59 QUORUM LIST
Under the supervision of our Consultant Architect Ho & Partners Architects [HPA], our main contractor FULAM completed the works on time [October 2019] and well within their agreed budget of HK$ 39,038.018.85. [The owners contribution being HK$ 31,508,727.00, with the remainder from our Reserve fund]
Undoubtedly the hard work of all concerned including the Renovation Working Group and the CM participants and especially the experienced CM project manager, Sam LO*, and our on site estate staff Alice KONG* and Ricky WONG, supported by G.H. KOO, guaranteed the efficient running of the project
( * these two staff members have regrettably resigned )
Sadly, the final stages of our renovation, a number of project items that had been excluded from the main contract moved slowly and a few have not been started. Obviously, CM’s loss of experienced staff, and time needed to recruit and familiarise replacements hampered by the collateral effects of Covid seriously, limited progress.
A VOC member proposed a task list be integrated into the VOC Meeting agenda with target completion dates. This helped but progress has been disappointing …….. the VOC continues to push for these improvements, some of which are highly visible.
HK$ 2,675,000 is available from the original budget [since the contingency allowance of HK$2,000,000 was hardly needed with only HK$ 175,000 needed for variations].
Originally HK$ 800,000 was allowed by HAD in the main contract for new LED lighting throughout (indoor and outdoor) but the VOC felt that the estimate seemed excessive. Tenders are under review for a Government/CLP Feed In Tarif subsidy from solar energy generation.
In 2014 when many of the current VOC first became members, the new committee hoped that the exceptional location of Hillgrove deserved as well as the renovation a deep cleaning campaign, scheduled maintenance and low cost embellishments. This remains a challenge for the next committee.
We wanted to be more pro-active on environmental issues. Apart from the introduction of LED lighting around the lifts at all levels ( in the main contract}. More can be done.
At the time of writing Ricky WONG was moved to other duties and is replaced by Wilson CHU, who soon after starting work in Hillgrove had to take over some duties from his manager Ringo YEUNG who was recruited to replace Alice KONG but stayed only a few months. The Senior Estate Manager, G.H. KOO, is helping.
Hillgrove Village has suffered from periods without its full complement of trained staff.. Some of the projects outside the main contract require a CM project manager for their completion. The replacement for Sam LO, Doris HO, was off to a good start however she has resigned. WE now have John CHAN and we can see movement again
We believe that the outstanding projects can be completed within 2022 and within the budget approved by vote at the latest Owners Meeting on 30th October 2018.
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It seems that the majority of Hillgrove residents approved the new colours and many expressed strong appreciation – however not all owners agreed.
IMPORTANT LESSONS WERE LEARNED for next time – as one disappointed VOC member who voted to keep the original colour scheme said :“we can change the colours back next time.”
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Discussions on the renovation began on the 24th November 2014 . All members of the Village Owners Committee were automatically members of the Renovation Working Group and the invitation to join the group is extended to any owner..
At the AGM on 1st October 2015 the VOC’s proposal to appoint the consultant architect, HO & PARTNERS. [HPA], was approved and the work began on the building condition survey almost immediately.
The survey aimed firstly to identify the essential repairs needed, however there was dialogue with the working group to identify items for upgrades to add to a ” wish list “. Using the expertise of their in-house, the quantity surveyor and other outside specialists, HPA assessed the essential repairs and possible upgrades together with associated labour costs and material costs, The working group members sensed that the overall cost for the full wish list was more than the owners could comfortably pay and items were removed from the list before presentation to the owners. For example a complete renovation of the lift landings was cut back to tidying up, smarter LED lighting was added and the rusting lift openings were replaced with stainless steel. (perhaps more can be done next time).
The decision on the colour scheme
The Project Leader from HPA promoted the colour change in his presentation to the owners, however in a previous meetings of VOC there had been a split between this colour scheme and keeping the original colour scheme – with a small majority in favour of the new look. Both opinions were strongly defended at the VOC meetings, however the new colour scheme was approved at the Owners Meeting.
The two most important decisions for the owners was 1) to agree the amount they would be committing to pay and 2) the colour scheme for the external walls.. Both proposals were put to the Hillgrove owners at the Owners Meeting on the 30th October 2018 and both were approved by a poll vote..
Following the Owners meeting every effort was made by HPA, FULAM and CM to present the colour scheme using sample panels and images on the notice boards and this passed without reaction. Only after delivery of the all-weather paint and this paint began to be applied did a large group of owners, including VOC members, reacted, with a petition against the change of colour.
I can admit to being uncomfortable with the what seemed too much grey, especially on a grey day, when the paint is still drying and darker. The overall effect seem more grey than the pictures we had been shown. However the colour specifications proved to match the sample panels and the sample panels matched the newly painted walls. Eventually the opposing group had to reluctantly accept that the estimated extra costs of delays, whilst replacement paint was ordered to match the original colours, would never be accepted by the majority of owners.
There were already owners who liked the new look, at least on a sunny day.
However, LESSONS WERE LEARNED for next time:
- for the architect: present more digital images of the building under different light and from different directions.
- for the CM/VOC members: promote the alternatives earlier and more forcefully – and send out a voting slip to all owners offering the choice – new scheme vs original scheme – before the Owners Meeting,
- for the owners: take a close interest in the information provided and engage in discussions before it is too late.
The Chairman
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These are items proposed at the Owners Meeting and costed by HPA
but to be completed under CM supervision, we believe at lower cost
- Replace building signage COMPLETED Ricky Wong Initiative at very low cost
- Refurbish (clean) outdoor aluminium columns at the main entrances. COMPLETED – local staff
- Repair stone stair edges at building entrances. COMPLETED – local contractor
- Repair of ramp floor surface outside main lobby COMPLETED – local contractor
- Modification of ventilation louver in the main lobby COMPLETED TEMPORARILY – local management initiative
- Design, procure and install LED lighting replacement solutions, throughout: NOT ADVANCING
- Paint ceiling in main lobby and and entrance and install LED lighting : NOT ADVANCING
- Replace all outdoor railings with Highway Standard railing: low maintenance NOT ADVANCING
(wrong specification ordered and delivered)
- Repair broken mailbox doors:
(this is complicated due to boxes being the owners responsiblity)
- Mandatory window inspection and repair (stairwell area) TENDER COMPLETED
- Refurbish the entrance door and counter in the Management Office COMPLETED – local management inspired solution
- Change the colour of the “green” floor tile used for repairs NOT ADVANCING
(materials received many months ago)
