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.
It has been noted that a resident has published false and inflammatory information on Facebook questioning, amongst other things, the legality of the scheduled EGM. This has been discussed with Remus and the matter is now being addressed by our legal team.
Please be assured that the proposed meeting is lawful and is being held to ensure that resident members can be party to key decisions that will impact everyone living on Phase 1/2 of Channels.
For the avoidance of doubt, directors would have been able to make decisions on each of the proposed agenda items without the need for any form of member voting. However in recognition of feedback received earlier in the year, it was felt that the items were of sufficient importance to involve members, including those that require decision in advance of the new Service Charge Year, hence the need for holding an EGM.
Remus will of course have ‘involvement’ in counting votes, under their duties as managing agent and, more importantly, company secretary. As company secretary Remus do not have any voting rights and they will be happy to provide an audit trail to any members who wish to see evidence that voting has been properly managed.
We urge you to attend the meeting and if you do have questions about the recommended courses of action, please submit them via the methods previously outlined. If themes emerge, we will endeavour to provide answers prior to the meeting. Neither directors or Remus will respond to discussion threads via social media.
The papers for the EGM scheduled for Tuesday 25th May 2021 at 6pm are now available for viewing and/or download from the Meeting Papers page of the CCMC Website. They have additionally been posted to all members.
Please read the meeting papers fully in the first instance however if you do wish to submit a question, please ensure that it is posted via the appropriate formno later than midday on Thursday 20th May.
Members are asked to join the meeting promptly to ensure that the attendee list can be validated. Company business, as detailed in the formal Notice, will begin at 6.15pm after which no further members will be permitted to join unless they are already in the waiting room.
To assist with administration, it would be appreciated if members wishing to attend could pre-register via the following form:
Directors of the Residents Management Company will be holding a virtual Extraordinary General Meeting on Tuesday 25th May 2021 at 6.00pm (joining details to follow).
Unlike previous meetings, this will not be a general ‘town hall’ style session. It is a management company members only meeting and will be for the sole purpose of passing the following resolutions:
Revised parking regulations;
Approval of the 2021/22 Service Charge Budget;
Appointment of a grounds maintenance contractor;
Continuation of Remus as managing agent.
There will be a short briefing at the meeting by the director assigned to each of the above areas and this will cover the same explanatory information included with the meeting papers. The briefing will be followed by a formal vote to pass, or reject, each resolution.
Meeting papers will be distributed no later than 4th May 2021. This is 21 days prior to the scheduled meeting date and therefore gives members time to consider the proposed resolutions and to ask questions.
Full instructions about the voting and advance question processes will be included with the meeting papers.
A full AGM is planned to take place in late June/early July and this is where directors will present the 2019/20 accounts, an update on the 2020/21 financial position and a Chairs report. Directors will also be appointed/re-appointed at the AGM. The date has been pushed back slightly in the hope we can hold a physical face to face meeting.