Meeting: Residents Meeting – Linden/The Edge
Date of Meeting: Thursday 22nd February 2024 at 7pm
Held at: Newhall Projects Office
Issued by / on: 3rd July 2024
Present:
Zack Jermy – Property Manager from SHW (ZJ)
Dominic Brownlee – Estate Manager at Newhall (DB)
Marco Devereux – Project Engineer for Newhall Projects (MD)
Derek Hamilton – Communication and Community Development Coordinator (DH)
In addition to homeowners from over 25 different properties (names & addresses omitted due to comply with GDPR).
1: Introduction & Opening Comments
ZJ introduced himself to residents as the Property Manager at SHW looking after Newhall whilst Laura Dinnage is away on maternity leave. Introductory documents had been provided ahead of the meeting and residents were informed they can contact him after with any questions, or use his contact details should anything arise moving forwards. DB, MD, DH gave an overview of their individual roles.
2. Overview of Previous Meeting Minutes ZJ discussed points from previous meeting:
ZJ reminded residents that representatives from the local Police had attended the last meeting, and current statistics indicated that reported crime across the development was among the lowest in Harlow. ZJ commented that SHW and Newhall Projects Limited (NPL) remain engaged with the local force.
ZJ confirmed that the Fixed Rent charge was applied from January 2023 as per the deeds, and would not be back-dated. A question was raised as to the purpose of the rent charge, to which ZJ explained it’s a nominal charge similar to a ground rent applied to a leasehold property, which is kept in a separate pot/fund to the regular ‘variable’ estate charge, and is not used for day-to-day management of the estate.
ZJ confirmed that an update regarding FirstPort’s involvement would be touched on later in the meeting. A sign referencing long wheelbase vehicles has been brought forward on Blackcap Drive.
ZJ confirmed a previously-requested gravel path has now been installed.
ZJ confirmed that a section of wooden posts on Robin Lane had been removed and replaced with concrete blocks following repeated vehicle incidents, in an effort to reduce further destructive collisions, which each time require the use of communal funds to repair. This appears to be working.
ZJ advised that works to the central green (Greenfinch/Crossbill) was now complete and trees planted. Several residents raised objection, to which ZJ confirmed this could be touched on further later in the meeting. 31 grit bins are now in place across Newhall in preparation for potential snow and ice in the winter period. An up-to-date cold weather plan is available to view on the residents’ website, or SHW can be contacted for copy if required.
ZJ encouraged residents to continue approaching the council directly with regards to potholes down The Chase, as the road has been adopted.
3. Service charge budget 2024 and associated increase
Copies of the budget had been provided ahead of the meeting along with Q1 charges. ZJ confirmed the annual estate service charge has risen by approximately £60 per year, per property. ZJ explained it was appreciated that such an increase was a concern for many and expressed his regret that it was not communicated farther in advance of the new bills.
ZJ explained that the approximate 17% increase had been necessary in order to better reflect anticipated expenditure. ZJ pointed to minimal increases applied over the last 3-4 years’ service charges, which had been maintained at between £300 and £325 since before Covid. When considering the total inflation over this same 3-4 year period, the estate charge had increased at a very similar level.
ZJ commented that future sudden and sizable increase was not expected for the 2025 service charge budget.
4. Grounds maintenance & landscaping
Residents raised concerns that landscapers were working in areas that they shouldn’t be and requested detailed conveyance plans. ZJ advised that he was not aware of works taking places in areas that shouldn’t be covered, and that he had provided landscaping specification and plans ahead of the meeting. The gardeners use the plans provided to them as part of the landscaping specification, alongside the existing conveyancing plans, which clearly define areas that fall under their responsibility.
A resident expressed concern that there had been significant increases in landscaping costs despite a lack of additional work being conducted. ZJ explained that the costs outlined in the budget fund are a full-time, 6-man team, who attend 5 days a week. Residents want breakdown of the specification and costs, ZJ confirmed this had been issued to those that have requested, and that copies of the specification would be available on the Residents’ Website.
ZJ advised anyone that requests conveyance plans for the Edge/Lindens can be provided copies of them.
Moving on, several residents highlighted their dissatisfaction in relation to the amount of time it takes for developers to finish and hand over parts of the development. MD advised that any areas remaining for handover are in progress but do take time, and advised that it was not in NPL’s interests to keep the process going any longer than it needed to; delays were not caused on their end. MD explained that Vistry group had recently bought out Lindens and were showing positive signs, and expressed his hope that improvement will be seen.
Several residents again expressed their frustration with the lack of progress, with several stating that certain works, particularly to the central green area, had been outstanding for over eight years. Certain residents continued to loudly voice their opinions on these matters and ZJ and MD continued to be disrupted when attempting to form responses.
Ultimately discussion on the matter was brought to a close and ZJ progressed to the next agenda item.
5. Community engagement, communication and interaction
ZJ explained that it was the intention of SHW to place a greater emphasis on resident engagement moving forwards, providing residents with a greater level of agency and a voice when it comes to discussing items, and understanding decisions across The Edge, and Newhall as a whole, and the processes behind this.
ZJ highlighted that as development continues, and especially with the Community Centre entering active development, further information will be provided regarding the change from developer directors and control of the residents association, to the longer term goal of appointing resident directors. ZJ expressed hope that an initial development group could be set up later in the year to involve interested residents to a greater extent, as a precursor to the aforementioned formal handover, which would occur at a later stage.
ZJ clarified that he is already on site every Thursday and happy to engage with any residents that wish to visit. This will develop into formalised surgeries over the next coming weeks.
6. Area specific items
ZJ highlighted the FirstPort’s intention to begin formally managing set hardstanding areas across The Edge, similar to the small section of areas they maintain under separate local company at Bellway/Fusion. For those unaware, ZJ advised that First Port are among the biggest managing agents in the country. The requirement for this separate charge is written in to the Deeds as that is how Lindens originally set it up. ZJ advised that whilst this requirement has always been present, these areas have not previously been managed, but FirstPort had outlined their intent to SHW, NPL and Vistry that they would be issuing correspondence soon and will begin to manage their areas in due course.
SeptimA Paving & roads update
MD explained that Vistry are still trying to get the roads and SeptimA paving up to a standard that the council will accept to adopt them. It is in hand but it is taking time. MD explained that he shares the same frustration as residents with the time scales involved here, but again expressed his hope for progress given the progression and movement he has seen since Vistry became involved. MD directed residents to Vistry to follow up with them; details can be provided on request as MD did not have them to hand during the meeting.
7. Any other business/ Residents questions
A resident asked whether there is a calculation of what the reserve fund figure needs to be. ZJ advised that there is not currently a 10 year capital expenditure (CapEx) plan in place, but discussions were being held to have one conducted in the near future. Such plan could then be disseminated as part of the budget package at the start of each year.
A resident raised issue with postage costs and expressed their desire for everyone to receive correspondence via email. ZJ advised that presently only 300 residents had signed up to receive correspondence by email only, and advised that SHW can only send comms out by email if they have received confirmation in writing from residents requesting such. ZJ informed residents that SHW are obliged to abide by what is stated in the transfer covenants, even if inconvenient.
A resident raised concern regarding the requirement to pay fees towards both an Estate Manager and a Management Company. ZJ advised that both roles included different facets, and that a development such as Newhall warranted a full-time estate manager in addition to a management company. ZJ confirmed he would compile a document/guidance note explaining what the management fee covers, versus the responsibility of the estate manager.
The meeting concluded at 8:10pm.
