EC Minutes 18 August 2010 - altair apartments

Strata Plan 64622
EXECUTIVE COMMITTEE MEETING
Wednesday 18 August 2010, Elan meeting room 19h00
Attendance: Ralf Harding (Chair), John Anderson, Richard Beck (Treasurer), Michael
Meredith, Cecile Modolo, Deborah Moore, Louise Mylott, Gavin Napier, Tim Trollip
(Secretary) and David Stanger (Building Manager)
Apologies: Eric Francis of Francis Management
Guests: Danielle Pinkerton (part of the time) and George Sirett (part of the time)
Minutes of Last Meeting:
The Minutes of the last meeting were accepted.
Correspondence:
Mr Jimmy Thompson had emailed recommending Altair join the OCN in order to be
abreast with what other buildings were doing regarding their by-laws. The EC confirmed
the Chairman’s and Secretary’s views that adequate steps were already being taken to
achieve this.
Hampton Court renovations. This matter is ongoing.
The Chairman had written to local estate agents updating them on the state of Altair’s
repairs, litigation and finances – copy attached.
Retail Lot: 7 letters have sent to the Red Snail regarding various problems and the
landlord has been informed. Building Manager advised that after further discussions he
was confident that the issues had now been resolved.
Update on legals
The Australand cost and all other legal issues directly affecting the OC have been
settled. The Altair OC now has no outstanding litigation issues.
The defamation case between individuals within the Altair is set down for 7 days from 30
August 2010. Mr Jim McDonald of Strata Choice has been subpoenaed (at our cost
probably recoverable from our insurers).
Finance update
The Treasurer’s Report had been made available to the EC and is available upon
request to any owner.
The Treasurer has recast our 2010 budgets factoring in all known expenditure and/or
proposed to date including the state of defects works and costs and unbudgeted but
agreed items.

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a) We are positive from both a cash and accrual perspective after paying Australand
$50k.
b) We are hoping that the Sinking Fund will be at approx $200k (as budgeted) at year
end.
c) We have generally good collections except for one owner ($10k+) who we are
garnisheeing the rent of and two others, of which one is getting a bit worrying at over
$3k. Agreed to ask StrataChoice to write to the owner concerned.
d) The defects are generally on budget which has allowed us to use the contingency of
$169k as follows on unbudgeted items: External Wall fillets - $10k; Storeroom/Foyer
Doors - $29k; Swimming/Paddling Pools - $41k; Car Park louvres - $28k; Garden
(grass/shrubs) - $10k; Extra ceilings - $11k; KX Roller Door - $5k; Floors, Polishing -
$10k; Floors,Testing - $7k; Aurecon 'overs' (held back from Jan pending job being
finished satisfactorily - $25k; TGJ door stoppers and locks - $8k = $184k less savings
on original Buildcorp contract - $18k = $166k.
e) Our legals are over budget by about $70k which is the Australand costs of $50k plus
court and assessor disbursements and an allowance ($6k) for checking the bylaws
but our maintenance and running costs are under by a similar amount. We will
get some other legal costs from StrataChoice as Jim McDonald has been
subpoenaed to the Becks defamation trial later this month but these should be
recoverable by insurance.
Awaiting a report on the hot water systems after having a critical part replaced on one of
the two heaters. Noted that replacement of at least one cylinder was certainly an issue
for the 2011 budget ($50k?).
Update on repairs, timelines, costs, contracts, owner communication
a. Walls: Finished.
b. Carpark cracks: Finished
c. Carpark Louvres: Materials on-site – 2 weeks?
d. Planterbox: Finished
e. Store-room: Finished
f. Foyer Doors: Finished except for minor trim and painting.
g. Spa Pool: Finished
h. Swimming Pool/Paddling Pool: Surface being resolved. On target for 1 Oct.
i. Pool ‘garden’: Grass/weeds sprayed – 4 weeks. New grass to be installed by 1
Oct.
j. Shrubs: ‘Garden’ committee lead by Deborah Moore including Danielle Pinkerton,
Kama Harding and David Stanger to determine shrub types, etc. Agreed owners of
401 should be consulted.
k. Ceilings: Ongoing. Approx 30 done/being done of anticipated 40(?).
l. Balustrades and balcony doors: about halfway. November finish weather
permitting. Some door locks broken - $3k allowance in budget.
Weekly meetings of the Building Manager, David Stanger, and the 3 office bearers, Ralf,
Chair, Tim, Secretary and Richard, Treasurer continue to monitor progress on the
building repair issues and to deal with other routine building matters.
A programme is in place to give owners/tenants notice of approximate dates of work on
their apartment. Occupiers need to make arrangements for their pot plants and furniture
on balconies, pets also on the days tradesmen are working on their apartments.

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Occupiers are requested to be as flexible as possible regarding access arrangements
and regarding timing and dates. Noted that it was IMPORTANT for residents to move pot
plants etc from balconies as these cause can considerable inconvenience and time
delays.
Accoustic Testing Floors
Proposal from Renzo Tonin (recommended by Horizon). Discussion re floors. Agreed to
proceed with Renzo Tonin’s testing proposal leading to a recommendation on how to
address floor acoustics. Cost approx $7k.
Foyer floor
Propose polishing now that there is no risk of damage by defects ‘workers’. Approx cost
$8k. Agreed to start with foyer floor and then review the question of possibly doing the
benches.
By-laws
The Chairman and Secretary reported on ongoing discussions with other buildings
regarding by-laws including renovation issues.
The main issues are:
1 Renovations and floors – we envisage a system of certain generic renovation bylaws
to which individuals subscribe and keeping records of renovations with the
Strata Manager. The system will enable renovation in accordance with preapproved
rules and standards and on the basis that a renovator accepts all responsibilities.
2 In relation to floors we seek to emphasise noise control and reduction behaviours
and provide for standards of approved underlay and sound transmission insulation.
We need to decide whether with floor changes we also wish to impose acoustic
testing and what our response would be if a particular floor fails the test
notwithstanding having followed our imposed standards (i.e. pull it up and start
again!). Items 4 Altair Rules for Renovations 7 Building Works and 5 Altair Control &
Reduction of Noise & Floor Covering will naturally evolve having regard to what
decisions are taken relative to finalising our by-laws.
3 Taking whatever steps we can to protect the Owners Corporation in having rights of
access in circumstances of maintenance and repairs generally; and
4 Modernising and correcting by-laws generally, e.g. in relation to the Developer and
dogs.
Each member put forward their concerns and points on the by-laws.
Agreed to brief Rosemary Hall with a set of by-laws as recommended by the EC
including all comments and ask her to consider and update same generally. (Costs
estimate for the work is $6/8k.)
The ultimate goal is an Altair website and A5 binder detailing by-laws, rules, codes, etc
including:
1. Altair Bylaws
2. Altair Residents Handbook

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3. Altair Emergency Evacuation Information & Procedures (and Emergency
Assembly Area Plan)
4. Altair Rules for Renovations & Building Works
5. Altair Control & Reduction of Transmission of Noise & Floor Covering Guidelines
6. Altair Barbeque Code
7. Altair Licence Agreements
7.1 Storage Cages
7.2 Bicycles
7.3 Motorcycles
8. Altair Residents Apartment Moves and Form
9. Altair Residents Key Access and Form
10. Altair Pet Application and Form
11. Altair Art/pictures in common areas
12. Details of current EC members
Further suggestions of anything else that should be available to all are requested.
The committee asked the Chairman and Secretary to proceed with the proposed
exercise.
It is envisaged that
a) After review by Strata lawyer the by-laws will again be reviewed by the EC.
b) A ‘clean’ set of by-laws will be sent to all owners for written comment by a
deadline.
c) Any comments will then by further reviewed by EC and Strata lawyer and
d) A ‘final’ set of by-laws etc be sent to all owners prior to the AGM
e) For approval at the 2011 AGM (February).
Junk mail
Junk Mail: Currently we do not accept ‘junk mail’. It was agreed to implement an ‘opt in’
system so that residents who want ‘junk mail’ can receive it.
Short term stays
The committee declined to regulate short terms stays such as apartment swaps.
Building Issues
David Stanger gave his Building Manager’s report (attached).
Fire Exit alarms. Now on 3 sec delay. Flashing light at concierge desk. Front door switch
appropriately relocated.
Apartment door keys: Noted that the brand of key that is used for the front doors of
apartments are going out of production. Agreed that the Building Manager should
attempt to secure, by paying in advance, a supply for exclusive ongoing Altair use if
possible.
The meeting finished at 20h30. The next meeting will be held at 19h00 on
Wednesday 15 September 2010.