Minutes of Committee Meeting 20th December 2017
The meeting was held at 30 William Price Gardens at 8.00pm. Those present were: Paul Johnson, Roxanne Johnson, Deana Tarrant, Kevin Morgan, Dan Bray, Richard Kendal.
Apologies from: Mike Rayner, Wendy Brown and Robert Peach.
1. Minutes of last meeting held on 15.11.2017
Minutes of last meeting proposed acceptance by Kevin Morgan and seconded by Richard Kendal. Minutes adopted.
2. Matters arising
Ongoing Action: Paul wrote to Holdings & Management Solitaire to request results of the Survey, and ref excessive fees. Jennifer Gibson has confirmed they will do a re-tender, but not heard anymore with reference to the survey results. Paul met with 2 companies that are bidding for this Tender to escort them around the Estate, quotations have been received, see ‘Site Management Contract’.
Action still on Hold: Paul will initiate Legal paperwork and start proceedings to sue Holdings & Management (Solitaire) Ltd, this action has been put on hold, pending progress with Jennifer Gibson.
Kevin has spoken with Hannah on the site visit ref overgrown tree from Harrison Rd property, see site visit report. Action closed.
The Scots pine tree, on the left of the path way down to Harrison Road which is rotten and needs to be cut down, Hannah will contact the Tree Surgeon on an urgent basis.
Kevin met with Hannah for the site visit on 20.11.2017, see attached site visit report. [This will be in a separate post]
Wendy advised all of the Scotts Pine trees have a Tree Preservation Order on them. Further samples, and photos are required to identify the exact disease. There is no obligation to destroy the tree unless you are sited close to a garden nursery.
Wendy liaised with Roxanne reference taking further photos of the scots pine tree and collecting samples and measurements of the tree. Action closed.
Still an Ongoing Action: 25 Harrison Road, reported that tree roots are growing through lifting the tarmac, Hannah is aware. Kevin spoke with Hannah on site visit, see site visit report.
Kevin discussed with Hannah on the site visit the need to protect the landscape garden area from being vulnerable perhaps to Travellers accessing this land, it was suggested that reinforced concrete bollards be put in place in Poyner Close, or explore ways to create obstacles to stop potential access. See site visit report.
Approach FBC or HCC with reference to having double yellow lines at strategic places on the corners/bend at the bottom of William Price Gardens, visibility for pedestrians crossing the road is required, this is a safety aspect for pedestrians. It was thought that when FBC close car parks in Fareham in the near future, parking will be a bigger problem in residential areas.
Still an Ongoing Action: Paul to write to Hampshire County Council with reference to this issue.
Paul put a message out on PLRA website with reference to Firstport submitting the bills late this year. – action closed.
3. Treasurer’s Report
Balance in the Bank Account = £2015.52
£8.99 Petty Cash
4. Site Visit Report
Kevin met with Hannah on 20.11.2017 for the site visit. See Site Visit report attached.
Hannah will issue the site visit dates for 2018.
5. Site Management Contract
Paul advised that only 2 companies had submitted their quotations, and Paul had escorted these 2 companies around the Estate. The quotes had been circulated to the Committee members for comments. Jennifer Gibson had not invited other agents to bid, as these 2 agents specialise in smaller developments, so would be best placed to quote for this scheme, she asked if we had other local agents we would like to put forward to bid. Paul again provided a list of local agents that had been originally sent to Jennifer to invite to tender at the beginning of this bid process. Hopefully she will invite these companies to bid.
6. Progress on collection of membership fees
Dan had completed collections in Poyner Close.
Paul to complete collections in WPG
Action: Roxanne will calculate the total number of members and number of houses.
7. A.O.B.
Roxane asked can membership collectors please return the clip boards to Roxane.
8. Date of Next Meeting
Wednesday 31st January 2018, 8pm at 33 William Price Gardens.
Thank you to Kevin for his hospitality for this meeting. Meeting closed at 08.40pm
