Victoria Flats Residents Association

MINUTES OF DIRECTOR’S MEETING of 15thOctober 2017

Present Peter Smith (PS), Director and Chairman

Roberta Brockman, Director and Treasurer

Roger Gosney (RG), Director and Secretary

Richard Brockman (RB), Director

Mark Bauer (MB), Director

Geoff Peerless (GP), Director

Item No. / Heading / Summary of Discussion / Action by
11/17 / Minutes of Previous Meetings / Both the director’s meeting of 17th March and the special meeting of 2nd August agreed as true records
12/17
13/17 / Actions Arising from Previous Meetings
Financial Matters / Minutes of Special Meeting
Rear Access Steps and Response to the Warne’s – Letter sent by PS. No response from the Warne’s. Assumed no further action needed unless raised at the AGM
Large Umbrella at front of Building outside East Bar – Discussions held with Nathan and emails sent to him with a follow up to Phil Wood. Umbrella still not taken down.
PS as chairman to speak to Nathan to have the umbrella removed from the patio by the end of this month and obtain an assurance that it will not be re erected next year. If this last attempt fails, the matter to be referred to our solicitors.
Access through the Building for East Bar Flats – Despite many requests to Phil Wood to have the contract signed between him and RVRA on 31st May 2012 recited into a legal deed for his protection, this has still not been done. The director’s decided there was little point in following this up anymore and will rely on the existing document.
Minutes of last Director’s Meeting
See updates under the respective headings below
Roberta advised that our current balance is £6000 with no creditors or debtors other than an amount owed to PS from earlier in the year which is to be quantified and paid.
Since our business year crosses over into two calendar years whereas the accounts prepared by our accountants are for each single calendar year ending 31st December, it will only be possible to report on the accounts for 2016 at the coming AGM.In order to provide a guide on the current year it was agreed that we would showour rounded total expenditure alongside our total 12 month income. / PS
Roberta
14/17 / Legal and Planning Matters / Purbeck DC had inspected the awnings on the roof terrace of the café opposite and had stated in writing that the awnings are considered to be permissible but must only be used seasonally and removed during bad weather and high winds. The metal stanchions must also be removed when the awnings are not used.
15/17 / Major Maintenance / Work completed since last director’s meeting:
-New steps from new path to rear access
-Repair of first floor window above rear door
-Masonry painting of whole rear elevation of the building and repair and painting of two small windows at east end
- Windows to Flat 5
Further work planned, timing subject to weather conditions and cash flow
-Handrails to rear steps, 2 sets
-Back dormers to be painted
-Rear roof gutter to be fixed where it overflows
-Blown rendering adjacent to rear door
-Painting of front door, rear door and door to number 19
-Internal light to bin store and solar lighting to rear path and steps
-Repair of front sash window of Flat 10
-LED lights to notice board
-Arrange cleaning of existing light
bulbs in common areas
Quotes to be obtained where they have not been obtained already. / PS
PS/RB
PS/RB
PS/RB
RB
PS
PS
PS/RB
RB
15/17 / Health and Safety / PS tabled a pro forma for contractors to sign to confirm they complied with H& S regulations in respect of the work for which they are contracted to do for us. Soft copies will be held in our website in a section allocated to H&S. Hard copies will be filed in the RVRA cupboard on the ground floor.
The status of implementation of thefive recommendations in respect of fire risk noted in page 15 of the H&S report are as follows
-muster points and signage thereto - still to be actioned
-periodic electrical condition reports for common areas - still to be actioned
-service locks to be placed on the electrical services cupboard - done
-communal areas to be kept clear from stored items, ongoing, currently ok
-storage areas in communal areas to be kept locked, ongoing, currently ok
The need to review our doors in the communal areas for fire compliance was discussed as was the potential risk of fire spreading from the basement storage rooms and Pier View. An overall fire review assessment will be carried out by PS and discussed at our next meeting / PS/ GP
PS/RB
RB
PS
16/17 / Car Parking / RG reported that he had taken up the issue of car parking again with Dorset CC and it now appeared there may be a way forward to enable us to assign bays exclusively for our own use. This has still to be confirmed. It is hoped that we will be in a position to give more details at the coming AGM.
MB advised that he has been in discussion with Swanage Town Council about the availability of season tickets for Broad Street car park. This will also be discussed at the AGM / RG
MB
17/17 / Tidiness of Front of Building / The issue of screening of the large refuge bins in the patio area outside Bar One was again discussed and it was agreed that we should find out more about the timber screening which had been identified by RB and how it could be used in our case. This would need to be subject to an agreement with Bar One on cost sharing and could only proceed after the removal of the large umbrella had been addressed.
It was agreed that the painting of the stepsat each end of the front of the building in light grey should proceed when weather conditions permit. Quote to be obtained.
The condition of the front gates at the main entrance to the building was also noted and it was considered that we may need to replace them due to the extent of rusting. On renewal the gates would be painted green to develop the theme of the terrazzo stairs. Quote to be obtained. / RB/PS
RB
PB
18/17 / Next Meeting - AGM / The nextmeeting will be the AGM which will be held as last year in the Purbeck Hotel. Date and time - Sunday 12th November at 11.00 a.m. / Roberta