TREWENT PARK HOLIDAY HOME OWNERS ASSOCIATION ANNUAL GENERAL MEETING LAMPHEY COURT HOTEL 10.00am 26th OCTOBER 2003 Apologies for Absence Jerry Gould, David Coles, William Badger, Brenda & Terry Dicks (276), Betty Wooton (65), Tony Allen (254) Joyce Styles (134) Minutes of the last Meeting 20th April 2003 A comment was made about Minutes being available by e-mail and the Acting Chair asked members to leave their e-mail address if they wished for this service. Accepted without comment from the floor, proposed by Mr Jones (217), seconded by Mr Stanyon (66). Matters Arising Acting Chair awaiting comments from Roger Hunt in Company capacity about leasehold/freehold position. RH said proposes to issue brochure listing options available. Mrs Priddle (297) wanted to know if neighbours would be notified of proposed planning development. RH said notices would be posted around site and immediate neighbours would be notified by National Parks. Mr Ashley (252) said he had received some notification in the past, but had none regarding the recent development. Was resolved that committee would contact National Parks to find out procedure. Insurance A copy of the Insurance is available in the reception. Establishment charges There is a variance in establishment charges with no plans to harmonise them. Acting Chair reiterated we have no say in how Company’s profits are spent as long as RH keeps to his part of the Lease Maintenance of grass Mr. Jones said he felt that the grass not been cut regularly this year. Acting chair asked if this had been mentioned to Noel. Mr. Jones said not. Acting Chair said he should raise this concern verbally and in writing to Management Company with copy to Association if no joy. Site contact Mr Wade (200) asked with whom and where could contact be made. RH said he had tried to get office set up at 304 but planning permission for office use had been refused. RH said members should contact reception and leave a message if Noel could not be located. A question was asked about the location and security of keys left on site. RH said that reception still held keys and would continue to do so for people who wanted them to. One member said they had left keys in the past and felt someone had been in their house so took keys away. 1 RH said only he and Noel had access to these. Mr. Stanyon asked if there was no one at reception what about obtaining keys in an emergency and Mr Buckley (227) asked about doing emergency jobs. RH said where they had no keys and/or contact phone number for an owner it caused massive problems, especially in emergency situations, e.g. flooding which could have a knock-on effect to neighbouring properties. RH said that if chalets were let through the site-letting agency there would always be some one there to hand keys over to holidaymakers. Noel is usually available by telephone in the case of an emergency. The bar staff in the Longhouse would also pass messages on. Mr. Garside (132) said that perhaps someone on the committee could hold a full list of members and contact telephone numbers so that Noel or RH had one point of contact. Mr. Stanyon suggested that the association could provide contact name, address and phone number to RH for joint co-operation. Mr Buckley (227) said we could suggest each member who lets out their chalet had a laminated card in the window with contact details on in the case of an emergency. Mr. Stanyon said, as he does not let out his chalet, he would still need a point of contact, preferably by phone. RH pointed out that in the lease they do have right of entry for inspection with 7 days notice and direct access in case of emergency, not only for the chalet affected but also to protect neighbouring properties. Committee to discuss this further. Paths to rear of estate Noel said these paths that have given way (numbers 133 to 143) were currently being attended to and said he hoped this work would be completed by next spring. Bin Bay Trellis Acting Chair said this was incomplete and RH said it would be attended to. Noel said people renovating were putting non-domestic rubbish in bins and have also left these overflowing. Mr Buckley (227) said perhaps we should all have notices in our houses to affirm that all rubbish should be put in bins. A question was asked if the tip at the top of the site could still be used. Noel said that this tip was available for certain types of goods but is not generally available. There is a continuing problem with people not putting domestic waste in the bins provided but simply throwing bags over the walls of the bin bays. This not only causes a collection problem on site but also encourages vermin. RH said this subject was always in the annual newsletter and it was decided that we would also put it in the Minutes of this meeting. Dr. Millwood said it was difficult to put rubbish in bins because white bin liners are too small. RH advised that liners have to be bought from the Council who allocate the size used. TV reception Mr Wade(200) said he had a problem because channels kept being lost. RH said he was not aware of this, but if notified when this was happening they could something 2 about it. However, could do nothing concerning the bad reception on ITV because of an on-going dispute between Sky and ITV. Cyber Café RH said this suggestion was a possibility for the Longhouse first floor development. Acting Chair said if we don’t have broadband access from the village it would be difficult and expensive. Mobile phone reception Acting Chair said nothing could be done about this – not RH responsibility. Various comments were made about where people could obtain the best reception. Street lighting on site Mrs Raybold said it was dark where she lived. Mr. Stanyon confirmed where the darker areas were. Mrs. Williams (102) said it was dark low down near some steps. RH said it was not his responsibility as far as lease was concerned, but that they were trying to do additional work in this area. He said he knew where the problem areas were but no plans in this or next year’s forecast. Problems laying underground cables, so any concerned owners should perhaps write to RH about this. It was suggested that solar lights could be used but RH said obviously there was a cost to this but he was willing to look at it. Mr. Wade said was it not the Council’s responsibility because they take our council tax, but Mr. Stanyon pointed out that this charge was lighting for the district as a whole. Ice Cream Van Mr. Jones said he thought they were blocking free access to beach. RH said we would have to write to National Parks because they give a licence to the ice cream van. Mr. Butfield (105) said he mentioned this at the last meeting. If people are concerned about this they should write to Cathy Milner, Winch Lane, Haverfordwest, and this should be done now before the next lot of licences are issued. Boats and Trailers RH said he would make additional parking area and lockup facilities for boats provided there was sufficient interest. Committee confirmed that lease stipulates one car, boat or trailer can be parked in the space provided for the chalet. It was stated from the floor that the existing lease provided for additional car parking space. RH said boats could be put at the top end of the site by the woodland if required; some owners have already left their boats/trailers in that area through winter. Mrs. Priddle asked where the extra spaces where. RH said overflow car park was at top end on the right near the woodland. RH said he would look into lease, as would committee with regard to overflow car parking. RH said he now owns front car park under title of Longhouse and this was not the overflow car park. Mr. Jones said that at the last meeting there would be a plan for that area and RH said when the Longhouse was shut in winter they would like to secure it, to stop people driving cars and bikes around in it and causing general mayhem. Someone suggested could we have barriers but this would need to be managed. RH said they still paid for security for the site generally. Acting Chair said we could 3 discuss this forever and if we had any suggestions they could be brought forward to the next meeting. Replacement of Treasurer Dr. Millwood said he would be happy to do this. Acting Chair asked if there were any other nominations. None were put forward. Acting Chair proposed and Mr. Jones (217) seconded his proposal. Acting Chair proposed a vote of thanks to David Cole for his treasurer’s work in the past. Secretary’s Report None, because she had resigned. Treasurer’s Report None produced, as the paperwork had not yet been handed over. Dr. Millwood thought the balance was around £7000, but said he would pick up the papers and give a full report at the next meeting. Acting Chair said there has been some discussion about level of Association funds and said Committee would look at this and give recommendations at next meeting. He felt that £10 per year was not much money and thought we shouldn’t decrease the balance. Asked floor to let him know now, or by writing, if they had any views on this subject. It was stated from the floor that £7000 was not a great deal of money in the event of litigation, and that continuing to pay the £10 yearly subscription seemed reasonable. Location and timing of future meetings Acting Chair suggested these be held at the Longhouse but RH said it would conflict with Sunday lunches until conference room available. Therefore, it was decided that the April meeting should again be at Lamphey Court Hotel on Easter Sunday the 11th April 2004 at 10am. Website Jerry Gould currently maintains website and hoping to develop it further. It was agreed that this should be referred to in the next Minutes. It was suggested that the website should contain a list of all current officers and committee names together with contact phone numbers. It was also mooted that a general bulletin board would be a good idea so that members could place various ideas, comments and suggestions on it, to be viewed by the committee and acted upon or brought to attention at the next meeting. The Acting Chair said the Committee would discuss this. Development at 304 Acting Chair said Anthony Millwood was asked to speak on this matter but he preferred not to as he had a personal dispute and felt it was better, at this time, not to involve the meeting or the Association. Mr. Butfield 105 asked about the remaining timeshare development. RH said it should be completed within the next eighteen months. RH said 304 would be finished first and that numerous options would be available for anyone interested. He said it was hoped that the conversion would be completed by 4 Christmas and that in the New Year, or certainly by Spring, a brochure would be available. RH said there was a Regional development plan and that the National Park had given permission for not just one but several designs for the whole of the park. RH said all plans would be on display and owners could pick and choose. It was said owners might wish to keep their existing chalets because of maintenance problems. RH said no pressure on any one to have the conversion done. RH said people couldn’t change anything without his permission. RH said path (also path and garden in some cases) leased. National Parks think this park is well past its sell-by date, so would welcome any changes that would enhance and upgrade the site generally. Various comments were made from the floor about whether the conversion was aesthetically pleasing but, again, this was a personal viewpoint. RH confirmed that he would not put people under any pressure to have conversions. He also said that he would not give retrospective consent for works that were not in accord with the new development plan. Acting Chair confirmed with Roger that any new conversions would still be under your existing lease, but you could either have this with or without purchase of freehold. Mr. Ashford 252 said he was concerned about potential ‘popeye village’ look of site. He was also concerned about the roof overhang onto properties that remained unconverted. He added that there was a free booklet entitled ‘Party Wall Act 1996’ which may be of interest. The Committee would look into this and take legal advice if necessary. RH said he would put display down in the Longhouse when ready and Acting Chair asked if this could be posted on website. A member asked what the site was now known as and RH said Freshwater Bay Holiday Village was the name now being used. Replacement Secretary Acting Chair asked for volunteers for this position. No takers. Acting Chair suggested a paid secretary might be the way to go, because we have the resources. It was decided to discuss this further at committee level and report back. Any other Business The owner of 177 was concerned about dogs on site; said she had reported this to Noel but not sure whether anything had been done. RH said owners would be asked to remove dogs off site. RH said that up to a point he has let some cats on site because of rat problems, also they are clean and generally cause no nuisance. But he reiterated he did not want dogs on site. Committee suggested owners go to RH directly with these problems and he would do something about it. 5 Children’s Play Area RH said still looking at this in conjunction with National Park. This is to be down on the left hand side of the front car park – RH was hoping to get it done by next summer. Longhouse Restaurant It was stated from the floor that food and drink was expensive at the Longhouse restaurant. RH said food and drink reasonable. Concluded this was a personal choice. RH said he hoped the facilities would be used. Whole of bar and food service is leased to Fresh Adventure. Abandoned Car Mr. Bollard (166) said there had been an abandoned car outside his house for most of this year. RH said that where this was obviously unsightly he and/or Noel would ask the owner to remove it, but that he could not physically force the owner to do so. However, Mr. Bollard (166) said that the Local Authority, using the ‘Refuse and Utilities Act’, could enforce the owner to remove the said vehicle and if not, then RH could do this. 6