Covenants, rules, and triennials › 2021 triennial

Minutes of the Eighteenth Triennial General Meeting of Plot Holders

Held on Wednesday 28th April 2021 at 3.00 pm

THE MEETING TOOK PLACE VIA ZOOM

1.0

In attendance:

1.1

Stephen Collingwood, Richard Guest, Peter Plummer, Ujjal Ghosal; Ann-Marie Franklin (Hillmere Directors)

Derek Lee: Mikayla Thomas-Gayle (PMMS)

Debu & Jyoti Sahu (11HW). Sarah Hammond (12HW), Danish & Arooj Bagadia (10HW), Beryl Bilton (8HW),

1.2

Apologies for absence from Diane Martin (5HW), Liz Cook (1HW), Hazel Foulger (5CC), Nihal & Kiru De Silva (11CC) and Gordon Stanton-Ayres (6CC).

2.0

To approve the minutes of the triennial meeting of plot-holders held on 30th April 2018

2.1

The minutes were approved

2.2

Item 5. Discussion as to whether a further increase in the garden rate would be necessary would take place under item 5 of the agenda of the current meeting.

2.3

Items 6i and 6ii would be discussed under item 6 of the agenda of the current meeting.

3.0

To receive the report of the Trustees (known generally as the directors)

The following points were highlighted by SC.

3.1

There had been an improvement to the appearance of the roads and grounds;

3.2

It was felt that the work of the gardeners (Uwins) continued to be of a high standard and drew appreciative comments from plot-holders;

3.3

The work of PMMS was highly valued

3.4

There had been a resignation from one director (to be discussed under item 4 of the agenda).

3.5

Issues regarding sustainability, climate change and energy costs relating to the estate were discussed. SC invited directors and others interested to research into viability of installation of ground source heating and of increasing insulation and any alteration to the structure of the houses to allow for this. PP and UG expressed interest in the installation of pitched roofs.

Action: SC & all

4.0

To elect trustees as necessary

4.1

Ujjal Ghosal was formally elected as a director (proposed by SC and seconded by RG) to replace Pryanka Bhargava who had resigned

4.2

Ann-Marie Franklin was re-elected as a director (proposed by SC and seconded by RG).

5.0

To consider the draft budget for the next three years commencing 1st May 2021

5.1

The draft budget was considered. It was agreed that the garden rate should remain at £480.00 per annum for the next three years; currently there was an annual saving of approximately £600 per year with £24,000.00 being the fund in savings projected for the end of May 2021.

5.2

RG alerted those present to the likelihood of major outlays within the next ten years, including the cost of new fencing around the perimeter of the estate.

6.0

Any other business that may properly be transacted at the present meeting.

6.1

There were concerns expressed that a resident was feeding foxes hence encouraging their increase in the garden areas, and also, possibly, rats and other vermin; SC stated that he was aware of this and would continue to monitor the situation. Some concern was expressed that there were large holes in the garden areas, perhaps the result of the activity of badgers. The ongoing issues regarding the sewers at the end of HW would be monitored and, if necessary, Thames Water would be contacted.

Action: SC

6.2

SC had sent a letter to the residents of 1-11 HW regarding the lighting of a fire pit in the garden area between HW and Fairfield Path. It was agreed that the use of the communal gardens by individual households for barbecues was not acceptable.

Action: SC

6.3

PP reported that he had spoken to the resident of CC whose commercial van was permanently parked on Hillmere land. It was agreed that DL would write to the landlord of the property about the issue, as it was ongoing, and would outline what action would be taken if the van were not removed.

Action: DL

6.4

The exchange of details of a tradesperson specialising in the repair of garage doors was agreed between various residents.

6.5

SC proposed a further meeting to be held with plot-holders when the pandemic restrictions eased in order that some aspects of the covenant be reviewed: there was a particular and urgent concern regarding what style of refurbishment to driveways would be acceptable and approved, as the surfaces of many of the driveways on the estate were deteriorating. In the meantime, the regulations would continue to be that any replacement of surface materials must be like with like and that the frontage area must remain equally divided between garden and hard surface with no encroachment into the garden area made for the purpose of parking.

Action: SC

6.6

There was agreement that the proposed meeting could address a list of issues regarding the covenant, including the installation of security cameras in both roads; SC would investigate availability and costs of legal advice on the matter of changes being made to the covenant on the Hillmere estate.

Action: SC

6.7

Concern was raised that the side gates to the gardens between HW and CC were being left unlocked. RG agreed to look into a workable resolution to this security issue.

Action: RG

6.8

As there was no other business, the meeting ended at 4.00 pm

BUDGET FOR THE YEARS 1 MAY 2021 TO 30 APRIL 2024