Category: Residents association

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.

Annual collection of resident contributions and remedial works

The upkeep of the common areas in the estate is the responsibility of the residents. This includes grass cutting of common green areas,  replacement of house number street signs in the estate, repairs to estate walls that are not the responsibility of the council, and any other remedial works that may be necessary. These works were outlined in the recent AGM.

The grass cutting season has already started and the first part of the remedial work plan – replacement of house number street signs – is underway.

To help cover to the costs of these works, the residents association have been collecting €30 per household every year. 100% of these contributions go directly towards these works and the full accounts for the resident association are made public.

Volunteer residents from the association will be circulating around the estate in the coming weeks with a view to collecting a contribution of €30 per household. We do realise that times are hard and living costs are climbing but your valued support is being requested once again this year. The €30 contribution is approximately 60 cents per week, which is a modest sum considering the work it achieves. This request is being made to all residents; either renting their home or as owners.

 Sincere thanks to all the residents and community groups for their contributions and support.  We are sure that you will do your best to support us in our efforts to maintain  the estate that will all live in.

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

 

 

Ashefield Accounts 2011

Details of the 2011 bank account transactions and balance summary for Ashefield Residents Association are as follows:

Date  Lodged By Source Purpose Withdrawn Lodged
17-May-11 J.Gettings  2011 Collection     €170.00
      J.Mc Donald (Grass cutting) €180.00  
21-May-11 J.Gettings  2011 Collection     €235.00
31-May-11 Credit Union  2011 Grant     €200.00
10-Jun-11 D.Conroy  2011 Collection     €350.00
14-Jun-11 J.Gettings  2011 Collection     €60.00
17-Jun-11 D.Conroy  2011 Collection     €197.50
01-Jul-11 M.Colvert  2011 Collection     €380.00
06-Jul-11     J.Mc Donald (Grass cutting) €270.00  
22-Jul-11 J.Gettings  2011 Collection     €50.00
30-Jul-11 D. Conroy  2011 Collection     €80.00
19-Aug-11 W,meath CC W,meath CC     €300.00
07-Sep-11     J.Mc Donald (Grass cutting) €360.00  
05-Oct-11     J.Mc Donald (Grass cutting) €360.00  
14-Dec-11   C.U. dividend     €10.18
14-Dec-11     Affil Fee C.U. €0.90  
14-Dec-11     Donation C.U. €1.00  
30-Dec-11     J.Mc Donald (Grass cutting) €90.00  
           
Summary
    Total Collected & Lodged to Credit Union 2011 €2,032.68
           
    Credit Union Balance Brought Forward from 2010 €1,564.91
           
    Petty Cash Forward from 2010 €120.00
           
    Total Funds Collected 2011+ Brought Forward From
2010 		 €3,717.59
           
    Total Withdrawn from Credit Union in 2011 €1,261.90
           
    Petty Cash Spent 2011 €46.00
           
           
    Credit Union Balance  €2,335.69
           
    Petty Cash Balance €74.00
           
           
           
                                  Overall Balance €2,409.69

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:

  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.

Fitness boot camp in Ashefield

From April 19th, local Ashefield resident and trained fitness professional, Eamonn, has kindly offered to host fitness classes on Tuesdays and Thursdays from 7pm.

These will run for 3 weeks and will take place on the square green area in front of houses 60-80; take the first left when you enter the estate from Ashe road.

These will cost just €3 per person/session and proceeds will go towards the upkeep of the estate. This is a super chance to improve your fitness, have a bit of craic, and get to know other residents while you do it.  As a trained instructor, Eamonn can accommodate all fitness levels so why not give it a go!

If you have any questions for Eamonn, he can be contacted at 087 2339387. The flyer can be downloaded here