HAVEN GREEN COURT LTD
MINUTES
OF THE ANNUAL GENERAL MEETING OF THE COMPANY HELD AT THE HAVEN GREEN BAPTIST
CHURCH HALL
AT
7-30 PM ON 25th OCTOBER 2004
Present Mr. G. S. Medazoumian Acting Chairman & Secretary
Mr. J. A.
Rhodes Director
Mr. C. J.
Lubbock Director
Mr. S. E.
Arnold Director
Apologies Mrs. P. E. Pangalos Director
Mr. P. B.
Marcopoli Director
Mr. J. W.
Hazlehurst Director
Mr. M. F.
Engineer Director
In
attendance Mr. D. R. Pearse Estates Manager
17 members
of the company
1.
APPROVAL OF PREVIOUS
MEETING MINUTES
It was proposed and seconded that the MINUTES OF THE PREVIOUS MEETING held on 20th
October 2003 be approved. The motion
was accepted by a show of hands with no opposition.
2.
SERVICE CHARGE
ACCOUNTS 2003/2004
Mr. G. S. Medazoumian reviewed
the accounts and pointed out that the principal increases in expenditure were
the increased cost of fuel, and additional insurance premium required to cover
for acts of terrorism.
It was proposed and seconded that
the ANNUAL SERVICE CHARGE ACCOUNTS for the financial year 2003/2004 together
with the report of the accountant be approved.
The motion was accepted by a show of hands with no opposition.
3.
ANNUAL STATUTORY
ACCOUNTS OF THE COMPANY
It was proposed and seconded that
the ANNUAL STATUTORY ACCOUNTS for the financial year 2003/2004
together with the report of the DIRECTORS be approved. The motion was accepted by a show of hands
with no opposition.
4.
DIVIDEND
It was agreed that no dividend
would be paid for the year 2003/2004.
5.
DIRECTORS
The acting chairman paid tribute
to Mr. L. B. Rosenbaum, who has retired as Chairman, for his leadership and
input to the Board of Directors over the past few years. This was roundly appreciated by the meeting.
The acting chairman paid tribute
to Mr. M. F. Engineer, who has stood down as Director, for his contribution to
the Board of Directors. This was
roundly appreciated by the meeting.
The re-appointment of Mr. J. W.
Hazlehurst as Director was proposed and seconded and duly elected.
The appointments of Mr. C. J.
Lubbock and Mr. S. E. Arnold were proposed and seconded and they were duly
elected.
The acting chairman stated that
there will be a vacancy for the position of Secretary on the Board of
Directors.
6.
DIRECTORS
REMUNERATION
It was generally agreed that the
Directors should not receive any remuneration for their services.
7.
AUDITORS
It was proposed and seconded that
Paul Ng & Associates be re-appointed as auditor.
8.
CHAIRMANS REPORT
The acting chairman reported that
considerable improvements and maintenance has been carried out over the last 12
months. Works include the re-lining of the two DHWS boilers and replacement of
two oil burners together with new pump and replacement of 46 valves on the
distribution pipework. This work was
carried out at a cost of £20K.
New stop cocks have been fitted
in flats to facilitate draining down amounting to £8K. The remaining stop cocks will be fitted as
and when convenient.
Air vents have been fitted where
appropriate to prevent air locks in the DHWS circulating pipework.
A new fire alarm system has been
installed amounting to £25K.
Water penetration through the
parapets above the South facing bay windows Block 1 has been rectified.
Work on the redecoration of the
common areas will commence on 8 November 2004 starting with Block 1 progressing
through to Block 6 in numerical order.
Each Block will take approximately two weeks to complete. This will be followed by the replacement of
carpets starting with Block 2 in January 2005.
Residents were advised that flat entrance doors will have to be left
ajar for a minimum of 4 hours (and longer if possible) to allow the paint to
dry and avoid the door sticking to the frame.
Future work under consideration
includes post lighting and landscaping.
Renewal/ extension of the leases
(originally being processed by Mr. L. B. Rosenbaum) are now being reviewed by
Mr. C. J. Lubbock and Mr. S. E. Arnold in conjunction with Messrs. Prince
Evans. The question of combining the garage
leases with the flat leases is proving a complex issue to resolve. However a letter has been received from
Messrs. Prince Evans setting out recommendations which are being considered by
Mr. C. J. Lubbock and Mr. S. E. Arnold.
Mr. S. E. Arnold stated that it will take approximately six weeks before
he can set out a proposal for residents to consider.
Mr. G. S. Medazoumian stated that consideration will also be given
to updating the lease to include conditions concerning sub-leasing and other
matters to safeguard resident’s interests.
The acting chairman paid tribute
to Mr. D. R. Pearse for his work in maintaining the building in good
shape. This was roundly appreciated by
the meeting.
9.
ANY OTHER
BUSINESS
It was suggested to the Acting
Chairman that the specification for the decorations was inadequate, but the
questioner could not define any specific deficiencies.
It was then suggested to the
Acting Chairman that any additional work found necessary should not be
authorized if the cost should exceed 5% of the original estimate without the
resident’s approval. The likelihood of
this occurring was considered very unlikely and the suggestion was not
accepted. The difference between a
“quotation” and an “estimate” were put in plain words for the benefit of the
questioner. The normal procedure for
dealing with variations on building contracts will be adopted to avoid
delays. The questioner was assured that
the final costs for both the decoration and carpet contracts will be publicized
and could be challenged if necessary.
There being no other questions
the meeting was closed.