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.
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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
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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
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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
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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.
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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.
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