For Householders, Blainroe Estate                             

From Terry Neill, chair – Blainroe Estate Management Company board

August 8^th 2022     

BEMC status update

This is a status report following the August meeting of the board of BEMC.

August meeting of the 2022 BEMC board

The August BEMC board meeting took place in the Pavilion at 7pm on Tuesday August 2^nd

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

There were apologies from Bernie Nelson

Minutes and correspondence were straightforward and agreed.  The main topics were extensively discussed, and actions and spending proposals agreed in principle.

The meeting covered

1. Finance
2. Blainroe Operations and Infrastructure
3. Big Bin/“Habitat for Humanity” collection (August 20^th)
4. BEMC document management update
5. Health and safety
6. Future of Blainroe
7. Board renewal and preliminary AGM plans
8. Any other business

1. Finance

Robert Patton reported on the finalisation of first quarter results; and the expectation of year 2021/22 year end results from the auditor. The audit and accounts processes will lead to a probable October AGM.

The board agreed to gather a full list of potential capital expenditure needs for forward planning and budgeting, for discussion at September meeting.

2. Blainroe Operations and Infrastructure
   1. Paddock fencing

Billy Nelson reported that timber for a new Paddock fence is being treated and that installation should start by August 8^th.

1. Monks’ Glade infrastructure

A one page summary of planned upgrade works for Monks’ Glade water and sewerage infrastructure has been prepared and will be shared and discussed with Monks’ Glade residents, to ensure the benefits are clear and any questions have been addressed.

3. Big Bin /“Habitat for Humanity” collection

Collection date has been set for August 20^th.  Bernie Nelson and Gordon Murray will ensure that a note setting out arrangements will be sent to householders well ahead of August 20^th.  We will also take steps to ensure that only material from Blainroe Estate are allowed to be deposited.

4. BEMC document management update

Craig Whelan set out a high level plan for the design and implementation of Sharepoint and Microsoft Teams.  The board agreed that Katie Mooney, Marie Byrne and Bernie Nelson would form a ‘user group’ to help ensure success.  They would also help to ensure that the team has a good understanding of BEMC’s current systems to ensure good continuity as new systems and processes are put in place.

5. Health and safety

Bernie Nelson had done important and extensive work to create a draft ‘Safety Statement’.

Agreed that BEMC must play a lead role in providing a safe environment in Blainroe. It must therefore be clear on the responsibilities that a small – largely volunteer – organisation can commit to in practical terms.  We must also ensure that BEMC safety commitments align with the stipulations of BEMC insurances.

Board discussed a draft setting the principles of Blainroe safety which everyone involved would need to understand. It might follow along the lines:

“BEMC takes safety seriously and will take the steps appropriate to a small – largely volunteer – organisation to help create a safe Blainroe environment.  However, it is vital that every householder, parent, tenant and visitor complements BEMC’s commitment by taking direct personal responsibility for the safety and security of themselves, their children, their tenants and their visitors’.

There was also good discussion about the risks to the ‘ethos of Blainroe’ if the safety statement and approach is seen to be ‘overbearing or bureaucratic’.

6. Future of Blainroe

There was a short discussion and update on work done earlier in the year on the future of Blainroe – reflecting on Blainroe’s future development as we consider valuations, changing demographics, energy, facilities, organisation, systems …. and more.

A meeting was set for later in August, when available members of the board will have a working session to discuss priorities and next steps.

7. Board renewal and preliminary AGM plans

There was a short discussion about board renewal and AGM plans.  Given the likely timetable for the auditor to sign off on the accounts, the earliest and most likely date for the 2022 AGM remains October.

As in previous years, the board will encourage board renewal, and the renewal and growth of sub committees and working groups.  A sub group of board members is tasked with developing a list of potential candidates, Katie Mooney – chair of the Governance sub committee will maintain a candidate list.

8. Other business

There was a brief review of the BEMC social calendar, which has benefitted from some terrific ‘volunteering’, led by Amanda Collins and others.  There was broad satisfaction about the range of events, the leadership of many volunteers – and the impact of it all on Blainroe’s ‘sense of community’.

Bernie Nelson reported no issues in respect of landscaping.

The meeting closed at 8.30pm

The next BEMC board meeting will be on Tuesday September 2^nd.