February Update – We hope you’re all doing well. Attached is an update from the Board regarding EWS1, safety, redecoration, street lighting and roofing amongst other things.
Sandstone Cliff Survey
We have now had the surveyance report back following the inspection of stability of the cliff. This has set out that the cliff is on the whole stable. It has recommended further geological tests which the Board are considering, following which we will contact leaseholders for views. The barriers have therefore now been removed from the areas in front of the casemates. However the report did recognise the issue of fly tipping on the cliff’s which poses a significant health and safety risk and recommended the raising of the railings at the top of the cliff by 2 feet. We are now pursuing that with Liverpool city Council and keep you all updated. Please note there is still a risk of fly tipping debris falling so albeit limited risk so do stay away from casemates for your own safety. Parking regulations remain regarding space in front of casemates.
We are pleased to say CCTV installation has now commenced on-site. You will see the posts for CCTV cameras being installed this week and next with cameras being fitted and operational before Christmas. This will enhance security on site as well as help us tackle the antisocial behaviour around fly tipping in bins. We will communicate more on CCTV in the coming weeks including the process and protocols for accessing CCTV footage for incidents.
Decoration / Re-Carpet of Communal Areas
The programme is now ahead of schedule with us being able to pull two blocks forward in the schedule thanks to reducing outstanding debt. We will continue with the programme with all blocks completed in 2021. The new scheme is a significant enhancement and improvement, modernising blocks and improving the visual impact of communal areas. During winter months pictures and other décor will be added to re-decorated blocks to continue to improve the communal areas. This represents a significant investment of several hundred thousand pounds across the 53 blocks on-site. Its important we all take personal responsibility for taking care and looking after these newly decorated areas.
We have unfortunately faced challenges with the replacement of the flat roofs on Ellerman Road due to materials being delayed at ports ( you will have seen these issues reported on the BBC). We have also ensured we have stringent checks in place to ensure the works are up to the standard contractually required and covered by a manufacturer 10 year warranty to protect leaseholders and City Quay funds which again has caused delays. We are pleased to say however these have now been resolved with works progressing. Balconies under way will be completed by 20th December with scaffolding removed between 12 and 20th December. We will then agree a schedule of works for the remaining balconies in the New Year taking into account winter weather etc. We will update affected leaseholders/residents with future time lines in January.
ESW1 – New Fire Regulations
Leaseholders may be aware that in January this year due to the Grenfell Tower Fire new Fire Regulations were introduced by HM Government. This requires an inspection process to be undertaken known as ESW1 on all buildings above 18 Metres with cladding to determine fire regulation compliance with a certificate and report issued. The only building currently affected by these changes is Adler Way and the “wings” of Adler Way. It is worth noting we are aware of this impacting the sales of several apartments in Adler Way due to new lenders ( banks) requiring the ESW1 forms as part of mortgage processes. We are currently in contact with all currently affected leaseholders.
The regulations set out very specific processes and narrow professional competence standards to carry out the work. The Board have been engaged with numerous suppliers, the landlords, Ministry of Housing , Communities and Local Government to have this work undertaken. We have also to protect leaseholders financial interests lodged an initial application with the Government fund set up to undertake any remedial works required as a result of the ESW1 inspection process. We will be writing to leaseholders in Adler Way and affected blocks separately on these issues and next steps. We will keep all leaseholders updated on progress. It is worth noting that the government is currently consulting on lowering the height limit of these regulations which may mean more blocks within City Quay are caught by the regulations. We again will keep you updated.
Leaseholders/Residents may have noticed a new sample light in place on Ellerman road. We have been looking at improving lighting across the site both from a maintenance perspective where lamppost heads have been compromised by water as well as improving lighting for safety purposes and security as we install new CCTV. We will look to progress this improved lighting solution across the site in a phased approach in the coming months.
We hope leaseholders/residents agree that significant improvements are being made across the whole site despite the challenges Covid has posed. We also want to wish all leaseholders/residents a very Happy Christmas and New Year.
We would like to remind residents that the gate entry codes will change tomorrow.
All apartments had a notification with the new code posted in their letterbox last week.
Tomorrow is Remembrance Sunday but sadly due to Covid19, the usual ceremonies cannot take place as normal nor be attended.
The Royal British Legion and HM Government is encouraging people to observe a 2 minute “doorstep” silence at 11 am tomorrow.
The Board would like to invite all residents to take part in a 2 minute silence from your balconies tomorrow to remember the many who have given their lives to protect us.
For those who have no balcony please do join the silence at the lake ensuring you keep a 2M distance at all times.
Parking Enforcement Regime & Reporting Instructions For Residents
Effective and In Force from 5 October 2020 – £100 FINE
City Quay is a leasehold site with key vehicle and parking restrictions contained within the lease. These are supported by site regulations. The current vehicle / parking restrictions are:
- You may only park within your own apartments numbered bay.
- Visitors may only park within marked visitor’s bays on-site. These are identified by the white V painted on the floor of the bay.
- Vans over 3 tonnes require the permission of the Board to be onsite. They may only park at the rear of the site in visitor bays away from Apartment blocks.
- Vehicles must be personal vehicles and be operational.
Parking is strictly NOT permitted:
- On any road within the site.
- On any pavement/ grassed area/ or flower bed within the site.
- On any access road/pavement / grassed area or flower bed to/on the site.
- In any bay other than your own or a Visitors bay.
It is the responsibility of leaseholders / residents to ensure their visitors / workers are aware and comply with these restrictions.
As of 5 October, these restrictions will be enforced through a fine of £100 and potential removal of vehicles off site at leaseholders / residents cost.
The below / attached sets out instructions for residents to log vehicle / parking breaches.
Full details are available in the below PDF document.
Meeting Confirmed to still be held at 11:00 am but now via Zoom.
Due to recent changes in HMG advice and local authority restrictions in relation to Covid19 we are now holding the AGM via Zoom as allowed under The Companies and Industrial and Provident Societies (COVID-19) (Amendment) Bill 2020.
We hope you agree this is a sensible course of action to ensure company business proceeds whilst keeping leaseholders safe. All those who had previously confirmed attendance have been sent this information already along with a zoom invite and login details.
In order to ensure integrity of voting and to ensure confidential company business can be conducted openly and transparently with members, we will only be admitting those who have notified attendance in advance or have had a proxy vote confirmed. If you have not notified your wish to attend as per the previous notice and now wish to attend via zoom please email the Board via firstname.lastname@example.org to request login details no later than 3pm Friday 25 September 2020. You must include in your email you full name, DOB and Apartment owned.
As of 12:00pm 24 September 2020 we have only received proxy nominations from Apartment Nos. 138 and 168. Should you wish to nominate a proxy to vote/attend on your behalf we are extending the deadline to 1pm Friday 24 September. Please email your completed proxy form to the company Secretary/Solicitor, Sarah Mansfield to email@example.com or if any issues please call Ms Mansfield on 0151 236 7171.
City Quay (2001) Management Company Limited (the Company)
Company number: 04243660
Registered Office: Guy Williams Layton, Pacific Chambers, 11-13 Victoria Street, Liverpool L2 5QQ
We are pleased to announce the Annual General Meeting (AGM) will be on;
Saturday 26th September 2020 at 11:00 am
and be held at
The Racquet Club Liverpool
The Hargreaves Building
5 Chapel Street
The meeting will be chaired by David Holdsworth.
AGM packs are being emailed out to those Members/Leaseholders we have valid email addresses for on 28 August and posted to those for whom we have no email address.
The AGM is for Members of the Company (leaseholders/apartment owners) and those exercising proxy votes ONLY. Due to Covid19 restrictions, we also this year require pre-notification of your attendance in order to ensure we can comply with social distancing regulations. We apologise for any inconvenience this causes but hope you understand given the current global pandemic. Please therefore email firstname.lastname@example.org to confirm your attendance by no later than 19th September 2020 providing your apartment number, email address and contact telephone number. This will enable us to change venue should numbers exceed the social distanced capacity of the venue as well as ensure safe set up and safety measures are in place.
All members/proxy vote holders are welcome to attend the AGM and we look forward to seeing you there.
During the AGM, members entitled to vote will be asked to consider and vote on the resolutions set out below and as usual, we will hold the AGM, in compliance with the rules set out in our Articles of Association.
The following resolutions are set to be proposed at the AGM
- The following resolutions are set to be proposed at the AGMAppointment of new Directors
- To note the accounts, audit and annual report
- Provision of toilet and wash facilities on-site for site / team contractors.
By order of the City Quay (2001) Management Company Limited Board
Members of the Company who are entitled to attend and vote are entitled to appoint a proxy if they can’t attend the AGM. A proxy can exercise any of your rights to attend, speak and vote at the meeting.
Proxies do not need to be members of the Company, but they must be appointed by a current valid company Member using the form sent with the AGM pack with said form submitted in the prescribed manner and to be received by GWL no less than 48 hours before the meeting.
There is currently one vacancy on the Board. Nominations for appointment with details of the nominee (and such details as would be required to be included on the Register of Companies), proposer and seconder must be sent to email@example.com or posted to City Quay Company Secretary, C/O Guy Williams Layton, Pacific Chambers, 11-13 Victoria Street Liverpool, L2 5QQ to be received not less than 14 days before the date of the AGM.
An update to you all regarding matters relevant to City Quay.
Sandstone Cliff and Casemate Update
We said we would keep you updated on progress with regards the assessment of the sandstone cliff and Casemates following the land slip on the Nuffield Site close to our gate and movement on City Quay side of cliff.
As you know following the slip we engaged with the city council, Health and Safety Executive and Environment Agency. The HSE provided advice on safety measures, which as you know we put in place immediately to protect the safety of residents. However it quickly became clear that the council and environment agency did not want to take responsibility despite correspondence from the Board.
The Board have since escalated the issues to the Mayor of Liverpool, CEO of Liverpool City Council and our local MP. To date (after more than 4 weeks wait) we have only had a response from our MP.
Given the risks and issues, to protect the safety if residents and financial position of leaseholders we therefore instructed a surveyor to assess the cliff and Casemates. This was to determine stability, risks and to determine next steps as well as enable us to engage with the Council and Environment Agency using expertise and an expert report.
The surveyors have now completed their on-site assessment of the cliff and Casemate. They are now using that to produce a report for City Quay, including recommendations for action which we will use to engage with the Council and Environment Agency as well as determine recommendations on next steps which we will discuss with Leaseholders at the AGM. The surveyors are also completing final checks on the source of the water escape which flows down the cliff onto City Quay as well as ownership checks.
We will share the report and proposed actions with leaseholders once received.
Accounts / Audit 2020 and AGM
The accounts have now been finalised and as requested at the AGM in 2019, been independently audited.
The accounts and audit opinions will be circulated to residents shortly as part of the AGM pack.
We are looking to hold the AGM in September and will ensure the accounts, audit opinion and AGM pack are with residents within the deadlines set in the Memorandum and Articles of Association.
We are currently sourcing venues and will communicate a confirmed date for the AGM next week.
Decoration / Re-Carpet
We are pleased to confirm that the schedule published earlier in the summer for redecoration of communal hallways is on track and being completed to schedule.
Flat Roofs Ellerman Road Blocks
The flat roofs on the blocks of apartments on Ellerman Road have exceeded their life span. The roofs had a span of between 10 and 15 years but have now been in place for between 17 and 19 years. This therefore means they are no longer covered for any damage or leaks by our insurance policies.
The Board had engaged with numerous suppliers over many months before lockdown to replace the roofs and ensure the buildings structural integrity was maintained. Unfortunately lockdown then delayed further engagement.
We are now pleased this work has been able to commence with all the flat roofs being replaced during August, September and early October.
This will require scaffolding to be in place on the car park side of buildings for a number of weeks. We have now written to all leaseholders/residents affected and set out the schedule of works including impacts and actions leaseholders and residents need to take.
We have worked with suppliers to try and minimise disruption whilst these essential works are carried out. Should you have any issues with the works or suppliers during this time please do email the board at firstname.lastname@example.org
We’ve had a number of people ask what’s happening in Casemate One?
As per the Boards previous communication we are taking action to ensure the casemates and cliff are stable and safe following recent land slip and tree collapse.
As part of this the casemates and cliff are being surveyed, the casemates are in different states of repair and are of different types. Some are simply cut into the sandstone others have brick or concrete arches and walls.
In order for the surveyor to be able to undertake the relevant testing, we needed one of the brick casemates to be sandblasted of any loose material and to clean away the material off the brick arches. This sandblasting work will be completed this week so the noise will cease then.
Once we have the report and understand the stability of the casemates / cliff we will put the report and options to leaseholders at the AGM.
We apologise for short term noise but hope you understand this work is being done for the benefit of city quay leaseholders and to ensure we comply with our duties under the Health and Safety Act.
Work will shortly commence to install upgraded CCTV. We are starting with ensuring all the main entry and exit points are covered with high resolution CCTV. We are also ensuring the bike storage casemates are covered.
To do this we need to have an electricity supply so work will commence in the coming weeks to ensure in those areas there is sufficient electricity supply to support the CCTV installation.
We will notify you before the work commences. We do not anticipate the works being long and only a number of days.