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: office@theoldhospitalmaidstone.co.uk

• Company Number: 06545435

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