MATTERS ARISING
21.4 Tracing of Owners
The debt collection agency has succeeded in tracing two “missing” owners. CLOSED
21.5 Persistent Defaulters – Legal Action
The Committee agreed that subject to sufficient funds in our account we shall now begin legal proceedings against persistent non-payers.
The Committee also agreed that the Chairman may now instruct the debt collection agencies to begin procedures to recover debts from the following owners in their “home” jurisdiction:-
No 006Smith/Capewell
No011Leith/Alpha Bank
No027Twigger/Smithurst
No102Muller/Howle/Alpha Bank
No105Cupit/Scarsbrook
No106Christodoulu
No113Tran
22.2 Communal Charges – Late Payments
A full statement of account is now included with each owner’s quarterly invoice. Late payers are now being charged a €25 penalty for each late payment. CLOSED
22.3 Non Payers – Forum Access
Owners who are more than three months in arrears now have their access to the Owners
Forum on the K3OG website suspended until full payment is received. CLOSED
21.4 Tracing of Owners
The debt collection agency has succeeded in tracing two “missing” owners. CLOSED
21.5 Persistent Defaulters – Legal Action
The Committee agreed that subject to sufficient funds in our account we shall now begin legal proceedings against persistent non-payers.
The Committee also agreed that the Chairman may now instruct the debt collection agencies to begin procedures to recover debts from the following owners in their “home” jurisdiction:-
No 006Smith/Capewell
No011Leith/Alpha Bank
No027Twigger/Smithurst
No102Muller/Howle/Alpha Bank
No105Cupit/Scarsbrook
No106Christodoulu
No113Tran
22.2 Communal Charges – Late Payments
A full statement of account is now included with each owner’s quarterly invoice. Late payers are now being charged a €25 penalty for each late payment. CLOSED
22.3 Non Payers – Forum Access
Owners who are more than three months in arrears now have their access to the Owners
Forum on the K3OG website suspended until full payment is received. CLOSED
22.4 Cash Flow Control
The committee has reviewed the current budget and discussed a number of potential cost saving measures to keep costs under control. The cleaning of communal arrears has been reduced to cleaning the pool areas, pool toilets and garden paths ONLY. Other measures will be reviewed at the end of the financial 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. The website now includes full financial statements of income and expenditure. CLOSED
**Access is blocked to those owners who have not paid their communal charges.
22.6 Repairs + Maintenance
Current status:-
a.Replacement of the closure devices to the gates. COMPLETED
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. PENDING
d.Pool edge tiling to be re-grouted. PENDING
e.Tile skirting at perimeter of pool surround to be repaired. COMPLETED
f.Rusty steel railings at pool to be rubbed down and repainted. PENDING
g.Broken bracket to pool bin to be replaced. PENDING
h.Replacement of [badly weathered] lifebelt. Deferred to 2018 season.
i.Filling and painting of cracks within apartment stairwells.
PENDING
The committee has reviewed the current budget and discussed a number of potential cost saving measures to keep costs under control. The cleaning of communal arrears has been reduced to cleaning the pool areas, pool toilets and garden paths ONLY. Other measures will be reviewed at the end of the financial 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. The website now includes full financial statements of income and expenditure. CLOSED
**Access is blocked to those owners who have not paid their communal charges.
22.6 Repairs + Maintenance
Current status:-
a.Replacement of the closure devices to the gates. COMPLETED
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. PENDING
d.Pool edge tiling to be re-grouted. PENDING
e.Tile skirting at perimeter of pool surround to be repaired. COMPLETED
f.Rusty steel railings at pool to be rubbed down and repainted. PENDING
g.Broken bracket to pool bin to be replaced. PENDING
h.Replacement of [badly weathered] lifebelt. Deferred to 2018 season.
i.Filling and painting of cracks within apartment stairwells.
PENDING
The pending issues are dependent upon the availability of funds. The Chairman is authorised to contact a local “Handyman” to undertake some of the above works based upon K3OG purchasing the required materials and the work being undertaken at an agreed hourly rate. The Chairman is authorised to negotiate and agree the details.
NEW BUSINESS
23.1 Communal Charges Administration
The Chairman reported that the preparation of invoices, statements and receipts for communal charges is now requiring a considerable amount of time especially to keep track of payments received. The Committee agreed that the Chairman can enter negotiations to transfer responsibility for invoicing, collecting and receipts for communal charges to LazyDaze subject to the agreement of a reasonable adjustment to their administrative charges.
23.2 Invoice Changes
The Committee agreed that on future management charges invoices the charge heading
“Cleaning” should be changed to “Scheduled Maintenance”, which is a more accurate description of the way in which these funds are used.
23.3 Owner’s Complaint – Pests
Following a complaint from two owners the covers to the drainage inspection chambers serving the apartment buildings have been lifted and inspected and there were no signs of infestation from cockroaches. The Committee agreed to take no further action at this time, but to keep the matter under review.
23.4 Annual General Meeting [AGM]
The majority of owner’s have never appeared to take any interest in the AGM. The
Committee is aware that this may be due to the fact that many overseas owners are unable to attend in person. The Committee agreed that Steve Butcher [our IT consultant] will examine the feasibility of offering overseas owners the option to “attend” the AGM either by Skype or by WhatsApp. SP+SB to liaise over invitations to owners re their user ID’s on these systems.
23.5 Sales and Lettings
The Chairman expressed the view that all vacant properties should be actively advertised for Sale or Letting as the empty apartments could become the source of infestation by pests such as rats, mice and cockroaches. It was agreed that SP+SB will prepare a list of vacant units together with a draft “Advert” to be issued to and approved by their respective owners prior to placement in the Sales and Lettings section of the K3OG website. [In some cases this may require contact with the lending banks?]
NEW BUSINESS
23.1 Communal Charges Administration
The Chairman reported that the preparation of invoices, statements and receipts for communal charges is now requiring a considerable amount of time especially to keep track of payments received. The Committee agreed that the Chairman can enter negotiations to transfer responsibility for invoicing, collecting and receipts for communal charges to LazyDaze subject to the agreement of a reasonable adjustment to their administrative charges.
23.2 Invoice Changes
The Committee agreed that on future management charges invoices the charge heading
“Cleaning” should be changed to “Scheduled Maintenance”, which is a more accurate description of the way in which these funds are used.
23.3 Owner’s Complaint – Pests
Following a complaint from two owners the covers to the drainage inspection chambers serving the apartment buildings have been lifted and inspected and there were no signs of infestation from cockroaches. The Committee agreed to take no further action at this time, but to keep the matter under review.
23.4 Annual General Meeting [AGM]
The majority of owner’s have never appeared to take any interest in the AGM. The
Committee is aware that this may be due to the fact that many overseas owners are unable to attend in person. The Committee agreed that Steve Butcher [our IT consultant] will examine the feasibility of offering overseas owners the option to “attend” the AGM either by Skype or by WhatsApp. SP+SB to liaise over invitations to owners re their user ID’s on these systems.
23.5 Sales and Lettings
The Chairman expressed the view that all vacant properties should be actively advertised for Sale or Letting as the empty apartments could become the source of infestation by pests such as rats, mice and cockroaches. It was agreed that SP+SB will prepare a list of vacant units together with a draft “Advert” to be issued to and approved by their respective owners prior to placement in the Sales and Lettings section of the K3OG website. [In some cases this may require contact with the lending banks?]
23.6 Pool Enclosure
The use of the swimming pool by non-residents is still a cause for concern. It was agreed that the Chairman shall survey the pool area and prepare proposals for a [fenced?] enclosure to enable access to be restricted to paid-up owners and their tenants.
23.7 Car Parking
Some residents [mainly tenants] continue to cause problems by parking in private parking bays not assigned to them. The Chairman is authorised to investigate the cost of purchasing 2 wheel clamps together with warning signs concerning their use and penalty charges. [The parking bays and access roads are PRIVATE PROPERTY] It was also agreed that parking bays currently labelled for disabled use shall be relabelled “Reserved for visitors” The Chairman was authorised to obtain and arrange fixing of the required signage.
23.8 Committee Resignation – Neville Barton
As he is now in the process of selling his property, the Deputy Chairman, Mr. Neville
Barton tendered his resignation. The Committee has reluctantly accepted Neville’s resignation.
On behalf of all owners, the Chairman and the Committee would like to thank Neville for the significant and constructive contribution that he has made to the affairs and activities of the Konia 3 Owners Group. We extend our very best wishes to Neville and his wife in their future endevours.
NEXT MEETING:
The date, time and location of the next meeting to be advised.
Provisionally January / February 2018 concurrent with the AGM
These minutes constitute an accurate record of the matters discussed at Committee Meeting No23.
The use of the swimming pool by non-residents is still a cause for concern. It was agreed that the Chairman shall survey the pool area and prepare proposals for a [fenced?] enclosure to enable access to be restricted to paid-up owners and their tenants.
23.7 Car Parking
Some residents [mainly tenants] continue to cause problems by parking in private parking bays not assigned to them. The Chairman is authorised to investigate the cost of purchasing 2 wheel clamps together with warning signs concerning their use and penalty charges. [The parking bays and access roads are PRIVATE PROPERTY] It was also agreed that parking bays currently labelled for disabled use shall be relabelled “Reserved for visitors” The Chairman was authorised to obtain and arrange fixing of the required signage.
23.8 Committee Resignation – Neville Barton
As he is now in the process of selling his property, the Deputy Chairman, Mr. Neville
Barton tendered his resignation. The Committee has reluctantly accepted Neville’s resignation.
On behalf of all owners, the Chairman and the Committee would like to thank Neville for the significant and constructive contribution that he has made to the affairs and activities of the Konia 3 Owners Group. We extend our very best wishes to Neville and his wife in their future endevours.
NEXT MEETING:
The date, time and location of the next meeting to be advised.
Provisionally January / February 2018 concurrent with the AGM
These minutes constitute an accurate record of the matters discussed at Committee Meeting No23.
