1. Name of the Group

The name of our association will be: Ashefield Estate Residents’ Association. Ashefield [...]]]> Tweet

Don’t forget – our AGM will on Thursday, April 26 in the Newbury Hotel, Mullingar from 8pm. One of the agenda items will be a discussion and vote regarding the draft constitution for  Ashefield Residents’ Association. The draft is as follows:

1. Name of the Group

The name of our association will be: Ashefield Estate Residents’ Association. Ashefield Estate is located at Ashe Road, Mullingar, Co. Westmeath

Our website is www.ashefield.com
In this document, Ashefield Estate will be referred to as “our estate” and the website www.ashefield.com shall be referred to as ‘our website’.

2. Aims and objectives of our group:

The association seeks to represent and to promote the interests of all the residents living on our estate. Ashefield Residents’ Association will not be held responsible for any loss, damage or inconvenience caused as a result of any inaccuracy or error on our website or any publications produced by the Association.
Our website may contain links from our website to pages maintained by other organisations. These are provided purely for your convenience. They do not imply that Ashefield Residents’ Association endorses or supports those organisations, the information on their pages, or their products or services in any way.

No responsibility is assumed by Ashefield Estate Residents’ Association for the contents of their pages or for the actions of individual members of the association.

3. Membership of our association:

The members of this association are all residents who live on our estate. Any member of the association can stand for election to the committee. The committee shall be composed of three officers: a chairperson, a secretary, a treasurer and shall be elected every year at the annual general meeting (AGM).
In the event of a person leaving our estate or resigning from the committee, the remaining Committee shall co – opt another member to fill the position. A committee member shall not hold the same office for longer than four consecutive years.

All members of the association are welcome to any public events and meetings organized by the association. At events and meetings, members are expected to behave in a reasonable manner. The chairperson or event organizer will have the authority to exclude from a meeting or event anyone whose language or behavior is offensive.

4. Banking procedure:

The residents association has a credit union account into which all monies received shall be lodged. The committee can raise money on behalf of the association as they see fit, as long as they spend it in line with the aims and objectives of the association. The association should keep receipts for all money paid out. The treasurer will ensure that all accounts are presented once a year.

5. Equal Opportunities Statement:

We encourage people from different backgrounds and different experiences to be part of our association. This is why we strive to make our residents’ association a place where everyone can feel welcome and safe. We will challenge any remarks or behavior that cause offence and makes some people feel unwelcome.
We will do our best to overcome any obstacles to people giving their view or getting involved in our association.

6. How we will make sure we are democratic:

Once per year (no later than after 16 months) we will hold an AGM. This is where the committee will be elected by majority vote. Nominations in advance or from the floor will be accepted only if the person nominated is present at the AGM or has put in writing that they wish to stand for election. A quorum of 10 persons will be required at the AGM in order for it to proceed.

7. What happens at our Annual General Meeting?

• The minutes of the previous AGM will be presented and approved.
• The existing committee will present a report of the association’s activities.
• The existing treasurer will present the accounts for the year.
• The existing committee will stand down.
• The committee for the next year will be elected.

If nobody is willing to stand, the committee will decide whether to start procedures to close the association down. Alternatively, the committee can continue in office to try and redevelop the association for up to six months. At this time the committee may decide to continue until such time as new committee is elected or formally dissolve the association.

8. How will everybody know what has been decided

• We will keep minutes of all meetings of the association.
• We will note down what has been agreed or decided and who is responsible for any jobs involved in that decision.
• The minutes will be presented to the next meeting and have to be approved.
• Any member of the association has the right to read the minutes of any public or committee meeting.

9. Responsibilities of the officers

9.1. Our chairperson will:
• Usually chair all meetings.
• Ensure that all present can contribute without interruption and intimidation. Prepare the agenda with the secretary and ensure that agenda items are resolved.
9.2. Our secretary will:
• Deal with all correspondence,
• Keep minutes and records.
• Keep all members informed.
• Prepare the agenda with the chairperson.
9.3. The Treasurer will:
• Keep up to date records of all financial transactions.
• Ensure that all legitimate expenses, (e.g. grass cutting, maintenance of common areas) incurred by Ashefield Residents’ Association are paid promptly.
• Make regular financial reports and prepare the accounts for inspection.
• Present the accounts at the AGM.
9.4. Members of our committee will:
• Work as part of a team and have the right to represent the association on outside bodies.

Contributions from all residents in the estate are most welcome. The current list of items for discussion are:

Ms. Margaret Kavanagh (Treasurer/Secetary) Mr. David Conroy (Committee Member) Ms. Maria Colvert (Committee Member)

Residents – their attendance was recorded on a sign-in sheet

Also in Attendance: Councillor Ruth Illingworth (Town Councillor) Mr. Robert Troy T.D. Mr. Jonathan Darcy (AES)

Meeting was opened by Ms. Margaret Kavanagh and all those in [...]]]> Tweet

Date/Time: April 07, 2011, 20:00

Note: these are draft minutes and may be updated

In Attendance:

Ms. Margaret Kavanagh (Treasurer/Secetary)
Mr. David Conroy (Committee Member)
Ms. Maria Colvert (Committee Member)

Residents – their attendance was recorded on a sign-in sheet

Also in Attendance:
Councillor Ruth Illingworth (Town Councillor)
Mr. Robert Troy T.D.
Mr. Jonathan Darcy (AES)

Agenda:

Meeting opening:

Meeting was opened by Ms. Margaret Kavanagh and all those in attendance were welcomed.

Role of the residents association:

The role of the Residents Association was discussed by Ms. Margaret Kavanagh.

Responsibilities of each resident:

Ms. Margaret Kavanagh reminded those present that grass cutting currently carried out by the contractor only extends to the large green areas. It remains the responsibility of the residents to cut the strip of grass in front of their own house.

Annual contribution for upkeep-of green areas:

Mr. David Conroy proposed that the contribution per house be continued at the current rate of €30 per annum. This was agreed by all those present.  However the possibility of using a raffle to raise funds in the future was discussed. Ms. Margaret Kavanagh said that she had got a two quotes for the cutting of the grass and while the exact cost had not been agreed finally with the tendering parties it was expected that this would be approximately €1400. The large green area adjacent to the C-Link road was discussed and was felt this area needed remedial works. Mr Robert Troy T.D. undertook to write to the County Council and request that these works be carried out.

Ashefield resident and professional fitness instructor,  Eamonn offered to hold a series of fitness classes using one of the green areas within the estate. It was proposed that any revenue generated would be contributed to the estate funds.

Tenants/landlords responsibilities:

It was discussed that as some of the houses are rented there is an issue as to who has the responsibility for the upkeep.  It was decided that the residents should forward the request to the landlord if they were unprepared to pay.

Apartment block:

Ms. Margaret Kavanagh said that the apartment block in Ashefield did not have a management company.  Therefore it was unclear as to who had responsibility for the upkeep of the area around the apartments.

Laneways/anti-social behaviour:

The issue of litter in the laneways and the congregation of people in laneways was discussed.  Councillor Ruth Illingworth stated that it was currently proposed to close off some of the laneways in neighbouring estate Abbeylands. However it was decided that this course of action would not be pursued.  Other deterrent methods were proposed and discussed.

Ashefield website

Ms. Margaret Kavanagh reminded residents that a lot of information regarding the estate and the residents association is currently available on the estate’s website.

http://ashefield.com/

Financial statement for 2010:

Ms. Margaret Kavanagh presented the financial statement for 2011 (see below).

Election of new committee:

Mr. David Conroy and Ms. Maria Colvert agreed to stay on in their current position. This was unopposed.  Ms. Margaret Kavanagh stated that she no longer wished to remain in the position of treasurer and asked if anyone was willing to go forward.  Mr. Joe Gettings offered to take over this role.
He was accepted into this position unopposed.  Ms. Margaret Kavanagh then handed over the folder containing the financial details of Ashefield Residents Association and undertook to assist in the smooth handover of the accounts to Mr. Joe Gettings.  Ms. Margaret Kavanagh also presented Mr. Joe Gettings with the Associations Petty Cash which amounted to €120.

Closing of meeting:

The meeting was then concluded.

Record of Ashefield Residents’ Association accounts for year ending 2010

Due to new Credit Union rules with regards to withdrawing cash, the present committee has decided to keep a certain amount of money in the kitty for miscellaneous expenses as it is not always convenient for members to get to the credit union.

Notes:

1. Accounts statement as presented to new treasurer Mr. Joe Gettings on 08 April 2011.
2. Cash in kitty had not been recently updated and was €120 on 08 April 2011. The possibility of opening a current account is currently being investigated with a view to removing the need to hold cash.

Members of Ashefield’s residents’ [...]]]> Tweet

It’s difficult not to notice that the wall between the estate main entrance road and apartments is deteriorating.  This wall runs between the block of apartments and main estate along the main estate entrance road.  However, due to its location, it has been unclear who is responsible for the upkeep of this wall.

Members of Ashefield’s residents’ committee contacted Westmeath County Council about this.  The main aims here were to clarify who is responsible for the maintenance of this wall and to try and get the problems fixed.  The key questions raised, and responses received from the council are:

Q. For some time now, we have been observing the slow but seemingly inexorable descent into decrepitude of the low boundary wall between the apartments and the estate proper. There doesn’t seem to be anyone taking responsibility for the condition of this wall.

A. The boundary walls of an Estate become the responsibility of the residents once an Estate has been Taken in Charge and are the responsibility of the residents/Management company (whichever is applicable) of any apartments from the date of first occupancy/formation of Management Company. (Reference Westmeath County Council’s “Guidelines for Purchasers in Residential Developments” Policy)

Q. The original planning permission (97/655) had a condition (#30) that a management company was to be established to look after the maintenance of the apartments and common areas. This led to the registration of a company called Minkridge Management Company Limited in March/April 2001. Looking up this company on www.cro.ie I find that its status is recorded as “dissolved” with an effective date of June 2002. It seems clear that this company was never intended to actually perform the maintenance role and was a mere artifice in the successful attempt by Fernside Homes Ltd. to gain planning permission.

A. Condition 30 of Planning Reference 97/655 has been complied with by the Developer in 2001 in that the Management Company was set up for the maintenance of the apartments

Q. Are there separate planning references (presumably with attached conditions) for the different phases of the scheme’s development?

A. The only main Planning Reference for this Development appears to be Ref. 97/655, however you can come into our offices and request a Planning Search and ask to view the Planning Files.

Q. The planning reference only seems to cover Apts. 10-26 (there is no Apt. #13). There is an additional block of apartments (27-30) for which I don’t have a separate planning reference. Is there a separate planning permission for #27-30? Are there any conditions related to a management company?

A. I am not aware of a separate Planning Reference for apartments 27-30, however, you can view Planning File Ref. 97/655 in this regard.
Q. It is my understanding that the council endeavors to ensure that all conditions on planning permissions are satisfied prior to taking an estate in charge. I gather that the council doesn’t take apartment developments in charge, but can your enforcement section offer any input here? It would seem like the lack of a management company would have been evident when the council took the estate in charge?
A. At the time that the Estate was being Taken in Charge, the Apartments would not have been taken into consideration as they were not being Taken in Charge.

Closing balance including grants received in previous years: €236.74

The above figures are correct to the best of my knowledge

Signed: [...]]]> Tweet

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Closing balance including grants received in previous years: €236.74

The above figures are correct to the best of my knowledge

Signed: Margaret Cavanagh

It’s National Tree Week and Margaret has informed us that the residents association has received some young trees ready for planting and free of charge from Belvedere House and Gardens. The planting is planned to take place this weekend and volunteers would be greatly appreciated. A landscape gardener will be on hand to guide us.

A specific [...]]]> Tweet

It’s National Tree Week and Margaret has informed us that the residents association has received some young trees ready for planting and free of charge from Belvedere House and Gardens. The planting is planned to take place this weekend and volunteers would be greatly appreciated. A landscape gardener will be on hand to guide us.

A specific time and meet-up location will be confirmed soon. If you have a spare hour, why not email us or leave a comment below if you could give us a hand.