Present:

Michael Boutall Chair (MB)

Richard Crichton-Brauen Sec.(RC)

Janet Pollard (JP)

Dr A.V. Matai (Dr M)

Annette Williams (AW)

Tara Brady

Pauline Ellis

Jim Milton

Liz Capper

Ian Dicks & Margaret Chamberlian

Agneta Berg

Steve Shute

Stephen Dunne

Tim Butcher

William Wan

 

Guests:

Daren Flight (DF) ATP Group

Paul Konec (PK) CCTV Ltd.

 

Apologies:

Nigel Reed; Hugh Silver

 

1. Introduction. MB. Meeting called to form Newlands Quay Residents Association and also to hear feed back from ATP Group and CCTV Ltd., regarding the outstanding security work.

 

2. Security Update. DF & PK.

a. Fencing &endash; this will take 10 to 12 weeks to complete once the job starts. On the dockside there will be no posts as the columns will be used. They will also be set a bit higher than usual to allow for the drain inspection covers to be left accessible. There will be a gate access point opposite the dockside door. This will not be lockable for fire exit reasons.

 

b. Electrical work &endash; this will be started first. There has been a problem with finding a system that will be able to use the existing wiring.

 

c. Vehicle gate operated from a digital system with camera and speaker in a purpose built pillar on the south side of the approach road. Accessible from the drivers seat. Three options to open the gate. From the flats, with a pac token, or with a zapper. The zapper is similar to what we have now but in this case will cost extra (£29). Getting out of the complex will be via a ground loop set underneath the road. We will no longer have to let people out. There will safety beams similar to the ones we have now.

 

d. Pedestrian gate. Will share the same pillar as the Vehicle access point but on the other side. Again a Camera + Speaker keypad entry system. Visitors will have to key in flat number and the handset will be able to 'work out' from where it is being called and open the correct gate. (ie not the vehicle gate). For pedestrians leaving the block there will be a pedestrian gate release button, probably set on the lamp post.

e. Entrance panels were noted as high quality and durable with anti-vandal screw fixings. It was suggested that the vehicle access side of the pillar should set the panel so it is workable from a drivers seat. It was also suggested that there should be some sort of weathering protection on the pillar. Lighting was also mentioned but there is a street lamp already there.

 

f. Key Fobs / Pac Tokens. About 4 will be issued to each flat. Any more will cost £5 each. They are reprogramable and this function will be part of the maintenance contract. They will open the gates in the road and the respective 'turret' door.

 

g. In the flats a new handset will be provided to replace the current ones. (2 needed for the top floor flats). Additional audio handsets will be free. Handsets will also be fitted into the ground floor flats but any wiring will not be 'chased in' &endash; only surface wiring to a reasonable point. Video Handsets were shown but residents asked if a 'slimmer' model could be found. They will be an option extra at £199 each. In the lobby area of each turret by the post boxes a camera will be installed to view this second entry point. A suggestion was made to put this camera behind the entry doors if possible.

 

h. CCTV Ltd., will need to gain access to each flat &endash; they will only be available from 07.30 to 16.00 Mon-Fri while they are on site. They will try at least 3 times with each flat. There may well be a need for residents to help each other out by leaving keys with available residents. The process should take no longer than an hour per flat. CCTV will do one turret at a time, starting from the east end of the block.

 

i. Life cycle of the system is 10 to 15 years.

 

j. Bollards were mentioned to deter illicit parkers on the slip road beyond the gates up to the white line marking the boundary of the council property at the top of Newlands Quay. This would have many problems and signage was suggested as a first step. The wall looking down on the road was identified as a good position.

 

 

k. PK of CCTV hopes to write to everyone in the next 10 to 14 days with a start date for the work.

 

 

 

3. Cyclical Decs. 12 month defects liability. DF of ATP Group.

4.

a. Pigeons were again mentioned as the bane of NQ. There is no budget for extensive work on anti-pigeon devices. Any aspects of the work already carried out that is not working should be emailed to DF at ATP.

 

b. Re-painting &endash; any paintwork that needs touching up should be emailed to DF as he needs to sign off the work with the contractors.

 

DF & PK left.

 

5. Confirmation of agreement to form a residents' association. - Agreed unanimously.

 

6. Draft Constitution of NQRA. Voting membership is reserved to leaseholders but any sub tenants would be welcome to attend any meetings. Any leaseholder will be allowed to vote by letter or proxy. The draft constitution was carried unanimously.

 

7. Amendments to Draft Constitution. Any suggestions should be sent in by email to newlandsquay1@hotmail.com

 

8. Proposals of officers of NQRA. Michael Boutall (MB) as Chair. Richard Crichton-Brauen (RC) as Secretary. Dr.A.V.Matai (Dr M), Annette Williams (AW) & Janet Pollard (JP) as officers.

 

9. Election of officers NQRA. Unanimously carried.

 

10. Increased Service Charge. MB gave an explanation of how the service charge had been recalculated by Sanctuary Housing. It was not the planned security works that had pushed up our contributions, but Sanctuary's re-evaluation of the sinking fund and also their collection method which they are not prepared to alter. It was decided that we would accept the increase for the time being.

 

 

11. Next Meeting To be announced.