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Kirby Fields Roads Fund Ltd Annual General Meeting June 7 th 2007 St Bartholomew’s Church Hall Main Street Kirby Muxloe. Kirby Fields Roads Fund Ltd AGM Programme. 7.30pm Open Meeting & Welcome 7.35pm Companies Act Meeting Resolution 1
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Kirby Fields Roads Fund Ltd Annual General Meeting June 7th 2007 St Bartholomew’s Church Hall Main Street Kirby Muxloe
Kirby Fields Roads Fund Ltd AGMProgramme 7.30pm Open Meeting & Welcome 7.35pm Companies Act Meeting Resolution 1 To adopt the report of the directors and the accounts for the year ended 31 July 2006 Resolution 2 To re-elect Mrs G Baron as a director Resolution 3 To elect Mr L Bowles as a director Resolution 4 To elect Mrs C Walton as a director 7.45pm Chairman’s Report Dr Mike Reed, 8.05pm Financial Report Dr Mike Reed Apologies: Mrs Janet Whitehead (Finance Director)
Kirby Fields Roads Fund Ltd AGMProgramme 8.20pm Roads Status Update Steve Harris 8.25pm Tar and Chip: Where do we go from here? 8.45pm New Directors Election 8.50pm Questions from the floor 9.00pm Chairman closes meeting
Chairman’s Report • Winter of 2006 was mild & hence “kind” to the roads • We have few problem areas • Steve Harris will update specifically later in the meeting • Our main “Mission” remains the ongoing maintenance of the roads & keeping “on top” of potholes & cracks • Persistent hardcore of non-contributors remains one of the Funds greatest challenges! • Contribution level currently 85% (£1,225 outstanding) • 25 houses outstanding • 4 Partial Payers& 21 Non Payers • Good success in getting the Partial Payers to adjust their S Orders • BUT:Even more shoe-leather & time required to get in the maximum monies • Continuing shortfall in funds WILL jeopardise major projects going forward (More later)
Chairman’s Report • Moel Llys: The plot went to Auction on February 20th, but failed to meet its Reserve Price (Withdrawn at £395K) • The plot was sold as a Private Sale outside of the Auction, at an undisclosed price, to a then undisclosed purchaser (More later) • KFRF Ltd Website: this is hosted by LeicestershireVillages.com • Our shorter URL is:-www.leicestershirevillages.com/kfrf • Up to date information is posted here, as and when its available • Following our "plea“ at the AGM last October for some new helpers Mr Les Bowles & Mrs Christine Walton have come forward • Please endorse their Directorships later in the meeting & re-elect our Company Secretary; Mrs Gill Baron • Mr Bob Lucas asked at the AGM about Tar & Chipping (T & C) the other roads (More later)
Chairman’s Report • Mr Ken Bowden expressed concern about rising costs by delaying the T & C. • Leicestershire County Council (LCC) will not issue quotes until almost at the point of doing the work (More later) • Mr Bateson asked about un-adopted road sweeping. • Peter Cooper has had countless discussions on this topic,………but! • Drains & Gulleys continue to be a huge dilemma. • Steve Harris will cover this in his section • Mr Alex McDairmid commented on large lorry damage to verges. • KFRF Ltd has written to Neal Brothers (covered at the last AGM) & to LCC. Gill Baron has a complex response from LCC regarding Sign-Posts • Simple answer: NO! • Letter available for anyone who wishes to peruse it
Financial Report(Profit & Loss Account) • Hardest year of all, due to the • transition from a Volunteer Group to • a Ltd Company • - Needed an Accountant: 1 Off PRS: 690 Hall Hire: 28 Postage: 12 Co Inc Costs: 245 Bank Charge: 4 Accountant: 200 Tax Refund: (62) Corporation Tax @ 19% on Interest for 4 months Retained Surplus Introduced 27,808 Debtors for previous 3 years 2,490
Financial Report(Balance Sheet) Debtors: previous 3 years PLUS this current year Bank Balance + Petty Cash Figure shown at last AGM Tax: 36 Paid back to Residents: 180 Accountant’s fees: 200
Financial Report(Management Profit & Loss Account) Value by invoicing all Residents = Maximum Income p.a. Less Road Repairs
Roads Status UpdateMr Steve Harris • No major problems on un-adopted roads • Remedial work carried out by Fairefield Construction • 2006: Costs £6,201 • Standing water on the roads • On-going cause of surface erosion • 2003: £800 spent cleaning all gulleys & drains (a “one-off”) • 90% of all Householders have not maintained these areas • Householders can raise their kerbs & paths, but at their own cost • Householder notification • Rely on Householders advising KFRF Ltd of new holes • Economic reasons: Remedial work once/year (Sept/Oct) • Health & Safety: Carry out short terms “fixes” • Thank you for your attention
Tar & Chip Update • KFRF Ltd’s “Mission” is to maintain the surface of the un-adopted roads within Kirby Fields to the best quality that funds allow • Forest Drive • Stamford Road • Hastings Road • Portland Road • Tarmac would be the ideal, but is too costly • Tar & Chip is the best value that our funds can accommodate • Life Span 12 – 15 years: twice that of a main road • AGM March 2005: Promised to Tar & Chip Forest Drive in 2006 • Funds were insufficient to do all the roads in one go • Dependent on the following year(s) contributions • “Then” came the Moel Llys house development: Tar & Chip “on hold”
Tar & Chip Update - Moel Llys: The Orchard Development & Implications to the T & C within Kirby Fields • Planning Application: 1 large single house in The Orchard, within the Moel Llys complex on Forest Drive • Plot Purchased by Jamieson Alessandro Lewis • Purchase price: unknown • Build commencement: unknown • Intention for some Directors of KFRF Ltd to meet with Mr Lewis to gain a good working partnership: Going Forward • Until Mr Lewis´s plans are known, the T & C of Forest Drive cannot take place • Large lorries, Utility Companies activities etc. would destroy any new road works
Tar & Chip Update - KFRF Ltd Bond • Lengthy negotiations took place in Jan/Feb with LCC to put in place a Bond, to cover road repairs which could be directly attributable to the building of The Orchard house • The Value of the Bond is £40,000 & is deposited in an ESCROW account with KFRF Ltd’s solicitors; Spearing Waite • KFRF Ltd would like to “Thank” Spearing Waite for all their help & guidance in the project • Upon sale of the land by LCC, the Agreement Novated to Jamie Lewis, who is totally bound by the contents of the Agreement • The roads (all within KFRF Ltd’s jurisdiction are covered) will be examined both before & after the building process • Interim damage during the build will be dealt with as an “on-going” process
Tar & Chip Update - KFRF Ltd Bond con’t • Access to & from the site by all Contractor & Utility Companies traffic, has been tightly defined • Entrance & exit will be from the bottom of Forest Drive (Post Box) • The Bridge entry, Stamford Road & Linden Lane is prohibited • Signs relating to the above, will be erected prior to the commencement of the building works, at the Developer’s cost • Contractor Parking • Parking on any grass verges within the defined Roads is not permitted • Arbitration; in the event of any disputes, it is catered for • Law: England & Wales • NB: Much more detail for those who wish to read it in full. See GB
Tar & Chip Update • Where do we go from here? • So what is the current BIG problem? • Basically the oil price • T & C is totally driven by the oil price, as 50% of the cost depends upon this commodity, & has brought about a total re-think • Option 1: Do nothing for the short term & build up the funds & continue with the yearly repairs until The Orchard house is complete; then review the funds • Option 2: T & C the Other Roads i.e. Stamford, Hastings & Portland • This was the Directors preferred option, UNTIL, we received LCC´s current cost per sq metre quote to do the work this year! • This will have a huge impact on what & when such work could be done • Option 3: Forget all about T & Cing & look to see if there are other repair options • Unlikely to be as attractive as a new T & C • Will continue the “patch work quilt” effect
Tar & Chip Update http://tonto.eia.doe.gov/dnav/pet/pet_pri_wco_k_w.htm 103%
Tar & Chip Update What prices have we been quoted for this year? A whopping £2.70 per sq metre EXCLUDING VAT!!!!!
Tar & Chip Update “IF” the above is true, & we T & C the Other Roads in 2007, we can never afford to T & C Forest, without a dramatic increase in yearly contributions
Tar & Chip Update • Recommendation • Do not proceed with T & C activities this year for Portland, Hastings & Stamford Roads • They are in reasonable condition, & doing them would have been “cosmetic” • & been seen to at long last doing something tangible • Wait until The Orchard house is complete & review funds along with the condition of Forest Drive • Once The Orchard house is complete, the next available summer (assuming funds allow), T & C Forest Drive • Thereafter; review & decide on the “Next Steps” for the Other Roads at that unknown point in time • The Other Roads will continue to have their required yearly repairs for Health & Safety reasons
The Roads: Final Comment • Whatever happens Going Forward regarding the T & C & in whatever form, PLEASE be assured that KFRF Ltd will continue to work flat out on your collective interests • Regular maintenance will continue • Regular “walking of the course” by KFRF Ltd Directors will continue as we do now • As a matter of Good Business Practice we contact all Estate Agents & Solicitors concerning our involvement with the roads, so that new Householders are aware of the work we do, and their need to contribute to the costs • The Moel Llys Bond negotiations are a further example of the huge amount of “behind the scenes” work that goes on • AND Finally; should there be no T & C, we will still maintain the roads to the best of our abilities, within the tight cost constraints we work under
KFRF Ltd: Resolutions 1 – 4 Adopt Directors Report & AccountsNew Directors Election Resolution 1 To adopt the report of the directors and the accounts for the year ended 31st July 2006 Resolution 2 To re-elect Mrs G Baron as a director & Company Secretary Resolution 3 To elect Mr L Bowles as a director Resolution 4 To elect Mrs C Walton as a director
Questions from the Floor ? • Next AGM • Next March • Advise by Newsletter & the Website
Thank You for coming along & for your time tonight