The Village Association (VA) AGM was held on Thursday 23 November 2023 at The Officers Mess, Coldstream Road.
The meeting was attended by VA Directors and representatives from Hazelvine Limited. Alasdair James and John West from the Warden Service and residents from circa 11 properties joined the meeting.
Jane Stephens chaired the meeting and started by thanking Jon Forde for his time and commitment to the VA as Chair over the last 5 years. This was followed by a review of the VA’s work during 2023 which included:
• The focus this year has been on safety work and remedial maintenance for the development including the drains clearance in the area.
• The two key pieces of work this year have been the refurbishment of all the bin stores on the development and the tree survey which the VA are legally obliged to carry out every three years. The urgent work highlighted in the report which included the felling of two trees was carried out in October 2023. Quotes are being obtained for the 139 trees that require non-urgent work, with the aim being to get the work completed during the early part of next year.
• Some smaller signage around the Village has been replaced and a number of broken fences and bollards have been repaired.
• An overview of the work and challenges dealt with by the Warden team over the past 12 months which included a significant number of anti-social behaviour instances and threats and abuse to residents and the Wardens.
• The work and challenges faced throughout the year by our landscaping contractor, Acacia.
• Finally, an overview of the VA’s engagement with residents and members undertaken throughout the year.
The VA outlined its plans and focus for 2024 which includes:
• Reviewing capital expenditure with a view to increasing the reserve funds in terms of planning for future repairs and maintaining the site.
• Carrying out essential maintenance.
• Completing the work highlighted in the tree survey.
• Focus on recruiting new directors and/or associates to the Board.
• Continuing our liaison with Tandridge DC to ensure the playground is repaired and then maintained.
• Creating a working relationship with Guinness Partnership and ongoing engagement with residents, CBCT, Tandridge DC, Surrey CC, Surrey Police and Parish Councils.
Finances
Simon Nunn presented the year end accounts for 2022 and the 2024 budget. The final spend for the year to 31 December 2022 was reviewed and discussed as was the budget for 2024, with a specific mention to increasing the reserve funds.
Resolutions and voting for appointment and re-appointment to the VA Board.
• Jane Stephens was re-appointed as a Resident Director for the next three years.
• Simon Nunn was re-appointed as a Business Director for the next three years.
The meeting was followed with a discussion on community charging points for electric vehicles and then a general Q&A session where questions included the use of satellite dishes on the development, Tandridge DC’s plans for the land where the Sea Cadets were located, Acacia’s hours of working, consultation re the recent road closure at Guards Avenue and replacement of the bench on the green near the playground.
The VA board wish to thank all those who attended. We look forward to continuing our engagement with residents, businesses, and all users of The Village over the coming year.
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