Minutes from 16th January 2025 – meeting between residents and Savills

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Date: 16 January 2025
Attendees: 18 in-person, 18 remote

Minutes provided by Savills.

Welcome & RA Updates

Oliver welcomed attendees and announced the 7th-anniversary celebration of the RA next month.
Encouraged sign-ups to the new RA mailing list via southgardens.org, accessible to leaseholders, residents, and L&Q tenants.
Homeowner Guide to be created and distributed.
Thanks to Rhys & Alexandros for the new website. Links to be shared via WhatsApp and Dwellant.
Regular RA meetings with Savills continue.
Isobel (Chair of Arum & Henderson RA) discussed a new L&Q shared owner forum for management issues. Leaseholder forums and emails forthcoming.
Handover to Savills

Lee Chapman (Savills): Introduction and role at Elephant Park / South Gardens, Overview of challenges and initiatives for transparency and communication.
Aimee (Savills): Introduction and role at South Gardens.

Parcel Safe System:
- Introduced to minimize parcel theft. Positive feedback, but some issues with couriers dumping parcels.
- Saved £64k annually by reducing concierge coverage; costs to be confirmed.
Fire Door Compliance:
- Inspections of FP30/FP60 and resident doors starting within 8 weeks, with a 12-week completion timeline.
Security Updates:
- Attempted plant room break-in noted; issues with CCTV monitoring
  discussed. Savills to include this in regular RA meetings.
- New CCTV signage to be added. A comprehensive audit is underway.
Pest Control:
- Contract shifted to Cleankill (as used by West Grove & Trafalgar Place) for
  improved servicing. Immediate actions for pest sightings to be reviewed.
- Savills to include this in regular RA meetings.

2024-25 Budget: £2.65M (10% contingency added).
Delay in receiving 2020-2023 accounts due to FirstPort’s non-compliance; legal action being considered.
S20b Notices:
- Enables collection of funds for upcoming budgets.

Landscaping:
- Will be looking into costs to see if saving can be made.
Estate Maintenance:
- Caretaker role potentially being introduced to reduce contractor call-outs.
Water Costs:
- Exploring reductions for park fountains.

CCTV Surveys:
- Stack pipe CCTV and clearance to be addressed starting in approx 8 weeks.
EV Charging Upgrades:
- Lendlease to fund resurvey and upgrades. No timeline given currently.
Balcony Cold Bridging:
- NHBC claims for structural defects; residents to follow the provided
  procedure.

Theme Ideas:
- Residents invited to propose cost-effective communal décor ideas via poll.

Community Feedback:
- Residents encouraged to share thoughts on cost-saving exercises.
- Estate RA to be introduced.

Path improvements (Phase 4) set to begin in coming days. Location not confirmed as this is strictly down to weather and footfall.
Regular updates to be provided via RA meetings and mailing list.