Minutes of the SMRA Committee Meeting held at 33 The Yonne
on 22nd May 2014 at 7.00 pm
In Attendance:
Michael Harris (MFH) - Acting Chairman
Alan Edge (AE)
Paulette Thomas (PT)
Martin Perry (MP)
Apologies
Howard Walshall
Len Bell
1. Gardening & Landscaping
MFH opened the meeting by reporting that the tree(s) replacement and landscaping in The Yonne and Sens Close had been completed. The committee members were unanimous in their agreement that the work had been carried to a high standard, and that the chosen trees and placement were a great improvement. PT advised that she had already received an e-mail of approval from one Sens Close resident owner.
2. 2012/13 Management Charges Accounts
MFH reported that we had still not received a reply from the OM Client Accountant to Len Bell's detailed e-mail, concerning items requiring clarification in the Draft 2012/13 Management Charges Accounts. MFH advised that he had received an e-mail from Chris Attwater the OM Area Manager, just prior to the meeting, advising him that we should be receiving a reply within a few days. (memo: reply received 23rd May 2014)
3. SMRA Finances
AE reported that the SMRA total funds stand at £485.50, of which £36.00 has been set aside for the cost of hiring the Bishop Lloyd's Palace for the AGM, leaving a balance of £449.50. As there was no immediate need for additional funds, AE advised that there was no real need for any subscriptions to be levied. MFH suggested that this could be covered at the AGM, to get the opinion of the meeting with a show of hands.
4. Works & Maintenance
MFH reported that he had received an up-date from Chris Attwater regarding the External Painting Programme just prior to the meeting. MFH advised that OM had gone out to five companies to tender, and to-date had received only two quotations. Chris Attwater had asked for the SMRA Committee's approval to go with the two tenders if no more were received by Tuesday 27th May 2014. This was put to the vote and it was unanimously agreed by the Committee, that in view of the time left to us, MFH should request Chris Attwater to proceed with just the two tenders, if no others are received by the above date. AE advised that the question of the woodwork/structural repair work that required to be carried out before the external painting took place, and also the siting of messing facilities and the portable toilets, had still to be resolved, and that he would be liaising with OM and Gleeds on these matters.
5. Car Parking - Introduction of a Pilot Ticket Control Scheme
MFH reported that at a previous Site Surgery some Sens Close residents had asked if was possible for a car parking control scheme to be introduced. MFH advised that the OM Site Manager is now arranging for an OM general letter to be mailed out to every Sens Close owner to obtain a majority agreement for a pilot scheme in Sens Close. It is envisaged that the ticket control pilot scheme will also include commercial vehicles parked anywhere on the St Martins Estate, including the two visitors car parks, in breech of the lease.
6. The up-coming AGM and the future of the SMRA
MFH advised the meeting that in his view, there were important items that had to be put to the meeting at the AGM, and some tough decisions to be made. MFH highlighted the fact that there would be Committee vacancies to fill, following his decision to stand down, and other Committee members perhaps to do likewise. MFH went on to point out, that if no other RA member(s) comes forward to serve on the Committee, then the survival of the SMRA must be in doubt. In the event of no RA member(s) coming forward, then a vote will have to be taken on the future of the SMRA - an item already on the AGM Agenda. It was the general consensus of the Committee that the future of SMRA can only be resolved at the AGM.
The meeting closed at 8.30 pm