Board Minutes

The Board meets around four times per year, three meetings having standard agendas. Before each meeting we ask leaseholders for agenda items and we publicise times, dates and locations of meetings. Leaseholders are welcome to attend. Minutes of meetings will be published in our Google Drive and are in any event circulated to all leaseholders.

Here are the current standard agendas but this is likely to change

November

  1. Finance Report – Finance Director
    1. Bank balance
    2. Service Charge Status (anonymised for minutes)
    3. Draft budget and proposed service charge level for following year
  2. Report on testing of common parts smoke detectors – Health and Safety Director
  3. Haward – report on expenditure since last meeting

March

Meeting should include residents and flatowners

  1. Finance Report – Finance Director
    1. Bank balance
    2. Service Charge Status (anonymised for minutes)
  2. Haward – report on expenditure since last meeting
  3. Final agreement on next year’s Service Charge level
  4. Review Resident Engagement Strategy; report to flatowners and residents
  5. Report on testing of flats fire and smoke detectors – Health and Safety Director
  6. Report on testing of common parts smoke detectors – Health and Safety Director
  7. Report on Gas and Electrical Certification

July

  1. Finance Report – Finance Director
    1. Bank balance
    2. Service Charge Status (anonymised for minutes)
    3. Draft expenditure certificate for approval and circulation
  2. Managing Director/Secretary Report
    1. Works carried out in the period and bills paid
    2. Next works
    3. Changes in occupants in block
    4. Statutory reporting or changes in legislation
    5. Insurance issues if any
  3. Insurance for the following year – the quotation normally arrives in October. The questions
    1. Can Caledonian agree to the quotation if it is within budget and with the same provider
    2. Do we need to ask Harborough Portas for competitive quotations; they do this most years
    3. Should we check the market and see whether another provider can beat HP? We have done this several times over they years and some have come close. It would need a significant gap before we changed from HP
  4. Report on testing of common parts smoke detectors – Health and Safety Director
  5. Review Fire Risk Assessment – all; report to flatowners and residents.
    1. Decide whether a Fire Risk Assessor should be asked to review
    2. Responsible Person to report on Personal Emergency Evacuation Plans
  6. Review Fire Precautions – all