PCEL AGM Minutes 2024

 

 

Pacific Close Estates Ltd Company Number: 07450803   MINUTES OF ANNUAL GENERAL MEETING

 

Property:	PACIFIC CLOSE ESTATE	Client ref:	PAC000
Meeting:	ANNUAL GENERAL MEETING	Meeting No:
Venue:	THE DOCK OFFICE, OCEAN VILLAGE
Date and time:	THURSDAY 18th APRIL 2024 AT 10.30 A.M.

 

Present	Title	Representing
Mr R Vose Mr R Allsworth Mr T O’Connor Mr & Mrs D Craig Mr A Power Mr & Mrs Stoddard Mr D Bass Dr J Correa	83 52 27 72 85 60 54 79

 

In attendance
A N Other

 

 

 

 

Minutes of Meeting

Item			Action
1.00	To receive Apologies & Proxies   Apologies were received from:   Gareth Griffith 42 Richard House  66 Keith Mowser  25 John Russell  73
2.00	Minutes of the last Meeting held on Wednesday 10th May 2023   No comments or amendments have been received therefore the Minutes are taken as read and approved.
3.00	Chairmans Report   Robert Vose (RV) explained that PCEL had not appointed Napier as company secretary of PCEL PCEL had not barred Napier from attending.  RV had spoken with Aileen and it was mutually agreed this was not a good use of their time. The information circulated by Dr Correa (Dr C) was incorrect.   RV gave a brief overview of the actions being taken to assess the condition of the jetty and determine appropriate options and costs.   Consulting engineers were commissioned to carry out a survey of the jetty to determine its condition and provide recommendations for future actions. Following an initial assessment, the advice received from the consulting engineers was that the decking and support structure is unsafe, therefore the jetty should be fenced off to prevent access.   Three options are being evaluated and cost estimate obtained: - Demolish and remove the jetty and its supporting structure. Reduce the decking area to approximately 67% and carryout limited repairs. Reduce decking area and supporting structure to approximately 33% and carry out limited repairs.   Legal advice has been obtained which confirmed the Jetty is within the demised premises and Landlords permission may be required to demolish or materially change the area of the jetty.   RV commented that leaseholders would be invited to comment via PCRA on the recommendations for the jetty once options had been evaluated and quotations received from contractors.   In the meantime, Napiers have been asked to obtain a quotation to increase the height of the existing barrier rails around the jetty so the current safety fencing may be removed.
4.00	Ongoing Matters   a)      Insurance. Rod Allsworth (RA) commented on the significant increase in the cost of insurance. Last year the premium was £16k. The best premium obtained for the current year obtained by Coversure was £29k. Two claims were for repairs to block roofs however, the vast majority of claims are for internal leaks from fittings within apartments. RV commented that the work by RA with insurers saves paying Napier a commission and helps to reduce premiums each year. The current excess is £2500.   b)      Dividend Payment. RV explained that a dividend payment was possible last year as fees had been received for several lease extensions. The number of requests has declined as owners may be waiting to see the impact of Gove’s Leasehold Bill currently out for consultation which may remove necessity for lease extensions.   c)       Membership of PCEL. Dr Correa (Dr C) asked if house owners could join PCEL. RV explained that only flats were permitted to join PCEL but they could obtain representation on estate matter by joining PCRA.   d)      Alterations to property. There was a general discussion regarding the requirement to obtain permission from PCEL before carrying out alterations to a property e.g. replacement of door and windows and painting of external areas. RV pointed out that on selling their property owners are required to state that all requisite permissions have been obtained for any alterations or modifications to the property.   e)      Parking Control. RV explained that Napier have been asked to liaise with PCRA regarding options to monitor and manage parking arrangements. Untaxed vehicles stored in the small carpark were reported to MDL and subsequently removed. Dr C commented that a car parked in a residents parking space without permission was reported to Napier who had the car removed.   f)       Security Arrangements. RV explained he had discussions with the security company employed by MDL. The cost of increasing security arrangements was discussed with PCRA who are currently unwilling to incur additional costs. At this time significant improvements have been achieved around the Estate at a minimal cost to the Service Charge accounts.
5.00	Any Other Business   RV commented on the activities of an owner that has resulted in several complaints being made to the Police.   The Directors of PCEL alerted  the members of PCEL to the following matters :-   1              Tin cans and similar items of rubbish have been left on the bonnet of a director’s car and a piece of metal from a scaffold clamp was left under the tyre of a director’s car which if it had it not been noticed could have caused damage and/or a serious accident. If any further occurrences of this happened the Police should be informed and a crime number obtained. The CCTV system would then be made available to the Police for investigation.   2              Several emails had been circulated to an undisclosed recipient list, including one email purporting to have originated from the police, which upon investigation found to have been altered to change its intended meaning.   3              A Director had recently been blind copied an unsolicited email containing images of young children and this had been passed the contents to Southampton Social Services. The originator of the email was not disclosed.                   Dr C at that point disclosed that he had sent the email and gave an explanation why as being “that he liked pictures of children with dogs”.   Dr C also complained he had not received an email inviting him to attend the AGM. RV explained the invitation to attend the AGM had been sent to all PCEL members. He pointed out that it may have gone into a member’s spam account. He agreed to review arrangements for circulation of emails from PCEL.   Mrs Stoddard (SC) commented on a recent incident in which she had been sprayed with water by DR C when she had been walking with her cat in the vicinity of block 7. There was a brief discussion regarding the circumstances.   Dr C asked about proposals to provide facilities on the estate for charging electric vehicles. RV commented that various options are under review.   Dr C also asked if the contractors currently on-site repainting balconies and external walls are also going to paint garage doors. RV advised they will be done once the balconies and walls have been completed.   RV explained the requirement to replace gas boilers in the future was also under review. A discussion took place regarding heat pumps and similar alternatives.
	There being no further business the Meeting closed at 12.10 p.m.