Minutes of the Committee Meeting of the 17.11.2010

 

Present:

Keith Brown, Grant Butcher, Fred Duffin, Adrian Chard, Len Howard, David Inglesent, Sarah Fitzgerald-Zimmer, Trevor Gibson.

 

The Chairman opened the meeting at 7.25pm.

 

1. Apologies: Colin Marley.

 

2. Previous Minutes: The minutes of the last meeting were read and accepted as a true record of the meeting.
 

3. Matters arising:
 

A: Roads and Pavements: KB and CM are dealing with this matter, and after numerous unsuccessful telephone communications with DCC in regard to the road opening licenses, CM has decided to visit the contact in person.

 

     Matter ongoing and pending further action.            Action KB/CM

 

 

B: Website: Nick Marsh has drawn up the website and will add details when specified. If not finished by Christmas, the site will go online with a reference to the site being under construction, and otherwise containing only the Minutes of the previous committee meeting.

 

C: Preparatory Works. Quotes have been received for some of the preparatory works necessary ahead of the planned road resurfacing works in the coming year. For the heavy duty kerbing outside 2 West Walks Rd. the quote was £360 inc. Vat, and for the work on the gullies at the bottom of 4th Cliff Walk, and in Hill Close, the amount was £420.

KB proposed that these works be carried out immediately, DI seconded, and the proposal was agreed to unanimously.

 

In another matter, WDDC who were working on West Cliff Rd., have agreed in writing to repair potholes instead of paying a road opening charge to the Association. KB is following this matter up.

 

4. Treasurers Report:

 

The period ending November 2010       £

 

  Receipts      8.873

  Payments      9.543

  Deficit         670

 

Balance at Bank 1st April      11.993

Balance at Bank 22nd September     11.323

 

DI reported of his attempts to collect the few outstanding maintenance fees, and the further course of action was discussed. A debate ensued.

DI expects a balance of around £11.000 at the end of the year. The question was asked as to whether the necessary funds will be available at the end of June/beginning of July 2011 to allow the proposed road works to be completed in one visit. Based on the experience of this financial year, this is to be expected.

 

It was reported that Mr. Fox, the farmer, has been approached and asked to contribute to the upkeep of the roads. He was going to discuss this with his family. Mike May had asked KB about the letter sent to Mr. Fox from Nantes concerning the legal situation regarding his access over Association land. KB had e-mailed Nantes and had as of now, received no reply.

 

5. Roads and associated works: The committee decides unanimously that the intention of the association must be to have the road resurfacing works completed in one single action if possible. This will allow a cost saving of around £2.500. KB reports that a 2nd site visit from the contractor is necessary and there is a possibility of a better quality surface. Details will be discussed with the contractor in situ.

 

     6. Correspondence

   2 letters have been received about the roads. Peter Hopwood, White Wings, West Walk wrote about the necessity to completely resurface and not just patch, and grit etc. KB answered his letter and received a positive reply from Mr. Hopwood.

 

    A House Owner West Walk wrote about rainwater running down West Walk and the camber of the road, and related problems. A discussion followed about the situation both before and after the House Owners recent works on his drive. It was stated that a spring arises in this area, and always has done, possibly contributing to the problem. CM has been in conversation the House Owner as Road Rep. It was decided that KB write a letter to House Owner, explaining that the problem will be looked at in connection with the resurfacing works and if feasible the camber of the road may be altered.

 

Matter in hand                                                           Action CM/KB

 

7. AOB: TG showed a recent excerpt from the Times about the legal obligation of a Resident to contribute of the maintenance of private roads. The obligation is limited to maintaining and repairing and does not apply to upgrading.

 

  Charitable Status was discussed; it appears provisionally that the Association will not qualify, as the benefit does not appear to be “public”. However, this is to be investigated further, as the bridle pass is also maintained by the Association, and this benefits the public.

 

   DI also reported that Wessex Water have delayed the takeover of the sewers from April to October 2011.

 

   GB distributed a letter from the Digital Broadcasting Action Group received by the Parish Council regarding Freeview reception.

 

   About 10 Residents have expressed an interest in the dedicated Broadband connection. Unfortunately this is an insufficient number to pursue this further.

 

     GB announced his retirement from the committee at the next AGM.

 

      The date for the next committee meeting was agreed as Weds. 2nd Feb. 2011

 

     KB closed the meeting at 8.28pm.

 

   Footnote: Following more recent discussions with the road contractors involving a thinner layer of road surface, there is no longer a requirement to install kerbing outside 2, West Walk, reducing costs by c. £360.