Minutes of Annual General Meeting held on Sunday 9th April 2006 at the Ibis Hotel Swindon
Present Jean Tolchard Chairman
Mike O’Neill Vice Chairman/Membership Secretary
David Lappin Secretary
Trevor Healing Treasurer
John Goddard Barrie Hockley Patrick Rooney Les Rose John Youdell
Attendance 50 Members
Minutes The Minutes of the meeting held on Saturday 12th November 2005 were received and approved as a true and proper record. Proposed by Paul Williams and seconded by Heather Goddard.
Service Providers. The secretary confirmed that a list of Service Providers had now been established from information supplied by Members and circulated. The Chairman reminded members that they can add others to the list at any time.
Correction to SP list Bill Bowen – Carpenter
Tel No. should read: 01736 755926
AGM Venue A ballot was conducted in January which produced overwhelming support in favour of a change in venue to the Ibis Hotel Swindon. Results were distributed to members on 28th February 2006.
St. Ives JFH confirmed development will take place but no firm decisions have been taken, however they have assured CMOA will be kept informed.
Perran View Reception area has now been moved to the bar area and is ready for use as at 4th March 2006. The former Reception is being tidied up and repainted. This was tentatively confirmed by members present.
Tree Management JFH confirmed that all trees were subject to preservation orders and are inspected on an annual basis. A tree surgeon then carries out any work required after consultation with JFH. If trees become unsafe due to disease or demise then permission is sought from the Local Authority to fell them. Where a tree causes loss of light, damp or roof damage, permission is sought from the Local Authority, however felling or severe cutting back is usually frowned upon by the LA and permission is rarely granted.
In addition to the JFH annual inspection, the LA also has a programme and trees are numbered for inspection. If any trees are trimmed, damaged or removed, then JFH are instructed to replace them. Several Leylandii have been removed this year from the top of Trevithick. No further removals are planned.
Painting The Management of Tolroy Manor have used the same contractor for the past two years and have never received complaints about the standard of work, however Mary Gee is more than happy to inspect work considered to be below standard.
Footpaths and Lighting JFH have stated that all footpaths are regularly inspected by ground and maintenance staff and defects quickly attended to. Any other problems are dealt with as they arise. At the start of the season all paths are pressure washed and hazard areas highlighted with either white or yellow paint.
Tennis courts are also washed at the start of the season and receive a satisfactory Health & Safety inspection.
Some Lighting posts have now been replaced and it is generally considered that the Park is well lit at night. Night Security is charged with reporting any defects during the season.
Building Insurance Although this issue was raised by Tolroy side meeting, it is relative to all sites. JFH were asked to confirm responsibilities in respect of Building Insurance rebuild costs. A number of members are concerned about the level of rebuild cover. JFH responded by stating that the insured cover cost is the responsibility of the owner and further confirm that JFH will not cover any shortfall if the cover proves to be inadequate. This response prompted the Secretary to write to JFH seeking further clarification. At the time of the AGM no response had been received, however a reply has now been received.
JFH have stated that as they are obliged to arrange and re-charge insurance cover, a valuer has been instructed to carry out a revaluation exercise on the current re-build cost of properties. CMOA will be advised on completion of the exercise.
Marketing The marketing/sales department of JFH confirmed that they were well aware of the change in School terms in certain parts of the country. The effect is coming through in the booking patterns together with Schools tightening up in allowing children to take holidays during term times. The cumulative effect has seen an increase in booking for late June through to August, but demand has fallen for the rest of the season. JFH say they have made price adjustments to reflect this position with the net effect of revenue increasing by 5% whilst overall bookings are on a par with last year.
Electricity Charges A query was raised on the billing method being used which did not include an opening and closing balance of units consumed. This situation mysteriously righted itself as bills are now sent with all the details required.
Kenegie Leases A solicitor has now been appointed to investigate the various leases held by owners. An amount of £500 has been allocated for this investigation
Chairman’s report See attached
Treasurer’s report. See attached
The treasurer reported that as result of an increase in membership numbers revenue has increased by 12.2% year on year. Deposit account has increased by 2.6%. He noted that £500.00 plus Vat has been allocated to fund the investigation of leases.
The accounts were received and accepted by members present.
Proposed by M Priest and seconded by J Youdell.
Election of Officer
As there were no other nominations for the followings positions the following were re-elected en bloc.
Chairman Jean Tolchard
Vice Chairman/Membership Secretary Mike O’Neill
Secretary David Lappin
Treasurer Trevor Healing
St. Ives* John Eymor Paul Williams
Tolroy Les Rose John Goddard
Kenegie Paul Hunter Barrie Hockley
Perran View John Youdell
Honicombe Patrick Rooney
*Olive Murray did not wish to be re-elected. Paul Williams kindly volunteered.
All representatives were voted in by acclamation.
Perran View requires an additional representative. If any member would like to take on this important role please contact the Secretary.
Arthur Saunders has audited CMOA accounts for many years and wished to stand down. The members were asked by the Treasurer to nominate a candidate, either member or non member who is willing to audit the accounts.
As a show of appreciation the members present agreed to a £50.00 voucher to be presented to Arthur Saunders for carrying out this unpaid work.
Proposed by the Chairman and seconded by Barrie Hockley.
Side Meetings and Representatives Reports
Honicombe (Patrick Rooney) copy of report attached
Patrick Rooney highlighted in his report of the need to exchange marketing information for those owners who do not let through JFH or Domaine Leisure.
After some discussion it was agreed that the Secretary will circulate all members as to what methods they use to market privately their properties and success of same.
Perran View (John Youdell) copy of report attached
Property Improvements John Youdell reported that several owners were issued with notices to terminate their letting contract with JFH unless they brought their properties up to the required standard. Work has been carried out but not to a satisfactory standard.
Reception Area Although the Reception area has now been incorporated with the Bar, the result is not ideal. The restaurant facility has now been removed and replaced with a Take Away.
Lighting Some of the lighting on site has been replaced, but they are still not all functioning.
Tolroy Manor (Les Rose/John Goddard) copy of report attached
Grounds Owners are still reporting problems with Lighting, Footpaths and standing water
Damage deterrent. It was suggested that JFH instigate a credit card registration scheme when visitors book in. It is considered that this will be deemed as a deterrent against damage and breakages. The Secretary will pursue this idea with JFH.
Action: David Lappin
Dogs Owners have observed an increase in dogs on site, but this is not reflected on their statements and therefore not being charged for by JFH.
Action: David Lappi
Guttering The problem of cleaning gutters has been raised again, as to who is responsible. CMOA established some years back that JFH were responsible for all outside maintenance including gutters. The Secretary will seek further clarification from JFH
Action: David Lappin
Gardener. Members have asked that the committee of CMOA send a letter of thanks to Roger Palmer the gardener who has now retired. The Secretary will undertake this task on behalf of CMOA.
Action: David Lappin
Kenegie Manor (Paul Hunter/Barrie Hockley) copy of report attached
General The appearance of the site is generally good, however the lighting in certain areas is still not functioning. There is a known problem on an electric supply cable, but no effort is being made by the site management to have the problem rectified. The Secretary will write to JFH.
Action : David Lappin
Pool The pool area has been repainted as promised and is ready for the start of the season.
Roads There are a number of potholes on the roadways. JFH local management have promised to re-tarmac as appropriate. The Secretary will write to JFH regarding resurfacing.
Action: David Lappin
Manor House To date none of the flats in the refurbished Manor House have been sol
Residential Status JFH applied for full residential status for the new flats above the Reception and Pool area. This application has been rejected. Ten owners have also applied to Penwith District Council for full residential status. They are waiting for their application to go to committee.
Sale of Kenegie JFH still do not have any firm offers on the table to purchase the site, however a group of owners have approached JFH directly with a view to putting an offer together. In order to do this, access was required to all Kenegie owners. Barrie Hockley co-ordinated a Mail out to all owners: asking if they were interested in pursuing a purchase. (See report)
A side benefit to CMOA is that we have been able to inform non-members on Kenegie of our existence and so far an additional 14 have joined. The committee thanks Barrie Hockley for his good work.
The Secretary updated the meeting on the latest movements in the Market, as supplied by Brian Robinson. See attached Property Prices list.
A number of members suggested that owners identify their properties as CMOA members. This will help to create awareness amongst non members and therefore aid recruitment and of course member to member contact. The meeting agreed that the idea should be pursued. The Secretary will endeavour to provide further details for the next meeting.
After reports from the side meetings were received the Chairman thanked everyone for their input and a general discussion then took place. Kenegie again became the main topic. Barrie Hockley put it to the meeting that the Solicitors appointed to carry out an initial investigation on behalf of CMOA, should continue with a more in depth one, as a number of new regulatory changes came into force in 2002. After some questioning it was agreed that all members would benefit from the findings as similar situations may arise, in the future, on other sites.
Two proposals were then put to the meeting
- Set aside subscriptions from Kenegie owners for financial year 2006 to fund the investigation
- CMOA to fund the entire cost.
A vote then ensued: supporting proposal “b” limiting the expenditure to £1000.00 plus VAT. Plus a rider that as non CMOA Kenegie owners will also benefit that they should contribute £20.00 per unit to the cost
Action: Barrie Hockley
Any Other Business
As most issues had been aired during the meeting no other points were raised. Members were asked if they were happy with the new venue and its facilities. There was a general acceptance of satisfaction other than the lay of the meeting room. As the room is long and rather narrow, members sitting at the back found it hard at times to hear the speakers. This will be taken into account if we use the venue next year.
It will be held in Cornwall on either 4th or 11th November 2006. The Secretary will write to JFH asking permission to use one of their sites. St. Ives is the preferred option. Members will be notified of the arrangements in the usual way.
The meeting ended at 17.30.