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Reproduced below are the minutes of our meeting on 16/04/09.
Thanks for everyone who supported the event.
'MINUTES
of
Holwood Estate Residents Association Meeting
(HERA)
held on
Thursday, 16th April 2009
at
Keston Village Hall
______________________
ACTION
1. Steve Turner (Acting Chairman) opened the meeting by thanking everyone for
coming and introduced Colin Glover (Acting Deputy Chairman), Maureen Halstead
(Scribe) and himself for the benefit of the assembled company. Steve also thanked
Dave Skinner, Site Manager, for giving up his time to attend the meeting.
Apologies for absence were received from:- Pete and Jan Rea, Karl and Clare Hanson,
Mr and Mrs Briggs, Eileen Fisher, Mr and Mrs Chattergee, Susie Walkden, Cherry and
Tom Klanarides, John Oscroft, Shef and Roxanne Shefik, Mark Rudkin and Mick and
Helena Leeson, and Michael Velasco.
Steve explained how HERA came to be formed as an informal association, due to lack
of numbers, at the outset.
Steve gave a brief summary of the changes in fortune of Taylor Woodrow and the
impending handover of the site responsibilities to Trinity. He believed that the time
was now right to formalise HERA, since the majority of the development was now
sold with approximately 3 properties still to complete.
Steve then went on to say that the main purpose of this meeting was to agree the
adoption of, and any amendments to, the Constitution of HERA.
It was agreed that the Constitution of HERA, as previously set out, be adopted with
the agreed amendments, as detailed, in the revised Constitution attached.
2. Matters arising from discussions with regard to the agreed Constitution
(a) With reference to 1 C) in the Agenda, Steve explained that he, Colin Glover, and James Murphy
have met with the Finance Manager of Trinity Estates and have gone through
thoroughly the statements of accounts to 30/11/2008. pointing out any and all errors.
Steve and James found Trinity very helpful. Steve informed the meeting that the amended Steve Turner
accounts will be out shortly and that Courtyard residents would be receiving a rebate James Murphy
whilst there is a balance due from Crescent BlockA. Excessive costs for electricity are
being investigated to achieve savings. Trinity
(b) Notification of committee meetings (minimum 4 times per annum) will be
communicated to all members of the HERA via the most appropriate method
(e-mail, poster or letter). Julie Santoro expressed her concern with regard to
both financial and security matters relating to the site being posted on the website, Steve Turner
this is to be examined. External lighting around apartment blocks is being rectified,
albeit very slowly.
(c) A bank account in the name of HERA is to be opened at Nat West, Locksbottom.
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ACTION
3. Election of Committee Members
The following residents were duly elected by the meeting to serve as Committee
Members.
Steve Turner (Kaz) - Chairman (Apt 29)
Colin Glover - Deputy Chairman (Apt 11)
James Murphy - Treasurer (Apt 9)
David Bartlett - Auditor (Apt 81)
Liz Healey - Committee Member (Apt 76)
Eric Davies - “ “ (Apt 54)
Ross Ellice - “ “ (Apt 55)
Marcel Santoro - “ “ (Apt 67)
Paul Halstead - “ “ (Apt 69)
4. Ratification of previous decisions
(a) The undercroft and above ground traffic direction should be one way, as agreed All Residents
at the December meeting and originally intended by Taylor Woodrow.
(b) Any external obstructions to be removed, since they contravene the terms of the
leases and can form an obstruction to the maintenance of the grounds, in close All Residents
proximity to the apartment blocks. Steve suggested to the meeting that a contractor
should now become involved in the removal of any such obstacles and where this
becomes necessary, the owner of the offending apartment could be presented with
any related bills.
It was recommended that the foregoing i.e. (a) and (b) along with other rules and
regulations related to living at Holwood should be incorporated in any tenancy
agreements. Although it was felt that this would be a little difficult to enforce, it HERA
was agreed that some system requires to be looked into. Committee
(c) It was felt that any signs around the site should be kept to a minimum and any
signs which are deemed necessary to be of a high standard in keeping with Holwood.
5. Security
(a) It was agreed that if any resident came across any person/persons acting All Residents
suspiciously, they should be approached and enquiries made as to their purpose
on the site. Also, any person not acting responsibly, relative to any animal and
the failure to remove any faeces should be politely asked so to do.
(b) It was reported that the Security Guards have now left the site and the Marketing HERA
Suite will be closing in the next few weeks. It was agreed that some investigation Committee
should be carried out relating to security on the site, including any key pad changes,
and any ensuing costs to the residents . Information and costs to be discussed at a
later date. Such security to include the possibility of a change of the style of gate,
as agreed in principle with Bromley Council.
(c) Contract for the maintenance of the lifts has been changed.
(d) It was reported that there no locks to the windows in the communal halls – to be Dave Skinner
looked into and rectified by Taylor Wimpey as soon as possible.
(e) Emergency lighting system supply to be checked and Trinity feel that a log of any
any failures should be kept on site. Trinity
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ACTION
(f) It was suggested that metal posts be positioned to protect the external lighting from
damage.
(f) External lighting around apartment blocks is being rectified, albeit very slowly.
Block A being 90% complete.
6. Appointment of HERA Auditor
David Bartlett, apartment 81, agreed to his appointment as the internal auditor for
HERA.
7. AOB
(a) In response to a query relating to an annual levy, it was explained that a small levy of
£25.00 per apartment was necessary in order to fund a bank account and to cater for
incidental expenses, such as a subscription to the Federation of Private Residents
Association who give legal information and advice if necessary.
(b) Steve explained that any expenditure in excess of £200 per household per annum legally
(c) requires 100% consultation with owners by the Estate Manager.
(d) Any potential conflict of interest which a member of HERA has e.g. relationship with a
(e) contractor should be recorded in the “Record of members interest” register. Committee
(f) Ed Clarke raised the question of the excessive staining to the exterior of the apartments.
It was stated that Taylor Wimpey have agreed that they would be rectifying this Taylor
problem and Trinity are insisting it is one of the outstanding which should be Wimpey
completed prior to the handover from Taylor Wimpey to Trinity. It was agreed that
Eric Davies would monitor the situation and produce a report. Eric Davies
(g) It was agreed that all lists of all outstanding “snagging items” be prepared by each
resident and sent to Taylor Wimpey with a copy to Steve Turner. All Residents
(h) Monies owed to The Community as at 31/10/07 (£42,000 to date) have been received from
(i) Taylor Wimpey to Trinity.However, there is apparently another £15,000 still outstanding
(j) That has since accrued.Trinity are pursuing this amount. Trinity
The meeting was closed and a vote of thanks given to Steve Turner for arranging the
Meeting and being its’ Chairman.
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