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 Meeting Minutes

CONTENTS

2021 - AGM - 28-November - Awaiting Minutes
2021 - EGM - 24-April
2020 - AGM - 24-November
2019 - EGM - 27-May
2018 - AGM - 19-November
2017 - AGM - 20-November 
2017 - EGM - 01-October 
2016 - AGM - 27-November
2016 - EGM - 08-October 
2015 - AGM - 30-December


Transcripts of the DRS meetings are on this page below. To download a PDF copy of any meeting minutes, go to the link here.


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Annual General Meeting
Sunday 28th November 2021, 7:00pm

Date: Sunday 28th November 2021
Time: 19:00 hrs
Host: Flat 3, Karen
Minutes: DM - Awaitng meeting minutes

AGENDA 
1. Minutes of the previous meeting
2. Matters Arising
3. Accounts (for the year 2020-2021)
4. Expenditure for the coming year
5. AOB

Directors' Meeting
Saturday 24th April 2021, 11:00am

Date: Saturday 24th April 2021
Time: 11:00 hrs
Host: Garden
Minutes: DM

The meeting opened at 11:00 hrs. 

1.  Administration
All waived their right to four weeks’ notice of this meeting. 

2. Secretary DRS 
TK explained that he had resigned as secretary to force a “hard reset”, but stated that he is willing to put his name forward for reappointment. BVT proposed TK be reappointed, BKC seconded. This was unanimously approved, and TK was reappointed. TK agreed to serve as secretary until 31 March 2022. 

3. Longer-term funding
the interior decorations and other major upcoming expenditure were discussed. It was resolved that: 

3.1. TK would obtain an estimate as to cost and timing for re-tiling the northern aspect of the roof. 

3.2. BKC would speak with her estate agent regarding increasing the subscriptions by £50pcm, and how her buyer would respond to this. 

3.3. This conversation would resume after BKC’s conversation with her agent, in order to decide how to proceed. 

3.4. Flats 1 and 5 have kindly agreed to donate the carpet to Downshill. Thanks Brian, Judith and Garry. 

The meeting closed at 12:40pm.
Annual General Meeting
Sunday 29th November 2020, 6pm

Date: Sunday 29th November 2020
Time: 18:00 hrs
Host: via Zoom
Minutes: TK

Agenda:
1. Minutes of previous meeting (24-Nov-2019)
2. Matters arising
3. Accounts - (already approved 29/30-May-2019)
4. Expenditure for coming year
5. AOB

The meeting opened at 18:00 hrs. 
All welcomed Judith and Garry to Downshill. 

1. MINUTES OF PREVIOUS MEETING

1.1 Minutes of the meeting AGM held in November 2019 were reviewed. The Minutes have been previously distributed and are available on the DRS website for view and download at www.downshill.co.uk

2. MATTERS ARISING

2.1 Secretary – After completing 2 years, further to previous notice to resign in Apr-2021, Tony (TK) agreed to remain as DRS Secretary for 2021-22, with Dave (DM) preparing the final end of year accounts. Tony (TK) will provide electronic copies of all expenses/invoices and payment confirmations, together with bank statements for the financial year. (Action TK, Action=DM).  

2.2 Accounts 2019-2020 - The 4 biggest single expenditure items for 2019-20 were £3755 for chimney repairs (in the bank statements for 2019-2020, but in the accounts for 2018-2019), £1030 for flat roof repairs, £850 for guttering and roof maintenance and £792 for driveway gravel. The overall biggest expenditure was on gardening services (approx. £3000). We had a net gain of £1154 over the year. All details of the financial year 2019-2020 are on the website. Tony (TK) has electronic copies bank statements and all expenses paid and payments made. 

Signed copies of the Accounts have been returned to the Accountants and filed with Companies House (TK).

Tony (TK) confirmed current balances of the 2 DRS accounts at the time of the meeting as £4734.25 and £3521.89 (total £8256.14). (See also Accounts section 3.1 below). 

2.3 Deeds – Brian (BVT) confirmed he still has several items of historic DRS documentation, including some title deeds. He will pass to Tony (TK) for safe keeping along with other DRS shared records. (Action=BVT). 

2.4 Other documents – Tony (TK) confirmed that copies of all the Fire/Risk Assessments and Asbestos Report are downloadable from the DRS website. Discussed that PAT testing should be carried out on the hallway lighting and the garden shredder (in the shed). (Action=Safety Officer?). 

Outstanding action Dave (DM) to put the current Risk Assessment on the notice board (Action=DM) for all visitors.  

2.5 Damp – Tony/Karen (TK/KD) confirmed that work to clear the blocked chimney and hence resolve damp in Flats 3 and 5 was completed earlier in the year. No current related ongoing problems were reported. 

2.6 Gravel – Gravel was purchased (see above) and spread earlier in the year. See also later discussion regarding request for Peter to regularly redistribute the gravel around the high wear areas (see 4.7 below). 

3. ACCOUNTS

3.1 Approval - The accounts for the financial year 2019-2020 had already been circulated by Tony (TK) and were approved by all Directors on 29/30-May-2020. 

Brian (BVT) raised a question regarding apparent increase in Net Book Value of Tangible Fixed Assets (Note:2) from £81 to £89. Looks like a typo error in the Accountant’s doc with the amounts/dates transposed.

4. EXPENDITURE FOR THE COMING YEAR

4.1 Exterior Painting/Maintenance - Dave (DM) reported issues with some external areas that had been painted in the last round of external decoration. Exterior painting was completed approximately 3 years ago. However, some areas are now showing deterioration. General discussion regarding guarantee of previous work and agreement that it’s not possible to recontact the suppliers. 

All agreed to review any external areas of their flats which might need attention (Action=All). Tony (TK) will collect input and compile a list for further discussion on either self-maintenance where possible, or possible external supplier (Action=TK) 

4.2 Hallway painting - This was scheduled for Spring/Summer 2020 but was postponed due to CV19 restrictions. All agreed that redecoration is overdue and needed. All agreed that Apr/May-2021 would be a target date to do this (pending any other confirmation of Barbara moving, hence potential heavy traffic on the stairway).

Judith/Garry (JR/GR) agreed to ask their decorator to quote for the work. Barbara agreed to check and renew the previous quote (Action=BKC, JR/GR). Nb. Quotes should also include recarpeting (with more hardwearing material) the stairs and landing areas. It was suggested that the downstairs hallway should have an extended entrance matting or floor tiling for easier cleaning/maintenance. 

Karen (KD) requested addition of a cupboard for cleaning equipment/materials, either downstairs or on first floor landing. Dave/Tony to investigate self-build as part of the redecoration (Action DM/TK).  

4.3 Electric car charging - at garages - Dave (DM) requested the installation of electricity supply to the garage area, primarily for the charging of his planned electric car, but also potentially for power tools etc. 

Previous investigations have shown the current lighting cabling is insufficient for power, so a new supply, cable and waterproof external socket(s)/meter(s) would be needed. General discussion and questions regarding who would benefit and use it eg. for car charging, and how it could potentially be metered and billed – nb. current communal electricity usage is metered from Brian’s (BVT) supply and recharged to DRS. Garry will ask their electrician to assess feasibility and potential cost (Action=GR). Additional quotes and discussion would be needed before commitment.   
 
4.4 Hedges/Trees – driveway - General discussion regarding the overgrown trees on the driveway – mainly on the RHS (moving towards the house) and especially around the garages island. Overgrowth is potentially hampering delivery vehicles and could damage high level cabling to the house. 

All agreed that now would be a good time to do this work. Work needed is beyond capability of Peter, as high level access is needed. Karen/Barbara (KD/BKC) to contact Matt to refresh the previous quote from last year (last year’s quote was divided into several stages). (Action=BKC/KD). 

4.5 Flat roof (Flat 1) - Brian reported that the problem of damp on his bathroom roof has improved but is not completely resolved.

Several stages of work have been carried out to the flat roof above Brian’s bathroom (rebuild and refelting of complete roof, followed by repairs to tiling, leadwork and felting around the sloping window). Karen/Tony/Brian to review and to contact Martin to return to assess (Action=KD/TK/BVT). -
nb. Action update - Martin returned twice since the AGM. Pressure tested and discovered that the sloping window was leaking, and applied sealant. No additional charge for labour or materials.  

4.6 Guttering/Downpipes (Flat 2) - Dave (DM) described ongoing discussions with next door neighbour Andrea (Medham) regarding water damage to their garden room. Ongoing disagreement between parties regarding historic damage to leadwork and narrowing of the aperture to the guttering downpipe, leading to overflow during heavy rain. Recommended action is to keep the gutter clean and check the downpipe for blockage by leaves. 

Dave’s (DM) current quote only relates to guttering. Dave (DM) proposed that a specialist be brought in to internally examine the downpipe, so that blockage can be eliminated as a potential cause. Dave to arrange quotation for investigation (Action=DM).

4.7 Gardening - Garden services (currently via Peter Elton) is our biggest annual expenditure (currently around £350 per month). 

General discussion/agreement that Peter does a good job, but that gardening isn’t needed, hence a potential cost saving, in Winter time. 

Discussion regarding garden jobs to do - Tony/Karen (TK/KD) requested continued tidy of growth on the island facing the carpark. Further clearance and also a demarcation (eg. railway sleepers) would create a little additional space and make access to the garages easier when cars are parked in the visitors’ area. 

It was discussed/agreed that Peter regularly (i.e. once a month) spends time to redistribute the gravel in high wear areas. 

Barbara (BKC) requested continuation of a gardening budget (eg. for flower bed soil/compost). General agreement to continue as current for small supply amounts. Dave (DM) recommended we use the mulcher and create an area to make our own compost. 

Barbara will discuss all gardening items above with Peter (Action=BKC).

Barbara (BKC) proposed the traditional Xmas bonus/gift. All agreed to donate £10 per flat with Barbara (BKC) to collect and organise gift (Action=All, BKC). 

4.8. Expenditure Priorities - Once all quotes are obtained (action=as above) – Tony (TK) will schedule a brief discussion regarding affordability and priorities (Action=TK)

5. AOB

5.1 Barclays Account & Companies House - Brian (BVT) asked and Tony (TK) confirmed that Bryan has returned his debit card and keysentry for the Barclays DRS account (Tony now has this). Tony (TK) will continue to try to have Bryan removed from the account mandate – no response from Barclays to date (Action=TK). 

Tony (TK) confirmed that Companies House is informed that Bryan has been replaced by Judith as the DRS Director for Flat 5. 

5.2 Roof inspection - General discussion regarding roof maintenance. Gutter clearance and maintenance was completed earlier this year. Agreement to conduct a visual inspection in Spring 2021 to assess any requirements.   

5.3 Spare Keys - Tony/Karen (TK/KD) confirmed that Flat 3 has the master set of keys (including Flat 5) should anyone need them. 

5.4 Flat 5 – Work - Judith/Garry (JR/GR) thanked everyone for patience during their work being carried out and confirmed their anticipated moving in date as 17-Dec-2020. 

Judith/Garry (JR/GR) informed of plan to replace the front door to Flat 5. Flats 3 and 4 welcomed this and will also consider matching doors. Judith will forward ideas for consideration (Action=JR). 

Thanks to all. The meeting closed at 19:15 hrs. 
No date for the 2021 AGM was set (Action=TK)
Annual General Meeting
Sunday 24th November 2019, 6pm

Date: Sunday 24th November 2019
Time: 18:00 hrs
Host: Flat 3 Downshill
Minutes: Karen

Present
Flat 1 Brian (BVT) Flat 2 Dave (DM)
Flat 3 Tony (TK) & Karen (KD) (Host) (Minutes KD/TK)
Flat 4 Barbara (BKC)
Flat 5 Bryan (BA)

Agenda:
1. Minutes of previous meeting(s)
2. Matters arising
3. Accounts
4. Expenditure for coming year
5. AOB

Minutes of the meeting AGM held in December 2018 were reviewed and approved
Minutes of the EM meeting held in May 2019 were reviewed and approved 
Both are available on the DRS website at www.downshil.co.uk

2. MATTERS ARISING

2.1 Secretary – All thanked Tony (TK) for taking over from Barbara as Secretary. Tony (TK) confirmed he now has the hand-over materials from Dave (DM) and ran through the tidied-up historic paperwork. i.e, Companies house information. Printed copies of minutes from 1969 to 2015. Financial accounts from 2011 to current day. Other important documents and correspondence.

2.2 Accounts 2019-2020 - Tony confirmed current balances of the 2 DRS accounts at the time of the meeting. Tony (TK) requested 1 missing invoice and 2 missing payment confirmations from items handed over from 01-Apr-2019: i.e. (Action=DM) - £24.26, BVT Electricity – missing Invoice & payment confirmation - £6.60 Postage – missing payment confirmation

Dave requested return of the memory stick with the previous account info on (Action=TK)

Historic bank documents – General discussion regarding the need for keeping old bank statements and associated communications. Dave (DM) confirmed we needed to keep bank statements for 6-years in arrears. Barbara (BKC) took file of old documents to review, (Action=BKC)

2.3 Deeds – Brian (BVT) confirmed he still has several boxes of historic DRS documentation, including the title deeds. General agreement that these should be collected and held
centrally. Tony (TK) requested Brian find and forward important documents so we can keep together. (Action=BVT)

2.4 Other documents – all briefly discussed Fire/Risk Assessments and Asbestos Report (we have copies of both), PAT testing (never conducted) and Tree reports (nothing on record). Dave (DM) raised that we should put the current Risk Assessment on the notice board (Action=DM) and all should draw attention to this to any on-site suppliers (Action=All).

2.5 Damp – Tony/Karen (TK/KD) damp in Flat 3 (back bedroom from blocked chimney) has now been successfully attended to. Other flats containing the same chimney - Flat 5 continuing to improve. No associated damp report from Flat 1.

2.6 Gravel – discussed need to replenish driveway gravel. All agreed that larger size has been more successful than previous smaller size. Tony (TK) agreed to find contact of previous supplier to assess re-supply (Action=TK). Discussion regarding quantity needed (unknown). Suggestion from Brian (BVT) to ask gardener to spread any delivery on delivery. Further action following quotes (Action=TK/KD)

3. ACCOUNTS

3.1 Approval - All thanked Dave (DM) for preparing the accounts for the 2018-2019 year. Tony (TK) shared the 2018-2019 Reports and complete bank statements from the 2 DRS accounts from the same period. The accounts were approved by all. Tony (TK) has filed copies in the master accounts folder.
Tony (TK) and Dave (DM) signed the copies to return to the Accountants (Action=DM).

4. EXPENDITURE FOR THE COMING YEAR

4.1 Gravel – see 2.6 above

4.2 Hedge/Tree cutting – previous quotes have been obtained for overall tree/hedge cutting around the whole of the property. These are broken down into 3 sections i.e. lower drive, front of house, rear garden. All agreed that further quotes were needed to be reviewed (Action=KD). General agreement that this work could be done as soon as possible if quotes obtained/approved.

4.3 Internal (hallway) Decorating/Repair – all agreed that internal decoration for the hallway was now needed/overdue. A previous estimate (BKC) was obtained of around £5k+. All agreed that further quotes were needed, including itemisation for painting, carpet, repairs etc. Discussed that Spring 2020 would be a good time to do this. Actions, quotes (Action=BKC), mood board for discussion, (Action=KD).

4.4 Roof (north side) – Dave (DM) raised discussion on planning for the replacement of the north side roof. General discussion that the roof would be OK for some years to come, but that more immediately a general inspection and clean would be desirable (eg. of the gutters and gulley sections). Brian (BVT) also raised damp coming from his bathroom flat roof. Tony
(TK) confirmed that he had de-mossed Brian’s roof last summer and although seems in good state, it needs clearing and re-gravelling. Karen (KD) agreed to get quotes for inspection and cleaning of the main roof (including Brian’s flat roof) (Action=KD).

4.5 Exterior painting – Dave (DM) raised discussion on failing of exterior paintwork on the rear door and window frames of Flat 2. Others reported similar degradation. Generally agreed that due to easy access on the ground floor, these could be dealt with as self-maintenance.

5. ANY OTHER BUSINESS

5.1 Website – Dave (DM) asked regarding the DRS website, specifically security of PI. Tony (TK) explained the use and benefits (especially for those selling their properties) and confirmed that at present he owns the domain and pays for the hosting. Public access is password protected and it has industry standard security – safer than email or paper storage and communication. Dave (DM) asked that his email address and telephone number be removed. Dave (DM) recommended that we contact the gardener to confirm consent for inclusion of his contact details as a supplier (Action=TK).

5.2 Car parking – Karen (KD) politely reminded all of the restriction for residents and their guests to park outside the house. General agreement to abide, and to use residents’ garages where possible to optimise space in the visitors parking area.

Tony to document and share the minutes (Action=TK) No date for the 2020 AGM was set (Action=TK)

The meeting closed at 20:05 hrs
Extraordinary General Meeting - Secretary
Monday 27th May 2019, 6pm

Date: Monday 27th May 2019
Time: 18h00
Host: Flat 4 Downshill
Minutes: David Morgan

Present: Flat 2 David Morgan (DM)
- Flat 3 Tony Kent (TK)
- Flat 4 Barbara Kennedy Cook (BKC)
- Flat 5 Bryan Allman (BA)
- Apologies: Flat 1 Brian Tout (BVT)

Agenda: 

1. To Minute and formalise new appointment and resignation of incumbent
Company Secretary
2. To discuss the practicalities of how the Company’s affairs will be managed
3. Any Other Business

1. BKC resigned as secretary of Downshill Residents Society Ltd, with effect from today. Thanks
to Barbara for her service.

2. TK was appointed as secretary with effect from today. Thank you Tony.

3. TK will take over the secretarial, administrative and accounting duties and will continue to use
the current system for keeping the accounting records.

4. DM & TK will go through the spreadsheet and systems to ensure all is handed over smoothly
(Action: DM & TK).

5. TK to notify Companies House of BKC’s resignation and his appointment (Action: TK).

6. DM will add TK and BA as signatories to the Barclays Bank accounts, and remove BKC as
signatory (Action: DM).

7. DRS will continue to use Barnbrook Sinclair for at least the next year for its accounting needs.

8. The next AGM has been arranged for 18:00 on Sunday, 24th November 2019 in flat 3.

9. Hall painting – BKC has one quotation (c. £1,600). Two more quotations to be obtained
(Action: DK & KD).
Annual General Meeting

PRESENT:
Flat 2 Dave (DM)
Flat 3 Tony (TK) & Karen (KD)
Flat 4 Barbara (BKC) (Host)
Flat 5 Bryan (BA)
Apologies: Brian (BT) DM given proxy vote

Agenda:
1. Minutes of previous meeting(s)
2. Matters arising
3. Accounts
4. Expenditure for coming year
5. New Secretary
6. AOB

1.  MInutes of previous meetings

Minutes of the meeting held in November 2017 were approved
Minutes of the meeting held in January 2018 were approved

2. Maters Arising

Trees: Two chestnut trees and a large branch were removed by Peter Churly early in the year. A beech tree at the bottom of the driveway was also removed at his own expense.

Gardener:
- Kevin started in February and although reliable, it is felt that his work isn’t the standard we had hoped for. 
- KD and BKC feel this is mainly due to the fact he doesn’t allocate enough time to Downshill. 
- KD suggested we employ a company to cut all the hedges on an annual basis which will give Kevin more time to do the basics. All agreed.
- KD informed us he will be increasing his hourly rate to £17.00 in April.

Damp: See below expenditure

3. Accounts

- DM brought copies of account and all agreed. BKC to sign as secretary

4. Expenditure for coming year

- TK has produced three quotes for the damp issue in flat 3. An estimate on the work required is £4,000.
- DM suggested removing the plaster before work begins to allow time to dry out as much as possible prior to commencement.
- TK thought this would be around Springtime.
- BA mentioned the damp in flat 5 was no worse and in time should improve.

5. Secretary’s position

- TK put forward a proposal of a five year rolling programme that each flat takes over the duties of the position for one year.
- In theory all thought a good idea but felt in practise it would be difficult to enforce. The majority of the incumbents were not prepared to take it on. Decisions would be made collectively by Downshill.
- BA to check with his accountant regarding managing accounts, but felt he would now be reluctant to take on because of work commitments. (BA). DM to discuss with BT before a final decision is reached on TK’s proposal.
- TK also suggested that for one-off extraordinary payments in the future, if ever needed, a unanimous vote should be required to protect those who disagree with the proposal or cannot afford it. This would require changing the Society’s Articles. To be discussed with BT before final decision is agreed.
- DM agreed the status quo to continue until April next year.

6. AOB

- It was mentioned that the gravel outside the front of the building needs topping up. To be reviewed in the coming year.
- The maintenance charge will remain at £250.00 pm.
- There being no other business, the meeting closed at 8.45pm
Annual General Meeting
Monday 20th November 2017, 7pm

Hosts: Flat 3, Karen (KD)/Tony (TK)
Chair: Bryan (BA) Minutes: Tony (TK)

Present:
Flat 1: Brian (BT)
Flat 2: David (DM)
Flat 3: Tony (TK), Karen (KD)
Flat 4: Barbara (BKC)
Flat 5: Bryan (BA), Dawn (DK)

Agenda:
1. Minutes of previous meeting(s)
2. Matters arising
3. Accounts
4. Expenditure for the coming year
5. Any other business

Minutes: The meeting opened at 19:00

1. MINUTES OF THE LAST MEETING(S)

- Minutes of the last AGM (27-Nov-2016) and EM (01-Oct-2016), as previously distributed, were presented. - The minutes were approved by all.

2. MATTERS ARISING

2.1. Removal of the west chimney
- This work has now been done (including associated TV aerial actions) (by external contractors)

2.2. Repairs to Garden Room, Flat 2
- This work has now been done (by external contractors)

2.3. De-mossing of external flat roof, Flat 1
- This work has now been done (by TK)

2.4. External house painting, front/rear
- This work has now been done (by external contractor)

2.5. Internal wall crack, Flat 3
- TK confirmed the vertical crack in living room is still evident and has widened since last year. On inspection it looks like just the plaster. Will keep reviewing (action=TK/KD)

2.6. Damp in walls of Flat 5 and Flat 3
- BA/DK and TK/KD confirmed that the removal of the chimney had not cured the damp in Flats 5 and 3.
- BA/DK reported that the problem in their bedroom was worse.
- All inspected the damp area in the back bedroom of Flat 3 with a damp meter
– it is localised to the RHS of the chimney but significant.
- The cause is unknown. Various discussion as to the possible cause including roof damage, wind-blown side entry, condensation etc.
- All agreed to take no further ‘remedial’ action until a cause is determined. BA agreed to contact a damp specialist to come and inspect the areas (action=BA).

2.7. Fire safety provisions
- TK carried out and inspection of the fire alarms (communal stairway areas and Flat 5) and extinguishers (communal stairway areas) after the last AGM.
- All smoke detectors have had new batteries and are now working. The faulty downstairs stairway smoke detector has been replaced with a new one.
- The fire extinguishers had various faults (see inspection report) but should be functional. Pressure on one looked a little low.
- Neither of the break-glass fire alarms (upstairs hall area and in Flat 5) were working.
- TK agreed to find a contact to inspect and repair/replace extinguishers and alarms as needed (action=TK).

2.8. Winter grit
- DM confirmed that the grit from last year had not been used so the grit box should still be full. To check (action=DM).

2.9. Garage area lights
- This work has now been done (external contractor). Garage lighting is working well.

2.10. Shed window
- TK confirmed that a temporary perspex window has been put in place.

2.11. Xmas present for Daniel (gardener)
- BKC proposed that a £10 voucher be given to Daniel. All agreed (action=KD/BKC).

2.12. High-speed fibre optic internet
- BA confirmed that HSFO is now in place at the exchange close by but is not available directly to Downshill, although it looks like BTOpenreach might be working nearby.

2.13. Downslope driveway approach to garages
- All agreed that this was degenerating but no immediate action needed at this time.

3. ACCOUNTS
- DM presented the accounts and confirmed that other than signature/dates these were as presented at the previous ‘finances’ EM in October. - The accounts were approved.

4. EXPENDITURE FOR THE COMING YEAR

4.1. Garages
- BA reported that he’d brought in an asbestos specialist to review possible removal/repair/replacement of the garage roofs.
- Estimated £2,000 per garage to remove and dispose of the asbestos and replace.
- Estimated £4,000 per garage to rebuild (individually) or £3,500 per garage to rebuild (all simultaneously). Estimated that we could have new for similar cost.
- Discussion as to whether the Council could offer aid to remove. In view of current budget levels all agreed to postpone further investigation at this time.

4.2. Chimney/Damp in Flats 5 and Flat 3.
- Please see Matters Arising (item 2.6. above).

4.3. Other expenditure
- No other expenditure was proposed. - KD requested clarification (of minutes of the 01-Oct-2017 EM) regarding plans for the current outstanding loans. Requested repayment to Flat 3 in £1,000 sums as soon as such funds were available rather than lump sum at the end.

5. ANY OTHER BUSINESS

5.1. Garden
- BKC proposed quote (for £500) from Daniel’s contact to thin/remove 2 chestnut trees which are diseased. Not sure if this include removal of wood.
- General discussion of the need (disease, leaves) and desirability (view, wind break etc) to remove entirely.
- General discussion that a second quote be found. Suggested Martin’s son (Peter Churley) be contacted (action= BKC/KD). - BA suggested that we should also investigate replacement. General agreement.

- Discussion regarding future gardening…
- BKC/DK suggested gardening (mainly fallen leaf clearing) should continue until the end of November. No gardening would then be needed until Spring 2018.
- Discussion that Daniel is an expensive option. BKC/KD presented a list of alternatives with the view to confirm asap and start in 2018 (March?). BKC/KD to contact shortlisted (action=KD/BKC).
- Discussion that we investigate purchase our own leaf blower (action=BKC)
- DM proposed that we buy our own lawn mower for DA to mow the lawn. General thanks for the offer but disagreement that this was a good idea.

5.2. Downshill Residents’ Society Secretary

- DM again confirmed that he is no longer willing to perform this role. Preparation of the accounts is largely OK but other aspects felt associated are no longer welcome.

Extraordinary General Meeting - Finance
Sunday 1st October 2017, 6pm

Hosts: Flat 3, Tony/Karen
Minutes: Tony

Agenda: Discussion of DRA finances

Present:
Flat 1: Brian (BT)
Flat 2: David (DM), +1 (details removed)
Flat 3: Tony (TK), Karen (KD)
Flat 4: Barbara (BKC)
Flat 5: Bryan (BA)

MINUTES
Objectives: The objectives of the meeting were set out as:

1. Current DRA account balance, incoming and regular outgoings
2. Update on the status of major financial projects of the last few months
3. Status of personal investors to DRA and repayment plan 

1. Current DRA account balance, incoming and regular outgoings

- DM/BT confirmed the current balance (as of am. 01/10/2017) is £1,383.
- This is excluding the £1,250 maintenance payments due on (01/10/2017)
- Therefore the effective balance at the time of the meeting is £2,633
- Current annual DRA income of £15,000
- Current monthly DRA income of £1,250 (5x £250). Estimated that regular monthly outgoings are approx. £700 pm. The main contributions to this are, gardening (Daniel) -costs vary but is between £200-£300 pm and insurance – cost approx. £250 pm.
- Therefore estimated that funds available for potential saving/repayment (disposable income) is approx. £700-£800 pm. (i.e. £8,400 - £9,600 per year).

2. Update on the status of major financial projects of the last few months

2a. Chimney removal and aerial relocation – payments:
- £1,126.80 - TV aerial relocation and various associated items (08-Dec-2016)
- £3,528.00 – Chimney removal, TM Roofing (07-Jan-2017)
 - £1,522.80 - TV aerial repairs, damage caused by chimney removal (03-Jan-2017)
- £6,177.60 total cost

2b. Garden room – payments:
- £2,200.00 – deposit, Grovewood (02-Nov-2016)
- £3,284.00 – garden room work, Grovewood (22-Mar-2017)
- £2,365.35 - garden room work, Grovewood (18-May-2017)
- £1,776.00 – leadwork, DPM Leadwork (25-Apr-2017)
- £9,625.35 – total cost -
nb. DM confirmed an additional £924.15 has been withheld from payment to GroveWood due to dispute (therefore effective project cost £10,549.50).

2c. External decoration – payments: 
- £7,500.00 – payment, Dragos, (16-Jun-2017) -
 £5,800.00 – payment, Dragos, (16-Jun-2017)
- £826.00 – payment, Dragos, (16-Jul-2017)
- £14,126.00 – total cost

2d. Other noted projects – payments:
- £375.00 – Garage lighting - £765.00
– Right of way, MHS Sprecher Grier £755 plus postage (nb. this was paid directly by Dawn (DK)).
- £1,140.00 – total costs

Summary of costs:
- £6,177.60 - Chimney removal/TV Aerial costs
- £9,625.35 – Flat 2, Garden room -
 £14,126.00 – External decoration
- £1,140.00 – Other items (garage lighting, right of way)
- £31,068.95 - total 3. Status of personal investors to DRA and repayment plan
- £3,000.00 - Flat 3, (19-Jun-2017) (KD)
- £4,500.00 – Flat 2, (2 payments £3,000 (16-Jun-2017), £1,500 (17-Jul-2017)
- £765.00 – Flat 5, Right of way (DK), (Jul-2017)
- £8,265.00 – Total private investments

- It was discussed whether repayment was preferred as monthly amount or in full in a single amount. All (KD, BA, DM) agreed to repayment in full once sufficient funds were available.
- Estimated that between £700-£800 pm would be available to save towards loan repayments.
- Agreed that whatever was surplus each month (with a target of £800 pm) would be transferred to the DRA savings account to build this repayment fund.
- Therefore estimated that repayment of all investors would be around Jul-2018.
- Agreed that stopping gardening expenses (Daniel) from end of Oct-2017 until Mar-2018 would significantly help this process.
- Also agreed to keep maintenance payments at £250 pm at least until all loan repayments have been made.

AOB:

- Discussions regarding: - further work/repairs required re: external decoration (Flat 2)
- investigation of flat roof(s) condition (Flat 1)
- Investigation of garage roof replacement (Flat 5) - condition of driveway, raking of gravel (all)
- Future role of DRA secretary/accounts (all)
- All of the above to be discussed at the DRA 2017 AGM (date agreed by all as Mon-20-Nov-2017 at 7:00pm, in Flat 3).

Meeting closed 19:45pm.
Annual General Meeting
Sunday 27th November 2016, 2pm

Venue: flat 5
Minutes: BKC

Present:
 Flat 1 Brian
  Flat 2 David
  Flat 3 Tony and Karen
  Flat 4 Barbara
  Flat 5 Bryan and Dawn

Agenda: 
1. Minutes of last meeting (a) AGM held 30 December 2015 (b) EGM held 8 Oct 2016
2. Matters arising
3. Accounts for the year ended March 2016
4. Expenditure for the coming year
5. Any Other Business

All present waived their right to a month’s notice

Minutes of the last meeting
The minutes of the last meeting (Dec 2015) were approved.

Matters arising from previous minutes (Dec 2015)
There were no matters arising from the last meeting.

ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2016
DM handed out copies of year end accounts and all agreed DM to sign off and file.

EXPENDITURE FOR COMING YEAR
Insurance – £2,000
Gardener - TBA

CHIMNEY
- This will be taken down on 06/12/16 at a cost of £3,500 which Flat 3 and Flat 5 have agreed to pay for and which will be reimbursed at a later date when more funds are accumulated. Prior to commencement of work, all television ariels will be taken down and a new replacement, if required, (and to be costed) erected at an appropriate site. This should only take between 1 and 2 days. Television cable to flat 3 to be rerouted. The scaffolding will be erected on 01/12/16.

HOUSE OUTDOOR PAINTING
BA - Produced 3 quotations for above. After consideration by all present it was agreed unanimously to employ Vfurb Home Renovations Ltd. at a cost of £13,850 (VAT clarification required} as Bryan felt they were more professional and indepth in their findings and solutions after surveying the property than the other two companies. He will contact them to agree a date for June 2017 and the work was estimated to take around 3 weeks. BA to check if a deposit is required. (BA)    

GARDEN ROOM FLAT 2
DM – A quotation was agreed of £8,767 including VAT for the work required to flat 2 Garden Room. A deposit of £2,200 has been paid and the work will commence in January 2017. The cost will be covered by flat 2 until sufficient funds are available to be repaid. It was agreed that in future a minimum of 3 quotes for any work required on the building would be sourced.

Any Other Business
TK- Mentioned that the flat roof of flat 1 needs demossing and he agreed to carry out the work (TK)
TK- Informed all that they have a large crack in their sitting room wall and that he would, in the meantime, only monitor it. 
KD – Informed the meeting that they now have damp in their main bedroom and this could be caused by either a pipe or blocked gutters. BA agreed to source cherry pickers to clean the gutters. He would also get checked if any tiles on the front roof need replacing. (BA) 
KD – Raised concerns over the reliability of the smoke/fire detectors and extinguisher in hallway as not all the flats can hear them when activated. TK agreed to check the glass fire alarms and replace batteries in smoke alarms and also check the extinguisher. (TK)
DM – To check if grit for snow/ice needs topping up. He will also control the timings to the light sensors at the garages and replace bulbs when required.
TK - Said he will replace the broken window in the large shed as he had accidentally broken it. (TK)
BKC – Asked if all agreed to give Daniel the same Christmas gift as last year which was each flat contributing £10.00. This was agreed. Thank you Tony and Karen for your contribution. BKC to collect monies by mid December.
BA – Informed all that BT were in the process of laying a high speed fibre optic connection in the area and that they promised to roll it out to the property….watch this space!   
TK – Mentioned that the down slope from the garages at the far end requires redoing, but it was agreed to leave it for another year.

A big thank you to Bryan and Dawn for hosting the meeting again.
There being no further business the meeting closed at 16.01  

NB: Spoke with Daniel yesterday and he has now handed in his notice and will venture out on his own at the beginning of next year. He has asked us which day we would prefer him to come. My feeling is that possibly the Thursday or Friday would suit especially in the summer when we want the garden looking its best for the weekends. Please let me know your thoughts on the matter.

Extraordinary Meeting
Saturday 8th October 2016, 6pm

Hosts: Flat 5, Dawn/Bryan
Minutes: Tony

Agenda: Urgent maintenance items
Present:
Flat 1: Brian (BT)
Flat 2: David (DM)
Flat 3: Tony (TK), Karen (KD)
Flat 4: Barbara (BKC)
Flat 5: Dawn (DK), Bryan (BA)

Minutes: 
- All agreed to waive the usual 4 weeks notice required for such a meeting.
- DRA accounts as currently available were circulated prior to the meeting (DM).
- All agreed that this meeting should focus just on the urgent maintenance items and should not replace the main AGM to be scheduled as usual later in the year. 

- Items for discussion were agreed as:
1. External painting
2. Chimney/Roof – i.e. affecting damp in Flats 5 and 3
3. Garden room roof – i.e. affecting Flat 2
4. Any other urgent maintenance items
5. Process for funding agreed projects. 
1. External painting

- External decoration was last done 8 years ago at a cost of around £8,000.
- General discussion that the target is that this should be completed every 4-5 years. 
- Discussion that external painting should be a priority item to be scheduled for August/Summer 2017. Suggestion (TK, not agreed by majority) that in light of lack of funds for other projects, painting should be postponed until early 2018. 
- Based on previous cost the estimated cost would be £8,000-£12,000, (DK estimated possibly more, i.e. £14,000) depending on the scope of additional maintenance (eg. window repairs) to be included. 
- All agreed that 3x updated quotes should be obtained before selecting a supplier (BA)
- All also agreed the need to be more specific in terms of the additional repairs to also be included. 

2. Roof/Chimney
- Previous work to the roof/chimney junction (by roofer, C.Prince) has failed to correct the long term damp problems in Flats 5 and 3.
- Following further inspection new feedback from roofer (via BA) is that the large east chimney has become saturated due to non-use (as a functional chimney) and that this is the cause of the damp affecting Flats 5 and

- The recommendations are:
a) Removal: to remove the chimney completely and restore the roof as uninterrupted over the chimney location. – cost estimate £2,940 (£3,600 inc VAT). BA indicated that this (reasonable) price may have been influenced by C.Princes’ previous efforts to solve the problem.  
b) Removal/Rebuild: to remove the chimney and rebuild, for decorative purposes only – cost estimate approx. £10,000. 

- General agreement that given the relatively high cost of option (b) and other expenditure items currently in discussion that complete removal was the preferred option.
- It was confirmed (DK) that advice had been sought and there were no planning/listing restrictions to this action.
- General agreement that this action should be taken ASAP, and discussion that damp issues in Flat 3 and 5 would take further time to resolve (due to natural drying of internal walls).  

3. Garden Room (Flat 2)
- This relates to proposed repairs to the roof of the Garden Room in Flat 2. 
- DM discussed despite 10+ requests difficulty in obtaining suppliers/quotes to undertake this work.
- DM previously circulated (12-Nov-2015) a quote for £7,150 for replacement of existing roof structure with a new double glazed ceiling and repointing as required.
- All agreed that due to the age of this estimate, 3x updated quotes should be obtained before agreeing/selecting a supplier.
- General discussion regarding investigation of potentially cheaper alternatives i.e. to a double glazed roof. DM agreed to investigate and present alternatives as appropriate.
- General discussion also regarding potential to remove the Garden Room and replace (possibly extend) instead. Generally agreed as not feasible/desirable.  

4. Other maintenance projects
- Main roof. Feedback from roofer (C.Prince) was that the main roof (north side) is in generally good condition. Discussion that this might need to be addressed in 10+ years time. 
- Garages. Ongoing concern at the decay of the garage block. Generally agreed that in light of other items this was not a priority and that individual flats should seek to maintain their own garages as best as possible. 
- Driveway (right of way). Regarding previous memo regarding the RoW at the end of the main driveway to the HogsBack it was agreed to investigate paying (estimate of a nominal fee) to ensure this (DM, BT in association with solicitor as needed).
- Sale of Land. Discussion regarding news of sale of the land to the south of Downshill. All agreed that the fate of this land was of potential interest and should be investigated. Agreed to find out more and report back (BT). 

5. Funding 
- Summary of projects to fund:

1. External painting (estimate £12,000-£14,000, pending submission of 3x new quotes)
2. Chimney/Roof (confirmed quote £2,940/£3,600 ex/inc VAT)
3. Garden room (estimate £7,150 inc.VAT, pending submission of 3x new/alternative quotes)

- Total estimate (decorating, chimney, garden room) around £24,750 (£22,750 if painting was £12,000 instead of £14,000). 
- DM reported a current account DRA balance of £6,700
- DM also reported, based on current contributions and other expenditure (garden, insurance etc) an annual surplus of around £4,500 (approx. £375 per month).  
- By the time of painting (Aug 2017) this would produce a fund availability of around £10,450 (£6,700+£3,750 (i.e. £375x10mths)).
- The shortfall would therefore be between £12,300 - £14,300 

- 3 funding proposals were made:
a) £1,000 one-off contribution plus £100 pm* increase per flat
(potentially raising £11,000 (5x£1,000 + 5x100x12) over next 12 mths, with £5,000 immediately. 
b) £2,000 one-off contribution plus £50 pm* increase per flat
(potentially raising £13,000 (5x£2,000 + 5x50x12) over next 12 mths with £10,000 immediately.
c) a) £2,000 one-off contribution with no increase pm per flat
(potentially raising £10,000 (5x£2,000) immediately
* the £50/100 monthly increase would be reviewed after £12 mths with the view to restore to the current level if agreed. 

Voting
Option a) – no votes
Option b) – Flat 5, Flat 2, Flat 1** (therefore agreed by majority)
Option c) – Flat 3, Flat 4
**Flat 1 abstained in favour of majority. In view of no overall majority, voted option b)

- General discussion that it was not possible (eg. insurance etc) or desirable (eg. gardening) to reduce other expenditure in order to increase the annual surplus. 
- Further discussion – since the painting cost will not be incurred until summer 2017 it was proposed (and agreed) that referring to option (b) to split the £2,000 one-off contribution into 2 parts, i.e. £1,000 immediately with a further £1,000 as needed next year. 
- The £50 increase per month should take effect as of 01-Nov-2016. 

Meeting closed 20:15 hrs. 

Annual General Meeting
Wednesday 30th December 2015, 7:30pm

Venue: Flat 5
Minutes: BKC

Present:
Flat 1 Brian
Flat 2 David
Flat 3 Tony and Karen
Flat 4 Barbara
Flat 5 Bryan and Dawn

Agenda:     
1. Minutes of last meeting
2. Matters arising
3. Accounts
4. Expenditure for coming year
5. AOB

Due to the nature of the meeting all present waived their right to a month's notice.

1. Minutes of the last meeting

The minutes of the last meeting (Feb 2015) were approved.

2. Matters arising from previous minutes

Roof
Damage done to Flat 1's garden by scaffolders/tilers, i.e. gate post, meal railings and garden ornament has not been resolved, but it was agreed not to take any further action.

Exterior painting
It was agreed that this would be done (funds permitting) in the Autumn of 2017.

Electronic Accounts
DM asked if this was still required as it had not yet been done and all were happy to leave as it is.

Garage Doors
BA informed the group he tried to get quotes to replace the garage doors but no company was interested. Although the council would demolish the garages because of the asbestos, it would prove too expensive to replace them. In the meantime, clearing of the roofs and the debris from behind them would help. Daniel will be asked to clear behind the garages (BKC). (TK) agreed to do the roofs.
Hallway Cleaning 

A Dyson vacuum cleaner was purchased at the request of Karen. Unfortunately, some sneaky thief stole it from under our noses! DK suggested that KD asks to become a Dyson tester from an article she saw in a newspaper. To be looked in to. (KD) It was agreed to keep the cupboard at the top of the stairs.

Garden Budget
The budget was used mainly for compost. Going forward this will be continued again for compost/soil. Daniel is to make compost heaps of the leaves and grass separately. It has also been agreed to have a bonfire in the Spring (probably Easter) when everyone at Downshill is around and hopefully NOT the Haycot, to empty the stone circle which will then only be used for compost. Daniel has mentioned that he should be able to dispose of any large cutting from hedges/trees etc. when he acquires his own lorry. It was suggested by TK that we take the opportunity to clean out the big shed again when we do the bonfire. Agreed by all.
Accounts
DM distributed copies of the accounts.

Expenditure for coming year
– Gardener – approx. £4,000, KD and BKC to make list of duties.
– Insurance estimate £2,000/£2,400
– Accounting charges £450
– Incidentals £500 i.e. carpet/window cleaning etc.

_ Flat 5 has damp in bedroom and after it was investigated a quote of £1,450 plus VAT was given to replace lead flashing on chimney, to be done asap.

_ Flat 2 is still having problems with leaks and rotting wooden frames in their garden room. DM was given a quote of over £9,000. As this seemed high DK suggested he contact Kevin Smith for a second quote. DK also suggested that Kevin should be asked to quote for exterior window painting on all Downshill's windows as an ongoing job at his convenience. (DM).
Maintenance charge
To remain the same.

Any Other Business
TK/KD informed meeting that they will be installing a new kitchen in the Spring and apologised ahead for any inconvenience this may cause anyone. We will look forward to the kitchen party!!

BT informed all that he would switch off his inside and outside water taps whilst on holiday.

There being no further business the Meeting closed at 9.20pm