Minutes of Spring Meeting held on Sunday 17th March 2019
at the Village Hotel Swindon
Present Liz Ashenden Chairman
David Lappin Secretary
Arthur Saunders Treasurer
Site Representatives Ted Hand, David Toman, Martyn Dale, Mike Beresford
Attendance 31 Members
Apologies 88
Madam Chairman opened the meeting and thanked everyone sincerely for coming to the spring meeting today. However disappointment was expressed at the lack of support in attendance numbers given that unlike last year when it was snowing, today the weather is fine and the sun is shining. A big thank you goes to our Kenegie members who have made the effort and represent by far the largest contingent
Madam Chairman called for a proposer and seconder to verify Minutes of the AGM held at Tolroy Manor November 2017. Approval of the minutes was proposed by John Bennett and seconded by Arthur Saunders.
Matters Arising
The annual meeting with Martyn Fowler took place on 21st February at JFH head office in Barnstaple attended by Madam Chairman and the Secretary. This was followed by a meeting with Ed Newbold at Kenegie Manor attended by the Secretary.
The meetings provide an opportunity to discuss and resolve member’s concerns and to seek improvements for members.
JFH
“Welcome to our holiday home” notice.
The new version of the notice was printed and distributed to site by JFH. Unfortunately there was no clear direction given as to how the message would be drawn to the visitor’s attention that they were enjoying the facilities of a privately owned property. After some discussion it was agreed that the notice should be framed and displayed in a prominent position. Tolroy has already adopted this. Gavin (Tolroy Manager) has been tasked to supply mounting frames for St. Ives and Perran.
Wi-Fi
An update was sought as to the progress if any on getting the JFH sites equipped with full
Wi-Fi distribution as Kenegie Manor is now fully operational.
St. Ives – a feasibility study is being carried out on getting a fibre-optic high speed feed into St. Ives. Distribution does present some technical challenges, but the most important thing is that the Wi-Fi speed is good enough for streaming and down loads during peak holiday times.
It is hoped that Wi-Fi will be available for next season.
Perran View – Distribution would not present any technical issues, the main problem is physically getting cables to what is essentially a remote location.
Tolroy Manor – Again distribution would be relatively straight forward. The problem lies not only with cables but with the speed that can be currently achieved.
JFH is fully aware of the market need and are keen to equip all sites in the not too distant future.
Electricity Water/Sewage charges
Members asked CMOA to seek clarification as to how Electricity and Water is charged.
With the exception of water/sewage JFH seek to get the best price from electricity supply companies. The current supplier is Total Gas and Power. Last year it was EDF.
Unit prices are based on electricity consumption.
- Perran 13.27 pence plus 5% Vat
- St. Ives 11.52 pence plus 5% Vat
- Tolroy 10.37 pence plus 5% Vat
- *Kenegie 11.50 pence plus 5% Vat
*TBC.
The average domestic price per unit is 14-15 pence plus 5% Vat
Water/Sewage
Apportioned per accommodation type and increased annually in line with RPI rate in February each year.
RPI for February is 2.5%
Members who pay standard council tax on their holiday property receive a £50 rebate each year from South West Water.
Other issues raised are dealt with under JFH 2019 plans.
Kenegie Manor
Wi-Fi
The site is fully equipped with Wi-Fi distribution with good signal strength and speed. There are still some technical issues with the Barns due their solid stone wall construction. BT Openreach has come up with various options and owners concerned have been informed.
Pet Income
Ed Newbold reconfirmed that owners who allow pets will be provided with income details on their statement. The site markets free weeks for pet owners at the beginning and end of the season and this will be noted on their statement.
CATV system
The Aerial distribution system is becoming more unreliable with poor signal resulting in break-up and loss of picture. MJL will not accept responsibility and consider they are not liable for any costs. The system does require a complete overhaul and possibly to be re-cabled with the resultant high costs. At the end of last year it appeared that the management took matters into their own hands and installed individual external aerials and some loft aerials which were then charged to affected owners.
Other topics discussed are dealt with under Kenegie 2019 plans.
Chairman’s Report – Please refer to attached full report
Madam Chairman addressed a number of points that directly affect the way CMOA operates and its future.
Madam Chairman re-iterated that the annual meeting with Martyn Fowler and Ed Newbold were used to address member’s concerns and issues. These items are dealt with today in matters arising and the main agenda.
CMOA has been in existence for 28 years and has been driven by dedicated committees over those years. It is now time to enter a new phase with new blood in the driving seat. Madam Chairman advised that both the Secretary and herself are past their shelf life and need to be replaced. If CMOA is to continue then members need to step up to the plate for the roles of Chairman, Secretary and representatives. The role of Chairman and Secretary will be fully supported by the incumbents for any member willing to offer their services.
Treasurer’s report
The Treasurer reported the membership total was 168, slightly down on the previous year.
The letters for subscription renewal were sent out at the beginning of March and he was pleased to report that he has received over 60 renewals so far for 2019/20 with another 30 plus paying by standing order on the 1st April. As you will have seen the membership fees have remained at the same levels as last year. Renewal letters were not sent to every member on the list; these have been held back for members who pay online in an attempt to avoid duplicate payments this year. Reminder letters will be sent out from the middle of April. The Treasurer reminded members who pay online to ensure that their name and membership number were clearly quoted so that he can identify and allocate payments correctly to send out a receipt and window sticker.
The current cash balances are as follows:
NatWest A/c. £ 1207.50
Britannia B.S/Co-Op Bank. £18368.73
Total £19576.23
Due to health reasons Mike O’Neill who has checked the accounts of the association, is now unable to continue. CMOA now need to find somebody else to check the accounts. It is important that we find someone within our membership to check the accounts as the cost for auditors is very prohibitive. If you are able to help please contact the Treasurer.
Agenda
Your committee
Due to the efforts of Madam Chairman at the November AGM in twisting arms of members to join the committee and represent the various sites, new representatives have stepped up to the plate.
David Toman St. Ives
Jana Britton Tolroy
Martyn Dale Tolroy
Mike Beresford Kenegie
Sadly Kaye O’Neill has had to step down from Kenegie due to family circumstances.
As Madam Chairman reported CMOA still require additional representatives for Perran View and Kenegie Manor. Being a representative is not an onerous task. Please contact the Secretary or Chairman who will happily supply all the information you need.
There are members who can’t make the meetings and some members at the meetings, who are unable to put a face to a name. So to solve that there will be a new section on the CMOA website entitled Your Committee with photographs of each committee member and email contact.
Go to www.cornishmanor.co.uk and login to members section.
GDPR issues – As you know CMOA has to comply with current data laws and that means having members consent to hold their information. To this end letters were sent to every member explaining the reason to complete a new GDPR compliance form. About 80% of members did this willingly leaving 20% outstanding. It has taken 2 further letters with addressed envelopes to those members who have not bothered to complete the form.
The Interpretation of GDPR rules and the fear of being fined is causing companies and organisations to be over cautious. JFH are one as they have removed booking names from the owner’s booking portal. I am pleased to say after some discussion with JFH that booking names have been re-instated.
Booking history for last year (2018) will be reinstated by the end of April
PayPal
Paying online by debit/credit cards is proving to be a popular and convenient method of making and renewing of membership subscriptions. Cheques are fast disappearing as many retailers refuse to accept them and banks are pushing us to make online payments. Banks are also disappearing from the high street and banking of cheques also has its difficulties.
Over the past couple of years most of our members now make electronic subscription payments including setting up bank standing orders for automatic payment renewal.
The Treasurer would like members who currently pay by cheque to switch to electronic payment any of the following.
- PayPal via CMOA website
- Online through your bank
- Standing Order – On line or paper mandate – Preferred payment method
Please contact the Treasurer or Secretary for banking details, if you haven’t already got them.
Sub-Letting of holiday homes
On all sites there is a hard core of owners who let holiday properties to long term tenants in contravention of the terms of their lease and planning regulations. They do this in the knowledge, in their eyes, that they are untouchable and can continue to profit from their enterpriseThe problem of long term tenants is the life style adopted is totally different to that of theself-catering holiday maker
A recent example was on Tolroy in which household rubbish was continually left outside the property together with old carpets left to rot. Windows never cleaned and curtains that fell way below the expected standard. Dog faeces not picked up.
Not the best impression for a holiday maker having been told by the marketing dept. that the park and facilities are second to none.
Even if the tenant behaves reasonably the holiday maker is going to quickly realise their neighbour is not a fellow holiday maker.
- Nobody wants to holiday on a low cost housing estate
- Sub–letting attracts the wrong sort of tenant which can lead to increased anti-social behaviour.
- Tenants generally own pets with the resultant clean up problems.
What can be done?
Cornwall Council
The Council does not condone the contravention of planning regulations on holiday homes, but is reluctant to take firm action unless pressed to have the tenant evicted as they presumably don’t want that tenant landing on their doorstep to be rehoused. The issue is often referred back to the site owner as being the landlord’s responsibility.
Honicombe (Formally part of CMOA group)
The management at Honicombe has been struggling with 17 long term residents on site and have badgered Cornwall Council to take action. The council has provided lots of talk but little action.
A decision was to taken by Honicombe management to refer the matter to the Tribunal Service which has power of the County Court, citing that the owner was in breach of their leasehold agreement.
This had the desired effect and 16 owners gave up the fight. However it left one who did not want to comply. The case was then referred to Cornwall Council who ruled in favour of the landlord, but has now gone to appeal.
JFH sites
JFH has now decided to take a firm stand.
There is a two part process now in plac
Phase 1 – The offending owner will be made aware of lease contravention and invited to discuss ways with JFH management to achieve compliance.
Phase 2 – Solicitors letter sent informing owner they are in breach of section 1 of the fifth schedule to the lease they covenant.
“save where the written consent of the Lessor has been given not to use or occupy the holiday home or permit or suffer the same to be used or occupied for any purpose whatsoever other than as a holiday accommodation in the occupation of one family only and in any event not more than eight persons at any one time.”
The owner is also made aware that they are in contravention of Cornwall Council’s occupancy conditions which require that the property is used only for holiday use.
Owner’s accounts
Ted Hand gave a visual presentation of the changes to owner’s accounts effective from 1st November 2019 for JFH owners and will be implemented by MJL for 2020 accounting season.
Comparison figures were provided to show the difference in bottom line income for members letting through the JFH scheme.
Examples of lettings
Short break booking
Existing Structure New Structure
Gross £200.00 £200.00
Surcharge £33.33 £0
Commission £36.00 £52.80
Facilities Charge £0 £15.00
Linen £15.00 £15.00
Cleaning £15.00 £15.00
Net income to owner £100.67 £102.20
Week booking
Existing Structure New Structure
Gross £600.00 £600.00
Surcharge £100.00 £0
Commission £108.00 £158.40
Facilities Charge £0 £25.00
Linen £15.00 £15.00
Cleaning £15.00 £15.00
Net income to owner £362.00 £386.60
The example figures have been provided by JFH accounts department.
JFH 2019 Plans
Perran View
Last year part of the car park was resurfaced and the cladding of properties began, resulting in a much improved appearance. So far circa 70% of owners have agreed to have the work carried out. Members present were shown a couple of photographs of the cladded properties.
The club house entertainments area has been restricted to severe noise reduction levels imposed by the Council. This year a major soundproofing operation is underway with a new acoustic tiled ceiling being installed. Members were shown a sample of the sound proofing insulation being used. The sound system will also be re-engineered. At the same time the entertainments area and bar will have a face lift. As the cost is considerable there will be no money available this year for any other major improvements.
St. Ives
A major re-build and refurbishment project is in the pipeline.
The plan includes demolishing the existing club house and swimming pool.
Also included is the building of a new leisure pool complex with a gym, sauna and steam room and the building of a new clubhouse.
The project is tied in with new Lodges to be installed on the old golf course and will be submitted as one planning application.
Subject to planning approval the work will be phased to ensure that facilities are maintained during the holiday season.
Tolroy
Last year the Manor House was refurbished and repainted outside. There are no major plans for this year.
Dog fouling – At present there is no common approach to inform visitors of the need to keep dogs under control and to clean up dog mess and dispose of it correctly. A Pet Charter is going to be produced by JFH and issued to sites. (Similar to the Kenegie system)
Disposal bags are also going to be available in the on-site shops.
Kenegie 2019 Plans
There are no major changes planned for this year.
The major investment last year was the Wi-Fi distribution system. Ed Newbold would like all owners who let through MJL to offer the full Wi-Fi service as standard to their visitors. This will enable Kenegie to market a service that very few sites currently have.
Grounds
The grounds at Kenegie require a lot of manpower from cutting the grass, weeding and planting plus tree management. A second full time gardener will be employed.
Derelict building.
The low level derelict building near the Barns will be demolished this year and the ground cleared.
Side meetings
Perran View – Nick Muller – please refer to site report attached.
Unfortunately Perran View was not represented at the meeting, however in his report Nick Muller commented on how the grounds were well maintained and the cladding programme was making a vast improvement on the overall appearance.
Entertainment – There will be a shift in the entertainment programme this year. Unlike other JFH sites the entertainment offered has not been well supported, so the venue will be used to stage special events to attract the general public as well as the holiday maker.
Communication
There were some complaints from owners last year that communication between the site management and owners was lacking. This was addressed by CMOA and Nick has reported that an effective communication system is now in place.
St. Ives – David Toman& Ted Hand
The following points were discussed with the small St. Ives group present.
St Ives won two awards last year: One from JFH as the most improved park within the company and another presented by Cornwall Tourist Board, Bronze award for Best holiday park.
- Positive reviews now on Trip Advisor as the old style chalets are being removed.
- The main building is planned for a major upgrade in the near future.
- The bus time table into St Ives is completely dependent on the bus operator decisions.
- The site hope to be 100% recycling waste by June 2019
- Waste food banks are now available to visitors who are leaving the site and do not wish to take it with them.
Tolroy – Martyn Dale & Jana Britton please refer to Martyn Dale report.
The general appearance of Tolroy is very good and the upgrading of JFH own properties is continuing. The children’s play area has received a fresh coat of paint and new equipment has been added.
Tolroy is still the proud owner of the Gold David Bellamy award for wildlife and hopes to achieve gold this year in the Green Parks scheme.
Extra efforts are to be made to increase recycling and reducing to zero waste to landfill.
Kenegie – Mike Beresford
The Secretary reported back to the meeting on items that had been discussed. Ed Newbold kindly provided an information hand out, which will be sent to all Kenegie owners.
Owner’s Booking Portal
The Secretary expressed disappointment that for the third year running despite promises and assurances that an owner’s booking portal is still not available. The information in the handout indicates that it is coming shortl
Wi-Fi
A lengthy discussion took place as to how owners can access the new system and what the procedure was. The Secretary will ask the site to provide additional information.
Facilities Charge
This year the facilities charge for owners who do not let through MJL will increase to £20.00 plus Vat.
Account changes
MJL will adopt the same accounting system as JFH and will be in operation as from next season 2020.
Any other business
The Secretary raised the following concerns from member
Private Letting
A member wishes to advise others against using Toms Holidays due to poor experiences on a number of occasions. Further information is available on CMOA forum.
Hoseasons and other letting agencies Action : David Lappin
A member complained to JFH about reduction of income for 2018 compared to the previous year based on similar letting weeks. The explanation offered was that this was due to a high number of bookings obtained via Hoseasons. JFH has to pay commission to outside booking agencies and the net amount received is allocated to the owners account. This amount is then subject to the normal surcharge and commission charge, thus the owner is paying double commission. Members present agreed that this was unfair and asked CMOA to address it with JFH management. The Secretary agreed to follow it through and report back.
CMOA Website – Important
The access password will change on 1st May 2019. Members who have paid will be issued with the new password by the Treasurer.
Next Meeting
The AGM will be held on Sunday 3rd November 2019 at St. Ives. The meeting will commence at 12 noon.
An end of season entertainment party will be held on Saturday evening at St. Ives. All CMOA members will be welcome to attend. Further information will be provided nearer to the event.
As there was no other business Madam Chairman thanked all for attending and wished them a safe journey on their travels.
St. Ives
A major re-build and refurbishment project is in the pipeline.
The plan includes demolishing the existing club house and swimming pool.
Also included is the building of a new leisure pool complex with a gym, sauna and steam room and the building of a new clubhouse.
The project is tied in with new Lodges to be installed on the old golf course and will be submitted as one planning application.
Subject to planning approval the work will be phased to ensure that facilities are maintained during the holiday season.
Tolroy
Last year the Manor House was refurbished and repainted outside. There are no major plans for this year.
Dog fouling – At present there is no common approach to inform visitors of the need to keep dogs under control and to clean up dog mess and dispose of it correctly. A Pet Charter is going to be produced by JFH and issued to sites. (Similar to the Kenegie system)
Disposal bags are also going to be available in the on-site shops.
Kenegie 2019 Plans
There are no major changes planned for this year.
The major investment last year was the Wi-Fi distribution system. Ed Newbold would like all owners who let through MJL to offer the full Wi-Fi service as standard to their visitors. This will enable Kenegie to market a service that very few sites currently have.
Grounds
The grounds at Kenegie require a lot of manpower from cutting the grass, weeding and planting plus tree management. A second full time gardener will be employed.
Derelict building.
The low level derelict building near the Barns will be demolished this year and the ground cleared.
Side meetings
Perran View – Nick Muller – please refer to site report attached.
Unfortunately Perran View was not represented at the meeting, however in his report Nick Muller commented on how the grounds were well maintained and the cladding programme was making a vast improvement on the overall appearance.
Entertainment – There will be a shift in the entertainment programme this year. Unlike other JFH sites the entertainment offered has not been well supported, so the venue will be used to stage special events to attract the general public as well as the holiday maker.
Communication
There were some complaints from owners last year that communication between the site management and owners was lacking. This was addressed by CMOA and Nick has reported that an effective communication system is now in place.
St. Ives – David Toman& Ted Hand
The following points were discussed with the small St. Ives group present.
St Ives won two awards last year: One from JFH as the most improved park within the company and another presented by Cornwall Tourist Board, Bronze award for Best holiday park.
- Positive reviews now on Trip Advisor as the old style chalets are being removed.
- The main building is planned for a major upgrade in the near future.
- The bus time table into St Ives is completely dependent on the bus operator decisions.
- The site hope to be 100% recycling waste by June 2019
- Waste food banks are now available to visitors who are leaving the site and do not wish to take it with them.
Tolroy – Martyn Dale & Jana Britton please refer to Martyn Dale report.
The general appearance of Tolroy is very good and the upgrading of JFH own properties is continuing. The children’s play area has received a fresh coat of paint and new equipment has been added.
Tolroy is still the proud owner of the Gold David Bellamy award for wildlife and hopes to achieve gold this year in the Green Parks scheme.
Extra efforts are to be made to increase recycling and reducing to zero waste to landfill.
Kenegie – Mike Beresford
The Secretary reported back to the meeting on items that had been discussed. Ed Newbold kindly provided an information hand out, which will be sent to all Kenegie owners.
Owner’s Booking Portal
The Secretary expressed disappointment that for the third year running despite promises and assurances that an owner’s booking portal is still not available. The information in the handout indicates that it is coming shortly!
Wi-Fi
A lengthy discussion took place as to how owners can access the new system and what the procedure was. The Secretary will ask the site to provide additional information.
Facilities Charge
This year the facilities charge for owners who do not let through MJL will increase to £20.00 plus Vat.
Account changes
MJL will adopt the same accounting system as JFH and will be in operation as from next season 2020.
Any other business
The Secretary raised the following concerns from members.
Private Letting
A member wishes to advise others against using Toms Holidays due to poor experiences on a number of occasions. Further information is available on CMOA forum.
Hoseasons and other letting agencies Action : David Lappin
A member complained to JFH about reduction of income for 2018 compared to the previous year based on similar letting weeks. The explanation offered was that this was due to a high number of bookings obtained via Hoseasons. JFH has to pay commission to outside booking agencies and the net amount received is allocated to the owners account. This amount is then subject to the normal surcharge and commission charge, thus the owner is paying double commission. Members present agreed that this was unfair and asked CMOA to address it with JFH management. The Secretary agreed to follow it through and report back.
CMOA Website – Important
The access password will change on 1st May 2019. Members who have paid will be issued with the new password by the Treasurer.
Next Meeting
The AGM will be held on Sunday 3rd November 2019 at St. Ives. The meeting will commence at 12 noon.
An end of season entertainment party will be held on Saturday evening at St. Ives. All CMOA members will be welcome to attend. Further information will be provided nearer to the event.
As there was no other business Madam Chairman thanked all for attending and wished them a safe journey on their travels.
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