Annual General Meeting of the Futuna Residents Association Inc

Sunday 23 May 2010

 Meeting opened at 3pm

 Present:

Jock and Bruce Asher (2)                                        Jane Harcourt (40)

Don and Margery Silver (4)                                     Liz Ritchie (42)

Susan Wong (6)                                                      Richard and Sally Mann (45)

Bernadine Pool (7)                                                  Ron Kleingeld (51) 

Pat Wilton (8)                                                         Ana James (53)

Dawn Hudson (9)                                                    Mr and Mrs Broome (54)

Dinnie Hall (11)                                                       Keith Curry (61)

L Redhill (14)                                                          Tim Ritchie (62)

Carol Palmer (25)                                                   Gabrielle Ellis (63)

Penny Dravitzki (34)                                               Don Matson (64)

Robin Knight (37)                                                    Mrs Welson (65) 

Apologies:

Patricia Sturrock (5)                                                Nicola Drayton-Giesti (41)

Simon and Ellen France (15)                                   Kelly Burn (46)

Joy Gray (23)                                                         Winsome Shepherd (56)     

 Welcome

Tim Ritchie welcomed everyone to the AGM. Special guests were welcomed:  Nick Bevin (Friends of Futuna Trust) and Robin Hagen.

 Confirmation of Minutes

The minutes of the previous AGM held on 24 May 2009 were confirmed.

Moved:             Bernie Pool

Seconded:        Richard Mann

Matters Arising

None.

Chairman’s Report – Tim Ritchie

Tim introduced the Committee members.

Carol Palmer – Secretary

Ron Kleingeld – Treasurer, looks after web site and Building Control Committee

Bernie Pool – responsibility for the rubbish collection, social matters and the Friends of Futuna Charitable Trust

Penny Dravistski – communications

Margery Silver – social matters

Sally Mann – gardening

Tim thanked all members of the Committee for the time they have given freely over the year.  The Committee has met on 6 occasions since the last AGM, with email and phone deliberations in between times.

Tim recorded his thanks to Bernard Russell and John Hall for their contribution to the Building Control Committee.  Tim also thanked Bernard Russell and Jenni Hall for their contribution to the Friends of Futuna Trust.

Tim also thanked Robin Hagen for his contribution to the Futuna community over the past 5 years and presented Robin with a gift on behalf of the residents.

Committee work included:

Parking

Over the course of the year this has continued to be an issue in several areas but it seems the painting of yellow lines around the village green and on the intersections has generally encouraged better parking behaviour and less inconvenience to other residents. The committee has received fewer complaints and Tim encouraged the community to maintain this and to not let it again become a source of discontent and tension between residents. Tim reminded the residents that unfortunately none of us were involved in the planning of the complex and we all know that parking is severely underdone, meaning that we all need to compromise.

Speeding

The speed of vehicles in the complex continues to be an issue. Despite the 20km speed limit signs they are often ignored – whether by residents or visitors. Safety is the issue and unless there is improvement the Committee feels it will have no option but to investigate the installation of speed bumps. This is certainly not the preferred solution and Tim asked the community to please impress on their visitors the need to keep speeds down.

Christmas Carols in the Chapel

The Carols were presented by the combined choirs of St Mary’s and St Teresa’s and the event was organised by Marjery Silver, Bernie Pool, Sally Mann and Robin Hagen. Again it was a great success and this will be an activity that the incoming Committee will be planning to repeat this coming Christmas.

Website

The web site development has been a major step forward and Tim thanked Ron Kleingeld.  The website is both a means of communicating what is going on as well as holding information for us all to use. The Futuna Information Booklet is an example and this can be used by real estate agents to use with prospective purchasers to minimise misunderstandings or misrepresentations on Futuna matters. 

The web site also holds some of the information we need on R&M – for example exterior cedar weatherboard staining instructions, potential painters, what to do if you are having a problem with the halogen down lighting, and other suppliers who know the complex such as a roofer. 

Tim noted that the Committee is aware that not everyone is on line and we need to continue with paper-based communication via letterboxes.

One matter the Committee would like to get some feedback on is whether or not we should use sponsorship or advertising as a means of raising funds to cover the cost of the website or newsletter. At the moment there is some low level reference on the website to suppliers of some specific services to Futuna residents (such as painters, roofer). This could be broadened to more general suppliers of goods and services, like a hairdresser’s advertisement in the newsletter in return for their paying for the cost of printing and distributing that newsletter.

Finances

We have had another satisfactory year.  Tim noted the levy we pay includes the weekly rubbish collection and is pretty good value - especially compared with other residential complexes in Wellington. The Committee will be recommending a small increase in the levy for the next financial year - to that minimum level which the Committee considers to be prudent.

Treasurers Report – Ron Kleingeld

Ron presented the accounts for the year ended 31 March 2010. 

Ron noted that the Association is in a reasonably healthy financial position.  The interest income had been impacted by low interest rates.  Repairs and Maintenance had increased due to the requirement to repair the street lighting.  Ron noted that the deferred maintenance fund is designed to cover long term maintenance, for example, resealing the road.

An unqualified audit report has been issued for the financial year ended 31 March 2010.

Ron presented the Budget for the year ended 31 March 2010 and noted a proposed levy of $400 per unit for the next financial year. 

Building Control Committee – Ron Kleingeld

Ron advised the BCC has received very few formal requests to undertake changes to units.  Ron reminded residents that the Constitution requires a formal request to be made before wok is undertaken.  Ron will issue a note to all residents advising them of the process to follow and provide a form to be completed. This process will be required to be followed retrospectively for those residents who have not requested formal approval.

It was noted that re-staining of the cedar weatherboards is underway.

The butynol issue is being managed with an independent assessment sought.  Keith Curry (Unit 61) can also assist in this matter.

Roofing tiles are an issue – the BCC will consider and advise on maintenance.

Friends of Futuna Charitable Trust – Nick Bevin

Nick provided an update on the Trust.  The Trust now owns the chapel.  A lot of building activity has been undertaken over the past year with heating and toilet facilities installed.  The chapel is now available for use. 

Nick noted that a small wedding was held in 2009 and a number of musical events were held during the year.

Nick advised that a number of gentle uses of the chapel are planned for the next year.  Nick confirmed that the chapel will not be promoted as a venue and that use will be on a donation or koha basis.

The 50 year anniversary of the chapel will be celebrated next year, with events held around the anniversary date of 19 March 2011.  A number of dignitaries have been invited including the Archbishop of Wellington and the Governor General.  The Victoria University Press will be publishing a book on the chapel in 2011.

The website continues to be developed.  Fundraising continues, particularly with Wellington City Council and with emphasis with restoring the Perspex and the landscaping.

General Business

Jane Harcourt asked about the trees to be trimmed on Lot 100.  Sally Mann to follow up with Jane on this matter.

Appointment of the Committee for 2009/10

Keith Curry, Richard Mann and Dinnie Hall were nominated at the AGM to join the existing Committee. 

All current Committee members were re-elected.

Moved:             Pat Wilton

Seconded:        Bernard Russell

Meeting closed at 3:55pm