Minutes of the seventh General Meeting of Plotowners
Held at the Courtwood J.M.I. School.
on Wednesday 25th April 2001 at 8.00 PM.

1. Apologies for absence were noted from the residents at the following addresses: 33, 45, 48, 54, 69, 74 and 92 Brookscroft.

2. The Minutes of the Plotholders' Meeting held on 21st October 1998 were approved and the Chairman was authorised to sign them.

3. In presenting the Report of the Trustees the Chairman said that there had been no major events to report since the last General Meeting.

The Board of Directors were ever mindful that as the estate grew older this would inevitably lead to more repairs and a resulting increase in the garden rate, present Budgets, however, had not been increased above the rate of inflation. The sum of £1,700.00 had been added to the Reserve Fund for the previous financial year end and the Directors are closely monitoring the Reserve to ensure that sufficient money is set aside for the future.

It is the aim of the Board to constantly seek the best value for money with regard to both contractors and suppliers.

There were no comments upon the Report.

4. The Chairman reported that the Board comprised three Directors at present, leaving vacancies for two. Nominations were invited from the floor and the following received:-

Mr P Abel, 57 Brookscroft
Mrs J Nightingale, 54 Brookscroft

The above were elected nem-con.

5. The question of the ever increasing problem with regard to graffiti was discussed. Residents were advised that Mr D Brooker, one of the Resident Directors, had been able to obtain a limited quantity of cleaning chemicals free of charge from the local authority.

The Board are looking into ways of improving the estate including provision of trellis and climbing plants in areas affected by graffiti and requests for volunteers to assist were made. A new scheme had also been produced by the local authority known as "Smarter Croydon", which provided grants up to £5,000.00. The Board will apply for a grant to obtain the trellis and plants required.

The above proposals were put to the Meeting and the majority of residents voted in favour of the scheme.

The question of parking was then discussed. The Directors drew attention to damage caused to footpaths and grassed verges where some residents had parked.

There was general concern by residents of the danger of parking in Linton Glade, particularly at the junction with Pixton Way, and it was suggested that the council apply restrictions in these areas. The Directors advised that they had already spoken to the local councillor concerning this problem.

The Forestdale Residents Association are also endeavouring to make a collective approach to the council on behalf of as many Management Companies as possible.

6. The Meeting was opened for other business. Mr Page expressed concern that there were insufficient Reserves being built up for future major repairs, the large anticipated repair being resurfacing of the roadways. In this regard the Agents agreed to obtain a Budget costing for resurfacing works which would then enable the Board to assess the Budget when next due.

It was noted that some scooters had been driven over the footpaths. The Directors agreed to con tact the local Constabulary if any resident was able to provide them with details of the registration numbers.

A resident said that he felt the gardening contractors were making infrequent visits, particularly to his area of the estate. The Chairman advised that both the Agents and Resident Directors were monitoring their work and the remaining residents present expressed the view that the works in general were being carried out to a reasonable standard.

The Managing Agents were asked to write to the gardening contractors giving thanks for their efforts and general standard of work.

The Chairman commented on the poor quality of the brickwork throughout Forestdale as a whole and urged residents to ensure that repairs and maintenance were carried out to their walls where necessary-.

It was reported that there had been problems with some of the properties on Brookscroft with plumbing defects and longstanding leaks resulting in major damage being caused to the flooring in some cases. It was suggested that all residents check the bottom connection to their toilet cisterns.

Attention was also drawn to the garage roofs. The mineral felt to these roofs has a limited life and it was anticipated that replacement of the felt would be required in the near future. Residents were also reminded that as owners they were responsible for pain ting the garage doors and frames and repairs to the garage including repairing and replacing defective guttering and down-pipes.

The Directors confirmed that dark green is the preferred colour for garage doors.

A plea was made for the residents not to park cars in the garage areas.

The parking of commercial vehicles on Brookscroft was then discussed in detail. A resident explained his personal situation regarding the illness of one of his children and requested that an exception be made in order that his van could be parked on the estate. The Chairman explained to the meeting that the Board had previously decided against this having duly considered the medical documentation and explanations provided by the resident.

It was suggested by a plotholder that the issue be reinvestigated and the Chairman requested a show of hands on whether or not the issue should be reopened. Four plotholders voted in favour and four voted against. The Chairman agreed to publish the mechanism for making a special resolution as set out in the Deeds of Trust in order that this could be pursued by the resident if required.

Concern was expressed with regard to rubbish dumping on surrounding lands. The Board advised that this had been taken up with the local authority and the FRA. The Directors agreed to contact certain residents where it was felt rubbish had been dumped by them at the rear of their gardens, with a request that this should be removed.

Mr Bundock said that he would contact the Environmental Agency regarding the rubbish and would then report back to residents following this.

It was requested that mention should be made in the next newsletter with regard to the problem of dumping of rubbish generally.

With regard to defective amenity lights, residents were advised that the Directors held a stock of lamps and if any lights were found to be defective these should be reported either to the Resident Directors or to the managing agents. It was also noted that directors also hold spare parts for the lighting bollards.

There being no further business, the meeting closed at 9.40 p.m.

Director's report - Election of directors - Graffitti - Parking - Reserves - Scooters - Gardening - House Maintenance - Commercial Vehicles - Dumping - Lighting - Back to the top

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