SILVERY SANDS RESIDENTS ASSOCIATION

MINUTES OF ANNUAL GENERAL MEETING

HELD AT ST PETERS CHURCH HALL, MONDAY 6Th JANUARY 2014

 

Apologies:   Richard O’Halloran, Anne Peake, Bob Montgomery, Phil Berquist, Sarge Rossa

 

Minutes of the last meeting: The minutes of the last AGM held 17th June 2013 were accepted and proposed by Paul Dodd and seconded by Geoff Richardson.

 

Matters arising:  There were no matters arising.

 

19 households were represented (total 23 people attended AGM inclusive of committee).

 

 

ACTING CHAIRMAN AND TREASURER’S 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 2014 AND FINALLY TO OUTLINE THE PROPOSED WORK AND EXPENDITURE FOR 2014 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. LAST SUMMER’S EVENT WAS ANOTHER SUCCESS WHICH RESULTED IN A SURPLUS INCOME OF £218.00. THIS CASH IS CURRENTLY SITTING ON THE ASSOCIATION’S BANK ACCOUNT WITH THE £198.00 SURPLUS FROM 2012, THESE FIGURES MAKE UP THE £ 416.00 SHOWN AS AN EXTRORDINARY ITEM AT THE FOOT OF THIS YEARS FIGURES ON THE INCOME AND EXPENDITURE ACCOUNT.

 

 OUR ROADS ARE GENERALLY IN GOOD SHAPE.  THERE ARE, I KNOW, A FEW LOCALISED AREAS WHERE SOME WORK IS NEEDED AND THE TORTUOUS BUSINESS OF GETTING A CONTRACTOR TO DEIGN TO ACCEPT A BIT OF WORK IS ONGOING.

 

WHEATSHEAF LANE WAS TREATED LAST AUTUMN WITH A SEALING COAT WHICH SHOULD LAST SOME YEARS. I AM GLAD TO REPORT THAT THE WORK WAS CARRIED OUT AND CHARGED EXACTLY AS ESTIMATED.

 

FINALLY, THIS WILL BE MY LAST REPORT TO MEMBERS, I WILL NOT STAND FOR RE ELECTION TO EITHER THE ROLE OF THE ACTING CHAIRMAN OR TREASURER. THERE IS NO HIDDEN AGENDA HERE, I HAVE INDICATED AT RECENT A.G.M’S THAT I WOULD LIKE TO STAND DOWN. IT IS MY HOPE THAT BY REMOVING MYSELF COMPLETELY FROM THE PICTURE THIS WILL ENCOURAGE FRESH BLOOD TO COME FORWARD.

 

WEARING MY TREASURER’S HAT I HAVE A SLIGHTLY DISAPPOINTING REPORT. OUR FINANCES ARE SOUND WITH JUST UNDER £ 6.5K IN OUR BANK ACCOUNT.

 

 HOWEVER, OF THE 84 HOUSEHOLDS WHICH COMPRISE OUR AREA, ONLY  62  HAVE PAID SUBSCRIPTIONS FOR 2013, A DROP FROM  LAST YEAR’S FIGURE OF 65.  WHICH ITSELF WAS NOT A PARTICULARLY GOOD RESULT

 

THERE HAVE BEEN A COUPLE OF ENCOURAGING DEVELOPMENTS, THE NEW PEOPLE AT 5 RIVERSIDE CLOSE SEEM KEEN TO BE PART OF THE COMMUNITY AND HAVE PAID A FAIR SUBSCRIPTION FOR THE TIME THEY HAVE BEEN HERE. I AM RELIABLY INFORMED THAT THE NEW PEOPLE AT 79 THAMESIDE WILL SUPPORT THE ASSOCIATION. I ALSO WAS ABLE TO CONTACT THE OWNER OF ONE OF THE RENTALS WHICH HAVE BECOME THE BANE OF MY LIFE AND HAVE GOT A FULL PAYMENT FOR 88 THAMESIDE FOR THE FIRST TIME IN YEARS.

 

WE WILL CONTINUE TO USE WHAT INFLUENCE WE HAVE AS AN ASSOCIATION TO PERSUADE NON PAYERS.  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.  

 

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 IT MEANS NOTHING TO SHORT TERM RENTERS.

 

I HAVE CONTACTED THE 6 HOUSES IN WHEATSHEAF LANE WHO CURRENTLY DO NOT SUPPORT THE ASSOCIATION INVITING THEM TO CONTRIBUTE TO THE COST OF MAKING UP THEIR ROAD THIS AUTUMN, YOU MAY WELL GUESS THE OUTCOME.

 

ON THE EXPENDITURE SIDE OF THE ACCOUNTS THERE IS ONLY THE REPAIR TO WHEATSHEAF LANE ON WHICH TO REPORT. AT LAST YEARS’S A.G.M. PERMISSION WAS OBTAINED FROM THE MEETING TO PROCEED WITH REPAIRS UP TO A FIGURE OF £8.K . THE QUOTED AND FINAL FIGURE FOR THE WORK WAS £7344.00. THE CONTRACTORS WHO CARRIED OUT THE WORK APPEAR TO BE COMPETENT AND ORGANISED AND WE MAY WELL USE THEM AGAIN IN THE FUTURE. APART FROM THIS MAJOR EXPENDITURE THERE IS ONLY THE COST OF THE HIRE OF THIS HALL PAID OUT LAST YEAR

 

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 HAVE ALREADY MENTIONED THE FIGURE OF £416.00 SHOWING AT THE FOOT OF THIS YEAR’S FIGURES, THIS CASH IS SITTING ON OUR BANK ACCOUNT BUT IS NOT STRICTLY “OURS” BUT THE CATERING CREW’S.

 

THESE FIGURES HAVE NOT YET BEEN AUDITED.  THE CASH AT BANK FIGURE CAN BE COMPARED WITH THE ACCOUNT PASSBOOK.

ALTHOUGH THE ACCOUNTS ARE UNAUDITED AT THIS TIME, THEY WERE PROPOSED BY DAVID ROWLEY AND SECONDED BY NIK KEYSER.

 

 

ELECTION OF COMMITTEE:

 

AS MENTIONED ABOVE, THE ACTING CHAIRMAN AND TREASURER, DAVID ROWLEY, STEPPED DOWN FROM BOTH OF HIS POSITIONS, AFTER MANY YEARS OF SERVICE. NICK KEYSER ACCEPTED THE POSITION OF CHAIRMAN AND DAWN SEWARD ACCEPTED THE POSITION OF TREASURER.

 

GILLIAN KNEALE WAS PREPARED TO CONTINUE AS SECRETARY. BOB DOUGLAS AND ANDY DUNCAN WERE ALSO PREPARED TO REMAIN COMMITTEE MEMBERS.

 

THE ELECTION OF THE NEW COMMITTEE WAS PROPOSED BY GEOFF RICHARDSON AND SECONDED BY PAUL DODD.

 

THE RESIDENTS OF THE ASSOCIATION PROPOSED A HUGE THANK YOU TO DAVID ROWLEY FOR HIS TIRELESS COMMITMENT IN FULFILLING HIS ROLES.

 

 

ROAD MAINTENANCE 2014:

 

IT WAS PUT TO THE MEMBERS IN ATTENDANCE AS TO WHAT THEY DEEMED AS PRIORITIES IN THE NEXT 3-4 YEARS.

 

IT WAS AGREED THAT THE POT HOLES IN THAMES SIDE REQUIRED ACTION, ALTHOUGH THIS WAS NOT EXPECTED TO BE OF GREAT COST.

 

THE LONG TERM SOLUTION OF MANAGING WHEATSHEAF LANE, RIVERSIDE CLOSE AND THAMES SIDE WAS DISCUSSED. HOWEVER, IT IS KNOWN THAT THE LONG TERM SOLUTION COMES AT AN EXCEPTIONALLY HIGH PRICE. THIS MATTER WILL BE ONGOING AND UNDER CONSIDERATION.

 

WITH THIS IN MIND, IT WAS PROPOSED THAT MEMBERSHIP COSTS INCREASE SLIGHTLY TO £70 PER HOUSEHOLD.

 

THIS PROPOSAL WAS AGREED BY THE AGM, DAVID BLUM WAS PROPOSER AND THIS WAS SECONDED BY DAVID ROWLEY.

 

 

ANY OTHER BUSINESS:

 

A SUGGESTION HAD BEEN RECIVED BY THE CHAIRMAN FROM FRANK HOLMES. HE WANTED THE ASSOCIATION TO CONSIDER REDUCING SUBSCRIPTION FEES FOR ELDERLY, OR NON DRIVING RESIDENTS. HOWEVER IT WAS AGREED BY THOSE IN ATTENDANCE NOT TO PROGRESS.

 

CONCERNS WERE RAISED REGARDING OVERGROWN/PERTRUDING HEDGES FROM PROPERTIES ON RIVERSIDE CLOSE WHICH BACK ON TO THAMES SIDE. THESE ARE OBSTRUCTING MOTOR ACCESS AND ALSO SCRATCH VEHICLES. IT WAS PUT TO THE COMMITTEE TO SET UP A WORKING PARTY TO CUT THE HEDGES. IT WAS SUGGESTED MAIL SHOTS TO RESIDENTS FOR VOLUNTEERS AND ALSO TO GAIN PERMISSION FROM THE AFFECTED HOUSE HOLDS. THIS MATTER IS WORK IN PROGRESS.

 

THE DATE OF THE SUMMER PARTY WAS ASKED ABOUT, BUT  THIS NO LONGER FALLS UNDER THIS COMMITTEE REMIT.

 

THE MEETING CLOSED AT 8.45

 

 

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