Meetings – Page 2

2013 Ashefield Residents Association AGM Report

Thanks to all the residents who attended the 2013 AGM of Ashefield Resident’s Association. We also want to thank Cllr. Ken Glynn who also participated in this meeting and provided valuable input.

Joe Gettings, Chairperson of Ashefield Residents Association, chaired the meeting and shared a presentation outlining the agenda items as follows:

Ashefield residents association AGM 2013 agenda from ashefield

The points discussed at the meeting were as follows

Budget and expenditure

Accounts summary 2013

The 2012 accounts were presented and all expenditure items were detailed [see the presentation for details] . Projected expenditure for 2013 was also discussed ( primarily grass cutting and upkeep of the estate common areas ). The main works carried out during 2012/2013 to date involved the maintenance of the green areas within the estate and replacement of missing signage.

Boundary wall at apartments

It was agreed that the boundary wall adjacent to the apartments near the entrance of Ashefield requires attention. Through the Chair, the committee took an action to seek quotes from potential contractors for the repair of the blockwork and pier cappings for the wall only. It was noted that any proposed additional work inside or outside the boundary wall could not be undertaken as it would be the clear responsibility of the apartment owners or Westmeath County Council. It was also agreed that following a review of the quotes received by the committee, the contractor offering the best value would be selected to undertake the work.

Annual Collection

Volunteers were identified to help collect this years contributions towards the upkeep of the common areas of the estate. A note regarding this year’s collection was distributed in the fortnight before the AGM and also posted on ashefield.com . In addition to this, Credit Union and Westmeath County Council grants have been applied for. It was noted that the €30 annual contribution / household in Ashefield is low compared to Petitswood Manor (€100), Lakepoint (€100), and Sherwood Park (€50).

Grass cutting 2013

It was agreed to retain the services of the existing contractor to the high quality and value of the work carried out.

Committee – election

No new nominations for the 2013 committee were received and the existing committee members were re-elected.

Joe Gettings (Chairperson)

David Conroy (Secretary)

John Scales (Treasurer)

Maria Colvert (Collection of contributions)

Martin Tourish (Collection of contributions)

Keith Nolan (Web admin)

Westmeath County Council

Concerns regarding the green area adjacent to the C-Link road were discussed. In particular, it was pointed out it is unclear who has responsibility for this area. A number of potential uses for this area and immediate actions regarding grass cutting were outlined. Cllr. Ken Glynn offered to ask a representative from Westmeath County Council to meet him and committee members at the estate to assess this area.

Access lane between Ashefield and Abbeylands

Issues regarding the access lane between Ashefield and Abbeylands were raised. It was agreed that no action could be considered until the views of all residents in Ashefield regarding the lane access could be surveyed.

Dogs and dog litter

It was agreed that dog fouling is a growing problem in the estate. Dog owners must remove their pets’ waste from public places and dispose of it in a proper manner. Signage advertising the law regarding this is clearly displayed at the entrance of the estate. It was also noted that dog littering does not only have to be witnessed to be reported; dog owners that do not carry a litter bag/pooper scooper when walking dogs can be reported also.

Closing

The meeting attendees were thanked and the meeting was adjourned at 8.45pm.

2013 Annual General Meeting

Ashefield Residents Association will hold the 2013 Annual General Meeting in the Newbury Hotel, Green Bridge, Mullingar on Friday 19th, July, 2013. All Ashefield residents are welcome and encouraged to participate.

Agenda:

Presentation of the 2012 Accounts
Discussion of the maintenance and remedial works in the coming year.
Election of the New Committee for 2013

This meeting notice and the following update was distributed to all houses in the estate:

Dear Resident,

Thanks for your support in 2012 and we hope that you will be as supportive in the coming year.

The 2013 Ashefield Residents Annual Fund Raising Collection will commence following the upcoming AGM with committee members circulating in the estate. The funds collected will be used in the upkeep of the common areas throughout the estate. The committee comprises all unpaid volunteers – your neighbours, who are willing to spare some time.

Your contribution is very important. It falls back on us as a community to maintain and improve the common areas and in the estate. We realise that time is precious so therefore we appreciate all and any help you can give. This can involve calling on Tesco to collect abandoned shopping trolleys or picking up litter in your area.

The main expense incurred is the grass cutting in the large green common areas. It cost approximately €1260 to cut the grass and carry out other upgrades such as replacing the signs within the estate in 2012. With a view to continuing this work, the Resident Association Committee Members will be circulating in the coming days asking for a contribution of €30 per household. (Accounts available on www.ashefield.com)

Ashefield has a website, e-mail address, Twitter account, and a Facebook page to help you keep up with to date and to contact us. We encourage you to use these to stay in touch with both the residents association and residents.

The collection has been well supported in the past and we are sure that we can rely on your support once again this year. We realise that we all have extra pressures due to Household Charge and Property Tax. However despite these, the responsibility falls on all the residents to maintain the common areas in our estate.

This request is being made to all residents; either renting or owning their home. However if those renting their home feel that this request is better directed to their landlord we would appreciate if they forwarded this message to their landlord.

We encourage you to contact us with your ideas, suggestions, and hope you can turn up to the AGM to meet other residents, give your opinion, and get involved.

Minutes of the 2012 Ashefield Residents Association AGM

Ashefield Residents Association held their 2012 AGM on April 26th in The Newbury Hotel, Green Bridge, Mullingar.

1. Meeting Opening

The meeting was opened by Mr. Joe Gettings, Treasurer.

2. Accounts for 2011

The accounts for 2011 were presented by Treasurer Mr. Joe Gettings. (Full accounts available on www.ashefield.com.) These were unopposed and accepted.

3. Annual contribution for upkeep-of green areas

The residents contribution is currently €30 per house. It was pointed out that is the lowest in Mullingar. Other estate contributions range from €50 to €100. It was decided to leave the annual contribution at €30 per house.

4. Additional Remedial Works

The prospect of engaging in additional remedial works in the estate such as replacement of the house number street signs and repair to the estate walls near the Ashe Road entrance was discussed. As there is sufficient funds to complete the grass cutting for 2012, it was decided that these activities would be undertaken if estimated additional cost of this activity was collected in 2012.

5. New Constitution

The Treasurer, Joe Gettings presented a new constitution for discussion. However the quorum of 10 persons required to adopt the new constitution was not present. Therefore the discussion was suspended until a quorum could be convened. Full details of the constitution is available at www.ashefield.com.

6. Election of new committee

Mr Joe Gettings stepped down from the position as Treasurer. The election of the association officers for 2012 commenced.

Treasurer: Mr. John Scales went forward for this position. He was elected unopposed unanimously.
Chairperson: Mr. Joe Gettings went forward for this position. He was elected unopposed unanimously
Secretary: No one was available for this position. A decision was made to try and co-opt a resident into this position

7. Closing of meeting

The meeting was then closed

Constitution

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.

Annual General Meeting – Ashefield Residents Association

Ashefield Residents Association will hold their annual general meeting on Thursday 26 April, 2012 in The Newbury Hotel, Green Bridge, Mullingar at 8pm

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

Presentation of the 2011 accounts
Maintenance and remedial work plans for the coming year
Election of the new committee for 2012
Any other business

Notice regarding this meeting is being distributed to all houses in the estate.

Dear Resident,

Thanks for your support in 2011 and we hope that you will be as supportive in the coming year.

This is your residents association and your opinion and voice counts. The main agenda items as listed are not the only topics that may be address in the forthcoming AGM. We invite suggestions for anything that you feel needs to be included in the agenda and any ideas that you might have to help improve the estate for all residents.

Ashefield has a website, e-mail address, Twitter account, and a Facebook page to help you keep up with to date and to contact us.

We encourage you to use these to stay in touch with both the residents association and residents. The committee comprises all unpaid volunteers – your neighbours, who are willing to spare some time.

Your contribution is very important. It falls back on us as a community to maintain and improve the common areas in the estate.

We realise that time is precious so therefore we appreciate all and any help you can give. This can involve calling on Tesco to collect abandoned shopping trolleys or picking up litter in your area.

We encourage you to contact us with your ideas, suggestions, and hope you can turn up to the AGM to meet other residents, give your opinion, and get involved.

Joe Gettings/Keith Nolan

Treasurer Ashefield Residents Association/website administrator

Ashefield

Letter from Robert Troy T.D. regarding council responses to Ashefield-related queries

The following letter from Robert Troy T.D., dated 8th May 2011, was delivered to all houses in Ashefield and addresses a number of issues raised at the recent Residents Association AGM:

Dear Resident,

I am writing to you further to my attendance at your recent residents association AGM. Following this meeting I requested my two colleague’s Cllr. Bill Collentine and Cllr. Ken Glynn to raise the issues of concern to the residents at the next Mullingar Town Council meeting. Please see on reverse of this letter a comprehensive list of questions they asked and the replies given. We will continue to pursue these issues on your behalf.

I am enclosing a card with all our contact details for your information. Please do not hesitate in contacting any of us should you feel we can be of any assistance to you, your family or friends in the future.

Best wishes,

Robert Troy T.D.

Cllr. Glynn:             That Westmeath County Council would maintain the green area at the entrance to Ashefield estate, similiar to the green strip across the road.

Reply: This is a matter for the Ashefield Residents Association.

Cllr. Collentine:              Can Westmeath County Council advise what responsibility it has to ensure that the communal areas of the apartment block in Ashefield are maintained in good order, in the absence of a management company?

Reply: It is a matter for the residents of the Ashefield apartments to make arrangements for the upkeep of any communal areas.

Cllr. Collentine:              Can Westmeath County Council advise that assistance it can provide to the residents of Ashefield under the National Spring Clean competition towards the removal of graffiti?

Reply:   Graffiti removal would not be covered by the National Spring Clean campaign. Westmeath County Council is currently awaiting details of the 2011 Anti Litter and Anti Graffiti Grants Scheme from the Department of Environment, Heritage and Local Government. When details are received, an application form will be forwarded to Ashefield Residents Association.

Cllr. Collentine:             Can Westmeath County Council advise it it has a schedule in place for the roadsweeper to come into the Ashefield estate and if possible to ensure that laneways are swept out as well?

Reply: This estate is included in the road sweeping schedule and is swept once every three months.

Cllr. Glynn:             To ask Westmeath County Council to provide a litter bin at the entrance to Ashefield.

Reply: There is a litter bin at the entrance to the Ashefield. Mullingar Area Office will examine locating another bin at the entrance to TESCO. However, stopping the bin collection vehicle in this area is problematic from a safety view point.

Cllr. Glynn:              To ask Westmeath County Council if it will carry out extensive remedial works on the green area between Ashefield and Abbeylands.

Reply: Mullingar Area Office plans to cut the grass in this large open space this year with a heavy duty mower so that it can be maintained by the residents association. Mullingar Area Office also intends to commence a multi-annual programme of landscaping works along the Western By-Pass R394 this year. This section of the R394 will be included in the programme

Minutes of the 2011 residents’ association AGM & record of accounts

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://165.227.235.101/

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

Date	Description	Credit	Debit	Balance
	Balance from 2009	€1180.30	***	€1180.30
07.05.10	Community grant	€200 Credit Union	***	€1380.30
28.05.10	Grass cutting – J. McD	***	€360	€1020.30
01.06.10	Contributions	€760 (Dave)	***	€1780.30
25.06.10	Contributions	€440 (Tom)	***	€2220.30
02.07.10	Grass cutting – J. McD	***	€360	€1860.30
16.07.10	Contributions (Eddie)	€60	***	€1920.30
07.08.10	Contributions (Maria)	€595	***	€2515.30
07.09.10	Grass cutting	***	€600	€1915.30
10.11.10	Grass cutting	***	€360	€1555.30
December	Miscellaneous items – bin tags, etc.	***	€100 cash (not in Credit Union)
December	Late payment.	No.2 €30	***	€60 to be kept for misc. expenses

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:

Accounts statement as presented to new treasurer Mr. Joe Gettings on 08 April 2011.
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.

Ashefield Residents Association AGM 2011

The next Ashefield residents’ association meeting is scheduled for Thursday, April 7, 2011 from 8pm in the Newbury Hotel, Mullingar.

Every resident is invited to attend, contribute ideas, highlight problems, and have an important say in the management of the estate. The committee comprises ordinary residents from the estate who volunteer their time and expertise for free. If you might be considering getting more involved, this would be an ideal opportunity to do so.

The draft agenda is as follows.

Introduction
Why do we need a Residents Association
Responsibilities of each resident
Annual contribution for upkeep of green areas
Tenants/Landlords Responsibilities
Apartment Block
Laneways
Deterring street games and ensuring safety
Ashefield Website
Financial Statement for 2010
Election of new committee
Any other business

More items for the agenda are encouraged. Feel free to use the comments area below or send an email to info@165.227.235.101.

Minutes of the residents association AGM

Ashefield’s resident association’s annual general meeting took place in the Newbury Hotel on Thursday July 2nd, 2009. Cllr. Robert Troy was also in attendance. Below are the minutes:

Mowing – new contractor engaged; €120/cut for 4 greens; season bill ~= €1600. Some debate re responsibility for the large green area alongside C-link road. (R. Troy/E. Flynn to investigate ownership).
Verges – maintenance is responsibility of individual householders/residents
Trees – vandalised trees replaced by residents association; maintenance of trees done by council. Responsibility for removal of felled trees along C-link to be determined [see a) above]
General maintenance – some capstones missing around the estate – (1 pillar/1 wall at apartments; 1 pillar at ESB substation; others?). If finances allow, the residents association will source volunteers/contractors to replace same.
Litter & Bin collection – overfilled bins are a litter hazard. If the bin lid can’t be closed, there’s scope for rubbish being blown around.
Dogs – increase in # of dogs running about unsupervised – some of which are on special restrictions list. Dog fouling not being addressed by owners.
ASB – level of anti-social behaviour seems to have abated. It’s important people keep on top of it and report it where witnessed.
Empty/rented houses – high level of rentals in the estate (25% registered with PRTB; probably half as many again not registered)
Contributions – low level of contributions from 120-210; need to pitch relevance of RA to these areas differently. Yvonne, Chris, Martin and Keith to act as area reps.
Finances – state of finances as at Dec. 08 published
Election of Officers – Chairman: Eddie Flynn; Secretary: Tom Brophy; Treasurer: Conor Loftus. [Committee members remained unchanged at this meeting]