For Householders, Blainroe Estate                           

From Terry Neill, chair – Blainroe Estate Management Company board

November 9^th 2021                                                   

BEMC status update

This is a status report following the first meeting on the newly elected board of BEMC.

First meeting of the 2021/22 BEMC board

The meeting, via Zoom, took place on Tuesday November 2^nd at 19:30.

Pat Hinkson, Philip McEnroe, Katie Mooney, Gordon Murray, Terry Neill, Robert Patton and Craig Whelan, attended.  They were joined by Marie Byrne, Anne Nugent, Bernie Nelson and Billy Nelson

There were apologies from Amanda Collins.

Main agenda items were

1. Election of chair; minutes & correspondence
2. 2021 AGM feedback; and ‘planning for planning’
3. Finance
4. Board code of conduct
5. Pavilion management
6. Landscaping & General management; water system capacity
7. Other business

The chair was pleased to welcome Gordon Murray and Craig Whelan to their first BEMC board meeting.  A long standing commitment prevented Amanda Collins from joining the meeting

1. Election of Chair; minutes & correspondence

Terry Neill was proposed, seconded and duly elected as chair for the BEMC board 2021/22.

The minutes of the October board meeting were approved.  The board also approved the draft minutes of the October 19^th AGM, which will be brought to the 2022 AGM for discussion. Items of correspondence covered various legal items covering house transfers, planning permissions.

2. AGM feedback; and ‘planning for planning’

Informal feedback on the 2021 AGM was ‘muted’, though there was general agreement that the appropriate issues had been covered and addressed.

The AGM highlighted an intention to do work on a longer term plan for Blainroe.  There is already a backlog of potential spending projects, and others may need to be addressed.  We need to gather all the potential projects and spends in one document – to allow thoughtful discussion of priorities and timelines.

3. Finance

Robert Patton and Anne Nugent reported briefly on Blainroe finances.  There were no significant issues requiring board attention at this time.

4. Board code of conduct

Virtually every board now requires board members to sign off on a written code of conduct. Attachment 1 to this note sets out some BEMC background and a draft page for current and future board members to acknowledge and sign.

The chair emphasised that the behaviour of the 2021 board had been exemplary.  We had been able to deal with complex issues effectively because of every board members’ commitment to integrity, confidentiality and the best interests of Blainroe householders.  It is a good time to improve best practice when it is not in response to a current difficulty.

5. Pavilion management

The board will be content to see the Pavilion being used for social activities again.  We are mindful of the fact that COVID is ‘not yet done’ – with recent infection statistics being quite worrying.  Therefore it will be important that for each use of the Pavilion

• There is a named person responsible for all aspects of the event
• There is agreement that the Pavilion

      will be ‘left as it was found’.

      will be cleaned – including ‘COVID cleaned’ – with agreed payment            arrangements.

      Will be locked and secured after use.

Bernie Nelson will co-ordinate in the short term.  The board will aim to formalise management responsibilities for Pavilion and tennis courts by early 2022.

6. Landscaping and General Management; water system capacity

Bernie Nelson’s November Landscaping report is attachment 2.  The board is very grateful for Bernie’s diligence in dealing with all the matters in her report, such as the detail and follow up in the playground safety audit.

Every householder should understand the importance of the trees survey and its recommendations especially as they relate to safety.

The board approved the funding (€820 plus VAT) for further work by the arborist.

Billy Nelson highlighted important issues about the current capacity of Blainroe’s water storage system.  He said there is a strong case for doubling storage capacity – for a range of reasons.

The board asked Billy to report on the issues, recommend next steps and provide cost estimates for what might need to be done.

7. Any other business

Monk’s Glade Lane.  Some householders will be aware of issues surrounding the use of Monk’s Glade lane.  Eugene Davy has worked to bring clarity to the legal situation, in consultation with our solicitors, Liston & Co.  The more complex challenge requires us to sensitively manage the human relationship aspects of Blainroe’s relationship with its farmer neighbour.

We are grateful to Eugene and Billy Nelson, who have worked on the key relationships to explore areas whereby the relationship could be made stable.  Our neighbour has genuine concerns about the minority who have abused the privilege of using the lane – by driving too fast or using it too frequently.

The situation does not have an easy solution, but Eugene and Billy are working on it.  In the meantime, please use the lane only when it essential and drive in a way that respects our neighbours and their safety – particularly their children and grandchildren’s safety.

Attachment 1: Draft BEMC Board member code of conduct

For BEMC board members

From Terry Neill                                                                     October 2021

BEMC board code of conduct

It might be a sad reflection on the times, but every board that I have joined over the past several years requires me to sign – annually – a document confirming that I have consistently observed the organisation’s written code of conduct.  It makes sense to go down a similar path with BEMC

First class, professional board and board member behaviour got us through 2021

I have been enormously grateful for all those who have served on the BEMC board over the past 10 months.  We have dealt with a whole range of delicate and sensitive issues.  We have been professional.  We have disagreed respectfully.  We have maintained ‘Cabinet solidarity’ when decisions have been made.  We have had a minimum of politics and ‘politicking’.  Communications to householders have been reviewed by all.

I am equally grateful to BEMC employees, who have also acted wholly professionally.

Everyone has agreed that breaches of confidentially are corrosive.  They jeopardise personal relationships and decision making effectiveness.

With these mature behaviours we have avoided many of the issues which led to the resignation of the 2020 board.

We have a newly elected board.  I have great confidence in all of them.

I suggest, however, that it is time to bring a little more formality with a BEMC code of conduct.  A draft is below for comment and improvement.  We will discuss at the November board.  The process then would be to ask Marie Byrne to ensure that each board member signs it every year – just after a new board election.

DRAFT

Principles of BEMC Board membership

A BEMC board member has a duty towards, and is answerable to, ALL householders – not any individual or subset.  We have just one electorate to whom the board is responsible, and each member of that electorate must be treated in the same way.

Board discussions are confidential.  Discussion of BEMC issues between individual board members should also be treated as confidential unless it has been explicitly agreed otherwise.  We have to retain the options of disagreeing respectfully; of airing ideas which may not be practical; of discussing people issues; of discussing items of commercial sensitivity.

Discussion of BEMC matters between board members and employees should also be treated as confidential – unless explicitly agreed otherwise.

Groups of householders enjoy sharing WhatsApp and other social media groups. Enjoy them, but ensure that are not used for breaching confidences … even inadvertently

In, I hope the unlikely, event of breaches there must be some sort of sanction: first a discussion with chair, with serial breaches leading to more formal actions.

BEMC Board Member: CONFIDENTIALITY AGREEMENT

I hereby acknowledge that as a Board Member of BEMC, I shall have access to confidential information concerning BEMC, including but not limited to board discussions and initiatives; information on BEMC householders, employees, donors, contracts, investments, and vendors; and legal, financial, and other proprietary information about the organization.

I agree that I will not at any time—during my tenure on the Board or in the years following that tenure–divulge any such confidential information, nor transfer any such confidential information to any third party, nor use any such confidential information for my own purpose or for any purpose other than in connection with my authorised role as a Board Member of BEMC, unless such disclosure shall have been approved in writing in advance by BEMC board.

I agree that upon completion of my participation as a Board Member of BEMC, I will return to BEMC all confidential information on the organization in my possession or under my control.

 Board Member Name

_________________________________________________________________

Board Member Signature                                                                           Date

______________________________________________________________

Attachment 2

Blainroe Estate Management

      Landscape and General Maintenance Report

Date: 31^st October 2021

Prepared by: Bernie Nelson

Landscaping 

1. Landscaping Maintenance Works

Grass cutting is winding down for the season, from 1^st November we will revert to the winter works schedule with reduced manpower on site as per contract with Avondale

Priorities for coming weeks will include

• Removal of leaves and storm debris from roadways, gullies, etc.
• Maintenance of flowerbeds and pruning shrubs
• Removal of tree suckers
• Cutting of grass on alternative weeks close to houses weather permitting.
• Planting of spring bulbs including daffodils, alliums, crocus, etc.

2. Tree Survey

Arborist Associates submitted their Tree Survey Report.  It’s very comprehensive approx. 160 pages, and provides details i.e., the species, location, current condition, suitability for the location, condition and the necessary remedial actions required to mitigate risks and manage our tree population.  Almost 500 trees were visually examined and tagged across the common areas of Briary, Wavering & Monks Glade.  Tree management actions are categorised as follows,

• Priority 1 represents 17 trees which require urgent attention / removal as they are defective and a risk.
• Priority 2 involves 32 trees which are considered medium risk and will need to be addressed within 12-18 months
• Priority 3 involves the majority of trees in these areas, all are considered low risk

All tree queries from residents in the above areas were addressed during the survey and recommendations are logged in red on the report.

The linear woodland area behind The Wavering was not included in the survey due to the unexpected high volume of trees in other areas.   The woodland comprises of larger heritage trees in proximity of houses and overhanging the roadway to Monks Glade.

The quote for the additional work to complete the survey of this section is €820.00 + VAT Decision from the Board to proceed is requested?

Next Steps:      The arborist has offered to meet onsite to review report & recommendations, date to be confirmed.

Safety / Security

3. Playground Safety Audit

The report from the recent RoSPA safety audit was received, several non-conformances / risks were identified concerning wear and tear of equipment parts and surfaces also some ancillary items

We are working with STT Swings (supplier) to resolve equipment issues as follows;

• Seesaw – bearing replacement
• Basket Swing – bushes replacement & seat height adjustment
• Climbing steps – finger entrapment
• Rockers – replacement of springs due to corrosion
• Replacement of missing caps on some equipment items
• All other ancillary items needing attention will be handled locally

The auditor also recommends a re-varnish of the equipment to protect individual items from weather & prevent deterioration.

4. Security

• To date no response received from the Community Garda
• Our graffiti artists have been at work around the water tanks at the 7^th Tee Box
• I have set up a confidential log to capture safety / security incidents e.g. (this would be considered good / standard practice in any safety management plan.)

5. General Maintenance

Street- lights:  5no x faulty lights were repaired by our electrical contractor, replacement lights are under guarantee & FOC, cost incurred hire of cherry picker & electrician.  One light showed signs of damage possibly caused by crane mounted delivery truck

No major damage caused by recent storms only leaves & small branches on roadways & landscape

New drain installed at Monks Glade is working satisfactory and clearing the water from lane & field

 Sewage Tank access route

Grass and briars around the gate & access route were cut back and area around tank sprayed.  Suggest we put signage on BEMC tank to identify it from other tanks in the surrounding area.

Tour of Mount Usher Gardens

Special thanks to Terry Murray for organising a very informative & an enjoyable event for residents.