NEWS: Minutes from latest HRRA meeting: new officers announced and plans discussed

Minutes of Meeting of HRRA at St Mary’s School, Menston, on Thursday 16 November 2023 at 7.30 pm

Attendees: Carrie Aitken (Chair), Ping Liem (Chair), Nigel Hackett, Catherine Burton (Secretary), Susan Pape, Cynthia Wood, Russell Olliver, Andy Armitage, Nicky Noyes

Apologies: Chris Stevens, Nick Lowry, Cedric Sander, Cliff Hilton

1. Committee roles and duties 

The Committee discussed the formally required officer roles.  Carrie and Ping were confirmed as Co-Chairs, Catherine as Secretary and Nick Lowry is kindly remaining as Treasurer until we can fill this role.  We are planning to meet with a potential new Treasurer in the next couple of weeks.  In addition, two further new signatories were agreed for the bank account which, with related changes, will maintain the signatory panel at the required level for the future.

All other Committee members were happy to continue with their existing duties.

ACTION: Carrie and Ping to arrange a meeting with the potential new Treasurer.  Bank account signatory panel to be updated as above.

• Recognition by Trinity 

• The Committee noted its thanks to Chris Stevens for his work on the steps necessary to obtain formal recognition of HRRA by Trinity.  

• Ping now has access to our database of HRRA members which should assist with any necessary communication with residents. 

• The question of freeholder agreement to recognition was raised as was how any vote on recognition would be organised.

It was agreed that the Committee would look in more detail at these issues and have a more detailed discussion in January.

ACTION: detailed discussion at January’s meeting.

• HRRA Constitution

It was agreed that HRRA’s purpose is to represent the residents of the Estate by holding Trinity to account over its handling of our affairs and responding to day-to-day Estate issues in general.

The Committee noted that Chris Stevens has looked at our constitution and any possible amendments needed and noted its thanks to him for this work.

Susan suggested that a sub-group should be formed to look at our constitution.  She would attend this with Chris, Cynthia and Nicky.

ACTION: Sub-group to arrange a meeting and report back to January’s full Committee meeting.

• Updates on meetings attended and road and any other estate issues 

Andy and Russell attended the High Royds Liaison Group (HRLG) meeting that is also attended by Councillor Alderson, Trinity and Avant.  Andy updated HRRA as follows:

• Discussion is continuing about access to Ingle Lane and High Royds Drive from the Guiseley Drive junction.  It is likely that further discussion as to whether, for example, Ingle Lane should be one way only will progress only after adoption of the roads.

• There are no outstanding planning applications.

We now have the estate ecological survey.  This may be the last one required, but this is currently unclear. 

Catherine will be attending an onsite meeting to discuss landscaping on the estate.

Roads update:

• An update was placed on the HRRA website and on Facebook about the work being done on the roads following Nigel’s meeting about this.  Avant has stated that it is hopeful that the issues with both the drains and the street lighting are close to resolution although there is still no date for the completion of Phase 1 (Burnstall Crescent to the top of High Royds Drive). 

• Phase 2 has now begun (Burnstall Crescent down to the traffic lights).

ACTION: Nigel to inform Carrie and Ping of the next HRRA meeting with Avant so that one of the Chairs can attend.

• Social Club update

Russell updated the meeting on the proposed Social Club.  There have been two meetings with Avant since the last HRRA meeting.  The Social Club Committee is cooperating fully with Avant and HRRA has confirmed, formally, to Avant at the latest meeting, its support for the building of the Social Club.  The Social Club Committee is waiting for Avant to confirm it has appointed contractors to build the Social Club.

ACTION: Russell to let Carrie and Ping know date of the next Social Club meeting with Avant so that one of the Chairs can attend. Nigel is drafting a formal written confirmation of HRRA’s support for the Social Club.

• AOB

Cynthia is to take over as guardian of the defibrillator and is liaising with Councillor Alderson about this.

We had an email from Menston Community Association and Nicky is going to meet with a representative to discuss how we can work together.

ACTION: Nicky to arrange and attend meeting with Menston Community Association representative.

• Next meeting date:
• 18 January 2024 at St Mary’s.

ACTION: Ping to confirm this date with the school and thereafter with the Committee.