OWG - Board Meeting Agenda 21.01.19

Mon Jan 14 22:58:55 GMT 2019

Hi Delia,

I notice that “Proposed Changes to Articles” isn’t on the Agenda yet.

Please also add “Definition of Requirements and Search for Board Directors”. 

I will draft input for both items based on what we have communicated/documented previously…if I can find the relevant emails!!

Cheers,

Glenn.

From: family at fabris.co.uk [mailto:family at fabris.co.uk] 
Sent: 14 January 2019 14:22
To: Delia Covezzi
Cc: Anna Cury; Peter Rose; Anthony Stafford; Nanni Fabris; Glenn Pereira
Subject: Re: OWG - Board Meeting Agenda 21.01.19

Dear Delia,

Thank you very much for your email.

The Fabris will let you know in due time if they will attend in person or by proxy.

Also, we noticed from the trail below that Mr. Pereira would like to "add changes to articles to the agenda and I will prepare something in advance”.

Unless we have been missing some info with reference to this specific point (possible during the Christmas break), it would be helpful to know before the 21st January which changes Mr. Pereira would like to discuss. 

Changing Articles is a very sensitive and strategic issue and all the board members should have the same information (whatever the source, eg lawyers) beforehand. This is the only way to guarantee that the discussion on the 21st will be fair and in the interest of all the leaseholders we represent as a Board.

Regards

Fabris

On 13 Jan 2019, at 14:09, Delia Covezzi <deliacovezzi at gmail.com> wrote:

Dear All, 

In the lead-up to our board meeting on Monday 21 January, I would like to confirm the following:

1. Start time, currently set at 14.30. Is everybody happy with this, or should we bring it forward and if so by how much? Note that Anna will only be available until 17.30. I am hoping 3 hours will suffice, but our meetings have been known to be epic.

2. Who will be present. As far as I am aware it will be the following directors:

Glenn, Anna, Peter and I

Anthony and Nanni, will you be attending or assigning a proxy?

3. Items and priority order for the Agenda. That I can think of, these are the following items:

1. Review of current porterage and specifically Aziz’s employment. Should we decide to keep the current set-up and employees, we need to discuss their salaries.

2. Building Security: decide upon short-term solution and discuss long-term solutions

3. Maintenance: update on lifts, garage gate, electricity bill 

4. Interior refurbishment update: confirmation of start date and any other items I have not already updated you on.

5. Update regarding neighbouring buildings’ contribution towards payment of garden.

6. Outstanding service charge fees and what is being done about it. 

That is all I can think of off the top of my head. Please feel free to add to the list prior to distribution of agenda. 

Kind Regards,

Delia. 

Delia Covezzi

deliacovezzi at gmail.com

On 10 Jan 2019, at 00:55, Glenn Pereira <glennpereira at gmail.com> wrote:

I already had it down for 14.30. Earlier is also fine with me.

Please add changes to articles to the agenda and I will prepare something in advance.

Cheers Glenn. 

On Thu, 10 Jan 2019, 02:54 Delia Covezzi <deliacovezzi at gmail.com wrote:

Hello Anna,

Noted with thanks.

Re: next board meeting on the 21st we had decided on a 15.30 start. I suspect you would rather bring this forward, if you will only be available until 17.30. Would 14.30 suite everyone and will this suffice?

Kind Regards,

Delia.

Delia Covezzi

deliacovezzi at gmail.com

On 9 Jan 2019, at 13:57, Anna Cury <anna_cury at yahoo.com> wrote:

Dear Delia,

when you send out the agenda for our next meeting I think we need to add an item - Updates from WB19 so Crispin can get back to us on the items below. 

He agreed to come to the meeting but we didnt agree on a time yet. 

I was wondering as well if it you and Peter could send out a brief summary of your points before the meeting, so we have time to go through everything, I am only available until 5:30pm 

These are the items I have for both of you from memory

Delia - interior refurbishment

Peter; lifts, garage gate,electricity bill, security 

My items will be

review of 2018

2019 budget

thanks a lot !

Anna

----- Forwarded Message -----
From: Anna Cury <anna_cury at yahoo.com>
To: Glenn Pereira <glennpereira at gmail.com>; Delia Covezzi <deliacovezzi at gmail.com>; Peter Rose <mrpdrose at gmail.com>; Yvonne and Bernard Mocatta (new Comp <bandymocatta at btinternet.com>; Anthony Stafford <astafford011 at gmail.com>; Nanni Fabris <fabris38 at yahoo.co.uk>; Antonella Santini <antonellasantini at me.com>; Crispin Sampson-Bancroft <crispin at wb19.co.uk> 
Sent: Monday, December 10, 2018 8:19 PM
Subject: Minutes OWG Management Co Review meeting with Westbourne Management - minutes (December 5th, 2018 at 3pm)

Dear directors and Crispin,

please find attached the minutes for our meeting, please let me know if you have any amendments or comments. 

1.Contacts in Wb19

- Points of contact for Board of directors are still Crispin and Oliver (mostly finance related matters)

- Point of contact for porters: Lynette (phone number 02036260091). Anna will communicate new contact to Eddie and Aziz.

2. Porters and out of hours

- line of communication with porters: porters to report to WB19 any problems on a daily basis, WB19 to contact board if needed

- porters will communicate with WB19 via phone and WB19 will also phone them to let them know about any contractors visits in advance

- WB19 will also provide notices for residents when applicable

 - Out of hours: Crispin will contact John Shervill to agree on a template to log all call outs with the necessary details to ensure proper follow up is done and any further actions taken.

3. Fire and security matters

- Crispin agreed to maintain a list of items to review with Board in Board meetings 

- Anna asked if Crispin could also keep track of any items that require Board feedback/decision to ensure well functioning and safety of the building 

4. Maintenance contracts

- Crispin agreed to maintain a list of items to review with Board in Board meetings  and follow up with contractors to ensure visits happen within the agreed time frame

5. Cleaners 

- porters have been instructed to communicate with the cleaners during their weekly visits to point out any areas that need special attention. Porters to contact WB19 if they need to raise any issues.

6. Gardeners

Anna will remain in charge and in contact with Paul  and will communicate with WB19 if needed

7. Communication with residents

- notices need to be placed in letterboxes and lifts when needed, such as fire alarm testing and water tank works as well as security and rubbish rules notices when needed

8. Finance

No concerns to raise, all procedures in place.

Please continue to copy Anna in all invoices related to OWG management so she is aware of total expenditure

9. Quarterly inspections

- Agree on date for next inspection and report to Board.

10. Meetings with the Board

- Crispin to attend Board meetings for 20 minutes or so to update the Board and bring any issues to the Board's attention.  The next meeting will be on January 21st 2019 at 3:30pm

11. Fire alarm maintenance and replacement of smoke detectors- update from Crispin

Crispin said he has a 5k quote for replacing sensors/detectors but he can get a cheaper quote from Dan. He also said something about 2k per annum for fire/safety/maintenance and we discussed if Chubb will agree to someone else replacing and maintaining equipment which they need to rely on. Perhaps Peter need to get involved if he is not already.

12. Section 20 

Under section 20, the law states that a Landlord cannot spend more than £9750 in one go without going through statutory 3 stage consultation process. This also applies to one year service contracts above £9750. Section 20 also applies to contracts of 365 days or longer, therefore WB arrange their contracts up to 364 days.

The WB contract needs to be reviewed and signed as from January but we should delay till after our meeting on the 21st.

13. Porters 

WB cannot be the nominated manager of OWG staff, including porters, but they can supervise their activities.

WB happy with the current porter situation as complaints (which were mainly about Adrian) have stopped. They recognise the limitations of the current arrangement (ability to take responsibility, address problems, use technology) and may be willing to provide us with a part time WB porter if we choose not to solve it ourselves.

14. Works in Flat 1

Structural work such as that going on with Flat 1 needs permission according to the lease, Crispin will check what exactly it says and then try to sort out the current situation with Flat 1 and communicate the terms to all owners so that people cannot say they didn’t know.

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