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Committee Meeting Minutes
15 February 2001
Attendees: Tony Newton, Stephen Messenger, Sophia Sinnos, Jan
Kaya, Simon Beirne
Apologies: Heather Flaherty
Minutes of last meeting: Agreed
Actions from last meeting(s):
AP5 |
Tony and Stephen to write to MP,
Fairclough, and local Councillors re play area. |
See action 5.8 Jan. |
| AP5.1 |
Simon actioned to write to NHBC regarding as built drainage
plans |
Not done. Ongoing for next meeting |
| AP5.2 |
Drain cleaning. Tony to chase with Faircloughs. |
Done. Update: Drains cleaned and jetted during March. |
| AP5.3 |
Tony to get details of pump warranties |
Done |
| AP5.4 |
Steve to arrange for installation of standpipe. |
Not yet done. |
| AP5.5 |
Jan to write to Mike May, threatening legal action if all
issues not resolved in sensible timescale |
Decided not to write specific letter, but clauses included in
separate letter Tony wrote to Richard Prynne. Received letter back promising action on all
issues by the end of March |
| AP5.6 |
Tony to complain to CPM about lighting problems. |
Done (but see below for more details of further problems) |
| AP5.7 |
Tony to talk to Clifton Hill School |
Not confirmed. They have expressed an interest, but need to
confirm their intentions. |
| AP5.8 |
Jan to contact local Conservative Councillor, and try to
arrange a meeting. |
Done, and we now have their tacit support |
| AP5.9 |
Steve to contact his planning consultant |
Not done. Steve no longer works with said planning
consultant. Ongoing with different source. |
| AP5.10 |
Steve to erect speed signs |
Steve advised by insurance company that we cannot do this,
unless Fairclough agree, and authorise it. Tony has since spoken to Mike May, who said
he'd happily do this. |
| AP 5.11 |
Jan to write flier re speeding |
On hold until we can resolve the speed limit sign issue |
| AP5.12 |
Heather to forward contacts details to all residents |
Not done. Heather not at meeting. Ongoing |
| Outstanding Mike May actions |
| 1. |
As built drainage plans |
Status: Still in hand. |
| 3. |
Drain cleaning |
Action still not complete. |
| 5. |
Landscaping |
Status: As at 15 Feb. nothing further had happened. Tony has
been assured by Mike May that this will all be completed before the end of March. |
| 7. |
Standpipe |
AP5.4 - Steve to arrange for installation of standpipe. |
Management Company Steve advised that he was unhappy with the fact that our Insurance
Policy specifically states we will not do anything to any of the main tress on the
development, when we already have done so. The tree to the front of no. 49, and the tree
to the right of no. 9 have had potentially material changes made to them which could
invalidate any insurnace, especially liability insurance. We will need to seek guidance on
this when we take over the control from Fairclough.
We discussed general issues surrounding take-over and agreed we could
not prevent this happening for much longer, especially as Fairclough are now resolving
most of the issues we had previously raised with them. We agreed that once all the issues
raised are resolved we would have to take on the Management Company.
We discussed the matter of legal action and Steve was clear that he
felt we had to be sure we could back it up if we did decide to threaten. Jan agreed, and
we discussed costs - which could be in the order of £2000 if we had to go to Court. Steve
felt this was high, but again pointed out we need to uphold any threat.
CPM
Tony detailed all he had done to get the lighting problems resolved.
As of the meeting nothing had been successful. (Following the meeting Tony wrote to
Fairclough and CPM threatening legal action if the problem was not resolved - see the web
site for details).
Aside form this issue, we again discussed some of the defficiencies
of CPM, and again agreed that we should take on the running of all the contracts
when we take over the management company. There was some discussion about this, however,
as we are now starting to realise how much work it might entail, and there were also
concerns expressed about getting payment out of everybody. For further discussion at next
meeting.
Play Area
Discussion around what to do regarding the Play Area centered on
petitioning Councillors and MP's. Jan and Steve both agreed to write to the
afformentioned. (AP6.1) Tony advised he had now spoken to pretty much everybody in
authority in the Council, and also several Concillors. It seems we will have to have the
equipemnt in before we will get anyone to actually commit to supporting us.
Website and discussion forum
As nobody is using the discussion forum (apart from Jan and Tony)
Tony suggested that he may as well turn it off. All agreed we should keep it, but that
Tony should put a note on the website to check peoples' thoughts. (AP6.2, Tony)
Tony pointed out that he had set up a web page that detailed some of
the tress and plants that are to be planted in the common land area.
Address for Website: http://www.tony.newton.btinternet.co.uk/brockwood/
Email address: brockwoodresidents@btinternet.com
Please contact Tony with any suggestions.
Reminder of committee/household "ownership"
Name |
Tony (6) |
Stephen (5) |
Sophia (11) |
Simon (14) |
Jan (19) |
Heather (20) |
Households |
2,6,7,8 |
1,3,4,5 |
9,10,11 |
12,14,15,16 |
17,18,19 |
20,21,22,47,49 |
Other issues.
None.
Date of next meeting:
Thursday 19 April 2001, 8.00pm 11 Foxon Close.
Tony Newton
Chairman, Brockwood Residents Association
12 March 2001
Disclaimer:
Committee efforts: It should be noted that these minutes reflect the best efforts and
current opinions of the Committee. While they sometimes include statements of what we are
trying to do on behalf of the Close, these statements must be taken in the context of
being our best intent, and not a legally binding commitment to resolve any issues on
residents' behalf. If you have a burning issue you feel needs to be resolved, the
committee will seek to assist in any way we can, but residents must seek their own legal
advice and opinion on any issue before conveying anything the committee has reported in
these minutes to any third party.
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Committee Meeting Minutes
18 January 2001
Attendees: Tony Newton, Stephen Messenger, Sophia Sinnos, Jan
Kaya, Heather Flaherty, Simon Beirne
Minutes of last meeting: Agreed
Actions from last meeting:
AP5 |
Tony and Stephen to write
to MP, Fairclough, and local Councillors re play area. |
Events have somewhat
superceded this action, and a decision on whether to write to the Councillors will be made
at the next meeting, following further feedback from Tandridge as to whether we are even
going to be allowed to appeal. |
| AP4.1 |
Residents to advise Tony if e-mail and web is
not acceptable for minute distribution |
Discharged. Nobody objected. |
| AP4.2 |
Residents to contact their co-ordinator
regarding Christmas event |
Done. Event held in John and Alison's on
December 18th. |
| Outstanding Mike May actions |
| 1. |
As built drainage plans |
Mike has sent plans, but these are not the as
built drawings. Steve advised we should pursue with NHBC. Simon actioned to write to NHBC
regarding this (AP5.1)
Status: Still in hand |
| 2. |
Manhole keys |
As at the meeting these had still not been
provided. (Subsequent to the meeting Tony has received one set of manhole keys, and holds
these if anybody requires them)
Status: Completed |
| 3. |
Drain cleaning |
Still not done. Tony agreed to chase with
Faircloughs.(AP5.2)
Status: Tony spoke to Mike May and Steve Munnings about this in early February. Action
still not complete. |
| 4. |
Pump warranties |
Mike May has provided details of the pumping equipment, and a
maintenance contract. He did not provide the warranties, and advised we would need to
obtain from the installers. Tony agreed to action this, and contact the installers.
(AP5.3)
Status: Done. Tony called installers, PIMS Group, who have given assurances that the pump
is of correct spec for the site spec provided by Fairclough. All regular maintenance
visits have shown no problems, but there have been two call-outs for blockages caused my
site mud. The value of the pumps is £600 plus VAT for each of two pumps. PIMS agreed to
send details of the pump spec, and also arranged for us to be quoted for renewal of the
contracts (which will save us money). |
| 5. |
Landscaping |
Tony advised he had spoken at length to Mike May about the
report from Partridge Associates, and been told that he would be appointing a contractor
(not Waltons) to carry out the corrective work to the landscape planting, and also to
replace the dead trees in residents' gardens.
Status: As at 1 Feb. nothing further had happened. Tony will again chase Mike May. |
| 6. |
Tree planting |
See above |
| 7. |
Standpipe |
Mike May has refused to provide a standpipe for the communal
grounds. Steve said this was in direct contradiction to his promise at the September 2000
meeting, and proposed that we simply arrange installation, and send the bill to Mike May,
copied to Richard Prynn (MD of Fairclough UK) AP5.4 - Steve to arrange for installation
of standpipe. |
Management Company
As ever, time is slipping by, and still Fairclough have not
completed all the actions We discussed this issue, and decided we needed to push Mike May
for early completion of all agreed works, as delay is continuing to prevent us from taking
over the Management Company. Jan agreed to write to Mike May to advise him we would take
legal action to facilitate completion if he did not set a date and stick to it.
Action: AP5.5 Jan to write to Mike May.
CPM
It was pointed out that there have been problems with one of the
light bulbs for some weeks (between 10 & 11)
It was also noted that several people are refusing to pay CPM fees for
2001.
AP5.6 Tony to complain to CPM about lighting problems.
Play Area
AP5.7 Tony to talk to Clifton Hill School about whether they would
like the play equipment if it became available.
Situation still not resolved, and letters to and from Tandridge
Council have now re-affirmed their belief that we are unlikely to overturn their previous
decisoin to not allow us to even appeal the Section 106 agreement. It is becomming obvious
(if it were not already so) that we may not be able to avoid having the play equipment
installed, and in some respects this looks like being the only way we can get rid of
Fairclough and CPM, thus being able to take over "ownership" of the development,
and then take on the Council on our own, with no need to rely on Fairclough to fight the
battle for us. Jan advised we really should take this up with the Conservative Councillor.
AP5.8 Jan to contact local Conservative Councillor, and try to arrange
a meeting, perhaps with Richard Prynne from Fairclough.
Steve advised that he had been told we COULD try to get the Section
106 overturned, but should bypass Tandridge and go straight to the Secretary of State.
AP5.9 Steve to contact his planner consultant friend, Ray Welsh, to ask him to write us
some advice on this.
Website and discussion forum
We discussed the use of the website, and it was agreed we would
leave the site as it currently is, and not move to a chargeable site until the longer term
benefits of having the site had been quantified.
Usage of the site has not been high (one member of the committee admitted to never having
even looked at the site!), and usage of the discussion group almost non-existent. This is
a shame as the site could be used for a variety of things to the benefit of the Close.
Tony pointed out that the link to the Amazon.co.uk web site could generate substantial
commissions for the Close, but thus far not one single order had been placed by anyone on
the site. Just clicking on the link on the front page of the site takes the user directly
to Amazon, and any purchase made generates a commission of between 5% and 10% - which
otherwise goes directly to Amazon.
Discussion group. Only 6 people on the Close have registered for this
facility, which is very useful for security issues, as passwords are required. Tony
offered that anybody wishing to use the facility - to swap horror stories about
Faircloughs, discuss CPM or Council issues, or even to ask about something a fellow
resident may be able to help with - but who are finding the log in process complicated
should contact him (at no.6) and he will happily come to their house to set it up for
them.
Address for Website: http://www.tony.newton.btinternet.co.uk/brockwood/
Email address: brockwoodresidents@btinternet.com
Please contact Tony with any suggestions.
Reminder of committee/household "ownership"
Name |
Tony (6) |
Stephen (5) |
Sophia (11) |
Simon (14) |
Jan (19) |
Heather (20) |
Households |
2,6,7,8 |
1,3,4,5 |
9,10,11 |
12,14,15,16 |
17,18,19 |
20,21,22,47,49 |
Other issues.
Concern was expressed over the persistent visitor parking on the
road rather than in the visitor parking bays.
Speed limit - this was again raised as an issue, and Steve was asked
what had happened to the signs. Steve replied that he felt they were a waste of time, as
people will not take any notice. The committee agreed this was probably true, but that we
should still put up the signs.
AP5.10 Steve to arrange for the speed limit signs to be erected.
AP5.11 Jan to write a "flier" to put through everybodys letterbox regarding the
speed limits and the problems with on-road parking.
AP5.12 Heather to write or e-mail to all residents with the telephone
and contact details of all other residents. This list will also be posted, and maintained,
on the web site discussion forum page
Date of next meeting:
Wednesday 15 February 2001, 8.00pm 11 Foxon Close.
Tony Newton
Chairman, Brockwood Residents Association
1 February 2001
Disclaimer:
Committee efforts: It should be noted that these minutes reflect the best efforts and
current opinions of the Committee. While they sometimes include statements of what we are
trying to do on behalf of the Close, these statements must be taken in the context of
being our best intent, and not a legally binding commitment to resolve any issues on
residents' behalf. If you have a burning issue you feel needs to be resolved, the
committee will seek to assist in any way we can, but residents must seek their own legal
advice and opinion on any issue before conveying anything the committee has reported in
these minutes to any third party.
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