Minutes of the Committee Meeting of the 09.02.2011
Present:
Keith Brown, Fred Duffin, Adrian Chard, Len Howard, David Inglesent, Sarah Fitzgerald-Zimmer, Trevor Gibson, Nick Marsh.
The Chairman opened the meeting at 7.30 pm.
1. Apologies: Grant Butcher, Colin Marley.
2. Previous Minutes: The minutes of the last meeting were read and accepted as a
true record of the meeting. A footnote was added regarding the kerbing outside 2
West Walks.
3. Matters arising:
A: Roads and Pavements: KB reported back to the committee on his findings with regard to road opening licenses. The main utility services pay the district council (DCC) annually for the right to open all roads. The DCC then monitor the opening and the reinstatement. This basically means the Association has no right to demand any monies from the utility companies. This is, however, not the case if it is a private firm or individual or the local council who wish to open a road. Here the Association could demand a fee, and insist on reinstatement to be carried out to its own satisfaction.
Matter ongoing and pending further action. Action KB/CM
B: Preparatory Works. Following the second site meeting it has been established that there is no need for the heavy duty kerbing outside 2 West Walks Rd. meaning a saving of c. £360. However, Meadway will have to be re-laid, rather than resurfaced, as the condition of the road does not allow the cheaper process. The new quotes based on the second site meeting, have not yet been received, and an additional committee meeting will be called to discuss these as soon as they are available.
A House owner was, by chance, also on site at the same time as the contractor. The contractor explained the rainwater run-off could be the result of the work to his own drive and a neighbour's drive, which may have affected a spring and that the run-off is not to be considered a problem.
4. Treasurers Report:
For the period ending January 2011 £
Receipts 9.291
Payments 10.007
Deficit 716
Balance at Bank 1st April 11.993
Balance at Bank 31st January 11.277
DI reported that only 4 maintenance fee payments remain outstanding. The outgoings were for the Public Liability Insurance, acquisition of salt for the road, and the hiring of the Salt House.
DI expects a balance of around £11.000 at the end of the financial year.
A debate followed as to the availability of funds for the road surfacing works. This is to be continued when the quotes for the works are available in the near future.
5. Roads and associated works: TG suggested that the cleaning of the road gullies should be put on hold until after the road surfacing works have been completed to avoid having to repeat the cleaning. This was agreed and the Residents are to be informed in the coming newsletter.
6. Correspondence: Nigel Stevenson of 4 West Walks has been in written contact with the Association. The letters contain serious and unfounded allegations in an unreasonable manner. The chairman replied in the written form and also suggested a personal meeting to discuss his grievances. Mr. Stevenson refuted this offer. A debate and ensued and it was decided that KB and DI will reply, again in the written form, to try and seek clarification of the matter and advise Mr. Stevenson to adopt a more reasoned manner when communicating with the Association.
A letter had also been received from another House Owner and a reply prepared by the Treasurer. It was agreed that when the quotes are received for the resurfacing of Hill Close, it will reviewed to see if any additional costs were incurred as a result of the damage caused by the skip outside “Silverhow”.
The state and replacement of the notice board at the top of Meadway was discussed and deferred to the following meeting.
Nantes had replied with regard to the situation with the farmer, Mr Fox and his use of the Estate roads. They reported that Mr Fox had not replied to their letters of 12.2010 and 01.2011 and asked if their file should be kept open. This was agreed. It was also agreed that KB and CM will visit Mr Fox to speak to him personally before any further action is taken.
Matter pending further action Action CM/DI/KB
7. Website: Nick Marsh presented his concept which includes a simple format of c. 12 pages, and a main page with navigation to further sub-pages. He asked for specific content to be decided upon. It was decided that work in process on the estate should be documented, that contact details of committee members should be published, minutes of committee meetings and newsletters should also be available. Advertising was also discussed. Nick has agreed to add the Website to his domain temporarily, so that it can be accessed as soon as possible, until the correct domain host can be identified.
Matter in hand Action NM
8. AOB: TG proposed that there should a sign at the top of the Estate informing walkers and visitors that they are entering a private estate, as is the case at the lower end of the Estate. KB seconded and the matter was accepted unanimously.
Matter pending further action Action TG/KB
TG also brought up the matter of the Wessex Water takeover of the sewers in October 2011. Will then the wording of the Rule Book have to be changed and “sewers” removed? Yes, will be dealt with when takeover has actually taken place.
One resident had requested copies of the quotes for the road resurfacing works. KB had denied this request, as he felt it inappropriate for one resident to be informed before all others. Everyone will be informed in the next newsletter, which is already in preparation and will appear shortly, as soon as the committee has discussed the quotes.
DI requests that the minutes and distributed to the committee members (where possible by e-mail) and consequently published in a shorter time frame. AC seconded and approved unanimously.
KB reminded committee members that a replacement for GB on the Parish Council, to represent West Cliff, is still needed.
The date for the next committee meeting was agreed to be as soon as the quotes for the resurfacing work have arrived.
KB closed the meeting at 8.57pm.
