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A. Transmittal Info Pack

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A. Transmittal Info Pack Annual General Meeting Information Booklet Dear Owner This is your information booklet for the Annual General Meeting (AGM) for Edzell Woods Community Trust Limited. Please take the time to read this as it holds important information, which the committee will be looking for your agreement on. Please make every effort to attend the AGM on Sunday 1st July 2018 at 12.30pm to be held at Inglis Memorial Hall in Edzell. Doors open at 12:00 noon. If you are not the owner of the property please forward this information on. Any questions please email [email protected] We look forward to seeing you there. Alternatively, a Proxy form issued with the Notice should be completed in the event you are unable to attend. Many Thanks Karen Traill Director/Chairperson Edzell Woods Community Trust Limited Edzell Woods Community Trust Limited Company No. SC358018 Trading as: Edzell Woods Community Trust Registered Office: Elliot & Co., Ws, 8 Charlotte Street, Perth, Perth and Kinross PH1 5LL Annual General Meeting Inglis Memorial Hall Edzell st Sunday 1 July 2018 At 12:30pm Edzell Woods Community Trust Limited Company No. SC358018 Trading as: Edzell Woods Community Trust Registered Office: Elliot & Co., Ws, 8 Charlotte Street, Perth, Perth and Kinross PH1 5LL Annual General Meeting 1st July 2018 AGENDA 1. Welcome and Safety/Fire Aspects 2. Cllr George Carr – Opening Remarks 3. Minutes of AGM of EWOG held on 11th June 2017 4. Report from Chairperson (Karen Traill) 5. Report from Vice Chair Mike Boyd 6. Report from Ken Williams (Sewage Maintenance) 7. Fundraising Report 8. Report from Karen Trail (Treasurers Role) 9. Recommendations/Resolutions (Mike Boyd/Karen Traill) 10. Any Other Business – Q & A 11. Cllr George Carr - Closing Remarks Edzell Woods Community Trust Limited Company No. SC358018 Trading as: Edzell Woods Community Trust Registered Office: Elliot & Co., Ws, 8 Charlotte Street, Perth, Perth and Kinross PH1 5LL Dear Owner The committee continue to maintain the trees, grass and flowerbeds. This year saw our first phase of having some of the roads repaired, main one being Halsey Drive along where the bus stop is. We continue to work with the local contractors to get the best prices and services that we can with what little money we have. We have continued to work on increasing the amount of people that are paying. We have been consulting with the estate lawyers as to what our options are and to confirm that we are now in a position that we can now move forward on pursuing people in the courts if need be in order to collect in monies that are owed. I have been making enquiries with the estate lawyer and Inspector Sheila McDerment to clarify the law with regard to the estates road. I am told by both that our roads are private roads, as they are not adopted by Aberdeenshire Council. However as we do not restrict the public, commercial and council vehicles or the bus service from driving on and off the estate, the roads are subject to the Road Traffic Act 1988. Accordingly, the police have every right to arrest anyone who is breaking the law and they can ask that any cars that are on the road that are SORN, with no tax or insurance, they can take them away if you refuse to move them or comply with the road traffic act 1988. No names or address have been given but the police are checking all cars on the estate as they are doing all over Aberdeenshire. There has been much work done on the Memorandum of Articles more information on this has been circulated to all homes. Once this is approved we will be moving towards the estate having charitable status. Its time for us to start making plans for having Scottish Water to adopt the estate sewage system, ambitious plan some would say but one that needs to be done. I have been working with Scottish Water, MSP Liam Kerr, Cllr George Carr in the hope that Scottish water would help us but unfortunately the most they will do is to help guide us. It is our intension to commission an engineering company to come onto the estate to look at what is needed in order for Scottish Water to adopt the estate. Karen Traill Director/Chairperson Edzell Woods Community Trust Limited Company No. SC358018 Trading as: Edzell Woods Community Trust Registered Office: Elliot & Co., Ws, 8 Charlotte Street, Perth, Perth and Kinross PH1 5LL Report from Vice Chair / Acting Secretary (Mike Boyd) The proposed change to the Memorandum of Articles for EWCT has now been distributed. This change if approved at this AGM will allow the organisation to apply for charitable status once the change has been accepted and formalised by Companies House. If charitable status is accepted it should open up significant funding opportunities for the community. We looked at two other alternative organisational routes; a Development Trust and a SCIO. Neither of which we consider would be appropriate for Edzell Woods. The former requiring enterprises to be set up in order to generate funding and the latter could if charitable status was removed for any reason complicate the ownership of the Edzell Woods Land Titles. Remaining as a limited company with charitable status will protect the Titles if we were to ever lose such status but still enjoy the charity tag providing we keep to the Objects in Article 4. As you are aware the community has the Title to the land at Edzell Woods. However, since the sale of RAF Edzell to a developer in 1999 there has been an MOD Clawback relating to the land Titles we hold that we have been trying to have discharged for the past 7 to 8 years. I can now report that at last this has been achieved and we await the Register of Scotland to formalise this in the Title. We hope to change our Registered Office from Elliots, Perth to a local organisation and to change the Company Secretary from Donald Elliot. It is pleasing to report that one of the approved housing development projects has progressed and the CDC is now demolished and will be replaced with domestic houses. There is still the potential of two other housing developments on the estate; at the old school at the end of Perry Road and at the end of Denstrath View adjacent to the Lang Stracht road. There are now several caravans parked on the hard standing. One was stolen from there recently so all caravan owners should take precautionary security measures to prevent such a reoccurrence. Karen and I have had meetings with MSP’s, various department representatives of Aberdeenshire Council and sub-groups over the year. Some to highlight the issues we have on our estate; progress our relationship with Scottish Water over future connection to the Edzell Village sewage infrastructure and help with our becoming a community based organisation. The latter is now nearly a reality. This year we will be targeting some more road repairs, path repairs, installation of LED streetlights, underground pipe mapping and some sewage engineering work (subject to funding). We will expand on the above at the AGM. Edzell Woods Community Trust Limited Company No. SC358018 Trading as: Edzell Woods Community Trust Registered Office: Elliot & Co., Ws, 8 Charlotte Street, Perth, Perth and Kinross PH1 5LL Report from Ken Williams (Sewage Maintenance) General: • Operational State of the STW – No significant operational concerns although the infrastructure is old and will require more and more maintenance attention over the coming years • SEPA Results – all good – no concerns – the overall annual SEPA rating is ‘Excellent’ • Thanks for the support from Richard, Stuart and Geordie including other residents from time to time at the Wet Well and STW over the year Wet Well: • In 2017 and to date there were no major issues with the Wet Well. There was only an occasional instance of excess water during heavy rain resulting in overflow. The Wet Well basket requires emptying every 2 to 3 weeks due mostly to wipes flushed down the toilets. Yellow Submarine: • No major concerns with the two pumps but they will require an inspection this summer to ensure continued operability. STW: • Brickwork Refurbishment – an ongoing annual summer program for sealing and upgrading. • Lagoons require annual maintenance and constant recycling. • One Filter Bed is still not working due to a broken central unit. Replacement unit to be sourced - this is not an issue as there are three other serviceable Filter Beds • No concerns with the Electrical components at the STW however the pump-house pump may require inspection and refurbishment. We have a spare pump in the event it needs changed out. • There are six (6) Plywood Water Tap Housing Units with 3-Phase Electrical connections around the STW, which have all deteriorated to the extent they are falling to bits and require replacement. An insulated GRP unit has been purchased and has been fitted. If this is successful we will replace others with the same type of unit. Edzell Woods Community Trust Limited Company No. SC358018 Trading as: Edzell Woods Community Trust Registered Office: Elliot & Co., Ws, 8 Charlotte Street, Perth, Perth and Kinross PH1 5LL Fund Raising Report A new post was created on the committee to be our fund-raiser; this post was created for them to raise funds for the estate. This is important when applying for grants as we have to prove-we have made attempts to raise the money ourselves and that we have community buy-in by doing some of the work ourselves. To date the following have been organised and the amount raised: • The bake off at the end of September 2017 was for funds for the estate and the McMillan cancer research raised £149 for the estate and £157.84.
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