Haven Green Court Limited
MINUTES of the Annual General Meeting of the above‑named Company
held at Haven Green Baptist Church, Haven Green,
Ealing, London W5 on 29 January 2024 at 7.15pm
Chairman: Aren Gurdikyan (AGu)
Board Members present: Gary Medazoumian (GM), Jamie Thomas (JT), Stephen Taylor (ST) and Bhumika Vaswani (BV)
Shareholders present: BM (124), SH & JB-H (62), PP (132), FF (76), MM (74), AGa (42, 52 & 152), JS (148), GW & EW (50), JH (130), MWS & MS (44), VM (156), EK (80), FT (90), KV (158), CL (34)
In attendance: William Heneker (Lamberts Chartered Surveyors)
Observers: CW (132)
Proxies: No Proxies were submitted
Apologies: Karan Ghuwalewala, Director (KG)
1. Welcome and introductions
AGu welcomed shareholders to the AGM. He explained the format of the proceedings that would follow and the points on the agenda, which had been issued to everyone beforehand.
AGu proceeded to deal with the formal business of the meeting, as follows:-
2. To approve the minutes of the 8 December 2022 AGM that had been circulated to shareholders prior to the meeting
AGu sought approval of the December 2022 AGM minutes that had been circulated to Shareholders prior to the meeting. The motion was proposed by (44) and seconded by CL (34)
3. To deal with any matters arising from the December 2022 AGM minutes
There were no matters arising.
4. By Ordinary Resolution to remove Mr A Garg from the office of a Director of the company
AGu reported that following a recent voluntary resignation from Mr Garg, the tabled agenda item was no longer needed. On behalf of the board AGu thanked AGa for his contributions.
5. To receive and to approve the annual service charge accounts for the financial year ending 31 March 2023 in respect of Haven Green Court, together with the reports therein
AGu confirmed that the Board were happy with the service charge accounts in their finalised form and sought their adoption.
AGa (42, 58 & 152) said that he had been waiting for copies of receipts for certain reserve fund expenditure items that have not been provided by CL.
AGa (42, 58 & 152) said that he believed that the accounts should be “audited” in accordance with the terms of the lease and that this had not been happening.
AGa (42, 58 & 152) criticised the Board for accounting for year end deficits and surpluses through the reserve fund and suggested that any overspends be collected as a separate year end deficit and any underspends credited towards leaseholders’ next service charge year contributions.
AGu responded that all of these issues had been dealt with by a Court of Law, through the Tribunal process instigated by AGa and that the Tribunal had issued its Judgment dealing with all three of these points. AGu confirmed that the meeting could not deal with these issues as they had already been settled. AGu asked AGa if he wished to apologise to his fellow shareholders for the costs incurred as a result of his entirely failed Tribunal case, which had led to every leaseholder incurring a proportion of the legal & professional costs needed for Haven Green Court Ltd to defend it. AGa responded that he did not need to apologise as he believed the Judge was wrong in reaching his determination. AGu reminded AGa that not only had the Tribunal refused his application to appeal, but had also taken the very unusual decision to award costs of approximately £12,000 against AGa for his unreasonable behaviour throughout the case.
AGa raised an issue regarding the “debtors” figure in the accounts and asked for a breakdown. AGu referred to two cases where probate was currently awaited, another (large) debt that had been settled in full following the employment of solicitors and a further two that are currently under discussion for settlement.
With no dissenters, the motion to adopt the accounts was approved by the meeting.
6. To receive and adopt the annual statutory accounts of Haven Green Court Limited for financial year ending 31 March 2023, together with the reports therein
AGu confirmed that the Board were happy with the accounts in their finalised form and sought their adoption.
In the absence of any dissenters, the motion to adopt the accounts was approved by the meeting.
7. To confirm that no dividend be paid or be recommended for payment for the financial year ending 31 March 2023
AGu confirmed that the Board had previously resolved not to pay a dividend for the financial year ending 31 March 2023. In the absence of any dissenters, the motion was passed by the meeting.
8. To re-elect the following Directors retiring by rotation: Aren Gurdikyan and Karan Ghuwalewala
AGu confirmed that under the Company’s Memorandum & Articles of Association, he was required to retire by rotation, but was willing to re-stand for re-election. The motion to re-appoint him was proposed by JT (94) and seconded by BV (108).
AGu confirmed that Karen Ghuwalewala was also required to retire by rotation and had confirmed his willingness to stand for re-election. The motion to re-appoint him was proposed by JT (94) and seconded by BV (108).
9. To confirm the Director’s remuneration at nil
GM reported that the Directors all continue to work on a pro-bono basis and that there is no remuneration paid. The motion to confirm that the Directors should not be paid any remuneration was proposed by SH (62) and seconded by CL (34).
10. To propose the appointment of Auditors and to authorise the Board of Directors to agree their remuneration
AGu proposed the re-election of the existing accountants, Paul Ng and Associates, who have provided a good service over the years. There being no dissenters, the motion to reappoint the accountants and for the Board of Directors to agree their remuneration was passed by the meeting.
11. To receive reports from the Chair, Lamberts Chartered Surveyors and the Estate Manager
AGu introduced ST (70), who reported on the restoration of Haven Green that had been completed following the Crossrail construction and with significant input being needed from Friends of Haven Green. Whilst there was still some work to be completed, the majority of the restoration has been completed to a satisfactory standard. ST made a plea for new participants to assist in local amenity issues via Friends of Haven Green, inviting anyone interested to contact him directly or through CL.
AGu reported that a solution to the hot water pressure issue had been instructed, with work due to commence in the next week or so. He issued an apology on behalf of the Board for the length of time taken to get to this point, but explained that it had been a complicated and relatively expensive exercise, with the Board wanting to ensure that the right solution was delivered by the right consultant and at the right price. Delays had also occurred as a result of the need to undertake a statutory consultation as required under Section 20 of the Landlord & Tenant Act 1985.
AGu provided information on the new Haven Green Court website (www.havengreencourt.co.uk), which had been funded initially by sponsorship from Match A Property. He explained that it was the Board’s hope that the website would be developed to enable the more regular flow of information to residents and a place where useful information could be obtained.
AGu reported that there was also a plan to run a bi-monthly newsletter in hard copy format, in parallel to the updates provided via the website.
AGu confirmed that projects proposed for 2024 include the replacement of the dilapidated entrance canopies, re-varnishing of the communal entrance doors, the re-surfacing of the rear service road and a commencement of a refurbishment of the common parts staircases – where, hopefully, one or two could be undertaken in the next 12 months or so. He confirmed that the board was very active in dealing with these projects to deliver a better living environment.
12. Any other business
AGu invited ST to present the results of the recent residents’ survey conducted via Survey Monkey. ST explained that the survey had possibly been the first in Haven Green Court’s history and the results had been insightful. Responses had been received from 48 of the 80 flats (60%) and this was considered to represent a good cross-section and provided meaningful data. He explained that a scoring system had been implemented, with scores graded on a 1 (very dissatisfied) to 5 (very satisfied) basis. The average score across all questions was 3.9, with the lowest score being 3.4 and the highest being 4.7. The Board was generally encouraged by the overall scores, demonstrating a reasonable level of satisfaction amongst residents.
ST reported that the area where residents appeared to be least satisfied was in relation to the condition of the internal common parts, followed next by the external communal areas.
Positive feedback was received on the overall management of the development, the amount of information provided in relation to costs and services, the standard of cleaning, porterage, Estate Manager and garden maintenance.
ST confirmed that the Board is reviewing all of the detailed feedback received to help develop a course of action to try and meet resident’s wants and needs. He thanked all of those who had taken the time to participate in the survey and confirmed that it was the Board’s intention to repeat the process periodically.
AGu announced a proposal to re-surface the rear service road during 2024. This would include repairing a number of areas that had collapsed, as well as laying a new tarmac surface. A Section 20 consultation process will commence shortly.
AGu also announced that a projects to refurbish/redecorate the external communal entrance doors and the internal common parts swing doors were proposed. MM (74) suggested that the Board look at stripping and polishing the doors rather than simply re-varnishing them.
KV (158) asked about the possible replacement of the existing lift doors that are now fairly antiquated. CL responded that this could be looked at in due course, but was likely to be costly and not currently on the list of immediate projects.
KV (158) asked if the dumb waiter chutes could be de-commissioned. BV (108) confirmed that all of the chutes are currently in operation and that Paul, the porter, empties them daily. On that basis, de-commissioning seems unlikely as they remain a valuable amenity to some flats.
AGu reported that a refurbishment of the internal common parts is being planned for the foreseeable future. Sample mood boards have been posted on the new website and he confirmed that anyone interested in assisting with the project should speak to CL. At the moment, no decisions have been taken in relation to the colour palette, or the design of replacement fixtures, finishes and carpets. This will be considered in due course. In the meantime, a Section 20 Notice of Intention will be issued to all flat owners shortly.
JS (148) raised an issue regarding missed/delayed deliveries due to an inability of drivers to access the common parts. He suggested that a “tradesman” button be added to the entryphone panel to enable delivery drivers to gain access into the common parts if no one is at home. CL reported that this could create a security risk. AGu said that it might be possible to consider a system of storage boxes with PIN codes to enable residents to have deliveries dropped off securely. This would, however, require capital investment. Nevertheless, the Board would consider the matter further in due course.
There being no further business, the meeting was closed at 8.15pm.