed over. RW confirmed that this included written reports, drawings, and DVDs. Rainwater was dealt with by means of soakaways.

 

6. Any other business

None

7. Date of next meeting

2 August 2022 at 11.00am at the site compound.

Minutes of the Quarterly Meeting of the GPRA, Drew Smith, Grange Management, Clarion Housing and Central Parking Management (CPM)
Tuesday 18 January 2022

Attendees:

GPRA: Peter Harris (PH) – Chair; Kathy Sykes (KS) – Vice Chair; Malcolm Watts (MW) – Minuting Secretary
Drew Smith: Russell West (RW) – Project Manager
Clarion Housing: Simon Balchin (SB) – Neighbourhood Response Manager; Amanda Hartfield (AH) – Neighbourhood Response Officer (both via Zoom)
CPM: Faith Paine (FP) – Senior Account Manager


1. Welcome and apologies:

PH introduced himself as the new GPRA Chair and welcomed everyone to the meeting.
Apologies for absence had been received from Nick Laugharne, Drew Smith’s Project Director; and Trudie Hudson, Grange Management’s Head of Residential.


2. CPM Report

FP reported that Phase 4 patrols had been suspended in December on account of errors in the issuing of resident and visitor permits. These had now been resolved; all residents should be in possession of the correct permits; and patrols had resumed on 17 January.

The rules were being enforced in all cases, including commercial vehicles and camper vans, and AH confirmed that action was being taken in respect of residents parking in other people’s spaces.

3. Minutes of the meeting held on 26 October 2021

Accepted as an accurate record


4. Matters arising not on the agenda

Contact with SSE
PH reminded the meeting that this referred to the possible upgrading of the existing sub-stations to enable public parking area charging points. Following the last meeting his predecessor as Chair, Rob Norris (RN), had contacted SSE and was in the process of completing the necessary paperwork to obtain an assessment of whether an upgrade was possible.
EV charging points were being built into the current development of Phase 9. Residents could, of course, make use of the two charging points in the Lodge carpark. But, as any resultant works to the existing estate were likely to be substantial and not before 2023, PH asked that this be made a recurring agenda item for future quarterly meetings. Action: PH


5. Update and items

Drew Smith (RW)
• As reported at the last meeting, Drew Smith had entered into a Planning Performance Agreement (PPA) with Chichester District Council (CDC). CDC had appointed a dedicated planner to the project and Drew Smith aimed to resolve all outstanding planning issues during 2022
• Work had begun as planned on Phase 9 (Chalkhill View). The show home would open in July with the first occupation by the end of the year. The Phase was due to be completed by March 2024.
• The land opposite Phase 9 was flood plain and would never be built upon.
• A decision on the future of the stables would be reached by June 2022
• No update was available on the future of the farmhouse. RW would make enquiries and report back to PH. Action RW
• Work was underway to resurvey all the drains on the development and report any deficiencies back to CDC. Residents would notice manhole covers being lifted etc.
• Work on the water tower and the two Havenstoke Park football pitches would begin in 2023.
Grange Management
Trudie Hudson had apologised that she was not available to provide an update. In her absence RW reported that:
• The redundant lampposts from the western end of Blomfield Drive were being relocated to pathway between Phases 1 and 4.
• He would investigate ongoing problems with lamppost 42 on the junction of Connelly Way and Blomfield Drive and trip hazards in the area near the Airing Courts. He would check with RoSPA with a view to reopening the children’s play area adjacent the Airing Courts within the next two weeks. Action RW
Clarion Housing (AH & SB)
No issues to report. However, in response to questions from PH and KS:
• AH would write to and/or visit residents who were leaving wheelie bins outside their properties throughout the week. Action: AH
• Assurance was given that, right from the very start, rules in respect of parking etc were made crystal clear to all owners and tenants both in writing and in person.
SB added that Clarion were very pleased by the Phase 2 development and the event at Christmas had been well attended.


6. GPRA items if not covered in the updates

• RW undertook to check with Clare de Bathe that Drew Smith was aware of any outstanding tree work. Action: RW
• The public consultation due to be held in November 2021 had been postponed to February/March 2022. This would include Phase 8 (the Chapel Green site) and Phase 6 (the Marchwell Studios)
• PH suggested this might also address any concerns about the number of football pitches and ‘grasscrete’ parking spaces which Drew Smith is obliged to provide under the terms of the original Section 106 Agreement (i.e. the agreement, between the developer and the planning authority, specifying the contributions the developer must make to the local community)
• RW explained that Drew Smith was under no legal obligation to maintain the junction of Connelly Way and College Lane. This was the responsibility of West Sussex County Council. PH will raise the poor state of the junction with the relevant official. Action: PH
• Bollards – RW confirmed that the current key codes would shortly be deactivated; codes would no longer be circulated; and essential users would be issued with swipe cards instead. This should resolve problems of extensive misuse
• Solutions were discussed for making it easier for people to find their way around the development – e.g. a downloadable map on the GPRA website. Action: PH to add to list of ongoing items
• RW agreed to investigate what agreements might have been made with Redrow for the ongoing maintenance of Pinewood Way. Action: RW
• PH asked for work to be undertaken as soon as possible (i.e. before the nesting season) to trim the holly hedge on Graylingwell Drive and remove the debris underneath. Action: RW
• PH confirmed that he had now taken over as GPRA Chair, with KS as Vice Chair. No secretary had yet been appointed
• PH’s suggestion of using an Excel spreadsheet to keep track of all ongoing issues was unanimously accepted. Action: PH

7. Any other business

GPRA would be pleased to advertise Clarion’s monthly drop-in on its website. Action: KS


8. Closing Remarks

PH thanked everyone for attending today and for welcoming him to his new role.

9. Date of next meeting

26 April 2022 at 11.00am at the site compo

Minutes of the Quarterly Meeting of the GPRA, Drew Smith, Grange Management, Clarion Housing and Central Parking Management (CPM) 

Tuesday 26 October 2021

Attendees:

GPRA:  Rob Norris (RN) – Chair; Susan Shord (SS) – Secretary (retiring); Kathy Sykes (KS) – Vice Chair; Malcolm Watts (MW) – Minuting Secretary

Drew Smith: Nick Laugharne (NL) – Project Director; Russell West (RW) – Project Manager

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

Clarion Housing: Rhys Pask (RP) – Neighbourhood Response Officer

CPM: Faith Paine (FP) – Senior Account Manager

  1. Welcome and apologies:

RN welcomed attendees and introduced KS, newly appointed GPRA Vice Chair, and RP who was representing Clarion Housing on behalf of Simon Balchin and Amanda Hartfield, both of whom sent their apologies.  NL joined the meeting via video.

  1. Minutes of the meeting held on 29 June 2021

Accepted as an accurate record

  1. Matters arising not on the agenda

Contact with SSE (RN)

GPRA had received no response from SSE to an approach regarding the possibility of upgrading existing sub-stations to enable public parking area charging points. RW will provide details of Drew Smith’s contact and RN will keep trying.

  1. Update and items

CPM Report (FP)

Patrols had been active across Graylingwell and had issued a total of 43 tickets in October to date, twice as many as the previous month.  This included the regular ticketing of camper vans and persistent offenders.  It was hoped such information would assure residents the system was working.

New signage brought the parking regulations in line with the covenants and CPM would look at a programme of replacing faded visitor plaques in the airing court car park.

RN was aware of fewer complaints, numbers parking in Havenstoke Park appeared to have dropped since the start of new arrangements, and there was less of an issue with individuals hogging spaces.

Drew Smith (NL & RW)

Drew Smith had inherited a substantial amount of outstanding development work across the Graylingwell site and it has taken a full year to get on top of all planning, legal and construction issues.  However, they had now entered into a Planning Performance Agreement (PPA) with Chichester District Council which would help ensure that work was kept on track with regular meetings, feedback and timescales.

Outstanding development issues:

  • A public consultation would be held in November followed by a further consultation early in 2022 once detailed planning proposals were in place.  These would include:
  • Phase 8 (the Chapel Green site), i.e. the removal of the old works compound and the construction of two apartment blocks. 
  • Phase 6 (the Marchwell Studios), where Drew Smith was in discussion about transferring the proposed convenience store to CCDT.  
  • Two bids were currently in progress for the farmhouse, but no decision could be made until the planning authority had agreed in principle to the construction of car parking for 50/60 vehicles.

Ongoing work:

  • The first houses in Phase 4B to the east of North Mead should be finished by the end of January 2022 for handover to Clarion for shared ownership/affordable rent in February and the phase should be completed by the end of June.
  • A structural survey had revealed that considerable work would be needed to the studios before handover to CCDT. 
  • Work on Phase 9 (Chalkhill View) would begin w/c 1 November with the laying of the district heating main along the line of the North Chichester pipeline. 
  • A contract with McCarthy and Stone for development of the corner plot adjacent to Keepers Green should be signed shortly.
  • Renovation of the Water Tower would not begin before January 2023.  Erection of scaffolding alone was a major task.
  • All outstanding work would be undertaken from the newly constructed compound which would remain in situ for the next 6/7 years before becoming a car park.

Other matters:

  • Boundaries having not always been filed at the Land Registry, the exact definition of many around Graylingwell remained problematic but could often be resolved by mutual agreement with other developers.
  • The Highways Agency have accepted responsibility for the entrance to Connolly Way.

RN thanked NL and RW for these helpful updates, for their attention to quality and for appreciating that, whilst it was the high-level aspects of the projects which inevitably occupied the focus of their attention, it was often the more detailed issues that generally concerned residents. 

Grange Management (TH)

  • Grange Management had taken over responsibility for Phase 4 on 1 October.
  • The Phase 4 landscaping contract now sat with SCS Landscape Management.
  • The play equipment on the Pinewood side of Phase 4 had been checked by RoSPA and was ready for use.  
  • The Airing Courts play area should be ready for handover to Grange within the next two months once minor safety works had been completed.  The area would then be opened for use.
  • Fencing around the Airing Court’s shelter should shortly be coming down.  This raised concerns about the likely return of vandalism and antisocial behaviour.  Various solutions were discussed and RN/KS undertook to monitor the situation and report back to TH.
  • RW was working with the electricians to improve the bollard lighting at Block I.
  • Gutter repairs had been completed.
  • The TV aerial which fed one half of Phase 4 would remain in the old compound until that site was developed
  • Grange Management was especially grateful to Kate Keays, on the GPRA Committee, and Chichester and West Sussex Councils for their efforts in improving recycling and promoting better use of the refuse stores.  This should result in a reduction in costs charged to Grange Management (and passed on to residents) for refuse collection.

Clarion Housing (RP)

Clarion was regularly on site and were aware of several issues around the development.  However, it was most important that residents continued to report concerns whenever they arose.  A small number of families were causing problems.  Residents were asked to remember that Clarion is not responsible for allocating tenants to properties: that responsibility rests with CDC.  On the plus side, Clarion residents were being more involved in the community, including on the GPRA Committee.

On GPRA’s side, residents needed to know that problems were being addressed.  Action should always be taken, for example, in response to breaches of covenants, whether they were by private residents or Clarion tenants.  The Committee had therefore appreciated the recent opportunity to meet with senior Clarion staff to discuss ways of developing lines of communication and other issues of concern.

  1. Other items
  • Light 42 – RW undertook to investigate with a view to finding a solution. 
  • Bollard Code – to stop misuse, new codes would shortly be issued to key persons only.
  • Virgin Media – representatives had been notifying residents that cabling would shortly be laid around the development (using existing ducts).  This was an independent venture by Virgin Media. 
  1. GPRA items

GPRA had held its AGM on 20 October.  Peter Harris had been elected Chair with effect from 1 January 2022 given that other commitments would prevent him from taking up his duties immediately. RN would continue until 31 December.  KS had been elected Vice Chair.  SS has retired as Secretary and a replacement would be appointed by the GPRA committee.

  1. Closing Remarks

RN thanked everyone for attending today and for each organisation’s ongoing commitment to the development and to quality.

On behalf of Grange Management, and others present, TH thanked RN and SS for their support in building the Graylingwell community.  It had been a pleasure to work with them.  

  1. Date of next meeting

18 January 2022 at 11.00am at the site compound

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

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

Minutes of the Quarterly Meeting of the GPRA, Drew Smith, Grange Management, Clarion Housing and Central Parking Management (CPM)
Tuesday 18 January 2022

Attendees:

GPRA: Peter Harris (PH) – Chair; Kathy Sykes (KS) – Vice Chair; Malcolm Watts (MW) – Minuting Secretary
Drew Smith: Russell West (RW) – Project Manager
Clarion Housing: Simon Balchin (SB) – Neighbourhood Response Manager; Amanda Hartfield (AH) – Neighbourhood Response Officer (both via Zoom)
CPM: Faith Paine (FP) – Senior Account Manager


1. Welcome and apologies:

PH introduced himself as the new GPRA Chair and welcomed everyone to the meeting.
Apologies for absence had been received from Nick Laugharne, Drew Smith’s Project Director; and Trudie Hudson, Grange Management’s Head of Residential.


2. CPM Report

FP reported that Phase 4 patrols had been suspended in December on account of errors in the issuing of resident and visitor permits. These had now been resolved; all residents should be in possession of the correct permits; and patrols had resumed on 17 January.

The rules were being enforced in all cases, including commercial vehicles and camper vans, and AH confirmed that action was being taken in respect of residents parking in other people’s spaces.

3. Minutes of the meeting held on 26 October 2021

Accepted as an accurate record


4. Matters arising not on the agenda

Contact with SSE
PH reminded the meeting that this referred to the possible upgrading of the existing sub-stations to enable public parking area charging points. Following the last meeting his predecessor as Chair, Rob Norris (RN), had contacted SSE and was in the process of completing the necessary paperwork to obtain an assessment of whether an upgrade was possible.
EV charging points were being built into the current development of Phase 9. Residents could, of course, make use of the two charging points in the Lodge carpark. But, as any resultant works to the existing estate were likely to be substantial and not before 2023, PH asked that this be made a recurring agenda item for future quarterly meetings. Action: PH


5. Update and items

Drew Smith (RW)
• As reported at the last meeting, Drew Smith had entered into a Planning Performance Agreement (PPA) with Chichester District Council (CDC). CDC had appointed a dedicated planner to the project and Drew Smith aimed to resolve all outstanding planning issues during 2022
• Work had begun as planned on Phase 9 (Chalkhill View). The show home would open in July with the first occupation by the end of the year. The Phase was due to be completed by March 2024.
• The land opposite Phase 9 was flood plain and would never be built upon.
• A decision on the future of the stables would be reached by June 2022
• No update was available on the future of the farmhouse. RW would make enquiries and report back to PH. Action RW
• Work was underway to resurvey all the drains on the development and report any deficiencies back to CDC. Residents would notice manhole covers being lifted etc.
• Work on the water tower and the two Havenstoke Park football pitches would begin in 2023.
Grange Management
Trudie Hudson had apologised that she was not available to provide an update. In her absence RW reported that:
• The redundant lampposts from the western end of Blomfield Drive were being relocated to pathway between Phases 1 and 4.
• He would investigate ongoing problems with lamppost 42 on the junction of Connelly Way and Blomfield Drive and trip hazards in the area near the Airing Courts. He would check with RoSPA with a view to reopening the children’s play area adjacent the Airing Courts within the next two weeks. Action RW
Clarion Housing (AH & SB)
No issues to report. However, in response to questions from PH and KS:
• AH would write to and/or visit residents who were leaving wheelie bins outside their properties throughout the week. Action: AH
• Assurance was given that, right from the very start, rules in respect of parking etc were made crystal clear to all owners and tenants both in writing and in person.
SB added that Clarion were very pleased by the Phase 2 development and the event at Christmas had been well attended.


6. GPRA items if not covered in the updates

• RW undertook to check with Clare de Bathe that Drew Smith was aware of any outstanding tree work. Action: RW
• The public consultation due to be held in November 2021 had been postponed to February/March 2022. This would include Phase 8 (the Chapel Green site) and Phase 6 (the Marchwell Studios)
• PH suggested this might also address any concerns about the number of football pitches and ‘grasscrete’ parking spaces which Drew Smith is obliged to provide under the terms of the original Section 106 Agreement (i.e. the agreement, between the developer and the planning authority, specifying the contributions the developer must make to the local community)
• RW explained that Drew Smith was under no legal obligation to maintain the junction of Connelly Way and College Lane. This was the responsibility of West Sussex County Council. PH will raise the poor state of the junction with the relevant official. Action: PH
• Bollards – RW confirmed that the current key codes would shortly be deactivated; codes would no longer be circulated; and essential users would be issued with swipe cards instead. This should resolve problems of extensive misuse
• Solutions were discussed for making it easier for people to find their way around the development – e.g. a downloadable map on the GPRA website. Action: PH to add to list of ongoing items
• RW agreed to investigate what agreements might have been made with Redrow for the ongoing maintenance of Pinewood Way. Action: RW
• PH asked for work to be undertaken as soon as possible (i.e. before the nesting season) to trim the holly hedge on Graylingwell Drive and remove the debris underneath. Action: RW
• PH confirmed that he had now taken over as GPRA Chair, with KS as Vice Chair. No secretary had yet been appointed
• PH’s suggestion of using an Excel spreadsheet to keep track of all ongoing issues was unanimously accepted. Action: PH

7. Any other business

GPRA would be pleased to advertise Clarion’s monthly drop-in on its website. Action: KS


8. Closing Remarks

PH thanked everyone for attending today and for welcoming him to his new role.

9. Date of next meeting

26 April 2022 at 11.00am at the site compo

Minutes of the Quarterly Meeting of the GPRA, Drew Smith, Grange Management, Clarion Housing and Central Parking Management (CPM) 

Tuesday 26 October 2021

Attendees:

GPRA:  Rob Norris (RN) – Chair; Susan Shord (SS) – Secretary (retiring); Kathy Sykes (KS) – Vice Chair; Malcolm Watts (MW) – Minuting Secretary

Drew Smith: Nick Laugharne (NL) – Project Director; Russell West (RW) – Project Manager

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

Clarion Housing: Rhys Pask (RP) – Neighbourhood Response Officer

CPM: Faith Paine (FP) – Senior Account Manager

  1. Welcome and apologies:

RN welcomed attendees and introduced KS, newly appointed GPRA Vice Chair, and RP who was representing Clarion Housing on behalf of Simon Balchin and Amanda Hartfield, both of whom sent their apologies.  NL joined the meeting via video.

  1. Minutes of the meeting held on 29 June 2021

Accepted as an accurate record

  1. Matters arising not on the agenda

Contact with SSE (RN)

GPRA had received no response from SSE to an approach regarding the possibility of upgrading existing sub-stations to enable public parking area charging points. RW will provide details of Drew Smith’s contact and RN will keep trying.

  1. Update and items

CPM Report (FP)

Patrols had been active across Graylingwell and had issued a total of 43 tickets in October to date, twice as many as the previous month.  This included the regular ticketing of camper vans and persistent offenders.  It was hoped such information would assure residents the system was working.

New signage brought the parking regulations in line with the covenants and CPM would look at a programme of replacing faded visitor plaques in the airing court car park.

RN was aware of fewer complaints, numbers parking in Havenstoke Park appeared to have dropped since the start of new arrangements, and there was less of an issue with individuals hogging spaces.

Drew Smith (NL & RW)

Drew Smith had inherited a substantial amount of outstanding development work across the Graylingwell site and it has taken a full year to get on top of all planning, legal and construction issues.  However, they had now entered into a Planning Performance Agreement (PPA) with Chichester District Council which would help ensure that work was kept on track with regular meetings, feedback and timescales.

Outstanding development issues:

  • A public consultation would be held in November followed by a further consultation early in 2022 once detailed planning proposals were in place.  These would include:
  • Phase 8 (the Chapel Green site), i.e. the removal of the old works compound and the construction of two apartment blocks. 
  • Phase 6 (the Marchwell Studios), where Drew Smith was in discussion about transferring the proposed convenience store to CCDT.  
  • Two bids were currently in progress for the farmhouse, but no decision could be made until the planning authority had agreed in principle to the construction of car parking for 50/60 vehicles.

Ongoing work:

  • The first houses in Phase 4B to the east of North Mead should be finished by the end of January 2022 for handover to Clarion for shared ownership/affordable rent in February and the phase should be completed by the end of June.
  • A structural survey had revealed that considerable work would be needed to the studios before handover to CCDT. 
  • Work on Phase 9 (Chalkhill View) would begin w/c 1 November with the laying of the district heating main along the line of the North Chichester pipeline. 
  • A contract with McCarthy and Stone for development of the corner plot adjacent to Keepers Green should be signed shortly.
  • Renovation of the Water Tower would not begin before January 2023.  Erection of scaffolding alone was a major task.
  • All outstanding work would be undertaken from the newly constructed compound which would remain in situ for the next 6/7 years before becoming a car park.

Other matters:

  • Boundaries having not always been filed at the Land Registry, the exact definition of many around Graylingwell remained problematic but could often be resolved by mutual agreement with other developers.
  • The Highways Agency have accepted responsibility for the entrance to Connolly Way.

RN thanked NL and RW for these helpful updates, for their attention to quality and for appreciating that, whilst it was the high-level aspects of the projects which inevitably occupied the focus of their attention, it was often the more detailed issues that generally concerned residents. 

Grange Management (TH)

  • Grange Management had taken over responsibility for Phase 4 on 1 October.
  • The Phase 4 landscaping contract now sat with SCS Landscape Management.
  • The play equipment on the Pinewood side of Phase 4 had been checked by RoSPA and was ready for use.  
  • The Airing Courts play area should be ready for handover to Grange within the next two months once minor safety works had been completed.  The area would then be opened for use.
  • Fencing around the Airing Court’s shelter should shortly be coming down.  This raised concerns about the likely return of vandalism and antisocial behaviour.  Various solutions were discussed and RN/KS undertook to monitor the situation and report back to TH.
  • RW was working with the electricians to improve the bollard lighting at Block I.
  • Gutter repairs had been completed.
  • The TV aerial which fed one half of Phase 4 would remain in the old compound until that site was developed
  • Grange Management was especially grateful to Kate Keays, on the GPRA Committee, and Chichester and West Sussex Councils for their efforts in improving recycling and promoting better use of the refuse stores.  This should result in a reduction in costs charged to Grange Management (and passed on to residents) for refuse collection.

Clarion Housing (RP)

Clarion was regularly on site and were aware of several issues around the development.  However, it was most important that residents continued to report concerns whenever they arose.  A small number of families were causing problems.  Residents were asked to remember that Clarion is not responsible for allocating tenants to properties: that responsibility rests with CDC.  On the plus side, Clarion residents were being more involved in the community, including on the GPRA Committee.

On GPRA’s side, residents needed to know that problems were being addressed.  Action should always be taken, for example, in response to breaches of covenants, whether they were by private residents or Clarion tenants.  The Committee had therefore appreciated the recent opportunity to meet with senior Clarion staff to discuss ways of developing lines of communication and other issues of concern.

  1. Other items
  • Light 42 – RW undertook to investigate with a view to finding a solution. 
  • Bollard Code – to stop misuse, new codes would shortly be issued to key persons only.
  • Virgin Media – representatives had been notifying residents that cabling would shortly be laid around the development (using existing ducts).  This was an independent venture by Virgin Media. 
  1. GPRA items

GPRA had held its AGM on 20 October.  Peter Harris had been elected Chair with effect from 1 January 2022 given that other commitments would prevent him from taking up his duties immediately. RN would continue until 31 December.  KS had been elected Vice Chair.  SS has retired as Secretary and a replacement would be appointed by the GPRA committee.

  1. Closing Remarks

RN thanked everyone for attending today and for each organisation’s ongoing commitment to the development and to quality.

On behalf of Grange Management, and others present, TH thanked RN and SS for their support in building the Graylingwell community.  It had been a pleasure to work with them.  

  1. Date of next meeting

18 January 2022 at 11.00am at the site compound

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

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

Chichester Residents' Associations

6 monthly Residents association meeting

Tuesday 4th April 2023 2 – 3pm Wates Learning Room, Graylingwell Chapel

Hosted by CCDT at The Graylingwell Chapel

Invited

East Broyle RA- Chrissie Molyneux –

Roussillon Park RA – Peter Day apologies , Gerry Cleaver apologies,  Jo Hooker, Lory LLoyd

Graylingwell Park RA – Peter Harris, Kathy Sykes

Summersdale RA – Jill Shaw Apologies & Sara Wain

Friends of Oaklands Park – No apologies or contact

Sue James – CCDT chair of Trustees

Clare de Bathe – CCDT trust Director Apologies

Angie Bacon – CCDT Community Development

Agenda –

Updates from :-

CCDT – Including Pitches, Friends of Havenstoke Park, Summer Garden Party –

SJ updated all on the Pitches, KS asked how often the Car Park would be used, SJ & AB Responded, Parking is needed if the pitches are popular as no other parking.  CCDT don’t expect it will be used very often for other events as we have had over 1yr of Chapel events and that area has been needed once. Because of the ancient dyke being here other heritage groups have been involved and this has slowed progress down.  There was talk of the new pitches and changing rooms by Lavant views.

Friends of Havenstoke Park –The  Steering group will be invited to a meeting soon.  SJ has worked hard on getting all of the trees replaced that Drew Smith were obliged to replace.  Replacement horse chestnut for the inner ring are on order but they are in quarantine and will be available after September.  The flowers on them are a mix of Pink and White on the same tree.  SJ came back to the idea of a Coronation stand of trees being planted on Havenstoke Park.

Summer Garden Party – date set for 16/6, usual format is presumed AB. This does clash with Lavant Fete but SJ felt we are holding it earlier because of the extreme heat last year, the dog show had to cancel.

The Big Lunch – Family Fun Day -Sun 7th May, 11 – 3pm  Chapel Green in conjunction with GPRA.  Bouncy castles, live music, Face Painting and a hog roast. Lots of Volunteering opportunities that Alison from CCDT will be trying to fill.

The BIG Help OUT – Monday 8th May Litter Pick pick a bag of litter, get a free hot drink! KS is supporting this event from 10 – 12.  KS & SJ Suggested we do weeding @ The Pavilion or around The Chapel , but tools will be in the Community Garden and will need to be retrieved.  Also Garden waste sacks will need to be brought and distributed on the day, if we do offer gardening too.

GPRA – PH said that SJ had covered most of the subjects he had to discuss.  Discussion around the new phases, the Chapel flats and the Marchwell studios and The Anna Sewell House. Also Peter walked around the Student accommodation on Graylingwell with the rep from the University.  As Pinewood House is looking very dilapidated and in need of repair.  This is privately owned now and the Uni just rent it back for Halls of residence.  PH mentioned there is permission in to take down lots of trees at the rear of this building.   University are thinking of getting number plate recognition on their parking spots by the University, GPRA have been approached by PCN about doing the same on GP, this will be lots of discussions to consider this.  KS mentioned that Lavant school is doing something similar to the studios project. The airing courts have been vandalised again and Peter thinks they should be removed, as they are a magnet for ASB.

RPRA – mentioned their coronation garden party picnic Sunday 7th May 12 – 4 on the green at Roussillon Park, CCDT will support with room hire, a Gazebo and use of our PA system.  BYO picnic and there will be games etc  RPRA have recently won a Community Award, this is displayed within the Community Hall.

East Broyle  RA– CM spoke about the problems with keeping travellers off of their village green, this has happened twice and is not an easy situation for any .  EBRA working with councils did put some ‘Bunds’ around their perimeter to deter travellers but they still got on.  The ‘Bunds’ are a large mound of earth with a large gulley behind the mound.  These did not really work last year as the extreme heat did not allow the mud to compact and the grass to grow, these are o.k now and have been planted with daffodils.  Daffodils and primrose will be planted in the EBRA area as they want plants that can be strimmed and recover each year.  They have planted two areas of trees in different styles.  They have a Mini orchard planted and have tried to create a wildlife corridor from Centurian way.  They are also doing a Community picnic on Sunday 7th May.  CM did have offers of volunteer support after their Garage sale last year but these people have yet to help.

SRA ( Summersdale)- SW let us know that most roads within Summersdale do their own street parties, not one big one.  They have a new Goodwood Liaison person which seems to be working well.  SW informed us that the Friends of Brandy Hole Copse will be reenergised.  She also told us of a Lavant straight Path that is available.  SW mentioned the fields were now fenced and gated but people were still using them even though they are not a right of way.

FOop ( Friends of Oaklands Park) – Did not attend or send any updates.

 

King Charles Coronation events – all mentioned above.

A.O.B

Pavilion – SJ Updated on the New changing rooms for the Football pitches is an obligation that CCDT took on when we took on Havenstoke Park.  There are pre plans but these will not be needed until the pitches are created and used.  It’s a S106/planning requirement to build the Changing rooms.  AB mentioned that Jonathon Brown as part of the GPRA sub environmental group has asked could some EV charge points be included in these changing room plans.

PCSO – Jason Lemm has left and CM will share who is the new people to contact that cover the patch.

Community Warden – There will be a new warden, funded by Clarion, that will operate up in this area. CDC will host this person but Clarion will pay for them.

 

Next meeting will be Tuesday 3/10/23 2 – 3pm @ Graylingwell Chapel

6 monthly Residents association meeting

Tuesday 4th October 2022 2 – 3pm Wellington Grange Learning Room, Graylingwell Chapel

Hosted by CCDT at The Graylingwell Chapel

Invited

East Broyle RA- Chrissie Molyneaux – Apologies

Roussillon Park RA – Peter Day ( apologies), Fiona Steele attended

Graylingwell Park RA – Peter Harris, Kathy Sykes both attended

Summersdale RA – Jill Shaw & Sara Wain both attended

Sue James – CCDT chair of Trustees

Clare de Bathe – CCDT trust Director

Angie Bacon – CCDT Community Development

Emma Ainsworth – CCDT Community Organiser

 

Agenda –

Around the room introductions

SJ – welcome all and talked a little about what has gone on since the last meeting in April. Including moving into The Chapel, still early days, Stakeholders of CCDT and Developments at Graylingwell of Phase 6 and 8.

Local Warden – ASB over summer holidays CDB to update – CDB shared the really positive news that Clarion will fund extended warden hours to cover North Chichester Area this is in conjunction with Pam Bushby from CDC.  Discussion around current Planning consultation for Phases 6 and 8. PH mentioned people camping in the area near South Lodge, who was responsible for that area.  CDB is either still under Homes England, or Drew Smith and eventually it will be managed by Grange when it is taken on.  Residents , through Grange Management Company , will be responsible for this and other areas when all handed over.

Football pitches were discussed, just one is now planned for Havenstoke park. CDB mentioned that Pitch income and Parking from the matches were in the business plan as the maintenance of Havenstoke Park is very expensive. A new girls Football team are starting to use the park.

Jill from SRA – mentioned that resident associations have no weight when objecting to planning etc so best to always get individuals/residents to feedback.

Havenstoke Park – Steering Group – SJ updated that 17 trees need replacing and she is hoping that this is done in the Autumn.  The tree officer Henry Whitby has been very helpful with replacing tree ideas.  SJ is hoping that the current HPSG moves into a friends of Havenstoke Pasrk FHP, which will include people using the Playpark, people exercising themselves or their dogs  These people will be the eyes and ears of the park.SRA can support and put this opportunity for FHP folk onto their noticeboards. CDB hopes that in the future there will be a volunteer group to do some of the easier maintenance, as particularly the epicormic growth, is very costly to get clipped off.  It was decided that a co-ordinated effort for this maintenance was needed, so all can contribute.  AB updated on the current Volunteer groups that support us Think 18 and Apuldram, they do small maintenance tasks around The Chapel and the park.  This is co-ordinated by a Volunteer who has stepped down recently. 

No 2nd Pitch on Havenstoke Park, but SJ mentioned Low level lighting, Spur Paths from Pennyacre and Homestead, Grange would pick up this cost, these lights would have sensors on so will only be using power when someone is walking by. PH mentiones that all lights around the estate are on from Dusk till Dawn currently.

Updates from all RA’s –

SRA – their largest news was that the potential building in Daffodil field is not going ahead, the appeal was won. They have many small domestic planning applications that come through.  The trees in Summersdale are past their best, JS & SW are trying to encourage new tree planting so that when the old ones need to come down new ones will be established.  JS & SW asked if GPRA had a Goodwood Liaison person, they don’t but there are not many complaints regarding Goodwood through to the GPRA.  Peter Day is Goodwood Liaison for RPRA.  Have purchased their own Speed gun for Broyle Road.

GPRA – Most things had been covered in earlier conversations, see above,  but to report that the crossroads between Wellington Road and Graylingwell will be closed off and essential repairs will be carried out.  Grange Management has Faye Williams as their contact now since Trudy left.

RPRA – They have had some anti social behaviour.  The surrounding Flint Wall surrounding Roussillon Park is costly to repair this responsibility is shared by RMG and MOD, who still own several buildings on Roussillon Park.  Zero C ( original developer) changed to Places for people.  RMG are still managing the site as there are still issues with Phase 1 heating systens.  When this is sorted the residents, who have already formed a Shadow Management Group, will take this over.  RP have a Gardening group who do the community areas, their main grounds contractor is EMS.  There is a sub committee currently looking at speeding vehicles on RP, FS mentions that residents would like a barrier outside the Community Hall.  AB updated in the Defrib machine that CCDT will install on the outside of the Community Hall.  Hastoe have given permission for this installation to happen with a few Caveats, they will not help to install this machine.  CCDT will have the installation, and ongoing maintenance, running costs and responsibility for it. ( Hastoe are the housing association at Roussillon Park )

FoOP – being set up – Friends of Oaklands Park – is being set up currently, the idea has been generated mainly by Cllr. Maureen Corfield and Richard Plowman. They will only advise and support they will not be the officers.  It was agreed that FoOP should be invited to future RA meetings

A.O.B

PH mentioned the Harold Kidd unit has now got blocks at the entrances.  This NHS unit has been running down its services, it was not known around the room what will happen to the building, but it is most probably listed.

Next meeting date Tuesday April 4th 2 – 3pm @ Graylingwell Chapel AB will send a meeting maker around.