Minutes of Farnborough Central Management Company Ltd Annual General Meeting – Monday 26 September 2016 at 7pm Inspiration 1, Village Hotel, Pinehurst Road, Farnborough, GU14 7BF
Richard Essling and Kate Houghton, Directors of itsyourplace Ltd (IYP) opened the Annual General Meeting of Farnborough Central Management Company Ltd (FCMC) welcoming all of those present, and by way of an introduction gave a brief overview of IYP, their appointment as the managing agent of FCMC along with an introduction to the Directors of FCMC and purpose and format of the Annual General Meeting.
Service Charge Accounts for year ended 31 March 2016
The Service Charge Accounts for year ended 31 March 2016 were presented. The reserve funds at 31 March 2016 were c.£169,000, of which c.£37,000 accrued to the Estate reserves, c.£64,000 accrued to the reserves for the flats with the remainder being A2Dominion reserves accrued for their associated properties at FCMC.
It was advised that whilst reserves had accrued, to date there had been no specific reserve fund contributions charged, going forward, in accordance with Leases and Deeds, contributions will be incorporated in future financial service charge years in order to allow for cyclical repairs (block redecoration, repairs & maintenance) together with general Estate repairs such as paving, tree works etc.
As the Service Charge Accounts related to a period when Fell Reynolds were the managing agent it was advised that should anyone had any queries or required any clarification, please contact IYP who would liaise with Fell Reynolds, who have to date been very helpful, in order to obtain any further information required.
Director Appointments
In accordance with the Memorandum & Articles of Association FCMC is required to have a Council (in other terms a Board of Directors) made up of Members. Under the Articles, only Members (being property owners at Farnborough Central) are entitled to be appointed as Directors.
Currently FCMC have 3 Directors, being David Hoffman, Vicky Jones & Bill Alexander, who represent the Members and who IYP work closely with on all matters relating to FCMC. For day to day management or issues, Members of FCMC are asked to contact IYP.
It was stated that no other Members had put themselves forward to be elected as Directors and therefore it was agreed by all those present for David Hoffman, Vicky Jones and Bill Alexander to stay in office.
Appointment of Accountants
On behalf of FCMC, IYP undertake the daily transactional and compliance for FCMC however at the end of the financial year there is a requirement for an independent Accountant to verify all financial transactions and prepare Service Charge Accounts for FCMC.
Branston Adams Chartered Accountants who are based in Farnham had been recommended to FCMC and it was agreed by those present that Branston Adams Chartered Accountants are to be appointed.
Any Other Business
As the formalities of the AGM had concluded IYP advised that they wished to provide FCMC with the following information:
Redrow and Estate Area Works
The block paving at Buccaneer Court has started to move, due to heavy traffic and potentially inadequate sub base. Redrow have agreed, at their cost, to relay this area together with the re-marking of all bays as numbering has started to rub away.
The rumble strip located near Bell Court that is uneven, whilst there has previously been some patch repairs undertaken, Redrow have agreed to lift this strip and relay it again at their cost.
The Brine Tanks which are located at the rear of the play area are to be fenced as concern has been raised into safety and these will only be accessible to valid contractors to FCMC if required.
There are a number of trees on the Estate that have died. IYP is in conversation with Redrow in accordance with original Planning Consent given to ensure that they are re- planted. In respect of the woodland area there are a set of steps that will have fitted hand rails, steps levelled and safety grips applied.
Farnborough Business Park
Farnborough Business Park Management Company Limited is the company that is responsible for the estate services and maintenance for the wider Farnborough Business Park. Farnborough Central Management Company Limited (FCMC) is required under a Management Deed to contribute toward the annual costs of the services. The present contribution is based on the proportional area the Farnborough Central development assumes within the overall Business Park.
A copy of the Farnborough Business Park Service Charge Budget for 2016, as prepared by Ashdown Phillips, being the managing agent of Farnborough Business Park, was presented.
In 2016 FCMC contributed 7.44% of the total estate charges, being £101,995, equating to an average of £214 per property for the year, with the larger properties proportion being £372 per year.
Included within the total estate charges of £101,995 are the costs associated with the Shuttle Bus of £32,407, equating to an average of £68 per property per year, with the proportion of the larger properties being £118 per property per year.
On enquiring whether any of Members present aware of the contributions they were making toward the Shuttle Bus, the mandate was given for IYP to formally approach Ashdown Phillips to negotiate this service, on the basis that it is not used by the residents of FCMC, the purpose, timetable and location of the bus stops are primarily for the commercial premises at Farnborough Business Park.
Also having already met with Rushmoor Borough Council it was understood that there is no requirement under the original Planning Consent to provide transportation, furthermore there is no specific obligation for a shuttle bus to be provided and the annual expenditure associated soley for the provision of the Shuttle Bus was the single largest charge and 32%
of the overall annual budgeted expenditure for Farnborough Business Park.
Parking
Parking and the enforcement is currently managed by CPM and it was noted that there are a number of disabled bays that may be misused together with a number of disabled parking spaces that could be changed in use to that of Visitor parking as the ratio of disabled spaces if higher than required.
Communications
Whilst IYP will ensure that information is shared to all Members of FCMC, a designated community website has been developed for FCMC and for which can found at https://fcmc- farnborough.co.uk/
Kate advised that key information to FCMC will be held there including Company information such as prior Service Charge Accounts, Minutes, Buildings Insurance held etc. Also there will be a Twitter feed that IYP will feed any critical updates or information such as lift outage together with diary dates such as window cleaning.
This website will be also a source of information for Landlord, Letting Agents or Tenants to FCMC.
Questions Received Prior and at the AGM
Parking & Commercial Vehicles
Questions had been raised in respect of the enforcement of commercial vehicles together with the parking of vehicles in the car park belonging to that of the listed building known as Transonic Wind Tunnel.
We refer to the enclosed Covenants of the Lease in respect of commercial vehicles and can advise that unfortunately as the car park located at the Transonic Wind Tunnel does not fall under FCMC, FCMC are unable to provide the consent to park in said car park.
It has also been raised to FCMC that on occasions some residents are not able to park in their own allocated space due to a vehicle being parked there and it was requested to be reviewed with the Directors of FCMC to extend the enforcement with a plan to introduce to permits for the allocated and visitors spaces.
Street Lighting
IYP advised that they were aware of 3 street lights that are not operable and that a contractor is undertaking a dusk survey to review all lighting (street & bollard) and report any additional lights inoperable with subsequent repairs to be undertaken.
IYP kindly asked that should you note a street light is not working please contact IYP advising of the location and we arrange to be attended to.
Flexible Letting/Anti-Social Behaviour
A Leaseholder raised concerns over a neighbouring property that is being currently rented out believed to be then rented out as a flexible let and in doing so anti social behaviour is being reported on frequent occasions together with apparent lack of care for fellow neighbours or to the block.
IYP were advised that as they now had been made aware of issues they would also liaise with any concerned Leaseholders in an attempt to address these historic matters in liaison with the Landlord, and letting Agent.
Non-Household Waste (Bulk Items)
In the past month nearly one tonne of non-household waste had to be removed by contractors from various bin stores and communal areas at Farnborough Central which is a cost to FCMC as the council will not remove.
directly with an advance agreement with Rushmoor Borough Council Customer Services by
email at [email protected] or by telephone on Tel: 01252 398399 or alternatively bulk items can be disposed of locally at local facilities at Eelmoor Road,
Farnborough, GU14 7QN.
(Further details can be found at http://www.rushmoor.gov.uk/article/2058/Household-waste- recycling-centres) and further information for Leasehold properties at http://www.rushmoor.gov.uk/article/2059/Recycling-in-flats.
Postal Thefts
Due to a number of postal thefts, which were understood to be from the post boxes at Buccaneer Court, Fell Reynolds had instructed a contractor to fit restrictors and new locks for mail boxes at Buccaneer Court.
IYP would be writing to the respective owners of the properties two weeks prior to the installation date by recorded mail, issuing one key with the second key being issued at the time of installation as the contractors require the key when fitting the new lock.
In addition, IYP will closely liaise with local Neighbourhood Officer at Hampshire Police and will monitor security on an on-going basis.
There being no other business, the AGM closed.
