Property Information 1109/37 Symonds Street, CBD
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Property Information
1109/37 Symonds Street, CBD
Document included:
1. Flyers
2. Certificate of Title
3. Pre Contract Disclosure Statement
4. Body Corp Information
5. Auction Agreement
Statement of passing over information - This information has been supplied by the vendor or the Vendor's agents. Accordingly City
Realty Limited Licensed (REAA2008) is merely passing over the information as supplied to us by the vendor or the vendor's agents.
We cannot guarantee its accuracy and reliability as we have not checked, audited, or reviewed the information and all intending
purchasers are advised to conduct their own due diligence investigation into the same. To the maximum extent permitted by law City
Realty Limited Licensed (REA2008) does not accept any responsibility to any person for the accuracy of the information herein.
1
2 3
Auction
1109/37 Symonds Street, Auckland Central 2 A1F
Forte Apartments are a fantastic purpose built Auction Howard Sidnam
development on a strategic corner site in the heart of the 12:30pm, Thursday 12 August 021 973 389
Auckland student sector. Everything is at your disposal. In rooms 2 Lorne Street (Unless howard.sidnam@raywhite.com
It's the perfect investment or first home buyer choice. Sold Prior)
George Erdos
There are great open aspects, natural light and a handy
View 021 959 331
sized covered deck. The high floor and central location
Saturday 12:00-12:30pm george.erdos@raywhite.com
make this apartment a great entry level investment into
the Auckland market.
Sharon Lee 李敏儀
Offered with vacant possession, move in next week. 027 443 1368
rwparnell.co.nz/PNL22296 sharon.l@raywhite.com
City Realty Limited Licensed (REAA 2008)
1109/37 Symonds Street, Auckland Central
Legal Description Unit 1109 Deposited Plan 356438
Record Of Title 230117 - Stratum in Freehold
Rateable Value $460,000 (2017)
Rates $1,497.74 per annum
Building Area 46 sqm (more or less)
Bedrooms Two
Bathrooms One
Body Corp Levy $5,318.57 (1 April 2021 - 31 March 2022)
1 2
3 4
A full information pack is available upon request. Contents of this information sheet do not form part of the contract for sale and purchase. While care has been taken in preparation of this
information, no responsibility is accepted for the accuracy of the whole or any part and interested parties should make their own enquiries to satisfy themselves in every respect.
rwparnell.co.nz/PNL22296
City Realty Limited Licensed (REAA 2008)
Certificate of Title 7
RECORD OF TITLE
UNDER LAND TRANSFER ACT 2017
UNIT TITLE
Search Copy
Identifier 230117
Land Registration District North Auckland
Date Issued 03 November 2005
Prior References Supplementary Record Sheet
NA64C/603 254934
Estate Stratum in Freehold
Legal Description Unit 1109 Deposited Plan 356438
Registered Owners
Yau Kuan Hee and Xuan-Nga Tu
The above estates are subject to the reservations, restrictions, encumbrances, liens and interests noted below and on
the relevant unit plan and supplementary record sheet
Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 1 of 22
Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 2 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 3 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 4 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 5 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 6 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 7 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 8 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 9 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 10 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 11 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 12 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 13 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 14 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 15 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 16 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 17 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 18 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 19 of 22 Client Reference rhughes003 Register Only
Identifier 230117 Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 20 of 22 Client Reference rhughes003 Register Only
Identifier 230117
SUPPLEMENTARY RECORD SHEET
UNDER UNIT TITLES ACT 1972
Search Copy
Identifier 254934
Land Registration District North Auckland
Date Issued 03 November 2005
Plan Number DP 356438
Subdivision of
Lot 2 Deposited Plan 114029
Prior References
NA64C/603
Unit Titles Issued
230014 230015 230016 230017
230018 230019 230020 230021
230022 230023 230024 230025
230026 230027 230028 230029
230030 230031 230032 230033
230034 230035 230036 230037
230038 230039 230040 230041
230042 230043 230044 230045
230046 230047 230048 230049
230050 230051 230052 230053
230054 230055 230056 230057
230058 230059 230060 230061
230062 230063 230064 230065
230066 230067 230068 230069
230070 230071 230072 230073
230074 230075 230076 230077
230078 230079 230080 230081
230082 230083 230084 230085
230086 230087 230088 230089
230090 230091 230092 230093
230094 230095 230096 230097
230098 230099 230100 230101
230102 230103 230104 230105
230106 230107 230108 230109
230110 230111 230112 230113
230114 230115 230116 230117
230118 230119 230120 230121
230122 230123 230124 230125
230126 230127 230128 230129
230130 230131 230132 230133
230134 230135 230136 230137
Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 21 of 22
Client Reference rhughes003 Register OnlyIdentifier 230117
Unit Titles Issued
230138 230139 230140 230141
230142 230143 230144 230145
230146 230147 230148 230149
230150 230151 230152
Interests
OWNERSHIP OF COMMON PROPERTY
Pursuant to Section 47 Unit Titles Act 2010 -
(a) the body corporate owns the common property and
(b) the owners of all the units are beneficially entitled to the common property as tenants in common in shares
proportional to the ownership interest (or proposed ownership interest) in respect of their respective units.
The above memorial has been added to Supplementary Record Sheets issued under the Unit Titles Act 1972 to give effect
to Section 47 of the Unit Titles Act 2010.
Subject to a drainage right over part created by Transfer B731177.4 - 21.9.1987 at 9.29 am
Appurtenant hereto is a right to light and air created by Transfer 6050799.2 - 22.6.2004 at 9:00 am
Appurtenant hereto is a right to use crane in airspace above land buildings and other improvements and right to erect
protection structure in airspace created by Easement Instrument 6050799.3 - 22.6.2004 at 9:00 am
6122960.1 Variation of the conditions of the easement created by Easement Instrument 6050799.3 - 23.8.2004 at 9:00 am
Subject to a right to use a weathervane and crane in airspace above land buildings and other improvements and a right to
erect protection structure in airspace created by Easement Instrument 6125589.1 - 25.8.2004 at 9:00 am
Appurtenant hereto is a right to light and air easement created by Easement Instrument 6140417.1 - 7.9.2004 at 9:00 am
6633015.2 Consent Notice pursuant to Section 221 Resource Management Act 1991 - 3.11.2005 at 9:00 am
Appurtenant hereto is a right to convey gas easement created by Easement Instrument 6633015.3 - 3.11.2005 at 9:00 am
6657704.1 Change of rules of the Body Corporate - 22.11.2005 at 9:00 am
9561531.1 Notice of change of body corporate operational rules pursuant to Section 106 Unit Titles Act 2010 - 4.11.2013
at 12:27 pm
Transaction ID 64561197 Search Copy Dated 04/05/21 12:45 pm, Page 22 of 22
Client Reference rhughes003 Register OnlyPre Contract Disclosure Statement 7
PRE-CONTRACT DISCLOSURE STATEMENT
Section 146 Unit Titles Act 2010
UNIT PLAN: 356438
BODY CORPORATE NUMBER: 356438
UNIT NUMBER: 1109
Pre-contract disclosure statement
1. The pre-contract disclosure statement is provided to prospective buyers of the property in
accordance with section 146(1) of the Unit Titles Act 2010 ("the Act").
General Information
2. Unit Title Property Ownership
A unit title (sometimes called a strata title) is a special form of ownership governed by the Unit Titles
Act 201O and the Unit Titles Regulations 2011. All owners of units within the unit title development
become members of the body corporate, which deals with issues in which the properties have a
common interest.
Unit Plan
This is a plan of the unit title development registered with Land Information New Zealand. A copy is
attached to the identifier, also called a certificate of title ("Identifier") which is annexed to this statement.
Ownership and Utility Interests
This sets out this unit's share in the body corporate's operating costs. The current ownership interest
for this unit is 962 / 100000.
Body Corporate Operational Rules
All owners and occupiers of a unit in the unit title development are bound by the operational rules
(copy attach).
Pre-Settlement Disclosure
The seller or its authorised agent must provide you with a pre-disclosure statement no later than five
working days before the settlement date in accordance with section 147 of the Act.
Additional Disclosure
A buyer may request additional disclosure in accordance with paragraph 9 below and in accordance
with section 148 of the Act.
Computer Register
This is the Identifier which relates to the unit, being 230117 North Auckland Land Registry.
Land Information Memorandum
This is a report containing information about the property held in the local council's records and
obtained from council under the Local Government Official Information and Meetings Amendment (No.
2) Act 1991.
Easements and Covenants
The Identifier to the unit is subject to the easements and covenants (if any) detailed on the Identifier
attached.
3. Further information about the matters set out above can be obtained from the body corporate
manager, Land Information New Zealand, local council or your solicitor.
31327923:COMPROP000Page 2
Information about the unit
4. Toe amount of the contribution levied by the body corporate under section 121 of the Act in
respect of the unit is $5,318.57 (to be confirmed at the next AGM).
5. The period covered by the contribution in paragraph 4 is 1st April 2021 to 31•1 March 2022.
6. The body corporate proposes to levy $5,318.57 under section 121 of the Act in the next 12
months (to be confirmed at the next AGM).
7. The body corporate proposes to carry out the following maintenance on the unit title
development in the next 12 months: Ongoing Repairs & Maintenance.
8. The body corporate has the following accounts:
ASB Cheque Account $40,54 3
ASB Saver - LTMP Fund $385,594
9. Under section 148 of the Act, a buyer may request an additional disclosure statement before
the settlement of an agreement for sale and purchase of a unit. The buyer must pay the
seller all reasonable costs incurred by the seller in providing the additional disclosure
statement. The estimated cost of providing an additional disclosure statement is $750 +gst.
10 . The unit or the common property Is not current, and has never been,the subject of a claim
under the Weathertight Homes Resolution Services Act 2006.
k-.. . . . .
Date: \ ,;- \ 7 \ 2021
SIGNED by �--rtrnA-r-1'6- fl.A )
as seller of Unit 1109 by its ) Owner I Director (s)
owner/director 1.�.\f.�M.-:l.. �§n the )
presence of:-� S-Te>°Hf'!1'-' IC:: �AfJ N 4 �) T
�
LA
Witness sign ature
Witness full name
Witness occupation
Wrtness address
CHARTA MANAGE E LIMITED
Level 8, AIG Building, 41 S ortland Street
p O Box 99 397, Newmarke t
Auckland 1149
Phone 09 303 4926 Fax 09 303 4571
BODY CORPORATE NUMBER 356438 NORTH AUCKLAND LAND REGIST�Y � �:e:/�iJ���::
ela
Street, Auckland for the purposes of Section 146(1) of the Unit Titles Act 201 O (the �ct ure Statement
the information In respect of Unit 1109 on Unit Plan 356438 In the foregoing Pre-con rac\ �isclos
attached Is correct
31327023 COMPROPOOOBody Corp Information
2020 AGM
2019 AGM
2018 AGM
Body Corp RulesBODY CORPORATE No: 356438
BODY CORPORATE AT: 37 Symonds Street, Auckland City
Annual General Meeting
Held at the offices of Charta Management Limited at the Common Room of Forte
Apartments, 37 Symonds St, Auckland Central, 1010, on
Wednesday 4th November 2020 commencing at 6pm
MINUTES
1. Attendance/Proxies:
28 October 2020:
A total of 32 owners were represented at the original meeting date. Therefor no quorum was reached
and the meeting was adjourned to the same time and place the week following.
4 November 2020:
Anton Jacobs Charta Proxies = 10
Andre Conradie Owner 206 Proxies = 2
Maria Cooper Owner 1406 Proxies = 1
Janice Chan Owner 804
Liakat Ismail Owner G01, G02, G03, G04, G05 1307
Geena Han Owner 906
Bevan Ngan Owner 602
Jasmin Singh Proxy from Owner of 901
Postal Votes received (approving all resolutions and option 11A): Owners 104, 301, 304, 602, 605,
1008.
Postal Votes received (approving all resolutions and option 11B): Owner 902.
Postal Votes received (approving all resolutions and abstaining on resolution 11: Owner 706.
Total attendance by proxy, postal vote or in person: 32. Per the Unit Titles Act the owners present at a
reconvened AGM constitute a quorum.
2. Appointment of Chairperson
The following person have been appropriately nominated as the Chairperson, and have consented
to that nomination.
Maria Cooper (Owner of Unit 1406) has been nominated and accepted a nomination to stand as
Chairperson.
Mr. Conradie moved to appoint Maria Cooper as Chairperson and Mr. Ismail seconded the motion.
Voting: Unanimous for appointment of Maria Cooper as Chairperson.
RESOLUTION 1 – APPOINTMENT OF CHAIRPERSON
The Body Corporate resolve, by ordinary resolution that Maria Cooper be elected to the position of
Chairperson.
CHARTA MANAGEMENT LIMITED3. Minutes of previous meeting
Some discussion followed on the matters arising from the minutes of the previous meeting.
Mrs. Cooper moved to accept the minutes and Mr. Conradie seconded the motion.
Voting: Unanimous
RESOLUTION 2 – AGM MINUTES
It is resolved unanimously, by ordinary resolution, that the minutes of the AGM held
Wednesday 29th of May 2019 be accepted and approved as a correct record of that AGM.
4. Financial Statements & Audit for the year ended 30 November 2019
The audited Annual Accounts for the year ending 30 November 2019 were presented to the
meeting. Mr. Jacobs noted the lateness of the approval of the Financial Statements being one of
the main reasons for Mr. Conradie and the Body Corporate Committee recommending the change
of the financial year to 31 March each year. This would allow completion of the audit of the
financials and convening an AGM in a reasonable timeframe rather than have the delay over
December and January. Mr. Jacobs also noted this year being unusual due to the Covid lockdown
disruptions contributing to the lateness of this AGM.
Mr. Jacobs explained that the practical implications of changing the year end on the levies would
be that the next levy approved at this meeting would be for a 4-month period from 1 December
2020 to 31 March 2021. Thereafter the levies would be charged based on a 12-month period from
1 April 2021 to 31 March 2022. Mr. Jacobs noted that the next set of financial statements
completed would be for the 12-month period ending 30 November 2020 and then a set of financial
statements for the 4-month period ending 31 March 2021 would be prepared.
Mr. Conradie asked if financials could be passed to the Auditor by the second week of December to
allow for a quick turnaround for the purpose of having the next AGM before 31 March 2021. Mr.
Jacobs confirmed that it would be challenging but possible and that he would liaise with the Auditor
regarding this.
Mr. Jacobs highlighted the change in the expense for General Maintenance in the Financial
Statements from $98,470 (November 2018) down to $17,100 (November 2019), being due to the
repairs done to the Riser shafts in the 2018 year in accordance with that expense being budgeted
and paid for.
Mr. Jacobs noted that of the $89,636 of levies outstanding as at 30 November 2019 only $153
remains unpaid at the date of this meeting.
CHARTA MANAGEMENT LIMITEDMr. Jacobs noted that the roller door motor, a couple of the Rinnai water heaters, and the water
supply UV light filter was replaced as part of the Long-term maintenance expenditure during the
November 2019 financial year.
Mr. Conradie raised the matter of charging interest on overdue levies. He noted that the Auditor is
of the opinion that the Body Corporate is dictated by the Unit Titles Act in that we have to charge
interest on overdue levies and that Charta’s opinion is that the Act allows interest to be charged at
up to 10% per annum. Mr. Conradie also noted that the debt recovery process and mechanisms of
charging interest and penalties should be written into the Body Corporate Rules to ensure owners
are fully informed and the Body Corporate Manager has clear rules to apply in recovering debt.
Mr. Ismail asked how the recovery of water rates are administrated. Mr. Jacobs explained that the
invoicing and recovery of water usage charges have now been migrated to the Xero accounting
system which makes the administration of these charges much easier. Some discussion followed
on the method of invoicing, which information is included on the invoices being sent out, how often
these invoices are generated and the payment due dates.
Mr. Conradie moved to accept the financials and Mr. Ismail seconded the motion.
Mr. Conradie noted his support for re-appointing the external Auditor as his fees are reasonable
and services appropriate for the Body Corporate. He noted that the Auditor added value to the
audit by meeting with him to discuss possible improvements to perceived risks, demonstrating his
interest in improving proper governance of the Body Corporate.
Mrs. Cooper moved to accept the appointment of the Auditors and Mr. Conradie seconded the
motion.
Voting Resolution 3: Unanimous
Voting Resolution 4: Unanimous
RESOLUTION 3 – APPROVAL OF 2019 FINANCIAL STATEMENTS
It is unanimously resolved, by ordinary resolution that the November 2019 audited accounts
are approved.
RESOLUTION 4 – APPOINTMENT OF AUDITORS
It is unanimously resolved, by ordinary resolution, that Auckland Chartered Accountants be re-
appointed as auditors for the Body Corporate.
5. Body Corporate Levies & Budget
The Budget as proposed were discussed in detail.
CHARTA MANAGEMENT LIMITEDMr. Jacobs explained that the Budget for the November 2020 financial year would be accurate due
to the delay in the meeting being held. He also noted that a Budget for the 4-months period from
1 December 2020 to 31 March 2021 are presented for approval at this meeting.
Mr. Jacobs highlighted the increase in insurance cost due to the increase in the Earthquake levy
and Fire Services levy imposed by the Government. Some discussion followed on the challenge in
obtaining decent comparative quotes for building insurance due to some claims that occurred over
the last few years, particularly around water leaks. Mr. Hitchcock noted that a few years of no
claims would enable us to obtain more competitive pricing on the insurance.
Mr. Jacobs noted that the Budget for the 4 months has been done on a basis of 4/12 months for
the full year forecast for the next year.
Mr. Jacobs highlighted the inclusion of an additional $75k in the budget towards the cost of
replacement of the lifts in the building. Mr. Conradie noted that this has not been included in the
Long-term maintenance plan before. Mr. Hitchcock noted that we may review the replacement of
the lifts through the current supplier who is Schindler Lifts. He also noted that all options would be
investigated which may include changing the maintenance supplier who could prolong the life of
the lifts and improve service levels. Mr. Ismail noted that lift breakdowns may be caused by
overloading when residents move in or out. Mr. Hitchcock noted that this may be hard to manage
and that owners should contact us immediately if they observe instances of misuse of the lifts or
any other matters.
Mr. Jacobs noted the Contingency budget item of $20k being available to the allow the Committee
to approve unexpected cost items that is not otherwise included in the budget.
Mr. Conradie moved to approve the budget for the period from 1/12/2019 to 30/11/2020 and Mr.
Ismail seconded the motion.
Mrs. Cooper moved to amend the financial year end for the Body Corporate to 31 March each year
and Mr. Conradie seconded the motion.
Mrs. Cooper moved to approve the budget for the period from 1/12/2020 to 31/03/2021 and Mr.
Ismail seconded the motion.
Voting: Unanimous on all three resolutions.
RESOLUTION 5 – APPROVAL OF BUDGET
It is unanimously resolved, by ordinary resolution, that the Annual Budget and levies for the
period 1/12/2019 to 30/11/2020 totaling $563,029.04 be approved.
CHARTA MANAGEMENT LIMITEDRESOLUTION 6 – AMMENDMENT OF FINANCIAL YEAR END
It is unanimously resolved, by special resolution, that the Financial Year End of the Body
Corporate be changed from November to March, and that the next Financial Year following 30
November 2020 be 31 March 2021.
RESOLUTION 7 – APPROVAL OF BUDGET
It is unanimously resolved, by ordinary resolution, that the Annual Budget and levies for the
period 1/12/2020 to 31/03/2021 totaling $183,288.80 be approved.
6. Long Term Maintenance Plan (LONG-TERM MAINTENANCE PLAN)
Mr. Jacobs noted the position of the Auditor with regards to funding of the Long-term Maintenance
Plan is that he believes the LTMP should be funded exactly as per the adopted plan. Mr. Jacobs
noted that the Body Corporate’s position has been that funding the plan in its entirety would be
incorrect as a large portion of the items noted under the plan formed part of normal ongoing
maintenance that is covered under the operating budget and certain actual costs for the items was
at much lower levels than estimated in the LTMP. Mr. Conradie noted that the Unit Titles Act also
does not require a Body Corporate to fully fund a Long-term Maintenance Plan but only require a
Body Corporate to have a Long-term Maintenance Plan.
Mr. Jacobs expressed his opinion that the LTMP was a very good plan and that the plan itself is
worth keeping. Mr. Conradie noted that we should have the current plan reviewed with a briefing
to the planning company to allow for the items included under ongoing maintenance to be
excluded from the LTMP. Mrs. Cooper noted that a desktop renewal on the current LTMP be
considered by the Body Corporate Committee with detailed instructions regarding items to be
included and excluded from a funding perspective. Mr. Hitchcock agreed that he would obtain a
quote for this from the planning company and report back to the Body Corporate Committee.
Mr. Ismail moved to approve the Long-Term Maintenance Plan and Mrs. Cooper seconded the
motion.
Voting: Unanimous
RESOLUTION 8 – APPROVAL OF LONG-TERM MAINTENANCE PLAN
It is unanimously resolved, by ordinary resolution, that the Long-Term Maintenance Plan be
approved.
7. Body Corporate Administration
The Terms of Delegation and powers of the Committee as included in the notice of meeting were
noted.
CHARTA MANAGEMENT LIMITEDMr. Jacobs advised that the Delegation would be effective until the next Annual Meeting.
Notice of Delegation
Take notice that the Body Corporate Committee of Body Corporate 356438 has authority to
perform all of the duties and exercise all of the powers of the Body Corporate as permitted by
the Unit Titles Act 2010 for the purposes of operating the Body Corporate.
That the Committee is not empowered to do anything that is not a power able to be delegated
under the Unit Titles Act 2010 or is required to be carried out by the Chairman. The Body
Corporate Committee does not have the power to:
Expend funds from the Long Term Maintenance Fund other than what is approved in
the Long Term Maintenance Plan
Borrow money
Commit Body Corporate 356438 to expenditures which are not approved by the Body
Corporate in the annual plan and budget and covered by the annual levies.
The term of the delegation shall be for the period starting from the end of this Annual General
Meeting and ends on the commencement of the next Annual General Meeting.
The makeup of the current Body Corporate Committee was discussed. All members of the current
committee are available for re-election except for Andre Conradie who is selling his apartment.
The current Committee members who have agreed to be available for re-election are Maria Cooper,
Barbara McKinney and Liakat Ismail.
Following some discussion, Marcia Marshall, owner of unit 605, were nominated to be elected as a
new member of the Body Corporate Committee.
Mr. Conradie moved to appoint the four owners nominated to serve on the Body Corporate
Committee and Mr. Ngan seconded the motion.
Mrs. Cooper moved to approve the Notice of Delegation and Mr. Ismail seconded the motion.
Voting Resolution 9: Unanimous
Voting Resolution 10: Unanimous
RESOLUTION 9 – BODY CORPORATE COMMITTEE
It is unanimously resolved, by ordinary resolution, that the following owners are re-elected to
the Committee:
Maria Cooper (Chairperson), Barbara McKinney, Marcia Marshall & Liakat Ismail.
CHARTA MANAGEMENT LIMITEDRESOLUTION 10 – BODY CORPORATE COMMITTEE DELEGATION
It is resolved by majority vote, by special resolution, that the Body Corporate so delegate to
the Body Corporate Committee some of its powers and hereby give such written notice.
8. Building Management Contract and Body Corporate Administration Contract
The Building Management and Body Corporate Administration Contract is expiring on 31 March
2021. Mr. Conradie noted that due to the short timeframe to proceed with a tender process it
would be difficult to negotiate the terms and appoint a new manager. A lot of discussion followed
on this and the alternative proposal to negotiate a new contract with Charta Management Limited.
Mr. Hitchcock noted that Charta would continue its duties as Building Manager under the current
terms until a new Building management agreement is finalised even if negotiations extend past the
31 March 2021 expiry date.
Following some more discussion on the matter, Mr. Conradie moved to approve the resolution and
Dr. McKinney seconded the motion that the Body Corporate delegate to the Body Corporate
Committee the power to negotiate in good faith and enter into a new Contract with Charta
Management Limited as per resolution 11A.
Mr. Jacobs noted one postal vote in favour of approving resolution 11B.
Voting Resolution 11A: Approved by majority vote with 1 vote against
Voting Resolution 11B: Not approved, 1 vote in favour.
RESOLUTION 11A - BODY CORPORATE COMMITTEE TO ENTER INTO NEW BUILDING
MANAGEMENT AND ADMINISTRATION CONTRACT WITH CHARTA MANAGEMENT
LIMITED
It is resolved by majority vote, by ordinary resolution, that the Body Corporate so delegate to
the Body Corporate Committee the power to negotiate in good faith and enter into a new
Contract with Charta Management Limited by 31 March 2021.
RESOLUTION 11B - BODY CORPORATE COMMITTEE TO OBTAIN TENDERS AND ENTER
INTO NEW BUILDING MANAGEMENT AND ADMINISTRATION CONTRACT WITH THE
SUCCESSFUL TENDER APPLICANT
The resolution is not approved.
9. CHAIRPERSON HONORARIUM
The compensation of the Body Corporate Chairperson and Body Corporate Committee was
discussed. Mr. Conradie noted that some of the other apartment buildings he owns property in
compensates the Chairperson and Committee members in accordance with the time they spend in
CHARTA MANAGEMENT LIMITEDmanaging the affairs of the Body Corporate and that if the Chairperson is very active, he would
earn a reasonable fee. He suggests that it would encourage the Committee members to be more
actively involved in the management of Forte if they also consider an appropriate compensation
structure.
Following some further discussion on the matter Mr. Conradie proposes that a resolution be
presented to the Owners at the next AGM for an appropriate remuneration structure.
This proposal was briefly discussed by the meeting, with owners expressing their appreciation of
the time and effort spent by Mr. Conradie and the rest of the Committee to perform their tasks on
the Body Corporate Committee.
Me. Singh moved to approve the current resolution to pay an Honorarium of $500 to the
Chairperson and Mr. Ngan seconded the motion.
Voting Resolution 12: Unanimous with Mr. Conradie abstaining from the vote
RESOLUTION 12 – CHAIRPERSON HONORARIUM
It is unanimously resolved, by ordinary resolution, to pay an annual Honorarium of $500 to the
Chairperson of the Body Corporate.
10. General Business
General building issues:
Mr. Jacobs raised the matter of access to the common room and basketball court area. Mr.
Hitchcock explained that we cannot leave the door to the basketball area unlocked as access can be
gained by persons jumping the fence between the basketball area and the property next door.
Mrs. Cooper asked if there is a safety requirement to provide access to the basketball area in case
of a fire evacuation. Mr. Jacobs confirmed that the evacuation area in case of fire is out onto Mount
Street and not out into the basketball court area.
Some discussion followed on the various options to be considered to provide access to the
basketball court area. Mr. Hitchcock noted he would investigate the possibility to provide electronic
tag access as with the other doors in the building and report back to the Body Corporate
Committee.
Mr. Hitchcock updated the meeting on the progress with the replacement of the washing machine
hoses in the building. He explained that some delays in completing the work resulted from Covid
CHARTA MANAGEMENT LIMITEDrestrictions and parts availability but that the work will be completed on a floor-by-floor basis over
the next month or two.
Mr. Hitchcock noted that the replacement of the carpets has been delayed by stock availability at
the supplier but would be completed as soon as it becomes available again.
Mr. Hitchcock noted that the theatre room has been rented on a month by month basis to an
apartment trader who uses it for storage. Mr. Ismail asked if the couches and chairs that was kept
in the theatre room was still there. Mr. Hitchcock noted that some of those were some kept in the
manager’s office and that some are now in the common room.
Mr. Hitchcock noted that we are also reaching out to an external lift maintenance company
regarding the future replacement / maintenance of the lifts.
Mr. Hitchcock noted that owners that need to replace the shower boxes in the apartments can
contact Charta for the details of a contractor who they have used to replace these for a reasonable
price.
Mr. Jacobs noted that we have had a few issues with residents leaving general rubbish inside the
stairwells which is costing the Body Corporate money to have it removed. He noted that this is a
health and safety hazard as it would be in the way during a fire evacuation. Mr. Hitchcock asked
that anyone witnessing this should contact Charta immediately.
Mr. Hitchcock noted that the addition of the security cameras in the lobby has been effective so far
to curb the instances of mail theft. Mr. Hitchcock advised owners to have courier deliveries be done
on a “card-to-call” basis rather than having the deliveries left in the lobby by couriers.
Some discussion followed on the matter of scooters being left in the lobby, outside in front of the
entrance door and even in the corner shop. Mr. Hitchcock noted that scooters are regulated by
Auckland Council and that we have no control over this. Residents are asked that they be careful
with scooters causing a trip hazard. Mr. Ismail noted that there are not enough general parking
spaces or loading zones outside the building either which the Council does not have any intention to
remedy.
Mr. Jacobs noted that Auckland Council sends out notices of inorganic collections every year to
owners of the building even though there is no spaces available for 130 apartments to leave
inorganic rubbish for collection and that the Council has been asked to exclude Forte owners from
that list in future.
CHARTA MANAGEMENT LIMITEDMs. Singh asked if there is a general problem with residents throwing trash off their balconies. Mr.
Hitchcock confirmed that there have been some instances of this occurring but that it is very hard to
control.
Mr. Ismail asked if the gutters are being cleaned regularly. Mr. Jacobs noted that due to the square
design of the downpipes they do get blocked but that we have it being cleaned monthly. He also
noted that the annual building wash is due in December during which time the gutters and balconies
will be cleaned.
Some discussion followed on the ratio of owner occupiers versus rentals and how many are rented
to students. It was noted that because of Covid on the student rental market some vacant
apartments have been hard to rent, but that it was hoped to improve again when universities start
up again in the new year.
There being no further general business the meeting is closed at 7:45pm.
CHARTA MANAGEMENT LIMITEDBODY CORPORATE No: 356438
BODY CORPORATE AT: 37 Symonds Street, Auckland City
Annual General Meeting
Held at the offices of Charta Management Limited at the Common Room of Forte
Apartments, 37 Symonds St, Auckland Central, 1010, on
Wednesday 29th May 2019 commencing at 6pm
MINUTES
1. Attendance/Proxies:
Anton Jacobs Charta Proxies = 16
Andre Conradie Owner 206 Proxies = 4
Janice Chan Owner 804
Barbara McKinney Owner 501
Lance and Annette Dunning Owners 203
Jasmin Singh Proxy from Owner of 901
Postal Votes received (approving all resolutions and option 10B): Owners G01, G02, G03, G04, G05,
103, 104, 304, 1307.
Postal Votes received (approving all resolutions and option 10A): Owner 709.
Postal Votes received (approving all resolutions and option 10B except vote against Resolution 8):
Owner 706.
Total attendance by proxy, postal vote or in person: 36 therefore a quorum is present.
Apologies received from Liakat Ismail, Maria Cooper and the owners who provided proxy appointments
and postal votes.
2. Appointment of Chairperson
The following person have been appropriately nominated as the Chairperson, and have consented
to that nomination.
Andre Conradie (Owner of Unit 206) has been nominated and accepted a nomination to stand as
Chairperson.
Voting: Unanimous for appointment of Andre Conradie as Chairperson.
RESOLUTION 1 – APPOINTMENT OF CHAIRPERSON
The Body Corporate resolve, by ordinary resolution that Andre Conradie be elected to the position
of Chairperson.
3. Minutes of previous meeting
Some discussion followed on the matters arising from the minutes of the previous meeting.
Mr. Conradie noted that the LTMP funding was reviewed by Charta and the Body Corporate
Committee on which there will be further feedback later in the meeting.
CHARTA MANAGEMENT LIMITED Mr. Jacobs confirmed that the billing cycle of water usage has been changed to correspond
to the cycle of billing by Watercare to allow for better comparison of usage billed versus
payments to Watercare.
Mr. Jacobs noted that a notice was sent to residents addressing smoking behavior and other
matters following the AGM.
Mr. Conradie noted that the Body Corporate Committee would be reviewing the Body
Corporate Rules for Forte apartments in the coming year to address some of the general
behavior issues of residents.
Mr. Conradie also noted that the Body Corporate Building Management Contract was
finalized following the AGM.
Mr. Conradie moved to accept the minutes and Dr. McKinney seconded the motion.
Voting: Unanimous
RESOLUTION 2 – AGM MINUTES
It is resolved unanimously, by ordinary resolution, that the minutes of the AGM held
Wednesday 22nd of August 2018 be accepted and approved as a correct record of that AGM.
4. Financial Statements & Audit for the year ended 30 November 2018
The audited Annual Accounts for the year ending 30 November 2018 were presented to the
meeting. Mr. Conradie asked for any questions relating to the accounts.
Mr. Jacobs noted the drop in the building management fee from $100,071 to $75,524 in
accordance with the terms of the new contract. He advised that the reduction in price came into
effect partway through the year and that next year’s total fee would be lower at $65k as noted in
the budget presented.
Mr. Jacobs noted an increase in Cleaning costs from the previous year due to additional work being
done to improve the general standard of appearance for the building. Mrs. Dunning noted that
some of the carpets are in poor condition (referring in particular to the carpets on level 2 where
they own an apartment) as well as the general state of apartments in the building. Mr. Hitchcock
noted that the carpets on all levels will be assessed and replaced where needed, but that the
apartment condition is a matter for review between the property managers and the owners outside
of the AGM.
Mr. Jacobs noted the increase in insurance costs as a result of the increase in the Fire service levy
and Earthquake levy imposed by government. He noted that the material damage cost component
only increased marginally due to the increase in the building valuation for insurance purposes.
CHARTA MANAGEMENT LIMITEDMr. Jacobs explained that the General Maintenance amounts of $40,745 for 2017 and $98,470 for
2018 mainly reflected the expenditure on the riser shafts fire rating work for which the special
levies were raised over the two years. He noted that due to the timing of the work performed
higher costs were recorded in the 2018 financial year than the 2017 financial year even though the
special levy was split evenly over the two years.
Mr. Jacobs noted that of the $50,418 of levies outstanding as at 30 November 2018 only one levy
amount remains unpaid at the date of this meeting. Mr. Conradie requested that this debt be
passed on to a lawyer for collection immediately and that the collection of levies be handled with
more urgency in future. Mr. Hitchcock noted that he joined Charta in the latter part of 2018 and
that his considerable experience in recovery of debt would be reflected in future outstanding debtor
numbers.
Some general discussion followed on the high cost of replacement of keys, locks and access tags
for the building. Mr. Hitchcock noted that fees for the replacement of locks, keys and access tags
are standard and are passed on to owners by Charta after adding a 15% service fee. He noted
that the largest cost relating to replacement of locks are when it attracts an after-hours fee. The
need to ensure requests for unlocking apartments where keys are lost of left in the apartment are
from valid occupants were discussed, noting that where requests come from tenants that are not
managed by Charta, we have to first obtain confirmation of their identity from the property
manager or owner before we can assist with such a request for security reasons.
Mrs. Dunning noted her concerns on security matters at the building, referring to the time when
the front door access system was out of service. During this time the door opened without the
need to swipe an access key tag. Mr. Jacobs noted that the repairs were done to correct this and
that access to floors in the building would still require further tag access when getting into the lift.
Mr. Hitchcock also noted that there has been vandalism of the mailboxes with mail being stolen
which had to be repaired. Following that we installed additional security cameras to point to the
mailboxes to deter future damage and enable us to identify the persons involved.
Mr. Conradie moved to accept the financials and Mr. Dunning seconded the motion.
Mr. Conradie noted his support for re-appointing the external Auditor as his fees are reasonable
and services appropriate for the Body Corporate. He noted that the Auditor added value to the
audit by meeting with him to discuss possible improvements to perceived risks, demonstrating his
interest in improving proper governance of the Body Corporate. The issues noted by the Auditor
during this meeting included:
CHARTA MANAGEMENT LIMITED Encouraging the Body Corporate Committee to be more involved in the administrative
affairs of the Body Corporate
Noted risks around opportunities to mismanage financial affairs (noting that no instance of
this occurring was found during his investigations)
Noted that the building is not listed on the earthquake prone list, but that these risks
should be considered even if the building is not earthquake prone
Dr. McKinney noted the Body Corporate Committee involvement in decision making on larger
expenditure as reported by Mr. Jacobs for discussion at Committee meetings. Mr. Conradie also
noted that getting involved in the approval of all general expenditure within the budget would
require much more time than what he would be able to commit to.
Mr. Jacobs noted the change in accounting programs for the Body Corporate accounts (now
running on the Xero platform) and suggested copying the Chairman on invoices loaded for payment
onto the Xero accounting system which would allow review of payments prior to them being
processed as one method of actively involving the committee in the financial affairs of the Body
Corporate.
Following some further discussion on the matter Mr. Conradie advised that the Committee would
be reviewing the Auditor recommendations at the next Committee meeting.
Mr. Dunning moved to accept the appointment of the Auditors and Dr. McKinney seconded the
motion.
Voting Resolution 3: Unanimous
Voting Resolution 4: Unanimous
RESOLUTION 3 – APPROVAL OF 2018 FINANCIAL STATEMENTS
It is unanimously resolved, by ordinary resolution that the November 2018 audited accounts
are approved.
RESOLUTION 4 – APPOINTMENT OF AUDITORS
It is unanimously resolved, by ordinary resolution, that Auckland Chartered Accountants be re-
appointed as auditors for the Body Corporate.
5. Body Corporate Levies & Budget
The Budget as proposed were discussed in detail.
CHARTA MANAGEMENT LIMITEDMr. Jacobs highlighted the increase in insurance cost due to the increase in the Earthquake levy
and Fire Services levy imposed by the Government and also noted that no insurance valuation
would be needed for this financial year.
Mr. Jacobs noted the saving on power cost due to lower usage and discounted rates.
Mr. Jacobs highlighted the inclusion of an additional $20k in the budget under Repairs and
Maintenance to allow for a bulk upgrade of washing machine hoses in the building. Mr. Hitchcock
explained to the meeting the background behind the item, noting the pro-active replacement could
reduce the risk of more water leaks resulting from ageing hoses. Some discussion followed on the
matter and Mr. Conradie noted that he is in favour of the replacement being done on a bulk basis
through the Body Corporate as it is a risk to the building in general and a discounted price is
available for doing it in one go. He also asked that the item be included in future Long-Term
Maintenance plans to be replaced every 10 years.
Mr. Jacobs noted the Contingency budget item of $20k being available to the allow the Committee
to approve unexpected cost items that is not otherwise included in the budget.
Mr. Jacobs noted that the $75,000 included as a contribution towards the Long-Term Maintenance
Fund, is the average amount of spend over the next 7 years after reviewing the expenditure that
relate only to items of a Long-Term Maintenance nature. He explained that the Long-Term
Maintenance Plan included a lot of expenditure of a general maintenance and cleaning nature that
was included under the normal operating budget expenditure. The review of the costs of the Long-
Term Maintenance plan was completed with the Body Corporate Committee last year December.
Mr. Jacobs noted the decrease of 8.3% in the total budget from the previous year’s budget.
Dr. McKinney moved to approve the budget and Mr. Dunning seconded the motion.
Voting: Unanimous
RESOLUTION 5 – APPROVAL OF BUDGET
It is unanimously resolved, by ordinary resolution, that the Annual Budget and levies for the
period 1/12/2018 to 30/11/2019 totaling $460,333.14 be approved.
6. Long Term Maintenance Plan (LONG-TERM MAINTENANCE PLAN)
Mr. Jacobs noted again that the Long-Term Maintenance Plan is a comprehensive document that
incorporated a number of items already included in the normal operating budget of the Body
Corporate.
CHARTA MANAGEMENT LIMITEDMr. Conradie moved to approve the Long-Term Maintenance Plan and Dr. McKinney seconded the
motion.
Voting: Unanimous
RESOLUTION 6 – APPROVAL OF LONG-TERM MAINTENANCE PLAN
It is unanimously resolved, by ordinary resolution, that the Long-Term Maintenance Plan be
approved.
7. Body Corporate Administration
The Terms of Delegation and powers of the Committee as included in the notice of meeting were
noted.
Mr. Jacobs advised that the Delegation would be effective until the next Annual Meeting.
Notice of Delegation
Take notice that the Body Corporate Committee of Body Corporate 356438 has authority to
perform all of the duties and exercise all of the powers of the Body Corporate as permitted by
the Unit Titles Act 2010 for the purposes of operating the Body Corporate.
That the Committee is not empowered to do anything that is not a power able to be delegated
under the Unit Titles Act 2010 or is required to be carried out by the Chairman. The Body
Corporate Committee does not have the power to:
Expend funds from the Long Term Maintenance Fund other than what is approved in
the Long Term Maintenance Plan
Borrow money
Commit Body Corporate 356438 to expenditures which are not approved by the Body
Corporate in the annual plan and budget and covered by the annual levies.
The term of the delegation shall be for the period starting from the end of this Annual General
Meeting and ends on the commencement of the next Annual General Meeting.
The makeup of the current Body Corporate Committee was discussed. All 4 members of the
current committee are available for re-election. They are Andre Conradie (Chairman), Maria
Cooper, Barbara McKinney and Liakat Ismail.
Following some discussion, no further nominations and were received and the current Committee
members available for re-election was proposed to be re-elected.
Mrs. Chan moved to approve the Notice of Delegation and Mr. Dunning seconded the motion.
CHARTA MANAGEMENT LIMITEDMr. Jacobs noted that one postal vote received voted against the resolution.
Voting Resolution 7: Unanimous
Voting Resolution 8: 35 for and 1 against
RESOLUTION 7 – BODY CORPORATE COMMITTEE
It is unanimously resolved, by ordinary resolution, that the following owners are re-elected to
the Committee:
Andre Conradie (Chairperson), Maria Cooper, Barbara McKinney & Liakat Ismail.
RESOLUTION 8 – BODY CORPORATE COMMITTEE DELEGATION
It is resolved by majority vote, by special resolution, that the Body Corporate so delegate to
the Body Corporate Committee some of its powers and hereby give such written notice.
8. Building Management Contract
Mr. Conradie noted that the terms of the contract were approved at the previous AGM, and that
the contract was duly signed and finalized following that decision. He noted that the formal
approval of the contract was now proposed for this AGM to conclude this matter.
Mr. Conradie moved to approve the resolution and Dr. McKinney seconded the motion.
Voting Resolution 9: Unanimous
RESOLUTION 9 - APPROVAL OF BUILDING MANAGEMENT CONTRACT
It is unanimously resolved, by ordinary resolution, to approve the Building Management
Agreement.
9. Body Corporate Administration Contract
Mr. Conradie noted that the Body Corporate Administration contract is due for renewal in
November 2019. He discussed the two options put forward regarding the renewal, with one being
not to renew but to obtain tenders for and to appoint a Body Corporate Administration Manager,
and the second option to renew the contract with an expiry date of 31 March 2021 to line the
expiry up with the expiry date of the Building Management Contract.
Mr. Conradie noted that it would be easier to obtain tenders for both functions at the same time as
the building manager and body corporate administration manager functions is hard to split. He
noted that aligning the two contract terms would allow the Body Corporate enough time to explore
options over the next two years.
CHARTA MANAGEMENT LIMITEDMr. Conradie moved to approve the second alternative to the resolution to renew the contract until
31 March 2021 and Dr. McKinney seconded the motion.
Mr. Jacobs noted that one postal vote received voted for the first alternative to the resolution and
the other postal votes all voted for the second alternative to the resolution as proposed by Mr.
Conradie.
Voting Resolution 10: 35 for and 1 against
RESOLUTION 10 - BODY CORPORATE ADMINISTRATION AGREEMENT RENEWAL
It is resolved by majority vote, by ordinary resolution, that the Body Corporate resolve, by
ordinary resolution, that the Body Corporate Secretary contract will be renewed at the end of
November 2019 for a further 16 months until the 31st of March 2021.
10. CHAIRPERSON HONORARIUM
Mr. Jacobs noted that, as was the case at last year’s annual meeting, in recognition of the
considerable time, effort and diligence required to Chair the Body Corporate for 37 Symonds Street,
it is proposed that an Honorarium of $500 be awarded annually to the Chairperson in appreciation
of that commitment made on behalf of the members of the Body Corporate.
This proposal was briefly discussed by the meeting, with owners expressing their appreciation of
the time and effort spent by Mr. Conradie to perform his tasks as Chairman.
Dr. McKinney moved to approve the resolution and Mr. Dunning seconded the motion.
Voting Resolution 11: Unanimous
RESOLUTION 11 – CHAIRPERSON HONORARIUM
It is unanimously resolved, by ordinary resolution, to pay an annual Honorarium of $500 to the
Chairperson of the Body Corporate.
11. General Business
Fibre Contractors
Mr. Jacobs informed the meeting of an approach from Chorus to complete a bulk installation of the
remaining ONT units to the apartments that has not installed fibre internet yet. He noted that this
will be at no cost to owners and that the installation would allow future new fibre internet
connections to be done without the need for Chorus technicians to visit the site to install the
hardware from the connection box in the riser shafts to the apartments.
CHARTA MANAGEMENT LIMITEDMr. Conradie noted that he is in favour of this being done as the standard of technicians that come
out for individual installations is not always up to scratch and that having this done as a project by
the Chorus project team will ensure a better quality installation.
After a short discussion on this the owners asked Charta to liaise with Chorus and manage this
process to get the work done.
Healthy Homes Act:
Mr. Conradie discussed the impact of new legislation on property owners and noted that the
requirement to provide an insulation statement for apartment owners can only be done if they get
information from the Building Manager. Mr. Hitchcock noted that Forte is a concrete construction
with concrete ceilings and floors which would mean that it is not required to fit insulation as the
space is not accessible. There is insulation in the intertenancy walls which needs to be disclosed in
the insulation statement provided to tenants in accordance with the new Act. Mr. Hitchcock
suggested that we circulate our standard insulation statement that Charta prepared for the Forte
apartments where we managed the tenancies to all Forte owners.
Heating requirements under the new Healthy Homes Act was discussed. It was noted that rental
properties would be required to have proper heating installed to ensure that the main living area is
at least 18 degrees. Some discussion followed on the current heating in the Forte apartments and it
was noted that reaching the 18 degrees would not be an issue for most apartments.
Mr. Jacobs noted a request from an owner unable to attend the meeting about the possibility of
getting a heatpump installed in their apartment. Discussion on this topic followed with Mr. Conradie
noting that he has been aware of other buildings running a trial to install heatpumps of a specific
specification in response to the new Act. Mr. Dunning noted his concerns over the effect of
installing heatpumps on the building integrity as the installation would require breaching the firewall
He noted that with installation on a large scale in a building like Forte it would be very difficult to
ensure that the integrity of the fire rated walls be retained. The question was also raised on
whether the installation of heatpumps on the balconies would be noisy or have other negative
impacts on the neighbouring apartments. Some more discussion followed on this matter after which
the owners decided not to approve any requests for heatpumps. It was suggested that owners
consider the use of portable air conditioning units that does not breach the fire walls of the building.
Theatre Room and Common Room:
Mr. Hitchcock noted that the theatre room and common room / basketball area was now available
for use to residents again.
Discussion followed on the process and level of access that may be offered to residents in the use of
the facilities. Concern was raised on possible unsupervised use causing damage and the
CHARTA MANAGEMENT LIMITEDrequirement of asking for a bond / rental fee of up to $150 was mentioned. A number of potential
uses of the theatre room was discussed, as the original use of the room was considered to not be its
optimal use now. The Body Corporate Committee would investigate this further after reviewing all
options. Mr. Hitchcock was asked to report back to the Committee with proposed rules and
processes in the use of the facilities.
General building issues:
Mrs. Dunning noted that the lifts seem to have been out of order a number of times lately
and that the lift button is not very sensitive (has to be pressed hard to register). Mr.
Hitchcock noted that he would obtain a special lift condition report from Schindler lifts to
assess the condition.
Mrs. Chan noted that littering of cigarette buts on the balconies and outside common areas
remain an issue. The meeting discussed the possibility of changing the Body Corporate
Rules to declare the building smoke free. Mr. Jacobs noted that making such a rule would
be almost impossible to enforce and that we should continue to communicate with residents
on good behavior rather than prescriptive rules. Mr. Conradie noted that the review of the
Body Corporate Rules was one of the matters that he would want the Committee to address
this year and they would consider this matter as part of that review.
Mr. Dunning asked if the building need to do a fire drill. Mrs. Chan noted that she knows
from her experience on the committee of another apartment building that it is not
compulsory for a building with a sprinkler system that is tested as ours are. Mr. Hitchcock
suggested that he confirms this to be the case with our fire monitoring contractor and
report back to the Committee.
Mrs. Chan noted that there have been instances of rubbish being dumped in the stairwells
which could be a health and safety risk in the case of an emergency evacuation. Mr.
Hitchcock noted that we have this removed as soon as we become aware of it and noted
that the removal of general rubbish and “hard rubbish” (old furniture etc.) is expensive as
we have to use a commercial contractor like Junk to Go to do this. He noted that he would
enquire about more cost-efficient ways to remove these items on a more regular basis.
Mr. Jacobs referred to some questions received on email from owners that were unable to
attend the meeting. The first question referred to the apparent discoloration of the stairwell
walls from the lights and if that would indicate a larger electrical issue. Mrs. Chan asked if
the lights used are energy efficient lights. Mr. Jacobs noted that the emergency lights are
checked monthly and replaced where needed and that he would confirm with the supplier
whether the lights are replaced with LED or other energy efficient lights.
Dr. McKinney asked when the hallways are due to be painted again according to the Long-
Term Maintenance plan. Mr. Jacobs confirmed that it is scheduled for the 2020 financial
year but noted that the timing of items in the plan can be changed where maintenance
priorities change.
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