Dynamic Property Services Pty Ltd Level 5, 162 Goulburn Street Sydney NSW 2010 DX 11643 Downtown Sydney T (02) 9267 6334 F (02) 9267 6337 E dps@pip.com.au ABN 67 002 006 760 The Executive Committee By Email. MINUTES OF A MEETING OF THE EXECUTIVE COMMITTEE OF THE OWNERS OF COMMUNITY ASSOCIATION DP NO. 270336 HELD ON WEDNESDAY 25 MARCH 2009 AT THE NEWINGTON COMMUNITY CENTRE LOCATED ON THE CORNER OF THE AVENUE OF EUROPE AND THE AVENUE OF ASIA AT NEWINGTON VILLAGE. COMMENCING AT 6.31PM. PRESENT: APOLOGIES: IN ATTENDANCE: CHAIRPERSON: David Coop Sanjeev Dheer Jane Lindsay Richard Heather Wei Mo John Blackwell Jerry Xu Paul Meldrum Keith Harrap Peter Gibbs (22 Owens Avenue left at 6.45pm) Lesley Sargent (28 Beaurepaire Avenue left at 7.40pm) Tony Douglas (33 Spitz Avenue left at 7.40pm) Stuart Bourke (32 Beaurepaire Avenue arrived at 7.25pm left at 7.35pm) Jodie Smithson (Dynamic Property Services) Reena Van Aalst (Dynamic Property Services) David Coop 1. MINUTES: RESOLVED that the minutes of the last Executive Committee meeting held on 25 February 2009 be confirmed as a true record and account of the proceedings at that meeting.
2. CHAIRPERSON S REPORT: The Chairperson s Report was tabled and adopted. A vote of thanks was given to all Executive Committee Members for their hard work throughout the last month especially Ms Jane Lindsay and Mr John Blackwell for all the CMS work and Mr Richard Heather for all the landscaping work to ensure that Precinct 1 South s appearance continues to lead the way in Newington. 3. TREASURER S REPORT: The Treasurer s Report was tabled and adopted. 3.1 RESOLVED that the financial statement as presented by the Managing Agent dated 28 February 2009 be adopted. Mr John Gibbs addressed the meeting regarding outstanding levy arrears. It was noted that the Managing Agent will contact Mr John Gibbs Thursday 26 March 2009 to discuss the outstanding levy arrears and fees incurred. 4. CMS APPROVALS: 4.1 RESOLVED that pursuant to By-law 3, 4.1 and 4.3 of the Community Management Statement that consent be granted to the owner of Lot 330 (17 Ottey Avenue) of DP 270336 to install a Satellite dish to the lot as per their application dated 25 February 2009. The Managing Agent was instructed to request that the satellite dish be located on the lower roof at the rear of the property where possible. 4.2 RESOLVED that pursuant to By Laws 3.1, 3.15 and 4.1 of the Community Management Statement that consent be granted to the owners of Lot 330 (17 Ottey Avenue) of DP 270336 to install poly-carbonate roof covering to the existing pergola at the lot as per their application dated 25 February 2009. 4.3 RESOLVED that pursuant to By Laws 3.1, 3.15 and 4.1 of the Community Management Statement that consent be granted to the owners of Lot 330 (17 Ottey Avenue) of DP 270336 to install a pergola structure and poly-carbonate roof covering over the barbeque area at the lot as per their application dated 25 February 2009. 4.4 RESOLVED that pursuant to By Laws 3.1, 3.15 and 4.1 of the Community Management Statement that consent NOT be granted to the owners of Lot 128 (36 Owens Avenue) of DP 270336 to install a pergola / screening structure and poly-carbonate roof covering next to the existing pergola at the lot as per their application dated 20 March 2009. The Managing Agent was instructed to write to the owner of Lot 128 to advise that the roof structure can not be of curved lines due to the Architectural Landscape Standards and that they require the neighbours consent prior to re-submitting this application for approval as they will be able to see the structure from their Lot. 4.5 RESOLVED that pursuant to By-law 27 of the Community Management Statement that consent be granted to the owners of Lot 23 in Strata Plan 71512 (23/1 Owens Avenue) to keep a cat within the lot, subject to the approval of the Strata Scheme. 5. SUB-COMMITTEE REPORT:
5.1 CMS Compliance: 5.1.1 An update on CMS Compliance matters was provided. An updated By-Law Breach spreadsheet was presented by the Sub-Committee and it was noted that a walk around was undertaken in the week ending 20 March 2009. It was RESOLVED that the following by-law breach letters be issued by Dynamic Property Services after consultation with the Sub-Committee: a. All air conditioning units that are visible from outside the lot or that are located on the balcony of the lot. b. Satellite dishes that are visible from outside the lot. c. Urgent garden maintenance required. d. Unauthorised security bars on windows. c. Window coverings in breach of the Architectural Landscape Standards. It was noted that a flyer for garden maintenance and bins visible from outside the property will be investigated. 5.2 Newington Wide (incl Combined Newington Working Group & NNA ) 5.2.1 An update on the Newington Wide matters was provided. It was noted that a Combined Newington Working Group meeting was held on 6 March 2009. At this meeting it was noted that Fanny Blankers-Koen Park in Precinct One South had not yet been handed over from Mirvac to Auburn Council. Hayward Landscaping is currently maintaining this site for Mirvac until such time as it is handed over. Therefore, a sign naming the park cannot be installed by Auburn Council at this stage. It was noted that Auburn Council are continuing to investigate off leash dog park areas in Newington. Findings of this investigation will be reported back to the next Combined Newington Working Group Meeting. It was noted that the NNA Meeting was held on 12 March 2009. It was noted that the NNA have found someone to construct the new web-site on behalf of all the Precincts within Newington which will be paid for by the NNA. The NNA is currently investigating archiving the old web-site with a link from the new web-site to the old web-site in case people wish to look at the old information on the web-site. Each Precinct will be given a log in and will be required to pay for maintenance of the web-site. Clean Up Australia Day was held and there were record numbers in attendance. The NNA are organising another day to be held to clean Haslams Creek on the 23
5.3 Traffic Management: May 2009, however, details will go out on the web-site and previous attendees will be notified by the NNA. 5.3.1 It was RESOLVED that David Coop be appointed to the Newington Traffic Management Committee. 5.3.2 An update on Traffic Management was provided. 5.4 Landscaping: Mr Stuart Bourke and Ms Lesley Sargent addressed the meeting in relation to traffic and parking in this area. It was noted that at times it is extremely difficult to drive down Beaurepaire Avenue due to a number of cars parking on either side of the road and in certain instances the road has been blocked. Mr Stuart Bourke has contacted Auburn Council on numerous occasions regarding this matter, however, it was noted that the Rangers at Auburn Council only work on the weekends of the events until 8.30pm. The Managing Agent advised Mr Stuart Bourke and Ms Lesley Sargent to put their concerns in writing to the Managing Agent, so that the Newington Traffic Sub- Committee can take these matters to the meetings and address these matters with Auburn Council. It was noted that a date for the next Newington Traffic Sub-Committee Meeting had not yet be determined by Auburn Council. Auburn Council has not provided information on parking fines issued in the month of March, however, it was noted at the Combined Newington Working Group Meeting there was a high number of fines issued in Precinct 1 South. Auburn Council is currently monitoring the traffic through the Beaconsfield entrance and it was discussed at length at the Combined Newington Working Group Meeting the proposed 3 tonne limit for Newington. It was noted that this matter has now been referred to the Newington Traffic Sub-Committee and will be placed on the agenda of their next meeting. 5.4.1 An update on the landscaping was provided. It was noted that Mr Richard Heather is meeting with Auburn Council on Thursday 26 March 2009 regarding the maintenance of Auburn Council landscaped areas. It was also noted that Mr Richard Heather has arranged a meeting with Hayward Landscapes and the Chairperson of Precinct 1 North, Mr Mark Gubbins to discuss the shared landscaped areas of Precinct 1 North and Precinct 1 South. 5.4.2 It was RESOLVED that the quotation from Hayward Landscapes dated the 17 March 2009 in the sum of $1,790.00 plus GST for the garden upgrade on Henricks Avenue be accepted.
5.4.3 It was RESOLVED that the quotation from Hayward Landscapes dated the 17 March 2009 in the sum of $1,430.00 plus GST for the garden upgrade between Henricks and Charlton Avenue be accepted. 5.4.4 RESOLVED that the quotation from Hayward Landscapes dated the 17 March 2009 in the sum of $1,170.00 plus GST for the garden upgrade on Roycroft and Joyner Avenue be accepted. 5.5 Security: It was noted that due to the fact that all the above quotations have been accepted the collective sum would be $3,670.00 plus GST rather than $4,390.00 plus GST due to the economies of set scales. 5.5.1 An update on the security was provided. 5.6 MATV: It was noted that the current monitoring rate is at 85%. There was only one incident in the entire month whereby a garage door was left open. The security guards are constantly checking the gate at the entrance of Carnarvon Street on a regular basis. The meeting date with Secom Security and all Newington Security Sub- Committees has not yet been determined. 5.6.1 An update on MATV was provided. It was noted that there has been complaints regarding the MATV throughout March 2009. 6. CORRESPONDENCE: The following correspondence was received and ratified. 6.1 An email from CHU Underwriters dated 17 March 2009 in relation to car accidents or break in enters into motor vehicles whilst on Community Association property. 6.2 Email from John Grady of Mirvac dated 17 March 2009 in relation to the keys to the gate at Carnarvon Street entrance. 6.3 An email from an anonymous resident dated 21 March 2009 regarding special event parking. The Managing Agent was instructed to respond to this person requesting that they attend the next Executive Committee Meeting to discuss or advise the Executive Committee where in Newington they reside in order for further action to be taken by the Executive Committee and Newington Traffic Sub-Committee. 6.4 Email from the Chairperson of SP 71512 dated 23 March 2009 regarding the cracking and lifting footpath in front of Owens Avenue and Baker Avenue. It was noted that the Managing Agent has advised Auburn Council regarding this matter.
7. NEXT MEETING: RESOLVED that the next Executive Committee meeting of the Community Association be held on Wednesday 22 April 2009 at 6.30pm. The Managing Agent was instructed to include a motion on the Executive Committee Meeting agenda regarding matters arising from the previous Executive Committee Meeting. The Managing Agent was also requested to issue the draft agenda on the Wednesday prior to the Executive Committee Meeting and the final agenda on the Thursday prior to the Executive Committee Meeting. CLOSURE: There being no further business the Chairperson declared the meeting closed at 8.07pm. CHAIRPERSON DATE