1. Minutes of last meeting: Agreed
2. Actions from last meeting:

AP1	Heather to arrange appointment of accountants.	Nobody will agree to do this. Heather suggested she does the accounts and we have an independent accountant audit them. This is fine for a company of this size. Discharged.
AP2	Tony to re-arrange CPM/Mike May meeting.	Done. Meeting held. Actions below
AP3	Tony and Stephen to write to Fairclough Homes and CPM reminding them of our requirements	Done
AP4	All committee members to advise on the fees they each paid to CPM in 1999.	Most could not find, but Sophia advised she paid pro-rate for year, at 54p per day
AP5	Tony and Stephen to write to MP, Fairclough, and local Councillors re play area.	Not done. To be carried forward.
AP6	Sophia to contact Councillors Botten & Turner	Done. Coun. Botten gave same responses as previously given to Tony – basically he understands our plight but can do nothing for us.
AP7	Stephen to contact Mike May to obtain plan of the proposed play equipment and tree plan	Done – not yet received
AP8	Stephen to contact Godstone Farm as possible recipient of play equipment.	Done. Not interested.
AP9	Stephen to propose plan for gate, and costing.	Stephen showed proposed plan for gate. All committee agreed this was good, and of interest. Costing to be firmed up, but approx £1700
AP10	Stephen to arrange signage for speed limit.	Ordered. Cost approx £100 for 2 signs
AP11	Heather to pull together full list of names, phone numbers and e-mail addresses for Close.	Not done. Carried forward.
AP12	All committee members to liaise with their "group" for the barbecue arrangements.	Done. Great success.

3. CPM/Fairclough Homes Meeting (summary of actions detailed by Stephen Messenger (SM))

(Full meeting notes available from Tony Newton)

Drainage: SM requested the as built drawings for both the foul and surface water drainage systems. Mike May (MM) agreed to supply.

Manhole Keys: SM requested that Fairclough supply two sets of manhole keys. MM agreed (at later committee meeting it was agreed Tony Newton (6) and Sophia Sinnos (11) would hold.)

Drain cleaning: MM agreed that Fairclough would arrange jet washing of the surface water system and cleaning out of back inlet gulleys.

Pumping Station: MM agreed to supply copies of warranties for pump. Also to provide name of supplier, and drawing and pump spec. Also to provide suggested contact for 24 hour repair contractor. MM said the pump cost only £5000, but will confirm details. SM sceptical that such a pump is good enough for the workload.

Landscaping: Committee complained of poor condition of landscaping and common land, and that many shrubs, and most trees, had died. Also complained about stones and metal in the ground. MM agreed it was unacceptable, and would arrange contractors to return and repair/remove. Also agreed grass areas were poor, and the verges also need repair. MM to arrange with Walton Landscapes to return and repair, including stone removal and reseeding.

Trees/Shrubs: MM agreed to provide copies of landscaping plans for the development, to allow residents to produce a marked up plan of what has died. Walton Landscapes to then make good/replace.

Standpipe: MM agreed that a standpipe should have been installed, and agreed to do this at Fairclough’s expense. Brockwood residents committee (BRC) would then pay via management fees.

Street lighting: CPM/MM agreed to ensure all bulbs are same colour, and run to same timings.

Site gates: MM said Fairclough will not supply gates, but that Brockwood residents could buy and install their own.

Play equipment: MM advised the play equipment is still a condition of the Section 106 legal agreement for the site. They will have to be installed. MM agreed to hold off on this until December, but was adamant they will not pursue an amendment to the planning. BRC will have to make their own application, and MM agreed to supply a copy of the planning consent, and relevant Section 106 Clause to facilitate this application.

Brockwood Residents Association Company Structure: MM agreed to have Fairclough lawyers draw up resignations of the two Fairclough Directors, and transfer to residents. MM suggested, and BRC agreed, this should take place after all outstanding issues corrected and agreed by both parties.

CPM role: CPM confirmed that they were managing agents and as such placed the sub contract packages for all maintenance issues. Until the Management Company is passed to the residents they take their instructions from Faircloughs. David Hockley denied he had seen any letters of complaint from SM. SM agreed to re-copy.

CPM "performance": BRC said CPM’s landscaping contractor was doing a poor job, and rarely visited – only 3 noted occasions. Each time only part of the grass areas attended to. DH said 3 visits was obviously sufficient to keep the grass in check. BRC said this may be true, but only as the grass is so poor! DH to check frequency of visits with contractor.

Hard Landscaping: SM said several kerb stones and many block pavers had settled badly. MM said workers would return to repair all these areas. SM suggested MM provide a plan so BRC could mark offending areas.

4. Play area.

We again discussed the play area, and agreed the only course of action seems to be to go along with Mike May’s suggestion (above) to seek an amendment to the Section 106 agreement ourselves. Tony and Steve to arrange this when details arrive from Mike May. (AP2.1)

This action will cost £190, and also would probably entail amendments to residents’ legal documentation. Action to all committee to ask for £10 from each residence to pay for this application. Balance towards speed signage. (AP2.2)

5. Gate

Stephen showed an example plan of a gate he had dawn up. Committee agreed this looked viable. Approx. cost would be £1700 – so would clearly need a full vote from residents, and, as we have no reserves, separate funding. Diagram to be circulated with minutes, and discussed with residents. (AP2.3)

6. Strategy for removing CPM

1. 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

2. Other issues.

Simon agreed to look into setting up a web site for the Brockwood residents association (AP2.7).

3. Date of next meeting:

10 October 2000