Unfortunately there were no suitable venues available on or around the originally intended date however as a face to face meeting had been promised, a new date of 6th September has been set to facilitate this.
Please ensure that returns for the meeting (specifically if you wish to stand as a director or appoint a proxy) are delivered to Remus no later than Tuesday 31st August 2021.
If you wish to stand as a director it is important to understand that as an officer of a limited company, you must:
Tell other shareholders if you might personally benefit from a transaction the company makes;
Directors are able to hire other people to manage some of these things day-to-day (for example, Remus or an accountant) however it is the directors that remain legally responsible for the company’s records, accounts and performance.
To ensure there is sensible and practical governance in relation to the running of the RMC, the following will be proposed at the AGM:
To limit the number of directors to 7;
To use dedicated sub committees where necessary;
To assign each director specific roles;
A member must be up to date with their service charge payments to stand as director and regular attendance at board meetings is mandatory.
Directors look forward to seeing members on Monday 6th September at the Annual General Meeting.
You will recall that directors have been investigating site-wide costs for the last 2 years and neither DJC nor POD acting as managing agents were able to provide sufficient assurance as to what we were actually paying for given that only circa 20% of site-wide land was available for use.
We have advised all parties involved on many occasions during the last 2 years that we would only pay for site-wide land we had access to and only where we were confident that expenditure was valid and appropriate. Without such information being made available, we took the decision to withhold monies and credit residents last autumn based on a proposal put forward to the site-wide management company via POD last year.
PG Property Management (who took over from POD Management and now support the site-wide management company) proposed a way forward in February 2021 which directors agreed to in principle on the understanding full sets of reinstated accounts for the last 4 years were made available for us to inspect. The site-wide contributions that form the 2021/22 Service Charge presented at the EGM in May support this proposal.
Unfortunately we have not been furnished with re-stated accounts and as we are obliged to look after the interests of CCMC members, we are standing firm in that we will not pay any further monies owing until the accounts (together with supporting information and invoices where appropriate) are received. PG Property Management have suggested that they will be writing to all residents imminently (as part of a wider update) flagging the CCMC arrears position.
CCMC directors (supported by Remus) are working with PG Property Management on this issue and indeed no direct legal relationship exists between the site-wide management company and individual residents.
As such individual residents do not have to take any action and there is no requirement or need to liaise directly with the site-wide management company on this issue.
Given the lack of assurance we received from both DJC and POD in relation to site-wide expenditure, we believe that members would rather us undertake sufficient and robust due diligence prior to paying any further monies to PG Property Management, especially as this accounts for 30% of the overall service charge.
For the avoidance of doubt, PG Property Management is a company created by directors of Ptarmigan Land to act as site-wide managing agent. Ptarmigan Land is the consultancy firm that acts for and represents the land owner in relation to the Channels development.
This will be a more informal ‘town hall’ style session and not a formal General Meeting of the management company and as such all Bellway residents are welcome to attend. It is a chance for a general chat, for directors to communicate any key updates and for residents to raise any questions.
To assist in efficient running of the meeting, you can submit a question in advance. Where possible, questions received will addressed prior to the open forum and can be submitted via www.ccmc-ltd.uk/ask
Please ensure that all questions are posted via the link above no later than midday on Monday 12th July.
Directors gratefully request that if you wish to attend the residents meeting, and prior to submitting advance questions, you look at the key information made available on this website.
Please observe the rules that will be followed for conducting online meetings which can be found here. The meeting may be recorded, there is an expectation of good behaviour and directors reserve the right to exclude any person who acts in an abusive manner or disrupts the meeting.
Directors would appreciate all residents signing up to follow CCMC-Ltd so that whenever an update is added, you can be notified immediately by e-mail: www.ccmc-ltd.uk/follow/
The directors look forward to catching up with as many residents as possible on Tuesday 13th July.
As you are aware, directors had planned to hold the Residents Management Company Annual General Meeting towards the end of June or in early July. We very much wanted to ensure the AGM could be a physical ‘face to face’ meeting however with the delay to the easing of COVID restrictions, this will not be possible.
Following discussion with Remus, we have decided to postpone the AGM until September (provisional date Tuesday 14th September) to ensure that we can hold the promised physical meeting. This will avoid the holiday period and provide the best chance for as many members to attend as possible.
We will however hold an informal virtual meeting for all residents during July (proposed date Tuesday 13th at 6pm) so that directors can provide key updates and residents can raise any questions or concerns.
As we have noted previously, we do not have to wait until the AGM for members to join as directors and as such if you would like to get involved, do come forward and express your interest.
Following approval of the Parking Management resolution at the EGM on 25th May, there are a number of actions that need to be progressed to ensure the regulations are adhered to.
The first will be to mark the five visitor bays (CCMC owned land) in the image below and we will confirm the date in due course:
By way of a reminder, resident visitor parking is allowed for 4 hours with no return for 12 hours in these bays.
There have been a number of resident owned vehicles (including commercial vehicles) left for long periods in the visitor bays and this is no longer permitted in line with the approved regulations.
We will additionally arrange for signage to be installed which makes clear the rules for parking in the visitor bays and we will not initially use a third party enforcement agency as we hope that residents will respect the agreed way forward.
If it becomes clear that vehicles, resident or otherwise, are being left in the visitor bays for extended periods (including commercial vehicles), we will progress with formalised parking enforcement.
Ordinary Resolution Proposal (Service Charge Budget) Approval of the proposed CCMC Ltd 2021/22 Service Charge Budget as outlined in the resolution briefing statement:
Votes For: 35
Votes Against: 7
Ordinary Resolution Proposal (Managing Agent) Approval to continue working with Remus, acting as Managing Agent, as outlined in the resolution briefing statement:
Votes For: 33
Votes Against: 9
Ordinary Resolution Proposal (Grounds Maintenance Contractor) Approval to award a new one-year grounds maintenance contract to Clifford’s Group as outlined in the resolution briefing statement:
Votes For: 40
Votes Against: 4
For the avoidance of doubt, all four resolutions have duly been approved by members and Remus will work with directors to progress any actions required as a result.
Thank you for your attention to this matter and for those that attended the EGM thank you for contributing to the decisions that needed to be made. The minutes of the meeting can be found HERE and all members will receive confirmation of the above together with the minutes by post in due course.
The deadline for submitting questions has now passed and the website has been updated with answers to all those received. No further answers will be posted. Please use the links below to review the answers to questions submitted in relation to EGM agenda items 3-6:
Further to recent posts on social media, we feel it is necessary to clarify again the proposed regulation in regard to Parking and some historical information.
Parking and the introduction of Permits was mentioned at the Residents Meeting on the 2nd December 2020 following representation from residents about poor parking in areas of the development. We have also been asked to ensure covenants are enforced, specifically in relation to parking and commercial vehicles.
Feedback received from residents following notification of the Parking Permit implementation in February was taken on board, a decision not to proceed was taken and the regulation was subsequently revised. In an ideal world we should have engaged more prior to the original proposal but being limited in number (and the role of a CCMC Director being a voluntary and unpaid one), we do not have the capacity to devote more time outside of our normal working commitments.
The recommended regulation should have zero impact to residents unless you choose to park inconsiderately or against the Highway Code.
There is no restriction on parking resident owned private vehicles at any time, nor for their visitors, other than as detailed in Paragraph 5 of the recommendation.
Please note that in line with earlier correspondence, the deadline for advance questions was midday today (20th May) and as such any submissions received after this time may not be answered. All questions received prior to the deadline will be responded to and posted on the website as described in our update of 7th May.
Please also ensure your vote reaches Remus before the 48hour cut off. Any votes received by Remus after the specified cut off will not be counted and members will not be able to vote for the first time at the meeting. Members will however be entitled to change a vote already submitted whilst at the meeting following presentation of the resolution papers.
Lastly if you are a member please do register to join the EGM and also consider becoming a CCMC Director as we would welcome the additional help.
It has been brought to the attention of both directors and Remus that personal details of residents are potentially being shared. For clarification, every member of the management company has to be listed on the register of members. A member is entitled to submit a formal application under Section 116 of the Companies Act 2006 to request the list of registered members and Remus, acting as Company Secretary, will provide this information accordingly.
The information that Remus are required to supply would include the members name, associated property address and a note that the individual is a member of the management company.
The information must not under any circumstances be passed on by a member to a third party, even if it may be to another member. All requests must be logged by Remus and as such individuals must submit their own request if they wish to review the list of registered members.