Alexandra Park Residents Association s1

ALEXANDRA PARK RESIDENTS ASSOCIATION (APRA) Minutes of the Committee Meeting at THE ALEXANDRA HOUSE HOTEL

Thursday 9 November 2017 at 7.00 pm

1. Welcome and Apologies.

Committee Members - John Hewer (Chairman) Present: Peter Morris (Vice Chairman and Secretary) John Thurston Pam Thurston Phil Ball Angela Thomson (Beranburh Fields Representative) Ollie Payne Janice Mitchell

Alexandra Park None Residents:

Committee Members - Sara Cummins (Facebook and Website Co-ordinator) Apologies Received: Philip Archer (Treasurer) Mark Bilney

Committee Members – None Not Present:

John, the Chairman, welcomed everyone to the meeting.

2. Minutes of Previous Committee Meeting (9 October 2017). The minutes of the previous Committee meeting had been previously agreed by the Committee and were subsequently sent out by the Secretary. The Committee members present confirmed their agreement with those minutes.

3. Minutes of the Annual General Meeting (13 October 2017)

The minutes of the recent AGM had been previously agreed by the Committee and were subsequently sent out by the Secretary. The Committee members present confirmed their agreement with those minutes.

In order to ensure that they were progressed, the Matters Arising from the AGM would be inserted into the relevant Section of these minutes.

1 Ongoing Items, Matters Arising From Previous Meetings and New Items.

4. Unspent Section 106 Monies (Must be spent by 2018)

Subject Discussion and Any New / Ongoing Decisions Actions

Section 106 At the 2015 AGM, the numbered list below was ratified by the Monies – residents as an initial order of preference for the unspent Section 106 monies based on resident feedback and AGM input. N.B. Monies must At the 2016 AGM, the Chairman reminded the residents that any be spent by unspent Section 106 monies must be spent by 2018 or they would 2018. have to be returned, with interest, to the developer.

1. Traffic calming and Road Safety

a) Traffic Calming on Comet Way (Completed 14 Oct 2016) and Chairman Whittingham Drive. b) Bus Shelter for Comet Way (Completed July 2016). c) White line markings on approach road. (Completed).

At the AP residents’ meeting on 26th February 2016 options for traffic calming were discussed and the residents agreed to the following options: A build-out on Whittingham Drive by the exit of the AH (Completed Dec 2016) Priority signs by AH and AP entrance on Whittingham Drive (Using Chairman existing build-out). Numerous ‘speed gates’ around AP (Completed Sep 2016). Speed platform on Comet Way (Completed 14 October 2016).

The Chairman would liaise with Councillor Cathy Martin and SBC to Chairman determine if there was any S106 funding left to undertake any further projects. By the end of October 2017, it was hoped that the final invoice will be in for the footpath and this will give a clearer idea of any monies remaining. Still awaiting reply from Councillor Cathy Martin.

In addition to the priority signs above, it was suggested by John T in Chairman. AOB that, if the remaining sum is small, then it could be used for painting the speed limit in the road at each end of Whittingham Drive. The Chairman agreed to put this idea forward if necessary.

2 Footpaths and Gates

All of these projects have now been completed.

Splayed Brick entrance on Whittingham Drive

Similar to the entrance to Alexandra House.

Lighting for footpath

2 5. Wroughton PC and Swindon BC Issues.

Libraries – The library will close at Christmas for 6 months in order for Wroughton refurbishment / alterations to take place. It is hoped that a library Ellundune and facility in some form will be located in the Ellendune community Mobile centre for the duration of this work. Libraries Chairman to monitor and update. Chairman

Wichelstowe Development opposite Waitrose has now started. This will include a pub, restaurant, school and cafeteria.

Part of the canal has been temporarily drained for the duration of the building works but will be re-filled.

Chairman to monitor and update. Chairman

Berkley Farm This development of 100 houses is going ahead. Development Chairman agreed to close.

Marlborough This development’s Planning Appeal was lost and, therefore, the Road development is likely to go ahead. Development (Bottom of SBC have decided not to appeal. Instead, SBC will write to Sajid Brimble Hill) Javid, Secretary of State for Communities and Local Government, requesting a change to the current procedure for determining the local 5-year housing supply.

Chairman agreed to close.

3 6. First Port Property Including Grounds Maintenance Contract.

First Port Grounds Maintenance Contract - 2017 Property (FPP) – The Committee updated the residents of the Contractor’s performance, and associated resident feedback, at the AGM. Grounds Maintenance The annual specification review meeting had now taken place. Contracts. Grounds Maintenance Contract - 2018

From the 2017 AGM Matters Arising, the Committee believed Adams and Watt Ltd should be offered the contract again from 1 April 2018. The residents present had voted unanimously to support this.

The Chairman would convey the Residents’ wishes to the FPP Chairman Property manager.

Tree Survey Tree Survey and Remedial Tree Work Contract - Progress and Remedial Tree Work. The pre-survey visit had now taken place.

The Survey quote had been received by the FP PM and she had awarded the contract to Bawden Ltd.

The FP PM had raised the issue of a tree on the AH Hotel grounds which was hanging low over part of the footpath on the AP POS. The AH Manager had agreed to have the tree dealt with.

The tree on the island, beside the angel, will be replaced with a mature specimen.

John T to monitor and update. John T

4 General General Remedial Works to the AP Landscape - AP POS Remedial The following AP POS issues are ongoing: Works 1. Sunken parts of the hoggin path leading to ponding after rain. The work is now in progress.

2. Path / Grass wooden border posts and nails protruding causing a trip / injury hazard.

The FP PM previously agreed to discuss this with Adams & First Port PM Watt and arrange a re-survey / re-quote and the prioritisation of any works.

3. Extra hedging along Comet Way by the Post Box to make First Port PM access by travellers more difficult.

The quote has been received and it is hoped that this work will be completed by Christmas.

The Chairman would monitor and update on these issues. Chairman

First Port Paul Smith at FPPM had agreed to look into some signs for the AP Property – POS that would advise visitors that the POS was maintained at the Residents’ expense and asking them to pick up after their dog. Dog Fouling Signs Update: The Committee agreed to monitor the situation to see if the All new posters in the shop / on the bins helped to reduce this issue

First Port The APRA Committee has raised this issue with the new FP PM Property - and explained the history as well as the content of the TP1 Transfer Commercial Document regarding van parking. Van Parking The issue of inconsiderate parking, including at junctions etc., had also been raised with the FP PM. She explained that, as the roads were not FP’s responsibility as they had been adopted, there was little that FP could do on this matter.

The FP PM agreed to read into the commercial van / camper van FP Property issue and speak to her colleagues at FP. Manager

The Chairman would monitor and update on this issue as and when Chairman possible.

FP Budget - From the 2017 AGM Matters Arising, some residents felt that there Planning should be better management / scrutiny of expenditure through the year to avoid overspend surprises later in the year.

The Chairman agreed to discuss this matter with the First Port PM. Chairman

5 7. Miscellaneous Ongoing Issues.

APRA Website The use of the APRA website was discussed at the AGM and it was evident that potential residents were viewing the website before and moving to AP. As a result, the Chairman had decided to pay the annual hosting renewal fee. AP Facebook Group From the 2017 AGM Matters Arising, Sara to publish the Chairman’s Sara report and the APRA accounts on the website and / or the FB site.

New Residents’ Ollie volunteered to visit new residents to say hello when they Welcome arrived on AP. He would direct them to the information available of the website and on FB.

Ollie to liaise with Sara regarding hosting the information on the Ollie website and / or FB. Sara

Wroughton Science Museum applying for permission for a large building on the Airfield Issues Airfield to house artefacts.

Chairman to monitor and update. Chairman

AH Hotel Ollie had held a meeting with Christine at the AH Hotel to discuss Residents’ Card / this. Christine is going to talk to her manager. Benefits Ollie to continue to pursue this and update the Committee. Ollie

Woodland seat After suggestions by residents, the Committee was looking to organise funding and permission to provide a woodland seat on the AP POS. John T had now obtained a quote which he passed to the Chairman. The Chairman had now spoken to the resident who had expressed an interest in sponsoring a seat in her son’s memory.

The Chairman agreed to obtain a second quote. Chairman

Insurance At a previous meeting, Jan agreed to try and get a copy of the Revaluation previous Insurance Survey, as well as the latest one. Survey Jan to update. Jan

Co-op site in There had been a potential planning application for housing on this Wroughton site. The Chairman gave some background to this issue. Chairman advised that these plans had been withdrawn for now. Item closed.

6 8. Future Events.

Quiz Event Details:

Date - Date – Friday 17 November 2017. (Sec Note - Room will be the private dining suite subject to final 17 November confirmation by AH Hotel). 2017. Place – AH Hotel. Mark Response to – 29 Normandy Road. Mark Drinks Vouchers – Jan to email AH and copy Mark. Jan

APRA Arrangements:

Lead Organiser – Mark. Mark Food bookings – Form on flyer. Food Timings – 7.30 start Quiz Timings - 8.00 pm start. Flyer – The Chairman. Chairman Flyer Distribution – Phil. Phil Room – Booked. Jan Mic and Amp – Ollie. Ollie Facebook – Sara to advertise. Sara

2 Committee members raised separate issues regarding the size of the Quiz flyer. John T felt the font was too small and Angela felt that the space for names / food orders was also too small. It was agreed that future quiz flyers / forms would be A4.

7 Alexandra Park Event Details: Annual Carols Date – Sunday 3 Dec 2017. 3 Dec 2017 Times – 1.30 pm for a 2.00 pm start (1.00 pm for APRA Committee). Place – Alexandra House Hotel and Conference Centre. Room – Booked – Alexandra Suite. Charges - £2.00 per adult payable at the door (Children free). Running Order – 2.00pm Ronstars – 2.30 Band – 3.00 Break – 3.15 Band.

APRA Arrangements:

Ronni – Jan has booked. WS Band – Jan has booked. WS Band Cheque – Philip has now received from the Chairman. Philip Money / Door / Provision of Entry Tickets – Ollie and John T. Ollie / John T Raffle – Pam and Josie. Pam / Josie Raffle Prizes – Committee members / residents to contribute. All Flyer – Chairman / Phil – Now distributed. Name Badges and Signs – The Chairman has handed to Jan. Jan Cash Float – Philip to drop to Ollie. Philip / Ollie Microphone – Jan to arrange. Jan 8 x Tables - Jan to arrange for APRA. Jan Refreshments (APRA) – Jan to arrange. Jan Refreshments (Hotel) – Jan to arrange. Jan Donation Receptacles - Jan to arrange. Jan Signs for Donations / Refreshments – The Chairman has handed Jan to Jan. Refreshment Stations During Break – All. All Bin bags – Jan. Jan Scouts – John. Chairman

Annual General Event Details: Meeting Date – October 2018. All Date - Time – 8.00 pm prompt start. October 2018. Place – Alexandra House Hotel and Conference Centre Room – TBD. Jan

APRA Arrangements:

Lead Organiser – Chairman. Chairman Flyer – Chairman / Phil. Chairman / Phil Invites – Invites to local councillors – Chairman. Chairman Chairman’s Address – Chairman. Chairman Secretary – Peter. Peter Treasurer’s Report – Philip Philip

Agenda items so far:

Chairman’s Address – PowerPoint presentation. Chairman Treasurer’s Report Philip Re-election of Committee. Chairman Progress / Renewal of Grounds Maintenance Contract. Peter

8 9. Any Other Business.

The Chairman asked around the room for items of Any Other Business. The following were raised:

Person Subject, Discussion and Decisions Actions

Pam Pam had been approached by a resident wishing to hold a function on the park POS.

It was decided that APRA would contact the FP PM regarding Pam permission for this.

Newsletter It was decided that the next newsletter would be In the Spring. Chairman

10. Thanks and Arrangements for the Next Meeting.

The Chairman closed the meeting and thanked everyone for attending. The provisional arrangements for the next meetings are as follows:

Date Routine Committee Meeting – 7.00 pm. All Tuesday 12th December 2017.

Location Alexandra House Hotel. Jan to book the room. Jan