Kamerunga Villas

 

 

2.  MINUTES

 

MOTION 1: APPROVAL OF MINUTES OF COMMITTEE MEETING 20/05/14

RESOLVED that the minutes of the committee meeting held on the 20/05/14 be confirmed as a true and correct record of the proceedings at those meetings.    

Moved by: William Svendsen          Seconded:  Paul Grant

  4 YES: Voted on by Paul Grant, Roger Woodman, William Svendsen and Stephanie Usher

MOTION CARRIED:  4  YES  0 NO   0 ABSTAIN

 

1. 
   
   1. Matters arising from the committee minutes of the 20/05/14

 

Roger Woodman noted that he had experienced difficulty in accessing the minutes on the Kamerunga Villas website.  Paul Grant confirmed that he would investigate the matter further. 

 

Members present acknowledged that there were still ongoing issues in relation to the water leak that was evident at the rear of lot 46. Members present noted that the owner of lot 46 had reported the leak to his plumber who had advised that he was unable to locate the leak. Paul Grant confirmed that he would follow up this matter.

 

Roger Woodman confirmed that ULTIMATE FINISHES had advised that they would commence painting of the speed bumps and fire hydrants on either the 07/08/14 or 08/08/14.

 

Members present acknowledged that speed limit signs should be painted on the road at the following locations:

1. Entrance;
2. Half way at each intersection;
3. In front of the pool;
4. One at each T-intersection. 

 

Members present confirmed that they would confirm the number and location of speed limit signs due to be painted directly on the roadway prior to the commencement of works later in the week.

 

Members present acknowledged that Neil Lennon had commenced moving the water lilies from the lakes.  INSTYLE MAINTENANCE confirmed that they could utilize the lilies removed from the lakes as mulch in some garden beds.

 

MOTION 2: ARREARS – FINAL NOTICES & LETTER OF DEMAND

RESOLVED that FINAL NOTICES are issued to all owners with arrears for two levy periods and if no payment or payment plan was negotiated with the body corporate within 14 days of the date of issue of the letter the committee authorizes the engagement of NICHOLSONS SOLICITORS to issue a letter of demand on the offending lot owner with costs incurred by the body corporate to be recovered from the lot owner via their levy notice.

Moved by: Paul Grant Seconded:  Roger Woodman

  4 YES: Voted on by Paul Grant, Roger Woodman, William Svendsen and Stephanie Usher

MOTION CARRIED:  4  YES  0 NO   0 ABSTAIN

 

The body corporate manager was instructed to issue a letter to the owner of lot 37 to  suggest that they place a barking collar on the dog residing at the villa as ongoing complaints were being received by the body corporate in relation to excessive barking. 

 

3. CARETAKER’S REPORT

 

Phil Wheeler advised that there were no major incidents to report.  Members present noted that there were several water leaks that had been addressed.

 

 

 

MOTION 3: PET APPLICATION APPROVALS – LOTS 23, 72, 97 & 120

RESOLVED that the committee authorises the following lot owners to keep pets in accordance with their pet application on the condition that they comply with the body corporate conditions for keeping a pet as outlined in the body corporate by-laws (refer Attachment (A) 17. a-o):

 

• 
  
  • Lot 23 – small dog
  • Lot 72 – small dog
  • Lot 97 – Cat
  • Lot 120 – two dogs

 

AND FURTHER THAT Paul Grant provide the body corporate manager with a copy of the pet application forms received so that they may he held with the body corporate file.

Moved by: Paul Grant Seconded:  Roger Woodman

  3 YES: Voted on by Paul Grant, Roger Woodman and Stephanie Usher

1 NO: Voted on by William Svendsen

MOTION CARRIED:  3  YES  1 NO   0 ABSTAIN

4. GARDENER’S REPORT

 

Shane Tyrrell of INSTYLE MAINTENANCE & LANDSCAPING confirmed that work pertaining to the thinning out of the Golden Canes was ongoing.

 

Shane Tyrrell explained that he had underestimated the cost to attend to supply the retaining wall at the entrance of the complex and tabled a revised quotation for committee consideration.

 

 

MOTION 4: ACCEPTANCE OF INSTYLE MAINTENANCE & LANDSCAPING – REVISED QUOTE KAM016

RESOLVED that the committee accepts the revised quote KAM016 for the total amount of $1,380.00 to supply and install a treated pine retaining wall on the left hand side of the driveway when exiting the property with costs incurred to be met by the sinking fund.

Moved by: Paul Grant Seconded: William Svendsen

  4 YES: Voted on by Paul Grant, Roger Woodman, William Svendsen and Stephanie Usher

MOTION CARRIED:  4  YES  0 NO   0 ABSTAIN

 

William Svendsen suggested that he had some plants that could be used in the garden bed and noted that Shane Tyrrell should be mindful when digging in the area there were power lines beneath the garden bed.

 

MOTION 5: ACCEPTANCE OF INSTYLE MAINTENANCE & LANDSCAPING QUOTE KAM017

RESOLVED that the committee accepts quote KAM017 for the total amount of $1,411.00 inc GST to complete irrigation repairs to pop-ups around the recreation area with costs incurred to be met by the sinking fund.

 

Moved by: Paul Grant Seconded: William Svendsen

  4 YES: Voted on by Paul Grant, Roger Woodman, William Svendsen and Stephanie Usher

MOTION CARRIED:  4  YES  0 NO   0 ABSTAIN

 

Shane Tyrrell confirmed that once the irrigation repairs were complete the irrigation would no longer spray across the road as all pop-ups would be facing the grass.  Members present acknowledged that the water coverage would be limited and as such there might be some ‘drier’ areas in the grass which would appear brown in the drier months.

 

Shane Tyrrell referred to the area of the complex that had become water logged during the wet season and tabled a proposal/quotation to install storm water pipes so that the area could be maintained and accessed during the wet season.  Members present acknowledged that the quotation did not allow for any form of head wall around the pipe on the lake side of the pipe and noted that it included the installation of wooden posts and reflectors to ensure that the were pipes were noticeable.  Members present acknowledged that the proposal would raise the height of the area by approximately 200mm.

 

MOTION 6: ACCEPTANCE OF INSTYLE MAINTENANCE & LANDSCAPING QUOTE KAM018

RESOLVED that the committee accepts quote KAM018 for the total amount of $1,409.20 to supply and install 4 x 150mm storm water pipes and cover with crusher dust and top soil to the water logged area with costs incurred to be met by the sinking fund.

                                                                                                                                  Moved by: Paul Grant Seconded:  Stephanie Usher

  4 YES: Voted on by Paul Grant, Roger Woodman, William Svendsen and Stephanie Usher

MOTION CARRIED:  4  YES  0 NO   0 ABSTAIN

 

 

Members present noted that the waterfall near lot 44 required the replacement of two solenoids at a cost of approximately $110.00 per solenoid.  Paul Grant suggested that INSTYLE MAINTENANCE & LANDSCAPING automatically proceed with the repairs. 

 

Members present instructed Shane Tyrrell to liaise with Phil Wheeler to utilize green waste for mulching of the two garden beds near the lake.

 

Members present confirmed that all feedback from owners and residents with regard to the garden maintenance should be provided to the committee in the first instance.

 

5. BUILDING & MAINTENANCE REPORT

 

Paul Grant tabled the building and maintenance report and noted that progress had been made to the following outstanding maintenance issues:

1. Bougainville shrubs have been removed from outer fence line behind Villa 4.
2. Large tree growing against fence behind Villa 4 had been removed. YORKEYS CHOPPERS would be asked to grind the stump when they were next at the complex.
3. Singapore daisies behind Villa 104 and 105 had been poisoned.
4. Guava tree near bridge had been cut right back.
5. Excess growth at bottom of cane palms around the small lake had been removed.
6. Dead branches on trees in the garden on the Eastern side of the small lake have been trimmed
7. Lilies in front of the gate control box had been removed.  Members present discussed the notion that over time the spider lilies are eventually replaced with other plants.
8. Water pump fittings for the barramundi lake waterfall had been serviced and a replacement part had been ordered to complete the job.
9. Richardson's Electrical had been contracted to repair street lights outside Villas 119 and 113, 103.
10. Lot 43 leaking water main had been repaired by PALM COVE PLUMBING.
11. Members present acknowledged that the owners of lot 25, 46 and 64 were required to arrange repair of water leaks within their properties.
12. Members present noted that the parking of vehicles on front lawn areas was problematic and could be partially responsible for broken water mains.  Members present acknowledged that some residents parked on the common ground in front of their lot and others drove across the area to access their private property.  Members present confirmed that committee members would speak with residents directly in relation to this matter if they noticed that a vehicle was parked on the lawn in front of a property.

 

6. CARETAKER’S REMUNERATION AND DUTIES

 

The Chairperson confirmed that this agenda item would be discussed later in the meeting.

 

7.  ACTION TO CLEAR VEGATION ON SMALL POND

 

This agenda item was discussed previously as part of agenda item ‘2.1 – Matters arising from the committee minutes of the 20/05/14’.

 

8.  ACTION RETALING TO PAINTING OF SPEED BUMPS, FIRE HYDRANT SIGNAGE AND PEDESTRIAN CROSSING

 

This agenda item was discussed as previously as part of agenda item ‘2.1 – Matters arising from the committee minutes of the 20/05/14’.

 

 

 

9.  REPORT ON REPAIR OF POT HOLES

 

Paul Grant reported that he was still waiting confirmation on the scheduling of the works from FGF.  Members present acknowledged that the repairs were required to be completed prior to the next wet season.  Roger Woodman confirmed that he would approach one of the owners of FGF directly in relation to the scheduling of the work.

 

Members present noted that BITUMEN PATCH & PAVE had attended repairs to pot holes previously and the work had been unsatisfactory as the pot holes had since reappeared (specifically those on road in front of Villas 85-87 and in the dip in the road adjacent to Villa 119).

 

10.  IMPROVEMENT TO POND BANK BEHNIND VILLAS 104 AND 105

 

The Chairperson confirmed that this agenda item would be discussed later in the meeting.

 

11. OUTSTANDING GARDENING ISSUES

 

This agenda item was discussed as part of previous agenda items ‘4 - GARDENER’S REPORT’ and ‘5 - BUILDING & MAINTENANCE REPORT’.

 

Paul Grant confirmed that he would arrange for YORKEYS CHOPPERS to remove all of the golden palms located on the triangle outside villa 131.  Members present agreed that the area could be replanted with with three (3) grevilleas.

 

12. GARDENING CONTRACT

 

Members present acknowledged that while the intent of the body corporate committee had been to include a gardening contract for a term of (two) 2 years on the AGM Agenda in 2013; the contract included with the agenda and the motion were for term of year of one (1) year only.  Members present acknowledged that owners had approved a one (1) year contract and that the committee was obliged to present comparative quotations for the gardening contract on this year’s AGM agenda. Member present confirmed that the committee would determine the term of the contract (2 or 3 year contract) and  ensure that quotations received were for a 2 year period and that the contract included with the AGM agenda clearly stipulated the term of the contract and included commencement and expiry dates. Members present confirmed that the new gardening agreement would commence from the 01/05/15.

 

Members present confirmed that they would re-draft the gardening contract so that the new contractor made provision for the following matters:

 

• An additional 2 hours per week for gardening services;
• Amend reference to mowing so that the frequency of the requirement to mow during the winter/drier months was reduced and mowing during the summer/wetter months increased.

 

Members present acknowledged that there was no requirement to obtain more than two comparative quotations for the ongoing garden maintenance.  Members present confirmed that they would further develop the contract and motion for inclusion on the AGM agenda.

 

MOTION 7: ONGOING GARDENING MAINTENANCE CONTRACT AND MOTION FOR AGM AGENDA

RESOLVED that the committee prepares the motion and contract for inclusion on the AGM agenda that clearly stipulates the length of the proposed contract term and the contract commencement and expiry dates along with any other amendments that are to be made to the contract. 

                                                                                                                                 Moved by: Paul Grant Seconded:  Stephanie Usher

  4 YES: Voted on by Paul Grant, Roger Woodman, William Svendsen and Stephanie Usher

MOTION CARRIED:  4  YES  0 NO   0 ABSTAIN

 

Members present discussed options for contractors to approach for quoting purposes.  Roger Woodman suggested that the body corporate might consider approaching Geoff Fafard on a consultative basis.

 

Shane Tyrell excused himself from the meeting.

 

 

6. CARETAKER’S REMUNERATION AND DUTIES

 

Paul Grant suggested that the remuneration for the existing Caretaker, Phil Wheeler, be increased from next year by an additional $2,000 per annum for the term of Phil Wheeler’s tenure.  Members present noted that they were very satisfied with the quality of Phil Wheeler’s caretaking and acknowledged that a decision to increase Caretaking remuneration could only be approved at a general meeting of the body corporate.

 

Members present noted that the Caretaking Agreement may require some slight amendment to include additional services (like for example cleaning the toilet in pool area on a weekly basis during the hotter months).  Members noted that the cleaning materials could be stored in the pool shed. 

 

Paul Grant confirmed that he would discuss the removal of palm fronds and other garden debris from around the pool area with INSTYLE MAINTENANCE & LANDSCAPING.

 

MOTION 8: CARETAKER REMUNERATION

RESOLVED that the committee include a motion on the AGM agenda proposing to amend the existing Caretaking Agreement and to increase the Caretaking Remuneration from next year by an additional $2,000.00 per annum for the term of Phil Wheeler’s tenure.  AND FURTHER THAT the Caretaking Remuneration revert back to the current existing fee if another Caretaker were ever engaged.   The committee will prepare the wording of the motion for inclusion on the AGM agenda.

                                                                                                                                 Moved by: Paul Grant Seconded:  Roger Woodman

  4 YES: Voted on by Paul Grant, Roger Woodman, William Svendsen and Stephanie Usher

MOTION CARRIED:  4  YES  0 NO   0 ABSTAIN

 

Members present confirmed that they would establish the exact wording of the’ Gardening Contract’ motion and the ‘Caretaking Remuneration’ motion at the next committee meeting.

 

10.  IMPROVEMENT TO POND BANK BEHNIND VILLAS 104 AND 105

 

MOTION 9: ACCEPTANCE OF QUOTATION 54 FROM G & S TIER

RESOLVED that the committee accepts the quotation from G & S TIER in the amount of $2,860.00  inc GST for cutting and battering the bank on the Western Lake; trim trees and fill to water line with fill from site with all costs incurred to be met by the sinking fund.  

                                                                                                                               Moved by: Paul Grant Seconded:  William Svendsen

  4 YES: Voted on by Paul Grant, Roger Woodman, William Svendsen and Stephanie Usher

MOTION CARRIED:  4  YES  0 NO   0 ABSTAIN

 

Roger Woodman confirmed that he would issue notify G & S TIER of the body corporate acceptance of the quotation.

 

13. DISCUSSION RE: FILLING COMMITTEE VACANCY

 

MOTION 10: APPOINTMENT OF DION HAHN TO COMMITTEE

RESOLVED that the committee appoints Dion Hahn, the owner of lot 112, to the committee to fill the ordinary member vacancy.

                                                                                                                               Moved by: Paul Grant Seconded:  William Svendsen

  4 YES: Voted on by Paul Grant, Roger Woodman, William Svendsen and Stephanie Usher

MOTION CARRIED:  4  YES  0 NO   0 ABSTAIN

 

 

14.  GENERAL BUSINESS.

 

Christine Heat of lot 1 addressed the meeting and advised that she sought committee permission to keep a small dog at her lot.  Phil Wheeler confirmed that he would meet with her tomorrow to deliver a pet application form for her completion.

 

Claudio De Basio, the owner of lot 31, addressed the meeting and tabled drawing options for a proposed extension/renovation to his villa.

 

 

MOTION 11: PERMISSION TO LOT 31 TO PROCEED WITH PROPOSED EXTENSION/RENOVATION WORKS

RESOLVED that the committee grants permission to Claudio De Basio, the owner of lot 31 to proceed with the proposed extension/renovation works to his villa (in accordance with the drawing prepared by Ken Stoter) on the following conditions:

 

1. All appropriate building approval/s for the proposed work are obtained from the Cairns Regional Council and other appropriate building authorities;
2. The proposed work is completed in a professional manner;
3. All costs associated with the proposed work, including materials, installation, ongoing maintenance and insurance are met by the owner of lot 31;
4. The proposed work is strictly confined by the parameters of lot 31 and does not infringe on common property or the neighbouring property;
5. That the owner of lot 31 exercises due diligence to common property boundaries and body corporate      by-laws;
6. That the owner of lot 31 provides the body corporate committee with a copy of the Cairns Regional Council building development approval and confirmed extension/renovation drawings once obtained prior to commencement of the proposed works at the Villa.

 

AND FURTHER THAT the body corporate manager be authorized to issue a letter of permission to the owner of lot 31.

                                                                                                                                               Moved by: Paul Grant  Seconded: William Svendsen

  5 YES: Voted on by Paul Grant, Roger Woodman, Dion Hahn, William Svendsen and Stephanie Usher

MOTION CARRIED:  5 YES  0 NO   0 ABSTAIN

 

Members present acknowledged that future committee meeting dates may need to be re-scheduled from Tuesday evenings to Wednesday evenings to allow Neil Lennon to attend these.  Roger Woodman confirmed that he would provide some suggested alternatives to committee members via email for further consideration.

 

8.  CLOSURE

 

There being no further business the meeting was closed at 7:25pm.

 

 

 

 

 

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Signature of Chairperson - Paul Grant                                         Date

 

 

Note: The committee will edit and remove any confidential information contained within the minutes in the copy posted to the body corporate website.