Minutes of meeting 11/12/2025

Agenda

1.         Welcome & previous minutes approval

2.         Committee and Association membership updates

3.         Security & Accessibility

a)         Walk-round w Omer – summary

b)        Fieldsview Building Report – Review and approve for communication to Arada (Regal) & Lornham

4.         Arada (Regal) & Lornham

a)      Update: formal recognition of Residents’ Association

b)      Agent performance / setting KPIs

c)      Request regular Association meetings with Lornham

5.         Service charges

6.         Any other business

7.         Next Meeting Date, 12 February 2026, 8pm

Attendees

Jonathan Meech – Treasurer (JM)
Amy Marr (AM)
Emily Artinian – Interim Secretary (EA)
Chris Du – Interim Chair (CD)
Jill Oliver (JO)
Cyprian Brytan (CB)
Francisco Ferrari (FF)
Bruno Macedo (BM)
Tom Doyle (TD)

Actions from meeting – summary

• Extend the building walkaround report to include basement, gym, cinema, and rubbish areas (with photos where possible), and a few other issues.

• Chase Arada (Regal) regarding formal recognition of the Association.

• Revise and circulate the draft letter to Arada (Regal) and Lornham requesting recognition and a January 2026 meeting.

Minutes

0.      Informal Updates

·       Association meetings

·       In-person v. online: EA, JO expressed willingness to host in person sometimes, in addition to JM, subject to technical setup for blended sessions.

·       Low attendance noted, with some disappointment expressed given the volume of recent resident concerns raised via WhatsApp.

1.      Welcome & previous minutes approval

2.      Committee and Membership Update

• Membership currently stands at 46 members, with approximately 65% paid.

• Current bank balance: £257; average monthly costs are approximately £50.

• The need to improve fee collection was noted.

3.      Security and accessibility – common areas

• A walkaround with the building Concierge was completed last month to identify defects before the two-year warranty expires in June 2026.

• A comprehensive list of issues with building common parts (not individual flats) was compiled by the Association Committee and will be sent to Arada (Regal).

• Key issues identified in the report  include:

·       Loose floor tiles on multiple floors.

·       Dead or unhealthy plants in planters – throughout.

·       Trip hazards and unsafe thresholds, including turf threshold, roof terrace.

·       A reported leak on the 5th floor (TBC).

·       Faulty automatic light on the 4th floor.

·       Unsafe electrical cabling and fittings on the 2nd floor.

·       Bike Store and Safety

o   The camera in the bike store is incorrectly positioned with its line of sight blocked by ventilation pipes. Should be relocated.

o   Removal of upper-level bike racks is suggested; usage is low, they obstruct access to lower level, and injuries could occur.

§  Some Association members advised against removal due to future capacity needs; it was agreed this would be kept under review, but suggested removal would be included in the report.

·       Front Gate, Security, and Accessibility

o   The front gate has failed around ten times in 18 months.

o   The Association suggests a full redesign, as the system is not fit for purpose.

o   FF noted improvements but acknowledged the gate still requires force to close.

o   Accessibility concerns were raised regarding the entrance threshold at the glass entry door, which is likely non-compliant and should be made flat.

o   It was also noted that 1st floor stairwell design presents security risks and contributed to a previous robbery. The report emphasises this must be corrected.

o   The report notes that rainwater collecting in the outdoor entryway by the mailboxes is a result of poor design and is also a safety – slipping – hazard that needs to be corrected.

·       Gym, Cinema, and Rubbish Areas

·       It was agreed the defects Report should be extended to include the gym, cinema/screening room, and rubbish areas, with photographs where possible.

·       Ongoing complaints about excessive heat in the gym - it was noted that gym air-conditioning controls are located in the co-working reception.

·       Use of Communal Facilities

• Non-residents are using the gym and possibly cinema out of set hours and with no way of monitoring specifically who is using.

• CB confirmed management cannot currently monitor or restrict usage.

• CB and FF have requested a monthly audit of after-hours access, which the Association should pursue with management.

·       Additional items to add to the report:

·       Additional issues were noted in the courtyard on the 2nd floor, including loose tiles and poorly executed previous repairs.

·       Corridor Lighting - Persistent issues with motion-sensor equipped corridor lights activating unnecessarily (including during daylight hours) were discussed.

·       Problems appear floor-specific and likely related to faulty sensors.

·       It was noted that similar issues have been fixed on other floors, indicating a practical solution exists.

 4.      Arada (Regal) & Lornham

·       Formal Recognition and Correspondence

·       Arada (Regal) acknowledged the Association’s October email + letter requesting acknowledgement, but has not provided the follow-up confirmation of recognition that was promised; this will be chased.

·       A draft of a second letter to Arada (Regal) and Lornham has been prepared by JM but has been on hold to be sent once formal recognition of the Association is granted.

·       It was agreed we could send this letter now, after adapting it (1) to again formally request recognition; (2) to note ongoing reduced on-site presence by Lornham; and (3) to request a January in-person meeting with Arada and Lornham.

·       KPIs for Lornham

• It was agreed that setting clear KPIs would strengthen accountability but that this could wait until after an in-person meeting had taken place.

• Suggested initial KPI: acknowledgement of reported issues within 48 hours.

• Resident satisfaction surveys were proposed as an additional performance measure.

5. Service Charges

• Concerns were raised regarding multiple service charge items, as well as the short notice to question charges.

• JM had analysed the current year’s charges in Excel and this was reviewed; several areas requiring clarification were identified. Association will present these to Arada (Regal)

• Suggestion that there is now a stronger case for reviewing the cost split with commercial units, given increased use of shared amenities (gym, cinema). Discussion took place on the fairness of a 50/50 split for shared facilities;  feeling that is was reasonable in principle and that the Association should suggest 50/50 split to Arada (Regal)

·       Detailed Service Charge Review

·       While the overall service charge increase was considered broadly expected, large line items (e.g. repairs and maintenance) require scrutiny. Concerns were raised about:

o   Vague categories such as “Repairs and Maintenance” and “Sundry Staff Costs”.

o   The 90/10 utilities cost split between residential and commercial areas.

·       It was noted that consultation is legally required for works exceeding £250 per flat.

·       Lornham should clarify budget performance, reserve balances, and whether reserves are held in interest-bearing accounts.

·       Daniel Walters (Arada (Regal)) has confirmed Arada (Regal) will cover remediation costs for the main front gate.

·       Residents were advised not to withhold service charge payments due to legal risks.

6. Any other business

• JM confirmed the Residents’ Association website has been password-protected to prevent external parties accessing strategy and minutes.

• EA suggested passwords be shared with members by email.

• Sump Pump

• It was reported that the replacement sump pump replacement was delayed as the new pump had gone missing in transit.

• Installing Air Conditioning in individual flats

• CB raised the issue of installing non-water-based air conditioning units; Kinga has stated that “structural” works are prohibited under the lease.

• This interpretation will be challenged, as installation would require only minimal external works.

• FF advised that the roof may be the only viable location for an external unit and suggested approaching Arada (Regal) directly.

·       Intercom App Issues

• Multiple residents reported unreliable performance of the intercom app.

• Previous correspondence with IP Guard management exists and may be revisited.

• TD suggested organising a small fundraiser for Omer’s 50th birthday as a gesture of appreciation.

7. Next meeting

·       Association is meeting every 2 months at present in advance of end of contractual period with Arada (Regal)

·       Next Meeting – 12 February 2026, 8pm

There were no other matters to discuss so the meeting was adjourned at approx. 21:30.

The minutes were approved by the following committee members:

Chris Du (Chair)

Jonathan Meech (Treasurer)

Emily Artinian (Secretary)