Unlike last year when Rodney Matthews gave a superb historical review how things have developed in the Element, my report this year will focus solely on the work of the committee in the two main areas of its responsibility: to monitor the work of our factors and to foster the wellbeing of all who live in the Element.
The committee met seven times in this past year, on Zoom rather than in person, to make it easier for those who are not physically able to join the meeting to participate. Since no one was nominated for election as secretary last year, the committee took it in turns to record the minutes and I have continued to function as the de facto secretary as well as being chair of TENOA. To make the job of secretary easier, the committee have found someone willing to be co-opted as minutes secretary to assist the next secretary with that aspect of the job.
During the year we reduced the frequency of our meetings from once a month to once every two months and believe it might only be necessary to meet once a quarter. Because the gap between meetings is longer, draft minutes will be circulated by email soon after the meetings because they are only published on the website after they have been formally passed at the next meeting.
So far as the responsibility to monitor the work of our factors goes, the committee receive a detailed monthly report. I have also met with the factors every month to discuss questions that have been raised regarding these updates. Hence, the committee have been keeping a close and detailed eye on how our money is being spent.
The main issues that we have been discussing with the factors in our meetings have been a) how to deal with the water ingress into the Scottish Power substation, b) the gates to our basement car park that seem to malfunction frequently and c) the rising factoring fees. In addition the factors have kept us informed as to what is happening with regard to the Scottish Government’s plan to implement a Single Building Assessment of fire risk, which is currently being piloted. I have endeavoured to help communicate what is involved in these matters and the rationale for decisions taken either in the minutes themselves or in other email communications with members.
In their report the factors have already explained why our fees have increased. A word of warning: it is almost impossible to make comparisons with other developments because title deeds differ between developments as to whether or not buildings insurance is included and in how communal costs are shared. Up till now we have not been asked for a deposit, as stipulated in our title deeds and as is common in the title deeds of most developments. However, in order to be prepared for future known major costs, such as when a lift needs to be replaced, we have been discussing whether or not this might become necessary. To help owners understand the rationale for any increases we have suggested that the factors produce an interim report between the annual reports when necessary.
There are two ways in which our committee has sought to foster a sense of well-being in the Element. The first is through our WhatsApp group. This has 64 members, including tenants, and is functioning really well as a place to go for information and exchange of experience as well as a group that looks out for the well-being of others. Originally set up as a Neighbourhood Watch group, occasionally someone has alerted us to something that needed action. So, for example, on one occasion a member managed to prevent the theft of a motorbike. On another occasion someone reported that a fox was unable to get out of the basement car park, and I was able to go down and let it out (but not before it had damaged the mechanism for opening the gate!). Reporting an incident that requires police action, such as when the travellers invaded and occupied the roads belonging to Forth Ports, is thankfully rare. And it was through the WhatsApp group that the rubbish left by the group of travellers was cleared up so quickly. I have handed management of this group to Jemma McCusker (Brown).
The second way a sense of well-being has been fostered is through holding social events in our communal garden. This year, in addition to the pre Christmas drinks around a fire pit and summer garden party, we added a Sunday afternoon tea party in September. Our factors kindly lent us some fun outdoor games that all ages could enjoy. Though only thirty to forty people were free to join in on each occasion, those that were there enjoyed meeting others that they would not normally bump into in their stairwell. We have made it very simple to organise so that this kind of event can be put on in the future.
Ken Webb,
Chair of TENOA, 28th November 2022.