Church Street (Maidstone) Management Company Annual General Meeting 2018 Please sign in on arrival (desk at the back)
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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