Covenants, rules, and triennials › 2024 triennial

Minutes of the Nineteenth Triennial Meeting of Hillmere Plot-Holders

Held at 8pm on Monday 18th March 2024 in St Matthew’s Church

1.0

Attendance

1.1

Directors: Peter Plummer, Richard Guest, Stephen Collingwood, Ann-Marie Franklin;

Apologies: Ujjal Ghosal

1.2

Other plot-holders: Hazel F, Liz R, Anne C, Ben & Rhiannon H, Ben & Eleanor W, Debasish S & Jyotisikha S, Sarah H.

1.3

PMMS: Nic Lee

1.4

Apologies received from Gordon S, Kiruparance and Nihal dS.

2.0

Minutes of the meeting of plot-holders held on 28 th April 2021 via Zoom

2.1

There were no matters arising. The minutes were approved

3.0

The Directors’ Report

3.1

This was received and accepted.

4.0

To Elect Directors as necessary

4.1

Peter Plummer was re-elected following the regular rotation of the directors.

4.2

Having tended his resignation, Richard Guest was standing down as a director. Stephen Collingwood expressed his thanks to Richard for his unstinting and valuable work as a Hillmere director over a period of more than thirty years.

Action: PMMS

4.3

Stephen Collingwood nominated Hazel Foulger as his replacement which she accepted; this nomination was seconded and Hazel Foulger was elected accordingly.

Action: PMMS

5.0

The draft budget for the three years commencing 1st May 2024

5.1

The budget was considered. Stephen Collingwood indicated that there was likely to be an overspend on the projection; he also clarified that the £25,000 in Hillmere’s saving account would need to be increased to meet future costs.

5.2

Richard Guest mentioned that the next major expenditure would be the replacement of the fence dividing the Hillmere estate from Coombe Avenue and Rutland Gardens.

5.3

It was agreed that the garden rate should be raised by £10 to £50 a month (£600 pa) to provide adequate funding for essential works and to enhance savings for major projects in the future.

Action: PMMS

6.0

AOB

6.1

Debasish S requested that the gardeners, Uwins, improve the lawn lying between the Fairfield Path and the boundary fence. He also requested that they plant suitable decorative beds along the area backing 5 and 11 Hunters Way. Directors asked him and other plot-holders to forward suggestions.

Action: HM

6.2

Sarah H enquired whether any progress had been made by Hillmere in its attempt to gain permission from Croydon Council to remove or reduce the size of the protected sycamores.

6.3

Debasish S mentioned that the tree behind the fence of his property was leaning and might be unstable. Directors outlined the ongoing communications with Croydon Council on this matter which took place regularly. Peter Plummer and Richard Guest explained that part of the problem was that reducing the crowns of these trees had the effect of encouraging stronger growth. Stephen Collingwood added that the trees were more stable when in a group. Debasish S was invited to write to the council with his concerns and questioning its liability should damage to life or property be caused by falling trees; such a letter could be used by Hillmere in its future communication with Croydon Council on this matter.

6.4

Sarah H mentioned that vehicles frequently reversed onto her front garden; it was suggested that she place a large decorative rock at the edge of her garden.

6.5

Sarah H asked about a Leylandi tree growing in the communal garden hedge near the rear of her garden. It was agreed that if the tree was becoming too large for the hedge, it will be felled.

Action: HM

6.6

Stephen Collinwood raised the issue of maintenance of front gardens. In particular he wished to prevent gardens being used as parking spaces. It was agreed that anyone wishing to resurface the drive area should ensure that materials used were appropriate to the overall design of the estate and that Hillmere should monitor any changes. The discussion regarding the maintenance of the appearance of the front of houses focused on the fact that these issues largely arose where properties were rented and were the responsibility of landlords. It was agreed that Hillmere would again write to landlords requiring that they address these issues as necessary.

Action: PMMS

6.7

It was noted that Uwins, the gardening firm used by Hillmere did, at times, do paid work for individuals. There was general agreement that some enquiry be made regarding other such gardening firms whose details could be forwarded to landlords. The plot-holders commented on the beautiful garden created by Liz M being such a credit at the entrance to Hunters Way.

Action: HM & PMMS

6.8

The deterioration in the appearance of houses caused by a proliferation of wheelie bins and means of addressing this were discussed. Stephen Collinwood suggested that means of concealing the bins could be investigated. There was general discussion relating to the problems of removal of large unwanted items. Nic Lee stated that some management companies hired a skip once or twice a year for the use of homeowners.

6.9

Jyotiskha S enquired whether Hillmere permitted the building of extensions or conservatories. Stephen Collingwood explained that no permanent structure which added an indoor space to an individual house was permitted. Other than that, home owners were free to add awnings, pergolas, play equipment or gardening features as they chose.

6.10

Debasish S asked whether the installation of solar panels was permitted. There was discussion regarding the angle at which such panels would be laid; the agreement was that panels must not be visible from the ground.

The meeting ended at 9.10pm

Ann-Marie Franklin 19/03/24