Squash Committee Meeting 14 July
2009
‘Virtual’ General Meeting Conducted
by Email - Squash Court Roof Repairs.
Official Version
Minutes and record of discussions leading up to court roof repairs conducted 15
August 2009.
Discussions
on roof repairs or replacement have been ongoing.
Details are
recorded in the AGM 2008 minutes ‘From item
3(i) Matters Arising: Roof Inspection and Repair’.
This VGM
records the consensus reached by the Squash Committee on appointing a
contractor.
Contact
with a known company along with speculative emails and phone calls were made in
April/May 2009 (see Table1)
Seven
companies were contacted. Three attended for a roof inspection. Two quotes were
obtained.
Romfords Insulations Ltd conducted the agreed repair on 15
August 2009. Some details and photos available in file as PDF - click here.
The payment
of £690.00 (incl VAT) for the works
was set up by BACS and scheduled to go through on 04 September 2009.
Committee Consensus - Preferred
Contractor.
The
chairman circulated the details of the two quotes obtained (see Email 1
box below). There was a follow-up information email (Email 2).
Views were
sought from the twelve committee members.
Six replies were received and the
overall view was to appoint of Romfords
Insulations Ltd to conduct a repair (Option 1 of quote).
Not all
committee members forwarded their views, but all were given the opportunity.
Confirmation of proposed works was circulated to the committee on 28.07.09.
With a provisional start slot agreed with the contractor for the next fine
stretch of weather.
Email 2: Follow-up on Committee Responses
From: Steve Edwards [mailto:edwards@sketters.co.uk]
Sent: 15 July 2009 17:23
To:
'Chris.Stott@icr.ac.uk'; 'Lionel.Gunn@icr.ac.uk'; 'Louise.Johns@icr.ac.uk';
'Laura.Robison@icr.ac.uk'; 'Mark.Sydenham@icr.ac.uk';
'Antigoni.Divoli@icr.ac.uk'; 'James.Darcy@icr.ac.uk'; 'Jonathan.Gear@icr.ac.uk';
'Neil.Goddard@icr.ac.uk'; 'Sandra.Edwards@icr.ac.uk'; 'Michael.Swan@icr.ac.uk';
'Chris.Bunton@icr.ac.uk'
Subject: Squash Roof Repairs - Update 150709
Dear All,
Thank you
very much to everyone who replied.
There were a
couple of questions from committee members, so I thought I would try to answer
them here:
Q1) Repair vs replacement - do we have a feel for how
long a repair might last before needing further work?
A) The last repairs (similar to intended) were
conducted just in 'living memory' (~10-15 years ago). These seemed to have
lasted quite well. Practically, after speaking with the 3 companies that
visited, none would give a guarantee on the repair works. Personally I think if
we get 5 years, this will be adequate in lieu of a replacement roof. See
'General' below regarding roof replacement discussions today at the Ups Club
OGM.
Q2) Do any of the quotes come with a guarantee ?
A) No unfortunately ! None of 3 companies that
attended and inspected the roof were willing to give a guarantee for repair
work. I think this is fairly standard, and considering that the roof is
asbestos/cement sheeting, this doesn't surprise me.
General) Just to re-iterate, the proposed
roof repair is in lieu of a replacement roof. Funding a replacement roof must
be taken in context of the 'future of the Ups Club sports site' in its present
format.
This was
discussed the last AGM:
http://theupsclub.co.uk/upsdowns/_sq_agm_2007_2008.htm
See:
3(i) From
item 6(i)(a-d) AOB: Price Increase for Squash Game
3(i) From
item 3(i) Matters Arising: Roof Inspection and Repair
3 (viii)
Club Future: Business Plan: Ups Club Special Meeting 18 Dec 2008
So today I
briefed the Ups Club Committee on our thoughts about a new roof. I asked if the
Royal Marsden (as our buildings landlord) was liable for funding a new roof.
The committee were not sure about this. So it was proposed that I write to them
and ask. If they deny any responsibility then the proposal would be to ask RMH,
ICR and the Ups Club to help finance a new roof (this was done for the recent
Hall and changing rooms redecoration). Our funds would also be involved - so
there might be some mutually agreeable 'split'. I told the committee that if we
splashed out (solely) on a new roof now, along with consideration of a new air
con system - we would probably bankrupt ourselves. The committee agreed that
this was not a good idea. I said that we had recently raised the cost of a
game, with precisely the idea of generating revenue in mind - to cater for a
new roof amongst other things.
I hope this
helps,
Please send
any further views you have,
Cheers,
Steve
Email 1: Repairs Proposal / Request for Committee Consensus
From: edwards@sketters.co.uk
[mailto:edwards@sketters.co.uk]
Sent: 14 July 2009 08:51
To: Chris.Stott@icr.ac.uk; Lionel.Gunn@icr.ac.uk;
Louise.Johns@icr.ac.uk; Laura.Robison@icr.ac.uk; Mark.Sydenham@icr.ac.uk;
Antigoni.Divoli@icr.ac.uk; James.Darcy@icr.ac.uk; Jonathan.Gear@icr.ac.uk;
Neil.Goddard@icr.ac.uk; Sandra.Edwards@icr.ac.uk; Michael.Swan@icr.ac.uk;
Chris.Bunton@icr.ac.uk; edwards@sketters.co.uk
Subject: Squash Roof Repairs
Dear All,
Re: Squash Roof Repairs
Just to
bring you up to date on the roof repairs.
I've sought
quotes from 5 companies (7 contacted). The details are shown within the ZIP
file (ZIP not
available in these web minutes):
[04 Summary of 2009
Roof Repairs Quotes.doc]
Essentially
only 2 companies actually forwarded quotes.
These were Romfords
Insulation Ltd and McGuire Brothers.
We’ve had
dealings with Romfords since late 2005 when we commissioned an asbestos report.
I found Brian Mullen of McGuire's after a web search.
In summary
I asked for quotes for roof repair and roof replacement.
Repair:
Romfords:
Aquapol and bitumous flash banding = £600 + VAT
McGuire:
flashband and rufabrush bitumous compound = £1015 + vat
Replacement:
Romfords:
Option 2) Removal of existing followed by renewal = £5880 + VAT
Option 3)
Overclad renewal with special sheets = £4960
+ VAT
McGuire: No
quote but estimated at £10000
I suggest
we go for a repair option and would favour Romfords as the preferred contractor
as they already have a connection with us and the Institute. I also had a good
‘first impression’ of Ray when we met and his quote (2 options) for a
replacement roof seemed reasonable - we could save up for such an eventuality
if the committee see fit.
Please let
me know your thoughts, and then I can set the wheels in motion once a consensus
is reached.
Cheers,
Steve
Summary of quotes circulated to
Squash Committee 14 July 2009
This is
available as a PDF - click
here.
Specifications of requested works
April / May 2009
Details in linked PDF.
Steve
Edwards
Ups Club
Squash Section Chairman
File
started 17 July 2009
Updated 28
July 2009 & 22 September 2009
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