Present: Cllr R R Dray (Chairman), Cllr D S Efde (DE), Cllr A H Eves (AE), Cllr D J Sperring (DS), Cllr Mrs J R Lumley (JL), Cllr C Stanley (CS), Cllr M J Steptoe (MS, Matt Harwood-White (MHW), George Farley (GF), Andrew Rowson (AR), Dawn Tribe (DT), Nikki Hopkins (NH), Kirk Hardy (KH) and Peter Buist (PB)
Apologies: Cllr S E Wootton and Duncan Blackie
Notes: Julie O’Brien (from recording)
Duration: 10:00 to 12.02
Note 82/21
Notes of Partnership Panel Meeting on 12 October 2021 and Matters Arising
The notes of the previous meeting were agreed as a correct record. The Chair reminded members that discussions are to be treated as private and confidential until such time as the agreed Notes become available.
Matters Arising
Addressed under the presentation item for the Fright House site
Note 83/21
Update Presentation by Peter Buist
57 South Street – Recap
A summary of proposals presented to Members back in September was provided:
- Following concerns with the flat-roof dorma windows on the original architectural drawings, the design has been changed so that these are now more traditional with pitched-roof. This is more conducive with the character of a conservation area.
- No change to the accommodation schedule; 7 apartments (mix of 1 & 2 beds), 8 car parking spaces on-site (including 2 x double EV charge points and tracking for a further double point), secure storage for 10 bicycles, refuse store, amenity space accommodates replacement tree planting and in terms of sustainability the properties will be heated via electric and air source heat pumps and enhanced insulation and double glazing is in place.
- In answer to a question, the insulation specification has yet to be finalised but it is costed for materials that minimise their carbon content.
Civic Suite – Recap
A summary of proposals presented to Members back in September was provided. It was noted the scheme has evolved following the feedback process and is now smaller in scale.
It was noted the Barrington’s building is not part of the land to be developed and will be carefully protected.
The scheme proposes:
- Demolition of secondary accommodation to the rear of the section used as the Chamber
- The Chamber section will be refurbished to provide modern and functional commercial unit, meaning the street scene from Hockley Road will be maintained.
- To retain the grass area to the rear of the Barringtons building.
- The now reduced residential building will be in the form of two sensitive and sustainable units, one flatted accommodation of 9 units and one of 3 town houses.
- In answer to a question, in-keeping with the design change at 57 South Street and conservation area the new dorma windows on apartments are being altered to a traditional pitched-roof style.
- No net loss of trees on site.
- Secure storage for 10 bicycles and a separate refuse store for the apartments, with respective curtilage storage for the new town houses.
- In terms of sustainability, roof mounted photovoltaics are proposed for the residential element.
- In answer to a question on boundaries, a sensitive approach is taken to avoid harsh divides within the site and adjoining perimeters will be further investigated to address a pre-existing wall and hedge row with space preceding. Action: PB to follow-up and carry out a site visit as necessary
- Existing public EV charge points will be retained and a new provision of EV charge points to accommodate new residential properties on the site.
- Negotiations are on-going with Essex County Council providing permission with regard to pedestrian access across the current public grass verge.
Freight House – Roof Material and Site Summary
An update of proposals presented to Members previously was provided:
- Site Masterplan – latest design was developed with the landscaping architect and shows the exterior considerations to space surrounding the current building and extension. Modifications have been made to improve the setting of the existing Freight House through the landscaping and softening of the boundary in the level change from the carpark down to the existing building and shows how the design continues along to the new extension – including new paving and planting.
- New external lighting is strategically placed all the way around the co-joined building for heightened safety and which will also be attractive. Further to a Member suggestion, PB agreed to consider what further lighting could be introduced to the southern end of the site.
- Entrances to the new building will cater for all accessibility needs. A new ramp will run to the rear up the bank and arrive out on pavement to align where there is a crossing island on the public highway and already dropped curbs.
- The proposed heat recovery system is a mechanical ventilation system within the existing roof spaces and advice from the design engineer is that the roof canal acts as intake and exhaust – reducing drafts and circulating clean air. A technical drawing was shared to explain.
- In terms of layouts and Members’ provisions, both the retained / reconfigured Freight House and new extension remain very much as they were originally drawn up, - this makes for an agile and efficient working approach to accommodate all users (Members, staff and community hire). The emphasis is on flexible spaces with multiple uses.
- First floor plan – Office space and various amenities provided with a link bridge between the existing and new buildings. Equipment plant rooms are also located on this floor (in addition to an outdoor unit at the southern end of the build).
- Further to Member enquiries at the last Partnership Panel meeting, PB shared a summary of research that had since been carried out on the use of various roofing materials. Images were shown as precedents in conservation areas on these types of builds with contemporary use of traditional material.
- By way of comparison visually, PB provided images of the Freight House with extension building in different roof material for Members’ deliberation. Members provided their views on the various materials and slate was considered the preferred option to take forward subject to planning feedback.
Action: PB to update proposals with slate roofing for the extension building - PB continues to explore the canopy on both sides of the build and noting Member preference for suitable signage that introduces the site and incorporates the Council crest. Action: PB to include specific mention to the design intentions of the canopies and exterior Council signage in final proposals
Chairman thanked PB for his contributions to the meeting and PB departed.
All 3 site proposals; 57 South Street, Civic Suite and Freight House will now move to the next stage of the Asset Delivery Programme; Senior officers with Gleeds/gbpartnerships will review to ensure that the schemes meet the Council’s Output Specification after which they will be taken forward to planning application stage.
The standard statutory period will apply for the Planning Authority to process the planning applications (8-13 weeks). In terms of timescales this takes the project through to Q1 in 2022 when it is anticipated these will be determined.
It was noted 3-15 South Street had already been presented to the panel and will follow the same process and planning timescale as above. It was further noted that 19 South Street already has planning permission.
It was noted that the Mill Arts & Events Centre site is the subject to a report to Council, date is TBC.
AR complimented gbpartnerships and architects on their constructive responding to the pre-application public engagement process and communication with Members. The current quality of proposals looked very promising.
In answer to a Member question, it was confirmed that in terms of procedural order of the ADP the Council’s ‘Stop / Go’ Decision comes after the planning applications stage.
Following adjournment of the Full Council meeting earlier this week, the ADP report item on the agenda (regarding the Mill site specifically) would be carried to the deferred date yet to be formally announced. This does not affect other proceedings for the sites discussed today.
Note 84/21
Communication and Engagement
DT reported that, the customer engagement feedback remains accessible by request via the Voyage website.
The next communications will be deliberately timed to coincide with the planning applications being submitted so that there is synchronisation. Residents will be reminded that they can still forward their comments as part of the planning application consultation process, and this is where to capture any feedback. The Council is also to yet make a formal decision regarding these sites, this will come at the ‘stop/go’ point.
Conversations and meetings with Stakeholders will continue and these will be held physically where possible and practical.
As part of the Planning Application submission, a Statement of Community Involvement is being drawn up and this includes an outline of the public feedback received, conclusions drawn and changes to original proposals implemented as a result. NH is working on these and in conjunction is extracting a summary on each site that will be published separately on the Voyage website to help explain the progress and current position.
NH walked through a summary report on the Public Response to 3-15 South Street, by way of example. The intention is that this is a user-friendly concise update which signposts to where the further detail sits at other sources (eg. pre-app engagement feedback and full planning application) should residents wish to explore further. Any future summary reports produced will be shared with Members at the time so awareness is raised of what is available in the public domain and residents can be directed likewise. Action: DT to keep Members updated
Note 85/21
Member issues and questions
No other issues or questions arising.
Note 86/21
Items for next Partnership Board
No points of mention.
Note 87/21
Date of Next Meeting
Further meeting dates will be advised.
Thanks were extended by Members to MHW and partners for their efforts and achievements to date.