Calloway owner approval request: Selwyn Court boiler repair
Calloway owner approval request: Selwyn Court boiler repair
Owner: Luis Navarro. Updated Oct 1, 2026.
Request: Selwyn Court boiler repair
Every repair above the owner limit goes to the trustee as one request: the quote, the bids, the limit that applies and how long the decision has taken. This request covers the Selwyn Court boiler repair, the oldest open approval at 9 days. Prepared by Luis Navarro, property manager at Moorcroft Property Management, for Lydia Calloway, trustee of the Calloway Family Trust.
The rules that decide the route
The trust sets two thresholds. A job above $1,500 needs the owner's approval before work is booked. A job above $5,000 also needs a second bid, so the owner can compare before deciding. Moorcroft aims to put a complete request in front of Lydia and to record the decision within two days.
| Quote for one job | What the owner receives | Who decides | Target |
|---|---|---|---|
| Up to $1,500 | Nothing to approve. The job is reported in the monthly owner report | Property manager | Booked the same day |
| Above $1,500 up to $5,000 | One written quote with the approval request | Lydia Calloway | Decision within 2 days |
| Above $5,000 | The quote and a second written bid, side by side | Lydia Calloway | Decision within 2 days of the second bid |
| Urgent or unsafe | A temporary repair kept under $1,500, then the full request | Property manager first, then Lydia | Temporary step the same day |
How long September decisions took
Seven repairs above the $1,500 limit at the three Calloway buildings needed Lydia's approval in September. The chart groups them by days from request to decision: 1 on the same day, 3 within 1 to 2 days, 1 in 3 to 5 days and 2 in over 5 days.
Four of the seven were decided within two days: Drain camera survey (same day), Apartment turnover flooring (1 day), Elevator door sensor (1 day) and Water heater replacement (2 days). Three waited longer. The two slowest are the Selwyn Court boiler repair and the Ashdown Lofts roof membrane repair.
| Request | Building | Quote | Bids | Days to decision | Status |
|---|---|---|---|---|---|
| Boiler repair | Selwyn Court | $7,800 | 1 | 9 | |
| Roof membrane repair | Ashdown Lofts | $12,400 | 2 | 6 | |
| Shop front glazing | Ashdown Lofts | $6,200 | 2 | 4 |
The tile below counts the requests decided within two days. It is the measure Moorcroft reports to the trust each month.
Why the boiler request cannot be approved yet
The boiler quote does not meet the second-bid rule
Brightfield Heating quoted $7,800 for the Selwyn Court boiler repair, and only one bid arrived. The trust requires a second bid above $5,000, so the request cannot go to Lydia for a full approval. The request has waited 9 days since Sep 19. Luis Navarro has requested the second bid. Consequence: if both bids are not with Lydia before heating season starts on Oct 15, the building starts the season on a temporary repair.
The other two Calloway requests above $5,000 had both bids in hand when they went to Lydia.
- Boiler repair: bids in hand, 1 of 2 needed
- Roof membrane repair: bids in hand, 2 of 2 needed
- Shop front glazing: bids in hand, 2 of 2 needed
When the second bid arrives, Lydia has four ways to decide. Whichever she picks, the decision date goes into the record, so the days to decision stay accurate.
| Option | When it fits | What happens next |
|---|---|---|
| Approve the lower bid | Both bids cover the same work | Luis books the vendor and records the decision date |
| Approve with a condition | The work needs a start date before Oct 15 or a warranty term | Luis confirms the condition with the vendor before booking |
| Ask for a revised bid | The two bids cover different work | Luis requests the revision and the days keep counting |
| Decline | Lydia does not want the repair done | The temporary repair stays and Luis reports the risk before Oct 15 |
Temporary repair under the owner limit
On Sep 28 Lydia approved a temporary repair at Selwyn Court that stays under the $1,500 owner limit, so the boiler room is not left without a fix while the second bid is requested. The temporary repair does not replace the quote. The permanent repair at $7,800 still needs the second bid and Lydia's decision, and Luis keeps the two items apart in the record.
I would rather wait for the second bid than sign a $7,800 repair on one number. Keep the building safe in the meantime and bring me both bids before October 15.
Next steps
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