Olivers Mill Residents Society

Annual General Meeting

Tuesday 28th April 2009.

Committee Members Present:

Mrs R Herridge No. 25 Chair

Annette Turney No. 39 Secretary

Lindsey Hudson No. 42 Treasurer

Bill Hilditch No.67 Amenities/Hardlands

John Reynolds No.27 Greenlands

Ian Mann No.19 Neighbourhood Watch

Households Represented:

2-10-19-25-27-28-32-39-42-47-54-57-67-68

Mrs Herridge extended a welcome to all present.

She introduced herself and John Reynolds as new Committee members.

To approve the minutes of the last AGM.

  • Minutes agreed--Proposed by No.39 / Seconded by No.10.

Chairman’s Report (Mrs R Herridge)

  • There were no issues arising from last year’s minutes.
  • The re-paint was very successful; there are only a couple of matters, which the Contractor needs to return for.
  • The new website publicised in the Newsletter is up and running:

Residents can log on at: Oliversmill.org.uk This site can be used for queries and to view any forthcoming events.

Treasurers Report (Lindsey Hudson)

  • To receive the Society Accounts.
  • The Society Accounts for the year ending 2008 were received as true.
  • Reduction in arrears.
  • Increase spending on landscaping.
  • Subscriptions will remain at: £ 86.20 for small properties and £94.60 for large properties.
  • Old office equipment written off.
  • There are sufficient funds in the Society’s account; therefore it has been decided not to increase the fees this year.
  • We will continue to use the same Auditors. Messrs Porter & Garland

Proposed by No.19/ Seconded by No.42. and voted by everyone present.

Secretary’s Report (Annette Turney)

  • 7 Share certificates have been issued to houses:

30,8,24,61,40,35,69.

  • There are no transfers outstanding at the moment.
  • The change to the rubbish collection points introduced last year has been successful. Pathways are now clear and unsightly heaps around the estate are no longer visible.

Hardlands (Bill Hilditch)

  • Repairs to some paths last year.
  • One driveway badly damaged by roots, Contractors to attend and provide an estimate.
  • Any problems with paths should be reported.
  • Lighting in inspected as often as possible, these reports will be passed to the VA.
  • 68/70 repaired fairly quickly.
  • 42 & 46 asphalt has eroded; we will pass this to the Council.

Greenlands (John Reynolds)

  • John has taken on the role of Greenlands Co-ordinator, with a fair amount of

work outstanding. He has been liaising regularly with Geoff the gardener.

  • Tree & shrub trimming is going quite well. John is happy to speak to any

resident with a gardening query.

  • John is fairly pleased with the work being carried out at the moment.
  • Some turfed areas have become damaged with drivers turning in the road, and parking on verges.
  • No.10 mentioned that that a 3rd parking space is inaccessible due to overgrown bushes.

Neighbourhood Watch (Ian Mann)

  • Everyone should have received a card highlighting who the PCSO’s are with contact details.
  • Watchout letter has been issued regarding Neighbourhood Watch.
  • There has been very little crime on Olivers Mill.
  • Nuisance reports have been minimal.
  • Other neighbourhoods have experienced a spate of garage break-ins.
  • Crime Prevention Officers & PCSO’s have been ‘UV marking’ property and number plates on arranged days in North Square. They have been helping with common sense ideas when leaving vehicles etc.
  • ‘In Shape’ delivered to all Neighbourhoods; all with contact details. Residents were asked to be more aware and to report anything suspicious. Ian explained that they might not always attend but everything must be reported to give a clearer picture of what’s going on in the area.
  • Clinics are held for all to attend.
  • Residents are encouraged to report vehicles without tax discs; cars will be seized if necessary.
  • Cyclists are not supposed to be on the pathways.
  • Reports of noisy teenagers in the park, leaving litter behind them. PCSO’s will be informed if this continues.

Repaint

  • No.68 pointed out that the re-paint was not carried out properly ie. Surfaces were not washed or rubbed down prior to painting. Also paint was spilt and not cleared away. Dissatisfied with standard/quality of work. Others agreed.
  • No.47 mentioned that the fencing was not painted. Committee will look into this.

Subscriptions

  • It has been decided that it is impossible to implement the change to subscription payments, which was agreed last year. We are reverting back to the original way of payments.
  • There will be no increase this year.

Proposed by No.25/Seconded by No.57.

Show of hands: 12

Voting to elect Committee Members:

  • Chair: Mrs R Herridge has offered to take this post; nominated by John Reynolds. (No.27) Show of hands: 12
  • Treasurer: Mrs Lyndsey Hudson nominated by Rosie Herridge (No.25). Show of hands: 10
  • Secretary: Mrs Annette Turney nominated by Mrs Irene Lester (No.40). Show of hands 12
  • Greenlands: Mr John Reynolds nominated by Mr Graham Pryme (No.68). Show of hands: 12
  • Hardlands: Mr William Hilditch nominated by: Rosie Herridge (No.25). Show of hands: 12
  • Neighbourhood Watch: Mr Ian Mann nominated by Mr Matthew Hudson (No.42). Show of hands: 12

To discuss the period of re-election:

It was proposed that a four yearly election process be considered to coincide with the re-paint. Seconded by Mr Peter Turney (No.39). Show of hands: 9

A.O.B

  • Mr Peter Turney (No. 39) suggested that we make an addition to the rulebook with regards to recovering subscription arrears and the cost of doing so. We are currently speaking to the VA regarding this issue. Proposed by No.19/Seconded by No.68. Show of hands: 10
  • No.68: Communication is the key here, if residents are experiencing problems with payments, they should contact the Treasurer to arrange a suitable payment method.
  • Arrears at the moment total: £3880, recovery will be negotiated. This figure has significantly reduced over the past 2 years. This issue is discussed at every meeting.
  • Rental properties: fees are collected directly from the landlord
  • Mr Peareth mentioned that children are playing in the road and do move away when approached by vehicles. Reminders to residents/parents will be added to the next newsletter.
  • The Give Way signs mentioned at the last AGM have not been installed, (Robert was going to arrange with the Council) Bill will now follow up on this.
  • Cars are still parking on the bend outside No.70; the bushes here do not help with visibility. Removal will be discussed at the next Committee meeting.
  • Honeysuckle to be trimmed outside No.42.
  • No.68 mentioned that the front garden to No.72 does not look good and is not in keeping with the rest of the estate.
  • The ‘Funday’ organised last year will be repeated again this year. It will include a Bouncy Castle and BBQ. Friends and family members are welcome this year; there will be a nominal charge for food, and people attending are asked to bring their own drinks. The date for this event will be in the next newsletter.
  • The bollards installed in the ‘close’ are not stable, Bill will speak with the Contractor to make arrangements to sink these into the ground for stability.

No further questions. Meeting closed at 9pm

Minutes taken by: Mrs Annette Turney.