MINUTES OF THE OAK LANE BOARD OF DIRECTORS MEETING HELD AT OAK LANE 670, WOLFGANG HARTWIG ON SATURDAY, THE 22 ND of OCTOBER 2011 AT 11H00

Transcription

1 MINUTES OF THE OAK LANE BOARD OF DIRECTORS MEETING HELD AT OAK LANE 670, WOLFGANG HARTWIG ON SATURDAY, THE 22 ND of OCTOBER 2011 AT 11H00 PRESENT APOLOGIES ABSENT Nick van Noordwyk Chairman Ashley Cameron Mike Kilbride August Zerwick Wolfgang Hartwig Greg Horn In Attendance Noelien Mills In Attendance AC MK AZ WH Thys Ellis Paul van Ryneveld Marelize Howard Guy Pansegrouw Neil Schalkwyk 1. WELCOME & ATTENDANCE REGISTER Action The chairman, Nick van Noordwyk, welcomed all members present, and especially Ashley Cameron as this was his first meeting as a Director. 2. APOLOGIES Apologies received from: Thys Ellis, Paul van Ryneveld, Marelize Howard, Guy Pansgrouw and Neil Schalkwyk. 3. APPROVAL OF MINUTES OF MEETING HELD ON 16 July 2011 Approval of Minutes will stand over till the next meeting. 4. MATTERS ARISING FROM PREVIOUS MINUTES None. 5. CONFIRMATION OF AGENDA 6.3 Appointment of Estate Manager added to Agenda 12.1 Website added to the Agenda. Agenda Confirmed. 6. STATUTORY MATTERS 6.1 Appointment of Trustees / Directors - The ID documents and proof of residence for Mike Kilbride and Ashley Cameron is needed in order to get them registered at CIPRO. 6.2 Appointment of Management Committee The appointment of the Management is a procedural appointment. Four names were nominated as members of this committee at the AGM. The committee members are Thys Ellis, Paul van Ryneveld, Wolfgang Hartwig and August Zerwick.

2 6.3 Appointment of Estate Manager The appointment of the Estate Manager, Greg Horn in accordance with the Occupational Health and Safety Act needs to be completed. GMP indicated that he will assist with the matter but as he is not present at the meeting no feedback can be given. Mike Kilbride requested that it be minuted that he will not accept any responsibility or liability as a Director for the fact that the required legal appointments to comply with the OSHACT are not yet finalised. He emphasised that this matter is taking too long to be finalised. Different scenarios in the estate need to be identified, as there are residential areas and demarcated areas where future construction will take place. Responsibilities of the Estate, Developer and Builders need to be clarified. The Estate Manager will need to accept his appointment. Currently the Chairman will be held responsible for what happens on the Estate. It is important that various roles and accountability be defined. A map with different areas to be compiled, to get a Job Description, an appointment and contract. Key areas to be identified for the contract. Areas need to be ring fenced, like access control and undeveloped areas. The meeting agrees as follows: - A Service Provider to be appointed to assist in the implementation of the Occupational Health and Safety Act in the Estate. - August Zerwick, as a Specialist in the field to assist in getting a Service Provider so that quotes can be obtained. - A contract for the Estate Manager will come out of this. - to see if he can get a contract from another Estate. - The current contract to be forwarded to all so that they can add on then forward to for comment. The remuneration to be added. AZ 7. FINANCE 7.1 Approval of Accounts for payment/review of Creditors - None. 7.2 Management Accounts as at 31 August 2011 explains the management accounts to the meeting. - The current account has a balance of R and the investment account a balance of R As at 31 August the outstanding customer balance is R The amount is mostly made up of current balances. - A new pump was purchased to the amount of R , which increased expenditure but will come from the reserve funds where sufficient funds are available. 7.3 Levy Status and Pending Legal Action Oak Lane 723 Leon Booysen Mr Booysen paid several amounts since the last meeting and the balance of the account is R Oak Lane 728 FJ Booysen He is keeping to the agreement on the arrears amount and will be paying the last amounts by the end of 2011.

3 The following units have been requested to make payments on there arrear accounts but no response was received. 685 A van Vuuren 687 Senshure Financial Services 690 Chad Wentzel The meeting agrees that these accounts be handed over to the attorney for recovery. 7.4 Fishing and Nature Reserve Annual Levy Levies renewable from 1 November Levy Invoices were distributed and some units have already paid. will distribute the new permits. Unit 662 requested 7 additional remotes after the initial request for 7 remotes. Although the remotes will be paid for by the client, the question is then asked whether this account is still a syndicate or rather a guest house in accordance with the Fishing and Nature Reserve levies. The committee agree that a letter be forwarded to the owner asking for an explanation on this unusual request and then action will be taken on what feedback is received. / 8. LEGAL Legal Matters - OL 693: A letter was received from the owners of 693 with regard to the penalty levies that have been implemented since July reads the letter as received from their attorney on the 2 year building period which was not adhered to. They indicate that they had to wait for building plans etc and could therefore not build. They have however not started any processes for building. - The meeting agrees that a two (2) month concession on the penalty levy can be granted to 693 in exchange for delays that might have occurred. - The letter to be drafted by, but signed by AC from the OLHOA. / AC - 741/738: No information on what is happening /Developer: Documents at judge for decision. 9. DAMS AND FACILITIES 9.1 Dams Committee feedback - Stocking was done before the Fly Fishing Event that took place in August. - The bailiff is working over weekends and no problems are experienced. - The benches were received and make a big difference to the dam area. 10. GARDENS AND ESTATE MANAGEMENT The Estate Manager, Greg Horn submitted the monthly report to the meeting. - The entrance gate had a problem with the guide, but it was reset and fixed. - The gate was slightly bent, and the top bracket broken, but this was realigned on 21 October. - The security eye for the auto stop is not working. The meeting

4 agrees that this eye should work and should see to this as soon as possible. - The pump at sump 2 were replaced with a new one. There is however no protection on the pumps. A possible amount of R x 3 was mentioned by the electrician, and it was agreed that will get a quote for this. - The connection at pump 2 however stays a problem. It is agreed that somebody form outside should come and check the problem and make suggestions on how to repair this. should do this as a matter of urgency. - The smell at 670 to be sorted out as soon as possible by sealing the lid. - At the front entrance garden the trees to be removed from the pavement. The grass to be cut at the entrance and remove the wire lying on the pavement. - Tampering to the motor occur from time to time. to get a quote for a steel box to lock the motor. - The weeds growing on stand 738 is unacceptable. All owners need to comply with the minimum standard of how gardens should be maintained. to get in contact with the owner on this matter. - Bongani, the bailiff also assists people who don t know how to fly fish. - AZ informed the meeting that the driving through the oak trees is breaking the paving around the trees. The meeting will go and have a look and decide what can be done. 11. SECURITY AND ACCESS CONTROL Guard House - The store room/ablution facility that was proposed at the previous next to 670 is not acceptable. - It was agreed that guardhouse should be build at the entrance to the estate. There is reserve money available for this. - It was proposed that get a quote for a portable guardhouse to submit to the committee. The electrical board at the entrance to be kept open. 12. PUBLIC RELATIONS 12.1 Website - The website is a brilliant idea, but should be kept updated. - Owners should register in order to properly make use of the website. - It must be promoted to the owners. On the next levy invoices owners will be informed of the website address. DDD The Drive Dullstroom Destiny initiative was joined and contributions are made on a monthly basis. 13. SECRETARIAL AND CORRESPONDENCE None. 14. GENERAL Progress in Estate OL 710: The matter of the wall was resolved and the stand was sold and is in process of being transferred to the new owner. OL 718: A second building plan was drafted and submitted for approval

5 15. CLOSE at the municipality. Mr Maritz has not responded to the 2 nd quote and the stand is now for sale. OL 721: The stand has been sold. Plans were drafted and building will start in January OL 692: The stand has been sold. Building will start as soon as the plans are approved. OL 733/734: Spec Houses to be build on these stands. OL 689: Guest House with 6 rooms is a possibility. Three builders is available that can be used. Accountability of Directors and Members During discussions in the meeting it was mentioned that Directors should be accountable for what is happening in the Estate. Meetings should be attended and where committees are established to do something specific it should be completed and not just be left, as some committees did not do what they were supposed to do. AZ indicated that maybe persons are not performing, because they are not remunerated for it. Maybe the committee should look at something such as free levies for example to get the to buy into the company. The Memorandum of Articles makes provision for certain remunerations. The matter to be taken up further. thanked all members for their attendance. The next meeting is as follows: 11 February 2011 at 11h00. The meeting adjourned at 13h45. Signed : Date :