Dreghorn Park Residents Association – Committee Meeting – 28 Feb 2022
Car Park options:

Background:

• In October at the AGM, it was agreed to replace the surface of the communal car parking. The AGM agreed that the Committee could proceed if costs were below £340 per house.
• The works would be planned for Spring/Summer 2022 and the money collected in Spring 2022.
• 35 houses have already paid a deposit of £50 for this.
• Reminder, all 51 houses have shared ownership of the upper and lower car park area (even if they don’t use it).

Since the AGM:

• An updated quote was received on 28 Feb 2022 (J Sives Surfacing) for replacement of both areas: £16,173.60 (inc VAT). This equals £317.13 per house.  
• The quote is valid for eight weeks. The contractor noted price increases are likely in April.
• A number of residents have contacted the Committee about the general increases in living costs.
• The annual maintenance fee is also due in Spring, meaning a bigger bill at the same time.
• There was a need to slightly increase the annual maintenance fee from £80 to £100 to cover costs.

The committee considered a number of options:

It ruled out the following options for the Car Park:

• Continue as planned. Given general living costs are increasing this was ruled out.
• Do nothing. The condition would worsen and cost more in the longer term. We all have liability and there is a risk of a slip/trip/fall.
• Consider a payment plan for some houses. Administratively this was too challenging and there was a reluctance to have to chase payment.

It agreed the following:

1. To help spread costs, proceed with replacing only the bottom car park in 2022. Split the maintenance fee into two payments during 2022. In 2023, replace the top car park. This was based on:

1. The bottom car park condition is worse
2. The Committee agreed there is a risk that this would lead to greater costs overall (two contractor visits, setup costs, inflation etc) but helps reduce this years bill
3. The committee would get a quote for splitting this work and confirm costs

2. What does this mean? The bills in spring will be much lower than the £340 indicated in October, even though it includes both the car park funds and maintenance fee.

3. After the meeting, the quote for the lower car park was confirmed as £9,298.87 (inc VAT). Each house will be due £182 for the car park. For homes that have already paid a deposit in 2021, it will be £50 lower.  A separate bill would also be issued for half of the Maintenance Fee £50).

Next steps:

• The car park funds and HALF of the annual maintenance fee (£50) will be due by 1 April. Separate invoices would be issued.

• The remainder of the maintenance fee (£50) would be collected by 1 August.

• Fees (for repairs) would need to be fully collected in advance of the car park work.

• Next year (2023): In Spring/Summer replace the top car park. Funds and maintenance fee will be due before this.

• One resident noted that they do not use the car park area. The committee considered this, but deeds are clear regarding shared ownership.

Maintenance Fee:

4. The Committee agreed to increase the fee slightly to £100 for 2022 (up from £80) to cover costs.

5. It is expected that the fee will increase slightly in 2023 and beyond – to build up a small fund for improvements/fixes etc.

Plants for grass area at 27-42:

6. Agreed that committee members in these houses would coordinate plants/trees/root removal in communal grass area between house 27-42.

• Confirmed £500 still in the budget
• Residents there can meet at 6pm, on Monday 7^th

Finances:

• Total Balance: £4446
• This includes:
  • £1750 from £50 Car Park Deposits
  • £500 ringfenced for root removal / plants at 27-42
  • £7 cash

AOB:

• Apart from the houses who have requested paper copies, all further communication will be via email. All residents to confirm emails.
• Updates will be posted on the Facebook page and website.