WEDNESDAY 30 APRIL 2014

Transcription

1 MINUTES OF COMMITTEE OF MANAGEMENT MEETING WEDNESDAY 30 APRIL 2014 Held in the Willsmere Library at 7.30 pm 1. Present Name Lot Present Apology Name Lot Present Apology Tony Mellors 182 X Goolam Vajeth 141 X Tom Dowd (proxy) 145 X Graeme Haycraft 227 X Nick Stamatelos 99 X Rebecca Collins 145 Resigned Prema Krishnan 236 X Simon (Jack) Lord 42 X Stephen Sheppard 155 X Glenn Payne 131 X Proxies No proxies were tabled. In Attendance Margot Hains representing MICM Property Owners Corporation Manager Robert Savage representing MICM Property Owners Corporation Manager Keith Chidlow Lot 208 Egon Leopoldseder Lot 163 Quorum A Quorum was declared at the meeting Declaration of Conflict None declared. Resignations Rebecca Collins resignation was noted. 2. Chairperson for the meeting Motion: That Tony Mellors be elected to Chair tonight s Committee Meeting. Moved: Tony Mellors Seconded: Prema Krishnan Carried: Carried - Unanimously

2 3. Confirmation of Minutes of Committee Meeting held The following amendments were noted: 4.9 Cypress Tree Nick Stamatelos confirmed that the planning permit had been lodged with Council to assess whether the tree possess a safety risk and needs to be removed. RMIT should be replaced with NMIT ( North Melbourne Institute of Tafe) 5.5 MFB Fire Evacuation Plan A resident has circulated a Notice to Residents relating to a Proposed Evacuation Plan. Motion: Subject to the noted amendments, the Committee Minutes of be accepted as being a true and correct record. Moved: Prema Krishnan Seconded: Nick Stamatelos Motion: Unanimously carried It is noted that general discussion took place regarding Committee Members use of proxies when or if they are a proxy themselves. 4. Business Arising 4.1 Painting Contract Complex Property Group MICM will circulate ledgers to committee members noting current costings to date. An from Domenic Bergamin (Complex Property) dated 30 April 2014 provided an update to the Committee. It was confirmed that prior to any invoices being paid by MICM, Domenic s approval of the works is first obtained. 4.2 Owners Corporation Management Contract Tender Process Prema Krishnan provided a short update on the tender process. One of the three Consultants has recently withdrawn. The other Consultants have been requested to respond with their proposals by 10 May Retain on Agenda Fire Audit Report (Tony Mellors) A) Quotes for Clean up of Electrical Wiring MR Electric & CMS Motion: The Committee accept Mr Electric s quotation for the removal of the redundant cables and moving of necessary cables on the basis that the quote includes all areas. Moved: Tony Mellors Seconded: Prema Krishnan Motion: Carried unanimously. B) Hot Water Systems

3 Discussion amongst member s tookplace regarding cross ventilation of the building and the sprinklered roof space along with various Consultants opinions. In summary, based on the ARUP Report, the Committee has reviewed the following:- 1) Dust in roof spaces The Committee has obtained 2 quotes for clean up (NOT in ARUP Report) 2) Removal of unnecessary cabling Committee resolution above 3) Review of Hot Water Systems in Roofspaces After thorough investigation it has been confirmed that HWS are the individual lot owners responsibility to repair/ maintain/ service Finance - Finance Report & Budget Discussion Prema presented the Finance Sub Committee s report. The Report included review of the previous years financial spend and what is proposed to be included in the 2014 budget. A separate report has been prepared for distribution with the AGM Notice. Motion: That the Committee accept the proposed budget as circulated with this Committee notice for inclusion in the Notice of AGM. Moved: Prema Krishnan Seconded: Tony Mellors Motion: Carried unanimously 4.5 Animals on Common Property The OC Manager confirmed that recent breaches for unrestrained animals had been issued. Owners Corporation and Council signs for the proper management of animals have also been placed around the complex. 4.6 New BBQ It has been noted that the hot plate does not appear to be very hot. MICM have requested MR Electrics to re-attend where it was confirmed that the BBQ has been installed correctly and that there are no leaks. MR Electrics will follow up with the supplier. Retain on agenda. IT was noted that the old BBQ should be sold to off set the cost. Motion: That the BBQ be offered for sale with an acceptable price being 75% of the original purchase price. Moved: Jack Lord Seconded: Glenn Payne Motion: Carried Abstain: Graham Haycraft Note: Committee discussed notifying residents (through website) of the reasons behind the sale 4.7 Community Garden Prema Krishnan provided a thorough update of the Community Garden Project since it was first raised at the AGM. It has now been determined that it would be more beneficial to the community at large if communal herb gardens were re-introduced. Residents will be notified once gardens are mature. Retain on agenda.

4 The Chair and Committee wished to acknowledge and thank the Community Garden Sub Committee of Prema Krishnan, Graham Haycraft and Tom Dowd for their work over the past year. 4.8 Proposed Date of AGM May 28 th 2014 It was confirmed that the AGM will be held on 28 th May Sub Committee reports will need to be forwarded ASAP. The issue of raising items under general business (ie not on the Notice of AGM) was discussed briefly. As per Cl 4.4 a summary Finance Report will be included in the AGM. 4.9 Cypress Tree Retain on Agenda Security Gate 4. Motion: That the Committee accept the Corporate Locksmith quotation ( April 2014) for $627 to replace the faulty camera covering the basketball court. Moved: Glenn Payne Seconded: Graham Haycraft Motion: Carried -Unanimous The Treeworks Heritage Trees Completed remove from Agenda Lot 207 Pedestrian Access Gate. Matter closed remove from Agenda Willsmere Website. Following the AGM, the new Committee will review the website. As part of the AGM Notice, owners will be able to advise whether they want to be notified by of new updates to the website Megan Loman Archive Inspection. It was noted that during a recent visit by Barbara Burton, a number of Death Certificates were located in the Archive Centre. These Death Certificates are required to be sent to the Government Gate 1 Electricity Power Supply 5. New Business The current MR Electric and CMS Elctrical quotes were reviewed in detail. It was noted that the lights have been non-operational for a long period of time. The merits of a third quote were discussed. Motion: That the Committee obtain a 3 rd quote to repair the Gate 1 Electrical Power Supply and light replacement in line with the previously obtained quotes by Mr Electrics & CMS; with the Committee to proceed with the cheapest quote obtained. Moved: Tony Mellors Seconded: Prema Krishnan Motion: Carried unanimous.

5 5.1 Tennis Court Repair or Replacement It is noted that the tennis courts are looking very worn. After many repair patches, the original surface may need replacing. Quotes have been obtained for entire new surfaces or one new, one patched court. A further quote is currently being obtained from AS Lodge. The matter is to remain on the agenda. It was noted that the Chair, Tony Mellor offered to abstain from any vote on this matter as he is an active tennis player. 5.2 Access Anchor Point Installation Following recent repair work by Mills Cattagio, it has been recommended that Anchor points be installed on all townhouses for safety and to improve time taken to undertaken certain repairs requiring rooftop access. It is requested that MICM advise on the OHS requirement as well as obtain indicative quotes. 5.3 Willsmere 20 year Celebrations This matter is to be retained on the Agenda for the new committee to review. 5.4 Fred Batterton Heritage Architect A report from Fred Batterton was tabled and noted approval of the recent works save for the colourbond colour match of the downpipes. This report will also be tabled at the AGM. 5.5 Plumbquik Gutter Repairs & General Requirement for Quotes It was noted that the gutter repair has been progressing on an on going basis. The Committee agreed that it should set in place a procedure/ standard quotation policy. This will be raised at the next Committee meeting. 5.6 Rebecca Collins Resignation In recognition of the efforts of Rebecca Collins to the WIllsmere Committee, the following motion was raised. Motion: That The Committee issue a letter of thanks to Rebecca Collins Moved: Prema Krishnan Seconded: Tony Mellors Motion: Carried - unanimous It was agreed that Margot Hains will prepare and send the letter. 5.7 Owners Corporation Breaches General discussion took place amongst members regarding the Owners Corporation breach procedures and legislation. It was noted that it was up to the Committee to decide on further VCAT enforcement action. IT was requested that MICM report at each meeting of breaches issued. 5.8 Keith Chidlow Dispute Resolution

6 Keith Chidlow tabled a section 152 Owners Corporation Complaint Form. 5.9 Discussion of lot boundaries In relation to complaints about personal property being located on residents verandahs, reference must be made to the Owners Corporation rules and registered plan of subdivision which definitely notes the lot boundaries. The meeting closed at 9:10pm. Margot Hains margoth@micm.com.au Monday, 23 June 2014