LHRA Committee AGM 2024 Minutes
LHRA Committee Report 2024
AGM 2024 Calling Notice
This will be held at the RBLS Coldstream on Wednesday September 4th 2024 at 7p.m.
We hope to see lots of you there and that some of you are considering becoming members of the Committee. All Committee members are volunteers, working for the good of all on the estate. It would be nice if all phases could be represented.
We have asked FBR Seed to send a representative.
Agenda below.
- Receive and record attendance and apologies.
- Outgoing Committee.
- Note minutes of 2023 AGM.
- Receive 2024 Committee Report.
- Questions.
- Election of new Committee.
AGM 2023 Minutes
ANNUAL GENERAL MEETING of the
LEET HAUGH RESIDENTS’ ASSOCIATION
Held in the LEET ROOM, COLDSTREAM COMMUNITY CENTRE.
27TH SEPTEMBER 2023. 7PM
Chairman: John Alexander,
Gerry Vine,
Susan Tait,
Helen Arthur,
Peter Greenwood.
Plus 25 other residents
1. TO RECEIVE AND RECORD APOLOGIES
Seven apologies received, names withheld
2. TO NOTE THE MINUTES OF MEETING HELD 7TH SEPTEMBER 2022
Chair Opened meeting welcoming attendees and confirming that our quorum requirement had been met so meeting could continue. Chair reminded attendees that each household is entitled to just one vote per household.
Minutes noted – no objections – accepted as circulated.
3. TO RECEIVE THE CHAIRMAN’S REPORT
Chair explained why the Resident’s Association (RA) had been reformed last year due to concerns re lack of control. Chair put on record his thanks to all committee members for their help and support over the past year. All members would stand down and then stand for re-election.
Chair expressed concerns that some residents had not seen the Terms of Reference document which explains what the RA is and is not responsible for. TOR were made available.
Factors FBR (FBR) had been through a significant change due to new personnel – Camilla Young is our new contact. Meeting had been held with FBR Personnel and MD Richard Armitage because of increase in gardening costs. At that meeting, it was agreed that any additional gardening required had to be requested by RA and additional expenditure had to be agreed with RA.
LHRA and FBR undertook a walkaround of the site at which areas of responsibility were discussed and agreed. FBR were reminded that they are responsible to RA however going forward RA have contacted Jamie Hudson (JH) regarding unfinished works e.g. unsecured electrical cabinet, surplus wood, and other hazards. Since the initial meeting JH has been relatively co-operative.
Request to site a Defibrillator on or near the Green. It has been agreed that it will be on the corner of Cospatrick and Lambton Green by electrical cabinet (near where Xmas Tree is sited). RA have agreed to pay electrical costs for maintaining the defibrillator but not costs for any other electricity usage.
Responsibility for the pumping station (where surplus sewage is stored ready for overnight pumping) falls to Scottish Water so RA is no longer responsible.
The developer has requested that RA takes over responsibility for the Communal Aerial system but RA has initially requested proof that it is fit for purpose before making a decision. There is a concern about aerial system in the event of a breakdown and RA are actively seeking assurance about this.
Responsibility for the Christmas tree on the corner of Lambton Green has been passed to RA however the costs of this will be met by FBR as will costs of Hall Hire for the AGM.
It was pointed out that RA are not responsible for individual issues and residents were reminded that they should deal with JH in the event of problems. It has been confirmed that JH will finish the development in due course but that building costs and a slower market do not enable him to predict any timescale.
Non-payment of Maintenance Fees. Chair reminded residents that they are obliged to set up a direct debit to pay factor on a monthly basis to cover FBR fees inc. costs of grounds maintenance. Legal action against one resident for their failure to pay for two months is now under consideration. It is anticipated that costs of recovery will fall upon that resident however, failing this, RA will be responsible for paying costs of recovery.
Chimneys. Some reports of leaking chimneys – it appears that these are on older properties. There is evidence that these may not have been properly installed. This has been directed to JH who has agreed to resolve the problem.
4. QUESTIONS FROM THE FLOOR
1 Does pumping station have sufficient capacity? Chair explained that it is the Victorian sewerage system beyond the development that doesn’t have capacity rather than the development and that the pumping station serves successfully to slow down the flow and to pump sewerage during quieter times (overnight).
2 FBR monthly charges. One resident stated that no-one has asked her for payment of monthly fee.
3 Query re whether Defib will be maintained – Chair confirmed that it is being maintained by installation charity.
4 Resident advised that they had spoken to JH who said that scraper would be coming on Monday and tarmac should be laid on Tuesday 3rd October.
Chair confirmed that phase 4 of Development has not yet been completed and there are still actions to be completed. Council to inspect and adopt the road once complete, resulting in their taking responsibility for roads and lighting. So far as latest phase is concerned, the Council waits 12 months for road to settle and if satisfied after inspection, will adopt the new part.
5 Questions re lack of lighting in car park – This has already been raised with the relevant person.
6 Grassy areas and trees in the area to be adopted – Chair confirmed that these areas will come under FBR maintenance.
7 Resident asked about shelter to rear of Cospatrick Court. Requested that grass is cut as it is too tall. Chair advised that the grounds maintenance contract needs revisiting entirely.
8 Area of grass to side of site entrance (where aerial system is sited), confirmed that this is a Hudson Hirsel and JH responsibility. Chair has already pointed out that this needs addressing.
9 Resident questioned the increase in gardening costs just for clearing dandelions. Chair explained that there wasn’t sufficient scrutiny of charging under previous Factorship person.
10 Resident wished to thank Jon Banks and Coldstream Heart Rhythm for their contribution to date in siting defibrillators in Coldstream.
11 Resident requested a plan showing all the areas that residents are responsible for and who owns what (in particular grass verges to the front of properties and visitor parking). Residents were reminded that there are two residents’ parking areas behind Cospatrick houses however the parking around the square is for visitor parking. Resident asked who is responsible for the paving in these areas. Chair explained that the plans that he holds are too small to be of much use and he awaits a set of larger scale plans.
12 Resident suggested that we should look at financial reserves in anticipation of any unexpected expenditure in case FBR do not hold sufficient funds. Chair suggested that FBR scope the areas of visitor parking etc. to evaluate potential future problems.
13 Resident questioned the disparity between official Deeds received on completion of purchase and that shown on the plans held.
14 Resident asked about commission charged by FBR. Chair confirmed that £11,400 was going to factor as their charges and that we now hope to maintain a successful working relationship with the new representative. Residents were reminded of statement of Terms, Fees etc.
Resident expressed concerns that RA demands of FBR may not be clear and questioned whether we have a specification of tasks they are responsible for.
15 Administrator asked if residents that found out about meeting could deposit their email address to ensure as many people as possible are contacted.
16. Resident questioned what action could be taken to remove dandelions from the green as an alternative to weeding. Other residents commented that as it wasn’t a bowling or golf green we should minimise Residents’ expenditure on this process
Resident asked how often green is cut. Every week during the growing season – frequency is laid out in the contractor’s specification.
It was suggested that RA should establish what we want the gardener to do and ensure this occurs. With no new properties due for the foreseeable future, this should make it easier to carry out only the agreed tasks. It was agreed that the gardener had been instructed that any requests from individual households should be treated as private work and should be paid by that household.
5. ELECTION OF COMMITTEE
Four existing committee members were willing to stand. Max of 6 people on the committee.
Jennie Milne. Proposed and Seconded.
Lynne Corder. Proposed and Seconded
One resident offered to assist with background help.
These were all elected onto the committee.
Further points were made from the floor
Suggestion that we post a notice on lamp post before meetings in the hope of increasing attendance
Resident asked why residents couldn’t choose who takes on which role. Chair explained that we have to abide by Constitution.
Resident suggested that there should be a deputy and/or a secretary but Chair explained that no one had put their name forward to act as Secretary.
Meeting ended 20.20
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