Minutes of Committee Meeting held on Wednesday 7th December 2016
The meeting was held at 14 William Price Gardens at 8.00pm. Those present were: Paul Johnson, Deana Tarrant, Ray Marsh, Madeleine Lindsell, Steve Lindsell, Wendy Brown, Apologies from: Rebecca Adlem.
Minutes of last meeting held on 02.11.2016
Minutes of last meeting proposed acceptance by Steve Lindsell and seconded by Wendy Brown, Minutes adopted.
Matters arising
Paul has sent an email to FirstPort requesting a reply to his email within 2 weeks otherwise we will take further action and write to Solitaire requesting a better deal, with a spec etc. to find an Agent to provide value for money. No reply has been received. Not heard from Hannah regarding future site visits.
Action: Paul to write again to Solitaire.
Amended Bank Signatories Form to add Paul and remove John as signatories on the bank account have been completed and accepted by the Bank, but not heard anything, presume it has all been updated.
Ongoing Action: Paul to reply to Chris Oldham at FBC to enquire what parking restriction options are available as a solution.
Ongoing Action: Paul to write an RA introduction letter to welcome new residents.
Ongoing Action: Paul to provide a soft copy of the new logo – made into a Template letterhead. Ray to forward the Template that he has to Paul.
Deana to update the contacts list and circulate to all committee members. – action closed.
Paul – Balance sheet to be placed on the website – action closed.
Treasurer’s Report
Balance to date £1859.44
£8.99 petty cash
+ £1.00 cash in hand
(included in Balance, purchase of 4 clipboards @ £2.49each = £9.96
Ray was concerned that the 2016-2017 membership fees have not been collected (it was decided at the last meeting to delay this until the lighter evenings) this was not in line with the Constitution and Standing Orders. There could be a possibility that collections could be made during day light hours or the weekends, otherwise collection of the subs will be 6 months late. Also the bank account should be closed for audit during August, Balance sheet can then be forwarded with a month notice for AGM
Ray has provided a documented written sheet of the bullet points of actions to take into consideration before and after the AGM, these are highlighted here to take action for 2017:-
A Committee meeting to take place before the AGM
Committee members wishing to stand for office for another term are identified
From the above, Volunteers to collect subs after the AGM for each road
AGM to be held – end of September (one months’ notice to Members from end of August)
Subscriptions are determined at AGM
List of Members form and collection pad to be issued to collectors at the meeting
Collection of subscriptions – during October (lighter evenings)
Ray has purchased some Clip boards for the receipts to make it easier to collect memberships.
Action: Ray to drop receipt books out to committee volunteers to collect the memberships
Parking
Action: Paul to reply to Chris Oldham to enquire what alternative parking options are available as a solution.
Site Visits
Steve and Ray met with Hanna Forrest from FirstPort on 18.11.2016 at 10.15am – 11.25am. The site visit report has been provided (see news article)
A point of concern was the tall pine trees that back onto the lower end of WPG North, they are leaning towards the houses in that area and seemed to have been lopped one side, these need to be monitored on future site visits.
Action: Deana to enquire with Hannah at FirstPort the next site visits dates will be. (3monthly visits would suffice)
A.O.B
Steve and Madeleine are resigning from the Committee as they are moving house.
Date of Next Meeting
Wednesday 25th January 2017 at 8.00pm at 33 WPG
Meeting closed at 09.15pm
Thank you to Deana for your hospitality for this meeting.
