Present: Cllr M J Steptoe – Chair (MS), Cllr Mrs D L Belton (DLB), Cllr Mrs J R Gooding (JG), Cllr R Milne (RM), Cllr C M Stanley (CS), Cllr S A Wilson (SW), Matt Harwood-White – SRO (MHW), George Farley (GF), Andrew Rowson (AR), Duncan Blackie (DB), Cllr S E Wootton (SEW), Cllr M J Lucas-Gill (MLG), Cllr A L Williams (AW), Cllr M G Wilkinson (MW), Cllr R R Dray (RD), Dawn Tribe (DT) and Nicola Hopkins (NH),
Apologies: Cllr N J Hookway and Cllr J C Burton
Notes: Julie O'Brien - from recording
Duration: 15:00 till 16:56
Note 19/21
Notes of Partnership Panel meeting on 18 December 2020 and matters arising
The notes were agreed.
Note 20/21
Programme Update
The Panel and its guests were reminded that a number of the items to be presented remain confidential at this time and they would be highlighted during the meeting. However, the Panel will continue to operate in a manner of transparency where at all possible. The meeting notes would reference all matters that could be made public - other matters remain confidential.
Retained Sites
MHW advised that, further to the presentations received at the last meeting (as facilitated by gbpartnerships) the Design Team continue to meet and discuss the Freight House site and the new Community Centre site. Initial engagement meetings had taken place with Parish Councils and various user groups, these would continue as part of the engagement strategy.
Non retained Sites
GF presented an update on the non-retained sites; 3-15 South Street, 19 South Street, 57 South Street, Civic Suite
and The Mill site (in part).
It was noted that:
- Engagement work in advance of the Planning applications continues to take place.
- Pre Planning application discussions have commenced with the Council planning team. This is not the formal application but will Help to inform that application.
- 3-15 South Street: Design identified the conversion of buildings back to residential use, together with modern extensions, increased parking facilities and entrance to the rear for vehicles.
- 19 South Street: Granted planning permission previously, which is unchanged.
- 57 South Street: Scheme proposed during bid phase is being reviewed in order to meet the potential flood zone issues and to ensure the operation of the fire service is not impacted.
- Civic Suite site: The proposal is to retain the historic buildings and removes the more recent additions. This would bring forward a mixed commercial and residential use of the site. Query over works and costs of the flat roof of the Chamber section of the Civic suite. Action: GF to advise MHW who in-turn to circulate for the Panel
- The Mill site, both residential (non-retained) and community centre (retained), are deliberately scheduled to run 3-4 months behind the other sites within the programme – allowing additional time to deal with its sensitive nature. However, in recognition that the community centre is highly desired for use by its communities as soon as Covid-19 restrictions permit, completion date has now been brought forward by 9 months. Indicative drawings are now available on the Voyage website. The design of The Mill site is to work in harmony with the windmill itself and surroundings. Costed plans do not include an update to the sensory garden to the rear of the windmill. It is envisaged that proximity of the new community centre to the Mill is advantageous for events and enhances appeal as a civil ceremony venue.
- Archaeological experts have been engaged from the start at the Mill site and the delivery timetable allows for further surveys which need to take place due to its proximity to an ancient monument site.
- Plans for location and quantum of parking at the Mill site meets the Council’s Output Specification requirement, as approved by Members last year.
- In October 2021 a report will be submitted to Council, this will be the ‘go/no go’ decision as previously advised setting out the outcomes of the Technical, Planning and Finance conditions.
- The Rayleigh Beacon and Holocaust Memorial will be suitably re-positioned.
- A full arboriculture survey of the Mill site will take place to capture the retention of significant trees and landscape replanting of new trees / shrubs.
- The design of the Mill site acknowledges the windmill’s prominent position and the new residential buildings and community centre are positioned to enhance the view of the Windmill. Plans for residential element of the site will be shared with the panel as soon as they are available.
Energy Strategy – Sustainability
GF advised that an overarching Sustainability Strategy together with site-by-site strategy is being developed.
At pre-construction stage the following considerations have been made:
- Importance to hold environmental reviews at each design gateway
- Retention of buildings wherever possible – this is evident from designs that have introduced new build only where existing premises are not a viable option
- To commence and continue engagement with Place Services and Historic England
At construction stage the following has been set out:
- To reduce on-site energy – individual energy targets put in place at each site, use of renewable sources and a means to monitor and measure results.
- One net zero carbon construction site and others at 30% reduction
- Reduce potable water use by 20%
- Reduce construction waste by 5%
- Diversion of 90% of waste from landfill
In answer to a question concerning the outcome if monthly energy targets were not being met, Action: GF confirmed that he would consult the energy contracts and report back to the next meeting.
Post Meeting Note: MHW to review the contract
Residential Occupancy sustainability points were outlined:
- Energy strategy being developed on a site-by-site basis
- Every scheme will exceed standard building regulation measures
- U-values (thermal transmittance) improved by at least 30%
- Air permeability will be level 5 or better (improvement on standard house at a result of between 7-10)
- Air source heat pumps linked to under-floor heating where possible
- Photo-voltaics likely to be necessary to help offset running costs
The Panel were in agreement that, in the interests of time to discuss this topic in more depth and realising its important nature, this would be dealt with as a specific agenda item for next month’s meeting. Action: MHW to arrange
Note 21/21
Presentation facilitated by gbpartnerships: Social Value
NH provided a summary of the commitments and promises made against the Social Value Act, which fall under the main five principles:
- Promoting skills and employment – Covid-19 had impacted approach, but innovative proposals in place.
- Supporting the growth of responsible regional businesses
- Creating healthier, safer and more resilient communities
- Protecting and improving our environment
- Promoting social innovation – by way of example, early thoughts being given to artwork developed locally for site hoardings; this could be particularly relevant to the Mill site to engage visitors.
It was considered worthy to revisit this topic in due course as the Programme moves on to understand what developments had occurred.
MHW reminded that this subject was highlighted within the Council’s bid process and a key factor in the selection process. Gbpartnerships had scored highly in this area with their bid, and it was encouraging to see the work evolving.
AR advised Members that it was possible for Members to truly add value in a few of these areas particularly; promoting and engaging with communities and residents to facilitate the process and monitoring progress.
It was noted that the gbpartnerships contractor Kier use a Social Value calculator tool that helps to quantify the different areas of work and to measure against.
In answer to a question concerning deliverables not being achieved, Action: NH confirmed that she would consult the contract and report back to the next meeting. Post Meeting Note: MHW to review the contract
Members expressed a desire that sub contractors and suppliers could be secured locally as part of the commitment to social value.
Note 22/21
Communication and engagement
DT provided feedback as the lead officer of the Communications and Stakeholder Engagement Workstream. She advised that two stakeholder meetings had now taken place – one with Parish Councils and the other with User Groups of the community facilities / parties who have expressed a key interest with the programme. Both virtual events had been constructive.
Highlights and key messages from participants focused on:
- The new community centre at the Mill site and when it would be available for use. The Council press release has since confirmed that this site has been brought forward for completion and so this will positively address demand.
- Heritage and how to preserve the much-loved history of the towns. It was noted that the strapline for the Voyage and partnership embodies this theme.
As pre-agreed, notes of the stakeholder meetings would be provided to the Panel once finalised.
Gbpartnerships are working with the Council to engage and consult with the public and explore opportunities to involve Members within those plans. Whilst the Voyage website is the main hub for communications, it is important to utilise all channels to maximise efforts and ensure these are far reaching.
The initial pre application public consultation dates are 15 – 28 February 2021 and concern the Rochford sites; 3-15 South Street, 57 South Street and the Freight House, and 15 – 26 March 2021 for the Mill and Civic Suite sites.
Webinars are being planned to support the engagement strategy.
A pre application public consultation poster campaign is underway - flyers and posters have been designed to include a QR code that enables a reader to scan via their mobile phone and be taken to a ‘Have Your Say’ landing page on the Voyage website. DT sought Members support with suggestions on outlets to distribute this material to, in order to find its audience and spread the physical task.
A Social Media campaign would soon be launched to further support the pre application public consultation and encourage feedback.
Members could be given hardcopies of the poster campaign and will be provided with the social media links for sharing electronically.
In answer to questions, DT and gbpartnerships advised:
- The Stakeholder Groups had not been split into Rochford and Rayleigh areas at this stage. Initial meetings had been treated as a collective across the district to pick up on generic interests and this had worked well. Whilst focus of discussions has been on the retained sites at this point in time, it is acknowledged that these groups may grow in size when dealing with the residential aspect also and so a review would take place as to whether best to then divide. It is likely that particular points of interest may also arise that then naturally divides the groups and so Officers would ensure to manage this. Notes of all meetings would be shared for transparency.
- The Voyage website does produce analytics data to evidence the number of hits etc. so that continual adjustments can be made to address and improve.
- User Group feedback is being collated.
- When Covid-19 restrictions are lifted, arrangements for an exhibition to share information in-person can be explored.
- Consultation responses can also be submitted in hardcopy and need not take the electronic route only.
- The Rayleigh and Rochford train stations would be targeted for poster displays
- Once feedback had been gathered from public consultations via all channels then a summary will be published to address points and provide updates before the formal planning application is submitted.
DT confirmed that ‘key message data’ would shortly be shared with Members via email and that may assist them to answer enquiries from constituents. Whilst the Voyage website does have a Q&A section and is the source for latest information, it is appreciated that it could also be useful to have other details to hand. This would encapsulate frequently asked questions and information that has been of interest, as well as some background to the programme.
GF shared indicative drawings of the internal space at the new Rayleigh Community Centre, and sketches showed configurations for different types of events and maximum capacity. These are being finalised, once further work had been completed they would be shared on the Voyage website as a useful guide to how the space could be flexibly used to meet the needs of users.
Note 23/21
Member issues and questions
Ward Members and Officers attending as guests were thanked for their contribution, and politely reminded due to the private and confidential nature of certain aspects of the programme only the information within the meeting notes should be shared.
The Chair reiterated the importance that the topic of ‘Sustainability’ be added as an agenda item for the next meeting.
In order to ensure consistent messages are communicated by all Members, above and beyond the Panel, DT confirmed that the Voyage website was the reliable source for the latest public information, together with the new ‘key message data’ that would be sent to all Members imminently as part of the Communications and Stakeholder Engagement Workstream. A frequently asked questions briefing note had previously been sent to all Members in the Autumn 2020, but there was now new information to share as the programme develops at pace.
Disturbance to neighbours is relevant as works progress on the ground, particularly at the Mill site. It would be pertinent to discuss plans to monitor disturbance, such as noise pollution, at the next meeting. MHW to arrange on a future agenda
A Member had observed from a national university survey on community shared spaces that the proposals at the new Rayleigh Community Centre were accurate in terms of maximum return and offering for its size. This was positive evidence to support the Council’s plans. RM to forward to MHW who would then share with the Panel in-turn
Note 24/21
Items for next Partnership Board
No matters arising