Lawton Hall Management Committee

Monday 21st September, 2015 7.30-9.30pm The Red Bull Public House Monday 28th September, 2015 7.30-9.00pm, Number 1 The Hall

Meeting Minutes

Attendees: Role: Chris Chadwick (CC) (Exec Chairman) Mandy Hermitt (MH) (Exec Secretary)

Geoff Halfpenny (GH) (Exec Director – The Coach Houses) David Graham (DG) (Exec Director – The Hall)

Walter MacGowan (WM) (Exec Director – The Gardens) Adele MacGowan (AM) (Countrywide – Coordinator)

Apologies

Dennis Dunn (DD) (Exec Director – The Stables )

Duration: 7.30pm-9.30pm and 7.30pm-9.00pm

Agenda:

1 Approval of previous minutes

The minutes for July 13th 2015 were approved.

2 Matters Arising

No matters arising

3 Finances and Accounts

A draft version of our accounts has been prepared and emailed (CC) to all committee members. The final accounts will then be given to Andrew Knight to look at before the AGM in November.

To visually show residents what has been carried out in the last 12 months. Each area to prepare a couple of paragraphs stating what has been carried out in their own areas, for the AGM pack.

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5 Contractor Updates

6 Estate Insurances and Lease Conditions

A service charge has been added of £295.61 for paying by Direct Debit (MH) to contact insurers to see if we can pay it in one amount. This was carried out and we have paid our insurance in one lump sum, thus saving the above amount.

One claim from the coach houses is currently in progress relating to an internal leak.

7 Estate Communications

Residents are kept up to date by email regarding path maintenance and Hall painting.

8 Estate Grounds and Maintenance

(DG) will again contact the Doncaster based company (Resin Bonding Services) to pursue a quote for the Hall rear path and areas of the stable courtyard.

We have had a number of quotes from Countrywide for landscaping and additional work. See appendix 1 This was discussed and agreed to go ahead.

Discussion took place then on the communal areas of the estate such as the area in front of the hall. The Hebes there cannot be cut down any further and need to be replaced, either with new Hebes or something similar such as Viburnum davidii and Hydrangeas (AM) to seek a quote for doing some of this work.

9 Woodland Management Plan / Boundary issues

Astra have now taken one tree down and will be back to take another tree down that has been identified.

A letter has now been sent to the church regarding the damaged wall, asking them to contact our actual landowners Wallace Estates. (MH) We have had acknowledgement of this letter which is due to be discussed at the churches PCC.

Lake Issues

The Lake at the rear of the Hall has now been classed as a reservoir by the Environment Agency. This has led to a number of changes. All parties (of which there are 4) whose land is alongside the lake all have a number of responsibilities. To date we have had to provide clear access to the culvert as this section is on our land. A number of reports and surveys have been carried out, and we have been asked by the lake owner to contribute 25% of these costs.

We are therefore going to seek legal advice, (MH and WM) to provide names of possible solicitors. (WM) to now oversee the work in this area.

10 Power

We have now received confirmation of the new tariffs from the electricity providers. Meter readings will be taken on September 30th.

11 The Hall

The Hall is in the progress of being repainted. Stonemasons will be replacing some of the stone in the central section at the back of the hall and lead work that is missing will be replaced. The same contractor is carrying all this out. The Hall Garage Lighting is now finished and all working correctly. There are moles behind the Hall, (DG) to ask Countrywide for a quote to eradicate them.

12 The Coach Houses

Two cheques were written to residents for external painting that had been carried out. These are now to be returned and one cheque will be written directly to the decorator, at the request of the residents. (GH) to collect unwanted cheques. The invoice received from the contractor was not detailed enough. We need to ensure that all invoices clearly state the work carried out, the costs and when the work was done.

The protocol should be: 1 Quote for the work 2 Residents to pay the full amount 3 Invoices of work carried out given to LHMC 4 LHMC to then send cheques out to the residents for the agreed amount.

Coach houses 1,4,6 and 7 have been painted as of September 2015 Coach houses 2,3 and 5 to be painted during 2016.

13 The Gardens

The path will be renewed in the gardens area next, please do not use wheels on this until the surface is set.

14 The Stables

A letter has been received from Bob and Debbie James residents of the Stables regarding the car parking. (DD) to talk to all residents.

15 Director Appointment / Resignations

Nothing to report.

16 AOB

A general reminder is required to all residents on the estate to remember to monitor there children while playing, dogs and the picking up of their mess, to return bins to the inside of their property after collections, and to drive with care whilst on the estate.

Gates There have been a number of problems with the gates recently. These are in progress of being repaired and the contractor is waiting for parts for both the main gates and The Hall Garage gates. (GH) to ask contractor for a quote to include annual maintenance checks on the garage gates when they are on site checking the main gates. (DG) to contact the gate company to see if they have a local rep, as this might be a quicker way to have them repaired.

Thank you to David Graham who hosted part 2 of our meeting.

Date of Next meeting and Future dates for 2015

Monday 12th October is our next meeting. It is to be held at the Red Bull Pub at 7.30pm.

For your information: Monday 9th November AGM Friday 13th November Monday 7th December

Appendix 1 Landscaping and additional work

Customer Lawton Hall Date 21.09.15

Customer Customer Lawton Hall Drive, Church Lawton Address ref.

On Site Contact Adele Countrywide Ref. No CWMF.15.20

Description of work to be carried out and materials to be used Price + VAT

1. The removal of the ivy from behind the garages, weed matting & stoning of the area in oyster pebbles. £695 + VAT

2. Weed matting & laying of bark in the boxed hedge areas in the communal area of the gardens. £500 + VAT

3. The removal of shrubs & all stumps from the area to the side of the garages at the end of Lawton Hall. £400 + VAT

4. The preparation of the cleared area to the side of the garages ready to have turf laid & to be planted with Viburnum Davidii (already planted to the front of the hall). £875 + VAT

List of materials stone, weed matting, shurbs, top soil Required/ used

Quote prepared by: Matthew Ford

Quote valid until: 28.10.15 Total Price +VAT Various

We look forward to your written reference/ order number confirming acceptance of this quotation. For you convenience my contact details are listed below, I will be pleased to provide any additional information: Matthew Ford – Regional Manager Mobile:- 07701012590 Email:- [email protected]