Minutes of SMRA Committee Meeting
held at 33 The Yonne on 6th March 2014 at 7.00 pm
In Attendance
Michael Harris (Acting Chairman)
Alan Edge
Paulette Thomas
Howard Walshaw
Len Bell
Martin Perry
Michael Harris (MFH) opened the meeting by welcoming new member
Martin Perry (MP) to the committee representing The Yonne.
MFH also advised that MP had kindly agreed to take over and up-date the SMRA website.
1. Gardening and Landscaping
Len Bell (LB) gave a detailed report on the tree replacement and subsidiary work programme that is required to be carried out to replace the unsuitable silver birch trees that have been removed. LB advised that he proposed that the replacement trees be the 'Red Robin' variety and that they be half-standard size to produce no light restriction.
The Committee unanimously accepted the recommendations and requested that LB should now contact the OM Site Manager to have her raise the Works Order for this work to be carried out. MFH thanked LB for all the detailed work that he had carried out on this programme.
LB also also advised that the gardening and landscaping work being carried out by Ben Webster, our new gardening contractor, and his staff, would so far appear to be of a good standard. Ben Webster who is a fully qualified has advised LB that he wants St Martins to be the 'signature' site of his newly formed contract gardening business. In this connection LB also advised that he had requested that the Site Supervisor monitor the contractor to ensure that the contacted hours are completed, and that identified areas of concern are addressed.
2. Works and Maintenance
Alan Edge (AE) reported on the conference call that he and MFH had with Chris Attwater of OM and Wayne Goodman (the Gleeds project manager for the external painting programme).
AE advised that he was pleased with the outcome of the discussions covering those items that needed highlighting - the problem areas that were not properly addressed when the external painting was carried out last time. Wayne Goodman has produced a comprehensive schedule covering all aspects of the programme, copies of which we have. MFH agreed to check with Chris Attwater on the latest situation with this programme.
It was identified that there was some woodwork that needs replacing, particularly at the entrances to some of the apartment blocks, before the painting takes place. Paulette Thomas (PT) confirmed that this was the case with the entrance to her block in Sens Close. MFH also agreed to follow this up with OM at the next site meeting, because MFH understood that a survey covering this item and the necessary repair work was carried out last year.
3. Sens Close Ticketed Parking Control Pilot and Commercial Vehicle Parking
MFH advised that following complaints from several Sens Close residents regarding incidents of parking which were/are either anti-social or in breach of the lease, OM have obtained quotes from Private Parking Ticket companies to introduce a pilot scheme in Sens Close.
OM are to send out letters to all Sens Close owners to obtain a majority agreement to proceed with the pilot scheme. In this connection MFH checked with PT and she advised that she had not yet received this letter.
MFH further advised that in conjunction with the introduction of the Sens Close pilot, commercial vehicle parking in the Visitors Car Parks and Estate areas will also be subject to parking control ticketing.
4. Management Charges Accounts 2012/13
MFH advised that he understood that the draft accounts had been completed, and that after they have checked by Jo Medley our Site Manager, the accounts will be available for us to review. Having sight of the accounts will provide us with an actual figure for the carry-over reserves available for the external painting, and allow us to better calculate the total one-off additional funding charge to be levied in August.
5. A O B
MFH highlighted the problem that the SMRA has in getting important information out to all of the individual St Martins owners. Leaflet drops are only partially successful because of the number properties that are tenanted. OM have the most up-to-date list, but at the moment say they are prevented from giving us this information due to Data Protection.
MFH will contact Chris Attwater directly again on this subject, to see if there is some way that we can obtain/use this information. After all it is in both parties interest for the SMRA to be able to communicate with the owners directly.
It was agreed that the next Committee Meeting be brought forward to Thursday 22nd May to allow sufficient time for the AGM agenda to be discussed, agreed and published, at least 28 days before the AGM on Thursday 26th June 2014
As there was no further business, the meeting was closed.