Leaseholder Information
How We Operate
Victory Hill Management Co. Limited
Victory Hill Management Co. Limited (VHMC) is run by a board of directors that includes representation from both resident and investor members. All VHMC directors are leaseholders. Members join the board from a wide mix of backgrounds with experience in both the public and private sectors. All members joining the board of directors do so on a voluntary basis – no director receives any benefit in kind or financial reward for the work they undertake on behalf of VHMC. See our directors for the names of our current directors.
The board of directors exists to direct, control and monitor work undertaken on behalf of VHMC members – from deciding what services should be provided and at what cost, to how much we should invest in maintaining and improving our estate. The board operates in a non-executive capacity with the day-to-day running of the development overseen by it’s appointed Managing Agent.
VMHC Roles and Responsibilities
Chairperson Role:
The role of the Chairperson is:
- To ensure the Management Committee functions properly.
The Chairperson is responsible for making sure that each meeting is planned effectively, conducted according to the constitution and that matters are dealt with in an orderly, efficient manner. The Chairperson must make the most of all his/her board members and ‘lead the team’. This also involves regularily reviewing the board’s performance and identifying and managing the process for renewal of the board through recruitment of new members.
- To ensure the organisation is managed effectively.
The Chairperson must co-ordinate the board to ensure that appropriate policies and procedures are in place for the effective management of the organisation.
- To provide support and supervision to the managing agent.
The Chairperson will oversee the activities & performance of the appointed Managing Agent.
- To represent the organisation as its figurehead.
The Chairperson may from time to time be called upon to represent the organisation and sometimes be its spokesperson at, for example, functions or meetings.
Company Secretary Role:
The role of the Company Secretary is:
- To ensure VHMC complies with standard financial and legal practice and maintains standards of corporate governance.
The role of the Company Secretary is delegated to the Managing Agent and includes ensuring that necessary company policies (e.g.: delegated Financial Approval Policy) are set, managed and adhered to on an on-going basis. The Company Secretary is also responsible for ensuring that governance instruments (e.g.: Articles of Association) are maintained in accordance with both best practice and broad member interest.
- To ensure agreed governance models are applied
The Company Secretary is responsible, by way of example, for ensuring general meetings, board meetings and committee meetings are organised effectively (e.g.: agreed agendas set out in advance and accurate minutes published on time).
- To co-ordinate the provision of legal assistance to VHMC and its board of directors.
The Company Secretary is responsible for monitoring changes in relevant legislation and the regulatory environment and taking appropriate action for liaising with external regulators and advisers, such as lawyers and auditors.
- To ensure VHMC complies with its statutory obligations
The Company Secretary is responsible for, by way of example, ensuring the health and safety of employees and for developing and overseeing the systems that ensure the company complies with all applicable codes, in addition to its legal and statutory requirements.
- To maintain an accurate register of VHMC members.
The Company Secretary is accountable for maintaining the register of members and monitoring changes in ownership of the company. The Company Secretary delegates responsibility for actions to enable this to VHMC’s Managing Agent.
Our Governance and Articles of Association
The governance of Victory Hill Management Co. Limited (VHMC) is determined by its Articles of Association.
Company Policies
In addition to the Articles of Association, supporting policies may be defined and agreed by the VHMC board of directors where the board deem it necessary or appropriate to do so (see our policies for information relating to current and legacy policies). In the event of any conflict of interpretation arising between the Articles of Association and agreed board policy, the view endorsed within the Articles of Association will always prevail.
Changes to our Articles of Association or Company Policies
The Articles of Association may only be changed through the collective agreement of a defined number of VHMC members. The number of members required to endorse any change is set out within the Articles of Association. Company Policies may be changed at any time with the agreement of the pre-requisite number of the board of directors.
The board is responsible for undertaking periodic reviews of the Articles of Association and for providing guidance to VHMC members on any likely need for change. Any such guidance will usually be provided during a General Meeting. In addition, members may propose adjustments to the Articles of Association, or any board policy, by submitting a resolution for consideration at a General Meeting.
General Meetings
VHMC holds two member meetings per year – See “Meetings”. In addition, extra ordinary general meetings may be called to consider specific issues either at the request of the board of directors or by the pre-requisite number of VHMC members submitting a formal request to the board of directors.
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General Meetings
About General Meetings
General Meetings are held twice a year to, amongst other items, approve statutory accounts, elect new board members and inform members of previous and future activities. It is an opportunity for members to receive detailed information relating to VHMC’s past performance and for asking any questions regarding the direction VHMC may take in the future.
The success of general meetings is wholly dependent on member attendance. The board therefore strongly recommend that all members attend at least one general meeting per year.
The Annual General Meeting (AGM)
VHMC is required to hold a formal Annual General Meeting once per year in order that statutory accounts may be reviewed and approved by its members.
This meeting will usually be scheduled for Novemeber in each year. The agenda will typically consist of the following items:
- Review and approve the Chairperson’s annual report summarising prior year performance
- Review and approve prior year annual accounts
- Review progress against plan for current year (projects and budget)
- Overview of board proposals (specific to current year)
- Member Q&A
The Leaseholder Update Meeting (LUM)
In addition to the formal Annual General Meeting, VHMC also holds a second general meeting each year principally focused on planning for future year activities and getting member feedback. This meeting will usually be scheduled in May of each year.
“Extra Ordinary” General Meeting(s) (EGM)
From time to time it may be necessary for an Extra Ordinary General Meeting of members to be convened. These meetings may be called either by the board of directors to consider specific issues or actions or, if necessary, by members themselves. Such meetings will always be called in accordance with our Articles of Association and any statutory requirements (these are described within Companies Act 2006). The board are required to convene an EGM where such a meeting is requested by 5% or more of the membership. Any member wishing to call an EGM is encouraged first to speak with the Chairperson.
Our Goals
To protect and grow the value of members investments by promoting a culture of continuous improvement;
To enhance and project Winterthur Way’s identity and image, reinforcing its position as Basingstoke’s premier residential development.
Make a Difference
We’re committed to continually improving our services – and that starts with listening to the people who use them. By getting involved, you can help us make informed decisions and build a stronger, more connected community.
Want to get involved?
Want to make a real difference to the service you get from us and help us to improve our services at the same time? Whether you’re really busy or you have time on your hands, the choices available are wide ranging – from providing us with simple feedback to becoming a full board member.
What's the point?
We work hard to give you the best service possible and your views help us to set our service standards and to keep improving the service we provide.
How to get involved
Making your voice heard
- Our Managing Agent is always ready to hear and respond to your views – contact them through our Contact Us page.
- Board members are always keen to hear feedback from the members and residents that they represent. The contact details for the board of directors can be found on the Contact Us page.
Attending meetings
- By prior arrangement with the Chairperson, any member may attend a VHMC board meeting. Members may also request that the board discuss a specific issue or topic at a forthcoming meeting. Members wishing to table topics for discussion should contact Chaneys. Contact details can be found on the Contact Us page.
- Please note that any ordinary members attending a board meeting will not be permitted to vote on resolutions.
Joining the board of directors
Any member of good standing may join the board of directors. Interested members should in the first instance contact the board of directors. Contact details can be found on the Contact Us page.
Dealing with complaints
If something isn’t quite right, we’ve done something wrong or simply not met your expectations then please tell us. In the first instance, please discuss your concerns with our Managing Agent. If you’re unable to resolve your issue, then you should escalate your complaints to the board of directors, whose contact details can be found on the Contact Us page.
Contact Us
If you need assistance, our Contact Us page provides the right contacts for different queries. Whether it’s repairs, account enquiries, or estate support, you’ll find the right team to help.