ALEXANDRA PARK RESIDENTS ASSOCIATION (APRA)
Minutes of the Committee Meeting at
THE ALEXANDRA HOUSE HOTEL
Monday 13 June 2017 at 7.00 pm
1. Welcome and Apologies.
Committee Members –Present: / John Hewer (Chairman)
Peter Morris (Vice Chairman and Secretary)
John Thurston
Pam Thurston
Philip Archer (Treasurer)
Phil Ball
Mark Bilney
Janice Mitchell
Alexandra Park Residents –
Present: / Jason Sinclair
Committee Members - Apologies Received: / Sara Cummins (Facebook and Website Co-ordinator)
Angela Thomson (Beranburh Fields Representative)
Committee Members –
Not Present: / Ollie Payne
John, the Chairman, welcomed everyone to the meeting.
2. Minutes of Previous Committee Meeting (8 May 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.
Ongoing Items, Matters Arising From Previous Meetings and New Items.
3. Unspent Section 106 Monies (Must be spent by 2018)
Subject / Discussion and Any New / Ongoing Decisions / ActionsSection 106 Monies –
N.B.
Monies must be spent by 2018. / At the 2015 AGM, the numbered list below was ratified by the residents as an initial order of preference for the unspent Section 106 monies based on resident feedback and AGM input.
At the 2016 AGM, the Chairman reminded the residents that any unspent Section 106 monies must be spent by 2018 or they would 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 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 existing build-out).
Numerous ‘speed gates’ around AP (Completed Sep 2016).
Speed platform on Comet Way (Completed 14 October 2016).
The Chairman stated previously that, with the help of Councillor Cathy Martin, he is progressing the remaining items as a matter of urgency.
2. Footpaths and Gates
a) Tarmac and kerbing the footpath - remedial work for the poor original job.
This work had now commenced and was due to take 8 weeks to complete.
b) Footpath from hoggin path to the N.E. corner to join up with footpath on main road. Completed March 2017.
c) Fill in gap in NE corner hedgeline with hedge/fence and gates.
Completed March 2017.
d) Complete footpath on Whittingham Drive to meet up with the hoggin path. (Completed Dec 2016).
e) Knee rail beside the newly completed tarmac footpath.
Adams and Watt had advised the Committee that this work would be started this week. It was hoped that it would be funded as part of the recent knee-rail project.
John T to monitor and update.
Splayed Brick entrance on Whittingham Drive
Similar to the entrance to Alexandra House.
f) Lighting for footpath / Chairman
Chairman
Chairman
John T
4. Wroughton PC and Swindon BC Issues.
Subject / Discussion and Any New / Ongoing Decisions / ActionsLibraries –
Wroughton Ellundune and Mobile Libraries / Wroughton Library, including the mobile library, is under threat of closure to find cost savings.
The WPC council office is to move into the library building to help make it viable. The Mobile library will stop.
Chairman to monitor and update. / Chairman
Wichelstowe / Development opposite Waitrose about to start soon, which will include a pub / restaurant and cafeteria.
Chairman to monitor and update. / Chairman
Berkley Farm Development / This development of 100 houses is going ahead.
Bottom of Brimble Hill Development / This development is going to appeal.
Road and Kerbside Weeds / The Chairman re-iterated that these are NOT the responsibility of the Grounds Maintenance Contractor, Adams and Watt Ltd.
These are the responsibility of SBC and the annual programme of weed spraying within the Borough has commenced.
Chairman to monitor and update.
Sara to put an entry on FB advising that weeds on roads and kerbs are the responsibility of SBC and not the AP grounds maintenance contractor. / Chairman
Sara
Dog Waste Bins –
Pick-up Labels / It was noted that many of the ‘pick-up dog waste’ labels on the dog waste bins had faded beyond recognition.
Chairman to explore if new labels could be obtained and affixed. / Chairman
5. First Port Property Including Grounds Maintenance Contract.
Subject / Discussion and Any New / Ongoing Decisions / ActionsFirst Port Property (FPP) –
Grounds Maintenance Contract Renewal. / Grounds Maintenance Contract - 2017 Contract
Adams and Watt Ltd had commenced the routine grounds maintenance work under the 2017 contract.
The Committee had been monitoring progress and residents’ comments.
The Chairman had / will contact the Contractor regarding the following:
Sightlines on exit from Whittingham Drive to be maintained.
Hedge adjacent to wall in car park on Canberra Road to be cut.
Hedge opposite Cosford House to be cut. / Chairman
Chairman
Chairman
New FPP PM / New First Port Property (FPP) Property Manager (PM).
The Chairman advised that a new FPP PM had been appointed and that he would endeavour to establish contact with them and arrange for them to visit AP ASAP.
No details yet on new FP PM – Chairman to chase. / Chairman
Tree Survey and Remedial Tree Work. / Tree Survey and Remedial Tree Work Contract - Progress
FPP have stated that the reserve Fund would be used for a 2017 Tree Survey.
Chairman to monitor and update. / Chairman
General
AP
Remedial Works / General Remedial Works to the AP Landscape -
The following AP POS issues are ongoing:
1. Sunken parts of the hoggin path leading to ponding after rain. The scope has been agreed between APRA, the FPP PM and Adams & Watt. The Adams and Watt quote had been received by FPP and AP contingency / reserve fund monies would be used to fund this.
The Committee had been previously advised by the Contractor that this work would be undertaken in May.
Chairman to monitor and update.
2. Path / Grass wooden border posts protruding causing a trip hazard. The Contractor had advised that they had undertaken a safety check of path edges for protruding nails, wood and posts and that this would be an ongoing activity.
Chairman to monitor and update.
3. Extra knee rail / hedging along Comet Way had been agreed by the previous FPP PM to make access by travellers more difficult. The first part had been completed.
Chairman to chase the Contractor for the quotes for potted hedging plants and the quote for bare root hedging along the second part (Post Box). / Chairman
Chairman
Chairman
First Port Property –
Dog Fouling Signs / Paul Smith at FPP had agreed to look into some signs for the AP POS that would advise visitors that the POS was maintained at the Residents’ expense and asking them to pick up after their dog.
The Chairman to take up with the new FPP manager and update. / Chairman
First Port Property -
Commercial Van Parking / The Chairman had previously advised that some residents who were breaching the covenants by parking commercial vans on the development had been spoken to by the new FPP Property Manager.
The Chairman advised that he had been informed that the FPP PM would be writing to residents regarding parking of pavements.
Sara had put a reminder on Facebook regarding considerate parking by residents.
Chairman to raise again with the new FP PM. / Chairman
6. Miscellaneous Ongoing Issues.
Subject / Discussion and Any New / Ongoing Decisions / ActionsAPRA Website
and
AP Facebook Group / The Chairman advised that the AP Facebook site now has over 200 members.
The Chairman would get in contact with Andy to arrange a handover to Sara. / Chairman
Sara
Andy
New Residents’ Welcome Pack / Ollie had previously volunteered to arrange a welcome pack and put it through new residents’ doors. It was envisaged that the welcome pack would contain the following:
Welcome letter / Wroughton monthly / website details / last set of APRA minutes / local services / contact details etc.
Matt had volunteered to help Ollie on this. / Matt
Ollie
Wroughton Airfield Issues / Science Museum applying for permission for a large building on the Airfield to house artefacts.
Chairman to monitor and update. / Chairman
Burderop Park Development / The initial plan was to include the existing tennis court to remain, the greenhouse renovated, the walled garden expanded and kept and the manor house and listed buildings renovated. Additionally, the CH2M pavilions would be demolished and houses built on the site of these and the car parks. ‘Acquired for development’ signs are now up and plans submitted.
Chairman agreed to close this item.
AH Hotel Residents’ Card / Benefits / The Chairman had held an introductory meeting with the new AH Hotel Interim Manager on this subject.
The previous manager (Gareth Barron) was considering a residents’ swim only membership and a bar discount of circa 20 %.
Ollie agreed to pursue this and to update. / Ollie
Woodland seat / After a suggestion by a resident, the Committee was looking to fund and provide a woodland seat on the AP POS.
The recent quiz had raised £92 which would go towards this item.
The Chairman would scope the cost. / Chairman
Damaged Bollard Due to Hotel Build-out Avoidance. / The Chairman would raise this with SBC Highways Department to get it repaired.
(Secretary’s Note: The Chairman subsequently advised that this had been reported). / Chairman
Superfast Broadband / Andrew Gruar left UKBN.
His colleague Steve will continue to work on improvements.
Hardware update has recently taken place.
7. Future Events.
Subject / Discussion and Any New / Ongoing Decisions / ActionsQuiz
Feedback / Feedback for the recent quiz was as follows:
Food was nearly 30 minutes late which impacted on timings and the number of quiz topics that could be covered.
Many thanks to Mark for organising this excellent event which was thoroughly enjoyed by all and raised £92 towards APRA funds.
Annual General Meeting
Date -
13 October 2017. / Event Details:
Date – 13 October 2017.
Time – 8.00 pm prompt start.
Place – Alexandra House Hotel and Conference Centre
Room – TBD.
APRA Arrangements:
Lead Organiser – Chairman.
Flyer – Chairman / Phil.
Invites – Invites to local councillors – Chairman.
Chairman’s Address – Chairman.
Secretary – Peter.
Treasurer’s Report – Philip
Agenda items so far:
Chairman’s Address – Powerpoint presentation.
Re-election of Committee.
Progress / Renewal of Grounds Maintenance Contract. / All
Jan
Chairman
Chairman / Phil
Chairman
Chairman
Peter
Philip
Chairman
Chairman
Peter
Quiz
Date -
TBD November 2017. / Event Details:
Date – TBD November 2017.
Place – AH Hotel.
Response – TBD.
Drinks Vouchers – TBD.
APRA Arrangements:
Lead Organiser – Mark.
Food bookings – £TBD per meal – form on flyer.
Food Timings – 7.30 start
Quiz Timings - 8.00 pm start.
Flyer – The Chairman.
Flyer Distribution – Phil.
Room – TBD.
Mic and Amp – TBD.
Facebook – Sara to advertise. / Mark
Chairman
Phil
Jan
Mark
Sara
Alexandra Park Annual Carols
3 Dec 2017 / Event Details:
Date – Sunday 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 – To be booked.
Charges - £2.00 per adult payable at the door (Children free).
Running Order – 2.00pm Ronstars – 2.25 Band – 3.00 Break – 3.15 Band.
APRA Arrangements:
Ronni – Jan to book.
WS Band – Jan to book.
WS Band Cheque – Philip / Chairman to arrange.
Money / Door / Provision of Entry Tickets – Ollie and John T.
Raffle – Pam and Josie.
Raffle Prizes – Committee members / residents to contribute.
Flyer – Chairman / Phil.
Name Badges – The Chairman.
Cash Float – Philip to drop to Ollie.
Microphone – Jan to arrange.
8 x Tables - Jan to arrange for APRA.
Refreshments (APRA) – Jan to arrange.
Refreshments (Hotel) – Jan to arrange.
Donation Receptacles - Jan to arrange.
Signs for Donations / Refreshments – The Chairman to arrange / laminate.
Refreshment Stations During Break – All.
Bin bags – Jan. / Jan
Jan
Philip / Chairman Ollie / John T
Pam / Josie
All
Chairman / Phil
Chairman
Philip / Ollie
Jan
Jan
Jan
Jan
Jan
Chairman
All
Jan
8. Any Other Business.
The Chairman asked around the room for items of Any Other Business. The following were raised:
Person / Subject, Discussion and Decisions / ActionsJason / Painting of Railings around specimen tree on Canberra Road.
The Chairman confirmed that and order had been issued by FP.
Jason / Children Playing Adjacent to Canberra Road Car Park.
Balls being kicked up against the wall and over the wall into the Canberra Road car park.
Recent incidents include a smashed car wing mirror, a broken windscreen and a stone being thrown and car roof damaged.
Jason to examine the signs put up on the wall adjacent to the main play park.
Sara to put an article on Facebook stating that some residents have complained about noise from balls being kicked against house and garden walls.
Sara to put an article on Facebook stating that some residents have complained about damage to vehicles caused by stones / balls being kicked over walls into car parking areas. / Jason
Sara
Sara
John T / Inconsiderate Parking at Junctions on AP.
Inconsiderate parking at Junctions and narrow points on Whittingham Drive was making it difficult / dangerous to pull out at junctions and to pass along Whittingham Drive.
Chairman to raise with new FP manager. / Chairman
9. Thanks and Arrangements for the Next Meeting.