SUMMERLEY PRIVATE ESTATE RESIDENTS’ ASSOCIATION
Summerley Private Estate, FELPHAM, Bognor Regis
MINUTES OF THE SPERA COMMITTEE MEETING HELD AT
122a LIMMER LANE ON THURSDAY 15th September 2011
Present : Dennis Peerman Jill Tapp
Neil Chisman Joan Aubrey-Jones
Joyce Linnett Bruce Treloar
Linda Talbot
1. WELCOME AND APOLOGIESApologies had been received from George Blampied, Justin Kracke and Peter Nevitt. Mr Bruce Treloar was welcomed to the meeting and thanked for expressing his interest in joining the committee onto which he was duly co-opted.
Due to absent committee members it was again agreed to defer election of a new Vice-Chairman until the next meeting.
2. MINUTES OF THE MEETING HELD ON 14 JULY 2011
The Minutes were agreed and accepted.
3. MATTERS ARISING
Regarding the replacement of a missing waste bin at slope between promenade and Jacken Close, ADC have advised that a bin has not been at that point ‘for some considerable time’ and that they will not be replacing. ADC suggested SPERA could purchase a bin and arrange the emptying of it if we wished. Costs to purchase and empty a bin have been requested to assist in making decision.
Dennis Peerman awaiting meeting with Mrs Shilton to confirm her requirements of residents applying for house alterations.
4. MAINTENANCE
4.1. Invoices received for the period February to August were reviewed by the Committee and agreed acceptable. There followed a lengthy discussion about how to ensure timely receipt of future invoices, the potential for self-billing and checking of work completed. Whilst the Committee felt happy all works invoiced have been completed, the need for more frequent invoicing remains. Neil to write to Warren making clear we must have invoices presented at two monthly intervals minimum. Linda Talbot to focus particular attention to checking ‘additional’ works.
Post-meeting development: following a further discussion with the auditor Steve Goss, Neil Chisman has told the Committee that he thought that it would be unacceptable to have invoices less frequently than one a month.
Turf to be replaced along verge of Strand Way starting from the newly planted area Dennis Peerman, Linda Talbot and Neil Chisman to meet and tour some other estates in order to identify possible enhancement options.
4.2. Dennis Peerman advised our contractor was currently on site undertaking repairs to road verges and the replacement of five man-hole covers, and was then scheduled to erect 20mph signs on Crossbush Road.
Future budgets do need to plan for more substantial works for which we need to build our reserves in preparation. Crossbush Road is likely to be the first requiring a ‘channel plane’ and re-lay.
5. FINANCE
There are now two residents for whom we are awaiting payment of fees; all expenses are to plan.
The Estate Web-site had become unavailable due to the fee to the hosting site being unpaid. The Committee agreed to release the fee to enable the site to become available although an alternative provider is to be sought.
6. ENTRANCE CONSULTATION
The Working Party (WP) are awaiting drawings for the options previously discussed. A meeting is scheduled for 7th October where Michael Whyte-Venables will present the drawings to the WP for review. Subsequent consultation with Committee to be via email or by convening a special Committee meeting.
7. CORRESPONDENCE/TELEPHONE CALLS
7.1. Dennis Peerman had received an enquiry from a prospective house buyer about a water course running along Limmer Lane. Joan Aubrey-Jones advised there had not been any such water course during her residency on the Estate which was some considerable years.
7.2. Another query on covenant consents had been received. Duly noted – not a SPERA issue.
7.3. Ditches - Meeting to be held 23 September with LEWP, ADC and Contractors to ascertain costs to move forward. Whilst SPERA not directly involved Neil Chisman to attend in order to support residents affected.
8. ANY OTHER BUSINESS
8.1. The 2012 AGM was agreed for Saturday 28 April (first choice) or Saturday 12th May – Joyce Linnett to book Village Hall.
8.2. It was noted the Gateman’s last tour of duty would be 25th September.
8.3. The top of the lamp-post at end of Fourth Avenue is in very poor condition and was planned for replacement. It is believed this needs addressing soon – Dennis Peerman to contact John Hirst.
9. DATE OF NEXT MEETING
Thursday 17th November 2011, 7.15 p.m. at 122a Limmer Lane. / ACTION
J Linnett
D Peerman
N Chisman
L Talbot
D Peerman
L Talbot
N Chisman
N Chisman
J Linnett
D Peerman