There have been a number of questions about the street widening and recent invoices. So hopefully the minutes from the last meeting help provide some background to the costs etc.

Minute of Residents Meeting 3^rd July 2024
Agenda item 1:

We agreed to progress the contracting of a tree surgeon to reduce the height of the eucalyptus tree at the entrance to the street by 1/3 and significant reduction of the bushes/trees at some of the corners. c£800-£1000 total. Note the bushes at entrance to the street will be done separately.

Agenda item 2:
Background:

Ahead of the AGM in March, residents were made aware of potential options for dealing with the impact of pavement parking. When the street met at the AGM, it ruled out a number of options and agreed the Residents’ Association Committee should firm up quotes for widening the street. We concluded this and selected a contractor, James Forsyth (see details below of the work).

In the meantime, the Committee has contacted the Council to let them know we were considering this. As a result we understand the Council has paused work to consider restrictions that will allow bin lorries etc to pass (including applying double yellow lines to the street to prevent on street parking).

The committee thinks widening the street is the least worst option. There’s already been significant damage in parts of the street – and it’s much worse during winter – as the alternative is likely double yellow lines and parking restrictions to keep the roadway clear.

Discussion & vote:

At the meeting, we put the two options to those who attended:
1. widen the street at most sections (see costs below) – originally though to be c£260/house, but now confirmed as £225per house. We’ve also discussed once this work is complete protecting what we’ve done to prevent further damage and cost.

2. doing nothing and having both significant further damage and, very likely, double yellow lines along most of the street.  

There were several points noted by residents:

• a concern that without any action much of the street would have double yellows put in
• concerns that some households may not be able to afford the extra £225 – many agreed. We suggested that those who could not afford it should contact the committee. If there was only a small number of cases, then paying in instalments could be considered
• that we’ll still need to protect some of the grass areas with stones/bollards even when widened (once it’s driven on once, it seems to signal it’s ok)
• Whether residents responsible for some of the damage so far should have this repaired now or when the widening is complete
• That if widening wasn’t undertaken because the funds weren’t collected then there would be a lot more damage and, probably, make double yellows likely. 
• The committee would be very happy for additional volunteers to join the committee.

We then voted, based on the homes attending the meeting or those who sent their votes in advance:  

• 18 for widening
• 4 for do nothing
• 1 abstention

It was noted that some c4 other households couldn’t attend (and didn’t send their vote in advance) but would have voted in favour of the widening. In fairness to other households their votes were not counted – but it does indicate quite a large majority were in favour of the widening.

At that point we adjourned the meeting as it was thought that this may not meet the appropriate quorum and that this would be checked in the deeds. Some left at that point as others checked the deeds. On checking the deeds it was clear that the quorum was achieved (14 days notice for a meeting, at least 10 householders attending and a majority who attended decided on something). Therefore the committee undertook to issue the invoices etc to residents for the widening.

We fully understand this isn’t desirable, but neither are the other options. If there are residents who cannot pay, please get in touch with the committee about paying in instalments.

Background

Final Costs:

Total cost of works: £15,240 (inc VAT).

Funds allocated from Residents Association Account: £3,765

Balance: £11,475 = £225 per house (51 houses).

Note, this was reduced as far as the committee thought possible by the general funds. What is left is for the above tree cutting (which is overdue) and a small float for grass cutting. 

Timeline: 

January 2024: Pavement Parking Ban commences

Jan-Feb: significant damage occurs to communal areas as cars no longer park on pavement, blocking the road for wider vehicles.

Start of March: notice of AGM given, including options for dealing with pavement parking.

21^st March: Residents Association AGM, agreed committee would seek quotes for widening the street

April/May: further quotations sought. Quotes varied significantly (including much higher than the one selected).

June: two weeks’ notice given of meeting for all residents with residents also asked to express a preference via email if they could not attend.

3^rd July: meeting of residents; clear majority vote for widening.

27^th July: invoices posted