RE: Out-of-hours and Directors’ Role

Wed Oct 31 10:53:15 GMT 2018

Thanks Peter. Helpful and constructive and it’s OK if we have different opinions.

As you say, we can gauge it with John.

My concern about a £100 call out is that, if an elderly resident needs John to pop over and reset his/her fuse box, £100 is a bit steep.

Cheers,

Glenn.

From: Peter Rose [mailto:mrpdrose at gmail.com] 
Sent: 31 October 2018 09:56
To: Glenn Pereira
Cc: Anna Cury; Delia Covezzi Rose; Yvonne Mocatta; Nanni Fabris; Antonella Santini; Anthony Stafford
Subject: Re: Out-of-hours and Directors’ Role

Dear Glen and all,

I agree we need a solution soon.

As for higher vs lower retainer, and higher vs lower callout fee, my expectation is there we should not have many need to call John out-of-hours for the communal parts. Therefore it seems beneficial to achieve as low a retainer as possible (if John will still visit as part of the retainer then that is a bonus). If we then have to pay i bit extra on any occasion he visits then fair enough.

Personally, I think going into discussions with John needs to establish where he sits as far as a retainer is concerned, and where we sit. We should start low and see how he reacts. He may just say yes!

I think he is aware that although he will not get much work directly from this arrangement it will get him onsite, and therefore have access to other callout work or odd jobs.

So basically Glen I am of the opposite view to you it seems and I feel a lower retainer is in our interest - this can all of course be reconsidered in three months.

Obviously this is all to be gaged during your meeting. Have fun!

Peter.

Peter Rose
mrpdrose at gmail.com

On 30 Oct 2018, at 23:39, Glenn Pereira <glennpereira at gmail.com> wrote:

Hi Team,

The obvious answer is to appoint John for the out of hours service on a short term contract (till end January?) which gives us time to evaluate and decide what next. 

Yvonne, I know you have reservations but we do have to solve this quickly rather than heaping pressure on yourselves and John knows the building better than anyone else and he is willing to do it.

Delia, in response to your email, I would favour a higher retainer and a smaller fee, which will be paid on some occasions by residents. And I understand John is willing to not charge when he can handle the problem by ringing the right person/service. If you think it’s still useful for me to talk to John with you and you all decide we can move on this at short notice, I am willing to pop down and help.

Cheers,

Glenn.

From: Anna Cury [mailto:anna_cury at yahoo.com] 
Sent: 30 October 2018 19:53
To: Glenn Pereira
Cc: Delia Covezzi; Yvonne and Bernard Mocatta (new Comp; Peter Rose; Nanni Fabris; Antonella Santini; Anthony Stafford
Subject: Re: Out-of-hours and Directors’ Role

Dear Glenn

It is a long story .... 

Chubb was here to install a new panel since ours was very old and faulty - that is why we had so many false alarms this year...

When they connected the new panel the fans that blow air into every floor in case of fire started working - they shouldnt since there was no fire. 

Aziz was on duty but did not know how to shut them down. Yvonne tried to help, called me and when I got home I asked my builder to go help me and we shut them down.

By then Aziz had called John that came over and explained to me how the fans work and what to do when Chubb left . 

At around 7pm I asked Chubb to wait until I turned on the fans just to check if there was a problem. They started working again - Chubb was not able to find the problem and left since  it was late. They left the fans off, and said they would be back. 

I emailed Westbourne to let them know and ask Aziz to call them after lunch to say Chubb didn’t come back today.

My main concern is that we currently don’t have anyone that can handle an emergency or know how to operate the main equipments  in the building - even during working hours.

I am also very tired and stressed and worried about having to handle those type of emergencies myself. I think Yvonne shares my views since she has been dealing with the issues with me.

Yvonne and I are discussing ways to solve this but we welcome any suggestions

Thank you 

Anna 

Sent from my iPhone

On 30 Oct 2018, at 15:09, Glenn Pereira < <mailto:glennpereira at gmail.com> glennpereira at gmail.com> wrote:

Hi Delia,

What happened yesterday?

Cheers,

Glenn.

On Tue, 30 Oct 2018 at 14:47, Delia Covezzi < <mailto:deliacovezzi at gmail.com> deliacovezzi at gmail.com> wrote:

Dear All,

Having spoken to Anna earlier today, and in light of yesterday’s events, I cannot stress enough the urgency with which we need to put in place an out-of-hours service.

Unless anyone has an alternative suggestion which we could implement with immediate effect, then I would strongly advise we employ John Shervil’s firm, who would available to start straight away. We could draft a contract for 3 months and then review this at a later date. 

Peter and I have been discussing the details and we feel we could offer the following:

£100 per month retainer (to answer the phone and give advice over the phone whenever possible)
£100 per call-our for the first 2 hours
£25 per hour thereafter

All calls and call-outs to be logged and reported so that we can monitor events and ensure they are justified. 

On a slight side note, but equally requiring urgent attention, we cannot continue with the current set-up, whereby, during normal hours, neither the porters nor the managing agents are able to deal with abnormal situations and emergencies. As directors of the Management Company, it is our responsibility to ensure the building is running efficiently at all times; it is not for us to pull up our sleeves and do it ourselves.

Should we make it clear to Eddy and Aziz that in the event of any issue they must contact Westbourne immediately, and continue to chase Westbourne until the problem is resolved?

Furthermore, as it stands we, the board, are currently directly managing the porters, cleaners, gardeners, maintenance, refurbishment and upkeep of the building. We should not be managing these directly, but rather overlooking that those we employ to manage the building do so accordingly.
It is not sustainable to continue as we are.

Regards,

Delia. 

Delia Covezzi
 <mailto:deliacovezzi at gmail.com> deliacovezzi at gmail.com

-- 

Glenn Pereira
The Vineyard
Clifton Hampden
Oxon OX14 3EQ

+44 (0)330 113 6325
+44 (0)7789 931990

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