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Goodwood Court (Hove) Management Ltd.
Minutes of the Annual General Meeting held at the Goodwood Court Medical Centre, Hove, 17th May 2008. Present Dr N Higson, Director (Chair) Mr Mark Randall, Director Mr J Foley, Company Secretary (proxy appointee for Mr Tan) Mr D Powell Mr & Mrs Aherne Mr G Barry & Mr R Watt Mr C Higson Mr S Whelan Mr R Daley Mrs Symes Minutes of the A.G.M. 5th May 2007 No comments/objections were raised to the above Minutes distributed to all Shareholders 15th May 2007. Accounts for the Year Ended 30th September 2007 The Company Information for the Year Ended 30th Sept. 2007 was issued to all Shareholders 12th April 2008. No comments/objections were raised. The Meeting agreed/adopted the Accounts. The Chartered Accountants' Report to the Board of Directors (appended to the above Accounts) was thereby accepted. The Accountants Sykes Dalby & Truelove were thereby re-appointed & their remuneration approved. Nominations to the Board No nominations for Directors or Officers were received. The Meeting agreed to the continuation of the present Board. Directors' Report May 2007 - May 2008 Dr Higson presented the above report to the Meeting. The Company accounts stand at £9,185, £10,000 has been deposited with PRIORS & £17,000 is likely to be transferred to Reserve Fund from the March & September 2008 Maintenance charges (total of £37,000 approx.) The Report contained 17 separate items & the following items were discussed/agreed: Fire Safety Phase 1 : Phase 2 involves the fitting of a mains-connected smoke detector & front door closer to each Flat (Flats off the Lift Lobbies will need the fire-proofing of their letter boxes in addition); Phase 2 is to be completed within 12 months; the estimate for this work is £200 per Flat; the Company will set out a specification for the work, obtain quotations from contractors & distribute this information to all Shareholders who, individually, will commission & pay for the works. Leases/Deed of Variation : Mrs Aherne's (Flat 4) solicitors had raised queries concerning the Deed of Variation & contact with DWL had bee unsatisfactory; Dr Higson will raise this with DWL to ascertain the responses to the queries; other Shareholders reported satisfactory responses from DWL. Flat 15 is not a Shareholder & is not eligible for the new lease; Flat 21 will not be offered the new lease until the maintenance arrears have been paid & other matters of dispute settled. PRIORS will be asked to assist with the settling of the Flat 21 disputes. The Meeting noted the comprehensive work undertaken by the Directors during the year as set out in the Report. Lift Refurbishment The Meeting noted the Report, 21 April 2008, from Lift Consultancy Services. This set out a 3 Stage process, with estimates, for the refurbishment of the Lift. It was further noted that some £7,600 had been spent on Health & Safety adjustments to the Lift and that the OTIS Service Contract & Deacon Lift Insurance were in place. The Meeting agreed that the Company would "wait & see", continuing to build up funds & only undertake action/repairs when a breakdown occurred. Dr Higson agreed to write to OTIS for their report on "the likely life of the Lift" and await the 2 inspection reports from the Deacon Lift Insurance. These reports will be brought to the next A.G.M. Meeting. The Meeting agreed that the Directors should look at a new surface finish to the Lift door to the Entrance Lobby. Roof Refurbishment The Meeting noted the Report, 13 May 2008, from PWA. This advised not to consider a waterproofing layer but advised to cover with a felt cover (£7,250) to extend life of the roof, if necessary, until a permanent repair (£70,000) could be undertaken. The Meeting agreed to continue the "patching" repairs to the roof. These have cost around £1,000 per year on average and should continue until either the funds for a permanent repair are available or the implementation of the roof development removes the need for the new roof on the North Wing. Development of the Block Dr Higson illustrated the Directors' proposals for a 2 Flats development on the roof of the North Wing. It was argued that the development could be made visually acceptable and modern building techniques could minimise construction disruption to residents. The benefit of the development would be to generate funds for the Company that would pay for the Lift refurbishment, permanent roof repairs to the South Wing and then subsequently reduce the maintenance charge needed to run the block. Dr Higson sought approval from the meeting to lodge an outline planning application for the above proposal. Mr Foley argued that 2 previous proposals had bee refused permission & that this new proposal, also, was unlikely to succeed. Other Shareholders agreed & the Directors' proposal was put to the vote. The Meeting voted 5 fore with 4 against (without the Chair's vote) to proceed & agreed that £3,000 be allocated for the submission of a professionally prepared Outline Planning Application. The outcome to be reported to the next A.G.M. Meeting. Maintenance Contribution for Shareholders The Meeting agreed that the level of contributions should continue i.e. £20 per £1 Ground Rent per half year. The total contribution amounts to £33,500 per year. Date of Next Meeting Saturday 16th May 2009.
Dr N Higson John Foley 2 June 2008.
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