Residents: Collective Questions, Issues + Responses, March 2025
1: Transparency and Resident Involvement
Question:
When will Newhall Residents Association Limited (NRAL) be transferred to residents?
Response:
This process will begin to happen in early 2026 with the creation of the Residents Steering Group. This group will be an advisory group with responsibilities including the operations and promotion of the community centre. The process for interested residents, with time and will be communicated by Newhall Projects Ltd nearer the time. There will be a board of resident directors appointed once the whole development is complete, and all Newhall Estate assets are transferred to the NRA.
Question:
Can we get a copy of independently certified accounts for each year, including interest earned and the reserve fund balance?
Response:
Residents can access all copies of past accounts here: https://bit.ly/NewhallDocuments. Residents will need a password to access, which you can get by emailing newhallestate.co.uk. From January 2025, independent accountants will be appointed to prepare the estate service charge statement of expenditure, [accounts].
Question:
What is the reserve policy and how will the funds be used?
Response:
Detailed plans for the year ahead will be made available on https://bit.ly/NewhallDocuments. The annual collection of reserve funds is an obligation in each lease and transfer. In 2016, a ten-year Capital Expenditure Plan was prepared by a Royal Institution of Chartered Surveyors Building Surveyor, and it is now time to review this document. Reserve fund collection is based on this plan.
Question:
Can residents have access to an itemised list of expenditures for each year?
Response:
Yes, Residents are invited to inspect Estate service Charge information and can contact SHW or newhallestate@shw.co.uk to make arrangements.
Question:
Can NP produce an information guide for new residents?
Response:
New resident guides are in production, as the original information issued to all homeowners at the point of completion. Newhall has evolved and this updated version will be included in the Welcome Pack. The latest version is on our website: https://bit.ly/NewhallDocuments.
Question:
Why were comments regarding poor management deleted from the Newhall website?
Response:
We welcome constructive comments on social media and www.newhallresidents.co.uk. However, content must be relevant and not inflammatory in nature. You can find out more about social media and community guidelines here: https://bit.ly/NewhallSocialMediaPolicy.
Question:
What happened to the community ambassador programme?
Response:
The process of creating a Resident Steering Group will be communicated in early 2026. For more information, do refer to the first question, above.
2. Service Charges and Billing Accuracy
Question:
Who is paying the SHW service charge? Are all completed units, housing associations, and commercial units paying?
Response:
All commercial units and all affordable dwellings are contributing to the service charge. For affordable housing this is paid by the relevant housing association. The number of contributors is detailed within the service charge budget and includes additional units anticipated to be completed and occupied within the relevant service charge year. We are liaising with the relevant land parcel developers to ensure that they are prompt in providing the relevant information to SHW at completion of each dwelling.
Question:
Why is the SHW Management fee per unit increasing, despite more completed units being added?
Response:
SHW’s management fee is based on the number of units contributing to the estate. Inflationary pressures, rising costs and taxes has had an impact on the cost of providing services. SHW fee is in line with managing agents fee on similar developments of size and complexity as Newhall. The current fee level has not increased since 2023 and the new fee is reflective of the significant cost increases nationally since then.
Question:
Why has the £1 rent charge only recently been collected?
Response:
This nominal Fixed Deed of Covenant and Rent charge was levied following legal advice from Tees Law that this should be charged as per the terms of each Deed, hence the charge was introduced. There are no other reasons for this. It has been pointed out that some of the homes on phase 1 of Newhall do not have such a Deed in place and have been charged in error. We apologise for this, and these charges will be refunded and will not be sought in the future for such homes. Where property Deeds do require the nominal charge, this will remain to be charged and sought.
Question:
Can service charges be invoiced in advance as per residents’ agreements?
Response:
Quarterly charges are invoiced in advance, as per the Deed of Covenant & Rent charge agreements. All residents are made aware of the annual service charge budget and if they wish to pay up front and not quarterly please contact SHW.
Question:
Will NP support a Deed of Variation to remove the rent charge?
Response:
No, Deeds of Covenant and Rentcharge will not be removed, but where residents wishing to sell have issues with purchaser’s lenders requiring modification to the terms of this Fixed Deed of Covenant and Rentcharge, we are happy to assist Residents, and guidance on this is published on our website. Newhall does not charge for its time in this assistance but there is a standard charge for Tees to prepare the deeds of variation, in line with other estates where this type of Deed exists This service is also available for any resident who wishes to progress with a Deed of Variation.
Question:
Why has NP’s financial contribution decreased while development remains incomplete?
Response:
Newhall Projects Ltd has contributed in excess of £1m to date, and this contribution has subsidised the annual contribution paid by contributors each year. As with all phased developments, a contribution from the developer is paid. This is known as a void charge, because the total number of contributors is dependent on the completion of each phase of the development. Until all units are completed, the total income would not meet the anticipated annual expenditure for managed services. It was always envisaged that as the estate grew towards full occupancy the subsidy from Newhall Projects would reduce. Currently, not all of the facilities and amenities have been brought online so there has never been a position where the full management burden of all of the open spaces, SUDs ponds etc have been under managed services & maintenance.
Question:
What will happen to properties that have not paid service charges?
Response:
All relevant properties have a legal obligation to pay their service charge as set out in their Deeds. We work to address issues of non-payments directly with the debtor in the first instance. Where this is unsuccessful, we follow a process which can involve legal action where necessary and as a last resort. This can result in higher service charges for the properties who do pay so we want to avoid this as much as possible. The Deeds also permit the charging of interest at 4% above Bank base Rate, and this will be levied, in addition to any legal fees where a contributor elected not to settle their contribution obligation. Where residents have demonstrable financial challenges, it may be possible to assist with action plans to ease temporary shortfalls. If you would like further information, please contact SHW.
Question:
How can we prevent non-contributors from using community facilities?
Response:
If this question relates to the question above, or the wider public, we cannot prevent the public from accessing the open areas of Newhall. This is a normal occurrence on all such large schemes, and it is not within our power to prevent public access or those in arrears. The remedy for the latter is responded to above.
Question:
What are the upcoming costs for EV chargers installed by Newhall Projects?
Response:
Newhall Projects has covered all of the installation costs and maintenance costs and once these costs have been recouped, the surplus income will be part of the income to off-set expenditure relating to the Community Centre.
Question:
Why are some residents being charged for a communal TV aerial they do not use?
Response:
Due to specific developers’ construction specification, some homes do not have the infrastructure cabling to access elements of the system. Therefore, a second schedule of service charge collection is contained in the annual budget. Those that do have access to the system but elect not to use the system are still responsible for the costs under the service charge.
Question:
Why are freehold coach house owners contributing to landscape maintenance?
Response
All dwellings contribute to the landscape of the estate, irrespective of whether they have a private front garden or not. The estate landscaping contains all open space areas, highways, verges, etc so is not just limited to front gardens.
Question:
Why is underspending not being offset in the following years’ service charge?
Response:
You will note from the service charge statements of expenditure which can be found on the Newhall website (see Q3 above) there has rarely been an income surplus to date, Whilst surpluses , if any, can be off-set against future annual charges, this would mean increasing the annual reserve fund collection; which would means any surpluses would be off-set against this increase. The Residents Association elected to transfer any credit balance, to either reduce the service charge or reinforce the reserve fund.
Question:
Who can I contact if I have issues logging into the portal?
Response:
SHW Engagement Portal Enrolment instructions and registration can be found at: https://bit.ly/SHWPortalEnrolment.
3. Landscaping and Maintenance Issues
Question:
Can we get a breakdown of what the landscaping contract covers and a schedule of works?
Response:
Please refer to the landscape maintenance specification contained on our website. Landscape actions change seasonally and provision for this is included in the landscape maintenance contract scope.
Question:
Why have landscaping fees increased significantly over the years?
Response:
Landscape fees have increased as further areas are handed over for maintenance by phase developers as they are contracted to do by Newhall Projects. On most areas, and certainly within Phase 2, such areas are handed over with an equivalent commuted sum that would have been paid to the council if they were maintaining those areas. These commuted sums are being held by Newhall Projects Ltd and will be released into the NRA reserve fund in the Service Charge budget.
Question:
Why have some front gardens been left unmaintained?
Response:
We have not received reports of this having been missed, but if residents are not having their front garden maintained where they believe they should be, then please make contact with SHW at newhallestate@shw.co.uk. We are aware of a limited number of residents who have asked that the Residents Association do not maintain their front gardens.
Question:
Why were dead plants not replaced for over seven months, and why were the replacements different?
Response:
Landscape management & maintenance must adhere to the official planting plan. This is influenced by different planting seasons during the calendar year. Where planting has died off, this is not replaced outside of the planting season, and we try to ensure that dead plants are removed in the interim. Where a specimen plant has not flourished in its location, alternative specimens are provided.
Question:
Can residents opt out of front garden maintenance fees?
Response:
No. Residents whose property transfers and/or Deed of Covenant and Rent charge stipulate that the front gardens will be maintained by Newhall Projects Ltd/NRA cannot opt out of this. Owners of some dwellings on Phase 1 whose property documentation does not include this stipulation, can opt out of this service by written request via SHW however the annual estate charge will still be due as this encompasses the total costs of estate maintenance and is divided evenly across all contributors.
Question:
Can landscaping teams clear grass cuttings from pavements and roads?
Response:
Yes, grass cuttings are cleared after mowing a designated area. Where this is not taking, please, please direct issues to newhallestate@shw.co.uk.
Question:
Can gardeners use protective screens to prevent grass from covering residents’ windows and doors?
Response:
Screens will be used during mowing, as previously done by other contractors. Where a resident experiences grass cuttings left behind, please report issues to newhallestate@shw.co.uk.
4. Infrastructure, Safety, and Repairs
Question:
Why was the broken lamp-post left live for months, posing a safety hazard?
Response:
Lighting columns on the estate land may be the responsibility of the private developer phases or adopted land. The former is monitored by the estate manager and relevant phase developers, and residents are welcome to contact the estate manager to report such matters and this will be escalated to the relevant phase developer if not on land under the control of Newhall projects. Where the lighting column is on adopted highway, this is the responsibility of Essex County Council. Issues can be reported on their website.
Question:
When will a footbridge be installed at Sparrowhawk Way, and will it be accessible?
Response:
Due to financial constraints, this footbridge is no longer proposed. There is convenient access via the existing network footpath to Telly Tubby Hill.
Question:
Can benches be installed in green spaces?
Response:
There are some benches across the development however we are in the process of scoping where additional seating could potentially be installed. This would enable the re-use of existing materials on site. Further details will be made available; however, this would be an additional cost to the service charge.
Question:
Can traffic calming measures be introduced on Rose Crescent due to dangerous conditions?
Response:
There are no current plans to make any alterations to this road. The highway design was approved at planning stage and was subject to a road safety audit as part of that process.
Question:
What is the plan for repairing potholes?
Response:
There is no overall plan for pothole repair. Each phase developer is responsible for the footpaths, roads and drainage underneath them until adoption. This is not a cost or service covered by the estate service charge.
Whilst phase developers should be checking their own roads, if you have issues that are not being addressed, please point these out to SHW and we will chase the relevant phase developer to rectify this. Newhall Projects has its own on-site engineer who regularly walks over the Phase 1 roads still in Newhall’s ownership and also Bridge Street. We are in the process of adoption of the Phase 1 south roads and Bridge Street, and we hope that both will be adopted later in 2025. Adoption means that the responsibility for repairs will be Essex County Council.
There are not any potholes that we are aware of on any Newhall or developer-controlled roads. We are aware of potholes on a number of junctions on the Chase and Great Auger Street which are adopted, and we have chased Essex County Highways for these to be filled in. The junction with the Chase and Green Street is part of ECC’s planned maintenance works, however the junction with Great Auger Street and Simplicity and Ramblers are not being proposed for repair by ECC despite NPL’s complaints. Only the junction of the Chase and Green Street has been approved so far by the County Council to be resurfaced. Residents should direct queries to Essex County Council.
Question:
When will raised drains causing injuries to be fixed?
Response:
As above, each phase developer is responsible for the footpaths, roads and drainage underneath them until adoption. This is not a cost or service covered by the estate service charge., If you have issues that are not being addressed, please point these out to SHW and we will chase the relevant phase developer to rectify this. Normally ironmongery is raised just before the final wearing course is provided, which is normally following the completion of construction in the immediate area. Where raised ironmongery is left by the phase developer, it should be adequately haunched to reduce the opportunity for trip hazard.
Question:
Can more dog waste bins be provided?
Response:
This is something we can consider where we have responsibility. There are currently 13 dog waste bins across Newhall.
Question:
How will Newhall Project enforce parking rules, including restrictions on commercial vehicles?
Response:
Where Newhall Projects is alerted to inappropriate parking, residents are contacted and reminded of their covenants for the benefit of the rest of the estate.
Question:
What are the official parking rules for different areas?
Response:
There are no different parking rules for different areas. Parking is legislated by the covenants in your dwelling legal documentation. Parking is visitor bays should not be for 24 hours in a day, and Newhall is discussing with Essex County Council and the North Essex Parking Partnership a formalisation of the visitor parking across this estate which will include the introduction of limited wait bays in the busiest areas opposite the local centres and school. A red route is also being investigated for the first stretch of Barnfield Way and also Bridge Street outside of the school to deter inappropriate parking. This will be consulted upon with the community by Essex County Council and NEPP before any such measures are introduced.
Question:
Has SHW given permission for vehicles to park on the slated area at Great Auger Street?
Response:
The Chase is an adopted road. Essex County Highways made a temporary repair on safety grounds and are obliged to reinstate the ramp to its original condition. Queries on this can be made directly to Essex County Highways; however, this issue has been raised with ECC by Newhall Projects as well as the degradation of the tabletop junctions on the Chase and Great Auger Street which are also adopted roads.
Question:
What is the process for removing abandoned cars from the estate?
Response:
This would be dependent on the location of the vehicle and who would be responsible. If a vehicle is deemed abandoned then it should be reported to newhallestate@shw.co.uk in the first instance so that the necessary checks for Tax, MOT & Insurance can be undertaken. Obviously any vehicles deemed abandoned on areas under council control can be reported to them directly or via their website.
6. Community Facilities and Development
Question:
When will the Newhall development be completed?
Response:
We anticipate the development to be completed sometime between 2030 and 2032.The date is subject to build times and sales of new homes.
Question:
When will the community centre be open to all?
Response:
The building will be practically competed in December 2025, but this is subject to the weather and any issues the contractor may have in completing the building. It will be formally handed over to the Residents Association for £1 by summer 2026.Harlow Council will need to sign off the building once completed, then it can be opened to the public sometime in 2026. Once the New Community Building is open to the public, the building can be hired by the wider public as well as Newhall Residents, but Newhall residents and group will be offered hire at a discounted rate.
Question:
Where are the four promised additional play areas?
Response:
Newhall is liaising with Harlow Council as to where these play areas might be located. We have attempted to site a play area in between the New Grounds Café and Forge Lane; however, the Council will not approve this as a location. Other locations are being investigated.
Question:
Will there be any discount for Newhall Residents for the new David Lloyd’s gym that will open in the near future?
Response:
David Lloyd is responsible for setting fees for their leisure facilities. We are not aware of any discounts for local residents, but we recommend making contact with them directly for any queries regarding memberships.
7. Financial
Question:
Why has pest control spending increased in 2024?
Response:
Included in pest control costs are preventative pest control, dog waste bin emptying and cleaning, as well as the removal and treatment of other assorted environmental hazards identified across the estate.
Question:
Why has the ‘sundries’ charge increased in 2024?
Response:
This cost includes miscellaneous items that arise from time to time throughout the service charge year that do not fall into one of the other specific budget provisions, such as: new equipment for the estate office, the hiring of venues and/or facilities for residents/community meetings, or other such small, insignificant expenses. In the past, it has also included such items as the installation of noticeboards, and the hiring of seasonal decorations.
Question:
Can we get a timeline for contract renewals (e.g. SHW, landscaping)?
Response:
As promised last year, we intend to conduct a full and transparent re-tender exercise in summer 2025. This is to obtain costs for contracted service to be available when preparing the annual estate charge budget in autumn, for the new financial year beginning January each year. As part of this process, residents can contact us to recommend service providers to take part in the tender process. To support in the process, we have engaged a specialist cost consultancy firm to help manage the process professionally, fairly and transparently.
Question:
Will residents receive refunds if financial discrepancies are found?
Response:
We are not aware of such instances and homeowners are encouraged to contact SHW if they have queries on their service charge demands.
8. Future Development
Question:
Would it be possible to provide an update on what will happen with the space/area between the upcoming community centre and the Montessori nursery?
Response:
We are exploring future possible uses with developers for this area.
Question:
Is there a plan for a new mobile tower?
Response:
We are not aware of any plans for a new mobile tower.
9. Contacts
SHW
SHW Senior Property Manager: Zack Jermy, Senior Property Manager
Email: zjermy@shw.co.uk
Phone: 020 7389 1501 / 07947 373220
SHW Assistant Property Manager: Megan Smith
Email: msmith@shw.co.uk
Phone: 020 7389 1530 / 07947 373966
Commercial Property Management Partner: Paul Farrell
Email: pfarrell@shw.co.uk
Phone: 020 7389 1516
Useful Links:
SHW Engagement Portal Enrolment: https://bit.ly/SHWPortalEnrolment
Newhall
Newhall Estate Manager: Dominic Brownlee, Estate Manager
Email: newhallestate@shw.co.uk
Phone: 07943 524923
Communication & Community Development Coordinator: Derek Hamilton
Email: community@newhallproject.co.uk
Useful Links:
Newhall Website: https://newhallresidents.co.uk
Newhall Linktree: https://linktr.ee/newhallresidents
Newhall Instagram: https://bit.ly/NewhallInstagram
Newhall Facebook: https://bit.ly/NewhallFacebook
External Contacts
Essex Highways
https://bit.ly/EssexHighwaysTellusTrackIt
Harlow Council
https://www.harlow.gov.uk/
Essex Police
Phone: Call 101 for non-emergency enquiries. If you have a hearing or speech impairment, use their textphone service on 18001 101.
Report Crime Online: https://bit.ly/EssexPoliceReportaCrime
ASB Online: https://bit.ly/EssexPoliceReportAntiSocialBehaviour
Newhall Beat Officer: Gemma Sandy PC 42073211: Gemma.Sandy@essex.police.uk
Harlow Neighbourhood Watch ▪ https://bit.ly/HarlowNeigbourhoodWatch
Ward Councillors
Cllr. Andrew Johnson: andrew.johnson@harlow.gov.uk
Cllr. Dan Swords: dan.swords@harlow.gov.uk
Cllr. Michael Hardware: michael.hardware@harlow.gov.uk
Harlow + Villages MP:
Chris Vince: chris.vince.mp@parliament.uk
