Author: a5h-Man5 (Page 4 of 12)

Hot water and central heating

The sub-committee has been canvassing flat owners. The vast majority of responses so far have been in favour of moving to independent heating and it is believed that there is a good chance of getting the overwhelming consensus necessary to proceed.

The sub-committee is targeting a switch-over in 2013 and will be writing to flat-owners with a detailed update.

The board postponed a decision on whether legal costs for the switch-over should be met by the company or by only those flats currently benefiting from the communal system.

Major works

The board has not been satisfied with the service provided by the surveyors. Although the quality of work carried out has been satisfactory, communications have not been good which has made budgeting difficult. AML has met with a senior representative of the firm to seek assurances about future communications.

After discussion, the board agreed to continue with the current surveyors who will be asked to draw up specifications for phase 3 of the project; the refurbishment of the rear of the Elgin Avenue block.

From phase 2, the structural issues relating to the lintels in block 6 remain to be carried out. These are delayed waiting for a response from the insurers which has been exceedingly slow.

Some small items are still outstanding from phase 1. The vault doors have now been replaced on the Elgin Avenue frontage and DBR has supplied an estimate for the remainder of small pieces of work.

 Fire assessment

Following the recent fire and general risk assessment, it was agreed to remove the smoke alarms from the stairwells and to write to flat owners to inform them of the need for all front doors to be self-closing. This advice may sound counter-intuitive but forms part of today’s best practice guidelines which emphasise that residents should remain in their flats in the event of fire.

Individual flats

One ground floor flat has suffered damage to the floor joists where damp has got in. The insurers have refused to cover this but kfh will remind them that the damage was caused by a leaky drain pipe and so should be covered.

Another ground floor flat has damp confirmed by the surveyors which will need repairing from the general maintenance budget.

Structural engineers visited a flat exhibiting cracking in the outside wall. This is the result of defective work to the interior of the flat some years ago. The flat owners will deal with the remedial work.

Dear Flat Owner

Central Heating and Hot Water

As I mentioned in the recent budget circular, we are reaching the point where we have to take some serious decisions about the central heating and hot water system.

The system gives patchy coverage, is expensive to operate and is increasingly leaky. Worse, because many of the hot water pipes are insulated with asbestos, the leaks are disruptive and can be very expensive to repair.

We have commissioned a report from Peter Ellis, an expert heating engineer recommended by kfh. His report attached with this note and would like to invite you to a flat owners’ meeting to discuss his finding and recommendations.

The meeting will take place at Paddington Sports Club, Castellain Road at 7 pm on Tuesday 27^th September.

The main conclusions of the report are:

• The central heating boiler is in good working order but is nearing the end of its life. Major parts are no longer available so the boiler would need to be replaced in the event of a serious failure.  The hot water boilers are new and in excellent condition.

• There are two independent networks of pipes that take the hot water and central heating water around the estate. Both networks are 60 years old, inefficient, severely narrowed by the formation of sludge and scale and leaky; but too fragile to clean with chemical flushing

• The radiators in individual flats are generally in good condition but old and inefficient.

The engineer’s two preferred options are either:

1. Every flat moves to independent heating and hot water. This would be disruptive, as you would need to find space for a boiler and run new pipes around your flat. But you would gain control over your own environment and, in most cases, we think your bills would be lower.

1. We continue to supply heating and hot water communally but invest in a new, state of the art, system fit for the next 60 years. This would involve both a new boiler and new pipes running either round the outside of the building or up the stairwells to connect each flat.

Both options will be disruptive and involve significant upfront expensive although your running costs will very probably reduce in both cases. There are some costings in the report but these are very rough estimates at this stage

The legalities and logistics of a decision to move to independent heating are not straightforward and will require an overwhelming consensus among flat owners. Our professional advisors can cite us no examples of a leaseholder owned block moving from communal to independent heating while the flats are occupied.

There is a third option:

1. Do nothing. We continue with our antiquated and inefficient system. We cross our fingers that nothing bad happens in the middle of winter. We deal with leaks as and when they occur and replace the main boiler when we absolutely have to. As and when the system leaks or the boiler finally expires, you may be without hot water or heating for some days and, if the source of a leak is in your flat, you may well have to move out while specialist contractors attend to the asbestos. In a block where flats change hands for upwards of £750K, I struggle, personally, to see the “do nothing” option as a sensible solution.

Please read the report that has been mailed to you. The board has not taken any decision about which option to pursue or when to take action. And we won’t, without a thorough consultation with you, the flat owners. You own Ashworth Mansions. It’s your system and it’s your decision on how to proceed and at what pace to do so. Please come to the meeting and participate in the decision-making. If you can’t attend, drop me a line or call me and let me know your views.

Yours faithfully

Geoffrey Barraclough

Chair, Ashworth Mansions Ltd

editor@ashworthmansions.com

Dear Flat Owner

I do hope you’ve had a pleasant summer and been able to enjoy the good weather in our garden. With autumn approaching, there are few matters I’d like to update you about.

2011/12 Budget

Ashworth Mansions’ financial year begins on 29 September and I’m writing to let you know about the level of service charges for the coming 12 months. The total budget will rise by 3% from £669K to £687K.

As you know, we are currently in year two of a four-year refurbishment programme of the estate. As a reminder, we decided to stagger the work over four years in order to spread the cost to flat owners. Phase one, the Elgin Avenue frontage, is largely complete to our satisfaction and the contractors are currently finishing the last details. Phase two, the Grantully Road front and sides, is in full swing and progressing reasonably well. Overall project costs have been pretty much as predicted in the 10 year plan prepared by SHW in 2009, apart from the increase in VAT.

We plan to commence phase three, the rear of the Elgin Avenue blocks, next Spring and will raise a further £325K from flat owners to finance this. This sum is the same as we charged last year and is divided between the regular reserve fund contribution of £175K and a one-off special contribution of £150K. We expect to make similar charges in 2012 to fund phase four.

Once we get to 2013, our reserves will be dry but the estate will be in good shape for the future.  At that point, we will need to decide how we make provision for the future cost of major works.

The main service charge will rise by £18K to £298K. The increase is driven primarily by a £14K hike our insurance charge to £78K, its highest level since kfh took over the management of the estate. This year’s premium is likely to reflect an ongoing series of claims for  the costly repairs of leaks to the asbestos covered pipe-work of the hot water system. The overall main service charge increase is 6.5% as we have kept most other budget items flat. The heating and hot water service charge is unchanged at £63K including a £5K contribution to a reserve fund.

Heating and hot water

You will have seen my comments in previous letters about the communal heating and hot water system. In my view, we are reaching the point where we will need to take some serious decisions about the system; either to invest in upgrading it to 21^st Century standards or to de-commission it and move to an independent boiler in each flat. The number of leaks appearing in the hot water pipes since we installed the new hot water boilers has increased the urgency.

We have commissioned an independent engineers report and will hold a flat owners’ meeting on the subject towards the end of September. If you own a flat on the system, you will be receiving a copy of the report and a note of the meeting in due course.

Cold water mains

28 flats have now connected to the new cold water mains and are benefiting from high pressure supply 24/7. The remaining 76 flats are still fed by gravity from the tanks in the attics above each stairwell.

These tanks cost money to maintain – they are regularly inspected and cleaned – and are now very close to the end of their natural lives. We’re told that it will cost £80K to replace these tanks and it’s expenditure we’re anxious to avoid. If you have made the switch, please talk to your neighbours and encourage them to connect.

Garden Party

Many thanks to Pamela Knudson and Charlotte Wood for organizing the summer garden party. Everyone had a fine time and we’re grateful to kfh and Greene & Co for their financial support of the event. We now have a couple of small gazebos and a new barbecue that you’re welcome to use for small social gatherings. Daron can tell you more

Kind regards

Geoffrey Barraclough

Chair, Ashworth Mansions Ltd

www.ashworthmansions.com

@ashworthmansion

Budget

Ashworth Mansions’ financial year commences 30 September. The board set the budget for the 2011/12 year. The main service charge will rise by 6.5% to £298K. The increase is almost entirely due to an increase in our insurance premium from £64K TO £78K. The central heating charge is unchanged at £58K.

Major works contributions are unchanged at £325K, split between the reserve fund contribution (which rises from £150K to £175K) and the third of four special annual contributions to fund the current refurbishment of the estate. This will be £150K.

We can never be sure about future bills but it is our intention that the fourth special contribution in September 2012 will be of a similar level. We will exit the fourth phase in 2013 with very little money in the reserve fund. The board will then need to decide how to set up the long term funding arrangements the estate

It was agreed to circulate a special note to flat owners regarding the budget.

Kfh hope to have the necessary software to accept service charge payments by direct debit but not until 2012.

Mains water supply

28 flats have that connected to the new water mains and we are still receiving queries from owners who are looking to connect. The old tanks, situated above each stairwell need to be decommissioned as soon as we can to avoid unnecessary expense. They are close to the end of their life and it would cost £80K to replace them. It was agreed to write to flat owners to encourage them to connect.

The lagging of the new system is often in poor repair (it being over 10 years old) and has perished completely in some places, notably on the roofs. Kfh have been asked to obtain quotes to replace.

Central heating and hot water

Peter Ellis, the consultant commissioned to produce a report, has attended site and has visited 13 flats.  His report will be ready by 29th August. We will hold a flat owners meeting towards the end of September to discuss options for the communal system. The previous report (from 2010) being not fit for purpose, it was agreed not to pay the invoice.

The owners of one flat have complained that their towel rail (fed from the hot water) is not working. Quotehedge have been to see if they could get it working and have vented the system but have not been successful.  They have suggested that it is probably due to the fact that the pressure of the hot water is slightly reduced due to the recent pipe leaks but are unwilling to increase it given the likely leaks elsewhere.   They have said that there also may be some debris in the pipe.  We would like to hear from any other flat owners with similar problems.

Individual flats

In one ground floor flat, the loss adjustors have approved work required to remedy a damp problem beneath the shower but have not yet been to inspect the area beneath the lounge.

In another ground floor flat, a damp problem has finally been resolved satisfactorily.

The owner of another flat has complained that, since the removal of asbestos from the bike sheds, the walls of the kitchen are too warm. SHW has inspected the flat and taken temperature readings. We await their report.

Another flat has a broken window that could be dangerous. It was agreed to ask the owner to repair it immediately or we would get a contractor to board it up.

On one flat, we have asked the structural engineer to monitor some cracking. This flat also has a sloping floor and we have asked a contractor to will go in and assess whether or not the previous joist renewal undertaken by the owner’s contractor was adequate.

Repairs

Remedial work is almost complete to the top floor landing of block 4 following the flood of water through the roof from a blocked gulley.  An insurance claim has been lodged and DBR (whose fault it was) has agreed to settle the excess as part of the specification for the major works was to check and clear the roof gulleys.

Major works

The 2nd phase major works contract (Grantully Road) has commenced and Directors have met with the surveyor and contractors on site to discuss some repair and structural issues. The project is on budget but is expected to be delayed due to an unexpected amount of labour required. The good news is that the materials bill will be lower than budgeted.

The work to replace the vault doors on the lower ground level on the Elgin Avenue side will start shortly. It has been delayed as we have found a significantly cheaper contractor for this small job.

There are still some issues outstanding from the Elgin Avenue refurbishment, notably around the link bridges. This will need to be dealt with before we release the retention monies on the contract.

It was agreed to ask SHW to draw up the specification for phase three of the works (the rear of the Elgin Avenue block) but to also include the lightwells within blocks one and five. We envisage this work commencing in Spring 2012.

Fire risk assessment

The last fire risk assessment took place in 2007. Since requirements and legislation have changed it was agreed to conduct another one at a cost of £525 plus VAT.

Progress Update:

We are pleased to report that the works are progressing well, and largely in line with the contractors programme, although we are currently anticipating a slight project over-run of approximately 2 weeks due to the extent and amount of external fabric repair works currently being undertaken.  We will obviously keep you advised in this regard.

Detailed below is a brief summary of the main elements of works currently being undertaken:

–       Scaffolding works: Completed to all elevations;

–       Brickwork & Stone work Cleaning: Cleaning works are 80% complete, with the Grantully Road elevation expected to be completed by close of play 19^th August.  Cleaning works will then commence to the Biddulph Road & Ashworth Road elevations, which will involve the installation of temporary protection to the affected windows.  A final wash down will be undertaken following completion of the brickwork repairs;

–       Brickwork & stonework repairs (including brick face replacement, repointing and reforming the defective stonework): These are ongoing are anticipated to be completed by end of September;

–       Pipework repairs: These are ongoing and anticipated to be completed within the next 2 weeks;

Window Repair & Redecoration:

Timber repairs are currently being undertaken to the windows contained in blocks 10-9, along with primary redecoration works to bring forward defects.

If extensive timber repairs/replacements are required to be undertaken which require access to your premises then DBR will contact you direct.  Upon completion of these preliminary works, DBR will require the windows serving your property to be left open for a period of time during normal working hours Monday to Friday to facilitate painting of the leading edges etc. in accordance with the specification.

The works will be undertaken in phases and commence on the following flats / dates as detailed below:

Block 10 (Containing Flats 84 – 93)

–       Works commencing 29^th August 2011 and DBR will therefore access to your windows serving your property for the week;

Block 9 (Containing Flats 75 – 83)

–       Works commencing 5^th September 2011 and DBR will therefore access to your windows serving your property for the week;

Blocks 6-8 will be advised of the proposed dates for the repair and redecoration works in due course.

Although we appreciate that providing access for the contractors requested period may be inconvenient, we would once again politely request that access arrangements are made to enable the contractor to undertake the full repairs.  Please note for insurance purposes, your flat should not be left unattended during this requested period.

Without access being made available, the contractors may need to either:

–       Carry out timber repairs from externally only (where possible) & paint the windows in the closed position, or;

–       If it is not possible to complete timber repairs without opening the window, (i.e. if timber sections need replacing), then as agreed with the Ashworth Mansions Ltd., board, DBR reserve the right to not undertake repair & redecoration works to the window in question and the resident will have to make own arrangements at their own cost.

–       These access issues may also have a detrimental affect on the programme of works and may result in additional costs if the scaffolding is retained for longer than originally programmed.

–       Please note: The contractors, DBR will not be responsible for easing windows that have been painted shut once the contract is complete.

Project Team Contact Details:

In addition to the above, we also write to advise of a change of site foreman for the remainder of the project.  Danny Shaw will be your site manager for the remainder of the contract, his contact details, along with the project team are as follows:

–       Danny Shaw  – DBR (London) Ltd. – Site Manager

• Mobile No.: 07731 745 743

–       Nick Herridge – SHW – Contract Administrator:

• Mobile No.: 07885 743 201;

–       Robert Handley – SHW – Assistant Contract Administrator:

• Mobile No.: 07715 403 825;

–       David Lucas – DBR (London) Ltd. – Contracts Manager:

• Mobile No.: 07887 737 345;

Fortnightly Resident Meetings:

As previously discussed, SHW/DBR are holding fortnightly Leaseholder/Resident ‘drop in’ site meetings at 8.00am in the Contractors welfare facilities, which are to be contained within the store adjacent the Boiler Room contained in Block 1.

The meetings will be held on the following dates:

–       Wednesday 31^st August @ 8.00am;

–       Wednesday 14^th September @ 8.00am;

–       Wednesday 28^th September @ 8.00am;

–       Wednesday 12^th October @ 8.00am;

–       Wednesday 26^th October 2011 @ 8.00am;

These meetings will be an opportunity for leaseholders/residents to discuss any queries direct with the project team and your attendance would be welcomed.

Security:

Just to remind you that access to the site and scaffold is secure and closely monitored, and all site based contractors are wearing clothing with DBR emblazoned logo’s etc., however we would ask that you are vigilant and report any suspicious behaviour to the site manager immediately.

As detailed above, DBR will require intermittent access to your property, however this will be organised through the site manager and you should not allow access to contractors without prior agreement.  If you are in any doubt, we would ask that you contact any of the project team detailed above.

Scaffolding:

We would also like to take this opportunity to remind you again that the scaffolding is a work place and thus unauthorised access if not permitted onto these working platforms at any time. In addition your extra vigilance would be appreciated to ensure that children or animals do not access the scaffolding at any period.

Personal Items:

Although we note and appreciate that many of you have removed personal items from the balcony areas etc., there are still some possessions remaining on the balcony and these should be removed to prevent any damage during the course of the works.  The contractor will not be held liable for any damage caused by failure to remove such items.

Nick Herridge and his colleague Robert Handley, are continuing to undertake regular site inspections of the works however in the mean time, should you have any queries, please do not hesitate to contact either of them at SHW.

Dear Neighbours, Hello, I don’t know if you’ve been watching the weather forecast for Saturday, but it has been changing on a daily basis! Whilst it is looking unkind at the moment, we are still intending to go ahead as planned, 2 pm. We sure hope that you will still join us. There will be a gazebo for ourselves, and some kind of protection for the food. The BBQ will take place: the communal bit will be the hamburgers, sausages, buns, condiments; drinks/alcohol; and plates, glasses, cutlery etc. The non-communal bit will be any other sides dishes that we ask that you bring, just for your own families. (Apologies in that I could have made the side dishes aspect more clear in the original invite.) The bouncy castle will be there (and appropriate safety measures taken.) And there will be prizes with regard to the weather, which is still up for grabs — given the shifting patterns! Any questions, please do not hestiate to call. Also, if you don’t think you can make it — don’t worry, but please let us know if at all poss. Best wishes, Charlotte, Richard & Jonty, 56a; Pamela & Peter, 65 07904 989 065 (Pamela)

I would like to remind flat owners that we’re holding the 2011 AGM at 1900 on 12 May at Paddington Sports Club.

We hear from many of you during the year by email and over a casual chat in the garden but it’s always gratifying to see a good turnout at the AGM.

There are two major issues we plan to discuss on 12 May:

• Phase two of the four phase external refurbishment. This should begin at the end of May and will cover the front and sides of the Grantully Road block. The surveyors will be at the meeting and will explain what was accomplished in phase one and what is to be included in phase two.

• Central heating and hot water systems – You will know from previous letters that I would like to us to be more proactive regarding the long term future of the communal systems. Recent developments have only highlighted this. We will be establishing a sub-committee of flat owners to work with our professional advisors to look at the options.

Finally, although we are well served by our managing agent, Linda Foss at kfh, the governance of Ashworth Mansions is only as good as its board of directors.  We need some new volunteers. You don’t get paid but it’s not that much work and we are in particular need of people with (1) some legal or property expertise or (2) with flats on the central heating system.

The major advantage of owning property in a block owned by its leaseholders is that we can run it in our own best interests and not in those of a commercial property company. Without the active involvement of flat owners, we may as well be run by a profit hungry plc. If you would like to join the board, please get in touch.

I will write to you again after the AGM but do hope to see as many of you as possible at the meeting.

Yours faithfully
Geoffrey Barraclough

Chair, Ashworth Mansions Ltd

editor@ashworthmansions.com