DRAFT v2.0
12.9.2012
CONSULTATION PAPERS – WINDMILL GATE
Since the completion of the Windmill Gate development by Barratt Homes in 2005, the estate has now
matured and residents have identified some issues of concern on various matters and to address these
concerns the residents association (WRA) and worked closely with the estate manager (HML) to
develop draft proposals for discussion.
STAKEHOLDERS
The key stakeholders for consultation are; All residents (including both leaseholder owners and tenants) occupying houses and
apartments
 Estate Manager – Hawksworth Management Ltd (HML)
 Property Surveyor – A2 Housing (A2)
 Property Surveyor – Fairbridge Estates (FE)
 Chair – Windmill Residents Association (WRA)
CONTENTS
1.
2.
3.
4.
5.
6.
7.
8.
DEVELOPMENT HISTORY
REFUSE & RECYCLING POLICY
NEIGHBOURHOOD WATCH SCHEME
HEALTH AND SAFETY
LANDSCAPING MAINTENANCE POLICY
INSECT INFESTATION POLICY (SPIDER & FLY)
WINDOW CLEANING
SIGNAGE
1. DEVELOPMENT HISTORY
The Windmill Gate Estate comprises 14 blocks of 2, 3 and 4 storey apartments and houses that were
constructed during 2003 – 2005 by Barrett Homes. The site was classified as a brown field
redevelopment i.e. change of use from light industrial into residential.
The development fronts Windmill Road and Lincoln Way to the east and south and Thames Water land
to the north (Windmill Close) and west. The internal estate road was named International Way by the
post office and addresses numbered 1 - 239. The leasehold interests were sold by Barratts with HML
appointed as managing agents being party to the leases.
Several years later Windmill Residents Association was formed to monitor annual accounts and assist
in dealing with ongoing issues. WRA set up regular meetings with the residents and estate manager
and latterly set up a WRA web site to encourage openness, transparency and accountability by
improving communication between HML and residents.
However, it would appear that Barratt Homes did not carryout a proper handover of the estate common
parts to the managing agents (HML) encompassing as-built information (drawings/manuals) thus
preventing HML from establishing proper policies and procedures. The lack of information and signage
in this regard has caused ongoing tension on the estate. After several years of monitoring, WRA has
formulated some proposals to address these shortcomings in an attempt to improve the overall estate
management. WRA has always been mindful of balancing Best Value and Environmental responsibility.
1
2. REFUSE & RECYCLING POLICY
“Keep Windmill Gate Tidy and Fly Tip Free”
The estate has been experiencing major issues with the misuse of the refuse/recycling bins by residents
not complying with Spelthorne Council’s refuse and Health & Safety policies.
Windmill Residents Association (WRA) has been working closely over the past few months with the
managing agents HML to develop procedures to overcome anti- social use of the bin area and other
problems.
Recycling Code of Practice –
1.
2.
3.
4.
5.
6.
7.
8.
Do Not place plastic carrier bags in the recycling bin
All bags enclosing recycling items must be emptied
Household furniture etc. must be taken to council tip (1.5miles off site)
Do Not overfill the commercial bins i.e. shut lids
All acceptable items must be put inside the bins ensuring the lids are closed after use
Do Not park vehicles in front bin shed doors on Thursdays (bin emptying day)
Please ensure that the bin shed door is closed securely when you leave.
Each person should report any broken bin shed lights, windows and doors to HML &
Spelthorne Council.
9. Report residents who are vacating to HML immediately
10. Pass on the Code of Practice to Letting Agents and Incoming Tenants
WARNING – Misuse of the bin area and disposing of inappropriate items e.g. furniture, electrical goods
etc. will result in all residents paying council fines or additional fees for furniture clearance.
If we all observe the code; these escalating problems will eventually subside and SAVE COSTS.
Council bin emptying periods
Every Thursday
–
Refuse
2 weekly
Recycling
2 weekly alternate
Queries Relating to the Councils Rubbish and Recycling Policy:
Please visit their website: http://www.spelthorne.gov.uk/article/927/Rubbish-and-recycling
If you are unable to find the information you are looking for please contact any of the officers detailed
below for further information:
With regard to the refuse team leaving the bin shed doors open and damaging the doors, could I please
ask you to contact Jackie Taylor Head of Street Scene at Spelthorne Council and submit a
complaint. You may already be familiar with Steve Ward, Mark Rachwell and Joanna Hall, but their
contact details are set out below for your convenience. HML should forward on all complaints received
but it would assist if residents could contact the council directly and copy HML in on any
correspondence sent:
Jackie Taylor: j.taylor@spelthorne.gov.uk – HEAD of DEPARTMENT
Steve Ward – Domestic Waste
Neighbourhood Supervisor
Spelthorne Borough Council
Council Offices, Knowle Green, Staines TW18 1XB
01784 446328
2
Mark Rachwal - Recycling
Environment Projects Officer
Spelthorne Borough Council
Council Offices, Knowle Green, Staines-upon-Thames, TW18 1XB
M.Rachwal@spelthorne.gov.uk
Joanne Hall - Recycling
Environment Projects Officer
Spelthorne Borough Council
Council Offices, Knowle Green, Staines-upon-Thames, TW18 1XB
J.Hall@spelthorne.gov.uk
General Information
Spelthorne Borough Council
Council Offices,
Knowle Green, Staines-upon-Thames, TW18 1XB
01784 451499
customer.services@spelthorne.gov.uk
Estate manager Marjorie Smith – HML Hawksworth Ltd
Marjorie.smith@hmlhawksworth.com
3. NEIGHBOURHOOD WATCH SCHEME
“Bringing the Community Spirit Back”
The WRA needs committed volunteers to form a neighbourhood watch scheme.
3
It has been identified that some residents are keen to establish ways of increasing their home security
and protecting their property.
As detailed on the official Government website at (www.direct.gov.uk) it states;“The Neighbourhood Watch is made up of small groups of volunteer residents in towns and
cities around the country. Members look out for signs of crime in their own neighbourhoods,
and share that information with each other and local police. You will also get to know your
neighbours”
Should you have any queries please do not hesitate to contact HML and the WRA for further
information, alternatively please refer to the following Government website:
http://www.direct.gov.uk/en/CrimeJusticeAndTheLaw/CrimePrevention/DG_181651
4. HEALTH AND SAFETY
Managing agents HML have a Duty of Care to all residents to manage the estate to ensure all H & S
matters are addressed, in particular;Committed Cost of Health and Safety
a) Water Storage and Pump Rooms – Maintenance/Water Hygiene and Chlorination Tests
b) Refuse/Recycling - bin areas cleared to avoid infestation, vermin, trip hazards
c) Fire Safety - ensure clear Fire Exit to and from the building in event of an emergency,
Emergency Lighting and Smoke Vent Systems tests
d) Safe Pedestrian & Vehicular ingress/egress, car parking, speed management
e) Access for emergency vehicles – Clear acess roads maintained at all times
f) Disabled person access – ensure clear access is maintained
g) Buildings and Estates Insurance - The insurance is subject to compliance of items a) to e).
h) Please refer to the Service Charge Budget Explanation Sheet for additional information.
Car Parking Policy
Around each apartment block are allocated parking spaces and carports. Some have been allocated for
visitors parking, which are clearly marked with a letter “V”. However, absent or insufficient notices have
caused improper parking causing kerb/pavement parking with associated road safety issues.
Issues;-
a)
b)
c)
d)
e)
f)
Safe access through main gate
Emergency vehicles access
Refuse bin room access
Disabled person access
Acceptable parking enforcement measures
Prohibited commercial vehicles
Proposal;1) Site Plans - Install notices in the lobby main entrance with plans showing residents and visitors’
allocated parking together with prohibited parking areas.
2) Warning Notice - Where specific vehicles are regularly parked in dangerous positions (i.e. on the
inner corners of the access road) or blocking key access points, HML and the block representative are
to issue a 14 day notice on the vehicle,
4
3) Clamping/Towing - The managing agent shall then instruct an “approved” vehicle clamping/removal
company to clamp/remove the vehicle without further notice. The “registered keeper of the vehicle”
shall pay all costs involved before the vehicle is released. Any additional monies recovered from the
registered owner will be added to the general service account for Windmill Gate.
The WRA has obtained an estate site plan of Windmill Gate which indicates where the visitor parking
bays are on site.
5. LANDSCAPING MAINTENANCE POLICY
including gardening proposals
It is very important to maintain the tone of the estate and one of the main aspects is the visual
appearance both externally and internally of the grounds and buildings.
Externally this is achieved by establishing a regular landscape maintenance program of approximately
26 maintenance visits (every 14 days) per annum;- The Landscape Contractor shall keep the site in a
neat and tidy condition within the scope of works which includes; grass cutting and hedge trimming,
weeding, litter collection, estate agent board removal.
Program Timing
Grass cutting –
Hedge cutting Additional cutting
Tree pruning
winter/summer
4 weekly
8 weekly
2 weekly
spring/autumn
2 weekly
4 weekly
1 weekly
visits pa
18
8
ad hoc basis
ad hoc basis
Thames Water Trees Overhanging Our Boundary Wall
Along the northern and western boundaries there is a mixed plantation of mature trees overhanging the
estate boundaries. The trees stand on Thames Water (TW) land and consequently maintenance and
reduction is the responsibility of Thames Water. Resultant Problem ;–
 loss of daylight & sunlight and resultant infringement of lighting codes for residential
accommodation.
 trees overhang the main car parking areas causing constant pollution, which creates dirty cars.
Consequently car owners do not park under the trees but park on the roads causing congestion and
road safety issues.
During the autumn of 2011, TW arranged for some of the trees along the northern boundary (Windmill
Close) to be pruned and conifers to be reduced/crowned. This improved matters to a few properties but
the remainder of the two TW boundaries still need to be addressed. WRA held a site meeting with the
treatment works manager to inspect the porpoblem.
WRA and HML Solution;1. HML will notify TW of these issues and request a program of tree loping and/or pruning during
winter months to be established and maintained by TW at their cost.
2. Evergreens and London Planes – Should be reduced /pruned Bi Annually–between March and
October - commencing 2013.
3. Residents are to assist HML by informing them if cars are parked in the way preventing TW
from proceeding.
Refer to Appendix
Schedule of Trees/shrubs to be lopped or pruned.
5
6. INSECT INFESTATION POLICY (SPIDER & FLY)
Background – to the west of Windmill Gate boundary is a large Thames Water facility with open water
treatment beds and plant which has 24 hr flooding lighting. This facility attracts insects and every year
the insects have over spilled onto the Windmill Gate Estate.
In some areas on the estate there is major build-up of an infestation especially on the gutters and
facias, giving the appearance of a poorly maintained estate. This has a direct impact on the sale/letting
of individual properties on the open market.
Windmill Gate Estate has 24hr lighting to some common parts staircases, bin/bike stores and carports,
the light of which also attracts the insects. These areas, and some of the privately owned windows
have in some cases, never been cleaned consequently, there is a build-up of infestation causing
uncomfortable pedestrian access.
WRA and HML Proposal;1. HML to notify TW of the insect problem, obtain advice and agree a remedial strategy with TW
at their cost.
2. To implement regular scheduled cleaning of all upvc gutters, soffits and facias to blocks, car
ports and street lights included within the window cleaning program.
3. WRA to continue to work closely with HML to agree on a cyclical all-inclusive cleaning
program.
Refer to Appendix
Schedule of areas to be cleaned
7. WINDOW CLEANING
The windows are low maintenance upvc frames and cills and in the absence of redecoration
requirements and their maintenance should be included within the regular window cleaning schedules.
The windows can be divided into two classifications;a) Private Window– Serving the demise of your private property. The Lease requires for
residents (owners & tenants) to be responsible for cleaning the external windows to the
apartments on a four weekly throughout the year basis.
b) Common Parts Windows– the main entrance, staircase, and landing windows, pump
rooms, bike and bin store room windows are to be cleaned as part of your service charge
contribution.
Regular schedule cleaning using 4 x filtered water which has been de-ionized, will clear all dirt and
insects and help to prevent further insect infestation.
The lack of regular external cleaning brings down the appearance of the estate and has a direct impact
on the sale/letting of individual properties on the open market.
WRA and HML Proposal;By including a small provision into the general service budget, a minimum standard of appearance will
be maintained to all blocks.
6
Proposed cleaning schedule to the following at least 2 times per annum (i.e. spring/autumn) to be
cleaned as part of the service charge budget
a) All common parts and private windows and frames
b) All gutters, facias and soffets - NB if we are to clean the soffit boards, all the windows will
need to be cleaned at the same time.
c) All car ports windows, ceilings and light fittings
d) All street light columns and luminaires
Refer to Appendix
Schedule of areas to be cleaned
8. SIGNAGE
Due to the changing dynamics and high turnover of residents at Windmill Gate, HML and WRA have
considered it necessary install signage to assist new comers and maintenance staff in various areas at
Windmill Gate. It has since been noted that there are inconsistencies on the estate regarding absent or
insufficient signage for;a)
b)
c)
d)
e)
f)
Pump/tank rooms
Fire escapes
Car parking
Bin stores
Bike stores (identification room number only)
Electric sub station
Issues;Inadequate information and procedures causing misunderstanding and/or confusion by residents for;a)
b)
c)
d)
Health & safety Issues
In appropriate bin use
Unsafe/inappropriate car parking
Fly Tipping
WRA and HML Proposal;1. To install and monitor temporary paper signs providing accurate information to residents for a
trial period of 8 weeks to address above issues.
2. In the event of sustainable improvements, then permanent signs will be installed.
3. Initially this will be trialed in the NE wing (i.e. blocks B, C, D1, D2) and then rolled out through
the estate.
Refer to Appendix - Schedule of notices
7