Minutes of the eighth Ordinary General Meeting of Plotholders
Held on 21 April 2004 at The Forum, Forestdale, Croydon

It was resolved that Mr Denton would take the chair.

Apologies for Absence - Reducing crime - Access to Accounts - Approval of Minutes - Managing Agents - Clamping - Bollard lighting - Finances - Trustees - AOB

1. Introductions The chairman introduced the directors and confirmed that the meeting was quorate. It was resolved that the notice convening the meeting be taken as read. The chairman then invited PC Bob Thompson to address the meeting.

2. Apologies for absence etc. Proxies in favour of the chairman were received from N Barton (No 12) and R & L Lee (No 83).

3. Report from PC Bob Thompson In thanking the directors for inviting him to the meeting, PC Thompson, Home Beat Officer based at New Addington, went on to report that as a result of the arrest of the likely culprit, the incidence of garage break-ins and related crime within the Brookscroft area had reduced significantly. The same person had now moved to an address in Kent. A list of reported crime for the area was tabled. A significant and recurring problem was the anti-social behaviour of youths. He confirmed that contrary to popular belief, anyone over the age of ten can be arrested and if a private individual sees a crime being committed then he (or she) has every right to use reasonable force in making a citizen's arrest. Routine police matters should be communicated through Croydon Police Station but an incident requiring urgent police attendance should be reported by ringing 999.

The "step-change" programme was about to be introduced into the area. Amongst other things it would result in an increase in the complement of local police officers.

After answering questions from residents relating mostly to home security and anti-social behaviour, PC Thompson was thanked for his attendance and then left the meeting.

4. Procedural conventions The directors were asked why copies of the accounts and a budget had not been circulated prior to the meeting. They replied by pointing out that the accounts were available on demand from the managing agents and to circulate ten pages to 96 properties was both an expensive and in most cases wasteful exercise. They did however agree that in future years, a summary of the main expenditure over the previous year would be provided. It was also pointed out that when the company's constitution was drafted it had clearly been the intention to hold the meetings to coincide with the financial year-end. This had over the years been let slip but consideration would be given to resuscitating the policy beginning with the 2007 meeting.

5. Minutes of the previous meeting The minutes of the seventh general meeting held on 25 April 2001 were approved and signed by the chairman.

6. Report of the Trustees This was presented by Mr Weeks on behalf of the directors. In a wide-ranging review, he commented on the once excellent service being performed by the managing agents deteriorating during the year to such an extent that the directors had been giving serious consideration to terminating the contract. However, the agents themselves had, in early March advised the company that due to continuing ill-health of the senior partner, they would be terminating the contract. After giving careful consideration to the matter, the directors selected Mr Derek Lee of Property Maintenance and Management Services, based in Croydon to assume Management with effect from 1 May 2004. The inadequate performance of the agents had consequently affected the various initiatives which the directors had hoped to see implemented during the year. These included repairs to the footpaths, roadways, a comprehensive review of the health of the trees, and other works aimed at maintaining and in certain cases improving the area.

He then went on to say that the biggest disappointment had been the delay in introducing clamping. A preferred contractor had been appointed and the aim had been to approve the statutory signage, advise all residents of how the system would work and start on 1 April 2004. However, due to the contractor changing his name and address, the agents being less than helpful in meeting the director's demands for signage more sympathetic with the local environment (the draft signs were very large and contained several spelling and grammatical errors), the directors had little choice but to put introduction on hold as they were not prepared to have a scheme that had not been thoroughly planned. Nevertheless, clamping remained a top priority and would be high on the list of tasks for the new agents. Additional pressure would be felt on Brookscroft's designated parking spaces once the proposed extension to the yellow lines was introduced along Linton Glade and it was therefore imperative that the company's own system was in place at the same time or preferably before the commencement date. In response to a request from a resident, it was agreed that the notices advising of clamping would include the phrase "TOW AWAY AREA". Also, a separate sign, but mounted discreetly at the entrance to the estate should state "PRIVATE ESTATE". Consideration would be given to making available special exemption passes for bona fide tradesmen working in properties in the estate. No additional parking spaces are to be provided as a recent review has shown there to be sufficient to meet current and likely demands.

Mr Brooker was thanked for continuing to maintain the bollard lighting. Residents who spot a light requiring attention are asked to contact Mr Brooker as he cannot be expected to patrol the estate on a nightly basis looking for failed lights. Finally, Mr Weeks asked that all communication relating to the estate and particularly where maintenance is required should in the first instance be directed to the managing agents.

7. Finance It was confirmed that since the last meeting, the company had established its own bank account with the directors having sole access, any two being required to sign cheques. The most recent bank statement showed a balance of £45,000. A recent change to the membership of the board of directors had required the mandate to be updated. This was proving a timely and frustrating experience as Barclays had initially supplied the wrong forms and then different branches were interpreting the proof of personal identity requirements in conflicting ways. Further funds are held by the agents in their client account to pay routine invoices but a full closing statement had been asked for when the agents hand over to PMMS. The annual accounts to 31 October 2003 have been approved by the directors, signed and filed with Companies House. A surplus of £6,843 was recorded compared with a surplus the previous year of £6,674. It was confirmed that the budget for the current year was the same as for the previous year. Copies of the accounts would be available free of charge by making application in writing to the Company Secretary. Copies of the annual accounts would be placed on the company's web site.

8. Re-appointment of trustees The chairman said that he was pleased to report that all the Trustees had indicated their willingness to continue in office. As the maximum number of trustees was now in place (five) there were no vacancies although residents prepared to give of their time in furthering the aims of the company would always be welcome.

9. Any other business It was agreed that as part of the review into the condition of the trees, special attention would be given to the coppices. The garage taps had been turned on late but in future years this would be done on or about 31 March. A resident was advised to check her own deeds, supplemented with Land Registry documentation in order to ascertain ownership of a wall adjoining her property. A request to improve access to a drive-way by the slight adjustment to the existing border owned by the company would be considered by the directors once formal application, supported by a drawing, had been submitted. The directors would review the provision of grit boxes adjacent to numbers 13 and 45. The previous chairman would be contacted regarding the whereabouts of the plaque awarded several years ago. A welcome pack for new residents will be introduced as soon as possible. The directors endeavour to take a pragmatic view of the provision of satellite dishes. Whilst such dishes, coming under the general heading of "aerials" in the covenants are technically forbidden, their view is that the deeds were drawn up prior to the widespread use of satellite TV and providing the dishes were not unsightly then no enforcement action would be taken. However, a large dish had recently appeared and in view of the transition to new agents, the company secretary was asked to write to the owners asking for it to be removed.

There being no further business, the chairman closed the meeting at 21.05 after a vote of thanks to the directors had been carried.

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