Action Logs - July 2008

 

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Works Log
Ref. No Status Description of issue  Associated Action Date
Raised		 Raised by Quote requested by Wood Mgt
(Y/N)		 Date Quote requested from contractor Contractor(s) Date quote received from contractor Cost Priority (H,M,L) Approved by board (Y/N) Date Approved Estimated Completion Date Notes/ Progress Completion Date
1 Open All the green railings along Manchester Road require repairing/replacing, sanding and repainting. Wood to be painted/repaired as necessary. Yes, Refs 1and 2 on Actions sheet 05/06/2008 Frances McKeith           H          
2 Open Removal of flagpoles, scrap metal price recovery if possible. Yes. Ref 3 05/06/2008 Frances McKeith           H          
3 Open Painting of lampposts to improve look of overall Estate by LBTH. Mark Ferris advised contact details of Stan Perpie at LBTH. N 05/06/2008 Frances McKeith N N/A LBTH N/A 0 H N/A N/A   Maresa to contact LBTH 5/6/08  
4 Open Replace damaged and out of date Amsterdam Road sign advertising shops with new. Design to be amended to be more vandal-proof. Funding from shopowners.  Lighting to be solar power to reduce running costs. N 05/06/2008 Frances McKeith                      
5 Open Updating, replacing and resiting of signage at beginning of Amsterdam Road to clearly indicate private nature of Estate etc. N 05/06/2008 Frances McKeith                      
6 Open Washing of stone walls and pavements to remove lichen etc and improve general look of Estate. N 05/06/2008 Frances McKeith                      
7 Open Painting of wooden rubbish areas on blocks near Amsterdam Road entrance ahead of externals to improve look of area. N 05/06/2008 Frances McKeith                      
8 Open Installation of dog litter traps to reduce dog fouling in the area, in conjunction with new signage. N 05/06/2008 Frances McKeith                      
9 Open Car parking barrier at Memsaheb.  Change design to same as Frans Hals Court so residents can use and because of different design, repair bills should be reduced on an ongoing basis. Yes. Ref 4 05/06/2008 Frances McKeith                      
10 Open Two flowerbeds, both between Vermeer Court and Van Gogh Court, railings to be repaired/replaced. Yes, Ref 14 20/06/2008 Jim Preece                      
11 Open Railings outside parking at Vermeer Court to be repaired/replace. Yes, Ref 15 20/06/2008 Frances McKeith                      
12 Open Review of electricity tariff N 05/06/2008 Maresa Collins                      
13 Open 29-34 Leerdam Drive - binstore door repairs No 01/02/2008 Maresa Collins Y 02/02/2008 DCPM Contractors 18/02/2008 £145.00 L Y 18/04/2008     27/06/2008
14 Open 29-34 Leerdam Drive - brick paviours collapse into drain No 01/02/2008 Maresa Collins Y 02/02/2008 DCPM Contractors 18/02/2008 £85.00 M Y 18/04/2008     27/06/2008
15 Open 15-20 Leerdam Drive - binstore door repairs No 01/02/2008 Maresa Collins Y 02/02/2008 DCPM Contractors 18/02/2008 £145.00 L Y 18/04/2008     27/06/2008
16 Open 8-9 Leerdam Drive - binstore door repairs No 01/02/2008 Maresa Collins Y 02/02/2008 DCPM Contractors 18/02/2008 £155.00 L Y 01/04/2008     27/06/2008
17 Open 8-9 Leerdam Drive - repairs to sunken brick paviours near door No 01/02/2008 Maresa Collins Y 02/02/2008 DCPM Contractors 18/02/2008 £175.00 M Y 01/04/2008     27/06/2008
18 Open Leerdam Drive - repairs to BT man cover lid No 01/02/2008 Maresa Collins Y 02/02/2008 DCPM Contractors 18/02/2008 £295.00 H Y 01/04/2008     27/06/2008
19 Open 2-12 Leerdam Drive - binstore door repairs No 01/02/2008 Maresa Collins Y 02/02/2008 DCPM Contractors 18/02/2008 £135.00 L Y 01/04/2008     27/06/2008
20 Open 1-11 Leerdam Drive - binstore door repairs No 01/02/2008 Maresa Collins Y 02/02/2008 DCPM Contractors 18/02/2008 £155.00 L Y 01/04/2008     27/06/2008
21 Open 1-11 Leerdam Drive - repairs to hardwood post for door No 01/02/2008 Maresa Collins Y 02/02/2008 DCPM Contractors 18/02/2008 £320.00 M Y 01/04/2008     27/06/2008
22 Open Amsterdam Road (near shop 13) repairs to brick paviours No 01/02/2008 Maresa Collins Y 02/02/2008 DCPM Contractors 18/02/2008 £95.00 M Y 01/04/2008     27/06/2008
23 Open 13-63 Amsterdam Road - repairs to downpipe No 01/02/2008 Maresa Collins Y 02/02/2008 DCPM Contractors 18/02/2008 £195.00 M Y 01/04/2008     27/06/2008
24 Open 13-63 Amsterdam Road - Jet wash of paviours No 01/02/2008 Maresa Collins Y 02/02/2008 DCPM Contractors 18/02/2008 £450.00 M Y 01/04/2008     27/06/2008
25 Open 65-85 Amsterdam Road - repointing of wall No 01/02/2008 Maresa Collins Y 02/02/2008 DCPM Contractors 18/02/2008 £990.00 M Y 01/04/2008     27/06/2008
26 Open Frans Hals Court - repairs to dip in pavement No 01/02/2009 Maresa Collins Y 02/02/2008 DCPM Contractors 18/02/2008 £320.00 H Y 01/04/2008     27/06/2008
27 Open Amsterdam Road - Installation of ost boxes No 01/03/2008 Maresa Collins Y 01/03/2008 PBS Bellsure 20/03/2008 £8,050.13 H Y 18/04/2008     04/07/2008
Actions Log
Ref. No Status Description of issue  Associated Works Date
Raised		 Raised by Owner Update Anticipated Date completed Comments
1 Open Gardeners to trim back hedges to behind the railings to facilitate repair works plus remove ivy from beds, treat and bark over certain beds at front to prevent further damage to trees. Yes Ref 1 on Works sheet 05/06/2008. Walk 1 Jim Preece Jim Preece mid-July   Jim/Maresa to meet on site with gardener 3/07/08 to discuss and instruct.
2 Open After reports from tenant that LBTH leant paving stones against railings when replacing pavement, a complaint has been raised with LBTH with a view to seeking compensation to assist with the repairworks budget. Yes, Ref 1 on Works sheet 01/06/08 Jim Preece Jim Preece end-July   Awaiting complaint in writing from 270B and Jim/ Maresa to escalate with Council.
3 Open Review at next Board meeting whether best use of flagpoles might be to raise profile of London Yard and its private status by resiting the flagpoles on the foreshore with London Yard flags. Yes. Ref 2 on Works sheet 20/06/08 Frances McKeith Frances McKeith end-June    
4 Open Car park barrier for Memsaheb.  Ensure action is consistent with Parking Committee recommendations. Yes. Ref 9 on Works sheet 20/06/08 Frances McKeith Mark Ferris end-July    
5 Open Review use of satellite dishes on Estate, damage to external envelopes of buildings a concern plus cost of resiting on scaffolding during externals works.  Ask Sky to attend site and discuss alternatives with them. No. 20/06/08 Frances McKeith Jim Preece end-July   Jim Preece to meet with Spectrum the week commencing 7th July and report to Board.
6 Closed Clean-up to Memsaheb externals. Furniture and rubbish to be removed from Fire Exit.  Calor Gas canisters to be removed or stored in locked cage. No. 05/06/2008. Walk 1 Jim Preece Jim Preece Already actioned. 20/06/08  
7 Open Memsaheb to build locked housing to store oil drum outside external door to kitchen. No. 05/06/2008. Walk 1 Jim Preece Jim Preece end-June   Jim Preece to chase owners on visit 3/07/08
8 Open Improvements to beach. LBTH to be invited to discuss  No. 05/06/2008. Walk 1 Jim Preece Jim Preece Barbara Gorrie has already done some preliminary work on this, will be discussed at Board meeting end-June.   Jim to contact Port London Authority and update Board by 11th July.
9 Closed Condition of the Estate unclean and untidy. No. 05/06/2008. Walk 1 Jim Preece Jim Preece JP and MC interviewed caretaker and employer separately to stress importance of high standards.  Will be proactively monitored on a ongoing basis by Woods and Board on fortnightly walks. 15/06/08  
10 Open Gardeners to cut under bushes to facilitate better rubbish clearing than current condition allows. No. 20/06/08. Walk 2 Shan Lloyd-Packer Jim Preece mid-July   Jim/Maresa to meet on site with gardener 3/07/08 to discuss and instruct.
11 Open Gardeners to cut out Elder saplings growing by side of 100 Amsterdam Road a.s.a.p. to prevent further damage. No. 20/06/08. Walk 2 Sally Anne Hill Jim Preece end-June   Jim/Maresa to meet on site with gardener 3/07/08 to discuss and instruct.
12 Open Number of vehicles parked without permits.  Stickers to be placed on them asap. No. 20/06/08. Walk 2 Frances McKeith Jim Preece Maresa Collins updated 24/06/08 that stickers had again run out but would be replenished asap.   Stocking of stickers for security must be constantly available until the actions of the Parking committee have been approved and implemented.
13 Open Ex-contractor secured area by garages being filled with supplies and rubbish.  Area to be cleared out asap and turned over to gardeners to use for composting purposes. No. 20/06/08. Walk 2 Frances McKeith Jim Preece end-June   This is controlled by caretaker digital lock and gate.  Materials stored belong to LY.
14 Open Two flowerbeds, both between Vermeer Court and Van Gogh Court over-run with ivy and killing tree and shrubs.  Ivy to be removed, beds treated, tree and shrubs saved, barked over. Yes, Ref 10 on Works sheet 20/06/08. Walk 2 Jim Preece Jim Preece end-July   Jim/Maresa to meet on site with gardener 3/07/08 to discuss and instruct.
15 Open Parking outside Vermeer Court, beds by side to be cleared of ivy, hedge cut back to accommodate railing work. Yes, Ref 11 on Works sheet 20/06/08. Walk 2 Shan Lloyd-Packer Jim Preece end-July   Jim/Maresa to meet on site with gardener 3/07/08 to discuss and instruct.

 
Board Actions
Ref. No Status Event Description of action  Activities Date
Raised		 Raised by Owner Update Anticipated Date completed Comments
1 Open AGM Review of Security provisions Last year Board commissioned logs to be kept of all incidents at London Yard. BG instigated procedure and reviewed logs w/c 23/06/08. 28/05/08 Floor Frances McKeith Outcome from Board meeting 26/06/08. Update: meeting overran, rescheduled for next Board meeting, 24th July.   Based on review of incidents, recommendation will be change hours of security cover from 14.00-midnight to16.00-02.00.
2 Open AGM Review of lighting Wish to investigate use of solar lighting to supplement lighting in certain areas. 28/05/08 Floor Frances McKeith end July Board meeting    
3 Closed AGM Level of debtors Debt needs to be more proactively monitored by the Board as well as Woods 28/05/08 Floor Frances McKeith Monthly updates to Board ongoing 26/06/08 New Board member co-opted with specific focus on proactively monitoring debt with Woods and solicitor responsible.
4 Closed AGM Post boxes Ordered but install dates not known 28/05/08 Floor Frances McKeith 26/06/2008.  Update: install date of w/c 2nd July received. 26/06/08 Woods to provide install dates for all postboxes at Board meeting.
5 Open AGM Recycling bins Review of siting and number of bins undertaken prior to AGM 28/05/08 Floor Barbara Gorrie 26/06/2008. Rec'd at Board meeting, delivery date anticipated 4th July.   Barbara Gorrie has prepared a report detailing improvements.  Maresa Collins chasing LBTH for delivery date of new bins.
6 Open AGM Transparency of Board activities Chairman's message posted on website post AGM regarding actions coming out of meeting. 28/05/08 Floor Frances McKeith 26/06/2008. Update: additional info to leaseholders via service charge invoices from Woods plus monthly updates to website   Will be discussing at next Board meeting other ways of providing visibility to Board activities.  Close only after successful despatch.
7 Closed AGM General repairs and cleanliness of Estate Board initiated fortnightly walks round the Estate with Woods.  Works and Actions captured elsewhere in this document. 28/05/08 Floor Frances McKeith Monthly updates to Board ongoing 26/06/08 Walks will continue, works will be discussed at Board meetings.  When costings available, works will be reviewed against budget availability and approved or tabled for next year's Budget review.
8 Open AGM Code of Conduct Will be reviewed and if found appropriate amended. 28/05/08 Floor Frances McKeith end July Board meeting   Need to discuss in July how to get the message across consistently and regularly to residents, landlords and tenants.
9 Open BM 26/6/08 New members Two new members to be co-opted 26/06/2008 Frances McKeith Ron Coverson end July Board meeting   Nicola Wildman, focus on debtors.  Sally Anne Hill, focus on insurance claims
10 Open BM 26/6/08 Water ingress, Frans Hals Court Bob Gould report to be forwarded to Board members 26/06/2008 Maresa Collins Maresa Collins mid July   Maresa to scan report and send to Board Members by email 2/07/08
11 Open BM 26/6/08 14-96 Amsterdam Road Consultation meeting to be organised 26/06/2008 Maresa Collins Maresa Collins early July 01/07/2008 Notices sent 01/07/08
12 Open BM 26/6/08 13-63 Amsterdam Road Consultation meeting to be organised 26/06/2008 Maresa Collins Maresa Collins early July 01/07/2008 Notices sent 01/07/08
13 Open BM 26/6/08 Internals, Frans Hals Court Estimates for internal redecs to be obtained.  Copy of legislation to be obtained together with quotes for mandated works re lighting and smoke detectors.  Review of caretaking duties to include ongoing internal repairs. 26/06/2008 Frances McKeith Jim Preece end July Board meeting   Quotes obtained for internal redecs maresa to send to board 04/07/08.
14 Open BM 26/6/08 Topographical survey of common areas Review if budget available. If so, approval granted. 26/06/2008 Frances McKeith Maresa Collins end July Board meeting   No provision in budget to be discussed with Board.
15 Open BM 26/6/08 Review of caretaker duties. Not working, not documented at present. Improvements must be recommended and agreed. 26/06/2008 Frances McKeith Jim Preece end July Board meeting   Maresa & Jim to send draft job spec to Board by 11/07/08.
16 Open BM 26/6/08 Lift Maintenance Contract Poor quality of service. 3 quotes to be obtained to replace current contract. 26/06/2008 Frances McKeith Jim Preece end July Board meeting   Jim/Maresa to obtain three quotes from Accord, Arrow and PIP Lifts.
17 Open BM 26/6/08 Vermeer Court canopies Damaged, remove pro tem 26/06/2008 Frances McKeith Jim Preece end July Board meeting   To be completed by 11/07/08
18 Open BM 26/6/08 Next AGM Should take place in December.  Woods accoutns dept to ensure Auditor can complete works well ahead of time as more detail will be required.
Actual against budget required for all subsequent Board meetings.		 26/06/2008 Frances McKeith Maresa Collins end July Board meeting   Maresa to send reports to Board by the 31st July.
19 Open BM 26/6/08 Parking Review Sub-committee to review all aspects of parking. Ongoing Frances McKeith Mark Ferris end July Board meeting   post 17th July, for end July Board meeting
20 Open BM 26/6/08 Pest Control LBTH to deal with rats, squirrels responsibility of freeholders.  Need to review post that for ongoing pest control contract. 05/06/2008 Frances McKeith Maresa Collins/Jim Preece end July Board meeting   Maresa to Chase LBTH for site visit and report to board.
21 Open BM 26/6/08 Memsaheb BBQ Review of request when received. 26/06/2008 Jim Preece Jim Preece asap   Request for consent received 2/07/08 to be scanned and emailed to Board for their consideration.
22 Open BM 26/6/08 Clear out of utility cupboards Gas and electric cupboards to be cleared of excess materials. 26/06/2008 Jim Preece Jim Preece end July Board meeting   Maresa to arrange for a notice to be hand delivered to all residents giving one week for removal by 11/07/08