The meeting reappointed Andrew Crompton (AC) as director.

Transcription

1 Reachview Management Co Ltd & Reachview Freehold Ltd Joint AGM 2017 Minutes 20 April 2017 Attendance Flat Names 4 Christine & Bill Risebero, James Pellas 5 Pam Hibbs 6 Susan Watling 8 Richard Jolley 10 Sandra Novit 12a Marios Ioannou 16 Penny & Alex Gamez 17 Ann Robertson 18 Gloria Baptista 24 Lester May 29 Andrew Crompton 30 Jeffrey Greenwell 31 Yogin Patel 37 Cecil Nick 56 Gordon Meenn Apologies Flat Names 2 David Prosser 14 Seamus Banim 20 Eric Watson 21 James McLeod Combined Items 1 Previous Minutes The minutes of the 2016 joint AGM for Reachview Management Co Ltd and Reachview Freehold Ltd were agreed as accurate. 2 Appointment of Directors The meeting reappointed Andrew Crompton () as director. thanked Lester May for his years of service as director and more recently as a volunteer. Page 1 of 8

2 3 Directors Expenses 4 Date of next Meeting reported that he would be away for much of the coming five months. During s absence, Martin Mitchell (MM) of Dennis & Hayes kindly offered to manage replacement remote controls and fobs, Lester May (LM) kindly agreed to keep a watching brief over the estate, Jeffrey Greenwell (JG) kindly offered to inspect the 2016 accounts and Pam Hibbs (PH) kindly offered any further help. The remaining tasks to continue to be carried out by remotely or during monthly visits to Reachview Close. The meeting offered to increase the director s expenses. declined, expenses therefore remain at 1200 for Next AGM proposed to be Thursday 19 April MM, LM, JG, PH Reachview Management Co Ltd Item Subject Minute/Action Action by 5 Director s Report presented the Director s Report (Appendix 1). 6 Accounts to 31 December 2016 presented the uninspected 2016 accounts to the meeting. JG kindly agreed to inspect the 2016 accounts. The meeting provisionally adopted the accounts for 2016 subject to inspection by JG. to submit the accounts to Companies House and HMRC if and when approved by JG. reminded the meeting that leaseholders may inspect the accounts, certificate and supporting documentation at JG Page 2 of 8

3 the AGM or at 29 Reachview Close. agreed to create a Major Repairs Reserve (MRR) in future accounts and to transfer 100 per leaseholder per year from the Revenue Account (RA) in each year from Expenditure from the MRR to be only capital works, emergency or planned, costing 250 per leaseholder or more and therefore subject to consultation rules (S20, L&T Act 1985 as amended). 7 Service Charges The 2017 service charge was set at The service charge covers management and maintenance expenditure ( ), building insurance premium ( ) and increased reserve ( 16.75). Ground rent at 70 where applicable. to issue 2017 bills immediately. reported that the 2016 service charge had been fully collected other than outstanding legal fees, incurred in the collection of the service charge from F32. This to be pursued through the Courts. 8 Building Insurance 9 Maintenance Issues The next building insurance premium will be due in October 2017 and is expected to increase to reflect a number of claims. to obtain two other quotes independently of the current broker, including from NFU. reported on works carried out during the year and on outstanding items (Appendix 2). 10 Sub-letting No major issues of sub-letting were raised at the meeting. 11 Garages and parking spaces As reported at last year s meeting, Regent 2000 are still using garages in the course Page 3 of 8

4 of their business and parking a commercial vehicle on the estate, in contravention of the leases and despite repeated warnings. and LM will be attending Land Tribunal on 7 June to request a solicitor s undertaking to ensure compliance with the terms of the lease. 12 AOB The meeting noted some tenants are disturbing other residents as they cannot get in and out of the estate. to contact Dennis & Hayes and Regent 2000 to insist that, on every commencement of tenancy, all tenants are informed of the website, issued with sufficient fobs and remote controls and instructed to have the gate programmed to their phones. agreed to issue LM, MM and Gordon Meenn with a back-gate key. Penny Gamez reported on progress with the planning application at Bangor Wharf and requested continued pressure from Reachview residents to oppose. /LM Reachview Freehold Ltd 13 Reachview Freehold Ltd The meeting adopted the accounts for the period 1 April 2014 to 31 March 2015 and noted the company was effectively dormant. No directors expenses were agreed. to update Companies House and HMRC as usual. Page 4 of 8

5 Appendix 1: Director s Report REHVIEW MANAGEMENT COMPANY LTD DIRECTOR S REPORT FOR THE YEAR ENDED 31 DECEMBER 2016 Financial & Compliance The Director reports that in his opinion, Reachview Management Co Ltd has continued to operate effectively over the past year and remains a going concern. The Director presents the accounts for 2016 to the AGM for adoption. The 2016 accounts form the basis of the 2017 service charge. As per the terms of the leases, costs incurred over the calendar year 2016 are due for payment by 1 June Backing documentation supporting the 2016 accounts is available to inspect at the AGM or, on application, at 29 Reachview Close Service Charge recommended at The Directors recommend the service charge for 2017 be set at , being in expenditure on management and maintenance during 2016, in expenditure on the building insurance premium and towards reserves. In addition, the ground rent for non-freeholders will be 70 for 2016 as per the terms of the leases. Collection of 2016 Service Charge All of the 2016 service charge has been collected although, as usual, we were forced to refer the usual leaseholder to our solicitors in order to achieve payment. External Decorations External decorations were carried out in 2016 at a total cost of 15,440. This included redecoration of the balconies, decks, the remaining wooden windows, garage doors, parking space markings, plus the communal gates, railings and masonry. We believe this contract represented excellent value for money. Internal Decorations Internal decorations are programmed for Page 5 of 8

6 REHVIEW MANAGEMENT COMPANY LTD DIRECTOR S REPORT FOR THE YEAR ENDED 31 DECEMBER 2016 (CONT) Other Works during 2016 We decided that the condition of the vehicle gates and the amount spend on maintaining them warranted a full renovation. This work was therefore carried out during 2016 at a cost of However, we expect this to lead to significantly reduced maintenance costs over the next few years. Contractual Changes during 2016 We have replaced the door entry system contractor as the original supplier would not reduce their price which we viewed as uncompetitive. Our new supplier s annual fee has been negotiated down to 860, rather than the previous This should lead to a substantial saving going forward. We have renegotiated our four electricity contracts to achieve a small decrease in the cost per unit. This should lead to a small saving going forward. New Website & Blog During 2016, we have introduced a new website and blog, in order to ensure information about the estate is easily available to lessees. Company accounts, AGM minutes, building insurance, estate rules and other useful information is now available through the website and important information is blogged in order that it can be broadcast to those who sign up for updates. We are pleased that the website has been receiving a good number of hits although only six people have signed up to updates from the Blog. We hope this will increase over time. Ongoing Legal Action We are currently in the process of taking Tribunal action against one of our leaseholders who is using some of the garages for business purposes and allowing non-resident staff onto the estate, causing nuisance to his neighbours. Andrew Crompton 21 March 2017 Page 6 of 8

7 Appendix 2: Schedule of Required Repairs & Maintenance Item Description Due Date Action By 1 Building Works None outstanding 2 Plumbing/Drainage None outstanding 4. Carpentry/Handyman A hook-back to be fitted to block B as a pilot. Satellite dishes to be removed when scaffolding is available. LM 5 Painting & Decorating No major works scheduled for 2017 Garage 31 to be repainted in green 6 Electrical None outstanding. 7 Grounds Maintenance Greenclean to apply weed killer to all hard standing areas. Area by NE gable to be cleared, re-laid to grass with a central meadow/wild-flower area. LM /LM/RJ 8 Required actions by Lessees All lessees to be reminded to tidy and clear deck/balcony areas. Some are a real mess and breach of the terms of the leases. All lessees to be reminded that only garden furniture and plants may be kept outside. All lessees reminded that they are required to keep their windows in good repair. Page 7 of 8

8 9 Gardener Trees to be pruned as necessary. Prepare for entry into Camden in Bloom in d lawnmower being repaired at present. RJ 9 Other None outstanding. Page 8 of 8