Church Street (Maidstone) Management Company - CSMC A… · CSMC Director Team -Introductions •...
Transcript of Church Street (Maidstone) Management Company - CSMC A… · CSMC Director Team -Introductions •...
Church Street (Maidstone) Management Company
Annual General Meeting 2018Please sign in on arrival (desk at the back)
Welcome.
AGM for the Old Hospital Maidstone
• Welcome & Apologies
• Housekeeping
• Councillor Clive English, MBC
• Please note down your questions, as we have
provided time for these at the end of each section.
CSMC Director Team - Introductions
• Fergus Poncia, Company Secretary
• Olga D'Silva, Chair & Administration
• Jonathan Castle, Finance Director
• David Berry, Operations Director
Meeting Objectives & Overview
• 2018 Estate Management - Operations
• 2019 Planned Estate Improvements
• Administration & Communication
• 2018 Financial Report
• 2019 Draft Budget
• Freehold Acquisition & Shareholders. Overview.
• Old Hospital Self management – support
• Minutes of AGM November 2017 – sign off
Estate Management 2018.
Overview.
• Weekly cleaning inside blocks (usually
Mondays).
• Gardening, sweeping of leaves.
• Bin stores - regularly inspected/kept
clean & tidy.
• General maintenance/repair - common
parts – internal & external areas.
Estate Management 2018.
Improvements.
• Internal Redecoration – Hales Court & Mainy
House.
• Street lamps by quadrant- all working.
• Union St pedestrian gate. Overhead light.
• UK Parking – reduced level of illegal parking –
vigilance. (Virtual tickets).
• Creation of 4 new parking spaces (pending).
• Existing 3 parking spaces access road. 1 extra.
Health & Safety & Site Security
• Fire Extinguishers. Twice yearly maintenance
• Smoke vents – Twice yearly maintenance
• Full Health & Safety Reports. Every 2 years. Next Reports 2019.
• Codes – keep confidential (gates, bin stores)
• Gate remote fobs, main door fobs, parking permits
• CCTV (to be discussed later)
• Contact CSMC
• Police non emergency Tel: 101
• Emergency Services Tel: 999
Bin Store Access Codes
• Currently codes designated to specific blocks.
• Filling up of bins (usually green recycling).
• CSMC Board considering providing codes for
all bin stores (except Brockman outside store).
• Keep codes confidential.
Rubbish & Recycling
Large Items & Green Bin Recycling
• 'Dumped‘ large items – increased cost to remove
(impacts on service charge costs).
• Recycling: Please flat pack – maximise space
available for everyone to share.
• Recyclable/ Non recyclable – posters in bin stores
• Non recyclable: bin liners, polystyrene, bubble pack,
carrier bags, nappies, textiles, food, black sacks,
plastic film & cling film
Recycling – Green Bins
• All plastic bottles
• Plastic food containers
• Glass bottles & jars
• Cardboard (flat pack)
• Paper
• Cartons
• Foil & metal tins/cans
• Empty Aerosols
Ongoing site issues
• Tree cutting – overhanging car park areas
• Water leaks. Roofs – converted blocks (more
information later)
• Unauthorised commercial vehicles & parking
• Unauthorised pets
• Keeping blocks/bin stores clean & tidy
• Water leaks. NIBE boilers – converted blocks.
Ongoing Site Issues:
Water Leaks from NIBE Boilers
• Owner responsibility for maintenance
• NIBE Boilers – water overflow
• Toilet cisterns – Ideal Standard Concealer Valve
• Overflow water – an individual flat paying
Overflow water – impacting on communal estate
(health & safety – slippages, reinstatement of
block paving – possible invoice to owner)
• Mostly occur with tenant with landlord / letting
agent.
Ongoing Site issues:
Security & Off Site Parking
• Councillor English, MBC
• Removal of CCTV. (Bike thefts)
• Union St pedestrian gate. Vandalism?
• Off site parking. N4 permits, Council Offices –
overnight parking.
• Other
Parking Management
• Authorised – parking bay and permit
• Warden call out
• Parking spaces – private motor vehicle (Covenants)
• Commerical vehicles – unauthorised/authorised
• Request for parking exemptions – 48 hours needed
• Replacement parking permits £30 each
• Replacement front electric gate fobs £30 each
• Keep front electric gate code confidential • CSMC cannot act on behalf of residents for any appeal with
UK Parking
New and existing parking spaces
• Creation of 4 new parking spaces (quadrant)
• Electrical fast charge points
• Two spaces for sale £20K each
• Two spaces for rent £1200 per year (after barrier)
• Two, possibly more spaces for rent £1025 per
year (before barrier)
• Formal announcement on sale/rental of spaces
Planned Improvements 2019
• Indoor, lockable bike store. (Annual fee £25?)
• New car parking spaces.
• Electrical fast charge points - usage
• CSMC Board to consider private CCTV.
Planned Improvements 2018/ 2019:
Flat roofs – water leak issue
• Converted new build flats.
• Previous roof retrofit on all new build flats by Higgins Homes (NHBC). Not proving effective.
• CSMC roof retrofit Hales Court - effective
• Hewson Court, Mainy House roofs – ongoing issues.
• Water leaks to top floor flat balconies – reactive repairs.
• Flats below top floor flats – typically water staining on ceilings around light fittings.
Planned Improvements 2018/ 2019:
Flat roofs – water leak issue:
• CSMC Board discussion, how to remedy.
• Buildings insurance £250 excess for a water damage claim.
• Roof remedials – CSMC Contractor
• Internal minor cosmetic damage, eg water staining to the ceiling – CSMC to repair/repaint.
• No fault basis, up to £250 value, and as part of the service charge fee.
• CSMC Board to discuss a possible wider repair strategy (professional surveyor advice needed).
• NHBC Policy / Higgins Homes – may be factored in.
Administration & Communication
• GDPR. General Data Protection Regulation.
• GDPR Compliance – CSMC, accountants, solicitor.
• ICO Register of Data Controllers.
• ICO (Information Commissioner’s Office) –
Registration No: ZAO82499.
• Data Protection Officer. Fergus Poncia, Co Sec
• Privacy Policy (emailed/posted May 2018)
• Privacy Policy – all pages of our website
Use our website!
• https: //www.theoldhospitalmaidstone.co.uk
• Update your contact details
• Report a problem
• Property Information (Resident Info Pack)
• Property Information (eg NIBE Boilers, toilet cisterns, fobs)
• Legal Information (eg Company Accounts, Buildings Insurance, Health & Safety)
Resident Information Pack
• https://www.theoldhospitalmaidstone.co.uk
• Version 3 – prior to Easter 2019
• Updates on property and site issues
• Access online
• Hard copy available on request
Administration & Communication:
Covenants.
• Owner Responsibilities in Covenants. Legal document.
• No unauthorised pets.
• No commercial vans. Private motor vehicles only.
• Tenancy Agreements – landlords with tenants.
• Increased administrative & operational impact for CSMC with breach of Covenants.
• CSMC Board considering invoicing for additional work.
Administration & Communication:
Updating contact details.
• Are your contact details up to date?
• On site owners
• Landlord contact details
• Letting agent details
• Tenant contact details (GDPR – tenant to contact CSMC)
• CSMC need up to date contact details to provide important information /in case of emergency.
• GDPR Compliance – Data Protection
2018 Financial Report
• Service charge payments received from all owners
• A small number are on payment plans and are
expected to be fully paid up by the end of the year
• Healthy bank balance and projected budget surplus
Income / bank balance
• 2018 Service Charge Income
• £67,936
• Current Bank Balance (18th November)
• £44,961
• Reserve Bank Balance (18th November)
• £349
• Closing balance 2018 expected to be circa:
– Current Account £32,354
– Reserve Account £349 (plus Sink Fund £30k)
Financial Report. 2018 Year-End Forecast
Account Name Total
Income:
Service Charge £67,936
Other income £ 7,306
Total Income £75,242
Expenditure:
Maintenance £21,090
Decoration £ 7,500
Health and Safety £ 226
Utilities £ 5,468
Admin and Governance £ 5,011
Director Remuneration £13,370
Transfer to Reserves £ 7,000
Total Expenditure £59,664
Carried Forward £ 15,577
Questions?
• Questions about individual properties or
circumstances can be dealt with after the
meeting.
Break
Budgets in previous years:
Budget
2016 £72,434
2017 £70,949
2018 £69,383
Proposed 2019 Budget Breakdown
Account Name Total
Income:
Service Charge £66,000
Other income £0
Total Income £66,000
Expenditure:
Maintenance £22,000
Decoration £9,630
Health and Safety £3,500
Utilities £5,500
Admin and Governance £5,000
Director Remuneration £13,370.00
Transfer to Reserves £7,000.00
Total Expenditure £66,000
Director Remuneration
• 2019 Directors’ Remuneration frozen-
£13,370
• Directors pay 100% service charge
Freehold Acquisition & Shareholders.
Overview.
• Tonight’s Annual General Meeting is for CSMC estate management.
• Goring Place Limited Ltd ‘GPL’ – Freeholder.
• GPL owner of common parts, internal & external.
• CSMC – estate managers, managing agent to GPL. Freehold Completion 22nd December 2017.
• GPL Board Structure.
• Solicitors: Brachers LLP
• Accountants: Zenon Tax Limited
Freehold Acquisition & Shareholders.
Overview.
• GPL Shareholders.
• GPL Annual General Meeting, October 2018
• Minutes of AGM to be circulated to Shareholders.
• Opportunity to buy a freehold share.
• Collection of ground rent.
• Collection of buildings insurance.
• Fairfax Court.
Questions?
• Questions about individual properties or
circumstances can be dealt with after the
meeting.
Support to self-manage the estate
• Can you help with anything?
• Director, Contractors, Suppliers, Maintenance,
Administration, Posting etc
• Please speak to a Director
AOB and Close
• Church Street (Maidstone) Management
Company Limited
Office 7, 35-37 Ludgate Hill, London EC4M 7JN
• Telephone: 01622 61 61 81
Website:
https:/www.theoldhospitalmaidstone.co.uk
• Email: [email protected]
• Company Number: 06545435
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