Estate AGM Minutes: 2016
SOUTHCOTE PARK ESTATE MANAGEMENT
|Mr M Amos
||Mr JG Cook
||Mr JG Cook
||87 Kenilworth Ave
||94 Kenilworth Ave
Annual General Meeting, 12th April 2016
The Grange Church - Circuit Lane
The meeting opened at 19.45 with a welcome by the Treasurer (John Cook).
It was noted that apologies had been received from a number of residents.
The minutes of the last AGM were agreed by the meeting.
3.Matters Arising -
The following matters arising were noted from the 2015 meeting:
4. Committee Report to Residents - Treasurer
- Increased signage regarding the 20MPH speed limit had been put up across the Estate,
including the wheelie bin stickers and the additional lamppost signs.
- The sign at the end of Monks Way has been reinstated - in designing the new sign, we took
advice from the Private Roads Association and found a more affordable option for
production. The Committee intend to replace the missing sign at the end of Kenilworth
Avenue (shops end) with the new design and are going to consider installing consistent signs
across the whole Estate. Feedback from residents at the AGM was that the new design is
- The tree outside No 1 Kenilworth Ave was removed and works have started to repair the
- Mike Amos reported on the discussions he had held with residents in Monks Way, which had
concluded that there was no overwhelming interest which would necessitate a change as to
which end of Monks Way is closed off (unless the Elvian development has a serious impact).
John thanked the committee for their contributions this year and asked all residents to recognise
that the Committee Members are also residents who give up their time, unpaid, to keep our Estate
in good order.
In terms of works, John reported that it has been a fairly quiet year with mainly routine
maintenance, other than the items reported under Matters Arising above.
John explained that there is one issue that we have been well aware of, which is the development
on the Elvian school site. A few residents responded to the planning application with their
concerns, and John personally spoke at both the planning meetings that considered the application.
At the first meeting the approval was deferred for further traffic analysis and at the second
meeting it was approved but only after the addition of a school drop off area accessed via Bath
Road. John is still concerned about the traffic and parking aspects of the plans, however he noted
that the traffic plans are driven by the requirements of the council, not the developers. John has
spoken to the developers and they said they are guided by the council - for example they could not
add access to the site at the Leibenrood Road junction because the council officers said that would
be unacceptable. John has also talked to them about parking during the construction phase and
they assure that given the size of the site all vehicles should be able to park on the site itself. They
are also prepared to assist with temporary signs if necessary. John added that in considering
planning applications, the numbers of respondents carries weight and asked that if residents have
concerns, they are asked to respond themselves through the council processes.
John also explained that around the issue of the development of the Elvian site, one resident in
Monks way became concerned about the status of the copse at the end of Monks Way. The Elvian
plans themselves say nothing about the copse - it is after all not part of the site. As many residents
may recall the copse is part of our Estate but is maintained by the council. Its status has not
changed since 1959 when the works to modify the junction with Southcote Lane were carried out.
As part of the dialogue around this issue the Highways Dept confirmed that they have no plans to
carry out any works which may affect the copse now or in the foreseeable future.
Finally, John mentioned that looking forward the Committee plan to review the "Constitution and
Rules" as written in 1996 to ensure that they remain appropriate today. If any resident would like
to input anything in this regard please contact any member of the Committee.
6. Financial Update
a) Financial statement on the back of the agenda
: John confirmed that the accounts have once
again been checked and signed off by Mrs Perera - thanks were expressed to her. It was noted
that the year end is 1st March in order that the accounts can be checked before the AGM, and it
is proposed that this be captured in the amended Constitution and Rules.
John confirmed that all levies were fully paid last year, and that around 75% have already been
paid this year.
The financial statement was accepted unanimously by the meeting and John was thanked for his
b) Projected Income And Expenditure
- John provided a copy of the 10 year spreadsheet showing
the last five years and then projections for the next 5, explaining that prices have been inflated
by 5% year on year. In respect of trees, there is some work to do to check any which may need
replacing, and a walk-around with the Arborist will take place in May. A couple of residents
mentioned concerns over some trees (outside 25 Monks Way and 37/39 Monks Way) which will be checked on.
John mentioned that within the projected expenditure there is a road
resurface for 16/17, with the costs based on a quote received in 2015. John explained that the
Committee do not feel it necessary to carry out the road re-surface in this financial year, but
they will keep an eye on it and some repairs may be required before the actual re-surface.
c) Levy for 2016/17.
- John explained that the Committee recommend keeping the levy £110 and this
was agreed unanimously.
6. Nominations for the Committee Posts
John confirmed his willingness to continue in the role of Treasurer, and Jo confirmed her willingness
to continue in the role of Secretary. These nominations were proposed by Mr Brown and seconded
by Mr Crook. The meeting confirmed John and Jo in the Treasurer and Secretary roles.
The meeting registered their thanks to all the Committee and the Officials for their time and
efforts. Any resident interested in joining the Committee was asked to contact Jo Greenbank.
John explained that Jo Greenbank has agreed to be fill the vacant Trustee position and the
solicitors are in the process of sorting this out.
7. Formal Proposals To The AGM
a) Mr Smith had proposed that white lines be painted along the kerb edges at the end of each road
as a deterrent to stop people parking. In a vote the residents at the meeting overwhelmingly
rejected this proposal, noting that white lines are not enforceable and that it may show people
the way into the road, rather than stopping them. However, the issue generated a general
discussion around people parking in the road, including the issue of non-residents' parking,
particularly at the Beefeater end of Kenilworth Ave. Suggestions which the Committee will take
away to consider to tackle this issue included the issuing of resident and visitor identification
discs for their cars and the use of a private company to enforce the rules around parking and
impose fines. Where residents are concerned about people who do not live on the Estate parking
outside their houses, then the Committee can provide a notice that residents could put on cars -
although it was noted that this action needs to be done by residents, and cannot be done by the
Committee, as we do not know which car may belong to a resident or may simply not be there
at the right time. It was proposed that the issue be revisited at the next AGM.
b) Mr Smith had also raised the issue of the lights and queried whether the bulbs were bright
enough. There was mixed feeling about this issue amongst residents, with some people feeling
vulnerable and preferring to have brighter lights, but others feeling the lights are too bright,
especially when outside someone's bedroom, for example. It was noted that bulbs are being
replaced when they fail with a slightly brighter light but that we are limited by the type of lamp
we have and that we have to use LED bulbs now. It was noted that with trees on the Estate,
they will always interfere with some of the light. The Committee agreed to review the position
and to also consider that we undertake a proper clean of the lamps to see if that would make a
c) Mr Brown had suggested putting in electronic gates as an access control measure and was due to
attend the meeting with costs, but he did not attend. John explained that the issue of access
has been discussed over many years, and noted that whatever we do will disrupt residents. It
was suggested that a traffic survey could be conducted so we can understand the scale of the
problem. Mr Hurn noted that Southcote Farm Lane should have a 'No Through Road' sign at its
entrance off Southcote Lane and it was suggested we could write to the Council about this. The
Committee will continue to discuss the issues around access control.
d) John explained that the issue of grass verges was added to the Agenda by the Committee over
concerns around the state of some of the verges as a result of poor parking and driving over
them. We have talked to a contractor who looks after the verges in a private estate in
Caversham and having walked around our Estate, they identified around 20 verges which require
'urgent' action at a cost of around £600. It was noted that it is not always possible to know who
has done damage to the verge because there are a number of contractors who work on the
street, either on individual properties or on things like the gas works. It was suggested that we
need to be clearer on why it's important that the grass verges are maintained and not damaged,
particular explaining the vulnerability of the soft kerb where the grass meets the road. Other
suggestions from residents including putting stones on the verge to act as a deterrent, although
some people feel they spoil the aesthetic, or putting notes on cars that do park on the verges to
remind them not to. The Committee are to take forward an action to get the work done to
repair the worst affected verges, to write to the residents at those properties explaining the
action we're taking now, and doing a note to all residents about the importance of the verges
and the actions we would need to take, and the financial consequences, if the damage
Pauline Sharpe noted that a resident in Monks Way has a problem with a tree in a neighbour's
garden - John explained that if it is overhanging the pavement and causing a safety issue or
interfering with the Estate's trees, that the Committee can contact the owner, or landlord of the
property, about what maintenance is required.
The meeting closed at 9.00pm
(Attendance 36 residents from 28 properties)