MINUTES OF 357^th MEETING OF THE BOARD OF DIRECTORS OF ST PAUL�S COURT LTD, HELD IN THE ESTATE HALL ON 5^th DECEMBER 2011 AT 19.00 HRS

Present

Mike Le Fevre Acting Chairman
Feargal Brennan
John Culhane
Robert Gorf
Steve Keen
Johanna Papp
Linda Whitington

In Attendance:

Angela Shakerchi (Minutes Secretary)

Mike Le Fevre welcomed all the board to the meeting. A quorum was present and the meeting opened with standing orders in effect

357.1

Apologies

Keith Mallinson

357.2

Minutes of the last meeting & Notice Board Minutes

Approved with the amendments to items 356.4 and 356.5 of the Notice Board Minutes.

357.3

Matters Arising

Forsters Response to Election Block 2

The election in block 2 was discussed following advice received from Forsters. After discussion it was proposed that:

Any proxy votes would continue to carry the company�s embossed seal and in addition to the leaseholder�s name and address would be printed on each proxy form.

Approved unanimously.

Feargal Brennan proposed that:

The board review the election letter template, prior to its adoption by the company. This letter to be circulated to the board post the meeting for comment and modification.

Agreed unanimously.

357.3

Matters Arising (continued)

Forsters Response Director Block 3(c)

Mike Le Fevre tabled Forsters response to the appointment of registered nominees together with email correspondence on the subject. This was discussed and the advice accepted.

John Culhane proposed that:

The Board consider reviewing the Articles of Association of St Pauls Court Limited at a later date.

Agreed unanimously.

Mike Le Fevre requested that the Estate Office make the necessary changes to the shareholders� register and forward a copy to Companies House.

Levels of Service Charges

The Service charge levels minuted in the 356 Minutes of meeting on the 28^th November 2011 were confirmed:

Block 1, 2 & 3 would be increased by 5% on the 2011 levels
Blocks 7, 8 & 9 would be increased by 5% on the 2010 service charge levels

Approved unanimously

Block 7 & 8 roof streets

A discussion took place regarding making provision within the service charge demand to cover the proposed works to the roof streets in Blocks 7 & 8. It was agreed that leaseholders in the blocks be alerted to a possible increase in their service charges during the year if it was necessary to carry out the works in 2012 � 2013.

Feargal Brennan proposed the following wording be sent to leaseholders in Blocks 7 & 8.

�it may be necessary to refurbish your roof streets along with other works in the coming year. You should therefore be advised that an additional levy might be necessary and you should make provision for a substantial additional demand in the second half of the year of approximately 50% of your annual service charge. Please be assured that before this happens there will be full consultation with you in the Springtime following a survey and tender report�.

Mike Le Fevre proposed that:

The Board adopt the proposed wording for the letter to be sent to the lease holders in blocks 7 & 8

Agreed unanimously.

357.3

Feargal Brennan left the meeting

Matters Arising (continued)

Letter from leaseholder concerning the door replacements

Problems with the installation of the new doors was discussed

It was proposed that:

The Estate Office was asked to obtain a detailed report from the Estate Building Surveyor outlining the reasons for these problems
The Estate Manager to report back to the Board in due course
The leaseholder�s letter to be responded to by the Estate Office

Approved unanimously

357.4

Dates of the Next Meeting

16^th January 2012

357.5

Date of AGM

It was agreed that a date for the AGM would be set at the meeting of the Board on 16^th January 2012

357.6

Chairman�s Report

Nothing to report.

357.7

Any Other Business

The latest draft of the Estate bulletin was discussed. Linda Whitington agreed to edit the document and email it to the Board for final approval by the board prior to the Estate Bulletin being sent to residents and leaseholders before Christmas.

Unsightly furniture and paint in the underground car park was discussed: Is this a potential fire hazard? It was agreed that this would be discussed at the January 2012 Board meeting.

The minute secretary left the meeting at 21.20 hrs

NOTICE BOARD MINUTES OF 356^th MEETING OF THE BOARD OF DIRECTORS OF ST PAUL�S COURT LTD, HELD IN THE ESTATE HALL ON 28^TH NOVEMBER 2011 AT 19.00 HRS

Present

Mike Le Fevre Acting Chairman
Feargal Brennan
John Culhane
Robert Gorf
Steve Keen
Keith Mallinson
Johanna Papp
Linda Whitington

In Attendance:

Angela Shakerchi (Minutes Secretary)

Mike Le Fevre welcomed all the board to the meeting. A quorum was present and the meeting opened with standing orders in effect

356.1

Apologies

All directors were present

356.2

Minutes of the last meeting & Notice Board Minutes

Approved with the deletion of Action point 354.8 in section 355.4

356.3

Election Block 2

Correspondence between Feargal Brennan and Mike Le Fevre was tabled regarding the recent election to block 2. There had been an omission in the wording of the Block 2 election letter which failed to mention that proxy votes were franked with the Company�s seal.

A discussion took place as to whether the election was valid or should be reconvened.

After discussion it was proposed that:

Legal advice be sought from Forsters

The proposal was seconded by Feargal Brennan

The proposal was approved by the following vote:

6 Votes in favour (JC, LW, KM, FB, RG, JP)

0 Votes against

2 Abstentions. (MLF, SK )

356.4

Director Block 3(c)

Correspondence was tabled regarding the eligibility of directors to represent the company as registered nominees according to the Articles of Association.

Feargal Brennan said the Board should be guided by informed opinion.

After discussion it was proposed that:

Legal advice be sought from Forsters

The proposal was seconded by Robert Gorf

The proposal was approved unanimously approved.

356.5

Matters Arising

Election Block 3(a)

The Chair of the Block 3(a) election meeting John Culhane, announced the result of the Block 3(a) election. Ms Ellis had received 12 votes and Ms Whitington 16 votes, Therefore Linda Wittington was declared to be the duly elected director of the block.

Linda Whitington was congratulated and welcomed to the Board.

(Keith Mallinson left the meeting at 20.00 hrs)

Budget 2012

The budget for 2012 previously circulated to all directors was discussed. Allowances had been made for gas heating costs of £120K. The board agreed this was reasonable and it was confirmed there was a contingency of £30K for the disputed charges from British Gas.

The estimated operating budget was then discussed. This was also considered to be reasonable. The gardening budget for 2012 to be increased to £30K. It was also hoped that professional fees would be reduced.

The general maintenance tables produced by the Estate�s quantity surveyor and Estate Manager, based on the lease, including cyclical maintenance was discussed and considered to be reasonable.

Costs to be budgeted from 2012 to 2020 included £1m for recovering most roofs, sums for spalling repairs, with reports from Rushton�s surveyors estimating replacing the main roof streets for Blocks 7&8 within next 4 � 5 years and main roofs for all the blocks within 7 � 10 years.

In the future the costs of replacement of the heating and hot water systems would need to be considered. Feargal Brennan suggested the CHP equipment should be investigated as a replacement. (The recovery of waste heat can be used for electrical generation and the electrical power sold back to the grid, approx 60% of boiler heat is lost)

356.6

Dates of the Next Meeting

5^th December 11

356.7

Any Other Business

Ms Whitington reported that she had received a question about the block 3a lift and enquired if there had been any problems with the new refurbishment.

The proposed meeting with the Bookkeeper was discussed and it was agreed that this would be held in the afternoon in the New Year at a mutually convenient time.

Mrs Papp said she was still awaiting requested documents from the bookkeeper

Discussions on the Estate Bulletin were to be deferred to the next meeting

Feargal Brennan proposed that the Front Door working party report be presented to leaseholders at the AGM.

Angela Shakerchi was thanked for her efforts during the Estate Manager�s absence on compassionate leave.

Mike Le Fevre thanked everyone and the meeting closed at 21.00 hrs.

NOTICE BOARD MINUTES OF 355^th MEETING OF THE BOARD OF DIRECTORS OF ST PAUL�S COURT LTD, HELD IN THE ESTATE HALL ON 14^TH NOVEMBER 2011 AT 19.00 HRS

Present

Mike Le Fevre Acting Chairman
Feargal Brennan
John Culhane
Robert Gorf
Steve Keen
Mike Tungay
Keith Mallinson
Johanna Papp

In Attendance:

Angela Shakerchi (Minutes Secretary)

Mike Le Fevre welcomed all the board to the meeting. A quorum was present and the meeting opened with standing orders in effect

355.1

Apologies for absence:

All directors were present

355.2

Minutes of the last meeting and Notice Board Minutes

Approved with amendments to 354.2and 354.5

355.3

Company Accounts FY 2009-2010

The Company Accounts for FY 2009 - 2010 were tabled for approval. A discussion took place regarding timely submission of financial information and the transfer of company funds between company and leaseholder bank accounts

Transfers between accounts were discussed; these to be calculated by the auditor and authorised by a director with the Board�s approval.

Mike Le Fevre proposed that company internal procedures should be reviewed with financial reporting on a quarterly basis to the board.

Directors were requested to submit their ideas and proposals for changes and improvements in the financial reporting and accounting procedures adopted by the company, to the benefit of the company, leaseholders and the board. Proposals to be submitted in to the estate office for further discussion by the board at future meetings

Steven Keen proposed that:

The short form accounts prepared by FSPG (the companies auditor) be signed and be submitted to Companies House.

The proposal was approved by the following vote:

4 votes in favour (JC, SK, MT, KM)

3 votes against (FB, JP, RG)

1 abstention. (MLF)

355.3

Company Accounts (continued)

Keith Mallinson proposed the bookkeeper be invited to meet with the Board on her next visit to the Estate

Agreed unanimously

355.4

Matters Arising

Mike Le Fevre informed the Board of the sad death of the Estate Manager�s father. The Estate Manager had requested compassionate leave which had been granted and the Board sent him their condolences

354.4 (Personnel Issues)

Mike Le Fevre informed the Board that a second letter with input from Keith Mallinson had been sent to the resident concerned. There had been no response to date.

Company policy on the maintenance of the Heating & Hot water system.

A discussion took place on whether the company should take a pro- active role in maintaining the hot water system. John Culhane reminded the Board of the June 2010 minute 396 �that a rolling programme of checking leaseholders� hot water systems and replacing valves in poor condition with TRV�s would be implemented throughout the Estate�

Mike Le Fevre proposed that:

The Estate Manager and BSTC be requested to develop and cost an inspection and test programme for radiators and pipe work, checking for unauthorised installations and changing to TRV valves where possible. The proposals and allied costs to be presented to the board for further discussion

Seconded by Steven Keen

Approved unanimously.

Drain & Stack De-scaling

It was agreed that the decision on contactors for the Estate de-scaling works would be deferred until the Estate Manager�s return from compassionate leave. In order to allow the Estate Manger and Estate Surveyor to comment on the tender documents received by the company

355.4

Matters Arising (continued)

Budgets for 2012

Due to the Board of Directors having just received the budget figures for 2012, it was proposed that:

Discussion over the proposals should be deferred to the next board meeting on the 28^th November 2011 to give the board time to fully appreciate the budget.

Approved unanimously.

Robert Gorf said in view of the cost of roof streets to block 8 he would need to discuss this with the leaseholders of block 8

Service Charges 2012

To be discussed at the Board Meeting to be held 28^th November 2011.

Keith Mallinson gave his apologies as he would be unable to attend the meeting.

Estate Bulletin

The proposed Estate bulletin circulated to the board at this meeting would be tabled for discussion at the next board meeting.

Front Door Working Party Report

The report to be posted on the website

355.5

Acting Chairman�s Report

The Companies House annual return was being compiled and sent to Companies House in due course.

The Estate manager had been granted compassionate leave due to the manager�s recent family bereavement.

355.6

Dates of the next meetings:

28^th November 2011 and 5^th December 2011

355.7

Estate Manager�s Report

NTR (no report was presented in the absence of the Estate Manager)

355.8

Health & Safety Report

NTR (no report was presented

355.9

Any Other Business

Steven Keen reminded the Board that the St Paul�s Court website fee was due for renewal at £58 + VAT and requested he be reimbursed by the bookkeeper.

Agreed unanimously

Mike Le Fevre informed the Board that Mike Tungay would be standing down as a director for Block 3A with effect from the 24 November 2011

Mike Le Fevre proposed that:

The board pass a vote of thanks to Mike Tungay for his efforts serving the company and the board

Approved Unanimously

The meeting closed at 20.00 hrs.

NOTICE BOARD MINUTES OF 354^th. MEETING OF THE BOARD OF DIRECTORS OF ST PAUL�S COURT LTD, HELD IN THE HALL 17^th. OCTOBER, 2011 AT 19.00hrs

Present:

Mike Le Fevre Acting Chairman
Feargal Brennan
John Culhane
Mike Tungay
Keith Mallinson
Johanna Papp

In attendance:

Neil Springate (Minutes Secretary)

Mike Le Fevre welcomed all the board to the meeting. A quorum was present and the meeting opened with standing orders in effect.

354.1

Apologies for absence:

Robert Gorf & Steven Keen

354.2

Block 1 & 2 Elections

Prior to the meeting Mike Le Fevre had circulated to the board a report on the Block 1 and 2 director elections held on 29/09/2011.

This gave an overview of both elections, the course of the election meetings and observations on the use of proxy votes.

In both elections, a number of proxy votes were presented which did not bear the company�s seal, this being contrary to the companies agreed procedures.

In Block 1, this did not present serious problem, since the election was uncontested.

The Block 2 election was contested between Keith Mallinson and Barry Gibson. All votes for the former bore the company seal and were considered to be valid, whereas none for the latter, bore the company seal and all were considered to be invalid.

JP and FB said that the election should be re-run, but JC reminded the Board that the rules with regard to Block Director elections were clear and should be adhered to. The notion of a re-run was rejected.

After discussion it was proposed that

the Board accept the vote as it stood

Approved.

The Estate Office to write to Barry Gibson informing him of the Board�s decision .

354.3

Minutes of last meeting and Notice Board Minutes

Were approved with two amendments

Approved unanimously.

354.4

Matters Arising

Re 353.4 Personnel Issues:

The board had written to the resident involved and no further response had been received.

It was proposed that;

a second letter be drafted and sent to the resident concerned
The reinstatement of the remote-locking device in the Estate Office was to be accomplished as soon as possible.

Approved unanimously.

354.5

Acting Chairman�s Report

Gas and electrical power supplies

Direct debit forms had been signed for future electricity and gas supply contracts .

Door replacement

A JCT had been signed with Paul Henry with regard to the current schedule of replacement of doors on the estate.

James Lee Nursery School

A proposal had been received from the school for an additional sign and this had been circulated prior to the meeting. No problems were noted.

It was proposed that

The board approve the nursery schools application of additional signage as outlined in the schools application
Estate Office to contact the school notifying them of the Board�s decision.

Approved unanimously.

354.5

Acting Chairman�s Report (continued)

Service Charge Demands

A leaseholder had written to the board asking to be supplied a copy of the 2010 budget in line with the LVT�s recommendations

After discussion it was proposed that;

Company Accounts for the year 2010

Mike le Fevre and John Culhane had met with the accountant, David Tropp (FSPG).

A discussion took place about the statement of the block accounts and it was concluded that the Board still had insufficient information and could not approve them.

Any questions with regard to the accounts were to be received in writing by the Estate Office by the end of October 2011 and these would be forwarded to the accountants for a response.

David Tropp would be asked to provide and up-dated version of the Financial Statements for 2010.

Block 7 inspection pit

In relation to 4 (Works to Estate) in the Estate Manager�s report.

Paul Henry�s report on the formation of a new inspection pit adjacent to Block 7 had been circulated

Discussion took place and the following questions arose for clarification

Would these works be considered as a Block or an Estate Cost?
Would the works necessitate that turning off of the heating in the block?
The Estate Office would also be asked to clarify a substantial costing for �locate service/protect service� quoted in one of the tenders

It was proposed that

Clarification be sought on the questions above prior a decision being taken as to proceed

Approved unanimously.

354.5

Acting Chairman�s Report (continued)

De-scaling works

In relation to 4 (Works to Estate) in the Estate Manager�s report.

A tender report from JHP had been received and circulated as had a subsequent request to two of the tendering companies for quotes of 5 additional hourly rates. Only one response had been received by the time of the meeting, this from JBI and they were recommended. FB queried previous drainage clearance by JBI. JC suggested the use of a camera inspection of the drains after a programme of clearance and that future programmes should be tendered for on the basis of an �all in one� job.

It was proposed that

The Board defer its decision to the next board meeting in order that to all the results of the tender (for call out rates, CCTV surveys etc) be presented

Approved unanimously.

354.6

Dates of next meetings

14/11/2011 and 05/12/2011, the latter to set service charge levels.

354.7

Estate Manager�s Report

The Estate Manager�s report was tabled and it was accepted without further comment.

Mike Le Fevre noted that a breach of company health and safety procedures had been reported, This had been dealt with immediately by the Estate Manager.

Items relating to Soil Stack De-scaling and the inspection pit at Block 7 have been dealt with in 354.5 above.

(N.B. Keith Mallinson left meeting at 20.25.)

354.8

Block 7 & 8 roof streets (Watts Report)

It was agreed that the Estate Office would print and circulate hard copy to all directors of the Watts Report and discussion be deferred to the next board meeting

354.9

Doors Working Party Report

Mike Le Fevre thanked Feargal Brennan for his efforts in producing the report.

After discussion it was proposed that

The recommendations on page 4 of the report should be adopted by the Board as a policy.
A surveyor be contracted to define and prepare a rolling programme of door replacement/refurbishment.

Approved unanimously.

354.10

Service Charges for FY 2012-2013

It was noted that the Board needed to agree a budget and define a maintenance schedule, since that current schedules was more than a year out of date

Mike Le Fevre asked what information was required from the book-keeper. John Culhane said that an explanation of certain figures in the management accounts was needed.

354.11

Health and Safety Report

This had been circulated prior to the meeting.

354.12

Any Other Business

The subject of lease extensions and the current situation had been raised by a leaseholder to a block director.

After discussion it was proposed that

the review of lease extensions be deferred to a future board meeting as further information and advice is required

Approved unanimously.

Mike Tungay said that a revamped bulletin would be submitted to the next meeting.

It was noted that the Estate Manager�s appraisal was due and Mike Le Fevre requested Keith Mallinson and Mike Tungay do this.

After discussion the board asked for an analysis of staff salaries, in order for the board to be better informed

The Board noted that the annual return to Companies House was due

(N.B. JC left meeting at 20.40.)

The meeting closed at 21:00

MINUTES OF 353^rd MEETING OF THE BOARD OF DIRECTORS OF ST PAUL�S COURT LTD, HELD IN THE HALL 14^th SEPTEMBER 2011 AT 19.00hrs

Present:

Mike Le Fevre Acting Chairman
Feargal Brennan
John Culhane
Robert Gorf
Keith Mallinson
Johanna Papp

In attendance: Angela Shakerchi (Minutes Secretary)

Mike Le Fevre welcomed all the board to the meeting. A quorum was present and the meeting opened with standing orders in effect.

353.1

Apologies for absence:

Mike Tungay & Steve Keen

353.2

Minutes of last Meeting & Notice Board Minutes

The Draft and Notice Board Minutes for the 352^nd board meeting were tabled and after one amendment to the Notice Board Minutes were;

Approved unanimously.

353.3

Matters Arising

Draft news letter;

In the absence of Mike Tungay and Steven Keen, it was proposed that;

The draft news letter tabled at the August 2011 board meeting, be put on the Agenda for discussion at the October Board meeting.

Approved unanimously.

353.4

353.4(Contd)

Acting Chairman�s Report

Security:

The Acting Chairman reported that he had contacted the police and they had suggested dates to visit the Estate to advise on security issues

Personnel Issues:

The Acting Chairman had received a complaint from a member of the estate staff; who had reported being verbally abused by a resident in the estate office.

This incident is totally against the spirit and letter of the company�s ethos and the company must exercise its duty of care to its staff.

The board discussed the complaint and the board�s duty of care to all its staff. After discussion it was proposed that;

Mike Le Fevre draft a letter, with input from Keith Mallinson to the resident concerned
That Mike Le Fevre and Keith Mallinson meet with the resident to discuss this incident
The remote locking device should be reinstated in the office

Approved unanimously

Leaseholders� correspondence:

The board had received correspondence from a leaseholder in block 1 regarding several issues

A complaint about the leaseholders window installation
Raising concerns over the positioning of the newly installed Sky TV satellite dish on the roof above the leaseholders property and potential settlement cracking.

After discussion it was proposed that;

The Estate Manager should investigate and respond directly to the leaseholder concerned

Approved unanimously

353.5

Dates of Next Meetings

17 October 2011 21 November 2011

353.6

Estate Manager�s Report

The Estate Manager�s report was tabled and it was reported that:

Heating System

The repairs to the heating system pipe work adjacent to Blocks #1 & #2 have been completed and the site reinstated.

Works to the Estate

Block #1 lift refurbishment was expected to be completed by the end of the week.

Soil Stack De-scaling

An additional quotation had been requested by the quantity surveyor JHP

Satellite TV

There had been health and safety issues with the working practices of the satellite TV contractors which had been addressed.

Leaseholders� proposed alterations

Legal Opinion had been received on a leaseholders� proposed alterations and passed to the board

Brickwork Block 7

The area had been cleaned with a high pressure hose.

Keith Mallinson praised the �excellent� installation of the CCTV cameras on The James Lee Nursery School

John Culhane asked when the assessment for the roof streets from Trevor Rushton of Watts would be received. Mike Le Fevre reported that the Estate Manager is awaiting the assessment from Watts

The Board noted that this information would be required within the next 2-4 weeks as service charge invoices had to be prepared for December.

353.7

Company Accounts FY 2010 for approval

The Company accounts for FY ending 2010 had been sent electronically by the accountant and distributed to all directors for approval.

A discussion took place.

It was agreed that as the board had not received the block accounts they had insufficient information and could not approve them.

It was proposed that;

The book keeper to be requested to produce a full print out of the management accounts to be distributed to the directors
A meeting would then be arranged with the accountant before the next Board Meeting
Any subsequent questions for the accountant to be sent in writing to and collated by the Estate Office, by the end of the month (September)
The Accountant to be invited to the next board meeting, to answer any questions given to the estate office in item 3 above, if required.

Approved unanimously

Further discussion ensued;

In identifying procedures for obtaining and forecasting budgetary requirements, also the need was identified for a formal 10 year maintenance plan to be devised and up-dated annually. This would greatly aid fiscal planning.

353.8

Health & Safety Report

The health & safety consultant had cautioned the satellite contractors for their failure to follow correct procedures.

Estate staff training in COSSH and manual handling have been given

353.9

Any Other Business

Mrs Papp said that any further improvements to the gardens could wait until the Spring next year.

A discussion took place on Blocks 7 & 8 roof streets repairs. The board agreed that this issue should be discussed in more detail when the report by Trevor Rushton of Watts was received.

Feargal Brennan tabled the report from the Front Door Working party to the board. After discussion it was proposed that;

In order to allow the board of directors to fully study the report and its recommendations. The report should be fully discussed as an agenda item at the next board meeting.

Approved unanimously

It was confirmed that repairs were being carried out to the doors needing urgent repair as per previous Estate Manager�s reports

It was proposed that;

The Board give a vote of thanks to Feargal Brennan for all his efforts and the working party�s input and deliberations in preparing such a comprehensive report for the board

Approved unanimously

Feargal Brennan thanked the board and would pass this the board�s vote of thanks on to the other members of the working party.

The minutes secretary left the meeting whilst personnel matters were discussed at 20.15 hrs

The meeting closed at 20:30

NOTICE BOARD MINUTES OF 352^nd MEETING OF THE BOARD OF DIRECTORS OF ST PAUL�S COURT LTD, HELD IN THE HALL 22^nd AUGUST 2011 AT 19.00hrs

Present:

Mike Le Fevre Acting Chairman
Feargal Brennan
John Culhane
Robert Gorf
Steven Keen
Johanna Papp

In attendance:

Angela Shakerchi (Minutes Secretary)

Mike Le Fevre welcomed all the board members to the meeting. A quorum was present and the meeting opened with standing orders in effect.

352.1

Apologies for absence:

Mike Tungay & Keith Mallinson

352.2

Minutes of last Meeting & Notice Board Minutes

The Draft and Notice Board Minutes for the 351^st board meeting were tabled and after one amendment to the Notice Board Minutes

Approved unanimously.

352.3

Matters Arising

Heating system repairs

MLF reported to the board that the drain down to the central heating system to Blocks 1 & 2 was currently being carried out.

Roof Street Repairs Blocks 7 & 8

MLF reported that Trevor Rushton of the Watts Group was sourcing materials for his estimated costings for Block 7 & 8 roof repairs.

Satellite TV

MLF also reported that Lovedigital TV would be able to install the satellite cabling for SKY to all blocks. The proposed installation work was discussed

It was proposed that

The board grant permission for the installation work to proceed commencing with block one, on the understanding that the estate will not bear any additional costs or charges to the estate other than the electrical supply to the installation, Also that the works are subject to Satisfactory workmanship and finishes, and be conducted in line with health & safety requirements.

Approved unanimously

Matters Arising (continued)

Lift Refurbishment

Mike Le Fevre reported that the lift refurbishment to Block 1 was ongoing.

352.4

Acting Chairman�s Report

Estate Staff appraisals and annual review

Mike Le Fevre reported that; he had viewed the staff appraisals conducted by the Estate Manager and proposed that they be discussed at the end of the board meeting

Approved unanimously

Undesirable correspondence

Mike Le Fevre informed the Board that the Estate Manager had recently received two �poison pen� letters over the last few months. These letters are totally against the spirit and letter of the company�s policies and the company must also exercise its duty of care to its staff and the public.

After discussion it was proposed that;

The Acting Chairman report this matter to the local police

Approved unanimously

More Close

Mike le Fevre tabled the legal advice received on the proposed alterations to a property in More Close previously circulated to the Board.

This advice was discussed and it was proposed that

Mark Harvey of Nicholas & Co be requested to draft a letter stating the two-fold reasons for the Board�s refusal namely i) appearance and alterations to the fa�ade and ii) the consequences of alterations to the car parking space. They should then be authorised to send a formal response to the leaseholder.

Approved unanimously

352.5

Dates of Next Meetings:

14 September 2011 17th October 2011 21 November 2011

352.6

The Estate Manager�s Report

Repairs to the wall by the Colet Gardens entrance

Mrs Papp suggested that the repairs to the wall and reasons for undertaking the works be explained in the proposed newsletter

Health & Safety

It was reported that COSSH training will be carried out in accordance with staff appraisal objectives in September. This has been organised by the Health & Safety Consultant.

Brick Work Lily Close

Mrs Papp expressed concern about the condition of some brickwork in her block. Mike Le Fevre explained this was due to salts and it would be investigated by the Estate Manager

Estate Security

A discussion took place on estate security including the latest security technology and also Neighbourhood Watch.

It was proposed that

The local police be contacted to seek advice for the board and if a police representative would speak to the board

Approved unanimously

352.7

Soil Stack Descaling Tenders

The soil stack tenders were tabled and opened.

Tender Results

Fast Flow £16,250.00

JBI £39,500.00

Due to the considerable difference in tender prices It was proposed that;

The Estate�s Surveyor Mr J Hewitt of JHP to be requested to check the tenders to ensure that there are no discrepancies in the scope of work.

Approved unanimously

352.8

Front Door Working Group

Feargal Brennan reported that the Front Door Working Group had now completed its final meeting and would be circulating the Working Groups draft report in the next few weeks. Feargal briefly outlined the Group�s conclusions.

Board discussion followed on the current doors that need urgent repair / replacement. It was proposed that;

Whilst the Board awaited the full report the Estate Manager should proceed with those repairs itemised in the Estate Manger�s report at the most effective price.

Approved unanimously.

352.9

Health & Safety Report

There was little to report. The Health & Safety consultant confirmed that the Company did not require a first aider and it was reported that COSSH and manual handling training will be conducted in September for the Estate staff.

352.10

Company banking arrangements

Further to the memo sent to the board by Jennie Gilliam, regarding the pros and cons of altering the Company�s banking arrangements. After discussion it was proposed that:

The company remain with the current bank providing there are no further problems and that the company monitor that its banking instructions have been correctly implemented.

Approved unanimously

Discussion followed on the company�s bookkeeping and accounting procedures. It was proposed ;

That two directors would meet with the auditor as minuted at the AGM to ascertain how best to obtain operational information.

Approved unanimously

352.11

Any Other Business

The draft Residents� Bulletin previously prepared by Steven Keen and Mike Tungay was discussed. Mike Le Fevre proposed issuing a bulletin on a 3 monthly basis. It was proposed that:

The draft be updated and Steven Keen and Mike Tungay would prepare a second pilot draft This draft to be passed after board approval for circulation to the leaseholders via the estate office in due course.

Approved unanimously

John Culhane brought the advantages of solar generation to the Board�s attention. This was discussed, and the benefits of other alternative options such as Solar Heating and CHP was also discussed

It was proposed that:

The Estate Manager to investigate feasibility of such a scheme and advise the board in due course

The Minute Sectary left the meeting at 20:30hrs and the Board then discussed the Estate Staff appraisals

The meeting closed at 21:00

NOTICE BOARD MINUTES OF 351^ST MEETING OF THE BOARD OF DIRECTORS OF ST PAUL�S COURT LTD, HELD IN THE HALL 11th JULY 2011 AT 19.00hrs

Present:

Mike Le Fevre Acting Chairman
John Culhane
Robert Gorf
Steven Keen
Johanna Papp
Keith Mallinson
Mike Tungay

In attendance:

Angela Shakerchi (Minutes Secretary)

Mike Le Fevre welcomed all the board members to the meeting. A quorum was present and the meeting opened with standing orders in effect.

351.1

Apologies for absence:

Feargal Brennan

351.2

Minutes of last Meeting & Notice Board Minutes

The Draft and Notice board minutes for the 350^th board meeting were tabled and after one amendment.

Approved unanimously.

351.3

Matters Arising

Heating repairs

John Culhane questioned why the excavations for the heating repairs outside Blocks 1 & 2 had not yet been closed. Mike Le Fevre informed the board that technical checks to the repairs were ongoing. When the repairs are operating satisfactorily the excavations will be closed and area restored.

Lift refurbishments

John Culhane questioned why Astro turf had not been fitted in the lift floors. The Estate Manager to reply.

Roof street and roof repairs

John Culhane enquired if Watts had been appointed to carry out the costings for the roof streets. He was informed that Mr Rushton the surveyor from Watts was on a 2 week holiday.

Front doors

Robert Gorf said it had been agreed in August 10 that doors requiring urgent attention would be repaired and questioned why this had not been actioned. The Mike Le Fevre reminded the meeting that the board is eagerly awaiting the findings of the door working group.

351.4

Acting Chairman�s Report

The Mike Le Fevre said that he had nothing currently to report.

351.5

Dates of Next Meetings

August 22^nd 2011; 14^th September 2011; 17^th October 2011

351.6

The Estate Manager�s Report

The Estate Manager�s Report was tabled.

In addition; the Estate Office reported that they had received an application from the James Lee Nursery for permission to install CCTV cameras in-order to prevent and deter the theft of lead flashing from the schools roof. The application with photographs was tabled and the request discussed.

It was proposed that:

Permission in principle for the Nursery schools application, would be granted; subject to the Company�s final approval of the appearance and finishes to the installation.

Approved unanimously.

351.7

Front Door Working Group

There was no report tabled from the front door working group. The board discussed the front doors requiring urgent repairs and proposed that:

The doors requiring urgent attention (the 19 doors identified in the JHP survey report and any others known to the Estate Office) to be repaired as soon a practically possible.

Approved unanimously.

351.8

Estate Security

A concerned leaseholder had requested the board investigate the installation of CCTV cameras following a recent break in. Furthermore;

Johanna Papp reported a resident/leaseholder had kicked open the pedestrian gate to Colet Gardens when locked.

A discussion over Estate security took place.

It was proposed that:

The Estate manager have a meeting with the local crime prevention officer and the local area beat police officer to review security and report back to the board with any recommendations.

Also that:

Checks to the locking devices on the pedestrian gates are carried out and to investigate any alternative locking devices that may be suitable. The Estate Manager to report back to the board with any findings / recommendations.

Approved unanimously.

351.9	Satellite TV It was reported that the Estate Manager had received a comprehensive method statement from SKY. Steven Keen proposed that subject to the Board�s agreement and with the approval of the Health & Safety consultant, the installation should proceed on a modular basis. After discussion it was proposed that: The Sky installation be approved commencing with block one, on the understanding that the estate will not bear any additional costs or charges to the estate other than the electrical supply to the installation, Also that the works are subject to satisfactory workmanship and finishes, and be conducted in line with health & safety requirements. Approved unanimously.
351.10	Date for the AGM Mike Le Fevre reported that in line with the companies legal obligations the service charge certificates had been issued to leaseholders. A target date for the AGM was discussed. It was agreed that once the accounts had been issued; the last week in September would be a suitable date. Furthermore it was proposed that: Instead of a �Town Meeting� following the AGM it would be preferable for the Board to issue a bi-monthly bulletin / information sheet, based on information extracted from the Estate Manager�s report and other sources. In order to better inform residents / leaseholders this bulletin would be distributed to shareholders and residents via email and in the post. Approved unanimously. Mike Tungay and Stephen Keen agreed to produce a pilot document for discussion and approval by the board prior the next board meeting on the 22 August 2011. A vote of thanks was given to Mike Tungay and Stephen Keen for volunteering to produce this document.
351.11	Health & Safety Report. The potential hazards and recommendations outlined in the report were discussed. It was proposed that: The Estate Manager establish a regular inspection and maintenance regime (as outlined in paragraph 4 of the H&S report) to establish and make any recommendations as to any rectification works required and report back to the Board. Approved unanimously. Mike Le Fevre asked about creeper growth identified in the H&S report. He was informed that the owners of the properties in Lily Close had been requested to attend to the problem. The Estate Manager was requested to report back to the Board on staff training on COSHH and manual handling. Keith Mallinson, requested that the Estate Office investigate whether the Company was required to have a trained member of staff as a first aider.
351.12	Any Other Business It was reported that the Estate Office insurance policy was due for renewal. The Estate Office was requested to find a cheaper quote if possible and to renew the existing policy if one could not be found. The Acting Chairman reported that the Estate Manager�s appraisal was due and that he and Mr Tungay would conduct the appraisal. The Estate Manager was requested to inspect reported crumbling brickwork on a wall in block 7 beside 20 Lily Close. A general discussion took place over energy efficiency, (solar collection and insulation to the estate) and the possibility of local authority grants in the future. There being no other business the meeting closed at 20.30 hrs

MINUTES OF 350^TH MEETING OF THE BOARD OF DIRECTORS OF ST PAUL�S COURT LTD, HELD IN THE HALL JUNE 14^TH 2011 AT 19.00hrs

Present:

Mike Le Fevre Acting Chairman
Feargal Brennan
Robert Gorf
Steven Keen
Johanna Papp
Mike Tungay

In attendance:

Angela Shakerchi (Minutes Secretary)

The Chairman welcomed all the board members to the meeting. A quorum was present and the meeting opened with standing orders in effect.

350.1

Apologies for absence:

John Culhane & Keith Mallinson

350.2

Minutes of last Meeting & Notice Board Minutes

The draft minutes for 349^th board meeting were tabled.

Approved Unanimously.

Notice Board Minutes: With two deletions the Notice Board Minutes were

Approved Unanimously.

350.3

Matters Arising

Satellite TV:

The Acting Chairman said there was currently nothing further to report. Steven Keen requested that SKY be asked to respond to a deadline.

After discussion it was proposed;

that the Estate Manager request that SKY report back to the Estate Office with a comprehensive report.,

Agreed Unanimously.

Leaseholders� proposals

Mr Tungay enquired if the leaseholder had been informed of the Board�s decision. The Acting Chairman confirmed that the Estate Manager, on behalf of the Board, had written to the leaseholder informing them of the Board�s decision.

Front Door Working Group

Feargal Brennan reported that the working group�s final meeting would be held on 27^th June. Members of the board were concerned about doors that required urgent repair; The board confirmed that doors requiring immediate attention would be repaired and should be reported to the Estate Manager.

The Acting Chairman thanked Feargal Brennan for his efforts.

350.4

Acting Chairman�s Report

After having had discussions with the Estate Manager Mike Le Fevre reported on the essential works necessary to the communal electrical cupboards so that they complied with current electrical and safety regulations. The Estate Office had issued a specification for these works and asked for tenders. Two tenders for this work had been received and these were discussed.

It was proposed;

That the contract is awarded to M Moore on the basis on being the lowest bid.

Approved unanimously.

The Estate Office to ensure that costs are allocated correctly.

350.5

Dates of Next Meetings

July 11^th August 22^nd 19^th September

350.6

The Estate Manager�s Report

The Estate Manager�s Report was tabled:

Heating System

The proposed drain down of the heating system to blocks 1 & 2 was discussed. It was hoped that the drain down would be kept to a minimum of one day, certainly not more than a maximum of 48 hours. A mail shot giving advanced warning of the works and the drain down has been circulated to the effected block residents.

The main gas pipe replacement

The Estate Office had received no further information from the gas mains contractors Skanska on their future pipe work replacement plans.

New Manhole Block 7

Johanna Papp questioned why the manhole in her block had to be redesigned. The Acting Chairman explained it was being improved as per the recommendations of the Estate�s Health & Safety consultants report.

Descaling Works

The proposed de-scaling work was discussed. The Estate Manager recommended carrying out a CCTV survey by JBI, the drain specialist, to ascertain the extent of de-scaling works required to the soil stacks and the methods to be used.

350.7

Roof Streets � Trevor Rushton�s email

The roof street proposal postponed from the last meeting was discussed.

It was agreed that accurate costings should first be obtained before any firm decisions were made; whilst ensuring there are sufficient reserves. A further meeting would then be held with leaseholders for their views.

The Acting Chairman then proposed;

That Trevor Rushton of Watts is engaged to advise the Board on the roof streets replacement works for blocks 7 & 8 and give accurate costs of the two solutions. Option #1 being in a similar style to blocks 1, 2 & 3 and Option #2 in similar style to the existing roof street in blocks 7&8

The proposal was approved unanimously.

350.8

Health and Safety

The Estate Manager was requested to update the Health & Safety document and obtain the Acting Chairman�s signature.

Robert Gorf asked for an up-date on the Health & Safety report which had been deemed too generic. Feargal Brennan said there was an action outstanding from the previous minutes. The Acting Chairman said he would investigate.

350.9

Proposed Sublet More Close

Steven Keen reported that the leaseholder in More Close proposed subletting the property again. Furthermore; the references had been thoroughly checked, all outstanding legal fees costs and service charges had been paid. Therefore there are no grounds for objection.

It was proposed;

That the licence to sublet be approved.

Unanimously agreed.

Any Other Business

Johanna Papp asked if there had been any further progress on extending the lease.

Feargal Brennan reported that he would progress this item after completing the work required on the Front Door Working Group

The meeting closed at 19.50 hrs

MINUTES OF 349^TH MEETING OF THE BOARD OF DIRECTORS OF ST PAUL�S COURT LTD, HELD IN THE HALL MAY 19^TH 2011 AT 19.00hrs

Present:

Mike Le Fevre Acting Chairman
Feargal Brennan
John Culhane
Johanna Papp
Steven Keen

In attendance:

Angela Shakerchi (Minutes Secretary)

A quorum was present and the meeting opened with standing orders in effect.

349.1

Apologies for absence:

Robert Gorf Keith Mallinson Mike Tungay

349.2

Minutes of last Meeting & Notice Board Minutes

The draft minutes were tabled. The Acting Chairman proposed they be approved. Approved Unanimously.

Notice Board Minutes: With one deletion the Notice Board Minutes were Approved Unanimously.

349.3

Matters Arising

Front Door & Repainting Working Group:

Feargal Brennan on behalf of the Front Doors & Repainting Working Group reported; that they required one final meeting with input from the members, to finalise the working group�s recommendations prior to the presentation to the board. The estate office has been asked to assist in arranging this meeting on a suitable date.

Satellite TV:

The Acting Chairman reported that the Estate Manager has consulted with the company�s Health & Safety consultant following receipt of SKY�s risk assessments and are currently awaiting a copy of SKY�s project method statements.

Telguard:

Mrs Papp asked about connecting mobile phones to the Telguard system. The Estate office to facilitate connecting mobile phones to the Telguard system as previously agreed by the Board.

Leaseholders/residents using their mobile phones on the entry system will be responsible for any call costs which may be incurred

Gas Contract:

Further to the Boards mandate; the Acting Chairman reported that he had signed the gas contract for one year.

349.3

Matters Arising (Continued)

Brick Paths:

The grouting and pointing in the brick path was discussed. Any remedial work should be done after the gas main replacement works are complete.

Gas Main Replacement works:

The acting Chairman informed the meeting; that SKANSKA, the contractors and been instructed by the Estate Office to complete the work they are currently doing and to supply the Estate Office with detailed plans of the proposed works which they intend implementing.

349.4

Acting Chairman�s Report

Leaseholders� proposals

After consideration the Acting Chairman proposed:

That the Board declines this application on the grounds of physical and material alteration of the fa�ade.

The proposal was Unanimously Agreed.

349.5

Dates of the Next Meetings:

June 14^th July 11^th August 22^nd

349.6

Estate Manager�s Report

The Estate Manager�s Report was tabled:

Lift No.4:

John Culhane proposed that a piece of astro- turf replace the present carpet.

Grounds report:

Feargal Brennan reported increased insect activity on the Estate at the present time. He requested the gardeners spray as necessary with environmentally friendly insect spray.

349.7	Roof Streets � Trevor Rushton�s email A discussion took place on appointing Trevor Rushton of Watts Group to assist in the block 7&8 roof street replacement project. The Acting chairman proposed engaging Watts to advise on blocks 7 & 8 concurring with points 1 2 3 & 4 of their report - works to commence in 2012. Johanna Papp requested that Robert Gorf be included in any vote which effected block 8. The Acting Chairman then proposed; that pending Robert Gorf�s agreement, that Trevor Rushton of Watts be engaged to advise on the roof streets for blocks 7 & 8 and give accurate costs of the two solutions. Option #1 being in a similar style to blocks 1, 2 & 3 and Option #2 in similar style to the existing roof street in blocks 7&8 This proposal was Agreed Unanimously. Post Board Meeting Note: The Acting Chairman proposes that this item is deferred and added to the agenda for the next board meeting; in order to allow all the block directors to provide their input.
349.9	Power Efficiency � Gas Contract Estate Office to circulate gas contract prices for 2011 and 2010 to the Board.
349.10	Health and Safety No comment John Culhane questioned repairs to the hole by James Lee Nursery School. The Acting Chairman informed the board that this maintenance work will be undertaken shortly.
349.11	Any Other Business Johanna Papp asked questions on behalf of Robert Gorf What are the rules are in respect of playing football on the grass? This was discussed and it was suggested that the Estate Residents Guide be circulated. Furthermore no block director should be involved in any disputes. What was the solution on the drainage problems caused by tree roots? The Acting Chairman informed her that the drain company would be descaling the drains and would investigate the problem Feargal Brennan asked the Acting Chairman whether he had considered taking on the role of Chairman. He said he could not answer at present due to work commitments. The meeting closed at 20.00 hrs

MINUTES OF 348^TH MEETING OF THE BOARD OF DIRECTORS OF ST PAUL�S COURT LTD, HELD IN THE HALL APRIL 11^TH 2011 AT 19.00hrs

Present:

Mike Le Fevre Acting Chairman
Feargal Brennan
John Culhane
Robert Gorf
Keith Mallinson
Johanna Papp
Mike Tungay

In attendance:

Angela Shakerchi (Minutes Secretary)

A quorum was present and the meeting opened with standing orders in effect.

348.1

Apologies for absence:

Steven Keen

348.2

Minutes of last Meeting & Notice Board Minutes

The draft minutes were tabled. The Acting Chairman proposed they be approved with agreed amendments to 347.5. All Agreed

Notice Board Minutes: Were approved unanimously.

348.3

Matters Arising

347.5 Johanna Papp requested that the written response to the leaseholder�s questions on the Operating Budget be circulated to the Board.

348.4

Acting Chairman�s Report

The acting Chairman thanked all the directors who had contributed to the email proposal on the electricity contract.

The acting Chairman had received a letter from a lease holder in block 3; bringing several items to the Boards attention;

Gardening and the state of the rose beds
The replacement of foot paths and paving during the ongoing Gas main replacement works
Questioning when the doors would be repaired / repainted.

Feargal Brennan, the chairman of the Working Group on doors, said it had previously been agreed that all doors requiring repair and repainting would be completed.

Feargal Brennan would draft an appropriate response for the chairman to include in his reply to the leaseholder. Feargal also reported that the Working Group had received the building surveyor�s report on the doors which would be dealt with shortly.

Note: the Chairman will endeavour to table his response to the leaseholder to the board prior to the next board meeting

348.5

Dates of Next Meetings:

19^th May 14^th June 11^th July 2011

348.6

Estate Manager�s Report:

Electrical Works

It was reported that the electrical contractor would be inspecting the electrical cupboards and allied distribution plant with a view to bringing them in line with the 17^th edition of the IET wiring regulations (BS 7671).

Heating System

It is intended to complete the repairs to the heating pipe work opposite Blocks 1 & 2 when the Estate heating is shut down for the summer.

Grounds Report

To minimise inconvenience to resident�s the gas workers have been instructed to fill in holes and make good, prior to digging new ones.

Satellite

The Estate Office is awaiting a SKYs survey report

Telguard

The Estate Manager reported his concerns over security if cell phones were connected to the Telguard System. This was discussed and it was agreed that total security could not be achieved. John Culhane said that any extra charges which might be incurred from roaming mobile phones would be charged to the responsible leaseholder.

It was proposed;

�That the Estate Manager be requested to facilitate the changes�.

The proposal was agreed unanimously.

348.7

Roof Streets Blocks 7 & 8

The Acting Chairman reported that Whitestone�s would be carrying out re-grouting on the roof streets shortly and outlined the options available for Blocks 7 & 8 roof streets detailed in Mr Ruston�s (Watts) report. These were then discussed.

It was proposed;

�the Estate Manager to ask Watts to provide a quotation, to produce specifications for the 3 roof street options, Vis

A Warm roof street system
An Inverted roof street system
Patching repairs to the current roof street system
to quote for the building and quantity surveying role�

The proposal was agreed unanimously.

The Estate Manager to arrange this with Watts and report back.

348.8

Trevor Rushton�s (Watts) Report on the Main Roofs

The report was tabled and the condition of the main roofs was discussed.

The Acting Chairman said that plans would have to be made for roof replacement in 2018 with the provision of funds made through the service charges.

Proposal tabled;

�that the Estate team to provide ongoing monitoring, and front line maintenance to the estate roofs on an annual basis�

The proposal was agreed unanimously.

It was proposed;

�The Estate Manager to ask Watts to provide quotation to produce specifications for the roof replacement and allied costs with a uniform specification for all the Estate roofs.�

The proposal was agreed unanimously.

The Estate Manager to arrange this with Watts and report back.

348.9

Power Efficiency - Gas Contract

The Acting Chairman proposed that;

�The Estate Office is given a mandate to instruct Power Efficiency in a similar fashion as the recent electricity contract.�

The proposal was agreed unanimously.

348.10

Health & Safety

Johanna Papp reminded the Board she had previously reported the dry riser hose pipes in Block 7 were too short. She also requested an up-date following the recommendations in the H&S report regarding on the Block 7 riser cabinet and the proposed alterations

It was proposed;

�To ask the estate manager to prepare quotation for the alterations to the riser�

The proposal was agreed unanimously.

348.11

Corporate Bank Account � Feed Back

The Acting Chairman reported that the bank manager was due to revisit the Estate but had cancelled due to sickness.

Dissatisfaction with the present bank and difficulties in changing banks was then discussed.

It was proposed;

�The Estate Office are requested to report back to the Board next month with recommendations on alternative banks�

The proposal was agreed unanimously.

348.12

AOB

Mike Tungay reported his concerns about the brick footpath and asked if quotations could be obtained for filling in.

Johanna Papp enquired about the £70K in the Corporate Account and a discussion took place. Feargal Brennan said it would be shown in the audit.

The meeting closed at 20.00 hrs

MINUTES OF 347^TH MEETING OF THE BOARD OF DIRECTORS HELD IN THE HALL, ST PAUL�S COURT ON MARCH 14^TH AT 19.00 HRS .

Present:

Mike Le Fevre Chairman (Acting)

Feargal Brennan

John Culhane

Robert Gorf

Steven Keen

Johanna Papp

Mike Tungay

In attendance: Angela Shakerchi (Minutes Secretary)

A quorum was present and the meeting opened with standing orders in effect.

John Culhane proposed Mike Le Fevre as Chairman of the meeting seconded by Steven Keen

347.1

Apologies for absence:

Keith Mallinson

347.2

Minutes of last Meeting:

The 346^thMinutes were approved with amendments to 346.9 second paragraph

Notice Board Minutes:

The 345^th Notice Board Minutes were approved with one amendment. It was agreed Johanna Papp�s statement be included in minute 345.8

347.3

Matters Arising

Mike Tungay referred to the previous meeting as he was concerned that EGM proxies had been completed incorrectly. A discussion followed and it appeared a misunderstanding had occurred over question 1

John Culhane asked Mike Le Fevre if he had considered taking on the role of Chairman. MLF requested that the question be asked at the next meeting but agreed to be Acting Chairman in the interim period.

It was proposed by Feargal Brennan that �The acting Chairman continue to act as chair in order to provide continuity of line management for the estate team until the next board meeting�.

This proposal was unanimously agreed.

Johanna Papp�s proposal for the appointment of a Company Secretary would also be considered at the next meeting

Matters Arising (contd)

Johanna Papp followed up her question from the last meeting asking whether mobile phones could be connected to the Telguard System. A discussion took place over the security/management issues that might arise over this proposal.

It is requested that the Estate Manager report and make recommendations on his return from annual leave for the next board meeting .

347.4

Dates of Next Meetings:

11^th April, 23^rd May 19^th , June 13^th

347.5

Estate Manager�s Report:

Gardeners� Report:

The Gardeners� Report was tabled and the Board agreed that reports should not come directly to them but to the Estate Manager. The Estate Manager should then make his recommendations to the Board

Building Insurance Premium:

The Chairman recommended that it be paid immediately.

This was unanimously agreed.

JHP - Tender Documents Lift Refurbishment Block 1 :

The Chairman proposed JHP�s tender recommendations should be accepted. This proposal was seconded by John Culhane.

Feargal Brennan said he supported the proposal on the understanding that the Section 20 Notices had been properly executed

The proposal was agreed unanimously.

John Culhane proposed that all Section 20 Notices be circulated to the Board in future.

This proposal was agreed unanimously

Legal Advice leaseholder�s sub-letting proposal:

A discussion took place on the advice received from the Company�s solicitor. The Chairman proposed �On the basis of the legal advice received that no amendment be made to the existing subletting procedures�

The proposal was agreed unanimously.

Estate Manager�s Report (contd)

Additional legal advice received on introducing credit checks on proposed sub-tenants was rejected.

Board agreed to maintain the status-quo.

Leaseholders� Questions � Operating Budget:

John Culhane agreed to assist the Estate Manager in replying to a leaseholder�s questions on the operating budget.

Recording Equipment:

The proposed purchase was discussed and it was agreed that the Estate Office should purchase a machine not more than £50.00

347.6

Watts Group � Roof Streets Report Blocks 7 & 8

Trevor Rushton�s report was discussed. John Culhane proposed that the report be circulated to leaseholders in Blocks 7 & 8 and that Mr. Rushton meet with the Board and interested leaseholders to explain his observations and recommendations.

This was agreed

Following the report�s findings the Board discussed when to resume service charge invoices to Blocks 7 & 8

The board discussed the need to maintain sufficient funds for any future works to the roof streets .

The Chairman proposed that Blocks 7 & 8 be requested to commence paying their service charges on the 25^th June at the same level as 2010.

This was unanimously agreed.

347.8

Block 7 Dry Riser

Johanna Papp explained the problems with the Dry Riser in her block. To await the return of the Estate Manager.

347.9

Health & Safety Report

The Chairman said Mr Cooper had made good recommendations.

Robert Gorf said the report needed to be tailored for St Paul�s Court.

Feargal Brennan had written to Mike Le Fevre with his concerns over the policy documents. These concerns will be put to our advisor upon the Estate Manager�s return from annual leave

Health & Safety Report (contd)

It is requested that the Estate Manager report back and make any recommendations for the next board meeting.

347.10

Corporate Banking

Robert Gorf questioned the balance in the Corporate Account and both he and Feargal Brennan requested copies of bank statements.

The problems with NatWest and their list of authorised signatories were then discussed.

Steven Keen informed the Board that a review was scheduled with a representative of the bank who would visit St Paul�s Court on the 22^nd March 11.

Any director who was not a signatory wishing to become one could sign the mandate at that time.

347.11

Any Other Business

Steven Keen reported that a leaseholder in his block had requested information on block reserves and service charges. SK would reply to him shortly.

Robert Gorf said that Whitestone would need to come to the Estate in the warmer weather to make good the sand grouting damaged by frost.

Johanna Papp questioned under health & safety why there was no fire alarm on the Estate.

There being no further business the meeting closed at 9p.m

Post Meeting

Following the Chairman�s email motion �that the board authorises the Estate Office to instruct Power Efficiency to secure a deal for the electricity when the contract expires� The results of the motion were as follows:

For the proposal 7

No response received 1

Against the proposal Nil

MINUTES OF 346^TH. MEETING OF THE BOARD OF DIRECTORS HELD IN THE HALL, ST. PAUL�S COURT ON FEBRUARY 2^ND 2011 AT 19.00 HRS

	Present:) Mike LeFevre Chairman ( Acting) Fergal Brennan, John Culhane Robert Gorf Steven Keen Keith Mallinson Johanna Papp Mike Tungay In attendance: Angela Shakerchi (Minutes Secretary) A quorum was present and the meeting opened with standing orders in effect. Mrs Papp proposed Mr LeFevre as Chairman of the meeting. Mr Keen seconded the proposal and all Agreed.	Action: MLF FB JC RG SK KM JP MT
346.1	The Minutes of the last Meeting: Approved with following amendments. 345.8 Mrs Papp said the statement relating to her was inaccurate.	DROP
346.2	Matters arising Mrs Papp proposed future minutes be taped. After discussion Mr Brennan proposed that the recording be kept until the Board�s next meeting and referred to for clarity if required. The minute secretary to delete the recording following approval of the draft minutes. The proposal was Agreed by 6 votes with 2 abstentions. Estate Office to arrange purchase of relevant technology.	Estate Office
346.3	Date of Next Meetings: March 14^th April 11^th May 19^th
346.4	Block 1 Lift Refurbishment Three companies submitted tenders which the Board opened. 1. Crown Lifts £29,012.00 plus options ex VAT 2. PDERS £27,862.00 plus options ex VAT 3. Oakland Excelsior £25,980.00 plus options ex VAT The Chairman requested that tenders should be analysed by the Company�s Quantity Surveyor J. Hewitt for a tender report . The proposal was agreed unanimously.	GI/Estate Office
346.5	Tender Report 73 More Close The tender report was tabled . Mr Brennan proposed the Board follow Mr P Henry the building surveyor�s recommendation that Ifield & Barrett be appointed to carry out the works. Mr Le Fevre seconded the proposal. The proposal was agreed unanimously.	GI/Estate Office
346.6	Correspondence from leaseholders: 1. (A leaseholders� questions on the Operating Budget: Mr Culhane said the set of questions could not be answered at the Board Meeting and proposed that the Estate Manager draft his response to be circulated to Board Members for the next Board Meeting. The proposal was agreed unanimously. 2. Part 1. A Leaseholders� proposal on possible changes to the Licence to Sublet policy. The Chairman proposed the Company obtain legal opinion and report back to the Board. The proposal was agreed unanimously. Part 2. The leaseholders� second proposal on a central renting service for parking spaces The proposal was rejected unanimously	GI/Estate Office GI/Estate Office DROP
346.7	Estate Manager�s Report Grounds Report. JJ Jones the Estate gardener had requested an increase in his monthly rate to £1,560 + VAT. This was discussed and a comparison made with a 2010 rival bid. Mr Brennan proposed that Mr Jones�s monthly rate be increased. The proposal was seconded by Mr. Keen. The proposal was agreed unanimously.	GI/Estate Office
	Cleaner Resignation It was noted that that a cleaner had resigned and a suitable replacement would be found by the Estate Manager.	GI/Estate Office
	Gliddon Road Entrance Paving Mr Gorf raised the issue of uneven paving slabs at the Gliddon road entrance. The Chairman said the Estate Manager would report back when the Gas Board had completedtheir current works to the Gliddon Road entrance.	Ongoing
	Health & Safety Report Block 7 Service Riser Mrs Papp raised the potential H&S issue with block 7 service riser highlighted by the H&S report from Richard Cooper the Estates H&S advisor. This was discussed. It was proposed that the Estate Manager is requested to make his recommendations as to the options in consultation with Mr Cooper the Health & Safety consultant. The proposal was agreed unanimously	GI/Estate Office
346.8 346.8 Contd.	Health & Safety policy documents Mr Brennan was concerned that the policy made no reference to leaseholders. Mr Brennan said he would write to MLF with his concerns. The H&S advisor to be asked if it is possible to clarify the situation regarding the policy and leaseholders.	GI/Estate Office /H&S Advisor
346.9	Any Other Business: Mrs Papp proposed that a new Chairman be appointed and nominated Mr Le Fevre. She suggested re-instating a Company Secretary and proposed Mr. Gorf . She said failure to appoint a Chairman and Secretary could result in a management company being appointed. Mr Le Fevre said he would consider the proposal.	Ongoing
	Mr Culhane recommended that the Board should invite the auditors to discuss concerns expressed by Mrs Papp, Mr Gorf & and Mr. Brennan.	Ongoing
	Mrs Papp reported that leaseholders without a land line telephone were apparently unable to connect to the entry system. The Estate Manager would be requested to investigate to see if the system can effect entry in these circumstances and report back.	GI/Estate Office
	Mr Keen reported that the illegal tenants in his block were still residing there. The eviction was due in January but delayed due to the bailiff�s backlog.	Ongoing
��	Mr Keen had received a letter from a leaseholder questioning the Company�s liability for hot water damage. A discussion took place on the Company�s liability. Mr Brennan referred to the lease and Mr Culhane said the liability was for failure to maintain the hot water system.	SK/EstateOffice
	Mr Culhane requested that Mr. Le Fevre�s maps be installed. Mr Le Fevre agreed to consult with the Estate Manager on numbers.	MLF/ Estate Office
	Mr Gorf reported he had emailed the Estate Manager about faulty lighting which had not been repaired	Estate Office
	Mr Tungay referred to the EGM and questioned why Mrs Papp & Mr Gorf�s proxy votes were filled in incorrectly. They replied they were not involved in their completion	Drop
	Mr Gorf asked about the installation of SKY to the Estate. Mr Keen explained the current status that the Manager was awaiting a new proposal from Sky�s contractors	Ongoing
	There being no further business the meeting closed at 20.15 hrs

MINUTES OF 345^TH. MEETING OF THE BOARD OF DIRECTORS HELD IN THE HALL, ST. PAUL�S COURT ON JANUARY 5^TH 2011 AT 19.00 HRS

345.1

345.2

345.3

345.4

345.5

345.6

345.7

345.8

Present:
John Culhane (Chairman)
Fergal Brennan,
Robert Gorf

Steven Keen
Mike Le Fevre

Keith Mallinson
Johanna Papp
Mike Tungay

In attendance: Angela Shakerchi (Minutes Secretary)

The Chairman declared that a quorum was present and that standing orders were in effect

The Minutes of the last Meeting: Approved with amendments,.

The Minutes of Special Meeting of the EGM 9^th December 2010 were approved.

Matters arising
Lease Extension
Mr Brennan informed the meeting of the next steps required to progress the Lease Extension. He suggested putting the legal work out to tender and this was unanimously agreed.

49 More Close
Mr Keen reported that he and the Estate Manager had attended a court hearing, and that an eviction order had been obtained.

Front Door working Party
Mr Brennan requested the Estate Office to check the availability of potential members of the Committee

Blocks 7 & 8 Roof Streets
The proposal from Mr Rushton of the Watts Group had been circulated to the Board and this and previous surveys were discussed. The Chairman said that a definitive view was required both on the roof streets and the flat roofs, and Mr Rushton would be requested to discuss his findings with Paul Henry and Richard Morgan He would also be asked to contact the blocks 7 & 8 directors. Mr le Fevre proposed and Mr Keen seconded the motion that the board accepts Mr Rushton�s proposal and this was unanimously agreed. The Estate Manager was instructed to co-ordinate dates and arrange for the necessary preparatory work.

Mr Brennan reported that Ifield & Barrett had displayed their work at St Paul�s Court on their website without informing the company, describing the Estate as a social housing project. The Estate Manager was instructed to investigate and report

Xmas Gratuities.
The Chairman reported that the Estate Manager had voluntarily foregone his Christmas gratuity and that he had agreed with the Estate Manager that the other Christmas gratuities would be paid net of income tax.

Correspondence with Leaseholder in Block 3a
The Chairman reported having received several letters from a leaseholder in Block 3a. He requested that her Block director offer to discuss her concerns with her and that any future enquiries of this nature should be directed to the Estate Office. Mr Tungay agreed to contact her.

Date of Next Meetings: February 2nd 2011 and March 14th

Estate Manager�s Report (tabled)
Building Works:
The Estate Manager reported that two proposals
to repair the paving slabs were received from Whitestone & AWC. The Chairman proposed that since Whitestone�s price was the cheaper, their proposal should be accepted and this was unanimously agreed.

Mr Brennan complained that the red brick path had not been repaired and proposed that he would personally experiment by brushing dry mix over a small area and report back. It was unanimously agreed that he should do so.

Mr Gorf asked about satellite TV on the Estate. Mr Keen explained the current problems with SKY and said that current negotiations should be resolved in January.

Health & Safety
It was unanimously agreed that the report received from Mr Cooper be circulated to the Board.

Problems Relating to Heating Blocks 1 & 2
Mr Le Fevre reported that he had received complaints regarding lack of heating following the shut-down.

Damage to Carpet in More Close � allegation of financial irregularity

The Chairman said that in September he had claimed for damage caused by a leaking radiator valve and reminded the board that he had announced his intention of making this claim to the board at its June 28 meeting, at which there had been no objections, and that subsequently Mr Brennan has described this as irregular.

After discussion Mr Keen proposed that whereas the payment in September 2010 of a claim by the Chairman for damage caused by a leak from a radiator in 89 More Close may be seen as a financial irregularity, the Board NOTED that the damage had been caused by the hot water system, that it was the company�s responsibility to maintain the hot water system, that Mr. Culhane had a valid claim as a leaseholder, and that he had informed the Board on June 28,2010 of his intention to make this claim and the Board therefore RESOLVED that the claim had been correctly paid and that no financial irregularity had occurred and that this Resolution be passed to the Auditor for his decision on how this claim be settled

The Chairman put the proposal to the vote stating he would abstain. The Resolution was Approved by 4 Votes in Favour 3 Against and 1 Abstention

After discussion and the Chairman proposed and Mr. Brennan seconded the proposal that the following be added to Standing Orders:

Any director making a claim of any kind against the Company must notify the board in advance of his intention to do so.

This was unanimously agreed. The Chairman pointed out that this would include any claims made to the LVT.

Any Other Business

Mr Keen reported receiving a letter from a leaseholder alleging irregularities and malpractice in the Block 3 Lift refurbishment Section 20 Notices. He said he would inform the leaseholder that the process was carried out under Forsters� guidance.

The Chairman then made two observations on the state of the board. He said that is was dysfunctional, in that whenever Mr Brennan dissented from the view of the majority, Mrs Papp and Mr Gorf inevitably and unfailingly supported Mr Brennan, and that although its business required the Estate Manager to attend its meetings, he had been advised that the company should do its utmost to prevent contact between Mr Ivory and Mr Brennan.

He said that in addition he had been savagely attacked at the meeting following the EGM about his claim for a damaged carpet by Mr Slevin and others, and this could only have been instigated by a director.

In these circumstances he felt he had no option but to resign as Chairman.

Mrs Papp said that the statement which referred to her was inaccurate.

Members of the Board expressed their regret and Mr. Tungay proposed a vote of thanks to the Chairman which was given.

The Meeting Closed at 2100 hrs.

Action

MINUTES OF THE EXTRAORDINARY GENERAL MEETING HELD ON DECEMBER 9^TH 2010 IN THE HALL OF THE ESTATE OFFICE AT 1900 HRS

1.1

1.2

1.3

1.4

Present

Mr J Culhane               (Chairman)
Mr F Brennan              Director
Mr R Gorf                    Director

Mrs J Papp Director
Mr M Tungay Director

In Attendance: Mrs A Shakerchi (Minutes Secretary)

Apologies: Mr K Mallinson Mr M LeFevre Mr S Keen

In addition to the members of the Board 42 shareholders attended the meeting and 80 proxies were received.

Notice of quorum

The Chairman reported that due notice had been given and that a quorum was present. Accordingly the Chairman declared the meeting open.

Business of the meeting

The Chairman reported that the business of the meeting was to:

1. To approve the extension of each lease to 999 years for an administration fee to the company of £50 (�Lease Extension�)
2. To approve the company instructing Forsters LLP to take such steps and draft such documentation as the Company requires to effect the Lease Extension.

Mr Brennan reported on the professional advice he had received on the proposed lease extension.

Shareholders attending were requested to vote on the resolutions.

Resolutions 1.

The Chairman reported he had received :

64 Proxy Votes FOR and 16 AGAINST.

Shareholders voted : 29 FOR and 0 AGAINST

Resolution 1. was APPROVED by 93 votes. 16 AGAINST

Resolution 2.

The Chairman reported he had received :

Proxy votes 77 FOR and 3 AGAINST

Shareholders present voted 31 FOR 0 AGAINST.
Resolution 2. was APPROVED by 108 votes FOR 3 AGAINST

The Chairman declared both Resolutions Approved

A leaseholder thanked Mr. Brennan for his work on the lease extension

The meeting closed 20. 30 hrs.

NOTICE BOARD MINUTES OF 344^TH. MEETING OF THE BOARD OF DIRECTORS HELD IN THE HALL, ST. PAUL�S COURT ON 24^th NOVEMBER 2010 AT 19.00 HRS

344.1

344.2

344.3

344.4

344.5

344.6

344.7

344.8

344.9

344.10

344.11

Present:

John Culhane (Chairman),
Fergal Brennan,
Robert Gorf
Steven Keen,
Mike Le Fevre
Johanna Papp
Mike Tungay

In attendance: Angela Shakerchi (Minutes Secretary)

Apologies: Mr.Keith Mallinson

The Chairman declared that a quorum was present and that standing orders were in effect

The Minutes of the last Meeting: Approved as drafted.

The Minutes of Special Meeting of 12^th November
Approved with the addition of a list of directors� interests.

Matters arising

Block 3 lifts
The report by Clive Watson of BW Consulting Engineers on the feasibility of extending a lift into the car park was tabled and discussed. It was unanimously agreed to accept the conclusions of the report and not to proceed with any such extension.

The Chairman proposed that since the Company had complied with Section 20 Notice requirements, the contract for the refurbishment of both Block 3 lifts be awarded to Oakland Excelsior Ltd in accordance with their tender. This was unanimously agreed.

Front Door replacement policy.

Mr Keen regretted he was now unable to contribute due to business commitments. Mr Brennan reported that he had three or four volunteers, and Mr Gorf said he would join the Working Party.

Date of Next Meeting: January 5^th 2011

Estate Manager�s Report (tabled)
Grounds Report
The Chairman said that the reference to a gardening sub-committee was incorrect. Mrs Papp said she concurred with the Estate Manager�s authorisations totaling £2945 plus that necessary to irrigate the SW garden.

Estate Heating

The Estate Manager reported a leak at the junction of pipes supplying hot water to Blocks1, 2 & 3c and the Nursery School. Essential temporary repairs were being carried out.

Operating Budget for 2011 (Tabled)

The Chairman said costs were based on 3% inflation and that included an additional £15K for unanticipated repairs to the heating system. After discussion the budget was unanimously agreed.

Maintenance Budget for 2011 (Tabled)

It was agreed that the Block 1 lift required refurbishment in 2011 and the Block 2 lift in 2012. The Chairman proposed that a Section 20 part 1 notice be sent to the leaseholders of block 1 and this was unanimously agreed.

The Chairman noted that there was a difference of opinion between the Estate Manager on the one hand, and Mrs Papp and Mr Gorf on the other, concerning the need to refurbish the roof streets in 2011 or soon thereafter. He said he would ask Mr Keith Redshaw to recommend a firm of chartered surveyors of repute who would be asked to advise the Company on this point after examining all available information.

Post meeting note: Mr Redshaw has recommended Watts Group plc, a leading and highly reputable firm of Surveyors.

Advance Service charges for 2011

The Long Term Financial Review was tabled. Apart from the lifts and roof street works discussed in 344.8 above and the redecorations required in 2012, the next major expenditure would be the repair and renewal of the block roofs, which the Estate Manager expected to be necessary in eight to ten years time.

The responsibilities of the Company to build up funds for anticipated expenditure according to the lease was discussed. Mr Brennan expressed his belief that the Company should not collect unnecessarily large block reserves, and that in light of the financial projections, Block 9 already had sufficient funds for the next five years anticipated expenditure. He proposed that Block 9 pay no service charges in advance in 2011. This was seconded by Mr Gorf and was unanimously agreed.

The need for Blocks 7 & 8 to build up even larger reserves to meet the costs of roof street refurbishments, which may or may not be necessary within the next few years, was then discussed. Mrs Papp proposed that the board defers determining the Advance Service charges for Blocks 7 and 8 until its last meeting before March 25 and that no payment would be demanded from Block 7 & 8 leaseholders on Dec 24 2010. Subject to the provisions of the lease, this was unanimously agreed.

In view of the need to pay for the lift work on Blocks 1 and 2 the Chairman proposed that the Advance Service Charge for Block 1 should be unchanged and that for Block 2 increased by 3%. He also proposed that the Advance Service Charge for Block 3 be reduced from the present level by 10%. These proposals were unanimously agreed.

ANY OTHER BUSINESS

Mr Brennan reminded the Board that it had been agreed Heath & Safety should be routinely included in the Estate Manager�s Report, and that the Board had not yet received the Health & Safety Report from Richard Cooper.

The Minutes secretary left the meeting at 2100 hours

Xmas Gratuities

These were discussed and agreed, for a total of £740.

There being no further business, the meeting ended at 2110.

Action

MINUTES OF THE SPECIAL MEETING OF THE BOARD OF DIRECTORS

OF ST PAUL�S COURT LTD

ESTATE OFFICE HALL

FRIDAY 12^TH NOVEMBER 2010 AT 19.00 HRS

1.

2.

2.1

2.2

3

3.1

3.2

4

4.1

4.2

4.3

4.4

5.

5.1

5.2

5.3

6.

6.1

6.2

6.3

6.4

7

Present:
Mr. John Culhane (Chairman),
Mr. Fergal Brennan,
Mr. Robert Gorf,
Mrs. Johanna Papp
Mr. Mike Tungay

Apologies: Mr. M L E Fevre, Mr. S Keen Mr. K Mallinson

Notice and quorum
The Chairman reported that due notice of the meeting had been given and that a quorum was present. Accordingly, the Chairman declared the meeting open

Business of the meeting
The Chairman reported that the business of the meeting was to:

Approve the extension of each lease term to 999 years for an administration fee of £50 (the "Lease Extension"); and

Convene a general meeting of the Company at which resolutions to approve the Lease Extension would be proposed.

Interests in proposed arrangements with the Company

Each director present declared the nature and extent of their interest in the proposed arrangements to be considered at the meeting in accordance with the requirements of section 177 of the Companies Act 2006 and the Company�s articles of association

It was noted that pursuant to article 13(4) of the Company's articles of association, a director may vote in relation to any proposed transaction or arrangement in which they are interested

Documents produced to the meeting

The following documents were produced to the meeting:

Valuations from each of the Estate Agents Tates and Latymers (the "Valuations");

A letter from Residents Line confirming that the directors present were personally covered under the terms of the Company�s D&O Policy

A notice convening a general meeting of the Company at 19.00 on 9^th December 2010 at the Estate Office St Paul�s Court (the "Notice"); and

A form of proxy relating to the general meeting (the "Proxy Form").

Lease Extension

The Chairman noted that the Company had received advice on the Lease Extension from Forsters LLP. The Chairman further noted that the Company had been advised by Forsters LLP to obtain an independent written valuation from a reputable estate agent to the effect that a third party would not charge anything more than a nominal amount for the extension of the leases to 999 year leases.

The Chairman explained that the Valuations had been obtained supporting the opinion that the Lease Extension would not alter the value of the properties and that therefore, there should be no breach of the board�s fiduciary duties if the Lease Extension was effected for nil consideration. The meeting considered the Valuations.

The Chairman reported that if the board approved the Lease Extension, a general meeting should be called at which a resolution approving the Lease Extension would be proposed.

Resolutions
Following consideration, including consideration of the matters referred to in section 172(1) of the Companies Act 2006, IT WAS RESOLVED to:

approve the Lease Extension and, subject to the resolutions in the Notice being passed by the Company, authorise any director and, in the case of any document requiring execution as a deed, any director in the presence of a witness who attests their signature, to execute any document required to be executed by the Company in connection with the Lease Extension subject to such amendments as those executing the same on behalf of the Company think fit;

subject to the resolutions in the Notice being passed by the Company, authorise any director of the Company to do all such acts and things as may be required in order to effect the Lease Extension;

convene a general meeting of the Company at 19.00 hrs on at the Estate Office St Paul�s Court to consider the resolutions proposed in the Notice; and

direct the Estate Manager to send copies of the Notice and Proxy Form to those entitled to receive them.

Close
There was no further business and the Chairman declared the meeting closed at 7.30 pm.

LIST OF ATTENDING DIRECTORS� INTERESTS IN THE COMPANY

Mr F Brennan No. of Shares One Joint leaseholder

Mr J Culhane No. of Shares One Tenant in common

Mr Gorf No. of Shares One Leaseholder

Mrs J Papp No. of Shares One Leaseholder

Mr M Tungay No. of Shares One Tenant in common

MINUTES OF 343^RD. MEETING OF THE BOARD OF DIRECTORS HELD IN THE HALL, ST. PAUL�S COURT ON 27^TH. OCTOBER, 2010 AT 19.00 HRS

343.1

343.2

343.3

343.4

343.5

Present:

John Culhane (Chairman),
Fergal Brennan,
Robert Gorf,
Johanna Papp
Mike Tungay

In attendance: Neil Springate (Minutes Secretary)

Apologies: None received

The Chairman declared that a quorum was present and that standing orders were in effect

The Minutes of the last Meeting
Were approved as amended.

Matters arising
Lease extension:
Mr Brennan had been in contact with Tates and Latymers, both of whom would write confirming that extending the lease to 999 years would not add value to the properties. He suggested that if the board agreed to extend the lease, an EGM be called to ratify the Board�s decision, perhaps circa 9^th. December, 2010 and this was unanimously agreed. Mr Brennan would ask Forsters to confirm that that the Estate Agents� opinions would be acceptable, and if so to liaise with the Estate Manager to obtain a suitable indemnity for current directors.

Illegal sub-let in More Close:
The Estate Office reported that a Section 146 Notice had been served on the tenant on 13^th. October, 2010. The Tenant�s legal representatives had arranged a meeting with the Estate Manager and the Board unanimously agreed the Company�s solicitors should be present at any such meeting

Block 3 lifts:
A revised Section 20 notice had been sent to all leaseholders in Block 3 on 13^th. October, 2010. The Company would proceed on 13^th. November, 2010, if no objections were received. The Chairman reported that Bureau Veritas had issued a warning on one lift. The Chairman said that some leaseholder had enquired whether one lift could be brought down to the car park. There were major structural issues to be considered and it was unanimously agreed that a survey should be carried out to determine the feasibility and cost of such an extension

Front door redecoration:
Mr Brennan said that some leaseholders had replied to his invitation to help formulate the door replacement policy and he would organise a meeting as soon as Mr Keen was available. Mr Brennan said that he would invite Gary Ivory to attend

Dates of next meetings: November 24 and either January 5 or 10. The Estate Office will check with Directors to settle which.
.
Estate Manager�s Report (tabled)
Roof street drains and gulleys:
Two quotes for cleaning had been received, one from Drain Away (ex JBI) for £8475 and the other from MetroRod for £13,000, which had been circulated to the Board. The Chairman proposed the work be commissioned from Drain Away and this was unanimously agreed.

A.O.B
Mrs Papp asked whether a supply of grit was in stock and, if not, whether an ample quantity should be purchased. This was unanimously agreed.

Mr Culhane reported on the Block 3c election meeting, held on Monday, 25^th. October, 2010. Stephen Keen was re-elected, by 14 votes to 11 for Mr Rendle.

There being no other business, the meeting closed at 19.45

Action

NOTICE BOARD MINUTES OF 342^ND MEETING OF THE BOARD OF DIRECTORS HELD IN THE HALL, ST PAUL�S COURT ON 28^TH SEPTEMBER AT 1900 HRS

342.1

342.2

342.3

342.4

342.5

342.6

Present :

John Culhane (Chairman)

Fergal Brennan

Robert Gorf

Mike Le Fevre

Keith Mallinson

Johanna Papp

In attendance: Angela Shakerchi (Minutes Secretary)

Apologies: Mr M Tungay, Mr S Keen

The Chairman declared that a quorum was present and that standing orders were in effect.

The Minutes of the Meeting of 25^th August were approved with amendments.

Matters Arising

Lease Extension:

Mr Brennan reported he was in contact with Estate Agents and would report to the Board when he had a valuation. The Company�s solicitor had confirmed a reputable Estate Agent�s valuation would be acceptable.

Electricity & Gas Contracts:

The Chairman reported the electricity contract with EDF had resulted in savings over current rates and that the gas contract had been let with British Gas resulting in savings of £1,500.

Block 3 Lifts:

It was reported the Section 20 notice had not specified that 2 lifts were being refurbished and that leaseholders had not received notice of the total costs. The Chairman said he would request that the Estate Manager send out a new Section 20 notice to leaseholders of Block 3.

Mrs Papp questioned the planned dates of the lift refurbishment for Blocks 1 & 2 and asked whether there were adequate reserves. This was confirmed.

Front Door Redecoration:

The Chairman said he would circulate his notes on the informal meeting held to discuss the redecoration and replacement of the front doors.

Mr Brennan said he would send out a letter to all leaseholders requesting interested leaseholders volunteer to join the Working Party.

Dates of Next Meetings

27^th October and 24^th November 10.

Estate Manager�s Report (tabled)

Health & Safety

The Chairman reported The Estate Manager was meeting with Mr Cooper the H&S consultant and the Board would receive his report shortly.

Grounds Report

Mr Jones had submitted his report to the Board. The Chairman said that at a later date a small group of Directors should walk around the gardens together with the Estate Manager and Mr Jones to understand the proposals put forward. Mrs Papp and Mr Gorf volunteered to accompany the Estate Manager and Mr Jones.

Review of the New 10 Year Plan

The 10 Year Plan, compiled by the Estate Manager, the Building Surveyor and costed by JHP was tabled. The report was found to be incomplete but was discussed. The Estate Manager recommended that all roof replacements be completed within the next 10 years. Block 9 roof would need replacing within the next 5 years.

Mrs Papp alerted the Board to the growth of Ivy on the roofs and the Estate Manager would be requested to check this.

The Chairman suggested that when scaffolding was erected for the concrete spalling it would be timely to inject insulating foam into the outer walls thereby saving on gas. This was discussed.

Mr Brennan expressed concern over possible future expenditure on pipe work and Mr Le Fevre also advised that drainage descaling was important.

Mr Le Fevre advised that the fire escape balconies needed repainting and it was suggested that the use of a cherry picker be used instead of scaffolding.

It was agreed to revisit the 10 year plan with the correct sheets.

Any Other Business

The Chairman proposed that following the resolution passed at the AGM that the Board request the Accountants FSPG to carry out any necessary additional duties of the independent auditor as laid down in the lease. The accountant meet with the Board to agree what this should be.

Mr Brennan seconded the proposal and it was unanimously agreed.

Mr Mallinson reported leaseholders were pleased the Estate Manager had returned.

The illegal sublet in More Close was discussed.

Mr Gorf questioned the terms of the Data Protection Act and it was confirmed that the office could not disclose information to leaseholders. However in elections the office could circulate correspondence.

There being no further business the meeting closed at 20.00 hrs

MINUTES OF THE 341^ST MEETING OF THE BOARD OF DIRECTORS HELD IN THE HALL ST PAUL�S COURT ON 25^th AUGUST 2010 AT 1900 HRS

341.1

341.2

341.3

341.4

341.5

341.6

341.7

341.8

Present :
John Culhane, (Chairman)
Feargal Brennan
Robert Gorf
Stephen Keen
Keith Mallinson
Johanna Papp
Mike Tungay

In attendance: Angela Shakerchi (Minutes Secretary)

Apologies: Mr M Le Fevre.

The Chairman declared that a quorum was present and that Standing Orders were in effect.

Minutes of the Meeting of 28^th July were approved

Matters Arising
Lease Extension:
Mr Brennan reported on legal advice received and said that he would now consult with local Estate Agents and others with experience in this field to estimate the increase in value of properties if the lease was extended to 250 or 999 years. Forsters had advised that should the company extend its leases, it should ensure that the Directors were indemnified for any future liability.

Dates of next meetings: September 28^th , November 24^th

Estate Manager�s Report (tabled)

Satellite TV:
Mr Keen reported that with the Chairman�s Agreement he had signed a contract with SKY for SCC to equip and supply the Estate at its entire cost. SKY will install its own equipment and supply subscribers according to their contract terms. Arabsat and Hotbird would also be available under separate contract terms.

Grounds Report:
The Estate Manager reported that Joseph Jones had   submitted a report on intended improvements.

Electricity Contract
Power Efficiency is in the process of obtaining improved terms from EdF

Draft Accounts
The Audit Committee reported that the statutory accounts now agreed with the block accounts and that all Mr Brennan and Mr Gorf�s concerns had been addressed. They recommended that the accounts be approved.

Mr Brennan said that he believed that the financial procedures were in breach of the lease.   The Chairman reminded him that FSPG had been appointed the Independent Accountant and that his claim to the LVT that that they were not had been dismissed. Mr Brennan requested that his dissent be included with the accounts.

After discussion the Chairman proposed the draft accounts be accepted. Mr. Mallinson seconded the proposal and it was agreed with 4 in favour and 3 against. Mr le Fevre asked that it be recorded he was in favour.

Service Charge Percentages
The Chairman reported the auditor had adjusted the proportions that each leaseholder was charged for Estate and Heating Expenditures so that the totals add up to 100% in each case.   The Board agreed that this was fair.

Front Door Redecoration
Request for EGM
The Chairman reported he had received a request from 30 leaseholders for an EGM to pass a resolution affecting the planned redecoration works.

The board agreed that the AGM and an EGM would be held on Monday 27^th September 2010

Mr Brennan said he had also made an application to the LVT in this regard and outlined the grounds on which he had applied.

Mr Mallinson warned that delay to the project would increase costs, Mr Gorf said that not all doors needed repainting now and they should be done as and when needed. Mr. Keen reminded the board that several residents wanted replacement doors and it was important to maintain property values through proper maintenance. After discussion Mr. Tungay proposed and Mr Brennan seconded a motion that those doors which needed replacement or repair should be attended to and that a working party should report to the Board within 6 months with its recommendation when doors in good condition should be repainted, and how best to replace doors which reached the end of their useful life. All agreed with one abstention.
The Chairman proposed that Mr Tungay, Mr Keen and Mr Brennan form the working party. They agreed to do so.

Any Other Business
Roof Streets
The Chairman asked Mr. Gorf to explain his assertion to   leaseholders in Blocks 7 & 8 that there had been no reported leaks through the Block 3 roof street prior to its resurfacing, when these had been described at a previous Board Meeting. Mr Gorf referred to advice from his independent surveyor.
Security Cameras
Mr Gorf asked about security cameras and was informed that the Estate Manager had, after consultation with the police, advised they would be expensive and would not be a deterrent.

Health & Safety
The Board awaited a safety report from the Health & Safety consultant and Mr Brennan proposed that the Estate Manager repair dangerous places in the brick path. This was unanimously agreed.

There being no further business the meeting closed at 21 Hrs

Action

NOTICE BOARD MINUTES OF THE 340^TH MEETING OF THE BOARD OF DIRECTORS HELD IN THE HALL ST PAUL�S COURT ON TUESDAY 28^th JULY 2010 AT 1900 HRS

340.1

340.2

340.3

340.4

340.5

340.6

340.7

340.8

340.9

Present :
John Culhane, (Chairman)

Robert Gorf
Stephen Keen
Mike Le Fevre
Keith Mallinson
Johanna Papp
Mike Tungay

In attendance: Angela Shakerchi (Minutes Secretary)

The Chairman declared that a quorum was present and that Standing Orders were in effect.

Apologies

Mr F Brennan.

Minutes of the last Meeting
The Minutes 29^th June were approved

Matters Arising
Lease Extension: To await discussion when Mr. Brennan was in attendance.

Re-pointing the footpath: It was reported that the British Gas would shortly run a new pipeline through the Estate and that little could be done until this was completed. The Chairman said that paving stones that were dangerous should be marked.

Front door redecoration.

The Chairman explained that the original RFT erroneously included redecorating the common areas as well as the dwelling front doors, all of which were repainted in 2005. Since the lease requires that these areas be repainted every seven years, the RFT was reissued for the front doors only. Since the amount involved was £40K the Chairman said that since no leaseholder would be asked to pay more than £ 250 for the work, it was not now necessary to issue a Section 20 Notice for the redecorations. Two tenders had been received; the cheaper was Bells.

Mr. Gorf questioned the necessity of painting the doors. Mr. Mallinson and Mr. Le Fevre both referred to the terms of the lease and the Chairman said in order to fulfill the obligation imposed by the lease, the doors must be repainted before the weather changed. He proposed that the Board accept Bells tender.

Mr Gorf proposed that the project be postponed until a town meeting was held. This was seconded by Mrs Papp. This proposal was put to the vote and defeated by 5 votes to 2.

The Chairman�s proposal was then voted upon and agreed with 5 votes in favour and 2 against. The Chairman declared the proposal approved.

Dates of next meetings: September 28^th , October 6^th

Estate Manager�s Report (tabled)

Repairs To Block 7 & 8 Roof Streets

The Tender Report prepared by Paul Henry for these repairs was discussed. Mrs Papp proposed that Whitestone be awarded the tender. Mr Gorf seconded the proposal and it was unanimously approved.

Electricity Contract

Ms Gillam had recommend that the company continue with EdF as its supplier. The Chairman said our brokers considered their quotation expensive and would recommend a more competitive supplier. Mr Le Fevre asked the Board to empower the Chairman to accept the Brokers� recommendation when it was made and this was universally agreed.

Block 3 Lifts .

The Chairman reported favorably on his visit to �Westfields� shopping centre to inspect similar lifts in operation. He proposed that the Company should accept Oakland Excelsior Ltd�s tender for the two Block 3 lifts in principle and issue the Section 20 Part 2 notice. Leaseholders would be invited to inspect sample colours and materials for the doors and lift finishes.

Draft Accounts

The Chairman said he expected to receive the draft accounts by Friday. He stated there were small errors in the Service Charge Certificates due to software used by the previous accountant. The Audit Committee would meet and these would be corrected and reissued.

Any Other Business

Mr Keen reported on the illegal sub-tenancy in his block and related problems.
There being no further business the meeting closed at 20.30hrs

Action

NOTICE BOARD MINUTES OF THE 339^TH MEETING OF THE BOARD OF DIRECTORS HELD IN THE HALL ST PAUL�S COURT ON TUESDAY 29^TH JUNE 2010

399.1

399.2

399.3

399.4

399.5

399.6

399.7

399.9

399.10

Present :
John Culhane, (Chairman)

Feargal Brennan
Robert Gorf
Stephen Keen
Mike Le Fevre
Keith Mallinson
Johanna Papp
Mike Tungay

In attendance: Angela Shakerchi (Minutes Secretary)

The Chairman declared that a quorum was present and that Standing Orders were in effect.

Minutes of the last Meeting
The Minutes 19^th May were approved

Matters Arising
Lease Extension
Mr Brennan reported that he had spoken with Mr A Bakhaya who had administered the lease extension of Latymer Court and who would be prepared to advise SPC. Mr Brennan reported that he would also require legal advice from Forsters on the �management fee� and it was agreed that he should request this. He had spoken to FSPG about possible tax implications and recommended that before going ahead, directors should insure themselves against any future liability.

Dates of next meeting
July 28^th, September 1^st , October 6^thEstate Manager�s Report
Tender report � replacing the foot path.
Mr Brennan said that he considered that this work was not essential and very expensive. He proposed that the matter be discussed at the next meeting when more information would be available and this was agreed.

Everest Window Maintenance
Since Everest now require payment on completion of their repairs, the Estate Manager recommends that leaseholders & sub-tenants pay the engineers on completion and reclaim the cost directly from SPC Ltd. The Chairman proposed that this should be agreed and after discussion this was unanimously agreed.

Lift tender
The Chairman proposed that before a decision was made an example of the proposed design installed in a similar environment should be inspected, and it was agreed that Oakland be asked to provide details of suitable examples. The Chairman also proposed that leaseholders of Block 3 should be invited to comment on the internal colour scheme and this was agreed.

Front Door Redecoration
Tenders for the complete painting of doors and common parts, ranging between £66K and £170K, had been received. The lowest bidder was Bells. However the Chairman said that JHP�s Tender Report was unclear and clarification would be sought.

Insurance Matters
The Chairman reported that the insurance premium would increase by £4K to cover the Buildings insurance excess, which was more than the cost of meeting claims. The Chairman proposed, and after discussion it was unanimously agreed, not to incur the additional premium but for residents to meet the costs of the excess as claims occurred.

The Chairman confirmed that a rolling programme of checking leaseholders� hot water systems and replacing valves in poor condition with TRV�s would be implemented throughout the Estate.

Draft Accounts
The Chairman confirmed that the Service Charge Certificates had been circulated and that he understood that the draft accounts would be drawn up when the auditor returned from vacation the following week.

Gardeners
It was agreed it was the responsibility of the Estate Manager to monitor the gardeners.

Health & Safety
The Chairman reminded the Board that the actions of any gardener or other contractor working privately for a leaseholder on the Estate were not the responsibility of the Company. He also said that Richard Cooper, a Health & Safety Consultant, would visit SPC to audit the company�s current practices and advise on any changes he found desirable.

Mr Brennan requested that Health & Safety should be a monthly item at board meetings and this was unanimously agreed

Any Other Business

Mr Le Fevre reported that the area for washing cars was left in an unsatisfactory condition by some leaseholders. Mr Mallinson recommended that an appropriate letter be circulated and this was unanimously agreed .

Mr. Tungay reported that the Standard Life Pension Certificate had been circulated to all employees

Mrs Papp requested that the a meeting be arranged at which the Estate Manager and Paul Henry could describe the proposed repairs to Block 7 to its leaseholders, and Mr Gorf requested a similar meeting for Block 8. The Chairman agreed and asked Mrs Shakerchi to arrange these.

The Chairman asked Mr Le Fevre and Mr Tungay to carry out the Annual Performance Review of the Estate Manager.

Mr Keen explained the nuisance to neighbours and the breach of the lease caused by a sub-tenant in his Block. The matter had been passed to the Company�s solicitor

There being no other business the meeting closed at 8 p.m

Action

PH

GI

AS

MINUTES OF THE 338^TH MEETING OF THE BOARD OF DIRECTORS HELD IN THE HALL ST PAUL�S COURT ON WEDNESDAY 19^TH MAY 2010

338.1

338.2

338.3

338.4

338.5

338.6

338.7

338.8

338.9

338.10

338.11

Present :
John Culhane, (Chairman)
Robert Gorf

Mike Le Fevre
Keith Mallinson

Johanna Papp
Mike Tungay

In attendance: Angela Shakerchi (Minutes Secretary)

The Chairman declared that a quorum was present and that Standing Orders were in effect.

Apologies
Mr F Brennan & Mr S Keen

Minutes of the last Meeting
The Minutes were approved as amended.

Matters Arising
337.7 Mr Tungay asked for a report on the possibility of access to the lift from the car park. This is awaited.

337.9 Emergency plumbing. The Chairman proposed that any leak found by the Company Engineer on an emergency call out should repaired on the spot and charged to the Leaseholder. This was unanimously agreed.

Lease Extension: In Mr Brennan�s absence, nothing further to report

Dates of next meetings: June 29^th July 29th.

Legal Representation at the Lands Tribunal
The Chairman stated that the company would oppose the appeal by Mr Brennan from the decision of the LVT, and proposed that Forsters should represent us. This was unanimously agreed.

Estate Manager�s Report (tabled)

Gliddon Road Wall
The Estate�s Surveyor, Mr Henry, had recommended that Whitestone�s tender should be accepted if they reduced their price by £1,000 to £12,200. The Chairman proposed that if the Estate Manager could negotiate this, Whitestone should be awarded the contract. This was unanimously agreed.

Front Door Renewal
The Chairman tabled the door survey carried out by Mr Hewitt who reported that the doors were generally in good condition with only four needing replacement.

The Chairman proposed that the company should therefore repaint, and if necessary repair or renew, the front doors of the estate. This was unanimously agreed and the Estate Manager was instructed to seek tenders.

The Chairman reminded the Board that only Block 9 would require a Section 20 Notice and that if the leaseholders of block 9 waived their rights to notice, the repainting of these doors could be included in the main work. All agreed that the Estate Manager should issue a S20 notice to Block 9 and to seek their agreement.

Block 3 Lifts
The Chairman proposed that if there were no significant adverse responses to the Section 20 Notice by 3^rd June the Estate Manager be authorised to request tenders. All agreed.

Audit Committee Report

The Chairman said that Ms Gillam had responded to Mr. Brennan�s queries and that if there were no further queries, the Draft Accounts could be prepared.

The Audit Committee would meet on June 3^rd if it was necessary to resolve any additional queries from any Board members.

Mr le Fevre proposed that any queries relating to the accounts should in the first instance be addressed in writing to the Audit Committee through the Chairman. This was unanimously agreed.

Any Other Business

There being no other business the meeting closed at 8pm

NOTICE BOARD

MINUTES OF THE 337^TH MEETING OF THE BOARD OF DIRECTORS HELD IN THE HALL ST PAUL�S COURT ON WEDNESDAY 28^TH APRIL 2010 AT 7 P.M

337.1

337.2

337.3

337.4

337.5

337.6

337.7

337.8

337.9

337.10

Present
John Culhane, (Chairman
Feargal Brennan
Robert Gorf
Steven Keen
Mr M Le Fevre
Johanna Papp
K Mallinson
M Tungay

In attendance: Neil Springate (Minutes Secretary)

The Chairman declared that a quorum was present and that Standing Orders were in effect.

Apologies

None

Resignation of Mr Trott
The Chairman reported that Mr Trott had resigned from the Board. The Chairman proposed he should write to Mr Trott thanking him for his services and regretting his resignation.

Minutes of the last Meeting
The Minutes were approved as amended.

Matters Arising
Re 336.3: Mr Brennan had received a copy of the surveyor�s (Meadowcroft) report and requested copies of relevant minutes approving the b3 roof street repair

Mr Gorf proposed that broken tiles and damaged grouting on the roof street of Block 8 should be repaired at the same time as those on Block 7 roof street. This was unanimously agreed

Stakeholder Pensions
Mr Tungay confirmed that Mr A Wasilewski of Harvest Finance Management (insurance broker) would supply a designated Certificate stating that the company would operate a Stakeholder Pension available to any employee wishing to take up the offer at no cost to the employer.

Grounds Report
Mrs Papp and Mr Gorf presented the Grounds Report, made in collaboration with Joseph Jones. Mrs Papp proposed that Items 1 and 2 in the report and items 1-6 of the proposed planting at a cost of £711 should proceed immediately. This was unanimously agreed.

Lease extension
Mr Brennan said that he had been unable to make further progress with the extension of the lease.

Mr Brennan presented for discussion a flow chart, which would serve as a guide to the responsibility for maintenance, including the allocation of costs. This was well received, but further clarification was needed for the division of drains between within and without Demised Premises, and the responsibility for the Buildings Insurance Excess. Mr Brennan had quoted Item (17.) in Schedule 5 of the lease, but the Chairman doubted whether it was within the power of the then Board to make such an addendum to the lease. He would check whether the then Board had received legal advice, and, if not, obtain it.

Mr Mallinson proposed a vote of confidence in the Chairman and thanks for all the work that he had undertaken. This was seconded by Mr le Fevre and was unanimously agreed

Dates of next meetings: May 19^th, June 15^th, and July 28^th.

Estate Manager�s Report: Tabled

The Chairman proposed that a gift be purchased for Mick Lewis on his retirement. This was unanimously agreed

Block 3 lifts
The Chairman said that a report received from Porn Dunwoody indicated that the machinery of the lifts was severely worn. It was also obsolete, so that no spare parts were available. In short, the mechanism needed replacement. In addition the cars were shabby and the entrance fasciae and doors were in poor condition. Each lift would cost about £40K to refit fully. He proposed that Section 20 notices be sent to all leaseholders in Block 3 seeking their comments, with a view to replacing the block 3 lifts this year and those in block 1 & 2 subsequently. This was unanimously agreed.

Mr Brennan proposed that we should visit other lift installations in similar settings. This was seconded by Mr Keen and unanimously agreed. Mr Keen will discuss with Tate�s.

TV Installation/repair hours
Mr Keen proposed that TV installation and repair crews be allowed on the Estate to effect repairs etc, between the hours of 09.00 and 14.00 on Saturdays, subject to their having filed satisfactory Risk Assessment and Method Statements with the Estate Manager, and not committing a nuisance while working. This was seconded by Mr Brennan and unanimously agreed

Accounting for leak detection
Mr Keen said BSTC often spent considerable time and effort searching for the source of leaks on the Estate, resulting in a large bill to the final tenant. He proposed that the cost of time spent searching for leaks be charged to the Block and that of repair be charged to the Tenant. This was seconded by Mr Brennan and unanimously agreed.

Audit committee
The Minutes of the Audit Committee meeting of April 20 were circulated. Mr Brennan said he had sent a list of further queries to Ms Gillam; Mr Gorf said he had no more queries at the present time; Mrs Papp still queried the allocation of costs of the bin hoppers. The Chairman said that a meeting with Ms Gillam would be arranged to resolve these.

Mr Mallinson proposed that Mr Gorf be invited to join the Committee in Mr Trott�s place, but Mr Gorf stated he wished to remain independent. The Chairman then proposed that Mr Mallinson should join the committee; this was unanimously agreed.

The Meeting closed at 21.10

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NOTICE BOARD MINUTES OF THE 336^th MEETNG OF THE BOARD OF DIRECTORS OF ST PAUL� S COURT LTD HELD AT ST PAUL� S COURT ON WEDNESDAY 31^st MARCH 2010 AT 7 P.M

336.1

336.2

336.3

336.4

336.5

336.6

336.7

336.8

336.9

Present:
John Culhane (Chairman)
Feargal Brennan

Robert Gorf

Steven Keen

Keith Mallinson

Johanna Papp

Mike Tungay

In attendance: Angela Shakerchi (Minute Secretary)

Apologies : Mike le Fevre Graeme Trott

The Chairman declared a quorum was present and that standing orders were in effect.

Minutes of the last 335^th Meeting

Were approved with amendments.

Matters arising:

Stake Holder Pensions (from 334^th meeting).

The need for a Company�s Stakeholders Pensions Scheme was discussed. The Chairman asked Mr Tungay to ascertain whether the company with four full time employees needed to introduce one, and, if so, what it would involved. Mr. Tungay agreed.

Grounds Report.

Mr Gorf and Mrs Papp reported they had met Mr Jones and received his report. The Chairman said this should be circulated to the Board for discussion at the next meeting. The Chairman confirmed that Mr Jones was not employed on contract with the Company.

Windows Maintenance:

The Chairman confirmed that Everest�s tender was for £26 per window, and that Polar had quoted £8K per annum. It was unanimously agreed that for the time being Mr Ceesay and Mr Leneniewski would lubricate the windows and deal with minor mechanical problems.

Buildings Insurance:

The Chairman confirmed the policy had been renewed at £35,500 and that the Brokers� commission was £2K.

Gliddon Road Wall:

The Chairman reported that Paul Henry was currently drawing up a specification on which to seek tenders.

Blocks 7 & 8 Roofs:

Mrs Papp reported that she and Mr Gorf had obtained advice from Richard Morgan, a chartered surveyor, and on the basis of this she believed that it was not necessary to refurbish the B7 roof street this year, and that only emergency repairs should be carried out. Mr Gorf agreed with this view.

The Chairman reported that Mr Hewitt had estimated that the cost of such repairs would be £6.4K and questioned if it was prudent if the roofs were to be replaced in 2011.

Mr Keen and Mr Mallinson reminded the Board that previous Board�s had agreed to a rolling programme of roof replacement as recommended by the then Company�s building surveyor Meadowcroft.

After discussion it was proposed by Mr Tungay and seconded by Mr Brennan that the refurbishment of the roof street be postponed, that the remedial works be carried out and that Mr. Morgan�s invoice be paid. This was unanimously agreed.

Dates of Next Meetings

28^th April, 19^th May, 16^th June.

Estate Manager�s Report

The Chairman asked for comment. There were none.

Chairman�s Report

The Chairman reported that:

He had received a quotation of £25K for CCTV cameras throughout the garage area. This would be discussed when other quotes were received.

Block 9 Roof

The Chairman reported that the Estate Manager had found a more cost effective method of cleaning Block 9 roof, which would reduce the cost to approximately £100 per event.

Lease Extension

Mr Brennan had nothing to report at present.

Any Other Business

Mr Brenan said that A W Construction were not using the working at height equipment correctly and requested that contractors� Risk Assessments be reviewed for compliance with Health & Safety regulations.

There being no other business the meeting closed at 8p.m

MINUTES OF THE 335TH MEETING OF THE BOARD OF

DIRECTORS OF ST PAULS' COURT LTD HELD AT

ST PAUL' COURT ON WEDNESDAY 17TH FEBRUARY 2010 AT 7 P.M

Present:

John Culhane (Chairman)

Feargal Brennan

Mike Le Fevre

Robert Gorf

Steven Keen

Johanna Papp

Graeme Trott

335.1 Apologies: Mr K.Mallinson, Mr M.Tungay

The Chairman declared that a quorum was present and standing orders were in effect.

335.2 Minutes of the Last Meeting: These were agreed with amendements to 334.5 and 334.7.

335.3 Matters Arising:

334.2 The Chairman had received advice from Forsters that the stopcocks should be considered as part of the hot water system. After discussion it was agreed to treat repairs to these as a heating cost rather than a block cost.

334.7. Mr Brennan had said the red brick path throughout the Estate needed repair.

335.4 Dates of the Next Meetings: March 31, April 28, May tba

335.5. Estate Manager's Report:

Electrical works: Mr Brennan reported several lights in his block needed repair. The Estate Office will investigate.

Grounds Report:

The garden contract bid was discussed. It was noted that Mr Jones had kept his prices low. Mr Brennan proposed continuing with Mr Jones at the quoted price but was concerned that the quality of the gardens might be at risk.

He suggested two directors should discuss with Mr Jones how best to maintain the special quality of the gardens. Mrs Papp and Mr Gorf volunteered to talk with Mr Jones before the next Board meeting. All agreed.

JBI's was the lower of the two quotes received for the repair to the damaged gate beside the college. All agreed that JBI should be employed.

The Chairman said that:

A survey to determine the condition of the front doors would be carried out in Spring. It was estimated that to paint an exisiting door in good condition would cost £150; to replace an existing door £500; and to install a uPVC door £650. The Board would be able to make a decision when the survey was completed.

The squatters had been evicted from the High House of the former St Paul's School, and the bad debtor in block 8 was due for eviction by the LBFH on 15th March.

Four cars in the underground car park had been broken into. One of the owners had asked for CCTV coverage. After discussion on security it was agreed that the Estate Office would contact CCTV companies and report if a cost effective scheme could be found.

335.7 Any Other Business:

None

There being no other business the meeting closed at 8.30 P.M.

Post Meeting Note: The Estate Office has received no complaints relating to the quality of the recently replaced B1,2 & 3 roof streets.

MINUTES OF THE 334^TH MEETING OF THE BOARD OF DIRECTORS OF ST PAUL�S COURT LTD HELD AT ST. PAUL�S COURT ON 19^th JANUARY 2010 AT 7 P.M

Present :
John Culhane, (Chairman)

Feargal Brennan
Robert Gorf

Steven Keen

Keith Mallinson
Johanna Papp
Graeme Trott,
Mike Tungay.

In attendance : Angela Shakerchi ( Minutes Secretary)

Apologies: Mr M Le Fevre

Minutes of Last Meeting:
333.7. Mr Brennan said that he believed he had agreed to �leaseholder� not �leaseholders� and questioned whether the proposed addition to the 5^th Schedule was within the Board�s powers. He had no objection to the wording if Forsters advised favourably. The Chairman agreed that Forsters would be consulted. .

After discussion regarding retrospective invoicing for works to the main water stopcocks during 2008 incorrectly charged to Estate Expenditure, Mr Brennan proposed that these be charged to heating and Mr Tungay seconded the proposal. Mr Keen abstained declaring an interest. The proposal was agreed nem com

Dates of Next Meetings
February 17^th, March 31^st, April 28^th.

Estate Surveyor�s Report

The Chairman said the Surveyor was still discussing the Gliddon Rd wall with the LBHF Arboriculturalist, and had yet to report on the status of the roofs.

Chairman�s Report
The Chairman reported that:

1. The Estate Manager was now fully recovered and welcomed him back to work;

2. Mr Gorf said that he would continue to check the invoices and stressed that this implied no reflection on the Estate Manager or Accountant. The Chairman said this was understood and thanked him for his efforts.

3. Pat Cullen had retired, and that a cheque had been presented to him at a farewell party on January 13th. Daniel Leleniewski had been employed in his place, but would also carry out odd jobs around the Estate.

4. The new office computer system had been installed successfully

5. Since the reception from the Estate�s terrestrial aerials was falling off, quotations were being sought for new digital aerials, anticipating the change over to digital in 2012.

Lease Extension
Mr Brennan reported that he had been advised to find a contact in Latymer Court, where the leases had been extended.

Any Other Business

Mr Keen said that the condition of the B7 & B8 roof streets should be examined, and it was agreed that Gary Ivory would report following a meeting with the Building Surveyor.

The Board also agreed that a survey should be made to determine the condition of the front doors.

Mr Tungay said he was pleased to note that Mr. Trott had been re-appointed to the Board by the LBHF. The Board unanimously agreed with this sentiment.

Mrs Papp said that the red brick paving throughout the Estate needed repair.

There being no other business the Meeting Closed at 8pm

MINUTES OF THE 333^rd. MEETING OF THE BOARD OF DIRECTORS OF

ST PAUL�S COURT LTD HELD AT ST. PAUL�S COURT,

ON WEDNSDAY 16^th December 2009 AT 7 PM

333.1

333.2

333.3

333.4

333.5

333.6

333.7

Present :
John Culhane, (Chairman)

Feargal Brennan
Robert Gorf
Johanna Papp
Graeme Trott,
Mike Tungay.

Apologies for absence

were received from Mike le Fevre, Keith Mallinson & Steven Keen

Minutes of last Meeting were agreed as amended

Dates of next meetings �Jan 19 (NOTE) , Feb 10, March 10

Estate Surveyor�s report.

The Chairman described the situation which had arisen with the Gliddon Rd wall in the NE corner of the Estate, explained that the roots of the sycamore tree had caused the wall to lean and that in consequence the LBHF had required the wall to be taken down. Paul Henry would discuss with the LBHF Arborculturalist what could be done to the tree and then the wall would be rebuilt.

There had been a leak in the pipe of 19 More Close ; the chmn had authorised JBI to insert a liner.

Chairman�s report:

Walkabout � note attached. Mr Brennan recommended that the bollards outside Block 9 referred to above be retained and this was agreed
He had bought three new HP computers and that Joe Cosgrove of LondonComputerDoctor Ltd had installed them. The total cost would be less than £2,500.

� Status of the Estate Manager. He had received no response from his letter of December 3^rd to Gary Ivory

� Staff. After 14 years of exemplary service to the Estate, his arthritic knee had forced Pat Cullen to retire. Mick Lewis had also given a month�s notice of his retirement. After discussion it was unanimously agreed that the company should make an ex-gratia payment of £1000 to Pat Cullen.

Budget for 2010.
This had been discussed at the last meeting and it was unanimously agreed that this should be circulated to leaseholders

Any Other Business
Incoming main water stopcocks. Paul Stevens had pointed out that the two stopcocks which allow water to enter each dwelling have, with the passage of years become seized and unusable. To change these requires operating master stopcocks which affect other dwellings

After discussion it was agreed that a new Clause be added to the Fifth Schedule of each lease, stating as follows:
�Only the company�s nominated heating engineer is authorised to operate or replace the incoming main stopcocks to each dwelling. Such maintenance will be treated as a Main Block Service.�

Meeting closed at 7.45

NOTICE BOARD MINUTES OF THE 332^nd ^. MEETING OF THE BOARD OF

DIRECTORS OF ST PAUL�S COURT LTD HELD AT ST. PAUL�S COURT,

ON WEDNESDAY 18^TH NOVEMBER 2009 AT 7 PM

332.1

332.2

332.3

332.4

332.5

332.6

332.7

332.8

332.9

332.10

332.11

Present John Culhane, (Chairman)
Feargal Brennan
Mike le Fevre
Robert Gorf
Steven Keen
Keith Mallinson
Johanna Papp
Graeme Trott,
Mike Tungay

In Attendance: Angela Shakerchi (Minutes Secretary)

The Chairman declared that a quorum was present and that Standing Orders were in effect.

Minutes of the last Meeting
The minutes were approved as amended.

Dates of the next meetings.
December 16^th, January 13^th and February 10th.

The Estate Surveyor�s Report
Mr Henry recommended that

Bicycles abandoned in the racks should be removed. Mr Keen proposed that a notice be affixed to apparently derelict bicycles stating that they would be removed within 30 days if not collected. Mr Le Fevre seconded the proposal with the amendment that they be then held for a further 30 days before disposal. This was unanimously agreed.

Bids be obtained from Contractors to repair the uneven paving stones across the Estate. Mrs Papp suggested the red brick pathways be examined and included. It was unanimously agreed that Mr. Henry should inspect these and advise.

The Estate employs a full-time handyman instead of relying on contractors for all estate work. The Chairman said he concurred with this recommendation, but proposed that its implementation should be deferred until the return of the Estate Manager and this was agreed.

Chairman�s Report
The Chairman reported that

Pat Cullen, who has been off work for a month with arthritis is expected to be able to return to work in two weeks time

The Directors� walkabout of the Estate was due. It was agreed that this will take place on Saturday 28^th November, starting at 10.a.m

Office Computer system
The Chairman said that the office computer system was in sore need of updating and streamlining. Mr Keen reported that A4 Computing Services Ltd had carried out an audit of the system, and had made various recommendations, which would cost £8K to implement. Mr. Brennan said it would be more cost effective to purchase new computers and software and after discussion the Chairman proposed that the company should purchase three new computers at approximately £400 each to form a simplified system, and that both A4 and a second company be asked to quote for setting up and ongoing maintenance. This was unanimously agreed

Costs vs Budget to September
It was noted that Estate expenditure was significantly less than originally budgeted, but that the cost of electricity had materially increased. The Chairman pointed out that Blocks 1 & 2 would end the year with negative reserves as a result of the roof street renewals, but should return to positive territory in 2010. He confirmed that this did not imply that reserves held for other blocks were being used to subsidise Blocks 1 & 2

Expenditure in 2010
The maintenance plans and the budget for 2010 were discussed. The surveyor had reported that works to Blocks 7 & 8 roof streets could be delayed until 2011, and it was agreed not to renew these roof streets in 2010.

The Chairman said that the quinquennial redecoration of front doors was due in 2010. Some doors were in good condition and could be repainted; others would require restoration or replacement by wooden or UPVC doors. It was agreed that a survey would be carried out in the Spring to be followed by a public meeting of shareholders to discuss the various options.

PDERS, the lift maintenance company, has reported that the control panels were now obsolete and spare parts were now unavailable. The Chairman stated that the two lifts in Block 3 would need refurbishing in 2010,, that in Block 1 in 2011 and that in Block 2 in 2012. Spare parts from the B3 lifts would be kept for emergency fitting on the others

Advance service charges
It was agreed that the company should not seek to accumulate large reserves without clear anticipated needs
The Chairman reviewed the budget for 2010 and after discussion, proposed that the Advance Service Charges for leaseholders in Blocks 1,2,3,7 & 8 should be the same as for 2009, and those for leaseholders in Block 9 should be reduced by 5%. After discussion this was unanimously agreed.

Lease extension
A presentation was held on the 5^th November by Mr Meralls of TJM Law, which four directors attended. He indicated that it would not be a simple process to extend the leases. After discussion it was agreed that Mr Brennan would obtain another opinion.

Any Other Business
Mr Brennan proposed that Board publicly thank Angela Shakerchi for her exemplary efforts during the Estate Manager�s absence. This was unanimously agreed.

The Minutes secretary left the meet at 20.15 hrs.

Presentation by Mr Mallinson
Mr Mallinson gave a short presentation of the law relating to harassment and bullying in the workplace

There being no further business, the meeting adjourned at 8.45 pm.

MINUTES OF THE 331^ST. MEETING OF THE BOARD OF DIRECTORS OF

ST PAUL�S COURT LTD HELD AT ST. PAUL�S COURT, WEDNESDAY

7^TH. OCTOBER, 2009 AT 19.00 HRS

331.1

331.2

331.3

331.4

331.5

331.6

Present :
John Culhane, (Chairman)
Feargal Brennan

Mike le Fevre

Robert Gorf

Steven Keen

Keith Mallinson
Johanna Papp,

Graeme Trott,

Mike Tungay,

In Attendance: Neil Springate (Minutes Secretary)

David Tropp (FSPG) for 331.1

The Chairman declared that a quorum was present and that Standing Orders were in effect.

Review of the 2008 accounts

Mr Tropp said that the contents of a letter he had received from Mrs Papp, Mr Brennan and Mr Gorf had little relevance to the accounts. He explained that the first draft of the accounts had been amended to take account of the LVT�s decision and the reallocation of various items which had been charged to leaseholders, but should have been charged to the company. Mr Brennan requested a detailed breakdown and Mr Tropp agreed to provide this.

The Chairman said that contrary to previous practise, repairs to cold water systems had wrongly been charged to blocks during 2008. Mr Gorf had identified these and the practise had been changed.

Mr Brennan objected to the charging of improvements to leaseholders. The Chairman said that the Audit Committee believed that the works complained of were not improvements but either replacement & renewal or the remedy of an inherent defect as allowed in the lease.

Mrs Papp questioned whether the Company has obtained value for money in these works, but the Chairman said that this was a separate issue. Mr Tropp noted that the tendering process and choice of contractors was a decision for the Company, not the accountants.

Mr Brennan said that a lot of money was spent with two contractors, AW Construction and JBI, without quotations and that their costs, particularly hourly rates, appeared to be excessive. The Chairman said that larger sums were apportioned/spent via Section 20 notices and that Paul Henry would comment on the costs charged by these contractors.

Mrs Papp questioned the payment of £250 to a charity, which the Chairman confirmed had been charged to the company. The Chairman said that day-to-day decisions of this kind were the responsibility of the Estate Manager, and Mr le Fevre and Mr Mallinson emphasised that the Board should not micro-manage the Estate Office.

Mr Brennan felt that there was a need to tighten up procedures within the Estate Office. Mr Trott suggested getting quotations for day works rates on the estate and Mr le Fevre asked whether providing a contract for works over the year was an alternative.

Mr Brennan queried the negative balance of the Nursery School. The Chairman said that the school had always been invoiced in arrears, which was not in accordance with its lease, and action had been taken to establishe a reserve.

Mrs Papp, noted that Block 7 had a considerable reserve of funds, and asked who sets and approves service charges. Mr Tropp replied that the amount to be paid in advance was a board decision and that he, as the Accountant, set the service charge in arrears. The Chairman said that both the advance payment and the retrospective service charge were set to include projected future expenditure and explained that the large reserves held for blocks 7 and 8 had been built for the renewal of their roof streets. Mrs Papp suggested that these two renewals should be done as one contract in 2011, and the Chairman said that this would be considered at a future meeting when the budget would be set.

Mr Tropp left the meeting at 19.50

The Chairman proposed that it be RESOLVED the that the accounts be accepted. He, Mr Mallinson, Mr le Fevre, Mr Keen, Mr Tropp and Mr Tungay voted in favour; Mrs Papp, Mr Brennan and Mr Gorf voted against. The Chairman declared that the motion had passed by six votes to three, and the accounts were therefore approved.

Minutes of the last meeting

These were approved with an amendment to item 330.2.

Matters Arising

Extension of the Lease

The Chairman said that the original concept was far from tax efficient, but charging tenants of 1-bedroom apartments £50 and a differential charging scale for others would lower the tax bill.

Mr Brennan suggested, and it was agreed, that he should contact a firm specialising in leasehold enfranchisement and invite them to address the Board during the week commencing 26^th October,.

Date of next meetings:
November 5, December, 16^th and January 30^th

It was agreed to hold the AGM on November 11

Any Other Business
Mr Le Fevre reported continued problems with 3 illegal sub-tenancies in Block 1, but was aware of problems elsewhere. The Estate Office gave some detail of these and of illegal sub-lets in Block 9 which had resulted in several complaints about the sub-tenants� behaviour. Two cases were caused by letting agents flouting the Company�s procedures, and three had been given deadlines for compliance.

The Chairman said that this compliance must be enforced by legal action and Mr Brennan noted that the costs would be charged to the leaseholders concerned.

Neil Springate left the meeting at 20.20.

Status of the Estate Manager

The Chairman referred to two letters from Doyle Clayton (Gary Ivory�s solicitors) which had been circulated, and the content of these were discussed.

The meeting closed at 21.00

MINUTES OF THE 330^TH. MEETING OF THE BOARD OF DIRECTORS OF

ST PAUL�S COURT LTD HELD AT ST. PAUL�S COURT, THURSDAY

24^TH. SEPTEMBER, 2009 AT 19.00 HRS

330.1

330.2

330.3

330.4

330.5

330.6

330.7

330.8

Present :
John Culhane, (Chairman)
Mike Le Fevre
Robert Gorf
Keith Mallinson
Johanna Papp

In Attendance: Neil Springate (Minutes Secretary)

Apologies: Graeme Trott , Mike Tungay, Steven Keen

The Chairman declared that a quorum was present and that Standing Orders were in effect.

Minutes of the last meeting
The Minutes of 12^th. August were approved with an amendment. A version for general circulation was agreed.

Matters Arising
Extension of the Lease
Mr Brennan�s proposal was considered and the Chairman agreed to draft a policy document which would deal fairly between leaseholders and shareholders

Estate Work Management
The Chairman reported that Paul Henry had been temporarily incapacitated but would be on the Estate on 29^th. September.

Block 9 roof. Queries had been made regarding the cost and frequency of cleaning Block 9 roof. The Chairman stated that current Health and Safety at work regulations demanded that three persons were required, hence the costs of £300 for labour. No charge was made for the Fall Arrest equipment; the weights belong to the Company, the lanyards to the contractor and the tower to BSTC. Paul Henry has recommended that the roof be cleaned monthly from September to April.

Neighbourhood Watch
Frank McCartney had volunteered to be the Neighbourhood Watch co-ordinator

Date of next meetings:
October 7^th., November 5^th.and December, 16^th.
Gas Supply
The Chairman said he had signed the Agreement with Power Efficiency at 1.694 p/kwh +£240/month, averaging 1.74p/kwh. The company�s credit standing was a problem for suppliers; the company�s business did not fall into a simple category, but we would discuss the situation with future suppliers.

Electricity Supply.
Jennie Gillam was still checking consumption and costs and would report before switching from E.ON to EDF.

LVT Appeal
The Chairman reported that the applicants been refused leave to appeal against the LVT�s ruling, including an appeal to the Lands Tribunal and proposed the following resolutions:

Be it RESOLVED that the Board notes that the Applicants to the LVT, which includes Mr Brennan and Mr Gorf, have been refused leave to appeal against the LVT�s decision of 13^th June 2009

Be it FURTHER RESOLVED that the other members of the Board deprecate both the aspersions on the integrity of the Tribunal and the personal attack on Mr Cartwright.

The resolutions were passed by three votes to nil, with Mrs Papp and Mr Gorf abstaining.

2008 accounts
The Chairman said that the draft accounts had just been received from FSPG and circulated them to all directors for their review. He thanked Mr Gorf for checking the invoices and said that the Audit Committee had considered all the comments made by Mr Gorf and Mr Brennan. The accounts would be considered and, if thought fit, approved at the next meeting.

Any Other Business
Mr Le Fevre reported that the Estate Office had reported prolonged problems with regard to the license to sub-let a property in Block 1.

The Chairman instructed the Estate Office vigorously to pursue the delinquent leaseholder

Mrs Papp asked whether there was provision for the parking of motor scooters on the Estate. The Chairman replied that at present there were none, other than car parking spaces.

The Chairman clarified the general policy with regard to unauthorized alterations to properties: the Estate Office would follow up all such situations and instruct the leaseholder either to return the property to its original state or obtain a license to alter.

The Chairman noted that a sign had been erected outside the James Lee Nursery School on Gliddon Road, in breach of Clause 3 (4) of their lease. It was agreed that he would write to the Director of Education requesting remedy of this breach

The Chairman had received two letters from three residents of Block 3c with regard to the roof street repairs in their block. They appeared to be confused about the meaning of �retentions�, and after receiving comments from Jennie Gillam and John Hewitt he would respond to them in due course

The meeting closed at 19.55.

MINUTES OF THE 329^TH MEETING OF THE BOARD OF DIRECTORS

OF ST PAUL�S COURT LTD HELD AT ST. PAUL�S COURT WEDNESDAY

12^th AUGUST 2009 AT 19.15 HRS

329.1

329.2

329.3

329.4

329.5

329.6

329.7

329.9

Present :
John Culhane, (Chairman)
Feargal Brennan
Mike Le Fevre

Robert Gorf
Steven Keen

Keith Mallinson
Johanna Papp

Graeme Trott

In Attendance: Angela Shakerchi (Minutes Secretary)

Apologies : Mike Tungay

The Chairman declared that a quorum was present and that Standing Orders were in effect.

Minutes of the last meetings
The Minutes of 8^th July were approved with amendments.

Matters Arising

a) Extension of the Lease
Mr Brennan reported he had consulted FSPG regarding the most tax efficient way to extend the lease. He explained the tax implications to the Board and said he would circulate the advice given. The Chairman said that when he received FSPG�s advice from Mr. Brennan he would consult Forsters before the Company proceeded further.

b) Estate Work Management
The Chairman reported that Mr. Paul Henry was currently on holiday and would return on Monday. The roof streets had been completed and Mr. Henry would then inspect the works.

c) Neighbourhood Watch

The Board was informed that Carl Juanette had resigned as the Neighbourhood Watch coordinator. It was agreed that residents would be circulated asking for volunteers, but that until a volunteer came forward, the Estate would not represent itself as part of the scheme.

Date of next meetings:
September 15^th October 7^thNovember 5^th

^{Gas Supply
The Chairman reported that having received no suggestions for alternative suppliers from leaseholders in response to the S20 notice, the company would now seek competitive quotations from suppliers using Power Efficiency as brokers. An emergency meeting of the Board would be called to fix the supply from October 1.

Electricity Supply.
Mr Keen reported that the contract with E.ON ended last April and suggested that the Company change its supplier to EdF. After discussion it was agreed that more detailed analysis of consumption was required, and that a quotation be obtained from British Gas.

LVT Appeal
The Chairman reported that he had received notice of Mr. Brennan�s leave to appeal against the LVT�s ruling and proposed the following resolution

Be it RESOLVED that the Board notes that the Applicants to the LVT, who include Mr. Brennan and Mr. Gorf, have sought leave to appeal against the LVT�s decision of 13^th June 2009 and emphasises that Mr Brennan and Mr Gorf are acting as individuals and in no way represent the views of the company. This was unanimously agreed

2008 accounts
The Chairman reported that a number of points had been raised by Mr. Brennan & Mr. Gorf which the Audit Committee will review on 17^th August; it would then make recommendations to the Board and the Independent Accountant so that the 2008 accounts could be submitted for the Board�s approval at its next meeting.

Any Other Business
Mr. Keen asked the Board to consider a request by a leaseholder in his block to install sound proofed wooden floors. He reported that a large number of wooden floors had been installed on the Estate without permission, and proposed that:}

^{Be it RESOLVED that subject to adequate soundproofing with a specification acceptable to the Estate Surveyor a license to install wooden floors will normally be granted. Such license will not in any way reduce the obligation of the Lessee to prevent a nuisance being caused. The resolution was seconded by Mr. Mallinson and, after discussion, voted upon with the Chairman, Mr Keen, Mr le Fevre and Mr Mallinson voting in favour, and Mr Brennan, Mr Gorf & Mrs Papp voting against. The Chairman declared the resolution had passed.

Mrs. Papp requested that the result of the survey of opinions on the balcony issue be notified to leaseholders. The Chairman stated that this would be done at the informal meeting following the AGM.

Following a request from two leaseholders, Mr Keen asked whether tender documents, minutes and invoices could be released to them. The Chairman said that the Tender Report by the Surveyor could be made available but not the documents themselves; the Minutes are available on the notice board, and the invoices could be inspected by appointment.}

^{Mr. Mallinson reported incidents of abuse in his block from a leaseholder. The Chairman stated categorically that the Company had zero tolerance for abuse to staff, directors or residents and that such behaviour was totally unacceptable. It was also a breach of the lease and the company would not hesitate to enforce its provision.

It was suggested that contractors working for leaseholders should have a permit before they were allowed to work on the Estate, as is the practice at Latymer Court. It was agreed that the Chairman would draft a policy for the Board to consider.

The meeting closed at 8.25 p.m}

NOTICE BOARD MINUTES OF THE 328^TH MEETING OF THE BOARD OF

DIRECTORS OF ST PAUL�S COURT LTD HELD AT ST. PAUL�S COURT

WEDNESDAY 8^th JULY 2009 AT 19.00 HRS

328.1

328.2

328.3

328.4

328.5

328.6

328.7

Present :
John Culhane, (Chairman)
Mike Le Fevre

Feargal Brennan

Robert Gorf
Steven Keen

Keith Mallinson
Johanna Papp

Mike Tungay

In Attendance: Angela Shakerchi (Minutes Secretary)

The Chairman declared that a quorum was present and that Standing Orders were in effect.

Minutes of the last meetings
The Minutes of 10^th June and that of the Special Meeting of 23^rd June were both approved as amended.

Matters Arising

a) Delinquent account
The Chairman reported that the Petition would be heard on 30^th July 09. He said no word had been received from the leaseholder.

b) Extension of lease:
The Board discussed the proposed extension of the lease. The Chairman tabled a paper on the �Value of Freehold Reversions� based on a standard calculation which was discussed. Mr Brennan proposed that a more tax efficient mechanism be sought and he agreed to prepare a draft proposal. The Chairman agreed that Mr. Brennan should consult FSPG for tax advice.

c) Balcony modifications
It was proposed that the Applicants� requests for licenses for each to change a window to a door be refused. After discussion this was agreed with 3 votes in favour & 2 against. There were 3 abstentions

d) Gas Supply
The Chairman advised that adequate Notice of Intention to enter into a long term gas contract had been given, and that leaseholders would now be advised of actual proposals from suppliers, which would be either a fixed price contract on the same terms and conditions (except price) as the current contract with British Gas, or the �wholesale price plus� proposed by Power Efficiency.

The Board had received an e-mail from a leaseholder in Block 9 who was concerned about the security of supply if the company entered into a contract with Gazprom. Mr Gorf said that certain leaseholders who were unwilling to respond to the Board�s invitation to express their views and who wished to remain anonymous had told him that they were also concerned about contracting with Gazprom.

The Chairman said he would circulate a Notice of Landlord�s Proposals to enter into a long term agreement for the Supply of Gas, which leaseholders would have thirty days to comment on. Following that, he would instruct Power Efficiency to seek quotations. He reminded the Board that the company would probably have no more than 24 hrs to respond to suppliers� proposals and it was agreed that at least 5 Board members would respond by telephone.

e) Estate Work Management
Paul Henry, the Estate�s building surveyor, had submitted a proposal for Estate Works Management with a weekly inspection to be charged at an approximate hourly rate of £80. He would have authority to issue Works Orders through the office and would make a written report following each assessment. Mr Keen proposed that he should be appointed, Mr Tungay seconded the proposal, and after discussion it was unanimously agreed

Date of next meetings:
August 12^th September 15^th & October 7^th2008 accounts
The recent ruling by the LVT was discussed. Mr. Brennan said he believed it needed clarification. The Chairman said the company should follow the LVT�s instructions and would not be appealing. Mr. Brennan said that the Applicants would appeal and that any adjustments to the accounts could be made later

Status of the Estate Manager

Abbreviated
.

Nursery School bicycle racks
The Board had received a request from the nursery school for space on which they could erect bicycle racks. A space near Gliddon Road on St Paul�s Court property outside the gates was identified as a suitable location and it was unanimously agreed that this would be made available.

Any Other Business

The status of Neighbourhood Watch on the Estate was questioned and it was agreed that the Chairman should write to Mr. Juanette, the Estates representative, asking for the status of the program

Mr. Tungay reported a leaseholder in his block had requested better advance information on proposed works to the Estate. The Chairman replied that major works were covered by Section 20 notices, the Estate Manager�s report covered works on the Blocks and individual Block Directors could be consulted. Other issues would be covered by the town meetings.

The meeting closed at 8.25 p.m

Notice Board

Minutes of the Special Meeting of

The Board of Directors of St. Paul�s Court Ltd.

Tuesday 23^rd June 2009 at 19.00 hrs

Present: John Culhane, (Chairman)
Mike Le Fevre

Feargal Brennan

Robert Gorf
Stephen Keen

Keith Mallinson
Johanna Papp

Mike Tungay

Graeme Trott

The Chairman declared that a quorum was present and that Standing Orders were in effect

1. Chairman�s report

The Chairman said the Company was still awaiting the LVT�s decision.He had just received a letter from the Deputy Regional Manager of the LVT who promised to investigate the reason for the delay.

2. 2008 Accounts

The Chairman said that Mr Gorf�s examination of the 2008 invoices had revealed some questionable allocations. He thanked Mr Gorf for his time and effort examining the invoices, and hoped that he would be able to do the same for each quarterly block accounts. Mr Gorf agreed to do so.

Mr Brennan said that as the LVT�s decision would have a material effect upon the 2008 accounts, he proposed that the company should write to the LVT for their agreement to postpone the issuing of 2008 Service Charge Certificates until up to six weeks after the LVT�s decision was received. The Chairman seconded the proposal and it was unanimously agreed.

3. Abbrievated

4. Gas

The Chairman reported that he had just received an offer from Centrica for a three month contract to supply gas from July 1 at 1.898p/kwh (61p/therm) and proposed that he should accept this. This was unanimously agreed.

5. Estate work management

Mr Keen proposed that, in the absence of the Estate Manager, the company should retain Paul Henry to initiate and supervise works to the estate. Mr Bennan seconded the proposal and it was unanimously agreed. The Chairman asked Mr Keen to meet with Paul Henry and ask him to submit his terms for such an assignment.Mr Brennan questioned the issuing of works orders to A W Construction and the Chairman confirmed that he had not authorised any works orders at that time.

6. Health and Safety

Mr Gorf said that it had been reported to him that Contractor�s workers had been seen on Block 8 kitchen roofs without appropriate safety equipment, thus possibly breaching Health and Safety regulations. Mr le Fevre said that this was not unreasonable if the Contractor had submitted a Method and Risks statement. It was unanimously agreed that Paul Henry should be asked to check that all contractors were in compliance.

7. Accounting queries

The Chairman said that any outstanding accounting queries should be sent to Ms Gillam, who would respond to them promptly.

The meeting ended at 8.45 pm.

MINUTES OF THE 327^TH MEETING OF THE BOARD OF DIRECTORS

OF ST PAUL�S COURT LTD HELD AT ST. PAUL�S COURT

WEDNESDAY 10^th JUNE 2009 AT 19.00 HRS

327.1

327.2

327.3

327.4

327.5

327.6

327.7

327.8

327.9

327.10

327.12

Present :
John Culhane, (Chairman)
Mike Le Fevre

Feargal Brennan

Robert Gorf
Steven Keen

Keith Mallinson
Johanna Papp

Mike Tungay

Graeme Trott

In Attendance: Angela Shakerchi (Minutes Secretary)

The Chairman declared that a quorum was present and that Standing Orders were in effect.

The Minutes of 13^th May were approved as amended.

The Minutes of the Special Meeting 3^rd June were approved.

Mr Brennan proposed that when less than complete Minutes were displayed on the Notice Board or published on the Website, they should be marked �Abbreviated� The Chairman seconded the motion and all agreed.

Matters Arising:

a. Delinquent account:

The process is continuing in the hands of Nicholas & Co.

b. Extension of lease:

Discussions took place over the extension of the lease. It was agreed that the Chairman will prepare a brief for discussion at the next meeting.

c. Balcony modifications
JP & RG�s draft letter was discussed. It was agreed that after modifications the letter be sent out to all leaseholders for their views.

d. Gas Contract:

Mr Gorf reported that British Gas had quoted an interim price of 2.18 p/kwh ( 70.06 p/therm). After discussion, the Chairman proposed that Mr Keen should request Power Efficiency to obtain the best price for a 3 month (July through September) contract and that following the completion of the S20 process, the company would enter into a one or more year contract and in parallel make an application to the LVT to seek dispensation from the consultation process. After discussion this was unanimously agreed.

e. Colet Gardens gate:

Mr Keen reported that the proposed work was no longer urgent and that the gate post could be repositioned without affecting the tree wall. He proposed that the situation be monitored and this was agreed.

Date of the Next Meetings: July 8^th August 12^th September 15^thAlternate Directors:

Mr Brennan had tabled a motion to establish Alternate Directors. Having taken legal advice the Chairman ruled the proposal ultra vires.

2008 Accounts:

Copies of the draft 2008 accounts were distributed. The Chairman said that the bookkeeper would be in attendance on June 18^th and would be available to answer questions and supply copies of such invoices as were requested. Mr Mallinson proposed that questions should be submitted in advance in writing and this was agreed.

It was unanimously agreed that a Board meeting to discuss the draft accounts would be held on June 23^rd.

Neighbourhood Watch:

Mr Brennan proposed that the Neighbourhood Watch Notice Board contents be up-dated or removed. This was seconded by Mr Tungay and all agreed. The Estate Office will inform Mr Juanette accordingly.

ABREVIATED MINUTES OF THE BOARD

Status of the Estate Manager

Minutes of the Special Meeting of