OWG - Board Meeting 21.01.19

Mon Jan 21 08:48:15 GMT 2019

Hi Glenn
Thank you for your email but I will not be attending the meeting today. 
I agreed to stay until the AGM so we can have a smooth transition  and  find another director, hopefully, a full time resident in the building that can take on some responsibilities. 
I am available for any financial related queries you may have before the meeting (please email me and I will get back before the meeting)  and of course we can meet to properly transition my responsibilities over the next couple of months. 
I believe you are in very competent hands with Oliver and Lynette and Patrick were a great addition to WB19. We’ve been working very well together and developing the communication with the porters and contractors on a regular basis. 
I will message you once I know my schedule today so we can meet - I believe I need to sign the Natwest form so you can get online access. 
Best regards, Anna 

Sent from my iPhone

On 14 Jan 2019, at 22:44, Glenn Pereira <glennpereira at gmail.com> wrote:

#yiv7180015013 #yiv7180015013 -- _filtered #yiv7180015013 {font-family:Helvetica;panose-1:2 11 6 4 2 2 2 2 2 4;} _filtered #yiv7180015013 {panose-1:2 4 5 3 5 4 6 3 2 4;} _filtered #yiv7180015013 {font-family:Calibri;panose-1:2 15 5 2 2 2 4 3 2 4;} _filtered #yiv7180015013 {font-family:Tahoma;panose-1:2 11 6 4 3 5 4 4 2 4;}#yiv7180015013 #yiv7180015013 p.yiv7180015013MsoNormal, #yiv7180015013 li.yiv7180015013MsoNormal, #yiv7180015013 div.yiv7180015013MsoNormal {margin:0cm;margin-bottom:.0001pt;font-size:12.0pt;font-family:New;}#yiv7180015013 a:link, #yiv7180015013 span.yiv7180015013MsoHyperlink {color:blue;text-decoration:underline;}#yiv7180015013 a:visited, #yiv7180015013 span.yiv7180015013MsoHyperlinkFollowed {color:purple;text-decoration:underline;}#yiv7180015013 span.yiv7180015013EmailStyle17 {color:#1F497D;}#yiv7180015013 span.yiv7180015013EmailStyle18 {color:#1F497D;}#yiv7180015013 .yiv7180015013MsoChpDefault {font-size:10.0pt;} _filtered #yiv7180015013 {margin:72.0pt 72.0pt 72.0pt 72.0pt;}#yiv7180015013 div.yiv7180015013WordSection1 {}#yiv7180015013 _filtered #yiv7180015013 {} _filtered #yiv7180015013 {font-family:Symbol;} _filtered #yiv7180015013 {} _filtered #yiv7180015013 {} _filtered #yiv7180015013 {} _filtered #yiv7180015013 {} _filtered #yiv7180015013 {} _filtered #yiv7180015013 {} _filtered #yiv7180015013 {} _filtered #yiv7180015013 {} _filtered #yiv7180015013 {} _filtered #yiv7180015013 {font-family:Symbol;}#yiv7180015013 ol {margin-bottom:0cm;}#yiv7180015013 ul {margin-bottom:0cm;}#yiv7180015013 Hi Anna,I would appreciate it if you do attend next Monday. As I understand it, you will continue on the board till the AGM in May and, as you know, there are a lot of issues we need to address between now and then. Your experience and knowledge will be very valuable, essential even.  Cheers,Glenn.  From: Anna Cury [mailto:anna_cury at yahoo.com] 
Sent: 14 January 2019 16:07
To: Glenn Pereira
Cc: Peter Rose; Delia Covezzi Rose; Antonella Santini; Anthony Stafford
Subject: Re: OWG - Board Meeting Agenda 21.01.19  Hi Glenn,   Welcome back ! We had a busy week last week due to a burglary next door and some other incidents  Peter can fill you in.  I have guests next week and I will be very busy - I also think that it doesn’t make much sense for me to atttend this meeting since I will not be in the Board to see most of the issues through .. so it is fair the ones staying make the decisions.  Oliver already did the service charge accounts and I am doing a final review so by next week you will have all the figures from 2018 and I sent around again the budget for 2019.  I also sent you a form to fill in to obtain online access to the directors account. but you are already a signatory.   Of course I am available for anything in the next couple of months if any of you need further explanation and I will  work with the porters,  cleaners and gardeners  so that they know I am leaving the Board. Patrick is coming over often and Lynette has been very helpful.     Best regards Anna           Sent from my iPhone
On 14 Jan 2019, at 15:51, Glenn Pereira <glennpereira at gmail.com> wrote:
Hi Team,I would suggest that we start as early as we can, as soon as all of us can attend. And we can stop as soon as we’re done. I can make it from 11.30am onwards.Cheers,Glenn. From: Peter Rose [mailto:mrpdrose at gmail.com] 
Sent: 14 January 2019 12:17
To: Delia Covezzi Rose
Cc: Glenn Pereira; Anna Cury; Antonella Santini; Anthony Stafford
Subject: Re: OWG - Board Meeting Agenda 21.01.19 Hi Delia, Can you please add (unless anyone objects):    
   - Flat 15 (Harrison) Specification of Works
   - Subletting of garage spaces
 Thank you, Peter.

Peter Rose
mrpdrose at gmail.com

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 Covezzideliacovezzi 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 Covezzideliacovezzi 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 20182019 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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