Minutes of Committee Meeting held on Tuesday 29th August 2017
Note: The date of the meeting was changed from Weds 30.08.17 to Tues 29.08.2017
The meeting was held at 14 William Price Gardens at 8.00pm. Those present were: Paul Johnson, Roxanne Johnson, Deana Tarrant, Kevin Morgan, Dan Bray, Mike Rayner
Apologies from: Wendy Brown
1. Minutes of last meeting held on 26.07.2017
Minutes of last meeting proposed acceptance by Kevin Morgan and seconded by Roxanne Johnson. Minutes adopted.
2. Matters arising
With reference to the wooden gate currently lying in the shrubs, needs to be put back & padlocked or a new gate. Quote not received yet.
Ongoing Action: Still awaiting Hannah to provide a quote for us to decide if this is worth proceeding with, Paul will email Hannah again, it was suggested this gate could be used if other gate needs repair, if it was stored up on bricks.
Gate has been propped up and placed on bricks temporarily – action closed.
Paul has liaised with Ray and added the audited Accounts into the Newsletter, and printed the Newsletter ready for distribution. – action closed.
After Paul wrote to The Secretary of Holdings Management Solitaire. Not heard anymore with reference to the results regarding the customer satisfaction survey which was sent out to get a broad overview of service management with FirstPort.
Paul did respond to them explaining the issue is the level of fees being charged rather than the level of service.
Ongoing Action: Paul still awaits a response. Paul to write to Holdings & Management Solitaire to request results of the Survey and advise the conclusions from the results, and reiterated the fees are excessive, they should be reduced to what was agreed plus inflation and invite Tenders from Surveyors.
Paul received a letter from Jennifer Gibson from Estates & Management, requesting a telephone conversation with Paul to review this in more detail, Paul asked what detail she would require in order to locate paperwork in advance and asked can she negotiate on behalf of Holdings & Management Solitaire to reach an agreement ref fees.
Action: Paul will initiate Legal paperwork and start proceedings to sue them.
Dan advised that Robert Peach at 19WPG, is a retired Lawyer contentious trusts, he is also a member of the Residents Association.
Action: Paul to contact Robert Peach to discuss to see if he could help.
Ongoing Action: Paul to add Facebook Group Account address to the PLRA website, those who live on the Prices Lodge Estate are welcome to join. Also add the corrected AGM date.
Dan to update the Facebook Account to ask the question of what address do they live at so we can vet residents as they join. – action closed.
Ongoing Action: Paul to print out the Updated RA Membership List to take to the AGM for Residents to sign in against.
Paul has printed off the Newsletter, and Dan has printed the Facebook Group Account to add to the Newsletter, these have been distributed through letterboxes. – action closed
Ongoing Action: Paul has new neighbours, could collect membership fee from them.
Kevin advised the first house in Harrison Road has advised there is a problem with overgrown tree from his property. Kevin has highlighted this with Hannah on the site visit. Hannah to get Tree surgeon to investigate.
Action: Kevin to monitor and report back on next site visit.
Roxane advised the Scots pine tree, on the left near Harrison Road at ground level a 2ft to 3ft section is diseased, bark has come off. Kevin did report this to Hannah, will leave it for now, there was concern over whether the correct tree was looked at. (The tree is on left hand side of path on the way down to Harrison Rd).
Action: Kevin to monitor with Hannah on next site visit and report back.
3. Treasurer’s Report
We have no current Treasurer. No Treasurer Report for this meeting. Thank you to Ray for providing 3 signed off Accounts for the AGM, for FY ending 31.08.2017.
4. Proposals submitted for AGM
Paul has received a proposal from Richard Kendal at 29WPG & seconded by A. Harris 27WPG for the AGM to propose that grass mowing in the North section of the grounds be suspended and area allowed to overgrow. In good weather groups of teenagers congregate in this area, sometimes noisy and leaving litter, often drink or drugs involved, this can make it intimidating to residents. By letting the area grow ‘wild’ it will become less attractive to these people. This proposal may also encourage the growth of wild weed and flowers, promote much needed pollinating insects.
Paul has put the proposal detail on the PLRA website. All points regarding pros and cons for this proposal should be discussed at the AGM.
5. A.O.B.
Kevin accompanied Hannah for the Site Visit on 21.08.2017, his report is attached.
The next site visit is 20th November 2017, Kevin will escort Hannah.
A Thank you letter has been received from Ray Marsh addressed to the Residents Association Committee Members, Michael Zeffertt and John Saunders thanking them for their time and effort to the duties they have taken on and Ray enjoyed being part of the Team. This letter was very much appreciated and we wish Ray all the best.
Deana raised an enquiry with Hampshire Country Council regarding weeds growing in the curb gutters especially at the top end of WPG, some weeds were a foot tall, this could prevent the flow of rainwater to the drains upon heavy downpour. HCC inspected the area, advised it did not present a hazard to highway users, it does not require action at this time, the issue will be monitored and any future maintenance requirements will be identified as part of this process. Deana decided to remove the weeds and has swept grass cuttings from the curb gutters, which now looks tidier. A Committee member advised that he had seen workman on the Estate spraying weed killer along the roadside about 3 weeks ago.
The garden area at the pinchpoint of WPG entrance has been weeded and tidied up, some of the shrubs could do with a trim.
Action: Deana will trim some of the shrubs in this area to ensure they are not too high and do not obscure drivers.
6. Date of Next Meeting
Wednesday 4th October 2017 at 33 William Price Gardens at 8.00pm
Meeting closed at 08.55pm
Thank you to Deana for her hospitality for this meeting.
