St Martins Residents' Association
Minutes of the Open Committee Meeting held on
Wednesday 26th November 2014 at 7.00pm
The Old Customs House Inn, Chester.
Present:
Brennus Place – Howard Walshaw (Brennus Representative), David Parry (Minuting Secretary).
Sens Close – Paulette Thomas (Sens Representative), Brian Cross.
The Yonne – Michael Harris (Acting Chairman), Alan Edge (Treasurer), Paul Watson, Anne & Wilf Platt (Yonne Representative), Jennifer Blaney, Martin Perry, Len Bell (Co-opted member), Peter Aikman, Viv Gregg, Yvonne & Vic Jordan, Steve McMahon.
Apologies: Hilary Strange, Ros & John Whiteley, Cheryl Brown, Terry Montague, Richard Brown, Ros & John Whiteley
Acting Chairman’s Introduction
The Acting Chairman welcomed residents to the Open Meeting and emphasised the gravity of the situation in terms of the future of St Martins Residents’ Association (SMRA) because Committee vacancies remain unfilled.
Over the last three years the Committee has liaised and negotiated with OM on behalf of residents and achieved a range of successes, including:
Savings of £10,000 in insurance premiums;
The agreement of OM to absorb the fees of a professional project management company for the external painting, within their management fee.
The introduction of monthly site surgeries;
On-going scrutiny of OM accounts and the quality of OM management;
Scrutiny of contracts and contractors’ quotations;
Overall scrutiny of goods and services purchased by OM on our behalf.
2. The future of SMRA
The Acting Chairman confirmed that he will stand down with effect from 31 December, as will Len Bell, Chairman of the Gardening Group and co-opted committee member for management charges & accounting. The Treasurer, Alan Edge, will also stand down on the same date.
The Acting Chairman indicated that OM had advised that, whilst a chairman and secretary may not be needed constitutionally, it was OM’s view that a forum for feedback from residents (via Courtyard Representatives and the SMRA Committee) was nevertheless of great value. Both the Acting Chairman and the co-opted member indicated that they were happy to be co-opted by a new committee in order to continue their oversight of OM accounts and contracts.
The Acting Chairman then sought the views of those present on the future of SMRA.
3. Open Discussion
Residents expressed general appreciation for all the Committee’s work.
The importance of reflecting all residents’ concerns, with both OM and other bodies, was highlighted. It was felt that a residents’ association needed to address common interests through transparent processes for accountability and clear communication with all residents.
It was generally accepted that the lack of volunteers to stand for committee membership and the low overall attendance at AGMs and other meetings, indicated overall apathy and that a fresh start might lead to the harnessing of greater interest.
Ideas were shared about the best way forward. It was suggested that the SMRA website be developed to secure a wider spread of views, for example through the introduction of residents’ blogs. The importance of securing tenants’ views (albeit without voting rights) alongside those of property owners was discussed. It was also felt that the development of social functions might assist in creating a greater sense of community and a more positive commitment towards the work of the residents’ association, although it was not established as to who would organize these functions.
The need to compile a list of residents’ and property owners’ contact details was identified. There was a perception that e-mails are sometimes not read and that mail or personal contact are needed on occasion. Wilf Platt (Yonne Representative) explained how he had secured two-thirds of email addresses through a leaflet drop and door knocking, and the Acting Chairman suggested that the Sens and Brennus representatives could consider a similar exercise.
The role of courtyard representatives in co-ordinating residents’ concerns and common issues was discussed. Might such a framework replace the need for a residents’ association committee? Whilst there was agreement that the representatives do important work, the general view was that there was a constitutional need for SMRA to be led by a Committee.
In conclusion, the Acting Chairman asked the meeting if anyone was prepared to stand for the chairman vacancy. No one offered to stand.
There was a short break before the meeting resumed.
Gardening & Landscape
The Chairman of the Gardening Group presented a summary of current projects.
OM are currently requesting tenders for the new gardening contract. Ben Walker,the current contractor will be asked to submit a tender and a Warrington-based contractor will also be tendering.
The quotation for new work in Brennus Place and Sens Close has been received. The Gardening Group has asked for a revised quotation because the current one exceeds the group budget. The Chairman expressed the view that additional works such as these, which amounted to £30 annually for each property owner, was good value and his view was accepted. Such co-ordinated expenditure ensured that standards across all courtyards remained high.
The Chairman proposed that the Hornbeam trees at the front of St Martins should be fertilized again this winter. Last year the work cost £350 and proved highly effective with the trees in better health and shape as a result. His proposal was agreed and the Gardening Group will now take the matter forward.
Finally, the Chairman of the Gardening Group confirmed that he would retire from his position at the end of the year. He was thanked for his hard work and ceaseless energy during his period in office.
Maintenance, Works & Projects
The Acting Chairman and the Co-opted Member Len Bell, presented a summary of current developments.
The quotation for external re-painting has been accepted and work will start in the spring. Costs will be met from existing reserves and, because of the Committee’s scrutiny of accounts, on-going reserves will remain stabilised. The painting contractor is Mitie and the Committee have agreed that Gleeds, who are professional surveyors, complete a survey for the re-painting, to produce an accurate costs split for each Apartment/House Block. Any woodwork repairs will be completed before Mitie commences the work.
The Site Manager’s hours are under review. The Committee has liaised with OM in order to achieve a clearer definition of Geoff Shotton’s hours in terms of where and when they are worked. The intention is that he will work only the last hour of each day at 1761. In addition, the percentages of time shared between Apartments and Estate will be rounded and thus made more readily transparent. This will result in minor additions to house owners’ costs, amounting to approximately £2 a year
Co-opted member Len Bell advised that he had identified large variations in the costs split for each apartment. This will be discussed with OM at the next site meeting, when he will request that OM liaise directly with apartment owners, before implementing any changes to rectify the situation.
Management Charges, Accounting & Contracts
The Acting Chairman advised that OM have requested quotations for Buildings Insurance and we are due to have sight of those tenders. The Committee continues to scrutinise OM tenders to ensure their independence, as some contractors are connected companies or on fixed contracts, and the Acting Chairman has raised his concerns with OM.
SMRA Committee Membership
Michael Harris will resign as Acting Chairman with effect from 31st December 2014.
Alan Edge will resign as Treasurer with effect from 31st December 2014.
Len Bell will resign as Chairman of the Gardening Group and as a co-opted Committee member with effect from 31st December 2014.
No members have offered to stand for these posts or for committee membership.
From 1st January 2015 there will therefore be no SMRA Committee. The structure of SMRA will remain in place until the next AGM when residents will consider the Constitutional processes for the dissolution of the Association.
The Acting Chairman said that he would look to draft a letter to all property owners, informing them about tonight’s meeting and its impact on the future of SMRA. He will contact Chris Attwater, the OM Area Manager, to obtain his agreement for OM to distributing his letter by post.
Michael, Alan and Len were thanked for their loyal commitment, diligence and hard work as officers of the Committee.
Any Other Business
There being no other business, the open meeting closed at 9.20pm.