Minutes of the Committee Meeting of the 30.03.2011
Present:
Keith Brown, Colin Marley, Grant Butcher, Fred Duffin, Len Howard, David Inglesent, Sarah Fitzgerald-Zimmer, Trevor Gibson, Nick Marsh.
The Chairman opened the meeting at 7.30 pm.
1. Apologies: Adrian Chard
2. Previous Minutes: The minutes of the last meeting were read, amended and accepted as a true record of the meeting.
3. Matters arising:
A: Roads and Pavements: The committee was informed that the Association
is now in a position to charge for any opening of the road surfaces. Any House Owner
who needs a road opened must get in touch with their road representative, who will
then inform the Chairman and/or committee. This information will appear in the Newsletter
for the AGM.
The preparatory works in connection with the resurfacing are scheduled for the end of May 2011 and the resurfacing itself for the end of June 2011. The clearance of the gullies will then follow in September.
Matter ongoing and pending further action. Action KB/CM
B: Correspondence: KB had replied to a house owner as agreed but had received no reply from him. As the actual grievance is still unclear and he refuses to meet KB to discuss the matter in person, there will be no further action in this matter.
KB had also had e-mail correspondence with Nantes Solicitors regarding the file on Mr. Fox, the farmer. The file will remain open. CM reports of his meeting with Mr. Fox senior, who was going to call a family meeting to discuss the ongoing situation of his access over Association (and private House Owners) property. CM will revisit and follow up. Action CM
TG had produced a template for the new signage agreed in the previous meeting for the top end of the Estate. SFZ will research and order. Action SFZ
4. Treasurers Report: DI reported that since the last meeting the last 4 maintenance fee payments have remained outstanding and that there had been various small outgoings. It was debated whether the non-payers should be named and shamed. It was decided not to. KB will discuss with Nantes whether it is worth trying to obtain these outstanding fees through the Small Claims Court. It will also be discussed as to whether the Association or House Owners as individuals have any recourse against the original builders for the improper construction of the drainage system on the upper estate. Photos as evidence are in hand. NM will recover the costs from the House Owners affected by the recent blockage.
5. Roads and associated works: KB reported that DCC had not responded to any requests or correspondence and consequently he and CM had had site visits with the company H.C. Lewis of Beaminster. They have provided new quotes (see Appendage I). A discussion followed. It was decided to inform the Residents via the Newsletter. CM reported of a conversation with M. Leighton, who is one of the House Owners, who own the road up to a certain point. He maintains he does “not want his part of the road resurfaced, as would a number of other owners, and that the Association only has to resurface the road when in falls into such a state of disrepair that it becomes dangerous.” As this stretch of road is not in the immediate schedule of works it was decided to deal with this problem when it becomes current. TG asked that this matter be spoken about at the AGM.
KB proposed cancelling the work with DCC because of the difficulties communicating with them and accepting the quotes from H.C. Lewis. GB seconded and the committee accepted unanimously.
CM reminded that DCC had agreed to redo all the white lining on the Estate as recompense for the road opening they have already carried out, KB to chase up. Action KB
CM will get quote for additional kerb work outside Stonehaven on West Cliff Rd. It was agreed that this work would also be carried out if there are monies available for this and the quote is acceptable. Action CM
6. Correspondence/possible rule changes: A proposed change to the Rules regarding the responsibility of the Association for drains and sewers was read out (see Appendage II). A discussion followed. KB proposed adoption by the committee, DI seconded and it was accepted unanimously. This will be proposed at the AGM.
A House Owner suggested that the committee get involved in planning matters which affect the Estate as a whole, for example the removal of the roundabout in West Bay. An extended discussion followed. It was decided that the Committee should express an opinion, as a committee and not as a representation of the 130 Home Owners on the Estate, on matters which affect the Estate as a whole, its integrity and its infra-structure. It will not get involved in individual planning applications of Home Owners. A rule change is therefore not necessary.
Another House Owner suggested approaching DCC and requesting the adoption of the roads and pavements. A discussion followed. It was decided that the process of bringing the roads and pavements up to the required standard necessary for the adoption would be too costly.
A different House Owner stated that the use of words “proxy” and “postal votes” was incorrect last year, and that a 75% majority for acceptance is too high, and that abstentions should not be included when working out this percentage. It was decided to wait for a written request for consideration at the AGM. The date of the AGM was set for 28th April 2011.
7. Website: Nick Marsh presented a working version of the internet home page, which was received most positively. He requested and received suggestions for further content and links. The possibility of advertising and incurring income from that in form of donations was also discussed.
Matter in hand Action NM
8. AOB: Notice board: GB asked the committee to write to the Parish council requesting monies to replace the notice board. They are required to publish their minutes there; it is also assumed that they presently own the board, at least in part. Action SFZ
KB closed the meeting at 8.47pm.
