Fwd: Supporting documents for next meeting

[Heather Kara]

Dear All,

Please read the following and send any comments to myself for consideration in the next meeting.  We hope you will be able to attend the meeting, but if you cannot, remember you can send a proxy.

The meeting is set for Sunday, 3 February 3:00pm at Costa's on Hill's Road.

Thank you,

Heather 

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Proposed Agenda

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1. Select a chair for the meeting and minute taker

2. Vote on the placement of the parking space for Flat 8

3. Resolve the problem relating to approval of payments

4. Treasurer's report (inc. requirement to pay back insurance)

5. Maintenance issues

6. AOB (Any other business)

7. Set date of next meeting 

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Item 2 - Vote on placement of the parking space for Flat 8

There are 3 options:

1. Rent a space nearby (possibly even in Lime Tree House car park)

2. Put a space on the freehold property by dropping the curb

3. Use the disabled space behind the building.

1. Rent a space

I would recommend this only if we are unable to do either of the other 2.  - it's costly (at least £90/month) and we would certainly have to raise service charges to cover it.  

- it's also conditional on spaces being available to rent, and as soon as the owner of the space chooses to take it back, we would have to search for another one.

- on the plus side, it could act as a temporary solution while we sort out a permanent solution.

2.  Put a space on the freehold property

- Mark and Helen have done the research on this and have obtained approval to drop the curb and put a space in the front of the property 

- Putting the space at the back would be better as while it blocks access to the back entrance, there are other access routes to use.  However the planners did not give permission for this.

- There is concern that the plans submitted don't take into account the wall around Flat 1's basement window and so does the proposed space leave room for use of the front entrance?

- It should also be mentioned that Mark and Helen have offered to pay for the work required to put the space in, thereby costing the company nothing.

- a recent email suggests that we can put the space at the back of the property.  But this email also suggests that we don't need permission, where as the Vehicle Access Policy document above suggests that we do require permission.  So the question remains, do we have permission to put the space at the back?

Relevant attachments:

Dropped kerb application for flat 8 93 Tenision Road.zip 

Vehicle Access Policy.pdf 

Gmail - Fwd_ Parking planning application.pdf 

Gmail - Flat 8's proposals to create parking at 93 Tenison Road.pdf 

3. Use of the disabled space behind the building

- We have determined that the disabled space behind #93 falls within our boundaries (see Title Plan and TP1 attachments) with shared access (not evident on the plans, but a look out back will show you that part of the entrance to the car park is along our boundary).  

- We have confirmation from Lime Tree House that the space is not part of Lime Tree House freehold.  

- Shien has discussed with the council how we can use the space - they have said while it's a disabled space, it's on private property and we can use it any way we like and that we are responsible for enforcing how it gets used.  

- As a disabled space is prone to abuse, we would have to provide signage (especially as it's not obvious that it's part of the 93 Tenison Rd freehold) and a locking post, a cost the company would have to bare.  

Relevant Attachments:

tp1.plan.jpg

Freehold Plan.pdf

Gmail - Requesting documentation showing ownership of disabled parking space behind 93 Tenison Road.pdf

Item 3 - Payment Problems

- Currently 3 people have authority to access accounts, Shien, Heather, Helen, however Helen has never exercised this authority and currently is not set up with access.  Helen has stated in the past that she does not wish to carry on in this role - she had initially taken the role in order to get things started with the company.

- Currently two people are required to approve any payments - only Shien and Heather have access to do this - both have to approve all payments.

- Problems arise when one of us goes away leaving only one to approve or should either of us meet with misfortune, then our accounts are frozen until we can find another to authorize payments.

- We either need a third person to volunteer to authorize payments, or we need to change the conditions on the account that require two people to authorize payments.

Item 4 - Treasurer's Report

- Update on where we stand financially

- Feedback from meeting with the accountant

- Explanation of the requirement to payback to the tenants the insurance payment of which we all paid a share.  

Item 5 - Maintenance Issues

Please send me all your maintenance requests and we'll start a wish list.

- Outside light above back entrance needs replacing

- The two light ballasts in the bike store are broken and need replacing.

- would like to see the bike store cleaned (is this within the contract of the cleaner?  Can we add it to a spring clean?)

- Wishlist - would like to have a broom and steps 

- Wishlist - would like to consider adding cupboard under back stairs for storage of ladder and other maintenance items (spare lamps, etc).

[Graham Hart]

Heather,

Thank you again for all your hard work. It looks unlikely that we will be able to attend. 

Regarding the matters:

Our (Gill and I) first choice for the parking space is for the back of the building, our second for the front. It's admirable that Mark and Helen have offered a contribution. Let's get this sorted as it has been a source of irritation for all.

My offer to be a cheque signatory is probably not very useful as I am rarely around. We are happy to support whoever does volunteer. 

If you have a spring clean do let us know the date – obviously you will. I have tools!

Best wishes,

Graham and Gill

T  01223 861495
M 07855 153528
www.hartmcleod.co.uk

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[Helen Pickard]

Heather

Many thanks for your agenda and notes. I confirm Mark and I will be sending a proxy to the meeting.

Regards

Helen

Sent from my iPhone

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<tp1.plan.jpg>

<Dropped kerb application for flat 8 93 Tenision Road.zip>

<Vehicle Access Policy.pdf>

<Gmail - Fwd_ Parking planning application.pdf>

<Gmail - Flat 8's proposals to create parking at 93 Tenison Road.pdf>

<Freehold Plan.pdf>