MINUTES OF TREWENT PARK HOMEOWNERS’
RENAISSANCE BAR ONE RESTAURANT
Date: October 24th,
2004, 10:00 am
AGENDA ITEM 1:
Chairman Jerry Gould welcomed everyone
to the meeting. Mr. Gould reported that
a letter of condolence on behalf of TPHHOA had been sent to Mrs. Janet Millwood
with a tribute to Dr. Millwood’s many years of service to the Association. It has been reported that Mr. David Coles,
past Treasurer to the Association, is deceased and expressions of regret and
gratitude for his service to the Association were expressed.
AGENDA ITEM 2: Apologies
non-attendance received by telephone and e-mail were noted
AGENDA ITEM 3 and 4:
The minutes of
the previous meeting, April 11th, 2003, were accepted as a true and
correct record. Minutes of meetings are
posted on TPHHOA web site.
AGENDA ITEMS 5: SECRETARY’S REPORT
thanks to Rhoda Hode and John Mezits for their assistance in preparing
postcards for meeting reminder.
system of trash disposal introduced by the Council and implemented by the
leaseholder is working quite successfully with only a few people choosing to
leave black bags lying around to be ripped open by wild animals. There has been some difficulty with
collection of bags from the Council but this can be resolved by taking the
letter sent to all homeowners to the council office in Pembroke Dock and
collecting the bags. If a homeowner is
unable to collect bags themselves, the Council will accept a letter of
authorization for someone else to collect the bags on the homeowner’s
behalf. Chalet owners paying regular
council taxes get white bags free of charge and owners who pay lower commercial
rates pay a small nominal sum for blue bags.
All bags are specially printed for Trewent Park. Anyone continuing to experience problems
should call the Council for a duplicate letter to be sent to them.
A request to
open the bin shed for extra time during the holiday season will be made.
Mrs. Mezits met
with the Association’s legal counsel, Mr. Roland Lewis of Ungoed-Thomas and
King in Carmarthen, regarding the terms and conditions of the Trewent Park
lease. Mr. Lewis affirmed that the
lease is extremely vague and ambiguous and not in favour of lessees, but that
the leaseholder’s minimum obligation for trash disposal according to the terms
of the lease is being met according to law.
Both lessees and lessor must comply with requirements specifically stated in the lease but
problems arise because the lease is NOT specific. Contrary to speculation, there are only very weak grounds to
challenge the lease. We were all
reminded that we signed the lease when we purchased chalets and that it was our
own responsibility, or that of our solicitors, to read and understand what we
were buying. He advised against
adversarial action and proposed building sensible and reasonable rapport
between homeowners and the lessor for problem solving in the long term.
AGENDA ITEM 6: TREASURER’S REPORT
Mr. Peter Coleman, treasurer, reported
that TPHHOA assets currently stand at Eight Thousand One Hundred and Thirty Two
Pounds (8,132.00), less about one thousand pounds due to legal counsel. Association members names and addresses are
being updated and members are asked to notify the Treasurer of any change of
address. Membership currently stands at
91 members who represent 148 chalets.
It was agreed that membership needs to be increased.
AGENDA ITEM 7: WEB SITE
Mr. Geoff Evans
reported that the TPHHOA web site contains basic information about the site and
association. Any feedback, suggestions
or requests about web site content may be e-mailed to Mr. Evans. The Association’s web site is: www.tphhoa.org.uk. The web site is run by Pembrokeshire
Association. The question of whether
lettings may be made available on the Association’s website needs to be
investigated as conditions of letting may be constrained by the lease. However, links to individual web sites may
be possible. Mr. Evans was thanked for
his work in maintaining the TPHHOA web site.
AGENDA ITEM 8: FRESHWATER EAST VILLAGE GREEN
discussion concerning the position of the Association regarding the Freshwater
East Society’s movement to conserve the Burrows area of Freshwater East. It was generally agreed that the Association
supports the protection of the Burrows
in their present form and that there is liaison with the Freshwater East
Society concerning this issue. A
representative of the Freshwater East Society may be invited to a future
meeting to give information and feedback.
AGENDA ITEM 9: REFUSE COLLECTION AND DISPOSAL
The new rubbish disposal system has been
more successful than anticipated, although there will be discussion with
management about opening the bin bay for extra time, particularly in the high
holiday season. Poor communication had
contributed to initial problems with the trash disposal and every effort should
be made to ensure that any system changes are relayed to all homeowners in
AGENDA ITEM 10: TV AERIAL PROVISIONS AND MAINTENANCE
As reviewed and confirmed by the
Association’s legal counsel, there is nothing in the lease that states
management has to provide and/or maintain TV aerial facilities. The existing cabling for television on the
site is over 30 years old and has never been overhauled. An aerial is provided on the site but as a
result of much interference with the cable when new roofs have been built
causing bad cable contacts, and because of general deterioration, the old
cabling to the site aerial is not providing good reception in many places on
the site. The management offered to
replace the cable if owners contributed to the cost but no agreement could be
reached. Consequently, chalet owners will
need to provide their own television facilities if those existing are not
sufficient. Management has agreed that
small satellite dishes which provide SKY television may be used. Aerials may be considered non-structural but
are not aesthetic if they appear randomly and without careful
installation. FREEVIEW may soon be
available in the Freshwater area but requires that an aerial be in a correct
position. Individual television licenses are necessary.
The National Parks will be contacted to
ascertain the planning situation regarding windows, satellites and aerials.
AGENDA ITEM 11: SITE MAINTENANCE
considerable discussion about the state of pathways both at fronts and rear of
chalets. Mr. Hunt has indicated that
pathways will be reviewed in 2005.
It was agreed
that this issue will be pursued vigorously.
expressed about some wheelie bins which have appeared on site. These bins are being used by West Wales
Beach Breaks (WWBB), which represents the site management for chalet lettings,
acting on behalf of several chalet owners and letting houses to temporary
construction workers in the area. West
Wales Beach Breaks is responsible for the collection of trash for these
lettings and depositing said trash in the bin bay in accordance with site
have previously left keys with the former site manager, Mr. Noel Doyle, should
contact Mr. Bill Smillie to determine the status of their keys.
Other issues of
site maintenance discussed were as follows:
Drains: Cleaning needed – to be
brought to management’s attention.
Communal steps: Need painting for safety.
Appearance of gardens: To be brought to attention of
Replacement Windows: Leaseholder
permission is required under the lease.
A letter of request should be sent to management and if no reply is
received, then tacit consent is assumed.
Bow windows may require planning permission.
is poor in some areas because of obstruction by trees.
Some bay numbers
and road number signs need replacing.
Telephone Box: There
is no public telephone box on the site, although there is a box located in the
nearby beach car park. As there is no
commercial incentive for BT to install a box, it is unlikely that one would be
brought to Trewent Park.
Site Agent: Mr.
Bill Smillie acts as letting agent for the management through West Wales Beach
Breaks. It appears unlikely that Mr.
Noel Doyle will return to his position.
There appears to
have been misunderstanding and confusion about what maintenance to individual
chalets can be expected. Previously,
management would undertake some maintenance jobs for a fee. Mr. Doyle has also done private jobs for
homeowners for a fee. Actually,
management has no obligation to undertake any routine maintenance in
chalets. However, maintenance services
may be negotiated. Also, if West Wales
Beach Breaks is used there are a variety of services offered. Further information about this is available
from Mr. Smillie or Mr. Hunt.
that homeowners receive for establishment charges are poorly defined in the
lease and minimally specific.
AGENDA ITEM 12: ANY OTHER BUSINESS
Insurance: The cost of insurance increased with the
increased value of the chalets.
Insurance obtained through the site only covers structure, not contents. An effort will be made to post policy cover
on the web site. Homeowners are free to
obtain their own insurance for their chalets.
Extending Membership of TPHHOA:
It was proposed that membership of TPHHOA may be offered to owners of
the new houses at the front of the site.
There was considerable discussion about this and what advantages there
may be to either or both parties. It
was agreed that the Committee will approach individual owners of the new houses
to ascertain their level of interest.
Access Through Site:
The Trewent Park lease states that there will be access through the
site. It is a management responsibility
to ensure that access is not impeded.
Clearing of Area Behind Upper Chalets:
It needs to be determined whose responsibility it is to clear the hilly
area behind the upper chalets.
It was agreed by consensus that the Treasurer is authorised to approve
expenditures up to a further 500 pounds according to his discretion.
Vote of Thanks: A vote of thanks was
proposed to Mr. and Mrs. Fleming for their generosity in offering the use of
Renaissance Bar One Restaurant for this meeting. Carried unanimously.
extended to the Committee for their work and efforts on behalf of the
AGENDA ITEM 13: DATE OF NEXT MEETING
The date and
venue of the next meeting will be determined.