LEET HAUGH RESIDENTS ASSOCIATION (LHRA) AGM 2024
Held at RBL Coldstream 4 September 2024
MINUTES
1. Attendance and Apologies
The meeting was attended by Committee members Peter Greenwood, Jennie Milne and Helen Arthur together with 23 other residents, representing 16/98 occupied properties. Also in attendance was Erin Jackson from FBR Seed.
Apologies were tendered by a further 18 residents, representing a further 11 properties.
In addition, we received apologies from Councillor John Greenwell.
2. Outgoing Committee
The Committee members were introduced, and apologies given by Chair, Dan Lawrance. In his absence the meeting was chaired by Peter Greenwood.
3. Minutes from the 2023 AGM
These were circulated prior to the meeting and are also on the web portal.
These were accepted, with any clarifications after the 2024 report.
4. Committee Report 2024
5. Questions and comments arising
There were no questions submitted prior to the cut-off date before the AGM.
• Resident asked for minutes to go out asap as 5 days not sufficient.
These will go out once approved by committee.
• Resident asked for clarity on parking, especially visitor spaces.
Dan is currently working on a whole site map to show this, once complete it will be on the portal
• Resident noted that the defibrillator cable does not appear to be connected.
This is to heat the box. The committee believed the box to be connected but will check this.
• Resident requested documented responses from FBR, queried their responses and questioned FBR’s fees. Comment was made of the disparity between our fees and those of Bennecourt.
The question of factor had been looked at this year and the fee is not out of the way compared to other factors. As part of the original committee who engaged the factor, John Alexander was asked to comment from the floor and said that at the time FBR was significantly less than other bids.
The Annual statement outlines costs and there is information sent out every six months. The spreadsheet on the portal is also available re costs and what we pay for. Bennecourt has significantly different factoring needs.
Erin agreed to resend information as resident is new to the estate.
FBR are due to send out a statement with the reminder to change payments to the increased fee from October 2024.
Monetary data is not generally on the portal.
• Resident queried unofficial access to Dunglass Wood from phase 5 and the sudden erection of a fence with little notice.
The fence will eliminate the unofficial access point. The Committee informed phase 5 residents within two days once DA Estates had met with Jamie and told us about the fence erection.
• Resident queried street lighting conduit near phase 5 parking area.
The Council have been involved, both they and HH say there is not a light on the plans in this position. As the Council will not adopt this area we may need to complain to the Council on safety grounds. This has been a topic of discussion, and we have some possible solutions in mind, such as solar lights.
• Residents has also contacted Last Mile about the lack of street lighting.
The Committee has had numerous communications with last mile, our next escalation over lack of progress will be to the CEO.
• Resident stated that Hastings had told them that HH have no intention to build any more houses on the site.
Jamie Hudson has told us that it will go ahead but current costs are preventing it at the moment. It seems unlikely that it will not be done as a gate has been installed at the end of phase 5 not just a fence. It was noted that the fence does not screen Cospatrick, but there are garden fences between them and the compound.
• A resident asked about an area of phase 1 that needs addressing.
This will be checked by the new Committee
• A resident questioned whether a non-payer had been dealt with from last year.
Neither we, nor FBR are aware of anyone not contributing.
• A resident raised the state of the grassed area at the front of the estate, and the area near the aerial.
This is Jamie’s responsibility. We will raise the issue.
• Resident queried a ‘sewage’ smell at the compound.
The new committee will investigate.
• Residents asked for clarification about fees and empty properties and that we would like more detailed responses from FBR.
Solicitors inform FBR of resales and fees are the responsibility of the vendors till the buyers start paying their fees on completion of the purchase. FBR sends out both the Declaration and fees.
• Resident queried report on FBR spending for the last 12 months.
The £87 return fee has been abolished.
• Resident asked if aerial system is still Jamie’s responsibility
This is still Jamie’s responsibility and given the need for an inspection and annual maintenance contract, not something the residents would want responsibility for. The current state will be looked at.
• Resident queried maintenance of Birch trees along entry road, these would benefit from some support.
This will be raised with the Gardener, David.
• Resident at 1 Dundock Drive asked about changing fence at side of property to wooden, on child safety grounds.
This was deemed to be unlikely to be a problem.
AoB
It was reiterated that anything beyond the new fence in Dunglass Road is Jamie’s responsibility. The car park there will be sprayed prior adding this area to the gardening contract.
It was reiterated that parking should be in line with the Deeds of Declaration of Conditions, which we all signed on purchase.
Committee Resignation/ Election of New Committee
Peter, Jennie and Helen agreed to stand again.
Jodie Lawrance had put her name forward, though unable to attend AGM and was elected.
Dan Lawrance has stood down but will act as our IT expert and will manage the Portal for us.
Volunteers were asked for.
Joan Cowley was duly elected as well.
This takes the committee to 5. A full complement of 6 would be preferred so if anyone wants to come to a meeting before deciding, please let one of us know.
John Alexander thanked the committee on behalf of everyone.
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