SMRA AGM 2018 Draft Minutes
Minutes of 2018 AGM, held on 25 June at Ye Olde Custom House
Present: Martin Perry (Chair), Steve McMahon (Sec.), Wilf Platt (Yonne), Howard Walshaw (Brennus), Martin Large (Sens), Viv Gregg, Anne Platt, Paulette Thomas, Peter Muir, Bill & Lynn Gates, Frank Pounder, David Parry, Len Bell, Alan Williams, Vic & Yvonne Jordan, Steph Clarke, Gary & Lesley Duckers, Sharon & Tony Baghurst, Terry Montague
plus, for Item 2 only, Gary Cox and Moira Fagan Dyson (FirstPort)
1. Apologies: Alan Edge (Treas.), Fay Bell, Mrs Brown.
2. FirstPort Business:
a) Accounts - Gary explained that he had taken over as temporary property manager in January following his predecessor’s sudden departure and he introduced Moira, who had been appointed as the permanent replacement. Gary apologised for FirstPort’s failure to provide accounts. There were two outstanding issues (electricity and roofing) to be resolved before they could be published in the next week or so but the ’headline’ message was that there would be a significant underspend and the vast majority of accounts would be in credit.
After subsequent questions it was acknowledged that the existing policy, as previously agreed between FirstPort and the Committee, for the costs of irregular occurring significant expenditure (e.g. redecoration) to be spread as evenly as possible over all financial years continued to be best practice.
b) Parking - Gary apologised on behalf of FirstPort for the lack of action following the discussions at the 2017 AGM. Since his arrival at St.Martin’s, Gary reported that 70% of his time had been taken up in complaints around car-parking. Understandably, his preferred solution would be to recommend the employment of a parking-enforcement company to independently ‘manage the problem’ by rigorously enforcing the leasehold and freehold agreements already signed by all owners. No elements of these agreements other than car-parking would be affected by such a scheme. Several of those present shared their experiences of the abuse of the agreed system, including several shocking and totally unacceptable incidents of obstruction and worse. The general advice from FirstPort was to notify them of all breaches of legal agreements and, whenever appropriate, immediately report any instances of anti-social or potentially criminal behaviour to the police. Members present shared personal experiences of parking-enforcement schemes and began to explore the complexities of the matter, for which “the devil was very much in the detail”.
It was acknowledged that there were a great number of potentially sensitive issues which would need to be resolved before any final decision to proceed with such a scheme could be made and there was an important role for the Committee to play in representing the interests of all owners both in the short and longer terms and particularly when there were (quite justifiably) strong views in some quarters. It was acknowledged that, legally, primary agreements were entered into by owners and the views of owners should therefore take precedence over the views of residents. Once a proposal was finalised for decision, FirstPort would contact all owners by email/ post/text/Your Property Online etc and then conduct an electronic poll, possibly via a platform such as ‘Survey Monkey’. Decisions would be made by simple majority of those voting. It was possible that some courtyards might not wish to be involved initially.
Issues which will require careful consideration include:
• Length of initial ‘trial’ after which situation would revert to current practice (90 days was regarded as the minimal period).
• Mechanism by which initial trial would be extended or repeated or both (process of review, consultation, proposal and decision).
• Details of system for allocating visitor-permits (e.g. 10 permits per household per quarter? Each permit allowing one identified vehicle to park for 24 hrs?).
• Details of system for clarifying the allocation of residents’ contractually allotted places (this would need to be transparent for all owners, with no ‘secret’ agreements).
• Clear plan of those areas and places to be managed by enforcement company, and those which are not (e.g. “the company only has powers to enforce parking in these areas and NOT in any others”).
• Details of quick, simple and effective method by which domestic contractors working in properties will receive temporary permission (e.g. utility-maintenance vehicles, decorators, plumbers etc).
• Details of signage including locations, design, colours and size.
• Details of penalty fee including amount, means and period of payment.
• Role of the Committee in collecting and representing residents’ views and generally ‘signing off’ presentation of proposals for voting by owners.
Those present were mindful of the potential for unintended negative consequences such as:
• Loss of established right to use visitors’ parking spaces whenever they are empty.
• Loss of visual amenity (intrusive, ‘threatening’ signs throughout designated areas).
• Loss of relaxed community atmosphere as a result of the anxiety around rationing visitors’ permits and the omnipresent threat of considerable fines for family and friends.
• Damage to property/rental prices if St.Martin’s developed a reputation for officious parking fines and general ‘hassle’.
Nevertheless, everyone present was only too aware of the existing problems and the stress they caused. In a straw poll of those present there was a clear majority for the urgent submission of a specific scheme. There was no ‘easy’ solution but care was clearly required and the Committee would do its best to ensure due process to ensure that all interests were equitably represented.
AGREED to await initial proposal from FirstPort in order to begin consultation process.
c) Other FirstPort Matters -
It was acknowledged that there were many covenants associated with all properties (e.g. no For Sale signs, no washing on display, no car-repairs, no commercial vans etc) that owners agree to on purchase but didn’t always ensure that their tenants understood.
AGREED to include reminders in Moira’s ‘introductory letter’ and display copies in communal stairwells etc. At this point Gary and Moira left the meeting, having been thanked for their attendance and contributions. There was a short break.
3. Minutes of 2017 AGM - Agreed.
4. Matters Arising - none in addition to agenda items.
5. Gardening Sub-Committee Report - Wilf Platt presented the Sub-Committee’s report, for which paper copies were available at the meeting. The report and all the work of the SubCommittee were received with approbation. It was agreed that the gardens and plants were looking very good. The only additional comments received were that some trees would soon require pruning (which would be the responsibility of FP & the main Committee) and it was not clear whether there was any ‘garden’ tap water available in Courtyard 3 (the far Yonne).
Generally, the programme of works originally planned to raise the standard of the gardens was ‘bearing fruit’ and Anne and Wilf announced their desire to stand down from the leadership of the Sub-Committee, although they would continue to be available to advise and support. They were thanked once again for all their achievements and Vic Jordan offered his help.
AGREED - FirstPort to be asked to clarify access to outside water tap in Courtyard 3.
6. Treasurer’s Report - 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 for his work.
7. Election of Officers - The Chair expressed his thanks and appreciation to all officers for their work in the year between his annual chairing of the AGM. The meeting expressed its agreement. 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 2018/9:
Chair Martin Perry; Secretary Steve McMahon; Treasurer Alan Edge; Yonne Rep Wilf Platt; Brennus Rep Howard Walshaw; Sens Rep Martin Large.
8. Members’ Business - It was noted with sadness that Michael Harris, our former Chair, had died in the Spring and many members had attended his cremation service. More recently, the mother of our caretaker Geoff Shotton had passed away. They and all other departed friends and family were remembered with affection.
The progress and prospects of local planning developments were reviewed, including the extended closure of the canal towpath under the Northgate City Wall.
The congestion, noise and pollution caused by cars dropping-off and picking-up for both Queen’s School and the Doctors’ Surgery and the use of our ‘private’ footpath were discussed.
AGREED - Secretary to write to CWaC asking for a progress update on the re-opening of the canal towpath and to write to Queen’s School and Surgery concerning dropping-off and picking up.