Victory Hill Management Company Limited Residential Management Company limited by guarantee with no shares Co no.: 04659245 Registered in England and WalesRegistered office:

c/o Chaneys Chartered Surveyors Chiltern House Marsack Street

Caversham Reading

RG4 5AP

MINUTES OF THE VICTORY HILL MANAGEMENT COMPANY

ANNUAL GENERAL MEETING 2018 Held at: Basingstoke College of Technology, Basingstoke, Hampshire

Monday 12th November 2018

Board of Directors: Martin Edge Chairman Matt Garvey – Director Jaz Parmer - Director Des O’Neill – Director

David Griffiths – Director

Apologies: Simon Hirst - Director

Wayne Buckley – Director Stewart Smart - Director

Chaneys Chartered Surveyors represented by: Andrew Copley - Director

Sarah Morrisen – Property Manager

Leaseholders in attendance: 62 Winterthur Way – Mr & Mrs Painter

162 Winterthur Way – Mr Sapia 167 Winterthur Way – Mr Kirkham

191/267/392 Winterthur Way – Mr Aston 229 Winterthur Way – Mr Mundy (represented by proxy, Fran Jones, Romans

320 Winterthur Way – Mr Crudge 361 Winterthur Way – Mr Lapper

382 Winterthur Way – Ms Delaney

Proxy Appointments: 75 Winterthur Way – Mrs Baird

82 Winterthur Way – Mrs M Tzanakaki 85 Winterthur Way – Mrs J Baird

137 Winterthur Way – Mr T King 151 Winterthur Way – Mr Baird 161 Winterthur Way – Mrs Baird

167 Winterthur Way – Mr Kirkham 171 Winterthur Way – Mr Baird

229 Winterthur Way – Mr Mundy 286 Winterthur Way – Mr J Bahoshy 297 Winterthur Way – Mr Edwards

329 Winterthur Way - Mr How 420 Winterthur Way – Mr Van De Weghe

The meeting commenced at 19:00 Hours.

• Chairman’s Message

Martin Edge, Chairman welcomed the attendees and introduced those present, apologies for those Directors not in attendance. He summarised the current position and gave a brief over view of matters on site. He mentioned that current projects were progressing well.

• Managing Agents Report Andrew Copley, Director, Chaneys Chartered Surveyors welcomed all attendees to the meeting Previous Minutes from the AGM 2017 were agreed

• Accounts – 2017 Andrew Copley reviewed the budget for 2017. The 2017 accounts are due for completion in their final form by the beginning of December 2018. Summary detailed below:

The following balancing charges will be applicable to each block and credits/debits will be sent with the January 2019 service charge demands (NB. those in green refer to a credit due to Leaseholders and those in red refer to a debit due from Leaseholders):

• Accounts – Budget to date

Andrew Copley detailed the budget to date for 2018 which is expected to be 8% over budget (overall) Contributory factors to this:

• Estate - 5% Over - Increase waste management, pest control, embankment works, staff wages – Onsite staff are paid the living wage

• Cherry - 10% over - Roof repairs/ fire door works, increased electricity. • Willow - 5% over - increase in electricity, unexpected repairs to a smashed window to the communal front

door • Maple - 9% over - increased electricity, Leaking SVP • MSCP - 67% over – The current reserve fund is negative, so expenditure has been fully recovered via budget.

Shutters/Access Control system/replacement doors/ paint internal stairs.

• Service Charge Draft Budget 2019 Andrew Copley presented the 2019 draft budget showing a 9% rise (overall) from the previous period (Rising from £607,095.42 – 2017 to £624,575.41 - 2018), however to note, 6% of this increase is due to contributions to reserves

• Reserve Funds 2019 – 10 Year Planned Maintenance Plan

• Consultant Building Surveyor instructed to undertake detailed report and assessment

• Input from key Contractors with regards to external cleaning, roofs, fire safety etc)

• Small block consultation has already taken place on Tuesday 26th June 2018 to discuss their service

charge and reserve contributions

• Agreed reserve adjustment for 2019 with further 5% increases per year

• Funding for the extension of the Estate Office will be spread over 2019/20

• Includes lobby upgrades in 2019

• MSCP reserves increased to bring it back to a positive balance

• Project Updates

Sarah Morrisen presented a site and project update

• MSCP Upgrade – The following upgrades to the MSCP have now been completed following on from

feedback from Leaseholders regarding ongoing security issues:

Installation of automated roller shutters Fob access control to all entrance doors Installation of CCTV

Feedback has been positive

• Replacement of the embankment/parimeter fencing – the previous fencing had become rotten beyond repair. The VHMC Board of Directors agreed to fully replace with like for like fencing.

• Embankment lighting – Lights have been installed all the way down the embankment area which was previously very dark. Following on from installation the lights were vandalised, we suspect from those that used the area to loiter. To make the area more exposed we carried out a cutback of the foliage by 1.5m either side. The lights were repaired and there has been no further occurrences of vandalism.

• GSM and LED lighting upgrades – GSM units have been installed in each lift which replace the need for lift lines (and the subsequent cost for line rental). All lighting in the lifts have been replaced with more reliable and cost-effective LED lighting.

• Elm Block insurance claim – Following on from 5 identified leaks affecting flats 309/299/298/297/296, a major insurance claim has been raised overseen by Chaneys, Thames Valley Surveying and Cunningham Lyndsay Loss Adjusters. The associated works are progressing well, claim value IRO £300,000.

• Visitor’s Parking – 5 additional visitor’s spaces are now available outside of Cherry block and are

governed by the same rules as the exisiting visitor’s spaces onsite – 4 hours maximum stay, no return within 48 hours, unrestricted parking on Saturdays and Sundays.

• Fitment of individual SE Water Meters – Following on from the s20 process, SE Water are due to start the fitment of meters in December 2018.

• Pigeon Proofing – Budget has been used for this year to carrying out additional pigeon proofing to flats, assessed on a case by case basis. This will continue in 2019.

• Children’s play area – A feasibility study will be carried out in 2019 regarding the provision of a simple play area onsite for children to be allowed to safely play in. At this stage this is in its infancy.

• Hyperoptic fibre broadband – Hyperopic have undertaken a survey onsite and the provisions to install additional fibre cabling to allow the service is progressing

• Fire Safety

• Fire Risk Assessment Reviews due – Early 2019

• Rental/Sales Review

Presented by Matt Garvey – Director

• Appointment of Directors

The existing Directors agreed to remain in office. There were no other nominations for appointment.

• A.O.B

Oliver Kirkham - 167 Winterthur Way requested that the bike storage in the under croft carparks is upgraded to offer more security, SM to investigate. Also, it was noted that during certain religious festivals, fireworks were being let off that were making their way onto balconies and left a lot of mess. SM to write out to advise that fireworks are not allowed onsite.

Concerns were raised regarding children playing onsite and the plans for a children’s play area, especially as there are 4 parks within walking distance. AC/SM assured that at this stage it was a feasibility study and Leaseholders would be consulted on the matters before any final decisions were made.

All in attendance were thanked for coming and the meeting ended at 20:40 hours