MATTERS ARISING
21.1 Communal Fund – January Statement Closed.
21.2 Communal Fund - Late Payments
Draft text released to all owners with the April quarterly invoices. Closed
21.3 Communal Fund - Legal Action
Review of legal action to be undertaken in August of this year. [The anniversary of K3OG
taking over the managementof the Konia 3 complex]. Action Pending.
21.4 Tracing of Owners
The chairman is in contact with the debt collection agency who have requested further
details to enable them to trace “missing” owners. Work in progress.
21.5 Persistent Defaulters
The committee agreed to investigate the procedures to be followed to enable them to
place a charge against the property of any owner who persistently fails to pay their
Communal Fund Contributions. Action Pending
NEW BUSINESS
22.1 Communal Charges - Statement
The chairman reported that only 21 of the 42 owners have paid the communal charges invoiced to them in January. This has left a shortfall of approximately €2’500 on monies received.
22.2 Communal Charges – Late Payments
The number of non-payers and late payers is now creating a considerable amount of additional administrative work for the committee volunteers. Trying to persuade owners to pay on time. It was agreed that future invoices shall include two statements namely:-
“All owners to be asked to confirm to HYPERLINK "mailto:info@k3og.com" info@k3og.com when they have paid together with supporting documentation.
(This will make it quicker and easier for K3OG to identify owners who need to be chased for payment.)
“All owners who pay after the payment deadline will be charged €25 on their subsequent invoice to cover the costs of the additional administration.”
It was further agreed that to share the burden of the extra work that is now involved, the roles of the committee members will be reassigned as follows:-
Chairman Spencer Pugh
Deputy Chairman Peter Williams
Treasurer Neville Barton
Secretary Steve Butcher [including website admin]
22.3 Non Payers – Forum Access
In addition to the pending legal action [Meeting No21 – Item 21.3] it was agreed that all owners who are more than three months in arrears will have their access to the Owners Forum on the K3OG website suspended until full payment is received. The committee will also only offer “Free” advice to owners who pay regularly and promptly.
22.4 Cash Flow Control
In view of the significant shortfall in cash being received from owners the committee reviewed the current budget and discussed a number of potential cost saving measures to keep costs under control. These measures include:-
Reducing the cleaning of communal arrears from weekly to monthly commencing in May 2017.
b. Terminating the electricity supply to areas where the majority of owners are not paying their charges.
c. Cancellation or significant reduction in the insurance cover for the communal areas.
d. Suspending action on the removal and replacement of a tree in front of Block 2.
e. Transferring 50% of the cost of essential repairs to the communal areas of the apartment blocks to the individual owners who are paying their charges. And 100% of the cost to those owners who are not paying. The committee is aware that the 100% may also not be paid, but it will allow us to add the cost [with interest] to the legal charges against non-payers [see 21.3 above].
f. Issuing communal charges invoices once a year instead of four times per year.
22.5 Financial Information
It was agreed that since each of the 42 owners is a shareholder in the communal areas of the Konia 3 complex they have a right to see the financial information relating to the repair, maintenance and operation of the communal areas.
It was therefore agreed that the Owners Forum will be modified to include a new password protected section that will give every owner** access to the full financial records of the K3OG including the payment status of each owner and the monthly statements received from our contractors Lazydaze Limited showing all income and expenditure. Details to follow.
**Owners who have not paid their communal charges will have their access to this information blocked.
22.6 Repairs + Maintenance
Following the meeting the committee undertook a joint inspection of the communal areas to identify issues that need action, these include:-
a. Replacement of the closure devices to the gates [€150 agreed]
b. Electrician to check and replace defective switches to apartment building
staircase lighting and defective lighting fittings.
c. Flexible sealant to be installed to paving cracks around pool.
d. Pool edge tiling to be re-grouted.
e. Tile skirting at perimeter of pool surround to be repaired.
f. Rusty steel railings at pool to be rubbed down and repainted.
g. Plastic rubbish bin at pool [broken bracket] to be replaced.
h. Replacement of [badly weathered] lifebelt.
i. Filling and painting of cracks within apartment stairwells.
The majority of these items have been photographed for the record.
NEXT MEETING:
The date, time and location of the next meeting to be advised.
These minutes constitute an accurate record of the matters discussed at Committee Meeting No22.
21.1 Communal Fund – January Statement Closed.
21.2 Communal Fund - Late Payments
Draft text released to all owners with the April quarterly invoices. Closed
21.3 Communal Fund - Legal Action
Review of legal action to be undertaken in August of this year. [The anniversary of K3OG
taking over the managementof the Konia 3 complex]. Action Pending.
21.4 Tracing of Owners
The chairman is in contact with the debt collection agency who have requested further
details to enable them to trace “missing” owners. Work in progress.
21.5 Persistent Defaulters
The committee agreed to investigate the procedures to be followed to enable them to
place a charge against the property of any owner who persistently fails to pay their
Communal Fund Contributions. Action Pending
NEW BUSINESS
22.1 Communal Charges - Statement
The chairman reported that only 21 of the 42 owners have paid the communal charges invoiced to them in January. This has left a shortfall of approximately €2’500 on monies received.
22.2 Communal Charges – Late Payments
The number of non-payers and late payers is now creating a considerable amount of additional administrative work for the committee volunteers. Trying to persuade owners to pay on time. It was agreed that future invoices shall include two statements namely:-
“All owners to be asked to confirm to HYPERLINK "mailto:info@k3og.com" info@k3og.com when they have paid together with supporting documentation.
(This will make it quicker and easier for K3OG to identify owners who need to be chased for payment.)
“All owners who pay after the payment deadline will be charged €25 on their subsequent invoice to cover the costs of the additional administration.”
It was further agreed that to share the burden of the extra work that is now involved, the roles of the committee members will be reassigned as follows:-
Chairman Spencer Pugh
Deputy Chairman Peter Williams
Treasurer Neville Barton
Secretary Steve Butcher [including website admin]
22.3 Non Payers – Forum Access
In addition to the pending legal action [Meeting No21 – Item 21.3] it was agreed that all owners who are more than three months in arrears will have their access to the Owners Forum on the K3OG website suspended until full payment is received. The committee will also only offer “Free” advice to owners who pay regularly and promptly.
22.4 Cash Flow Control
In view of the significant shortfall in cash being received from owners the committee reviewed the current budget and discussed a number of potential cost saving measures to keep costs under control. These measures include:-
Reducing the cleaning of communal arrears from weekly to monthly commencing in May 2017.
b. Terminating the electricity supply to areas where the majority of owners are not paying their charges.
c. Cancellation or significant reduction in the insurance cover for the communal areas.
d. Suspending action on the removal and replacement of a tree in front of Block 2.
e. Transferring 50% of the cost of essential repairs to the communal areas of the apartment blocks to the individual owners who are paying their charges. And 100% of the cost to those owners who are not paying. The committee is aware that the 100% may also not be paid, but it will allow us to add the cost [with interest] to the legal charges against non-payers [see 21.3 above].
f. Issuing communal charges invoices once a year instead of four times per year.
22.5 Financial Information
It was agreed that since each of the 42 owners is a shareholder in the communal areas of the Konia 3 complex they have a right to see the financial information relating to the repair, maintenance and operation of the communal areas.
It was therefore agreed that the Owners Forum will be modified to include a new password protected section that will give every owner** access to the full financial records of the K3OG including the payment status of each owner and the monthly statements received from our contractors Lazydaze Limited showing all income and expenditure. Details to follow.
**Owners who have not paid their communal charges will have their access to this information blocked.
22.6 Repairs + Maintenance
Following the meeting the committee undertook a joint inspection of the communal areas to identify issues that need action, these include:-
a. Replacement of the closure devices to the gates [€150 agreed]
b. Electrician to check and replace defective switches to apartment building
staircase lighting and defective lighting fittings.
c. Flexible sealant to be installed to paving cracks around pool.
d. Pool edge tiling to be re-grouted.
e. Tile skirting at perimeter of pool surround to be repaired.
f. Rusty steel railings at pool to be rubbed down and repainted.
g. Plastic rubbish bin at pool [broken bracket] to be replaced.
h. Replacement of [badly weathered] lifebelt.
i. Filling and painting of cracks within apartment stairwells.
The majority of these items have been photographed for the record.
NEXT MEETING:
The date, time and location of the next meeting to be advised.
These minutes constitute an accurate record of the matters discussed at Committee Meeting No22.
