ST MARTINS RESIDENTS’ ASSOCIATION
MINUTES OF ANNUAL GENERAL MEETING
Thursday 17 September 2015
PRESENT:
Brennus Place - Howard and Marjory Walshaw, David Parry (Minuting Secretary).
Sens Close - Mo Thompson, Mr & Mrs Large, Paulette Thomas, Tony McElvogue.
The Yonne - Jennifer Blaney, Alan Williams, Viv Gregg, Katy Tarry, Len Bell, Steve McMahon, Alan Edge (Treasurer), Wilf and Anne Platt, Paul Watson, Michael Harris, Martin Perry (Acting Chairman).
APOLOGIES:
Ian and Kath Dunbar, Jackie Reid, Peter Aikman, Sandra and Pete Barratt, Yvonne and Vic Jordan, Lee Ooi, Cheryl Brown, Ian Wynne-Smythe, Katherine Brown, Faye Bell.
MINUTES OF AGM (June 2014) and EGM (November 2014)
Both sets of Minutes were unanimously accepted as a true record.
GARDENING GROUP REPORT
The report was circulated and unanimously accepted as a true record. The Group was thanked for its work.
TREASURER’S REPORT
The Income & Expenditure account was circulated and unanimously accepted as a true record. The Treasurer was thanked for his work.
ELECTION OF SMRA OFFICERS
Before electing new officers for 2015-16, the current Committee members were thanked for their hard work and dedication in serving the needs of residents at St Martins.
After being nominated and seconded, the following owners agreed to serve for the period 2015-16:
Chairman - Martin Perry
Treasurer - Alan Edge
Brennus Place Representative - Howard Walshaw
Sens Place Representative - Martin Large
The Yonne Representative - Wilf Platt
Gardening Group membership – Anne and Wilf Platt, Hilary Strange, David Parry
AGM Minuting Secretary - David Parry
Deputy Minuting Secretary - Steve McMahon
Len Bell agreed to be co-opted, on request, to advise on matters relating to Accounts.
ANY OTHER BUSINESS
Proposed date for 2016 AGM: Thursday 23 June at 7pm.
SMRA QUESTION-ANSWER SESSION WITH FIRSTPORT REPRESENTATIVES
The AGM was preceded by a Q&A session. Chris Attwater, Regional Manager, and Jo Medley, Property Manager, represented FirstPort. They answered questions from owners submitted in advance of the AGM.
Before the session started, Paul Melia and Matt Prance from Mitie (painting contractors) addressed the meeting. They apologised unreservedly for the delays in starting the contract on the agreed date and explained that schools’ work for completion during school holidays prevented them from making St Martins their priority. Paul Melia confirmed that additional painters were now on site and that they were working under the direction of an experienced foreman. It is expected that final completion of all properties will be in late October.
Owners who have concerns about work standards are asked in the first instance to contact Mitie’s site foreman: Craig (Tel 07757 116 371)
QUESTIONS FOR FIRST PORT
1. Painting Contract
Chris Attwater informed owners that in future work would need to start earlier on the tendering process so that there was sufficient time to make decisions in terms of best value and the delivery of quality completion. The analysis of the needs/costs of differently sized properties was challenging but apportionments had finally been shared and these would be used to inform future contract negotiations, thus saving time.
More positively, and despite the problems associated with Mitie’s empty promises about start-times in June, Chris noted the advantages of a third party (Gleeds) in monitoring standards. He also reported that some owners had expressed satisfaction with the re-painting of their homes.
2. Allocation of Painting & Redecoration Costs
Chris reported that work had been undertaken to deliver equitable allocations of costs across the needs of different properties, eg 2- and 3-storey houses, apartments; the provision of scaffolding for some. FirstPort had concluded that survey costs to complete the task in detail and with accuracy would have been substantial and, as a result, general calculations had been used to apportion costs on the basis of changes to meterage of the areas to be decorated.
3. Costs of Communications with Owners
It was agreed that emails were cheaper than letters for communications with owners but Jo Medley explained that not all owners had email facilities and thus letters need to be used. She pointed out that postage costs etc are met by FirstPort and not by owners.
4. Energy Saving Opportunities
Chris informed owners that home solar panels are a separate issue to panels for estate use and that FirstPort is monitoring government regulations in this area. He added that FirstPort would not currently support the installation of panels for apartments (because of shared ownership of common parts) but that perhaps freehold owners might consider them; leaseholders would require landlord permission. It was thought, however, that planning consents may be required and it was noted that government subsidies for solar energy are being withdrawn.
5. Future TV Technologies
Owners were informed that FirstPort had delivered updated technology for the switch from Analogue to Digital TV some ten years ago because there was no alternative, ie Analogue was becoming obsolete. However, FirstPort does not fund ‘enhanced’ facilities; this is the individual owner’s responsibility. Following a general discussion, it was suggested that ‘stacker technology’ might assist individuals to future-proof their needs. Internet provider services are also likely to be the future of TV provision.
6. Linenhall & Other Redevelopment Projects
Owners were informed that FirstPort does not become involved in neighbouring redevelopment plans. Proposals for estate development projects (eg the fitting of parking barriers for St Martins second visitor car park) were discussed; these require agreement by 50% of all owners.
7. Accounts for Year End 30 November 2014
It was noted that an insurance claim for roof damage due to storms had been rejected by Ecclesiastical. Jo reported that loss adjusters had checked weather data reports, examined the roof damage and concluded that the claim should be refused. The possibility of referring the issue to the Insurance Ombudsman was discussed but appeal costs might have surpassed the value of the claim, £1740.
St Martins’ buildings are now covered by a new insurer, Mercury (underwritten by Tokio Marine and Beech).
Owners were advised to inform Geoff Shotton initially in the event of a proposed claim. The policy excess is £250, excluding claims connected to subsidence issues.
It was requested that owners be notified of changes to insurance excess levels and also be given details promptly of any future insurance claims that are rejected. Chris agreed to the request.
8. Responsibility for Damage caused by Adjoining Properties
Owners were advised to inform Geoff Shotton immediately when such damage occurred, and then Jo Medley. FirstPort would pursue matters with the owner of the adjoining property. There are procedures in place for FirstPort, after liaison with the police, to gain entry by force if necessary, ie when the matter requires urgent resolution.
9. Provision of Water Butts
Jo reported that the fitting of water butts to communal down-pipes is not permitted.
10. FirstPort signage
Chris informed owners that current Peverel signage across the estate would be amended to FirstPort via the use of quality FirstPort labels. This would be implemented at no cost to owners.
Chris and Jo were thanked for their attendance and for answering all the questions so comprehensively.