Minutes of meeting 30/09/2025
Agenda
1. Welcome and recap.
2. Membership uptake and subs payment chasing.
3. Update on formal recognition by Regal and Lornham.
4. Proposal to petition Regal to appoint a new managing agent.
5. Security review of common parts of building.
6. Entrance lobby notice board (requested by Omer).
7. Update on removal of upper layer of bike storage for H&S purposes.
8. Clarification of the service charge split between the commercial and residential spaces.
9. Confirm action points from meeting.
10. Any other business.
Attendees
Jonathan Meech – Treasurer (JM), Amy Marr (AM), Emily Artinian – Interim Secretary (EA), Chris Du – Interim Chair (CD), Jill Oliver (JO), John Harker (JH), Phillie Wright (PW), Bruno Macedo (BM).
Actions from meeting – summary (see further detail in Minutes)
1. Membership: post/share committee volunteers sought and contact RB.
2. Payments: send invoice reminders and post notices.
3. Website: Simplify access (password protection).
4. Communication: Possibly streamline WhatsApp groups; promote Google Form issue log.
5. Informing Regal and Lornham: Interim Chair to draft formal communication
6. Security: Schedule building walk-round; compile risk/issues list for Regal.
7. Install lobby noticeboard for emergency and general info; confirm fire alarm testing/compliance.
8. Facilities: Request changes to bike racks; raise gym access reinstatement.
9. Service Charges: Request 6-monthly updates and transparency on allocations.
10. Next meeting: 11 December 2025. Inform members.
Minutes
1. Welcome and Recap
· Committee Membership
o Still seeking more volunteers for the committee.
o Interim Chair CD and Secretary EA and happy to serve but in interim capacity.
o Rachel Barlow (RB) has expressed tentative interest in becoming Secretary; she is away until October.
o JO volunteered to join the committee in a general (non-officer) role.
· Actions:
o Contact RB in October to confirm her interest and availability.
o Post/share need for committee volunteers
2. Association Membership & Payments of £15 per annum
· Bank account successfully opened.
· Payments
o Current payment rate: 12 out of 37 residents (≈33%).
o Budget requires ~80% participation for viability.
o Squarespace email campaign in use – good open rates (90–95%) but lower click/response rates (35–40%).
· Actions:
o Treasurer JM to send follow-up invoice-style reminders to non-payers.
o Secretary EA to post reminders on WhatsApp groups.
2.1 Website & Information Sharing
· Articles of Association and Budget are available through Residents Association website (www.fieldsviewbuildingresidentsassociation.co.uk/); currently publicly visible.
· Discussion on restricting access: Options: password protection, member-only access by request, or sharing docs ahead of AGM.
· Action:
o Review privacy settings and simplify member access (e.g., one shared password for website).
2.2. Issue Reporting & Communication
· Residents' Association Google Form for issue logging exists but underused (1 response so far).
· Residents often go directly to managing agent instead.
· Too many overlapping WhatsApp groups → information gets lost. Discuss streamlining next meeting.
· WhatsApp groups: any members who have moved out and should be removed?
· Actions:
o Re-share Google Form link and encourage use for common issues.
o Add centralised issue log to website.
o Taking GDPR into consideration, use AI to summarise repeated issues reported in WhatsApp groups by multiple tenants; add to Issue Log
o Remove WhatsApp group members no longer resident
3. Update on formal recognition by Regal and Lornham
· End of 2-year contractual period with Regal is approaching, May/June 2026
· Action: Treasurer JM to draft formal communication RE establishment of the Association to Regal and Lornham.
4. Proposal to petition Regal to appoint a new managing agent.
· Liaison with Managing Agent (Lornham)
o Response times inconsistent; some issues resolved slowly (e.g., pesticide cleaning, door repairs).
o Consider drafting Key Performance Indicators (KPIs) for accountability (response times, issue resolution rates).
· Alternative managing agents discussed, but consensus is to first improve current relationship.
· Actions:
o Consider KPI framework for future.
o Arrange face-to-face with new Lornham manager if possible.
5. Security & Accessibility
· Concerns raised:
o Front gate and various doors prone to malfunction.
o Potential for unauthorised access (tailgating, lift bypass).
o Inaccessibility for residents with mobility issues (raised steps, heavy gates).
o Previous burglary noted; urgent need for secure entrance fixes.
· Actions:
o Security/accessibility walk-round to be scheduled (include Omer) this Autumn.
o Compile list of key risks/issues for Regal to resolve and send before the holidays.
6. Noticeboard & Emergency Procedures (Alarm issue)
· Recent flooding incident and highlighted lack of clear emergency instructions.
· Alarm system concerns raised
o Fire evacuation plan not currently displayed.
o Flat alarm system functionality problem – there is a lack of automatic notification to Managing Agent or Fire brigade when alarms go off.
o Concerns raised about alarm testing frequency.
· Suggestion: Noticeboard in lobby with emergency contacts and procedures.
o This could also contain generally useful / applicable information
· Actions:
o Install emergency contact/evacuation noticeboard (pending permission).
o Clarify with Regal whether regular fire alarm tests are conducted.
o Confirm compliance of overall system, including requirements for and means of alerting others, and in particular given presence of commercial units.
7. Facilities and Update on removal of upper layer of bike storage for H&S purposes.
· Bike Storage: Upper rack unused; bottom rack overcrowded and hazardous (risk of head injury).
o Proposal: Remove upper racks to increase practical storage.
· Gym Access:
o Internal lift access to gym disabled, forcing residents to exit building to re-enter.
o Raises safety concerns, especially at night.
· Actions:
o Request Regal alter bike storage configuration, removing upper racks.
o Raise issue of reinstating safe internal gym access via the main lifts.
8. Clarification of the service charge split between the commercial and residential spaces.
· Last breakdown provided Dec 2024.
· Residents request 6-monthly updates to improve transparency and avoid unexpected increases.
· Concerns about commercial/residential split and fairness (e.g., gym, screening room, coworking space usage).
· Actions:
o Ask Regal for mid-year update (Jan–June 2025).
o Request justification for service charge allocation.
9. Next meeting
· Meet every 2 months at present in advance of end of contractual period with Regal
· Next meeting: 11 December 2025
There were no other matters to discuss so the meeting was adjourned at 20:52.
The minutes were approved by the following committee members:
Chris Du (Chair)
Jonathan Meech (Treasurer)
Emily Artinian (Secretary)