20130121 - clara ecm agenda

Circulation Date: 16 January 2013

Double Sided Print

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PO Box 678

Malvern 3144

T 9509 3144

F 9509 3188

[email protected]

www.theknight.com.au

ABN 20 007 112 816

OWNERS CORPORATION MANAGEMENT

NOTICE OF COMMITTEE OF MANAGEMENT MEETING

OWNERS CORPORATIONS 1, 2 & 5 PLAN OF SUBDIVISION NO.

617853E ‘CLARA MEWS’

To be held at

17C Stables Lane, SOUTH YARRA

On MONDAY the 21 JANUARY at 6:00PM

AGENDA

1. Meeting Opened

2. Register the attendance at the meeting

� Present/Circulation

M Povazan F Wong C Darling

B Wilson

I Goddard

M Bandyopadhyay

E West

G Goldman

D Prasad

� Proxies Received

Name In favour of

F Wong M Bandyopadhyay

� Quorum Present

� Apologies

F Wong

� In Attendance

Mary Matler The Knight Alliance

3. Appoint a person to chair this meeting.

4. Confirm the minutes of the previous COM meeting held on 22 October 2012

5. Business arising from previous COM meeting

5.1 Common Area Defects

5.2 Caretaking/General Cleanliness of common areas

5.3 Insurance valuation

• Hay Property Group- $5000.00 + GST

• Solution IE - $2118.00

5.4 Park Apartment Lift

5.5 Growth Wall

5.6 Gym and equipment

5.7 Stair access for tower

• Locks changed on 17/1/2013 – letter sent to all owners and residents

5.8 Security of park apartments

5.9 Security audit

• Letter been issue to all audit will be conducted on the 18/3/13

5.10 Key safe emergency services

5.11 Move in/out Policy

5.12 Lift signage

5.13 Fencing of park form OC

5.14 Lights & Cameras Clara walk way

5.15 Gym signage

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5.16 Water Tanks

5.17 Council Park

5.18 LED lighting

5.19 Car park mirrors and signage

6. New business arising

6.1 Scooter parking – Walk through

6.2 Contract between OC and the council for the purchase of land

6.3 Security – storage cages, camera and door handles

6.4 Irrigation stables garden beds

6.5 Watering plants & washing on balconies

6.6 Car Park - Noisy drainage grates at top and bottom of entry ramp

6.7 Clara Townhouses - Garden bed management and pinning down plants / Weeding

6.8 Complex Entry - Cleaning of ugly leaching stain on ground at front entrance to 3 & 5

6.9 Park Apartment Lift - Loud noise each time the door opens

6.10 Park Apartment Lift - Telephone Line not working message

6.11 General Maintenance – cleaning of spider cob webs - car park entrance, external

common building walls / windows

6.12 Tailgating into the car park

6.13 Loud music

Note: All items to be discussed as new business are to be registered with your Owners Corporation

Manager at The Knight Alliance prior to the Committee of Management meeting.

7. Financials

8.1 Revenue & Expense for the period 1st

July 2012 to 31st

December 2012

8.2 Balance Sheet

8.3 Members Contribution Outstanding as at 16th

January 2012

8.4 Penalty Interest Requests – Nil

8. Close of Meeting

Attachments

Minutes

Financials

Part 5 Sections 100-118: Committees

1. A member of the Committee may appoint a proxy for the purpose of this meeting.

2. The quorum for a meeting of a Committee is at least half of the members of the Committee.

3. Subject to the Act and the directions of the Owners Corporation, the Committee may regulate its own proceedings.

4. The Committee may appoint a sub-committee.

5. The Committee must present a report of its activities to the Annual General Meeting of the Owners Corporation.

6. Resolutions passed at a Committee of Management meeting are the resolutions of the Owners Corporation.

Mary Matler

Owners Corporation Manager

OCPS 617853E

T: 03 9509 3144

F: 03 9509 3188

E: [email protected]

Circulation Date: 25 October 2012

Double Sided Print

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PO Box 678

Malvern 3144

T 9509 3144

F 9509 3188

[email protected]

www.theknight.com.au

ABN 20 007 112 816

OWNERS CORPORATION MANAGEMENT

MINUTES OF COMMITTEE OF MANAGEMENT MEETING

OWNERS CORPORATIONS 1, 2 & 5 PLAN OF SUBDIVISION NO.

1 3E CLA‘A MEWS

Held at the Office of The Knight Alliance

2/2 Glenferrie Road, Malvern

On MONDAY, 22nd

October 2012

1. Meeting Opened

The meeting commenced at 6.00pm

2. Attendance at the meeting

Members Present

M Povazan F Wong

B Wilson

I Goddard

D Prasad

E West

Proxies Received

Name In favour of

C Darling

M Bandyopadhyay

M Matler

M Matler

Quorum Present

It was noted that given the above, a quorum of at least 50% of the total Committee

members was present.

Apologies

G Goldman

C Darling

M Bandyopadhyay

Attendees

Mary Matler The Knight Alliance

3. Appoint a person to chair the meeting.

It was resolved to appoint Mary Matler to chair the Committee meeting.

4. Confirm the minutes of the previous COM meeting held on 2nd

July 2012

It was unanimously resolved to receive and adopt the minutes of the previous COM meeting

held on 2nd July 2012 as a true and accurate record of that meeting.

5. Business arising from previous COM meeting

5.1 Common Area Defects

It was unanimously resolved that Rob Simpson will be engaged to confirm all defects

have been rectified.

Action: TKA

5.2 Gutters and window cleaning

The gutters and anchor points on the 24 townhouses are the indi idual o ner’s responsibility to attend to as the roof is on their title.

It was unanimously resolved to accept and proceed with the windowing for OC5

including the balconies.

It was unanimously resolved to accept the window clean for OC2.

mailto:[email protected]

http://www.theknight.com.au/

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It was unanimously resolved to accept the cleaning for the 12 Townhouses in OC1 as

there is no provision for window cleaning in the OC1 budget; these owners will be

individually charges for the cleaning.

Action: TKA

5.3 Caretaking/General Cleanliness of common areas

It was noted that there has been an improvement in the Cleaner with the

appointment of the new Caretaker Suman.

5.4 Park Apartment Lift

It is currently on the Kone Sick lift list; I have advised Kone we will not be paying any

more cost until the lift is fixed. The last two call outs were due to the door being held

open.

5.5 Maintenance Plan

It was unanimously resolved that the accurate figures would be implemented as per

the Maintenance Plans at the beginning of the next financial year 1/7/2013.

5.6 Installation of a boom gate after the main entrance gate

It was unanimously resolved as the estimated cost to install the two boom gates

would cost around $17,000.00 this item will be deferred and will be revisited if

needed.

6. Business arising from AGM

6.1 Insurance valuation of the site

It was unanimously resolved that an insurance valuation would be undertaken.

Action: TKA

6.2 Occupational Health and Safety Audit

It was unanimously resolved that due to the age of building that there was no need for

the Audit.

6.3 Skateboards/children playing in common areas

It was unanimously resolved that at this stage no signage would be installed or any

action taken.

6.4 The garden beds in front of Stables

Ben will look at the two garden beds at Stables and quote to install irrigation.

Action: Ben

6.5 Window cleaning of inaccessible windows

It was unanimously resolved all window cleaning will be done prior to the end of the

year.

Action: TKA

7. New business arising

7.1 Growth Wall

It was unanimously resolved to proceed with Arcon to re fix the wall, the OC will

contribute by supplying the new plants. Arcon to check the excess water on the

outside growth wall while on site.

Action: TKA

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7.2 Gym and equipment

A quote will be obtained to hire extra gym equipment.

Action: TKA

7.3 Garage doors service

It was unanimously resolved to proceed with quarterly service visits for both garage

doors.

Action: TKA

7.4 Stair access for tower

It was unanimously resolved to proceed with the stairs locks from level 1 to 12

changed to individual locks per each level. A letter will be sent to all owners to advice

of change and if they require a key to contact The Knight Alliance.

Action: TKA

7.5 Security of park apartments

A quote to have a clear/glass screen installed at both ends of the cat walk on ground

level.

Action: TKA

7.6 Security swipes for main building

An audit will be contacted on all electronic devices that access the building.

Action: TKA

7.7 Electricity charges

The information from Energy On was discussed no further action will be taken.

7.8 Term deposit

It was unanimously resolved to term $70,000 from OC 5 for 12month period at 4.5%.

Action: TKA

7.9 Council Park

The council has advised plant is due to start in late November.

7.10 LED lighting

A quote will be obtained to have LED lighting installed at the block.

Action: TKA

7.11 Key safe for Emergency services

It was unanimously resolved to install a key safe on site on the proviso it is under

$400. The details of the key safe will be provided to the emergency services to gain

access to the building.

Action: TKA

7.12 Move in/out Policy

A move in/out policy will be drafted and issued to the COM. A deposit of $500 for all

move in/outs will be taken on the proviso Suman will conduct a pre and post

inspection with the resident. Cranecorp will be contacted to see if they willing to add

this service to their scope of works.

Action: TKA

7.13 Lift signage

A quote will be obtained to have frames installed in the lifts to display information to

residents.

Action: TKA

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7.14 Car park mirrors and signage

A quote will be obtained to have mirrors and speed signage installed in the car park.

Action: TKA

7.15 Fencing common area walk way

The planning permit will be checked and the council contacted to see if fencing can be

installed to limit non-residents walking through the common area to access the park

site.

Action: TKA

7.16 Lights and cameras walk way

A quote will be obtained to have sensor lights and cameras installed to entrance walk

walk to the site.

Action: TKA

7.17 Gym Signage

It was unanimously resolved to install signage in the gym to limit the time to

20minutes on all equipment during peak times.

Action TKA

7.18 Mechanical ventilation

It was unanimously resolved to accept the quote from Rival Air to undertake the

required maintenance as per the occupancy permit.

Action TKA

7.19 Water tanks

A quote will be obtained to have water tank installed on site. The council will be

contacted to see if wind turbines could be installed on the roof.

Action: TKA

8. Financials

Were noted and discussed

8.1 Members Contribution Outstanding as at 30th

September

It was resolved to take legal action on the below lots if they fail to pay after the final

notice for the current quarter.

105A 308P 309A 701A

9. Future Meetings

21 January 2013, 22 April 2013 and 17 June 2013

10. Close of Meeting

As there was no other business the meeting closed at 8:40pm

Attachments

Sections 112-116: Proceedings of Committees

1. A member of the Committee may appoint a proxy for the purpose of this meeting.

2. The quorum for a meeting of a Committee is at least half of the members of the Committee.

3. Subject to the Act and the directions of the owners corporation, the Committee may regulate its own proceedings.

4. The Committee may appoint a sub-committee.

5. The Committee must present a report of its activities to the Annual General Meeting of the Owners Corporation.

6. Resolutions passed at a Committee of Management meeting are the resolutions of the Owners Corporation.

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Mary Matler

Owners Corporation Manager

OCPS 617853E

E: [email protected]

mailto:[email protected]

The Knight Alliance

for the year 01/07/2012 to 30/06/2013

as at 17/01/2013 55% year completed

Revenue & Expense (Actual / Budget) - Group - OCPS 617853E - Clara Mews

17-Jan-2013

OCPS 617853E - Clara Mews

67-73 Surrey Road

SOUTH YARRA VIC 3141

Account

Number

Account Descripton Actual YTD ($) Budget ($) Actual

versus

Budget

Next Years

Budget ($)

2013-2014

Plan Number Comment

General Administraton

Revenue

110 139,366.99 General Administraton Levy 182,490.00 76.4617853E/1



296,691.96 Total 392,256.00 75.6

130 Interest Received 617853E/1

130 1,717.61 Bank 10 4,500.00 38.2617853E/1

130 275.03 Penalty Interest (from levies) 20 617853E/1

**

**

1,992.64 Total 4,500.00 44.3

140 231.22 Sundry Income (Taxable) 617853E/1

145 Sundry Income (Non Taxable) 900.00 617853E/1 Carepark

Total General Administraton Revenue 298,915.82 397,656.00 0.00 75.2

Expense

315 2,117.45 Audit - Financial Statements 2,000.00 105.9617853E/1

315 623.14 Audit - Financial Statements 617853E/2

315 1,559.41 Audit - Financial Statements 2,000.00 78.0617853E/5

4,300.00 Total 4,000.00 107.5

324 Bank Charges 617853E/1

324 517.81 Account Keeping 10 650.00 79.7617853E/1

**

**

517.81 Total 650.00 79.7

328 564.72 BAS Preparaton 1,243.00 45.4617853E/1

17-Jan-2013Page 1 of 6

The Knight Alliance

for the year 01/07/2012 to 30/06/2013



17-Jan-2013


67-73 Surrey Road


Account

Number


versus

Budget

Next Years

Budget ($)

2013-2014

Plan Number Comment

337 Building Management 617853E/1



337 10,931.73 Contracted Labour 20 19,991.00 54.7617853E/1 Cranecorp



61,405.88 Total 109,780.00 55.9

352 Consultng 617853E/1



352 1,207.27 Maintenance Plan Preparaton 63 1,328.00 90.9617853E/1 to be taken from surplus

352 907.27 Maintenance Plan Preparaton 63 998.00 90.9617853E/2 To be taken from Surplus

352 1,989.09 Maintenance Plan Preparaton 63 2,188.00 90.9617853E/5 To be taken from Surplus

4,103.63 Total 4,514.00 90.9

465 Insurance 617853E/1

465 61,582.83 Premium 20 67,231.00 91.6617853E/1 increase 22.3%

61,582.83 Total 67,231.00 91.6

525 Management Costs 617853E/1



525 10,631.26 Annual Fee 10 14,175.00 75.0617853E/1 The Knight Alliance



525 4,530.56 Disbursements 20 5,000.00 90.6617853E/1

525 45.63 Disbursements 20 300.00 15.2617853E/2


The Knight Alliance

for the year 01/07/2012 to 30/06/2013



17-Jan-2013


1 Clara Street


Account

Number


versus

Budget

Next Years

Budget ($)

2013-2014

Plan Number Comment

525 71.30 Disbursements 20 600.00 11.9617853E/5

525 1,346.56 Fee for Service 30 1,550.00 86.9617853E/1

525 446.45 Fee for Service 30 617853E/2

525 615.22 Fee for Service 30 617853E/5

44,710.98 Total 57,657.00 77.5

527 Scheduled Services & Maintenance 617853E/1



527 Heatng/Air

Conditoning/Ventlaton/Exhaustng

11 2,000.00 617853E/1

527 Heatng/Air

Conditoning/Ventlaton/Exhaustng

11 2,000.00 617853E/5

527 Cleaning 15 617853E/1

527 Cleaning 15 617853E/2

527 Cleaning 15 617853E/5

527 4,484.04 Rubbish 15 6 16,000.00 28.0617853E/1

527 349.91 Rubbish 15 6 617853E/2

527 2,993.26 Rubbish 15 6 7,200.00 41.6617853E/5 240lt bins all other bins are changed throught OC1

527 680.00 Windows 15 8 617853E/1

527 1,665.00 Windows 15 8 4,125.00 40.4617853E/2 2 x cleans

527 3,340.00 Windows 15 8 6,680.00 50.0617853E/5 2 x cleans

527 O H & S Compliance 19 950.00 617853E/1

527 9,060.40 Occupancy Permit - Maintenance Schedule

Checking

20 15,200.00 59.6617853E/1

527 1,843.00 Occupancy Permit - Maintenance Schedule

Checking

20 617853E/2

527 3,851.37 Lifs 30 4,600.00 83.7617853E/2 Kone


The Knight Alliance

for the year 01/07/2012 to 30/06/2013



17-Jan-2013


1 Clara Street


Account

Number


versus

Budget

Next Years

Budget ($)

2013-2014

Plan Number Comment

527 4,457.68 Lifs 30 10,440.00 42.7617853E/5 Kone

527 Gates/Doors 52 617853E/1

527 Vehicle 52 7 900.00 617853E/1

527 1,064.55 Gardening 54 617853E/2

527 Gardening 54 2,000.00 617853E/5

527 Pumps & Related 63 2,000.00 617853E/1

527 Pumps & Related 63 1,000.00 617853E/5

527 3,130.50 Recreaton (Pool/Spa/Gym) 65 2,000.00 156.5617853E/5

36,919.71 Total 77,095.00 47.9

542 Meetng/Functons 617853E/1

542 60.00 Other 90 100.00 60.0617853E/1 Venue Hire

**

**

60.00 Total 100.00 60.0

615 Repairs/Maintenance/Services - Non

Scheduled

4,800.00 175.9617853E/1


Scheduled

1,000.00 45.5617853E/2


Scheduled

10,000.00 23.1617853E/5

615 850.00 Heatng/Exhaust 11 617853E/1

615 420.00 Car Park Vehicular Gates 14 617853E/1

615 320.00 Electrical 20 617853E/2

615 30.00 Emergency Callouts 21 617853E/1

615 148.50 Fire Service 25 617853E/1

615 135.00 Guter Cleaning 32 617853E/2

615 216.00 Gym 33 617853E/5

615 393.00 Handyman-Various 34 617853E/1


The Knight Alliance

for the year 01/07/2012 to 30/06/2013



17-Jan-2013


67-73 Surrey Road


Account

Number


versus

Budget

Next Years

Budget ($)

2013-2014

Plan Number Comment

615 1,888.00 Lightng-Globes 40 617853E/1

615 728.00 Lightng-Globes 40 617853E/5

615 562.73 Locks/Door Closers 42 617853E/1

615 1,264.00 Plumbing & related 48 617853E/5

615 2,300.00 Pool/Spa/Sauna 50 617853E/1

615 792.00 Security 60 617853E/1

615 102.00 Security 60 617853E/5

615 835.00 Pumps & Related 63 617853E/1

615 225.00 Water Leaks 68 617853E/1

**

**

11,209.23 Total 15,800.00 70.9

640 130.00 Signage 617853E/5

654 Telephone/Fax/Internet 617853E/1

654 1,192.50 Ofce/Lif/Fire 70 1,100.00 108.4617853E/1

1,192.50 Total 1,100.00 108.4

676 Utlites 617853E/1

676 Utlites 617853E/2

676 Utlites 617853E/5

676 11,453.54 Electricity 20 20,000.00 57.3617853E/1

676 2,237.30 Electricity 20 7,000.00 32.0617853E/2

676 11,760.43 Electricity 20 20,000.00 58.8617853E/5

676 32.39 Gas 40 617853E/1

676 1,502.96 Gas 40 1,500.00 100.2617853E/5

676 11,615.20 Water 70 13,000.00 89.3617853E/1

676 Water 70 1,500.00 617853E/5


The Knight Alliance

for the year 01/07/2012 to 30/06/2013



17-Jan-2013


1 Clara Street


Account

Number


versus

Budget

Next Years

Budget ($)

2013-2014

Plan Number Comment

**

**

38,601.82 Total 63,000.00 61.3

Total General Administraton Expense 265,299.11 402,170.00 0.00 66.0

General Administraton Surplus / (Defcit) 33,616.71 (4,514.00)

Maintenance Plan

Revenue

200 5,000.44 Maintenance Plan Revenue 10,000.00 50.0617853E/1



28,999.96 Total 58,000.00 50.0

Total Maintenance Plan Revenue 28,999.96 58,000.00 0.00 50.0

Maintenance Plan Surplus / (Defcit) 28,999.96 58,000.00


Detail

The Knight Alliance

Plan Number 617853E/1

17-Jan-2013

as at 31/12/2012

Balance Sheet Detail

OCPS 617853E/1 - Unlimited - Clara

67-73 Surrey Road


($)

Assets

860 - Members Contributon in Arrears - Total (25,768.51)

865 - Cash at Bank

865.10 - Cheque Account 51,876.24

865 - Cash at Bank - Total 51,876.24

872 - Other Debtors - Total (24.94)

874 - Stock -Remote/Swipes - Total (67.50)

Total Assets 26,015.29

Less Liabilites

913 - Trade Creditors - Total 2,941.00

920 - Provisions

920.60 - Income Tax 1,633.75

920 - Provisions - Total 1,633.75

924 - Expense Recovery - Total 881.60

927 - Debt Collecton Admin Costs - Total 351.80

930 - GST Clearing - Total 2,774.65

Total Liabilites 8,582.80

Net Assets 17,432.49

Represented by:

840 - General Administraton Reserve as at 01/07/2012 39,434.56

Defcit - General Administraton (32,461.61)

6,972.95 General Administraton Reserve

845 - Maintenance Plan Reserve as at 01/07/2012 7,959.32

Surplus - Maintenance Plan 2,500.22

10,459.54 Maintenance Plan Reserve

Total Equity 17,432.49

--- End of Report ---

Page 1 of 1Plan Number 617853E/1 Balance Sheet Detail

Detail

The Knight Alliance


17-Jan-2013

as at 31/12/2012


OCPS 617853E/2 - Clara

67-73 Surrey Road


($)

Assets


865 - Cash at Bank

865.10 - Cheque Account 27,741.42



Less Liabilites

913 - Trade Creditors - Total 474.36

930 - GST Clearing - Total (428.71)

Total Liabilites 45.65


Represented by:


Defcit - General Administraton (2,105.69)








Detail

The Knight Alliance


17-Jan-2013

as at 31/12/2012


OCPS 617853E/5 - Clara

1 Clara Street


($)

Assets


865 - Cash at Bank

865.10 - Cheque Account 79,187.84

865.70 - Investments 70,000.00



Less Liabilites

913 - Trade Creditors - Total 2,394.54

930 - GST Clearing - Total (1,461.81)

Total Liabilites 932.73


Represented by:


Surplus - General Administraton 4,855.07








Investment accounts (term deposits) held with Westpac:

A/c name A/c number Amount Term % Renewal date

617853E/5

033059 55-5407

$70,000.00

12 months 4.5 4/5/13

Members Outstanding/ VCAT Update as at 16/1/2013

Final notices for the July quarter were issued on the 12th November 2012

Legal action will be taken on all outstanding amounts above $500, 28 days after the final notice

Apt Name Date of

last

payment

Amount

outstanding

Notes Action

10T S M McCormack 5/7/12 $786.87 #12/11/2012 F/N

15T F W Heng 9/8/12 $547.07 #12/11/2012 F/N

112A Conlan Property Group

Pty Ltd

5/9/12 $345.84 #12/11/2012 F/N

203A E J Kerr 4/10/12 $425.50 #12/11/2012 F/N

301P C N Tan & H L Ng 4/10/12 $529.45 #12/11/2012 F/N

308A L H Lim & S C Chow 4/10/12 $1160.33 #12/11/2012 F/N Legal action

taken

309A R Sun Y Xu 21/5/12 $1810.32 #12/11/2012 F/N Legal action

taken

310A A O Gubin & I A Gubina 22/10/12 $414.13 #12/11/2012 F/N

408A T C Nam & N H Lan 27/9/12 $444.21 #12/11/2012 F/N

509A R D A Gow 9/10/12 $361.64 #12/11/2012 F/N

511A S A Choudhary 4/10/12 $513.13 #12/11/2012 F/N

701A OPM & Asscoiates Pty Ltd 26/11/12 $690.98 #12/11/2012 F/N

1112A Sheebalee Patel ATF

SMPMA Family Trust

26/11/12 $797.24 #12/11/2012 F/N

20130121 - clara ecm agenda

Documents

council park

meeting presentcirculation

car park mirrors

security of park apartments

previous com meeting

fencing of park form

lift signage

owners corporation manager