Clarence House & The Prism general info

Clarence House & The Prism: 
general information for owners and residents 

THIS PAGE IS FOR  RESIDENTS OF CLARENCE HOUSE & THE PRISM ONLY.
 RESIDENTS & COMMERCIAL UNITS WITHIN 95 MORRISON STREET SHOULD REFER TO THE 95 MORRISON STREET GENERAL INFO PAGE. 

We recommend that new owners and residents read all of the information below in full to familiarise themselves with the building. 

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Enquiries

The information below should answer virtually all common queries. If you need further information then contact the property management company with general enquiries about maintenance, security, door codes, adding numbers to the door entry system, cleaning, TV/telephone connection systems. The committee can be contacted regarding door/car park fobs but all other routine matters must be referred to the property manager. If you are an owner and the matter is not addressed or you have a specific query for the Owners' Association please contact the committee. Tenants should check if their queries are answered below and if not then refer all enquiries to the property manager or their landlord/letting agent, not the owners' committee.

All relevant contact details can be found here.

Short term lets
Owners should be aware that any form of short term letting arrangements are prohibited by the building's deeds and will not be tolerated. Regular checks are carried out and any owners found in breach of the deeds in this respect may be subject to legal action. 
Lift

There is one lift in the centre of the building serving both Clarence House and The Prism. The lift accesses all floors except the car park level, which is connected to the lift via stairs. 

For lift maintenance in emergencies, contact Hart Lifts on 0141 772 9797 (24 hours) 

Please note the following regarding the lift:
  • Do not use during a fire alarm.
  • Lift and communal areas are covered by CCTV cameras. 
  • Please do not block or hold open the doors or force in very large items as the lift could be damaged. Repair costs due to abuse will be charged to the apartment responsible using CCTV footage. 
  • In the event of a lift emergency, press and hold the alarm button to call the helpline. 
  • Please report any lift defects to the property management company (contact details on foyer notice board).
Communal areas
Residents and visitors are not permitted to leave personal property, including bikes, in any communal areas of the building. This is primarily a fire safety requirement. This includes all corridors/lobby areas, doorway areas, stairwells, the car park and the courtyard. Personal property must be stored within individual apartments. A bike rack and a bike storage cage is provided in the car park (padlock code available from the property manager upon proof of residency) and is for the storage of bikes only (any other items will be disposed of). 

Any personal property found in communal areas is subject to immediate removal and a charge for doing so may be made against the property.

House rules
It is expected that all residents are aware of these rules, most of which come from the building’s deeds (legally binding on the owners) and many of which relate to serious security/fire safety matters. 
  • Be considerate to your neighbours and don’t make excessive noise or do anything that causes a nuisance to other residents. Any residents causing a nuisance will be reported to the council's anti social behaviour prevention team or the police if necessary. 
  • Don’t ever prop open an internal or external door. The doors are either there for security or as fire doors. If you prop one open you put yourself, your family and other residents at risk.
  • Information on proper rubbish disposal and recycling is below. Rubbish found dumped in other areas will be traced back to the flat, using CCTV if necessary and a standard charge placed on the landlord.
  • You’re not allowed to leave anything in a communal area (any personal possessions, boxes, bikes – anything at all). This includes all corridors, lobby/entrance areas, stairs, anywhere in the car park and the courtyard. Anything found in these areas is assumed to be abandoned and the cleaners have standard instructions to remove anything found in communal areas and dispose of it and costs charged back to the relevant flat.
  • Smoking and e-cigarettes are not allowed in any communal area or the courtyard and this is a condition of the building’s insurance.
  • With the exception of guide dogs, dogs are not allowed in the courtyard. Only one pet per property is allowed under the building's deeds. 
  • Bikes – must be kept in your flat or in the cage/rack in the car park (contact property management company for code, upon proof of residency). Bikes left elsewhere will be assumed abandoned and removed.
  • Report it! If you see a problem such as a leak, graffiti, blocked bin chute, broken lift, an area with insufficient lighting or a broken lock, report it to the property manager. Contact the police if you see anyone suspicious in the building (non emergency number is 101).
  • Ensure that the property manager has a suitable phone number for your flat to assign to the door entry system (instructions below)
  • “social” issues such as noise are not a matter for the committee or property manager but there some general advice below
  • Do not ignore leaks - if your property is leaking into another it is the owner’s legal responsibility to have it fixed. In extreme cases the council will grant a building warrant to force entry and the owner will be liable for costs.
Smoking (incliding e-cigarettes)
Smoking is only permitted within the confines of the apartments. It is against the law, a nuisance to neighbours and a fire risk to smoke in any of the communal areas of the building, including the fire exits staircases and the courtyard. The central ventilation system in the building can carry fumes into certain apartments. Please be considerate of your neighbours and smoke in your own apartment or outside the building. Smoking, including e-cigarettes, is not permitted in the courtyard, stairwells, car park or any other communal space within the boundaries of the building. Any evidence of smoking in communal areas will result in those responsible being traced via CCTV and financial penalties will be applied to the property owner.  
Parking, car park rules and bike storage

 Car park rules
  • All spaces are private property – don’t ever park on a space not allocated to your property
  • Don’t park across the white lines or obstruct someone else’s space – cars have to fit within the lines or else they need to park outside
  • There should be no more than one car per flat in the car park
  • There are no spare spaces nor any visitor parking and contractors' vans are not permitted in the car park
  • If you are not sure what your space is, park outside until you have confirmed with the property manager
  • If there is a car blocking your space, park outside and don’t take someone else’s space
  • The space is only allowed to be used by someone living or visiting the flat
  • Spaces can only be used for one motor vehicle and nothing else – no bikes or other personal possessions. Trailers are specifically banned in the deeds
  • Bikes must be stored in your flat or in the bike cage/rack in the car park – any found elsewhere in the building will be assumed to be abandoned property and will be removed
  • Any personal property found in the car park will be assumed to be abandoned and will be removed (this also applies to stairs, corridors, the foyer, courtyard and any other communal space in the building)
  • Vehicles which appear to be abandoned will be removed following contact through DVLA
  • Anyone breaching these rules may have their fob access to the car park deactivated 
Parking arrangements
Every apartment has an allocated space within the car park which is noted in the deeds for each property. Each property has an exclusive right of use but this does not extend to ownership of the space itself. The car parking plan was arranged by the original developer although some amendments to the deeds were made subsequently and therefore allocated spaces may show differently on older versions of deeds. Some spaces have restricted dimensions or height restrictions. Neither the property manager nor the Owners’ Association is able to change the allocation of spaces. If you have a second car or if your car does not fit into the allocated space, it should be parked on the street and not take up a space belonging to another resident. The building's deeds prohibit swapping spaces or using a space allocated to another property. To confirm your designated space number please contact your landlord/letting agent in the first instance and if they are unable to confirm then contact the property manager.

Upon obtaining permission from the Owners' Association, landlords may install a suitably designed parking post, should they wish, in order to prevent unauthorised use of the space. Posts must be highly visible, installations should be carried out by a competent contractor and must not obstruct access to any other spaces. Landlords must obtain permission for this from the Owners' Association in advance. 

Our insurance and the buildings deeds prohibit anything other than a car/motorbike from being stored in the car park so any other items that are found are subject to removal without warning. No other personal property of any kind may be left in the car park and any such items are liable to be removed without warning. 

Solutions to parking disputes
  • Issues are between individual owners/residents and not the responsibility of the property management company or the committee. A polite note will often do the trick
  • If someone has parked in your space for a long period you can write to the DVLA to obtain their details and ultimately have the car removed (at your cost) 
  • install a parking post/bollard – this is the quickest and most effective way of preventing someone from using your space but this will require permission from the Owners' Association and where applicable the landlord of the flat (see above)
Bike rack and cage

There is a bike rack on the Dalintober Street side of the car park. The bike cage is located on the Carnoustie Street side of the main car park and is for the storage of residents’ bikes only. Any other items of any description (e.g. car parts, spare wheels, bike accessories, bags and household items) must not be stored here and are liable to be disposed of without warning. The padlock code is available to residents from the property manager on request and proof of residency. 

All bikes are left at the owner's risk. Periodic checks are made for bikes which have been abandoned and such items are disposed of if unclaimed after a suitable period of time and having made reasonable attempts to identify and contact the owner. 

Bikes must not be left in any other communal area of the building and any found are liable to be removed without warning as they can present an obstruction in the event of an evacuation. 
Rubbish disposal and recycling

We encourage all residents to consider responsible ways to pass on usable but unwanted items, rather than sending them to landfill. There are various charities and other organisations who will uplift for free, including the Recycle for Scotland Re-use Line which works as follows:
• Can be collected (in good condition and with fire tags attached for sofas/mattresses etc): bed frames, mattresses, chests of drawers, bookcases, wardrobes, dressing tables, tables, chairs, sofas, armchairs, washing machines, electric cookers, fridge freezers and bikes.
• Cannot be collected: TVs, TV cabinets and stands, small household electricals (toasters, kettles, microwaves etc), damaged items and sofas and armchairs which have had their fire-tags removed.
• Request uplift via short online form or freephone number 
• See this website for further details 

Additional advice on recycling is provided by Recycle for Scotland here. 

Any items left in the building’s bulk rubbish areas will go to landfill and individual properties may be charged for excessive amounts of waste disposed of in this manner. 
  • All general rubbish must be taken to the large wheelie bins in the car park. 
  • Council blue bins, glass and food recycling bins are located on Dalintober Street. Please use these blue bins for card packaging, cardboard boxes, magazines, newspapers, comics, office paper, brochures, yellow pages, junk mail, white envelopes, drinks cans, food tins, empty aerosol cans, plastic bottles. 
  • Full details of what can be recycled in the blue bins are available on the council website here 
  • Do not leave any items of rubbish in corridors or any other communal areas. This is unsightly, inconsiderate to other residents and can pose a fire risk. The bulk refuse area is located beside the wheelie bins at the Dalintober Street side of the car park. 
  • Large items such as furniture, mattresses etc should be left in the car park area beside the large wheelie bins, near the Dalintober Street entrance. Place any items that fit into the bins. 
  • High volumes of debris relating to building works (such as new kitchens/bathroom, replacement flooring etc) must be disposed of by the owner/resident or their contractors and must not be left in the car park. Any excessive volumes of waste left in the car park will be traced via CCTV and disposal costs charged to the property responsible, similarly any issues of fly tipping on the streets will be traced via CCTV and reported to the council. 
  • Efforts will be made to trace any residents who dump rubbish anywhere other than designated areas and relevant landlords will be fined. Corridors are covered by CCTV and residents who are traced will be charged for costs of removal.
  • Please show some consideration for your neighbours and take the extra couple of minutes to put larger items in the bulk rubbish area
Cleaning 
Cleaners work around the building on most days of the week to an agreed schedule which is signed off when completed
Any excessive mess traced to a particular flat will be charged to the owner. Should any out of hours or specialist cleaning be required, this will be charged to the owner at a minimum rate of £50. CCTV will be used where necessary. 
Security and door entry systems

General Security
We have to accept that we live in a busy city where crime, particularly theft and deception is unfortunately part of everyday living. Whilst the building does not have any significant history of such occurrences we should be prepared and be vigilant. There are several significant ways that enhance your personal security and wellbeing around the building:  
  • Please ensure that all security doors are closed properly when you enter or leave the building;
  • All external fire doors are fitted with an alarm and must never be used as normal exits. All doors are covered by CCTV with motion detection and anyone caught using an alarmed fire door will be subject to a financial penalty;
  • The CCTV system which covers the public parts of the building and comprises of an extensive network of cameras, all of which record and retain high definition video footage for several weeks. The system is managed to comply with the Data Protection Act 1998 and the property manager are designated as the “Data Controller” for the purposes of the Act. 
  •  You can also greatly assist building security by not allowing anyone to “Tailgate” you at any doors or through the car park shutters;
  • You should report any and all suspicious activity to the police. Govan police office can be contacted on 0141 532 5400 or dial 999 for genuine emergencies
Door Entry System
The main door entry system works by utilising the telephone system for visitors. When a visitor presses your flat number on the door entry system at the main foyer entrance (Dalintober Street), it will be connected through to a telephone number of your choosing (any UK landline or UK mobile number) and callers can be let in via the telephone keypad. To have this facility connected to your phone line, please contact the property manager who will arrange for the service to be connected to your telephone number. There may be an admin charge to change numbers assigned to each flat in the system, at the discretion of the property manager. It is the responsibility of the resident to ensure that the phone number registered is suitable and it may be necessary to adjust settings such as the number of rings before the phone diverts to voicemail in order to allow enough time to answer. 

Please note that door entry handsets that may be found in some apartments are from an old system and are not operational. There is no video entry system. 

TO MAKE A CALL FROM THE INTERCOM PANEL

Full instructions are posted on the glass door on Dalintober Street. 
  • If an incorrect number is entered, the display will show an error message and the panel will announce that the number is incorrect.
  • When the call is answered the display will show “speak”. The call will last a maximum of 30 seconds.
  • The caller may end the call by pressing “clear”.

UNLOCK DOOR FROM THE TELEPHONE HANDSET

The following commands can be carried out during a call: (Note: Successful commands are signalled by two beeps from the telephone, errors are signalled by four beeps:
  • Unlock door: press 3
  • End call: hang up or press 8
  • Adjust volume at door speaker: press 4 and then a number from 0 to 9 where 9 is the loudest
  • Adjust volume on phone: press 7 and then a number from 0 to 9 where 9 is the loudest 
Door and car park fobs/remote controls
 
The outer car park shutters require a remote control. In addition, for a very small number of CHTP residents with a space in the lower car park, the inner car park entrance shutter requires an electronic proximity fob (usually black plastic) which has to be touched against a sensor by the door. Tenants must refer any issues with door fobs/car park remotes to the landlord or letting agent. 

There is a limit on the number of fobs/remotes that will be issued to each property and all residents should note that there is only one allocated parking space per property. The building's deeds prohibit use of car park spaces by anyone other than the owner/tenant and any remotes found to have been provided to other persons will be cancelled immediately. 

If you have lost a fob/remote, if one stops working or if you require an additional fob/remote, please read the following instructions carefully.  All payments should be made to the Owners' Association via Paypal (details provided on request by email to the committee address).  Cheques are not accepted and cash is accepted under exceptional circumstances.  Please confirm amount due by email before making payments. 

In order to keep costs down and speed up responses by avoiding use of external contractors, the Owners’ Association manages the door entry systems directly and no requests should be sent to the property manager. The door fobs and remotes are completely separate from the main door entry call system used by visitors to call apartments at the building (see separate section on this page), which is maintained by the property manager.

The contact details for fobs/remote controls are as follows:
Committee email address: 95morrisonstreetcommittee@gmail.com
Committee mailbox in the building: bottom row at Dalintober Street entrance – you must email us if you place anything inside as it may not be checked regularly
Committee external postal address: Mailbox 200, 95 Morrison Street, G5 8BE

Lost door fobs/car park remote controls
Should you lose a fob/remote control you must report it to us by email so that we can delete it from the system to prevent unauthorised access to the building. We will need to know the individual ID marked on the fob (or the IDs of the fobs you still have) to identify the one to be removed. The ID numbers are etched on the fob. No new fobs/controls will be issued until you have identified which one has been lost (some older car park remotes do not have an ID, which is fine).

Every few months, the system will flag fobs not used recently and we will ask the owner if they are still in the possession of a resident. If no response is received, the fob will be deactivated for security reasons.
 
Broken fobs/remotes (requiring to be re-coded) 
Due to age, water ingress, physical damage, magnetic interference, or other factors, the fobs/remotes can lose their settings and stop operating. These can sometimes be reset rather than replaced.  Fobs/remotes requiring to be re-coded should be placed in an envelope, with a note of the property number and a £5 (no change given) re-code fee which is payable whether or not the fob can be reset. This should be deposited in the committee mailbox (see above) or posted to the mailing address (see above). If sending by mail, we recommend use of a strong, padded envelope due to the chance of fobs being lost/damaged in the mail.
If a black internal door fob makes a rattling noise it is likely to be permanently broken. Fobs and remotes are electronic devices which will not last forever and responsibility for bearing the cost of replacement rests with the property owner. 

For car park remotes, please ensure it is not a faulty/flat battery before asking for a reset (if the LEDs do not illuminate when a button is pressed after a battery change then the fob cannot be reset and must be replaced). For 4 button fobs, the top button needs to operate the LED, for 2 or 3 button fobs, it needs to be the left button (see photos below). Not all types of remote can be reset, see below for further details. If in doubt you may send a photo of the remote to the email address above to check if it might be possible to recode. Follow the recode instructions on this page and if it is not possible to recode, we will advise and provide a cost for a replacement remote. 

Fobs/remotes will be returned to the property mailbox unless agreed otherwise in advance. If the fob/remote is to be returned by mail (outside of the building), return postage must be provided by sending stamped addressed envelope to the postal address above. If sending by mail we strongly recommend use of a strong, padded envelope due to the chance of fobs being lost/damaged in the mail. Alternatively we will provide return postage for an extra charge of £1 (this is not required if fob/remote to be returned to a mailbox within the building).  
Fire safety and smoke alarms 

Fire Alarm
The building is equipped with a  central fire alarm system covering all communal areas including corridors, stairwells and the car park. Should the alarm sound for more than 10 seconds you should evacuate immediately. It is suggested that you congregate on Carnoustie Street or Dalintober Street and not directly outside the front entrance, as this will be used as the main entrance for the Fire Brigade. The Fire Brigade will automatically attend when the fire alarm is activated. For this reason, please do not break a call point unless it is an emergency and a fire has broken out.

Fire Safety and Evacuation Procedure
1. When the Alarm sounds leave immediately by the nearest exit.
2. Do NOT use the lifts.
3. Proceed in an orderly manner to exit the building.
4. Do not congregate around exits or next to the building.
5. Do not enter the building until told it is safe to do so from the Fire Service.

Smoke alarms
Every apartment was originally fitted with at least one mains wired smoke alarm. These are independent of the main communal fire alarm system and should be tested regularly by residents. Smoke alarms should be replaced at least every 10 years as they lose sensitivity over time. It is the owner’s responsibility to ensure this is done.

Landlords should ensure they are in compliance with the regulations in Scotland. It is the landlord’s responsibility to confirm the requirements. An extract from the Scottish Government website states that properties should have the following minimum alarms fitted (which should be mains operated and interconnected):
  • at least 1 smoke alarm installed in the principal habitable room (the most frequently used room by the occupants of a dwelling for general daytime living purposes)
  • at least 1 smoke alarm in every circulation space on each storey such as hallways and landings
  • at least 1 smoke alarm in every access room serving an inner room
  • at least 1 heat alarm installed in every kitchen.
  • Where a dwelling has an open plan layout, the open plan area will also be used as a circulation space (which could include a stair and landing)
Landlords should ensure that they check the most up to date regulations. 
Apartment facilities, heating systems, TV and internet

As stated below, any contractors visiting the building to carry out installations such as phone or broadband may require some access to communal systems in secure areas or to carry out work in communal areas such as corridors. The resident must ensure that the installation company contacts the property management company in advance to request permission to access relevant areas. This is the resident's responsibility and there is no guarantee that access will be possible following last minute requests. The resident is responsible for ensuring that installers leave corridors clean and tidy and will be charged for any clean up costs or redecoration required if this is not done. 

Central ventilation system
Each apartment has air ducts in the kitchen and bath room(s) which are connected to a central extraction system. This is to remove moist air and cooking fumes and is required by building regulations so cannot be switched off so there will always be a certain amount of noise from these. The fans and power supply are centrally located and there are no fans or electrical controls in any flat. Should you feel that the vent is not working as effectively as it was previously, it is probably due to a build up of dirt/grease so unscrew the circular cover in the centre to allow for cleaning. The cover can be adjusted inwards or outwards to control the air flow. Vents will either operate 24/7 or on a timer from approximately 6am to midnight. 

Heating and hot water
Heating and hot water are provided by means of a “wet electric” system in each apartment. There is no gas supply in the building. The responsibility for maintenance and inspection of these systems lies with the individual property owner (the landlord). We recommend that all owners ensure that the system is regularly maintained by a contractor familiar with wet electric heating systems. 

Neither the Owners' Association nor the property management company has any further information regarding heating systems within flats. The individual property owners are responsible for all maintenance requirements and providing suitable instructions for tenants. 

Sky TV
Every apartment has a Sky TV connection wired to a central dish. Due to the listed status of the building it is not possible to install separate dishes. The system is upgraded for Sky Q access. Each apartment has a single feed cable which means that the dual feed features of the older Sky+ system do not work. The only limitation on the Sky+ the system is that you cannot watch and record at the same time or record 2 channels at the same time. All other features of the Sky service work as normal and there are no known restrictions on those upgrading to Sky Q. Any queries relating to Sky installations/access to communal equipment must be referred to the building's property manager. 

Internet, internal network, TV and phone cabling
Each apartment is fitted out with an extensive range of network, telephone, TV and satellite cabling. These are generally connected back to a central cabinet, usually in the hall cupboard. Not all ports are live and in certain cases these have to be manually connected within the cabinet depending on residents’ requirements. The master phone socket is also contained within this cabinet. The property manager is not responsible for cabling within individual apartments and anyone requiring advice or service should consult an appropriate supplier. Any supplier requiring access to communal areas to make connections must request permission in advance from the property management company. 

The building benefits from a dedicated super high speed fibre connection through Hyperoptic, which offers speeds of up to 1Gb to subscribers. See https://www.hyperoptic.com for more information. As of 2018, further fibre providers may be able to provide connections to the building. 

All broadband providers using services over the normal telephone system can provide services to the building. There is no cable TV/internet service provider for the area.
Buildings Insurance (for owners)  
The buildings insurance is part of the common charges which the owners pay every year. 
  • You should clarify with your solicitors when you purchase the property what is covered and what is not covered within your apartment. 
  • Should an incident occur (for example a water leak) that comes from your property, you will be responsible for making an insurance claim and instructing contractors for your apartment and any other areas that are affected. 
  • Should the cause of the incident be from a common area, the property manager will instruct contractors and deal with the claim directly. Absolutely no claims will be made under the common policy for private repairs.
  • Excesses will be charged to individual owners where the fault lies within a particular apartment.    
  • The common policy is for buildings only; residents in each apartment should maintain an individual home contents policy to cover such items.
Anti-social behaviour

Please remember that you are sharing this building with a large number of other people and that noise travels, particularly in the courtyard. Anti-social behaviour of any sort is not tolerated within the building and appropriate action will be taken against anyone breaching the building's rules or otherwise causing a nuisance. This includes issues such as dumping rubbish, littering, pet fouling etc. Where necessary, CCTV will be used to trace those responsible for any incidents, with any clean up costs and additional penalties being passed to the landlord (who may pass such charges to tenants). In more serious or persistent cases, the council's anti-social behaviour team and/or the police will be involved. Tenants should note that they may be in breach of their tenancy should they be the source of any nuisance behaviour. 

Neither the Owners’ Association Committee or the property manager have any role in resolving issues of anti-social behaviour or noise not affecting communal areas. These should be resolved on a personal basis between residents initially and if required Glasgow City Council operates a noise and anti-social behaviour team with a 24 hour helpline - 0141 287 1060. Further details can be found on the Community Safety Glasgow website here 

Any incidents of a criminal nature (e.g. vandalism) should be reported to the police immediately. Please remember that non-emergency matters can be reported by calling 101. 

Pets
Please note that the deed of conditions includes restrictions on animals within the building and failure to comply with these provisions is a breach of the owner’s deeds. Only one domestic animal is allowed in each apartment. Dogs must be kept on a leash within the building and are not allowed to be exercised in the courtyard. Extract from deeds:

“the Proprietor of each flat shall be entitled to keep one domestic animal and only provided that such animal shall not prove to be a nuisance to other Proprietors; and it is hereby expressly provided that all dogs shall be kept under control within the Development and shall at no time be allowed to fun unfettered within the same or to foul the footways, other footpaths or accessways, common parts or open spaces”

Anyone allowing their pet to foul within the boundaries of the building (including the courtyard, where animals are not allowed) will be traced on CCTV and the landlord of the associated property will be charged a clean up penalty. In persistent cases the matter will be referred to the council's anti-social behaviour team. 
Mailboxes
Each apartment has a designated mailbox. Mailboxes for The Prism are in the foyer at the Dalintober Street door. Mailboxes for Clarence House are located near the ground level lift at the courtyard doors. Tenants must contact the landlord/letting agent (not the Owners' Association or property management company) for any issues with mailboxes. 

If a lock is defective it will need to be drilled out and replaced. If keys have been lost and if no spare key can be located then the lock will require to be drilled out and replaced. There are no master keys nor any means of obtaining a new key without an existing one to cut. Landlords/letting agents can arrange for a locksmith to carry out this work. Alternatively and subject to availability, the Owners' Association committee may be able to arrange for this to be done if we have a suitable lock available for approximately £30 but details must be confirmed by email and the consent of the property's owner is required. We recommend that all landlords/letting agents keep a spare mailbox key on hand as key loss is a common problem.  

Residents must make their own arrangements for receipt of parcels as there are no facilities within the building for this, as with most flatted developments. 
Repairs, maintenance and water leaks

Water leaks
Please be careful when filling baths, sinks etc so that they do not over flow and cause damage to other residents within the building. All residents should be vigilant for water leaks as these are our main source of insurance claims and occurrences should be reported immediately to the landlord or property manager as applicable. Insurance excess for escape of water is £2000 which is recharged to the property. 

The property management company has asked that if anyone has a leak or an issue that you contact them as soon as possible rather than the Owners’ Association or a local tradesman in order that they can help with the problem and reduce any further damage to the building. Please make sure that your contact details are up-to date with them.

Also, it is important that you know where your water stop cock/tap is in your flat, and if you’re a landlord please point this out to your tenants. If a problem does arise then the water can be turned off quickly reducing further damage to your property and properties below. The tap should be in the boiler cupboard on one of the copper pipes. 

The property manager will arrange for necessary repairs resulting from either roof leaks or leaks from communal pipes (mains water, communal waste pipes, gutter down pipes). Communal pipe leaks are very rare as most of them do not run through the individual units in the building. If you see a leak in any communal area of the building then please report it to the property manager immediately. 

Most leaks coming through the ceiling will relate to private pipes from the property above. If any private plumbing (i.e. pipes within a particular unit) causes a leak or damage to another property it is the legal responsibility of the owner of the pipe that caused the leak and they must arrange for repairs. This is not the responsibility of the property manager or the Owners’ Association although the property manager will usually offer some basic assistance/advice. 

Most of the time these issues can be resolved by speaking with the other owner who will normally agree to have the problem fixed. In more difficult cases you may need to contact the council and in extreme cases legal action is a possibility if there is an ongoing leak causing damage to your property. Leaks of this sort are a “statutory nuisance” under the Environmental Protection Act and each council in Scotland has powers to enforce action but they’ll want to know you’ve tried to negotiate with the other owner first. 

The process is summarised by Citizens Advice Scotland and each council has their own “Statement of assistance” detailing specific approach, details of which are as follows: 
  • Citizens Advice Scotland: see section headed environmental protection act here
  • Glasgow City Council Statement of Assistance: see page 27 detailing environmental health and statutory nuisance here
General repairs to communal areas
Please note that the property management company is responsible for the maintenance and upkeep of the common areas of the building. Routine repairs and maintenance within individual apartments are the responsibility of owners. This includes window frames and window ledges, external sealant around window frames, absolutely anything within the walls of each apartment and any pipes or electrical cables serving only one property. This list is not exhaustive and more information can be obtained from the property manager but as a general rule anything within the confines of the apartment walls are the responsibility of the owner and all costs associated with repairs must be borne by them. 

Maintenance of flats, front doors and private windows
It is the responsibility of each owner to maintain their properties, including their own windows. The property manager cannot assist with private repairs. We suggest that owners ensure their windows are repainted periodically although this is not always possible due to the types of windows used in each flat. Most windows will allow at least some areas to be repainted from the inside. 

Owners are not permitted to change the exterior appearance of their properties in any way so the window frame colours must be maintained and the doors, door handles, door numbers etc must be kept in the original style (details of suitable replacements can be provided by the committee). Owners may change or add locks to their front doors but aside from that no changes to the outward appearance of any flat is permitted. Door frames are repainted periodically as part of common maintenance. Owners wishing to repaint door frames/door steps more often may do so but must confirm the type of paint with the committee to ensure a match. Owners are required to ensure that their front doors and door steps are wiped down when necessary to maintain the appearance of the common areas (cleaning charges may be applied where this is not done). 

Window cleaning 
External windows are cleaned 3 times per annum, weather permitting. Windows of certain flats at the top of the building, particularly in the courtyard and Velux type roof windows cannot be cleaned and affected owners are not charged for window cleaning. Due to access restrictions, it is not always possible to clean 100% of each courtyard window as these are done via a high level “wash and reach” brush system and some of the window ledges get in the way of the brush. It is not possible to opt out of the common window cleaning as suitable maintenance is an obligation of the deeds. Owners are responsible for cleaning interior window panes. 

Reporting of defects
Any defects discovered within the communal areas should be brought to the attention of the property manager promptly. The OA committee should also be notified should there be any urgent repairs, safety or security issues noted. Areas of importance are water leaks, water pouring down the outside of the building (blocked down pipe), loose/fallen slates, broken or hard to close security doors. Refer to the contact page for details of the property management company's emergency contractors. 
Governing documents (for owners)

Deeds of condition
The deeds of condition set out the rules and regulations applicable to the building and should have been provided to owners when they purchased their property. The deeds are legally binding all owners are responsible for complying with their provisions.

Owners’ Association constitution
The deeds of condition require that an Owners’ Association exists and that all owners are members of the association. The rules applicable to the Owners’ Association are set out in its constitution which can be provided to current owners on request. 
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