SILVERY SANDS RESIDENTS ASSOCIATION

 

MINUTES OF ANNUAL GENERAL MEETING

HELD AT ST PETERS CHURCH HALL, MONDAY 17th JUNE 2013

 

Apologies:   Richard O’Halloran.

 

Minutes of the last meeting: The minutes of the last AGM held 14th March 2012 were accepted and proposed by Paul Dodd and seconded by David Blum.

 

Matters arising:  There were no matters arising.

 

18  households were represented (total 21 people attended AGM inclusive of committee).

 

 

CHAIRMANS REPORT:

 

the purpose of this meeting is to report to the members the activity of the association in the preceding year, to elect a committee for 2013 and finally to outline the proposed work and expenditure for 2013 and to obtain the approval of the members for this work

 

since the setting up of the “catering crew” to organize the summer party the only aim of this association is the maintenance of the three roads that make up our resident’s association area.  although it is no longer any of my business it would be churlish of me not to mention what a success last year’s party was, a profit of just under £200.00 was achieved which will be “ploughed back” into future events.

 

after one of the worst winters for some years our roads are in fair shape.  thameside and riverside close are generally good, there are, i know, a few localised areas where some work is needed.

 

wheatsheaf lane, which we all use, is the road that concerns your committee, the general condition is still quite good but there are obvious signs of wear, the overall thickness of the original coating to the road is now very thin and there are a number of smallish holes appearing, mainly to the edges of the roadway

 

FOR ME AT LEAST THE LAST YEAR WAS SOMETHING OF A DISAPPOINTMENT AS THE PLANNED RESURFACING OF WHEATSHEAF LANE DID NOT TAKE PLACE AS INTENDED. THE REASONS FOR THIS WERE SET OUT IN THE 2012 AUTUMN NEWS LETTER. I HAVE SOME POTENTIALLY BETTER NEWS ON THIS SUBJECT WHICH WE WILL DISCUSS AFTER THE NEW COMMITTEE IS ELECTED.

 

WE WOULD DEARLY LIKE SOME “FRESH BLOOD” ON THE COMMITTEE AND ANYONE WHO THINKS THEY COULD MAKE A CONTRIBUTION, ESPECIALLY IN THE AREA OF ROAD MAINTENANCE WOULD BE MOST WELCOME TO JOIN UP.

 

 

TREASURERS REPORT:

 

UNFORTUNATELY, I AGAIN HAVE A SLIGHTLY DISAPPOINTING REPORT. OUR FINANCES ARE SOUND WITH JUST UNDER £ 10K IN OUR BANK ACCOUNT. SINCE THE END OF 2012 I HAVE MANAGED TO COLLECT A FURTHER 4 SUBSCRIPTIONS AMOUNTING TO £272.00.   HOWEVER, OF THE 84 HOUSEHOLDS WHICH COMPRISE OUR AREA, ONLY  66  HAVE PAID SUBSCRIPTIONS FOR 2012, A DROP FROM  LAST YEAR’S FIGURE OF 70.  ADMITTEDLY THAT WAS A PARTICULARLY GOOD RESULT

 

THE MAIN REASON FOR THIS DECREASE  IS OF CONCERN, THERE ARE AN INCREASING NUMBER OF HOUSES BEING RENTED OUT AND THESE, IN MY EXPERIENCE, HAVE NO LONG TERM  COMMITMENT TO THE AREA. THERE IS ONLY ONE HOUSE RENTED OUT WHERE I RECEIVE A SUBSCRIPTION, THAT OF SANJAY MALVANI AT 89 THAMESIDE.

 

WHAT CAN WE DO ABOUT THIS?  WE HAVE FEW WEAPONS AT OUR DISPOSAL. I HAVE MADE MUCH OF THE FACT THAT ALL OF THE LOCAL SOLICITORS KNOW OF THE EXISTENCE OF THIS ASSOCIATION AND ROUTINELY CONTACT US WHEN A PROPERTY IS BEING SOLD, AND I HAVE MADE IT VERY CLEAR THAT IF THE PROPERTY BEING SOLD IS ONE WHERE THE OWNER HAS NOT SUPPORTED THE ASSOCIATION, THEN WE WILL NOT SUPPORT ANY REQUESTS FOR INFORMATION FROM THEIR SOLICITORS.   UNFORTUNATELY, THIS  ONLY AFFECTS THE OWNER, IT IS OF NO MATTER TO TENANTS

 

OUR OTHER LEVER IS THE INFAMOUS LIST OF MEMBERS, WHOSE ONLY PURPOSE IS TO IDENTIFY NON MEMBERS. AGAIN, THIS HAS PROVED TO BE A POSITIVE INCENTIVE FOR THOSE RESIDENTS WHO INTEND TO BE HERE FOR SOME TIME AND DO NOT WISH TO BE EMBARRASSED BY THEIR PARSIMONY, BUT AGAIN, IT MEANS NOTHING TO SHORT TERM RENTERS.

 

IT IS A PROBLEM AND I REGRET THAT I DO NOT HAVE ANY ANSWERS TO IT.

 

THERE IS NOT MUCH TO REPORT ON THE EXPENDITURE SIDE OF THE INCOME AND EXPENDITURE REPORT.  ALTHOUGH NO MAJOR WORK WAS CARRIED OUT IN 2012 THE BILL FOR THE 2011 RESURFACING OF THAMESIDE WAS NOT SUBMITTED UNTIL 2012, THE ORIGINALLY QUOTED AMOUNT AND THE SUPPLEMENTARY PAYMENT WERE PAID TO KEITH SLATER EARLY IN 2012. THIS SUPPLEMENTARY PAYMENT WAS AGREED AT THE LAST AGM. THE ONLY OTHER ITEM WAS A CASH IN HAND PAYMENT MADE TO SOME TARMACADAM OPERATIVES WHO WERE WORKING NEARBY, TO PATCH AREAS OF WHEATSHEAF LANE. THERE IS NO PAYMENT SHOWN FOR THE AGM ROOM HIRE, THIS WAS PAID IN 2011. AS IN PREVIOUS YEARS I WILL POINT OUT THE TOTAL ABSENCE OF EXPENDITURE ON PHOTOCOPYING, THANKS TO RICHARD O’HALLORAN; AUDITOR’S FEES THANKS TO LINDA GRAVES AND FINALLY POSTAGE, PHONE CALLS STATIONERY ETC, THANKS TO ME.

 

I SHOULD ALSO EXPLAIN THE TWO EXTRAORDINARY ITEMS AT THE FOOT OF THE PAGE, THE £325.02 WAS THE PROFIT ON THE 2010 SUMMER PARTY THAT IT WAS AGREED THIS ASSOCIATION SHOULD PAY OVER TO THE CATERING CREW TO GET THEM STARTED. THE OTHER FIGURE OF £198.00 IS THE PROFIT ON LAST YEARS PARTY THAT IS CURRENTLY SITTING ON OUR ACCOUNT. THE CATERING CREW  ARE TRYING TO OPEN AN INDEPENDENT ACCOUNT BUT ARE ENCOUNTERING DIFFICULTIES IN FINDING A SUITABLE ONE.

 

THE ACCOUNTS WERE PROPOSED AND SECONDED BY KEN JOHNSTONE AND DAVID BLUM.

 

 

 

ELECTION OF COMMITTEE:

 

The Acting Chairman, David Rowley, agreed to accept the role for a further year, and will continue in his position of Treasurer.

 

Gillian Kneale was prepared to continue as Secretary.

 

Richard O’Halloran, Bob Douglas and Andy Duncan will also remain committee

members.

 

The re-election of the existing committee was proposed by Geoff Richardson and seconded by Paul Dodd.

 

 

 

ROAD MAINTENANCE 2013:

 

I HAVE BEEN IN CONTACT WITH A NUMBER OF ROAD CONTRACTORS OVER THE LAST 6 MONTHS AND I HAVE TO SAY THAT THIS HAS TO BE THE BUSINESS TO BE IN, THEY CLEARLY HAVE SO MUCH WORK ON THAT THEY CAN’T BE BOTHERED TO RETURN CALLS FOR NEW BUSINESS.

 

I DO HAVE SOME GOOD NEWS HOWEVER; I SPOKE TO A CHRIS ISSACS AT THE ROAD RESEARCH LABORATORY AT CROWTHORNE. I HAD TELEPHONED THAT ORGANISATION AS THEY WERE LISTED AS A MEMBER OF A ROAD CONTRACTORS TRADE ASSOCIATION, BUT THE NAME WAS LISTED JUST BY IT'S INITIALS. AS A RESULT OF THAT I TOOK THEM TO BE A CONTRACTOR AND A LOCAL ONE AT THAT.

 

ANYWAY, MR ISSACS GAVE ME AN INTRODUCTION TO THREE COMPANIES, ONE OF WHO DID RESPOND AND HAS GIVEN US A QUOTATION OF £4.32 PER S.M. TO LAY A SINGLE COAT OF SLURRY SEAL. I AM CURRENTLY TRYING TO GET A PROPER QUOTE OUT OF THEM FOR THE WHOLE JOB, AND A START DATE.

 

THE AREA TO BE TREATED IS ABOUT 1200 S.M. AND SO THE COST WILL BE 1200 X £ 4.32 WHICH IS £ 5184.   Vat WILL BE ADDED TO THIS, WHICH WILL BRING THE TOTAL TO £6220.  ADDITIONALLY THERE WILL BE THE COST OF “PATCHING” THE HOLES IN THE EXISTING SURFACE BEFORE THE SLURRY SEALING, THIS FIGURE I CANNOT ESTIMATE, I AM WAITING FOR THE COMPANY TO MAKE A SITE VISIT TO FIRM THIS UP.

 

I HAVE IN THE PAST HAVE A COUPLE OF QUOTATIONS FROM LARGER COMPANIES LIKE TARMAC  & COLAS, THESE WERE IN THE REGION OF

£ 18K, SO THIS FIGURE LOOKS REASONABLE.

 

I WOULD LIKE TO GET APPROVAL FROM THIS MEETING TO PROCEED AS SOON AS WE CAN GET A FINAL FIGURE FROM THE SUPPLIER, WHICH COULD BE AS HIGH AS 7/8,000K. 

 

WHEN WE GET THIS CONFIRMATION I PROPOSE THAT WE HOLD COMMITTEE MEETING ON YOUR BEHALF TO FINALISE THE GO AHEAD.

 

WHEN WE HAVE A FIRM PROPOSAL I SHALL TRY TO GET THE WORK CARRIED OUT ASAP, IT IS DEFINITELY A SUMMER OPERATION AS THE 2011 WORK DEMONSTRATED, THE SURFACE TOOK AGES TO DRY OUT THEN.

 

The Committee and residents in attendance agreed with progressing with the above maintenance procedures. This was proposed by Paul Dodd and seconded by Geoff Richardson.

 

Although inflation is rising it was proposed that membership costs remain the same as 2012, i.e. £68 per household.

 

This proposal was agreed by the AGM, Geoff Richardson was proposer and this was seconded by Greg Harvey.

 

 

ANY OTHER BUSINESS:

 

John Howe of 75 Thames Side had a written request to the AGM. He is becoming increasingly concerned at the increase of noise pollution from overhead traffic, particularly in light of the prospect of a 3rd runway at Heathrow airport. He advised that there is a working group petitioning against this that we could, as a residents association join, for a fee of approx £32.00.  However the attendees did not feel that this was an arena that sits with our association so that proposal was declined.

 

The meeting closed at 8.45