| Present | ||
| Estate Committee Members Maryanne Spoor Phil Moore Helen Rae Tobias Zimmermann Estate Committee Positions Judy Allen (Secretary) | George Petrides (Chair of Meeting) R Pitly R W Anderson Steve Robson Julie Robson Maria Hunter Steve Allison Brigitta Steenberg S Wilmot A Robson Martin & Annette Jowett T F Fagg Ian Newton J Newman A Thomas D Morphet M Cummings Martin Hughes J Sandford A&J Tobin D&S Sinclair Muriel Devere R W Armen A Gladstone | Proxy votes 21 Batt House Road 25 Batt House Road 38 Apperley Road 40 Apperley Road 15 Cade Hill Road 16 Cade Hill Road 7 Painshawfield Road 44 Painshawfield Road |
George Petrides welcomed everyone to the meeting.
Apologies for absence
Apologies were presented for:
| Brian McGurk Jen Adams David Elliott | Jim Allen Mr & Mrs Davison Mark Spoors | |
| Neal & Ann Crocker | Richard & Gemma Maughan | |
| Dave Pern | Mike Parnnell | |
Minutes of the previous meeting
GP asked to agree the previous minutes for accuracy, which were agreed.
Chair’s report
Helen Rae
HR summarised the report circulated to covenantors prior to the meeting.
The committee has continued to meet regularly to consider plans from applicants in a timely manner. In the year ended December 2025, the committee considered 12 applications with approval granted to all.
The legal case against 21 Cadehill Road has now ended with all monies recovered. HR noted that Colleen Cairns has since passed away and is unsure of any future plans for the property.
The much-loved foxtail pine tree on the common land has now been cut down with the wood used to make a new bench. This work was funded by a grant from the Parish Council and the Estate. We would now like to appeal for donations for any remaining wood to be made into an information board providing details of the tree’s history and importance.
Due to increased storage costs, the EC is considering digitising all paper records for the Estate and HR will discuss this later in the meeting in more detail.
HR introduced the new secretary Judy Allen and thanked previous secretary Gemma Maughan for all her hard work. JA introduced herself and invited anyone with queries to email her at the secretary’s email address.
Main challenges for the committee continue to be the recruitment of new members. HR invited anyone interested in joining to speak to a committee member. A vote will take place later in the meeting on the re-election of existing committee members: Helen Rae, David Elliott, Maryanne Spoor and Tobias Zimmermann.
Thanks were given to everyone for their continued support.
Treasurers Report
Phil Moore on behalf of treasurer David Elliott
PM explained that David Elliott could not attend the meeting and he would therefore summarise the accounts.
The closing account balances for 2025 were £13,267 on the working account and £18,541 on the litigation account. As well as litigation costs, major expenditure of note included storm damage and removal of the tree on the common ground. In 2026, we have budgeted for the digitisation of records, a website update and legal fees to cover work relating to trustees of the common land.
In 2025, 144 covenantors paid their £60 annual subscription. This is a small reduction from the previous year, and we have budgeted 154 paying in 2026.
PM appealed for anyone who has not amended their standing order from £50 to £60 to do so as soon as possible.
DE has recently taken over from Andrew Hall and PM thanked Andrew for his tremendous work during his time as treasurer and for ensuring a smooth handover.
PM asked if there were any questions:
- “Is there a process for onboarding new homeowners on the Estate and explaining about the annual subscription?” There is a process for onboarding, which includes a welcome visit and explaining the annual fee, but due to the difficulties in knowing when people move onto the Estate, this is not always followed up. The EC generally relies on neighbours advising them or from people getting in touch directly.
- Why don’t people pay their subscriptions? The committee are unsure why people don’t pay their subscriptions. Frustrations were shared from the covenantors over not everyone paying, but everyone benefiting from the Covenant. It was suggested that covenantors who haven’t paid be forced to pay their subscription if and when making a planning application. It was suggested that the committee follows up non-payment with a personal visit. HR agreed to take these suggestions back to the committee for further discussion on how to progress.
Digitising records – HR
HR outlined that storage costs for all EC documentation have risen considerably and, due to the amount of storage boxes and concern that records may be damaged, it is proposed that all paper documentation be digitised.
It was noted that, due to the amount of information stored, this could take some time with critical documents around legal cases completed first as a matter of priority.
- Question: “What will happen to the paper records when everything is digitised?” It is proposed that any original documentation be returned to the relevant homeowners to keep with property deeds. This idea was voted on by those present at the AGM and was unanimously agreed. Covenantor Mrs Robson offered to help in digitising the records if required.
Common Land – PM
PM explained that the EC is looking at changing the Trustees of the Common Land as one of the existing Trustees wants to resign and two have left the Estate. This is an ongoing process as we are currently having to track down all current Trustees to discuss and agree the process.
- Question: “What is the formal relationship between the Trustees of the Common Land and the Estate Committee?” All Trustees are required to be Covenantors. One covenantor agreed to help track down missing Trustee John Potter as they have links to his family.
PM handed over to Denise Morphet from the Painshawfield Biodiversity Society to discuss the Common Land.
DM outlined the historical importance of the Foxtail Pine tree and how the new bench created had been very well received. She also noted lots of lovely feedback regarding creation of the wildflower borders around the Common Land. The Society has planted a replacement Crab Apple tree damaged during mowing and has also purchased two native trees to replace the Foxtail Pine with funds from the EC.
DM is proposing spare wood is used to create a notice board with carvings and text to explain the history of the Foxtail Pine tree and its significance to the village. Lots of people have asked where they can send money to support this and the EC agreed to send out correspondence to confirm.
DM also proposed a short ceremony for the bench, sign and tree planting with a local celebrity and media to take place later in the summer and this was agreed by all attendees.
Increased fees – HR
Due to the extensive work involved, HR proposed the following increase in application fees:
Sheds: From £0 to £50
Minor structural work: £50 to £150
Major structural work: £200 to £250
New builds: Remain at £400
Property searches: £50 to £150
This prompted discussion around the work involved in reviewing applications. It was suggested that if the work involved by the EC is largely the same regardless of size, it should charge a flat fee to reflect the amount of time incurred. It was agreed by HR that the issue of a flat fee should be taken back to the EC for further discussion.
Vote to re-elect Helen Rae, David Elliott, Maryanne Spoor and Tobias Zimmermann onto the committee.
The vote was carried out by ballot papers and collected by the Secretary.
Secretary’s note: The papers were counted and, including those who sent proxy votes, the final vote was unanimously in favour for all candidates.
AOB
Several people at the AGM asked if the EC could change the set-up of the room to the opposite side next year as the sun was getting in peoples’ eyes. This was noted and agreed.
The overgrowing of the hedges in the snickets was raised. HR confirmed that the EC has no mandate covering the snickets and the upkeep of adopted footpaths is the responsibility of the County Council. It was suggested that people write individually to Anne Dale to raise awareness of the issue.
GP thanked everyone for attending.
HR thanked GP for chairing the meeting.
The meeting was closed at 20:00.