Osprey Village Inverurie Residents Association Minutes of the Osprey Village Inverurie Committee meeting held with PMC

at St Marys Church Centre, Inverurie on Monday 9th December 2013 at 7.30pm Present Andrew Christie, Sue Yannaghas, Mark Stirling, Thomas Laurie, Sarah Thornton, John Barrow, Martin Rochfort (PMC), Brenda Troup (PMC), Sarah Whitby (part-time) Apologies Apologies were received from Anne Gibson, Carol Reid and Tony Carnegie Introductions Welcome and introductions were led by Andrew. Martin Rochfort (PMC Director) attended in place of Richard Burnett who was unavailable due to illness. The intention of this meeting was to cover several issues but primarily Grounds Maintenance particularly in relation to a) issues with Proserv (current grounds maintenance contractors for Osprey Village) and b) outstanding issues still currently sitting with Barratt and Taylor Wimpey). Grounds Maintenance (Proserv) This section of the meeting was led on behalf of the committee by Mark, being a specialist in this area. Mark firstly raised the issue of the tree pockets which the committee had asked Proserv to spray around all the trees planted in the grassed areas. The sprayed circle around the tree kills the grass and weeds, allowing the grass out-with this area to be cut without causing damage to the tree trunk. Proserv carried out this work in October, however some areas have not been done to standard and will now require remedial work. The question was raised as to who would be responsible for trees that died as a result of strimmer damage? Martin confirmed that Proserv would stand good in replacing any trees which had died as a result of strimmer damage. Martin also put forward the suggestion of a walk-round, with Mark suggesting 2, one in the next few weeks and a follow-up walk-round when the trees are in leaf. This would allow both the committee and PMC to see if trees had in fact suffered as a result of strimmer damage. The walk-round would also establish which trees are still under developer guarantee, and which are no longer within the 5 year guarantee. Sue to coordinate dates with Mark and PMC. Development Tree Management Plan. The committee proposes that it would be sensible to have a tree management plan in place for the development. Martin confirmed that the current plan, provided by RSK on behalf of Barratt, only covers the period 0-5 years. The committee therefore feels it prudent to have a plan in place to cover the next 20-30 years, during which time the trees will mature considerably. A plan will also better manage any future costs associated with tree management, by spreading these across this time period. PMC will therefore, at the request of the committee, obtain 2 quotations for costing both a survey of the site, and the pulling together of a tree management plan for the development. PMC to action. PMC confirmed the suds areas would eventually come under the responsibility of Scottish Water (SW), but that they would unlikely provide grounds maintenance within these areas. Clover. The committee and PMC agreed that the clover would probably require 2 treatments next year, once the growing season recommenced. One targeted spray in early Spring, followed by another general broad-leaf weed-killer later on. The committee requested notification of /when

when treatments would be carried out, and also for confirmation of what products would be used. The committee would notify residents of any issues with the products as and when necessary via a newsletter, the OVI website and Facebook page. Mark to revisit this issue with PMC next year. Costings and Estimations. The committee reminded PMC of their request that all costings for works proposed should be broken down as far as possible, and more detailed information be provided on quotations. For example regarding the clover treatment - exactly which areas are to be treated, what products will be used, and when will the work be carried out. PMC agreed that they would provide this for quotations going forward.

Grounds Maintenance (Barratt & Taylor Wimpey) The committee reviewed the areas of outstanding works still under the responsibility of the 2 Developers. Brenda confirmed that Barratt are still on plan to deliver on their outstanding actions, but advised that even Barratt are having their own issues with their contractors, Beechwood. This was resulting in some of the delays in getting these works completed. PMC assured the committee that they would continue to pursue Barratt, and that Barratt would continue to pursue Beechwood! Brenda confirmed on the plan those areas of tree planting which Barratt advised were no longer under the 5 year guarantee, band those which were. Barratt also advised that they were unhappy to cover outstanding works which were the responsibility of Taylor Wimpey, and advised that they were struggling to get any response from Taylor Wimpey. They have asked PMC to continue pursuing Wimpey directly and PMC have confirmed they will continue to do so. PMC asked the committee what they wanted to do about the grounds maintenance issues at Peregrine Drive, particularly the bank which has loose top-soil, and where a footpath has now appeared where residents have been using it as a short-cut. The committee has suggested that PMC obtain a quotation for the provision of a wire fence and beech hedge to be planted, which will barrier off this area and prevent further damage being caused. PMC to obtain a quotation. Barratt have confirmed they will provide more top-soil for the planted areas at Ash Grove, however PMC still have no timeline for this work being done. PMC to continue to chase. The French drain area between Ash Grove and Peregrine Drive has no ground cover specification on the development plans. The current plans are varied from the original plans submitted, and it appears as if the Council Planners have missed some landscaping on the varied plans. PMC will try to find out from the original plans what was intended for this area. However the committee agreed to park this issue for the moment and will consider the best solution for this area in due course.

Gritting Although some gritting is being done, presumably by the Council due to there now being a bus route through development, PMC confirmed there had been a poor response to their recent offer to provide a gritting/snow clearing service. The committee suggested that if PMC had broken down the costs per household, this might have resulted in a better response. The committee has therefore asked PMC, to obtain an indicative pricing for gritting and snow clearing on an ad hoc basis, and divide this by the number of houses on the development. The committee will then make a decision as to whether we try again with the offer to see if this resulted in a better response. PMC did advise that ad hoc requests would be low down on any contractors priority list, as most would already have a fixed snow management plan in place. /PMC

PMC to obtain prices. Survey Questionnaire Feedback Although a lot of the issues highlighted within the recent questionnaire feedback were out-with PMC and the committees remit, the need for improved grounds maintenance was clear. PMC did highlight the need for balance in residents expectations, and what could be delivered for the management fee being charged. Martin also highlighted the need for residents to be aware of all costs involved and which have to be factored into the management fee. Martin did take on board the general perception that PMC are not providing value for money, and that lessons would be learned. The committee also suggested it would be useful to carry out a similar exercise at some point in the future, to see whether things have improved or not.

Tender Feedback PMC have prepared a draft letter of introduction and tender document to send to those companies the committee wishes to tender for the grounds maintenance contract. Brenda will send this to the committee for their perusal this week. Brenda also advised she would be happy to accompany any of the proposed tender companies on a walk-round of the development if required. Proposal is to get everything back from the tender companies by mid-January. Brenda to send draft documents to committee.

AOB The committee asked PMC to ensure contractors working on the new site, dont park their vehicles on the Osprey Village development. PMC confirmed the site offices for the new development would be based near Keith Hall, so this should hopefully not be an issue. Mark asked PMC to see if they could produce the development plan on a single sheet of paper for ease of reference. Brenda to follow this up.

Circulation of Minutes to :OVI Committee Members PMC Brenda Troup (for Richard Burnett and Martin Rochfort)