21 May '25 - AGM minutes & actions

Welcome and introductions
 
AGM was attended by 32 residents from 18 properties [of the 50 ‘frontager’ properties in total]:

  1. Mike & Jackie @ Camperdown
  2. Andrew & Korrine @ Aviemore
  3. Les & Katerina @ Magnolia Lodge
  4. Keith & Donna @ Mulberry House
  5. John & Annette Cox @ Copland
  6. Lindsey & Martin @ Greendale
  7. Juergen @ Brereton
  8. Paul & Angela @ 11 Gainsborough Close
  9. Bong & Kay @ Bluebell Lodge
  10. Jat & Rupinder @ Quoin Cottage
  11. Alistair Dawson @ 2 Amberwood Drive
  12. Sandra & John @ 1 Crosby Hill Drive
  13. Andrew Parker @ Hazlemere House
  14. Alan & Irene @ Airdale - longest in residence, for 45 years!
  15. Paul & Victoria @ 47 Crosby Hill Drive
  16. Sarah Andrews @ Two Acres Cottage
  17. David & Xenia Oakley @ Cranmere House
  18. Sean & Tina @ Dawes Place
 
Apologies received from:

  1. Woodwards
  2. Lushington House
  3. The Wrakes
  4. Eastbrook House
  5. 49 Crosby Hill Drive
  6. Tall Trees
  7. 3 Cornwall Close
  8. Cotherstone
 
Election of Committee

  • The current committee of Andrew [Treasurer], Katerina [Neighbourhood Watch] and David [Chair] were re-elected for another year by unanimous show of hands.
  • Non-committee members were kindly requested to consider putting themselves forwards at the next AGM ;-)
 
Financials

  • Andrew presented the accounts for the year ended 31 December 2024, see Records tab for the accounts.
  • The accounts were reviewed and given the thumbs up by Rupinder of Quion Cottage. 
  • The accounts were unanimously accepted by the attending residents.
  • The balance on 31 December 2024 was c.£21k. Subsequently we have paid c.£4k on road repairs and with collections from January to date, the balance is now c.£23k.
  • Interest received on the National Saving bank balance was unconfirmed at the date of the meeting. It is expected to be a few hundred pounds, and the accounts will be updated when the information is received.
  • There are approximately 10 properties who have not yet been forthcoming with their [calendar years] 2024 and 2025 membership subscription of £150 per annum despite repeated requests. Andrew & David will continue to chase these debts; most are overdue due to oversight. 
  • Attendees reconfirmed the clause in the Articles that residents who decide not to pay the annual fees set by vote at AGM, are considered not to be members during the period of non-payment, as per the Articles [see Articles tab].
  • Potential financial contributions [not to be classed as membership fees] from residents of the council-maintained and other unadopted roads off Middleton Road were discussed, and the outline contents of a proposed letter for a door drop / door knock was agreed, with Paul & Victoria of 47 Crosby Hill Drive agreeing to lead, with support from Jackie of Camperdown. Alistair of 2 Amberwood Drive [and Chair of Amberwood Residents Association] agreed to test the communication with Amberwood residents.
  • It was agreed that £30k should be considered to be the upper limit of MRRA cash holdings, and the next year subscription level should be set with this in mind, also considering the annual road repair plan, below.
 
Next year membership subscriptions

  • Residents discussed membership fees for the calendar year 2026..
  • It was proposed and unanimously agreed that membership fees would be set at £100 per household for calendar year 2026, meaning an expected collection of c. £5k, which is expected to be used +/- for annual road repairs [next repairs to be scheduled for Spring ‘26]
 
Insurance update
  • David updated the gathering on the continuing collective insurance, primarily providing public liability insurance, protecting residents of the road.
  • Insurance documents are available on the website, under Records.
  • David reminded / explained a little to residents about the nature of our unadopted road and our responsibilities and therefore why we take out an insurance policy. Much more detail can be found on the 'Private Roads' tab on the website menu.
 
Neighbourhood Watch

  • Katerina updated the attendees with information about meetings that she kindly attends on our behalf and gave an overview of the current issues.
  • Some residents are not on Katerina’s email list, David to connect.
 
Recent Road Repairs

  • Consensus that the recent road works by Axtell has been done to a good standard and represented good value.
  • It was agreed that David and Mike [Camperdown] would repeat the process in Spring each year, with necessary repairs being identified, shared with members for approval and completed annually.
 
Devonshire Drive update

  • Mike and Jackie [Camperdown] updated us on the latest planning decisions related to the attempt to develop the woodland area off Devonshire Drive, with a tree maintenance application having been recently approved.
  • Consensus remains that this is part of a long game attempt to develop the site for residential properties, which is universally unwelcome for so many reasons.
  • Mike & Jackie will continue to keep a watching eye and share news.
 
Vegetation at the A30 end of MR & responsibility for maintenance

  • The vegetation growing from the rear of properties on Cornwall Close / Crosby Hill Drive creates a significant narrowing of the road at the A30 end.
  • Sean of Dawes Place agreed to discuss with relevant residents and decide on any required action, feedback to David if work is considered to be required beyond the scope of residents themselves.
 
Planning Application for change in use of property on Crosby Hill Drive [not a frontage / member of MRRA], following council purchase of the property, for protection of children at risk 

  • Residents were made aware of this application on the SHBC planning portal
  • David proposed that it was not an issue for the Association to have a collective voice, but was for individuals to review and decide if they wish to comment on the planning portal.
 
Bridge Safety and Council measures to reduce risk

  • This agenda item was preceded by a document uploaded to the website [Records tab] with highlights of previous correspondence between MRRA and various interested parties, including the traffic survey in November 24, which concluded that any substantive action was unlikely due to perceived low risk.
  • There have been many views and suggestions over the years, often borne out of near-misses, from the extreme options of installing a parallel pedestrian bridge [as in Sunninghill), or closure of the road to 2-way traffic, to the trivial but useful such as cutting vegetation to improve visibility of the road signs or repainting the road markings. The complexity of a variety of solutions was discussed, as previously on many occasions.
  • The lack of any action at all or even a proposal in the last 2-year period, was noted with disappointment but not great surprise. It was agreed that David would continue to communicate with councillors until an action plan was drafted for our consultation.
  • One suggestion by David which was accepted in the meeting as worth considering was to ask Axtell [road repair company] to quote for clearing and tarmacking back to the fence on the Middleton Road side of the bridge to give additional pedestrian space, and to request that the council do the same on the other side.
  • It was also agreed that if viable solutions were identified by SCC but were not able to be actioned due to non-affordability, then MRRA would consider contributing to funding, David to advise Councillor Hogg.
  • Keith at Mulberry House suggested another working party to clear vegetation near the bridge in the immediate  future, and this was warmly accepted, David to propose a date to residents.
 
Next AGM

  • To be held at around the same time next year.

21 May '25: AGM Agenda


  1. Welcome
  2. Introductions
  3. Election of committee
    1. If you wish to put yourself up for election at the meeting, please do feel completely free to do so on the evening, it will be put to vote - see the Articles tab on the website, for details.
    2. Current: Chair [David Oakley @ Cranmere House], Treasurer [Andrew Lane @ Aviemore], Committee Member for Neighbourhood Watch [Katerina Rayman-Bacchus @ Magnolia Lodge]
  4. Financials [Andrew]
    1. Accounts from last presented to 31 Dec 2024
    2. Subscription to agree for next year
  5. Insurance update: see latest documents for 25/26 on the ‘Records’ website page
  6. Neighbourhood Watch update [Katerina]
  7. Recent road repair & forward plan
  8. Devonshire Drive update
  9. Resident agenda item request: who is responsible for maintaining the overgrown vegetation on MR near to the A30
  10. Resident agenda item request: awareness of Planning Application on Crosby Hill Drive
  11. Bridge safety measures update, including resident agenda item request on speeding. See recent correspondence with SCC on the ‘Records’ web page
  12. Agree next AGM date

19 July 2023 - AGM minutes & actions


1 - INTRODUCTIONS
 
Members attending:-
  1. Hyperborea
  2. Tall Trees
  3. Aviemore
  4. Copland
  5. Mulberry House
  6. Lushington House
  7. Quoin Cottage
  8. Eastbrook House
  9. Brooklawn
  10. Airdale
  11. The Wrakes
  12. Balmoral
  13. Woodwards
  14. Cranmere House
  15. Cotherstone
  16. Chestnuts
  17. 11 Gainsborough Close
  18. Camperdown
  19. Widdershins
  20. 47 Crosby Hill Drive
  21. 49 Crosby Hill Drive
  22. Magnolia Lodge
  23. Wirral Cottage
 
And apologies from:-
  1. Greendale
  2. Brereton
  3. Greensleeves
  4. 3 Cornwall Close
  5. Bluebell Lodge
  6. 53 Crosby Hill Drive
  7. 2 Amberwood Drive
 
2 - COMMITTEE

  • No nominations, so Chair [David Oakley, Cranmere House], Treasurer [Andrew Lane, Aviemore] and Member for Neighbourhood Watch [Katerina Rayman-Bacchus, Magnolia Lodge]  were re-elected by unanimous show of hands.
  • David advised he would step down at next AGM.
 
3 - FINANCIALS

  • Andrew presented the unaudited accounts to end June 2023.
  • Rupinder [Quoin Cottage] agreed to give the accounts an independent review as per our articles.
  • Accounts were accepted [s.t. to the independent review of course].
  • Resolution accepted to move the fee cycle to Jan to Dec, with the next fee being collected in January 2024 [Articles updated].
  • Resolution to move the fee back to £50, which would mean c. £2.5k would be collected in the year.  But, Members overwhelmingly preferred to keep the fee at £150 per household, to increase the bank balance [currently c.£15k] up to a level that would make possible a similar repair project as was undertaken in 2018 [costing c.£14k] but which would now likely cost 50% more. So resolution passed by show of hands as per the articles, it was agreed that the annual fee would be £150 per member, payable in January 2024. Andrew will issue instructions to all later in the year.
 
4 - INSURANCE

  • David informed members about the insurance for the Road, paid annually at just under £400, covering:
    • Public liability insurance [to £2m] 
    • Property Damage
    • Legal Expenses
  • The reason why this insurance is taken out is because of our individual accountability in law for road maintenance and consequently any injury or other impact on a member of the general public, who have right of way along the road regardless of unadopted status.  This insurance product is a product targeted specifically towards the collective insurance of residents on unadopted roads.
  • A question about what it practically covered - for example, an accident / claim arising from ice on our road.  David to check with Insurance co.
  • Please see the insurance document on the website [Records], if you have any questions, please send to David by email.
  • Please still remember, that in law, every frontager is accountable for their frontage, the Association does not exist as a legal entity, it doesn’t own the road.  The insurance policy is a risk management exercise that has historically been considered a sensible collective and cost-effective risk management.  But it is still the accountability of each household to ensure this meets your needs. As per the Articles - Method section 5 … “The Committee will do all such things as the Association may deem necessary to the attainment of the above objectives [Objectives section], but shall not be held responsible at law.”
  • If you have any events / issues that you consider might be covered by the Insurance, please refer to the document and notes first & then contact David.
 
5 - ROAD REPAIRS & RESPONSIBILITIES
  • Reminder: Whilst each frontager is in law responsible for maintenance of their frontage, the Association Members take collective responsibility for the whole road and to collectively pay for necessary repairs where ever they might be needed on the road.  That is the principle that held when various repairs were made in 2018 at a total cost of £14k, and Members continue that agreement.
  • As per the annual fee discussion, it was felt that more funds should be held not only for a multiple repair project like in 2018, but also for interim single repairs, hence the increase to £150 per household, which means c. £7.5k will be collected in 2024, giving us more flexibility.
  • There was general agreement that the road was in good repair and that a major “top dress” project [as was done on Knightsbridge more than a decade ago [which involves stripping the whole surface off and resurfacing all, not just damaged areas] was not in sight of being needed.  This would be a very expensive project - probably 100k based on past quotes for the same.
  • One or two members noted there was damage on the road near their properties that would likely benefit from being fixed.  
  • Mike at Camperdown and David to walk the road, note any problems and distribute to residents for agreement to go to contractors for quotes, which would also be shared ahead of undertaking any work.  
  • Members also agreed to send any areas of the road of concern to David.
  • Victoria [47 Crosby] and David to work on a door drop for residents off Middleton Road, requesting voluntary contribution, with a suggestion of £50 per household.
 
6 - NEIGHBOURHOOD WATCH

  • Katerina updated on activity.
  • Some members noted some fairly recent activity that was reported to police.
  • Members agreed to let Katerina know about any incidents in parallel to reporting to authorities, so that she can keep members informed and alert.
 
7 - PARKING
  • David let members know that some residents become frustrated by other residents parking on the verges, either because it makes the road look messy or narrows the road.  
  • Therefore, a reminder to try and avoid this - suggestion was to ask neighbours with driveway space if you need extra parking for an event.
  • It was noted that the ‘no parking’ sign was added 2 or 3 years ago when non-residents were using Knightsbridge and Middleton as free parking for the railway station.  This has now stopped.
  • If you see cars parked that are not obviously residents, suggestion to pop a polite notice on the window reminding that it is a private road and parking is not allowed.
 
8 - DEVONSHIRE DRIVE
  • Mike at Camperdown updated all on the background on the potential Devonshire Drive development, noting that the woodland area has been recently purchased for £85k, with a presumption that this is a development investment, not a tree-loving investment.
  • Mike advised that SHBC tree officer is looking to move the temporary TPO to permanent as a solution.
  • Members all agreed that any development would have multiple and significant detrimental impacts.
  • The DDADOC group continues to be very vigilant on this and we expressed our thanks to Camperdown for their efforts previously and currently. They will keep Middleton Road in the loop.
 
9 - BRIDGE
  • Chair updated Members on the recent council meeting following the petition, key takeways:
    • Noted Trefor Hogg’s [and I should have added Councillor Shaun Garrett also] strong support and attendance and speech at the Council meeting also.
    • Risk and danger recognised by SCC
    • 2 actions being considered – reduced speed limit and vehicle activated signs.  Trefor Hogg noted currently policy was that police would not enforce a 20mph zone without additional traffic calming measures [unless it could be proven that 20 already reflected the average speed]  He said this policy may chance, permitting signage only 20mph zones.
    • Lead time will be several months due to legals and finding funds, but there is agreement to achieve this.
    • Nuclear option to close the bridge to cars is a real option.
    • SCC are seeking network Rail meeting.
  • As usual, members have lots of ideas for what could be done:- 
    • It has been debated and protested with Councill for years, lots and ideas suggested.
    • There was appetite for speed bumps, mirrors.
    • The reality is that, under scrutiny, ideas suggested often have a not immediately obvious downside, or reason for people to objective.  
    • The agreement required between SCC, Network Rail and Frontagers is also a complexity. 
    • But members overwhelmingly want to continue this action to finding a solution that will reduce the risk.
    • It was noted that bridge closure to cars would create problems elsewhere, eg junction of Middleton and Knightsbridge.
    • Suggestion that met with wide agreement was that a MRRA funding contribution could be channelled into supporting a solution [which wouldn’t be contrary to the Objectives of the Association].
  • SCC have committed to progressing this issue with their relevant experts to propose a solution, MRRA or individuals would be involved in this as stakeholders. If any member has a particular appetite to be further involved on our behalf and with ideas, please let David know, it would be highly welcomed.
  • David to inform Trefor of strength of feeling and request to be involved and kept fully informed.
 
10 - BUSINESS HUB

  • David advised that there is a business page on the website, if any resident would like to promote their business on here, then to send information to David, who will request permissions to send quarterly emails to members promoting these businesses.
 
11 - MRRA OBJECTIVES

  • David asked Members if they were happy with the Objectives of MRRA, general consensus of agreement.  Suggestion from a member that an AGM could be accompanied by a social event to get to know each better.  David to seek feedback ahead of 2024 AGM.
30 April 2018 - AGM minutes & actions

30 properties represented
48 residents and 2 neighbours from Devonshire Drive

We discussed / agreed the following:
  1. Term of office for Chair and Treasurer - agreed as max 2 terms, 2 years per term
  2. Articles - updated articles [Articles tab] were accepted
  3. Treasurer elected -  Andrew Lane of Aviemore
  4. Chair - re-elected David Oakley of Cranmere House
  5. Members - 50 properties that frontage Middleton Road, of which 49 are members of the Association
  6. Financial update:  prior to collection of 2018 fees due in June, the Association has funds of £20.5k.  Current fees are £30 per household, so we collect [in June] approximately £1,500 per annum and we pay [in March] £400 per annum on a collective insurance.  Financials at 30 April in the Records tab.
  7. Insurance - reminder to residents that we have this insurance policy, including public liability, see Records tab.
  8. Road Repair Plan - discussed required repair work to the current damaged areas of the road has cost including VAT of £14k.  2 equivalent quotes received.  A vote was taken as to whether to do the work.
    1. Voted to go ahead with the short term road repairs as detailed in the photographs and quote issued.  
    2. Action - Chair and Treasurer to arrange and communicate date.
  9. Longer term resurface work was discussed, meaning the "surface dressing" of the entire road, cost including VAT is c.£28k [2nd quote received for £34k].  The road was last surface dressed in early 2000s.  It has a life of 15 to 20 years.  In order to be able to do this in the next 2 years, additional funds would be required, which could be collected gradually or all at once when the decision is made.  A vote was taken as to whether to increase the annual fee to £150 for this year, 2019 and 2020, so that we would have the required funds available in 2020 to surface dress the road if required and if residents voted to carry out the work.  Alternative was to collect £50 per annum [the level agreed at last meeting] and then collect a one-off amount from each house at the relevant time.
    1. Voted to increase the annual subs to £150 per household with immediate effect, with the same amount to be collected in 2019 and 2020.
    2. Action - Residents to cancel any existing standing orders and set up new Standing Order for 1 June for £150.
    3. ​Bank details:  Middleton Road Residents Association, Sort Code 30-91-53, Account 01202422.
  10. Potential development on London Road was discussed.  Headlines:
    1. An area of woodland at the end of Devonshire Drive is earmarked by the council as “developable” under their long term housing strategy.  
    2. There are 2 contiguous large properties that could be brought in, creating a significant area of land for development.
    3. Developers [who undertake large developments] are engaged, it is thought that the plan for 7 houses will mushroom to between 50 and 100.
    4. Access to this development is expected to be via Devonshire / Middleton Road and Gibbet Lane - creating a signifiant increase in traffic from new residents as well as a cut-through.
    5. Planning Application is expected to made shortly, precedent says that we are unlikely to even be consulted.
    6. We collectively agreed that we did not wish to see this happen for a variety of reasons and that we would work together and with others to try to prevent.
    7. Action - Mike MacCoughlan of Camperdown and Sarah Andrews of 2 Acres Cottage would lead this on the Association’s behalf.  This is likely to result in a further Association meeting once we have more details, where we would agree our plan.
  11. Parking - Mike Collins of Woodwards advised that parking on Portesbury Road was being restricted and Knightsbridge Association had decided to attach “no parking” to the road name sign to try to reduce the risk of non-resident parking.  Voted to decide whether we should do something similar.
    1. Voted that we would add similar non-parking sign on the road sign near to the Knightsbridge junction
    2. Action - Mike Collins & David Oakley to help action this at lowest cost.
    3. It was also requested that residents of Middleton Road also respect other residents' frontages when parking.
  12. Character of the road - it was requested that all residents of Middleton Road do their best to maintain the leafy character of the road, covering fences etc.  Everyone agreed with this sentiment.
  13. Knightsbridge Road - it had been observed by one of our members that Knightsbridge Road had narrowed and posed more risk to pedestrians.  Mike Collins of Woodwards is the Chair of the Knightsbridge Association and advised he has communicated that to those residents and effort has been made to cut back.
  14. Ward Change - For information - David O advised that the ward boundaries had been changed, Middleton Road was now part of the Old Dean ward, no longer part of St Paul's ward.  This happened last year with little consultation - hardly any resident knew in advance and only about 1/5 of people attending knew. 
  15. Bridge - Sarah Andrew at 2 Acres observed that the traffic speed over the bridge and on the road generally was increasing and becoming more dangerous.  
    1. Action - David O to share the previous action and correspondence with Sarah, who would take up the challenge!
  16. We recommitted that we would meet annually at this time of year - recognising we may need to meet before this on the development issue.

Properties Represented:
  1. Woodwards
  2. Cotherstone
  3. 2 Acres Cottage
  4. Lavinia House
  5. Tall Trees
  6. Widdershins
  7. Aviemore
  8. Airdale
  9. Camperdown
  10. Eastbrook House
  11. Lushington House
  12. Mulberry House
  13. 47 Crosby Hill Drive
  14. 49 Crosby Hill Drive
  15. Quoin Cottage
  16. 2 Amberwood Drive
  17. 53 Crosby Hill Drive
  18. 1 Cornwall Close
  19. Chestnuts
  20. Greendale
  21. 1 Crosby Hill Drive
  22. Copland
  23. 11 Gainsborough Close
  24. Haslemere
  25. The Wrakes
  26. Magnolia Lodge
  27. Summer Place
  28. Brooklawn
  29. Cranmere House
  30. Whitegates

Apologies form:
  1. Hyperborea
  2. Wirral Cottage
  3. 3 Cornwall Close
29 June 2015 - AGM

Our AGM was held from  26 June 2013, at St Paul's church.  For more detailed minutes, please see "RECORDS".
The headlines were:
  • We agreed that we would collectively fund a "surface dressing" of our full road, ideally after summer 2015 or in Spring 2016, depending on professional recommendation.  This would require additional funds of £250 per household.    We will be in further touch with tenders and final amount for collection.
  • We agreed to increase our annual fees to £50, payable June 2016.
  • David Oakley of Cranmere House, Craig Downie of Quoin Cottage, Katerina Rayman-Bacchus remain as Chair, Treasurer and Committee Member respectively.
  • Accounts were presented as draft, some funds to be collected.  The accounts will be uploaded after all of 2015 fees are collected, at which time we will have accumulated funds of c. £18,700.
  • We continue to fund public liability insurance to protect us individually from actions taken against us by members of the public arising from issues related to our unadopted road.
  • Articles have been updated, but not yet approved by members.  Please review in the "RECORDS" tab, suggested updates are in red.  I will finalise these based on comments received by end August.  Existing articles can be seen in the "ARTICLES" tab.
  • We shared an updated list of residents and members.

9/7/13 - Linbar Sale

I received the following information from the owners of Linbar, the property where the owners were recently awarded planning permission.  I'll find out more details on the expected timing of the development from the developers.

"Linbar has been sold to a small property development company called Monro Homes.  They intend to build the two executive detached homes on the Linbar site within the next year."

9/7/13 - New Residents

Please join me in welcoming Dhunji & Sharon Bilimori as new residents and members.  Dhunji & Sharon have just moved into the property previously called Pembroke, which they have renamed Lavinia House.

2/7/13 - Potholing

Many thanks to Jackie of Brooklawn, Sarah of Eastbrook House, Sharon of Summer Place, Alistair of 2 Amberwood Drive and Craig of Quion Cottage for fixing the potholes last Sunday!  Please let us know if you see any new ones that need repairing.

28/6/13 - 2012/2013 AGM

Our AGM was held from  26 June 2013, at Gordon Young's residence, Eastbrook House.  For more detailed minutes, please see "RECORDS".
The headlines were:
  • Gordon Young stood down as Chairman after several years, our members were very grateful for his contribution.
  • David Oakley of Cranmere House was voted in as Chairman and Craig Downie of Quoin Cottage was voted in as Treasurer, replacing David Oakley.  Katerina Rayman-Bacchus remains as the other Committee Member, and is our Neighbourhood Watch liaison person.
  • The 2012 Accounts were accepted. These can be seen under "RECORDS".
  • 2013 fees were agreed to remain at £30, being collected June/July 2013.
  • It was agreed to update our Articles of Association [by end July] to make provision for developer contributions and non-paying frontagers.

15/1/13 - 2012 Financials

The Financial Statements for the year ended 31 December 2012 can now be found under the "RECORDS" tab.  We now have just over £15k in accumulated funds.  Of the 49 members of the Association, I'm glad to say that there are now only 3 who have either declined or are yet to make payment for 2012, despite frequent chasing and requests.  In addition, over £400 of unpaid fees from previous years back to 2008 have also been collected, thanks very much to those who have settled these, sometimes even on behalf of previous residents.  The accounts have not been audited and I'd be grateful for any volunteers to do this.  It will only take a couple of hours, helped by a glass of something.  

Please send me a message via the "contact us" tab if you have any questions on the financial statements.

Thanks,
David Oakley, Treasurer.