Post date: Jul 21, 2018 3:51:32 PM
SMRA AGM 2019
Minutes of 2019 AGM, held on at 7.00pm on 25 June at Ye Olde Custom House
Present: Wilf Platt (Yonne), Howard Walshaw (Brennus), Martin Perry, David Parry, Fay Bell, Len Bell, Alan Williams, Peter Muir, Steve McMahon (Sec.). plus, for Item 2 only, Chris Attwater and Sam Browne (FirstPort) In view of the continuing vacancy for Chair, the meeting agreed that the Secretary Steve McMahon should chair the meeting. He first of all noted that FirstPort had not yet sent out an invitation and agenda to all registered owners and the only members aware of the meeting were therefore those on the SMRA’s own email database. Secondly, he informed the meeting of the Treasurer Alan Edge’s poor health and all present sent him and his family their very best wishes. 1. Apologies: Alan Edge (Treas.), Anne Platt, Steph Clarke, Viv Gregg, Ian WynneSmythe, Jackie Reid (plus others received after the meeting when the FirstPort mailing was eventually delivered). 2. FirstPort Business: Chris and Sam introduced themselves a) Parking - Chris apologised that the issue had not been handled satisfactorily by FirstPort between July and December last year. As soon as it became clear that a majority opposed parking enforcement, Parking Permits were allocated on the basis of one per property. These were intended to enable Geoff the caretaker to monitor the situation and for illegitimate parkers to be identified. b) Apartments - all internal lighting had been changed to LED with consequently lower costs and maintenance needs. Consultations for the replacement of carpets in the apartment blocks were in the process of finalising the colour via an online vote after the options were displayed in Geoff’s office. c) Trees - there had been a tree-survey at the beginning of 2019 and associated works were underway. One small shrub tree had been lost on the corner of Sens Close due to strong wind and weak roots. d) Roofing - a programme of planned roof maintenance was in development. e) External Redecoration - this was due for review and consultation in 2020. Both the quality and cost of tenders would be considered. As previously, repairs to windows & door-frames etc would be the responsibility of owners who should plan their own maintenance before the contractors start work in May. Such repairs would not be undertaken by FirstPort’s contractors. In the event that the received tenders were significantly above the reserved funds, a year’s delay would be considered. f) Accounts - FirstPort should have sent out proper accounts by the end of May and Chris expressed his frustration at the delay. The draft figures which had been circulated were in aggregate only with no breakdown between courtyards. He expected the final figures to be published in July and, whereas the draft figures had been circulated in order to satisfy legal requirements, he accepted that the confusion undermined confidence in FirstPort. g) Signage - In advance of the meeting, Howard Walshaw had submitted the following question: “Can FirstPort confirm that all costs associated with the provision of new on-site signing to replace their previous corporate name ‘Peverel’ with their new name ‘FirstPort’ will be borne by FirstPort alone, without any cost to owners?” Sam explained that the signs were 20 years old and had been renewed to include several updates other than the change of corporate name . The cost had been £400, FirstPort had waived their standard management fee and Geoff was undertaking the work within his usual duties. Sam also undertook to ensure that all remaining redundant signs would be removed. The meeting accepted this response and agreed to the proposal. Page 1 of 2 Steve McMahon SMRA AGM 2019 h) Short-term Letting - there was some discussion about general principles and particular examples, although no properties were publicly identified. Sam informed the meeting that one case was in an advanced stage of legal requirements to cease and desist actions which were alleged to be in breach of contract. It was further pointed out that any change of use other than private dwelling might constitute a breach of insurance conditions. Any letting via AirBnB or booking.Com for example would constitute such a breach. i) Design Code - the possibility of fitting different coloured carpets in different blocks was raised. David Parry, Howard Walshaw all offered to …. ??? 3. Minutes of 2018 AGM - Agreed. 4. Matters Arising - various views and suggestions were raised on the general topic of cars parking, waiting and polluting - particularly in connection with Queens School, the surgery and Northgate proposals. The introduction of ‘No Waiting’ cameraenforcement in Sens Close were supported and the deployment of ‘Access Only’ signs as in King Street suggested. Other ideas included the painting of ‘fake’ numbers on parkingplaces to discourage casual use. 5. Secretary’s Report: the report was received and it was suggested that a direct mail-drop might expand the register of members. 6. Gardening Sub-Committee Report - It was reported that some concerns had been passed on to FirstPort and it was agreed that more quotes should be sought when the contract was due for renewal in November. Fay&Len Bell offered to join the committee. 7. Treasurer’s Report - In spite of his ill health, Alan Edge had submitted a report showing no expenditure in the past year and a carried-forward balance of £377.50. The report was approved and Alan thanked most whole-heartedly for all his work. 8. Election of Officers - The meeting expressed its appreciation of all the members who had served as officers or voluntary assistants throughout the year. All officers and reps were reluctantly willing to continue in the absence of any other expressions of willingness to offer support and were accordingly re-elected for 2019/20. Chair Martin Perry; Secretary Steve McMahon; Treasurer Alan Edge*; Yonne Rep Wilf Platt; Brennus Rep Howard Walshaw; Sens Rep Martin Large* (* in absentia). 9. Members’ Business - The progress and prospects of local planning developments were reviewed with a mix of cynicism and despair. The meeting ended at 8.25pm. Page 2 of 2 Steve McMahon