WHPOA Annual General Meeting (AGM)

Wednesday 6 April 2022

19:30 - 20:32
Attendees:
Tracy Gover, Charles Gibson, Jakki Cereda (JC), Rob Shreeve, Jo Munroe, Kate Jones
David Summers, Dave Knight, Julie Knight, Jackie Partington, Cherryl Jones, Mark Miller, Lisa Whittles,
Trish Bell (TB), Daphne Gilroy, Gill Daly, Joe Daly, Geoff Dance, Mike Carter (MC), Dawn Hoare, Lorraine
Medcraft (LM), Terry Cleasby, Tina Fern (TF), Julie Dyer (JD), Susan Osier, Sue Beynon, Sue Kirby & Sharon
Carter.
Apologies:
Sue Johnson, Debbie White, Nicky Pretty, Amanda Taylor, Adrian Taylor, Paul Fern, Kaye Chant, Tracy
Simpson, Larna Burley, Sue Groves, Malcolm Groves, John Ayling, Lesley Ayling, Felicity Staples & Kirstie
Woolnough.
Welcome by TF.

Agenda item Notes Actions

Previous minutes Please see attached document None.

Chairpersons report
Secretary report
Membership Secretary report
Treasurer’s report
Social report
Nominations for vacant
committee positions.
Any other business (AOB)
titled “WHPOA 2021 AGM
minutes”
Please see attached document Ongoing.
titled “Chairman’s Report AGM Report to be updated by MC on
2022” annual basis.
Please see attached document Ongoing.
titled “Secretary’s Report AGM Report to be updated by TF on
2022” annual basis.
Please see attached document Ongoing.
titled “Membership Secretary Report to be updated by JC on
report AGM 2022” annual basis.
Please see attached document Ongoing.
titled “Treasurer’s report AGM Report to be updated by JD on
2022”* annual basis.
Please see the attached Ongoing.
document titled “Social report Report to be updated by LM on
AGM 2022” annual basis.
Nominations received: Trish Bell (TB) voted in as Yellow
Yellow representative area representative.
Trish Bell
No opposite therefore motion
carried.
Discrepancy on treasurer’s JD to amend treasurer’s report.
report. Amended report to be issued to
Sterling conversion charge all.
omitted through error on website
invoice
 Dog washing facility. TB to continue engagement with
Facility requested (location Waterside Holiday Park (WHP)
outside cleaners area) this facility management and dog washing
will be offered at a £5 charge. provider (to be confirmed).

TB to update WHPOA on
outcome(s).
Letter support. MC to look into and advise.
For future communications issued
by WHPOA to WHP on behalf on
WHPOA members, the letters are
to be supported by the members
represented.
Thanks given.
WHPOA thanked for continuous
work.
Charity caravans. Action completed:
Requested the total number of At present 2 charity caravans are
charity caravans on site is shared known.
alongside the organisation so 1.) Special Forces (Green 1) TB
these may be considered for 2.) Ted’s Shack (Hedge End 28)
future fundraising efforts.
Meeting closed.

Next meeting TBC.

*report attached is the one that contains an error (Sterling conversion charge omitted on website
invoice).
 Chair’s Report – AGM 2022
Introduction

Welcome everybody to the 2nd. WHPOA AGM.

Thanks to the support of Members, Committee (past and present) and Mark Jones who looks after the
Web. We have been astounded by your support and appreciation you show us continually. Many of us have
not served in a committee before and we hope you understand that we don’t always get it right but trust
me we are trying.

The committee and webmaster work very hard for this cause and I personally see on a daily basis all the
time and commitment they offer, all on a voluntary basis. I can’t thank them enough!!

If any of you are involved in other associations, you will know how tough that can sometimes be but
rewarding!

For new members, I thought a quick history of how we got here would help.

Spring 2020 - after WS stated we might not be eligible for a Covid lockdown rebate (probably based on
advice from the BH&HPA), the WS Chat FB group was used to communicate owners upset.
Not long after a breakaway group was formed by an owner called Joolz in the shape of a new Facebook
page, now known as Waterside Holiday Park Owners Association. Joolz unfortunately left the park due to a
change in his circumstances and asked for some members to take over the FB page. A few of us did.
Many members wrote into WS to complain about the lack of rebates, as did the Association on several
occasions.
In the winter of 2020/21 it was decided to formalise the Association into an Un-Incorporated Association,
with Social Media, Website, Emails, constitution and rules.
Last March we voted a committee in at the first AGM

We stated that it could take several years for Waterside to formally accept us as had happened at Swanage
Bay. I am sure Waterside hoped and maybe still hopes that we would have given up by now but the
renewal rate that Jakki will present shows differently. WS realise that once accepted, they can’t revoke our
association whilst it is still running. We truly believe that Waterside and its Management are certainly one
of the better parks - as we have seen nationwide, there have been some outrageous behaviours by park
owners to change, cancel pitch licences or not to rebate. We hope eventually the CMA/Government act to
protect holiday owners like it has with static residential mobile homes. We understand the CMA is looking
into it but we don’t expect a quick response.

Although many members including me are disappointed that WS have yet to formally accept us we have
had some input into ‘wins’ for members and Owners. I am not totally claiming it was all down to the
Association but I am sure we can take some credit and so we should.

Whilst still trying to get WS acceptance the Association has expanded to include a more social side to help
owners experience, get to know people and help others.

The social side commenced with online competitions and concluded in November with a successful charity
event at the Sunset bar. Lorraine Medcraft will present the next steps in her presentation.

Wins partially down to the Association

No rebate to start in 2020 - had 2 major rebates since members complained and the Association sent in
group emails.
VAT rebate - f2f meetings, other members emailed in. Initially told the company would be retaining all of it.
Sent in the association’s response and since had 2 VAT repayments.
Internet – One of our Reps got in contact with higher management at the Internet provider and it has much
improved since then.
Members and the association complained about the lack in quality of owners events. F2F and then
announced 3 extra weekends with facilities and shows at the Venue in November.
The Association members questioned the 15% discount recently advertised on Waterside’s sales FB group
and got them to revise that, to the expected 20%
The Association checked with the local council on WS licence as some owners were concerned about the
larger homes going next to them. We have a copy of the WS licence requirements, so at least people can
now check.

Reminder - Not something I wanted to report for but it’s part of my role to ensure members are clear:

Behaviour expectations: Very rare recent occurrences but I need to reiterate that committee members are
volunteers and not paid and even if they were, we cannot tolerate any form of abuse. Our door is always
open to constructive comments whether positive or negative. We do expect members to help us with
suggestions and ideas and communications to Waterside. Anyone who cannot adhere without abuse will be
persuaded to give up their membership. All members should be treated with respect.

Passing information to WS. Please be careful, considering WS don’t want to accept us, they seem very
interested in our group. Please be careful what is said outside the group, either in the office or to non
members.

Warning of WS emails and sharing. WS have a clause in their emails to you as individuals, about sharing
content. Be very careful how you pass on data and definitely resist from copying and pasting the exact
contents. If you do communicate with WS, keep it polite. We want our association to have a positive
response from management.

My last request is that you spread the word and let’s try to keep building the membership over this year.
There are a lot of new owners that don’t even know we exist. We need your help!

Questionnaire Responses from February 2022.

Many thanks to you all for your response to our questionnaire, we were blown away with the take up and
we trust you enjoyed the fact you could comment on nearly all questions.
92 responses
Q1. 95% of respondents felt that the Association had helped in answering questions about the park or
industry. Positive comments.
Q2. 22.2% had asked committee members within the last 12 months. One rep contacts their members on a
regular basis. Positive comments.
Q3. Confident about the answers they got. 34.8% said yes, 65.2% said N/A no one said No. Good
comments.
Q4. 95.5% would feel happy that if accepted by Waterside to let the Association represent them.
Comments positive but stated not everything. e.g. individual problems should be individual; Association
should concentrate on big ticket items. Consultation is key to many members.
Q5. 88.6 % said yes, they felt being a member of the Association is a benefit Comments varied from very
happy to frustration that WS have not accepted us. There was a response on straying into Marketing that
has been cleared up with the respondent. Other than social side, we are not marketing.
Q6. 87.6 % find the website useful. Comments ranged from very useful to why have a website and not just
FB. Not all members use FB and free versions have restrictions on numbers and security etc.
Q7. Comments on what the association could do more is
Recognition by WS
Challenge increases (Need 51% of all private homes).
More Socials
Discounts
Gas and Power readings. (Can already request a detailed breakdown).
More dog friendly at WS

Q8. Lots of local attractions and businesses were submitted. Many we have been in touch with. Lorraine
will go over the initial discounting.
Q9. Lots of varied events you would like us to look at.
Q10. 62.4% local Charities, 23.5% WS charities,14.1% National Charities
Q11. Many charities were offered, both local and national
Comment was why charity at all?
The Committee’s belief is that it helps with building the membership, helps with building better
relationships with WS and good publicity, could be a positive.

Strategy
Our Strategy is to still communicate to Waterside, normally in writing even if they refuse to answer and to
keep requesting formal acceptance.
A recent email in March, after our questionnaire, was sent to Waterside. Even if they do not respond to us,
they read our emails.

In that email, we told them that, as we move into our 2nd year, we are renewing the membership, getting
ready for the AGM with a 39% owner coverage. We also told them we conducted a questionnaire and
received comments that showed disappointment that WS Management will still not accept the Association.
Members might need to write in more themselves about various issues, we can help with that. We gave
them some positive news about our charity actions and membership growth.
We finished off with some concerns and comments we have received from the membership.
Spiralling costs including pitch fees and potential energy increases.
The new contracts and whether new owners are being unfairly treated.
Rebates – The members were much happier last year with the quicker response compared to 2020.
Holiday home pricing and buy backs.
Off Peak facilities.
Expansion plans and facilities to cope with growth.
Facilities for owners with dogs.
Level of non Waterside guests that can use the Shack.
Staff/Owner relationships.
Size of large caravans being sited on standard pitches
We finally asked them to consider formally accepting the Association
We received a response from Waterside of how they only like to deal with individuals, rather than groups.
This was expected, as they are hoping the association will just fold. We need to be patient!
Thank you for listening and your time and we will take questions in AOB.
We hope to see many of you on the park in 2022.
I would like to pass you over to Tina Fern, our secretary for her report.
 Secretary’s Report – AGM 2022
Introduction

Welcome to the 2022 Annual General Meeting of the WHPOA.

The 2021 season bought challenges, with the pandemic and social distancing restrictions meant that we
were forced to hold most of our events for the calendar year, via online platforms. We appreciate this is far
from ideal, but we have attempted as best we can to continue our engagement with members throughout
these challenging times and hope that those able to attend our previous online events, socials and today’s
meeting have a positive experience. We look forward to future events when Association members can
again meet in person.

Committee News

At the previous and our first AGM on 08/03/21 a number of committee members were elected for a 3 year
term.
I want to now acknowledge the work of the officers and committee and thank them for their perseverance
during the past year despite the covid 19 pandemic the committee have worked hard to relay our
members’ views to Waterside Management and report our findings back to our members, run online
events and offered advice and help where possible. We did manage to hold one on park event and one
social event when restrictions were eased and this was a very successful evening enjoyed by all who
attended and resulted in funds being raised for a local charity.

We are always looking for new committee members, so if you have an interest in shaping how the
Association is run and would like to contribute to the work of the committee, or just want to find out more,
please contact myself or get in touch with any of the current committee. Currently we have the position for
Co-Chair and Yellow Rep available.

I have enjoyed my first year as Secretary for the Association and would personally like to thank Mike Carter,
Mark Jones, Jakki Cereda, Julie Dyer and all our area reps and social reps for their continued support
throughout the year and here’s looking forward to a successful 2022.
 Membership Report – AGM 2022
Renewals this year resulted in a small decrease in the number of actual members, where owners decided
that one member per van was sufficient and partners did not renew, along with a few members who either
decided not to renew or had sold up and left site.

This resulted in a reduction of members from 243 to 228, with overall van numbers remaining consistent at
160 which is very encouraging.

It is important to grow the membership for the future and the biggest resource are current members, who
can spread the word among neighbours and other owners they meet on site.

We have been looking at ways that members can easily recognise each other, to promote the community
being developed by the Association and will be distributing Association lanyards and card holders to all paid
up members over the next few weeks. These will come via your area reps and feature the WHPOA
branding, so easy to spot.

Members have also been given the opportunity to Opt In to having their van number shared with their area
rep, which will allow the reps to better help their individual members.

We will continue to explore ways to increase the membership and expect that Association events being
held during the year will encourage this, alongside the discounts currently being negotiated with local
businesses as suggested by members in the questionnaire.

You may have noticed the new format for the Newsletter and this will be used going forward to
communicate Association events and discounts to our members, especially to the 20% of members who are
not in the Facebook group. The website is also evolving into a more useful tool to benefit all members now
that we have a better idea of the focus for the Association for the future.
WATERSIDE HOLIDAY PARK OWNERS ASSOCIATION - END OF SEASON ACCOUNTS 2021/22

INCOME EXPENDITURE

Subscriptions £1255 Quiz Night refunds £93

Quiz Night £1593.60 Website £216.50

Pay Pal check £ 0.01 Postage £12.85

PL Insurance £79.44

Quiz Night £928.30

Charity Payments £562

Total Income £2848.61 Total Expenditure £1902.09

Income over expenditure £2848.61

£1902.09
£ 946.52
PayPal balance £10.00

Final balance £956.52

Social Report is available separately