SILVERY SANDS RESIDENTS ASSOCIATION Home Page
MINUTES OF ANNUAL GENERAL MEETING
HELD AT ST PETERS CHURCH HALL, TUESDAY 16th MARCH 2010
Apologies: Joan Tait, Alan Seward, Brian Hobday, Jim Russell, Ken & Joyce Johnston, Ann & Don Peake, Ray Fairy.
Minutes of the last meeting: The minutes of the last AGM held 16th March 2009 were accepted and proposed by Paul Dodd and seconded by Richard O’Halloran.
Matters arising: There were no matters arising.
16 households were represented (total 21 people attended AGM inclusive of committee).
This is my seventh report as Chairman of the Association. The last three years in particular seem to have been remarkably similar, so I am afraid this report will have a familiar ring to it. Generally speaking, everything went more or less to plan during the past year, and without any significant external events impacting on the work of your committee.
Our main task is to keep our roads in reasonable shape, and planned repairs were undertaken during the last summer. Patch repairs were undertaken to degrading roadway on Thames Side and Wheatsheaf Lane, and the exposed longitudinal and transverse joints in Riverside Close were sealed. The total amount spent last year on road maintenance was £6,918, which I consider to be good value for what has been done. Our programmes of regular yearly maintenance have kept our roads at an acceptable standard, and at an affordable cost. Without this regular maintenance we would be faced sooner or later with full resurfacing or, worse still, road base reinstatement, at prohibitive costs. It has been noticeable how well our roads have stood up to the ice and snow this winter, with only a few small potholes opening up in Thames Side. I think this bears testimony to our maintenance work. Our roads certainly seem to compare quite favourably with local authority maintained roads where numerous potholes appeared after the winter weather.
Unlike previous years, surface water flooding did not present any significant problems over the past year. This is partly due to our soak-a-ways which help to deal with the run off from torrential downpours. It is also likely that torrential downpours may not have been quite so extensive last year. We may not be so fortunate in future years and we need to be mindful that surface drainage problems may need to be addressed again.
The wheel clamping signage, erected at the end of 2008, was not welcomed by one or two residents. Clearly, some issues can strongly divide people and it is unfortunate if the committee’s actions cause dissension. It is certainly not our wish to do so. As a result, a survey was undertaken to determine the general view of residents, and to consider whether we should remove the signs. The outcome showed that most of the residents who responded to the survey preferred to keep the signage. The majority of residents consider that the signage helps to deter unwanted car parking.
At the end of last year the Environment Agency issued a public consultation document setting out a draft flood risk management strategy. Three new Thames flood relief channels are proposed between Datchet and Shepperton, provisionally estimated at £300 million. There is no guarantee of government funding or timescale at this stage, as this proposal will have to compete with other national flood risk schemes. The committee took the view that implementation of the strategy could only be beneficial to our neighbourhood, and that the Association, as well as individual residents, should respond favourably to this proposal. This was duly undertaken by the Association. We considered that a general lack of response would not assist the prospects of this project when the government comes to prioritising and making decisions in the future. The Environment Agency will provide a summary of all responses it has received by the end of June this year. Needless to say, I am sure we are all aware that we are in for the long haul as far as this project is concerned.
On the issue of local low level crime, I am aware of one or two car vandalism incidents around the estate over the past year, and some problems with youths on Silvery Sands during the summer. As usual, there is not a great deal we can do, other than to remain vigilant and to report any suspicious activity. Gulbin Chaworth-Musters and Jim Russell act as NHW co-ordinators, and any minor crime events in the neighbourhood should be reported to them. They in turn pass the information onto the Police NHW organizer.
On the social side, we were fortunate last year to have a nice day and evening for our Summer Party, which went off without a hitch. The summer party remains popular, attended last year by 113 people, and with a small profit going into the Association’s funds. My thanks are extended to everyone who helped to make the occasion work. In particular, I must single out Joan who yet again did a marvellous job in organising the catering arrangements for the party.
Finally, I am pleased to say that membership of the Association remains strong and consistent, with support from over 80% of households.
It just remains for me to thank all the members of the committee for their time and all the support they have given to me and the Association over the past year.
The Treasurer submitted a balance sheet showing income and expenditure for the year to 31.12.2009.
He reported a satisfactory year in terms of membership, 70 out of 84 households having paid for 2009. Two of the houses that had been empty for some time are now occupied, one of which has indicated that they intend to support the association.
It was highlighted by the Treasurer that the actual cash income from subscriptions appears to be approx £1,000.00 lower than when compared with 2008. The reason for this is that the accounts are prepared on a calendar year basis from Jan to Dec. Any income for the previous year which is received the following year is included in the following years figures. During 2009 we received only 3 subscriptions relating to 2008 but the figure for 2007 was much higher.
Income from interest is predictably low, and the Summer party surplus sailed uncomfortably close to the wind last year, but nevertheless ended up on the right side.
We expect to spend in excess of £5,000.00 on road maintenance this year, but we are in a robust position to fund this work and retain a buffer balance for the unexpected.
The accounts have been audited by Linda Graves and were accepted by the members. Proposed by Phil Bergquist and Seconded by David Blum.
Due to the current economic climate, the Committee’s proposal to hold subscription levels for 2010 at £66.00, as in 2009, was discussed, voted on and agreed. The yearly subscription runs from January to December.
Proposed by Keith ???? and Seconded by John How.
ELECTION OF COMMITTEE:
The Chairman restated his position that after 7 years in the role he wished to stand down, but once again there were no volunteers for the position. The solution proposed was that Geoff would stand down for a 12 month period and that David Rowley would accept the position of Acting Chairman as well as continuing in his role as Treasurer.
Gillian Kneale was prepared to continue as Secretary.
The remaining committee members Alan Seward, Bob Douglas, Richard O’Halloran, Andy Duncan and Brian Hobday were prepared to continue as members.
The election of the new committee was proposed by Paul Dodd and seconded by Keith.
Paul Dodd proposed a strong vote of thanks to Geoff for his long and committed role as Chairman. This was much enforced by the members of the meeting.
ROAD MAINTENANCE 2010:
The committee has reviewed the condition of the Associations roads and has obtained estimates for the following works that are considered necessary to be undertaken in 2010. To maintain the roads in what is thought to be a reasonable condition at this time the following actions were proposed:
1. Patch repairs to degrading areas in Thames Side.
Approximately 25 square metres: provisional estimate of £1,000
2. Slurry Resurfacing to Thames Side
Approximately 1990 square metres: provisional estimate of £5,000
Will require lane closed to traffic for 1 or possibly 2 days
3. General maintenance
Inspect, and if necessary, remove silt from soak-a-ways. Cost to be determined.
Proposed by Paul Dodd, Seconded by Phil Bergquist.
1. The importance of our preventative maintenance programmes can be illustrated by considering that the estimated cost for overlaying new asphalt to a depth of 25mm to the existing road surfaces of Wheatsheaf Lane and Thames Side is in the region of £50,000
The committee proposed that the traditional, successful format be adopted once again, and that the party be held on Saturday, June 26th.
If England win their Group in the World Cup they will be playing at 7.30pm on this ut it is considered more important that Phil’s band be available.
Joan Tait has again volunteered to organise the food and she will be holding a planning meeting on May 24th, at 8pm.
Following discussions and a vote it was agreed that the ticket price be increased to £10.00 this year.
The Chairman stated that all help will be gratefully received if we are to have another successful event, and help is particularly sought to dismantle the party venue at the end of the evening.
ANY OTHER BUSINESS:
The meeting closed at 20.35pm