AGM: 2024

Present

• John Gilbody (JG) - Chair
• Tracey Gilbody (TG) - Secretary
• Wayne Roddis (WR) - Member
• Kev Hayes (KH) - Member
• Phil Steer (PS) - Member
• Lisa Needham (LN) - Member

Apologies

• Nigel Griffiths (NG) - Events lead

Additional notes

The meeting was opened by the chair, who welcomed everyone and introduced the committee members.

Chairman's report

The last AGM was in September 2022 when the Chair and Vice Chair tendered their notification, and having served on the Committee for many years, I volunteered to perform the role of Chairperson.

I had already performed the roles of Secretary and Treasurer for several years and wanted to maintain some continuity because there were several important ongoing projects.

It was great to welcome some new blood onto the committee and I would like to thank Wayne Roddis, Phil Steer, Lisa Needham, Nigel Griffiths, Tracey Gilbody and Kevin Hayes for all their support over the last 20 months. I would also like to thank everyone who joined the Events Team to support Nigel too.

We believed our focus for the first 12 months should be around the community growing area, adoption of the roads, and improving the look of areas not covered by the management company. We would also continue to challenge RMG and Northfield for any unsatisfactory work and do everything we could to ensure that the area was maintained to preserve the appearance of the development.

Clearly this will always be a challenge as we were volunteers who have no power to hold them to account, however, we felt that this was a key area where we should concentrate on behalf of all residents.

We had done our best to continue with events as and when we could through the pandemic and created a specific Events Team Led by Nigel Griffiths. Our first event was the Christmas Event in December 2022, which was an amazing success.

However, since then there has been a fall in the appetite for Events and several have been cancelled due to a lack of uptake over the last 12 months. We will continue to support the main seasonal events throughout the year and the last event we held was the Easter event this year, which was well attended.

A summary of our achievements since the last AGM are as follows:

Community Garden

We eventually secured land at the edge of the development, suitable for a Community Garden and a small number of volunteers worked tirelessly to turn a piece of wasteland (kindly donated to us by the landowner Luke Devine) into an amazing growing area. This was previously opened on 1st June 2024. I would also like to make special mention to Tracey Gilbody, who has done an excellent job of project managing this and bringing us in on budget.

Adoption of the roads and drains

A large amount of work has been going on in the background for almost two years to get all relevant parties around the table to move this forward. At times this has felt like wading through treacle. I am pleased to say through dogged determination a meeting was held on 8th December 2023 with WGRA, our local MP Simon Lightwood, and senior representatives from Bovis/Vistry, Yorkshire Water and WMDC Highways. The major sticking point for almost 17 years has been that the surface water runs off into third party land and until Bovis purchased this land other issues could not be resolved. WGRA have managed to identify the landowners who are now in the final stages of selling the land to Bovis/Vistry. The process of adoption will be relatively speedy once the land is purchased.

Improving the appearance of areas not covered by the management Company and holding RMG to account for the areas they maintain.

Flower Beds have been created and planted along with several new trees along The Grange.

I would like to thank the small number of volunteers, who turned out on several occasions last year to clear all the weeds from the side of the road, on the mile long hill down The Grange. It was really back-breaking, however I am sure you will all agree it has significantly improved the appearance of the area. We have also contacted WMDC to ensure that this adopted area forms part of their yearly weeding maintenance plan to keep the footpaths and verges looking tidy.

Herb boxes have been removed and renovated to create newly planted shrubs, which have now been re-positioned along The Grange. A huge thank you to Wayne for creating the lovely flower beds and refurbishing the planters.

Contact was made with the management company responsible for the land adjacent to Mission Court apartments regarding the overgrown area of shrubbery at the front of the apartments which has now been cut back.

We contacted Wakefield council and the Dog Warden in relation to dog fouling around the estate. Several visits have been carried out and signage placed in key areas, to raise awareness and address the issues.

Once again we secured the donation of a substantial Christmas tree in 2023 and I wish to thank the team for helping erect and illuminate it.

RMG/Northfield

The constant chasing of RMG and Northfield to complete the necessary repairs and rectify unsatisfactory work has led to the following:

• Wooden knee-high fencing replaced/repaired throughout the estate
• Substation embankment upgraded: cladded with feather-edge boarding
• New steps put in on the embankment at Gresford Close
• New steps created and repairs carried out to sections of the steps and fencing surrounding the vehicle turning point on Silverwood Road
• Fencing re-stained and new wooden handrail installed along the walkway at the top of Stockwell court
• Trees along The Grange have been pruned/cut back at no additional cost to residents
• Shrubs cut back in front of Dearne Court
• Shrubs/trees cut/pruned in front of Stockwell Court

Resident Directorship

There were many frustrations felt through the inadequate and shoddy work provided by RMG and Northfield. However, as an Association we were powerless to make the real difference needed; something that could only be done by residents taking on the role of Resident Directors and removing this function from Bovis/Vistry who were not acting in the interests of our residents.

WGRA felt this was a key area we should concentrate on and that the aim would be to remove RMG as the Residential Management Company.

Three residents volunteered to take on the role of future Resident Directors, to hold the Estate Management Company to account on behalf of all residents and ensure value for money for the Management fees we pay. Several meetings have now taken place with the current Director within Bovis/Vistry, to secure the transfer of directorship to the volunteer Resident Directors. One of the volunteer Directors, Steve Beverley, will provide the most up to date position later in the meeting.

Summer Camp 2023

We successfully secured a grant from the lottery fund for a summer camp to run through the summer break in 2023, this was a great success on the dates it was held, however due to the appalling summer we had, almost 50% of the dates allocated were cancelled.

And finally

I will provide an update on our progress towards the three-year plan and priorities for the next 12 months later in the meeting.

I would finally like to thank all the committee and small number of volunteers for their unwavering support over the last 20 months.

John Gilbody
Chairperson
Woolley Grange Residents Association

Accounts financial update

Year end accounts

• Label Credit Debit Total
• Balance from 2021-2022 Credit: £31781.97 Debit: £0.00 Total: £31781.97
• Bank charges Credit: £0.00 Debit: £60.40 Total: £-60.40
• Petty cash Credit: £646.66 Debit: £0.00 Total: £646.66
• Community Grow project Credit: £100.00 Debit: £1957.53 Total: £-1857.53
• Easter event Credit: £260.63 Debit: £51.84 Total: £208.79
• E-On Credit: £0.00 Debit: £332.89 Total: £-332.89
• Nomadic Pizza Credit: £100.00 Debit: £0.00 Total: £100.00
• Public liability insurance Credit: £0.00 Debit: £207.98 Total: £-207.98
• Community spruce up Credit: £0.00 Debit: £70.37 Total: £-70.37
• Halloween event Credit: £0.00 Debit: £38.00 Total: £-38.00
• Christmas event Credit: £1929.43 Debit: £914.03 Total: £1015.40
• IT Credit: £1.00 Debit: £10.00 Total: £-9.00
• Consumables Credit: £0.00 Debit: £79.05 Total: £-79.05
• Equipment Credit: £13.59 Debit: £1065.06 Total: £-1051.47
• Groundworks Credit: £0.00 Debit: £867.60 Total: £-867.60
• Stationery Credit: £0.00 Debit: £29.98 Total: £-29.98
• Totals: Credits: £34833.28 Debits: £-5684.73 Grand total: £29148.55

Resident directorship update

Steve Beverley is one of 3 Woolley Grange residents who have agreed to take on the role as Resident Directors. He outlined there had been three meetings with the current Resident Director Joanne Morrison in relation to handing over control of the development to the Resident Directors.

The progress to date had been slower than desired, the reason for this is that everything needs to be in a fit and proper state, which includes the adoption of the roads through the development by Wakefield Council and the purchase of the land for the water run-off.

The Resident Directors and Joanne are aware of the frustrations in relation to RMG, and many companies have been suggested to take over the management role. Service level agreements must be prepared and sent out to the companies and then the contract will go out to tender. Joanne Morrison has agreed that the Resident Directors will be part of this process to ensure the companies are fit for purpose.

A meeting is planned with Joanne Morrison for the 14th June 2024, a record of this will be circulated after the meeting to keep everyone updated with progress. A target date for completion was discussed and Steve hoped the process would take approximately 9 months and should be completed by November 2024, once everything is in place and the accounts are handed over this should be the time the new management company will take over from RMG.

Steve outlined their vision was for the Resident Directors to be able to directly fund the electricity spur on the development and well as fund future events, this would take pressure away from WGRA having to depend on raising funds to fund these items.

A discussion took place in relation to the proposed Resident Director being co-opted onto the board, this has not taken place as yet and will be one of the last things to be done prior to taking over the directorship, it was agreed this would be a discussion with Joanne at the meeting on the 14th June 2024.

Election of committee members

It was outlined that all positions on the committee were vacant if anyone was willing to take on the role. There were no volunteers from the attendees and no expressions of interest before the meeting.

Election of Chair

John Gilbody proposed by Matthew Barlow and seconded by Kevin Hayes.

Election of Vice Chair

Wayne Roddis proposed by Tracey Gilbody Seconded by John Gilbody

Election of Treasurer

No elections for this position. Which remains vacant and a message will be put out on the WGRA Facebook page requesting a volunteer.

Election of Secretary

Tracey Gilbody proposed by John Gilbody seconded by Wayne Roddis.

Committee members

Kevin Hayes, Lisa Needham, and Philip Steer: All expressed a wish to remain as committee members, no more expressions of interest were received at the meeting or prior to the meeting.

Progress of three-year plan

This will be circulated on the Woolley Grange Facebook page for information, the only item on the plan that has not been addressed is the outdoor gymnasium, following extensive research into the proposal it was decided this was not a viable option due to the ongoing costs of insurance and maintenance of the equipment which could have resulted in an uplift of management charges for residents.

Annual plan for 2024/2025

Details of this were given at the meeting and will be available for residents via the Facebook page. A discussion took place about the best means of communication between residents and WGRA. Currently most of the information is posted on the Facebook page as leaflet drops etc are very costly and time consuming. Other social media platforms were discussed to engage with the younger members of the community. This idea will be taken forward by WGRA.

The web page is currently being re-designed and populated with useful information and copies of all the minutes of meetings. One of the residents at the meeting, who is a conveyancing solicitor, agreed to help with the legal aspect of the transfer of land gifted for the community garden and the sixteen acres of woodland. WGRA would like to thank her for her exceedingly kind offer.

Future events were discussed, and it was agreed that the demographics of the residents have changed significantly over the years, although there were several young children on the development the majority were now of an age where they were no longer interested in the events. However, a suggestion was raised in relation to mobile gaming events and outdoor movie nights. This will be passed on to the events coordinator. The full plan is available too.

Stone replacement options

The history relating to the large stones placed on The Grange was outlined and that WMDC had insisted they be removed following a complaint from the Parish Council. Following the removal, WMDC were asked for a replacement to stop people parking on the grass verge, as this was not only causing damage to the grass, which was unsightly but also dangerous for road users. A reply has been received from the council and they are of the opinion that as much of the damage to the verge was in fact caused by residents, along with financial constraints, they would only be willing to part fund any solution to the issue and the remainder to be paid at the expense of the residents.

It was agreed that the residents should not be expected to fund any replacement. A suggestion was made that perhaps Woolley Parrish council could approached and be asked to contribute towards the overall cost.

One attendee raised that Woolley Grange contributed most of the money to the Parish council as we had the largest number of houses, however, most of the funds were spent on Woolley Village Hall and Woolley Playground.

The outlay for Woolley Grange over recent years has been in relation to grants applied for by WGRA to help fund activities and events on the development along with the provision of the defibrillator, gritting and snow clearance.

It was agreed that regular attendance at Woolley Parish Council meetings by WGRA Committee Members may help with understanding how the funding was distributed between the wards. John Gilbody, Wayne Roddis and Kevin Hayes have volunteered to attend all future meeting, commencing with the next meeting on Thursday 13th June 2024.

RMG charges and accounts

One resident had asked this item to be added to the agenda as they had an issue in relation to the RMG accounts and their accuracy. They provided information to the meeting that potentially money was owed to each household from RMG and this caused them some concern. A discussion took place in relation to the best way forward with this issue, as no member of WGRA are trained Forensic Accountants and the cost of employing a professional would far exceed what they envisaged was owed to each household (approx £3.75). It was agreed the best way forward with this issue was to replace RMG as the management company, which is a priority for the Resident Directors and WGRA.

Any other Business

A conversation took place in relation to approaching the Post Office to have the post code for the development change from S75 to a WF postcode. The reason for this being our council tax is paid to Wakefield and houses attract a higher valuation with a Wakefield postcode area. This will be looked into by the Committee, however, after 18 years it was accepted that this may be difficult.

Anti-social behavior by youths on the grassed semi-circle on The Grange. It was raised that the picnic benches are continually moved behind the large bushes in this area. It was suggested they be moved into public view and concreted into the ground, or they be moved further into the development on the Public Open Space at the bottom of Gresford Close.

The meeting was closed at 9.15pm.