Committee Meetings

The Committee Meeting Summaries are copied below, at the direction of the Committee, following the 2021 AGM.

The agreement to the content of the Summary, by the Committee, is approved at the following meeting.

Summary of Committee Meeting held on 13th January 2022

HRA Digital Documents Management/Storage

This item was taken first having been deferred a number of times. The digital storage of HRA documents including security, access control and GDPR was discussed with initial costings. If this is a reasonable route, provision will be required in the budget. Further investigation was agreed.


Treasurer's Report

The financial discussions and proposals were deferred to the next meeting. 


Planning

A number of properties and associated matters were discussed.


Infrastructure

The flooding problem that occurs on and around Hockering Road and Cleardown is potentially to be investigated using a company to access the drains via cameras on wheels.

 

Trees and Verges

The oak processionary moth may become an increasing threat to our oak trees as it is now in the area. The Christmas Tree and various options for next year were discussed.

Social and Neighbourhood Watch

The Queen’s Jubilee will provide an opportunity for a celebratory party, replacing the annual Hockering Party this year. The social secretary will form a sub-committee (to include committee and non-committee residents) to plan the event to be held on Sunday 5th June.


AGM

Various matters were discussed

AOB including a Legal Update

The date for mediation has been agreed as being the 9th February. 

 

The next meeting will be held on 9th February 2022

Summary of Committee Meeting held on 2nd December 2021

Secretarial position

It was unanimously agreed that Michelle would take on the role of Acting Secretary with immediate effect.


AGM (planned date - Wednesday, 23rd March 2022)
The timetable for the distribution of the AGM papers, arrangements to prepare the budget and any necessary reports etc was discussed 


Planning

Several properties and associated matters were discussed.


Infrastructure

With regard to the flooding that occurs on and around Hockering Road and Cleardown, Thames Water own the culvert under the road and have a duty to maintain it.  They have agreed to check whether it is blocked.
The road repairs to Knowl Hill, putting in edging outside a few houses and constructing a speed hump will be carried out in December.

 

Trees and Verges

The issue of Oak Processionary Moths in the area was discussed and it was agreed that the HRA would pay from the annual contribution to have any affected trees on the roads and verges sprayed but would look into whether the company commissioned to spray the trees would offer a discount to residents who needed trees in their gardens sprayed at the same time. 

Social and Neighbourhood Watch

The carol singing is arranged for 12th December unless it rains, then it would be postponed to the following week.
It was agreed that the Neighbourhood watch portfolio would be separated from the Social umbrella and passed to Mrs Pilsworth.

AOB

The committee all expressed their sadness at the passing of Dr Lionel Blackman unanimously agreed the flag should be flown at half-mast as a mark of respect
The Chairman updated the Committee regarding the legal situation.
It was suggested that the Conditions of Works which residents were asked to sign before carrying out building works, should be put on the planning pages of our website.
 

The next meeting will be held on 13th January 2022

Summary of Committee Meeting held on 14th October 2021

Planning
A number of properties and associated matters were discussed.


Infrastructure
The new speed hump should be installed during the week of the 6th to 10th December. 


Trees and Verges
Damage caused to part of Hockering Road by a large removal lorry reversing after approaching the locked gate has been fixed by our verges contractor and paid for by the removal company. The damaged branch was kindly removed by a Knowl Hill resident who witnessed the event.
Leaf dumps were cleared at end August by ATS. It was noted that the Upper Leaf dump fencing may require maintenance in the near future.
During the routine service of the Toro, it was discovered that a replacement steering box was required which increased the service cost and a new tyre has been purchased following a puncture.
The annual tree maintenance was carried out the week commencing 25th October.


Social and Neighbourhood Watch 
Due to the popularity of the wine evening a 2nd evening the following week is being proposed.
Residents are to be invited to a champagne and sparkling wine evening early in December
It was agreed to repeat the Christmas tree and Residents will be asked to donate £20 per house. Any surplus will be donated to the hospice.


AOB
The Committee were updated by Richard regarding the legal position.
The use of leaf blowers in the Estate was discussed and it was agreed that the Chairman would include this item in the next newsletter.

The next meeting will be held on Thursday 2nd December 2021

Summary of Committee Meeting August 2021

Planning
A number of properties and associated matters were discussed.


Infrastructure
Approval was given for all the street light bulbs to be replaced as this was deemed to be the most economical.
The plans are being studied to see if the gullies can be improved.
There was further discussion regarding the placement of the road hump in Knowl Hill.


Trees and verges
The Committee were informed that a Liquidambar tree in Knowl Hill was looking distressed.


Treasurer’s Report
It was agreed to e-mail Residents regarding Salvatore’s gift and to arrange a handover to which Residents were most welcome to attend.
The Treasurer named the houses which had not paid their annual contribution and confirmed a reminder had been sent recently.


Social and Neighbourhood Watch Report
It was reported that the attendance for the Summer Party on 15th August should be in the region of 65 Residents.
New Neighbourhood Watch monitors are being actively sought.


HRA Digital Documents/Storage
Consideration is to be given to digital storage of documents.


The next meeting will be held on Thursday 14th October 2021

Summary of Committee Meeting June 2021

Planning

Several developments were discussed with updates provided.

The Committee has been advised some contractors had been working beyond approved hours as well as on Saturday. The property in question has been informed.

Infrastructure Report

Raptor Security Systems have advised me that the upgrade of the ANPR will take place on 2nd July. The delay has been due to the supply of the display unit by the manufacturer.

 

The repair and painting of Main Gate has commenced.

 

A drain specialist put a camera down a couple of road gullies where the flooding has been occurring a few weeks ago but there was no obvious blockage and the water was flowing freely. There may be a blockage further downstream causing back up during heavy rain. Plans would be consulted to gain a better understanding of where any blockage might be occurring.

Trees and verges

Salvatore has cut back the growth from the bottom of the Lime trees on Danes Hill, put wood preserver on the shed, and cut the hedge surrounding the lower leaf dump, along with his usual Estate maintenance, including cleaning the gates.

An estimate has been received for emptying the leaf dumps

GreenThumb has carried out the Summer Treatment - fertilising and weed control on the verges. An additional weed control will be carried out on 7th July.

3 small ferns were planted at the bottom of the bank outside Eastgate, with the hope that a bit more can be planted in the autumn, however the bank is full of roots, so extremely difficult to plant

Social

The postponement of the summer party was discussed in light of recent changes to Covid-19 restrictions. 

A.O.B.

Two houses had changed hands – We welcome David and Hannah Foster to Heath Lodge, Knowl Hill and Brian and Arupa McLennon to Little Hatch, Hockering Road.

The Chairman updated the Committee regarding the legal challenge.

 

The next meeting will be held on Thursday 12th August

Summary of Committee Meeting May 2021

 

AGM Minutes
The full AGM Minutes will be circulated to the Committee in the near future for comment

Planning 
A number of properties were discussed.

Infrastructure  
Three quotes had been received regarding the repair and update of the ANPR. Further questions were requested and depending on the answers, to accept the quote agreed.
Greg Smythe is arranging for a camera inspection of Hockering Road Drains to identify the cause of the flooding at the junction of Hockering Road and Cleardown.
A full repaint of Main Gate with some repairs will be carried out when the weather improves.
Despite the majority vote in favour at the AGM for another speed-hump in Knowl Hill there had been a strong complaint from one resident. It was agreed to hire equipment to record speed and volume of traffic in order to obtain scientific evidence regarding the matter.

Trees and verges
Tree requests have been received from one property.
Salvatore has been keeping busy clearing tree debris etc brought down by the wind. 
He has also been putting top soil and seed where necessary on the verges. 
He has removed some of the posts as the verges have dried out.
Greg is in the process of obtaining a quote for emptying the leaf dumps for this summer.
The leaf blower needed a new exhaust valve & cam wheel recently.
The verges will be having a summer treatment on Wednesday 19th May.

Treasurer’s Report
The Treasure reported that as of 13th May, he had received 50% of Resident’s annual contributions and the vast majority have included a gift for Salvatore.

Social 
A “save the date” flyer has been sent out for 18th July. Further details will be provided nearer the time.
Consideration was given to the provision of a Hockering Christmas Tree and raising funds for it. 

Neighbourhood Watch 
The registration of our Neighbourhood Watch scheme is in place, the new monitors contacted, continued support has been checked and the newsletters are being received.

AOB
The summary of the committee meeting 1st April 2021 was agreed and to be placed on the website.


The next meeting will be held on 23rd June at 7.15pm
 

Summary of HRA Committee Meeting April 2021

 

- The Minutes of the Committee Meeting of 2nd March 2021 were approved
- The Hon. Treasurer advised that debt, in relation to houses that had not paid their annual contribution, would now be shown on the balance sheet.
- Planning matters were considered regarding 2 properties.
- The speed hump in Knowl Hill was discussed.
- Greg Smyth was gaining further details regarding upgrading the ANPR.
- The proposal at the AGM of an ex gratia payment to Salvatore due to his inability to work last year due to illness was discussed and it was agreed residents would be offered the option to make a gift to him, within the letter regarding annual contributions, which are now due.
- There was consent that we would try putting a brief summary of Committee Meetings on the website going forwards.
- The general feeling was that the annual party should be able to go ahead this Summer.
- Following the success of the tree last Christmas, it was felt that we should look into repeating the concept this year. Ideas for fundraising were discussed. 
- The AGM via Zoom had been very well attended by residents with a significant majority support from residents.
- The next meeting will be held on 13th May 2021