TREWENT PARK HOLIDAY HOMES

OWNERS ASSOCIATION

ANNUAL GENERAL MEETING 2013

Date31st March 2013

LocationThe Longhouse.

AttendeesCommittee

Peter Coleman (PC)

Jenny Vince (JV),

Sue Cooper (SC),

John Mezits (JM)

Other Members

c.20 attendees, apologies for absence from Geoff Evans (GE)

& Neil Fowler (NF),

.

Start10:30am

Welcome

PC thanked all those who had braved the unseasonal weather to attend the meeting

Minutes of the last meeting

PC confirmed that a copy had been posted on the web site and had a paper copy available for inspection at the meeting

Matters Arising

PC advised that while there were no outstanding action points he would update members on the various actions as part of his report and during the “open Forum” agenda item.

Chairmans Report

PC reported that it had been the quietest year since he had taken up the role of Chairman. Having looked at the minutes of previous AGMs he noted that the issues tend to be thesame ones each year and include:-

  • Despite additional yellow road markings and no parking signs painted on the road adjacent to no’s 70’s (i.e.on the straight section of the main site road) there was still a flagrant disregard by local tenants and there was general concern that as well as causing inconvenience it was also causing a safety hazard. PC to speak to RH about some form of enforcement
  • Drains: Since 1 Oct 2011 (common) shared drains are now the responsibility of Welsh Water (WW) and not RH. While the new system is working well it has caused an unforeseen problem in that if there is a problem on a common drain DwrCymru/Welsh Water will not accept a report / complaint without a customer name and associated account number. When RH / Dave spot a problem they are happy to report it to the drainage authority but struggle to have any action taken without supplying a name and account number. It would help if members would consider providing RH with their account numbers so that these can be used for problems near the relevant units
  • Electricity Boxes. While members were reminded that the integrity and safety of these boxes were their responsibility there were some concerns that meter readers were causing damage by not securely closing the doors during their routine visits. Members were encouraged to raise the issue directly with their electricity supplier
  • National Parks Planning & Development. JV and RH continue to liaise with Pembs Coast National Parks Authority (NPA) regarding pitched roofs / chalet extensions. There are 11 proposals either completed awaiting execution or in the planning stage. Both RH and JV will be happy to provide any specific advice to any member considering carrying out such works. As an aside there were various comments made about the colour of the roofs. The NPA have approved three colours
  • Site Works. RH had advised that he had felled some tall trees towards the far end of the site – due to their size and risk of failure. There is an on-going review of all safety aspects of the park and other such actions may become necessary in the future.
  • The Longhouse. The current land lady has undergone major surgery recently and was planning to give up her lease no later than the end of the current period namely October 2013. RH is actively looking for a new tenant who will be invited to take on the hospitality, holiday rentals and cleansing contract for the site. Members are invited to promote this business opportunity.

The “Board Walk”

Mr Haydn Garlic. NPA Ranger was welcomed to the meeting. He gave an outline of a plan to extend the board walk in a horseshoe shape around the marshland with both ends of the walk ending on the east side of the stream. He also advised that, dependent upon funding, it was planned to plant newpoplar trees on the edge of the NPA land boundary so as to ultimately replace the poplars that border the site as these are coming to the end of their life.

Mr Garlic also tabled a copy of the strategic plan of the area and asked for comments by 15th April. PC and JV will examine the document in detail and comment if and where it impinges upon the site or its environs.

During the ensuing discussion members asked Mr Garlic if he could look at the possibility of:-

  • Improving the visibility for drivers approaching the bridge – by reducing the height of the hedging on the NPA land to the north side of the road
  • Look at a way of improving the safety of people crossing from the main car park to the beach path – at present there is no direct crossing of the highway
  • Investigate / improve the access from the TPHH site to the beach path – at the moment it is difficult, muddy and uneven

Mr Garlic was thanked for taking the time to attend the meeting.

Treasurers Report

JV presented the annual statement – as follows.

Balance Sheet
31 December 2012
Current Assets
Bank and Cash Accounts:
Lloyds TSB
30 Day Account / 5353.2
Current Account / 3757.46
TOTAL ASSETS / 9110.66
Represented by:
Accumulated Fund
Balance at 1 January 2012 / 9002.98
Excess of Expenditure over Income / 107.68
Balance at 31 December 2012 / 9110.66
Income and Expenditure Account
1 January 2012 - 31 December 2012
Income
Bank Interest / 2.68
Membership Subscriptions / 150.00
TOTAL INCOME / 152.68
Expenditure
Web site hosting / 45.00
TOTAL EXPENDITURE / 45.00
Excess of Income over Expenditure / 107.68

At the date of the AGM there were 34 paid up members (a decrease of9). PC suggested that the decline in membership numbers was probably due to the fact that there were no major issues on concern to members at this time. Nevertheless there was still a need for the TPHHOA and members agreed that we should encourage as many tenants as possible to be members

PC proposed that Dave and Keith are given gratuity payment again thisyear inrecognition of their good work around the site

2014 AGM.

PC had recently reviewed the Constitution and felt that some changes were appropriate including:-

  • Changing the term of office for officers from two years to one year
  • Reducing the minimum number of meeting s from two a year to one a year.

Such changes will be formally proposed at the 2014 AGM

General discussion about members’ issues

Rubbish. There was a discussion about the amount of general goods and rubbish being left around the site and PC was asked to encourage RH to enforce the lease in this regard.

Outside cleanliness of chalets. There was also a similar discussion about the state of the cladding of some chalets and PC was again actioned to speak to RH.

There was general appreciation, from the floor for the efforts, of the officers of the Association (which was much appreciated by those present)

Date of next meeting (Easter Sunday 2014)

Meeting closed at 11.25pm