ANNUAL GENERAL MEETING APRIL 24^th 2024

The Old Chapel, 3 Queens Passage, Chislehurst

 Minutes of Meeting

1. Welcome from Chairman -Callum Sutherland thanked everyone for attending. 20 Residents were present so the meeting was Quorate.                                                           
2. Apologies for absence: B K; FS; S T; V L; LT; P T and K N

3. Adoption of Minutes of last AGM 

Minutes from 26th April 2023 AGM were adopted by all.

These minutes had already  been distributed via email to the residents.

4. Treasurer’s Report:

Standing balance is £56,785.46 Most households are now paying online.

Copies of accounts will be added to the end of the Minutes

The question of the Annual Road Charge was discussed, several alternatives were suggested i.e. that we can stay at £70 per household per year or increase to £75, £77 or £80.

After discussion and vote it was agreed that the Levy will be increased to £80 – this is on the basis that although the condition of the road is currently good, it is important to prepare for a worst case scenario, i.e. that the whole road surface needs replacing.

5. Re-Election of Officers

The Chairman and Secretary agreed to continue in their posts. They were both nominated, seconded and agreed by those present.

Kate Nevens has agreed to be our new Treasurer, she will replace Nick Muir. She was nominated by N M and Seconded by C D.

Chairman   Callum Sutherland

Secretary   Gurjit Barn

Treasurer   Kate Nevens

I C

B G

C S

E S

E F

T M

H B

V L

N M

6. Chislehurst Society

The society has requested that the LRA should ask residents to join the Chislehurst Society. There are a number of benefits and the cost is small at £5 per year. The Leesons Residents association has been a member in the past and we would encourage our neighbours to support the society/community.

7. Website

Nick advised that the website is up and running. The address is  https://leesonsfields.co.uk

 All are welcome to send suggestions or contributions.

8.Local Crime Statistics.

The Chairman presented local crime figures and information

ATTACHED AT THE END

8. 8. Road Stewards

The Road Stewards were re- elected en-bloc.

 9.Condition of roads

There was a comment from a Resident that if verges are not kept well defined, those verges creep onto the road surface and cause damage.

Road conditions are currently satisfactory. There was a discussion about a crack in the road caused by heavy lorries. It was agreed that this would be looked at. Another Resident asked if there was any mechanism for a resident to pay an additional sum to compensate for damage to the road surface when having work done. Action for N M and C S

10. Road signs

This is still an ongoing issue. We now have wording for the signs that is agreed with the Council.

The Council are requesting detailed plans for the fitting of our Road signs. There is a risk that pipework for utilities runs below the verges and could possibly be damaged. This is causing delay as the Council Officers want to inspect the site both before and after the road signs are fitted.

We are currently trying to access maps of the utilities, from the Utility companies, so that a location site can be determined.

11.WhatsApp Code of Conduct

The Chairman requested that we are thoughtful before we put comments on the group. Some of the comments recently have been alarmist or offensive.

12. Any other business.
13. Data Protection –We need to contact The Information commissioner’s Office and see if we are compliant. There is a questionnaire to help us decide if we need to be registered. Action for G B
14. The Minutes need to be anonymized for the website Action for G B
15. A Resident asked if our money is in a high interest account. We have a community account at Metro Bank …agreed that it is worth investigating to see if the bank account can be changed. Action for K N and N M
16. There is an extension to a house on Southfield Road where the wall appears to extend beyond the usual line of verges. This was raised as an issue, the owner of the house was present and stated that council permission was given.
17. A Resident asked if there was any mechanism for asking  a resident, who has had a lot of heavy traffic into the road, to take responsibility for repairing that road . Action –Nick and Callum will look into it

Meeting Closed at 8.45pm

Leesons Resident’s Association Treasurer’s Report 2023-24

My thanks to Dave Haddon who diligently audited the accounts again this year.

I have now left this post and this is the last time I will present the accounts here.

In the tear ending 29^th February 2024

•       We received an income of £6,412.80
•       We have an outstanding balance of £1,949.20 from residents. Mainly from the 2 long standing nonpayers (who owe £1,441.00 between them).
•       83 homeowners paid by bank transfer and 4 by cheque.

Balance now £56.785.46 The roads were last resurfaced in 2011 at a cost of £55,000.00 and should last 10-15 years (as far as I am aware), so would be due for resurfacing in 2 years’ time.

One of our resident’s, who has expertise in road conditions/repairs has looked at the roads two years ago and concluded then that they are in good condition still and should last for maybe 6 years

The most recent quote we have received is £102,000.00 on April 2022. According to the Bank of England Inflation Calculator (https://www.bankofengland.co.uk/monetary-policy/inflation/inflation-calculator) this would be approximately £111,500.00 in April 2024.

We have a choice … If we collect at the same rate (£70.00 per property x 91 properties) for the next 2 years we would have an extra £12,700.00 giving a total of £69,500.00 roughly. This would leave us £42,000.00 short. If the roads last an extra 3 years (5 years from now), we would collect approximately £32,000.00 which would still be £22,375.00 short, even if prices do not increase further.

Realistically, we need to collect £231.00 per property per year over 2 years, but if the roads can hold out for 5 years from now, then we only need £120.00 per property per year, although this is being very optimistic.

We have a choice; we could have a modest increase this year of £5.00 per property to £75.00 which will bring in approximately £6,825.00 per year (less outgoings).

Or we could increase to £77.00 per hose which will bring in £7,000 per year (less outgoings).

At £7,000 per year it would take 8 years from now to accumulate enough funds.

We could stick to this as the roads do seem to be holding out but keep an eye on them and adjust accordingly each year.

Fees had remained at £65.00 for 6 years since 2017-18 when it increased from £50.00 and then have the roads assessed as to see how much longer they will hold out before we need to have a full plane-off and resurfacing done, and how much this is likely to cost before re-evaluating in time for a vote at next year’s AGM.

This was put to the vote, along with the suggestion from the floor, that we increase to £80.00 per household for this year, which was the amount voted in.

I propose that everyone should pay direct bank transfer again for this coming year and anyone who wants to pay by cheque, should do this themselves, ensure that they use their address as a reference and inform their road stewards that they have done so.

LRA Crime Stats Jan to Dec 2023

January – 0                                                                Chislehurst total 91

February – 0                                                              Chislehurst total 64

March – 1 Sunnyfield drugs                                    Chislehurst 88 (drugs 3)

April – 0                                                                      Chislehurst 72

May – 0                                                                       Chislehurst 74

June – 1 Highfield Motor Vehicle                                  Chislehurst 88 (9 Motor Vehicle)

July – 0                                                                        Chislehurst 45

August – 0                                                                   Chislehurst 81

September -1 Highfield Other theft                       Chislehurst 85  (2 other theft)

October – 0                                                                 Chislehurst 54

November – 0                                                                     Chislehurst 90

December – 1 Highfield Motor Vehicle                       Chislehurst 69 (vehicle 13)

LRA 2023 reported crimes 3 in total, and one drugs which would likely be possession from a stop and search. Chislehurst total crimes 901 (we were 0.33% of total 1.38% of vehicle and 0.5% of other theft)

LRA 2022 10 reported crimes (Anti-social 3, Violence/sexual 3, Vehicle 2, crim dam 1 burglary 1) Chislehurst 2022 total reported crimes 1083 of which Anti-Social 283, Violence/Sexual 237, Vehicle 121, Crim damage 66, Burglary 54.

Reported Crimes 2024

Jan- 3 vehicle Highfield Road and 1 Sunnyfield Road (Chislehurst total 14)

Feb – no crimes reported in Chislehurst area so this may be a police computer data error.

Chislehurst crime stats Jan to Dec 2023

  Type                                      Total                                     Percentage

Re Categories;

Sexual offences, can include Indecent Assault and Unlawful (under age) intercourse and Indecent exposure. There are of course more serious sexual offences but if they occur  as a random attack or in the open police would make public aware and carry out local enquiries.

Violence against person includes a range of offences from minor offences such as harassment and common assault, to serious offences such as murder, actual bodily harm and grievous bodily harm. Again if a major crime police would make public aware.

Burglary is the theft, or attempted theft, from a premises where access is not authorized. Damage to a premises that appears to have been caused by a person attempting to enter to commit a burglary, is also counted as burglary.

Criminal Damage. Where property is intentionally destroyed or damaged, not necessarily to gain entry to premises or a vehicle. Minor types include: Criminal damage to dwelling. Criminal damage to motor vehicle. Criminal damage to other building. Other criminal damage.

Theft…. can be from a motor vehicle. Theft from shops. Theft person. Theft/taking of motor vehicle. Theft/taking of pedal cycle.

Anti-social Behaviour is defined as someone acting in a manner that causes or is likely to cause harassment, alarm or distress to one or more people not living in the same household as the perpetrator. 

There are different ways to report anti-social Behaviour based on the nature of the Behaviour. 

What to report to your local policing team:

• if the anti-social Behaviour is affecting your quality of life or making you fear for your safety or the safety of others