1. Lancaster Moor Management Company (2) Ltd
General Meeting – 5th October 2018

2. Welcome and Introduction
Agenda
Welcome and why we’re here
Progress Report from Interim Board
Presentation and discussion on each of the four resolutions put forward
Voting on each of the four resolutions put forward
Open forum including question/answer session on items relating to the coming year(s)
Any Other Business and Moving Forward
Welcome
Legal requirement of LMMC to hold GM – interim Board want to:
secure future of building
continually improve value for money
improve service
Need support of wider community
This meeting is being audio recorded

3. Background
First meeting of its kind, has legal standing and legal requirements
One vote per unit (only 1 person per household)
Being recorded and minutes taken for accuracy
Results recorded with Companies House and Freeholder, Adriantic7
Postal votes will be added to this evenings vote and displayed at the end of the session
Contribution toward wine and nibbles much appreciated 

4. Who does what? Landlord (Adriatic Land 7) Management Company LMMC(2)
Managing Agent
(EMS/Revolution)
Owns the freehold of the building and grounds within The Residence
Collects Ground Rent (via Home Ground)
Responsible for:
The ‘Managed Property’
Collection of all monies and payment of any charges
Providing services for maintenance and upkeep
Ensuring relevant insurances are in place
Ensuring capital reserve (sinking fund) is created and managed
Responsible for:
Providing quality services delegated by LMMC(2)
Managing any sub-contracts for these services
Collecting monies as directed by LMMC(2)
Day to day site issues
Receiving and dealing with all communication from residents
Management of LMMC transferred to Residents in Feb 18 – interim Board in place
Important to understand the different ‘players’ that affect our living environment
Managing Agent – deals with ALL day to day running of The Residence
Directors set direction/vision and have overall legal responsibility for finance, compliance and safety
Support the RA – going forward, they are the way to get your voice heard

5. PROGRESS REPORT: COMPLETION WORKS
The Director team have driven progress to address challenges by:
Creating a structured list of nearly 600 outstanding items
Establishing the process for monitoring progress
Working with Lancaster City Council planning on identifying and addressing development issues
A substantial number of items on list now addressed or ongoing, these include:
Roadway/tarmac at west gateway now brought up to standard
Car park lighting now completed
Damaged carpets replacement underway
Number of building structural/services issues addressed

6. progress REPORT: Maintenance Issues
Director Team has engaged with EMS on maintenance of The Residence
Including substantial input on:
Ensuring work is carried out in the best interest of preserving the overall state of the building
Ensuring leaks from faulty water supply installations remedied without cost to residents
Monitor and manage electricity consumption in common areas
Specification for gardening reviewed and remedial works undertaken by Form
Proposals for improved security, incl CCTV in key areas
Review of proposals for bird control measures

7. Resolution 1 Background
Approval of 2017 Financial Accounts
Interim Board and Residents have had no input into these accounts
Prepared by EMS based on information from P.J. Livesey
Any questions?
Interim Directors recommend ‘Accept’

8. Resolution 1 Approval of 2017 Financial Accounts In Favour Against
Abstain
Adoption of financial report for 2017
Results from tonight will be added to postal votes and displayed at the end of this session

9. Resolution 2 Background
Amendments to Articles of Association
These three amendments ensure:
Anyone named on the lease could stand as Director if they wish (currently only the first name on the lease can stand as director)
Any long term residents (whether named on the lease or not) could stand as Director is they wish
Directors have the ability to temporarily appoint non-members to bring in expertise as required – eg legal or accountancy
Any questions about these proposed changes?
Interim Directors recommend ‘Accept’

10. Resolution 2 Amendments to Articles of Association Resolution
In Favour
Against
Abstain A
Power for any party to the lease to become a member of the Management Company B
Power to widen Director Eligibility to long term Residents C
Power to Appoint Non-Member Directors for a limited time
Results from tonight will be added to postal votes and displayed at the end of this session

11. Resolution 3 Background
Election of Proposed Directors
5 Directors from Interim Board standing for election
2 new proposals received
Statement from each proposed Director circulated to all Residents
Any questions you’d like to ask any of the proposed Directors?
Interim Directors recommend ‘Accept’

12. Resolution 3 Election of Proposed Directors In Favour Against Abstain
Andy Ellis B
Carl Johannessen C
Steve Lalonde D
Simon Oldnall E
Jacqueline Stamper F
Andy Stoyle G
Katie Taylor
Results from tonight will be added to postal votes and displayed at the end of this session

13. Resolution 4 Background
Change of Managing Agent
Not a decision taken lightly:
based on 9 months of working with EMS
Research into standards and expectations within the industry
Robust, fair process for evaluating potential suppliers
Rationale circulated to all Residents to allow time for consideration and questions
Any questions you’d like to ask about changing Managing Agents?
Interim Directors recommend ‘Accept’

14. Resolution 4 Change of Managing Agent In Favour Against Abstain
Appoint Revolution as Managing Agent
(Vote ‘Against’ to keep EMS as Managing Agent)
Results from tonight will be added to postal votes and displayed at the end of this session

15. Open Forum
Questions relating to future running of The Residence

16. Results Item Resolution In Favour Against Abstain 1
Adopt financial report 41 10 2a
Any part member of LMMC 54 2b
Widen Director eligibility 45 4 5 2c
Appoint non-members 49 3 3a
Elect Andy Ellis 3b
Elect Carl Johannessen 51 3c
Elect Steve Lalonde 52 2 3d
Elect Simon Oldnall 3e
Elect Jacqueline Stamper 53 3f
Elect Andy Stoyle 55 3g
Elect Katie Taylor
Appoint Revolution 56

17. Going Forward
What do you want from Directors?
Support our Residents Association – voice, action, community
Join the team – take part – make a difference
Attend the next team meeting Monday 5th November –
Next Open Meeting and Social – Monday 17th December 2018