Buckingham Community Association Committee Minutes
6 February 2012
Meeting opened 7:45pm
Attendees
Damien Gray, Ruth Tristram, Mike McColl, Craig Robins.
Apologies
Benita Cornish, Joanne Cullen.
Minutes from previous meeting
Minutes from the 31 October meeting were read and accepted by Mike McColl, seconded by Damien Gray.
Correspondence
Nil correspondence received during this reporting period
Letter to Jan Brown re query on management statement issues'
General Business
Water meter update
3 week replacement program scheduled for late autumn (Damien to coordinate)
Livestock adjistment on community land
Clarification to be sought from Jan Browne regarding details specified within Buckingham Estate Management Statement.
Fencing
Renewal program ongoing – current focus internal perimeter fence adjacent the McDonnell Drive southern dam.
Buckingham Estate Eastern boundary fence line -Nil update from Jan Browne regarding correspondence with adjacent leaseholder.
Reimbursement for slashing
Community members who undertake significant mowing/slashing of community land to be reimbursed fuel expenses.
Tree Planting
Mike McColl to contact Greening Australia regarding 2012 planting.
Yless4U Antenna Repairs
Mike McColl to contact Yless4u regarding repairing the cable stays on antenna adjacent to Estate bore water Tanks.
Telstra Manhole Covers
Mike McColl to contact Telstra regarding replacing of broken manhole covers in the tree-line along Tarago road boundary.
Horse paddock update
Southern Horse Paddock Water Trough -Valve defective resulting in water overflow. Craig Robins to source new float valve from Bungendore Rural Services (BRS) and install.
Tree of Heaven control – Woody plant poison (Graze-on) to be purchased from BRS and applied this month.
Old boreholes
Several old borehole covers noted to be rusting out/dislodged around estate community paddocks.- Holes to be investigated and cemented over. If others found please notify Committee.
Pasture improvement program
Committee to investigate the feasibility of purchasing vehicle mounted boom spray for the estate.
Next meeting
Next meeting scheduled for 1930hrs 5 March 2012.
Meeting Closed 21:30hrs
Summary of AGM for those who missed it.
Meeting Commenced: 12.11 pm
Present: Were representatives from more than half of the community. Proxies: lots 24, 34, 49 & 55
Motion 1 – Minutes last AGM - confirmed
Motion 2 – Financial statements (1 June 10 – 31 May 11) - all were happy to adopt the financial statements.
Motion 3 – Reports
Mike’s treasurers report (read by Damian), Concluded with three alternatives to Draft Budget Proposal:
- to stay the same
- accept the 12.5% increase
- further group discussions
Damian’s report from chair, was an overview of executive & thanks to individuals and executives. Outline of pipes issues, fencing, tree pruning, follow up working bee with Craig (soon, so stay posted as all hands are welcome), plan for walking areas separate from cattle.
Damien concluded: That the focus had been on improvements with costs being kept at a minimum.
Ian Carey's report was an overview of some of the issues. Water consumption had fallen off to some degree, the two bores in use were 60 metre bores and the new third (untapped bore, 140 metres) in the summer the bores are bound to run out once again. Many metres were in a very bad state and some needed replacing, residents could help by keeping the area clear. Some metres simply need cleaning of clay. Frosts can split lines. Bull had been taken out of herd and is elsewhere now. Ian’s slashing was for the most common areas, verges and tank areas. Ian pointed out that in 15 years he had not increased his fees – and that there was an adjustment agreement.
Robert Walters spoke about weed management & water assets. Tussock being main target at moment, but wind has prevented this. Robert pointed out that the community owns a 200 litre spray tank which is battery operated. He can show residents how to use this. One tank takes 2-3 hours to empty. The chemical he has been using does not require a chemicals ticket, and stock does not have to be kept off (although we should refer to the instructions to check this).
Robert made a special acknowledgement to Graham, who he said was instrumental to the work done on the pumps and in determining the water assets due to his considerable expertise & knowledge of mechanical, plumbing and cleaning of the system.
Bob had put in a lot of time to come to know and appreciate our water assets and how to manage and operate them. His talk and supporting photographs were an excellent source of information of what has been a mystery for many of us. (please stay posted as this will be placed on the web site shortly)
As was pointed out by Bob, all the work is manual. Turning pumps on and off, resetting computerized panel in pump shed. The previous alarm system was such that no one knew if the system failed and it could go on for day’s even weeks. A new blue light system is now installed and can be seen by many residences. So far Bob has had to go out 2-3 times.
To assist, horse owners will need to take the responsibility to monitor the water in horse troughs, and residents should also notify of any water leaks around the estate which can be seen by green grass patches. They should notify the committee immediately.
NOTE: Ian also warned that water and power lines are next to each other and that this was something we need to be aware of if digging on community land.
Motion 4 –To determine if accounts and financial records be audited - Community decided against.
Motion 5 – Insurances
It was agreed that the valuation document was a loose document. Instruction was given to the managing agent to clarify the valuation. Resident questioned if we could obtain another quote.
The insurance policy can be viewed at : www.chu.com.au
Motion 6 – Budget, Levies, installments – carried.
Booklet pages 10, 11, 12, & 13
Motion 6 part b i/ $60 & b ii/ $44 a year per lot approx. $2/week.
The draft budget items were for setting aside money to carry forward i.e. projected possible costs, the sinking fund is an “Asset Fund” and we need to increase the sinking fund regardless of if we reduce costs. Besides there were not a lot of opportunities to save money, only minor savings.
The draft budget could go back to the community to see if they can find other realistic ways to acquire income or decrease costs.
Questions were raised as to balance between horse owners and expenditure. Case for user pays?
It was pointed out that the fencing for horses was value adding to the property this being a rural community as well as making it a better management tool.
Motion 7 – Executive member, numbers determined & elected -
Number being six, comprising Damian, Mike, Ruth (stage 2), Craig (stage 3), Jo-Anne & Bonita (stage 1 to share the role).
Motion 8 – Future works and maintenance program
Work on tanks to continue with Bob.
For boundary fence issues, we would need to get a quote and go 50%. The whole of our boundary would be a very large sum of money.The boundary fence in stage one identified as being priority one, finishing up to the corner tree line, if the fence line is done in steps at 50% that section is estimated would cost roughly $10,000.
Other Jobs: Gate access for walking areas and rotten fence posts as un-weathered timber had been used; drains in Hope Drive; upgrade and replace metres; painting of hall in conjunction with scouts; timer switch for hall re Dane; replacement of doors on community hall and pergola or other feature constructed for appearance/protection – to be put back to community.
Motion 9 – Representative and sub representative to sign new agency agreement form.
Damian to sign (Ruth Sub-representative)
Meeting concluded: 2-15pm
Painting of Community Hall
At the meeting on 1st August, Mike reported that the Scouts would like to fix the pot holes in the driveway at the Community Hall, at the cost of a small amount of gravel – we agreed in principle. The Scouts would also like to paint the Community Hall (as a scout award activity) - we approved in principle (ie to supply the paint). Please link here to read more on the background and colour options, these you will also be able to see at the AGM on Saturday 13th August.
Tank Repairs and Culvert Hope Drive
Tank roofs have been repaired to satisfaction. Soil removed in front of pump shed, as part of culvert job. Culvert now completed. Resident at Lot 12 has recently had driveway done, which will also reduce pot holes and assist water flow in the culvert.
Pumps
There are potential corrosion issues with the old galvanized pipes. Some have already been replaced with brass fittings. See photograph of the corroded fittings to give you some idea of this maintenance issue.
Fencing
Cattle have been trespassing on some properties. Electrifying fences is an ongoing process and the plan is for other Stage one fences to be attended to shortly. Red (new colour) electric wire has recently been used in the upgrades in stage 2.
Temporary white electric fencing has been used to close off some areas and residents have been unsure if these are live or not, therefore there was a suggestion to put a map up on the web site with all fencing and temporary fencing marked also more signs will be purchased to warn residents of live wires.
Gate’s at the entrance to the Community Hall and neighboring paddock, are required. Mike will discuss with the Scouts, to consider the Tarrago Road entrance as an exit only, and cars to enter via end of Duncan Avenue paddock. This is probably a safer option for turning traffic on Tarrago Road as the entrance is very poorly marked and overtaking vehicles do not expect turning here.
Pasture Improvement
A meeting with Ian, discussed the option to sow a crop where he runs his cattle. This was estimated will cost (him) Ian around $400/hectare, and would improve the paddock, help to reduce the weeds and assist with regeneration.
Tree Pruning
Thank you to all the residents who have been pruning the Manchurian Pear trees in front of their homes. Some residents have considerable experience in this and would be happy to share advice with those who are unsure of how to go about this.
Working Bee
Appraisal of this year’s winter working bee, found that it required more time and manpower to be completed and therefore follow-ups are still required before the end of the fire safe period.
If residents have any burning issues they can either:
- Contact the executive and come along to one of the next executive meetings
- Submit items for the Agenda or
- Speak with one of the executive in person
Summary & Motion of the Community Consultation
Draft Ten Year Budget Plan
Residents can access their strata accounts on the Ian McNamee web site. You will need to obtain a password first, so please contact : Ian McNamee & Partners Pty Ltd
Strata Department via their web site at www.mcnamee.com.au and then click on the Strata tab, followed by the email contact address. You need to send them an email and they will give you the details as to how you can access your account.
Residents GUIDE TO ESTATE
Summary of vision Survey EXECUTIVE ARCHIVE
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