MINUTES OF FAIRVIEW DIRECTORS MEETING HELD ON 27th January 2009 AT FAIRVIEW ESTATE AT 17H30 Present: Frans Verwoerd Chairman External representation/Development Issues Chris Theron Estate Manager John Theletsane Security/Communication Network Dawie Venter Finance and Budgets Frik Moller Infrastructure Dirk Fourie Security Issie de Bruyn WIDB Apologies: Susan van Dyk Communication/Aesthetics Item Responsible no 1. Meeting was opened, Chairman bid welcome to all present 2. SECURITY AND NETWORK 2.1 SECURITY GUARDS Chris mentioned that owners complained that guards let visitors enter the estate without ID’s. Dirk indicated that the intercom that is not working properly could contribute to this problem. Dirk will set up a training session with the guards Dirk Fourie 2.2 SECURITY UPGRADE Lights at main gate still not fixed – Frik Moller will obtain Frik Moller/Chris Theron quotes. Golf Car ramp still outstanding Frik Moller/Chris Theron Item Responsible no 2.3 INTERCOM LIST Updated residents list need to be handed to guards WIDB WHITE BOARDS 2 White boards are needed, 1 for notices to owners and 1 Chris Theron for Chris. 2.4 NATIONAOL INTELLIGENCE FENCE Johan Theletsane and to set up a Meeting with relevant John Theletsane/Frans parties from National Intelligence for the upgrade of the Verwoerd Fence between National Intelligence and Fairview. 2.5 GENERATOR The quote obtained by Frans Verwoerd for the generator is Frans Verwoerd R14000. Atec contribute towards the generator. 2.6 E-STATE Concern was raised that the intercom system is up and Frans Verwoerd down al lot. Frans Verwoerd responded that Atec is busy finding solutions to the problems, he also mentioned that power failures could possibly contribute to the problems experienced. Atec is considering a wireless system, but he emphasized that they will still keep on supporting the current system. 3. INFRASTRUCTURE 3.1 BUS DEPOT Outstanding from previous minutes. Frik Moller Item Responsible no 3.2 ROAD ELAND STREET As soon as Town Engineer is appointed he will follow up on this 3.3 ELECTRICITY Quote for drop regulator still outstanding. Chris Theron 3.4 GARDENS Diagrams drawings/plans to improve garden still Susan van Dyk outstanding Chris Theron to contact Mr van Wyngaard to see whether Chris Theron he will be willing to help with cutting the lawn in the estate. If he won’t be available it must be considered to appoint another Gardner. 3.5 STORMWATER/GRIDS AND HUMPS Outstanding from previous minutes. Chris Theron/Frik Moller 3.6 STREET LIGHTS It was mentioned that 3 Street lamps are currently not Chris Theron/Frik Moller working. Chris Theron will phone Theo. Frans Verwoerd asked Chris to check the day/night switches. 3.7 LILLYPUT Chris Theron mentioned that they experience problems Chris Theron/Frik Moller with the Lillyput System when it rains. Pipes started to burst. Frik Moller to contact Henk. Chris needs to speak to Country View Estate’s Manager to find out from him what type of sewerage system they are using. 3.8 RE-LOCATION OF STREET LIGHTS Still outstanding from previous meeting Chris Theron Item Responsible no 3.9 GUARDHOUSE LIGHTS Lights must be fixed and bulbs need to be replaced. Chris Theron 3.10 STORE ROOM Chris Theron to obtain a quote from Charl for the roof and Frik Moller/Frans door for the planned store room. Verwoerd 3.11 WATER TANKS – FOR SALE Chris will send out sms requesting owners to submit Chris Theron tenders for the water tanks. 3.12 STOP STREETS/TRAFFIC CIRCLE Dirk Fourie suggested that stop streets/traffic circle is needed where you can either turn left to the estate or right. Frik Moller People tend to cut the corners and this will probably reduced the risk of accidents. Frik Moller to investigate and obtain quotes for the silver speed humps (metal balls) 3.13 JOB DESCRIPTION – ESTATE MANAGER Frik will complete this and Frans will have a discussion with Chris in this regard before the end of the year. Frik Moller 4. LIASON & COMMUNICATION 4.1 RULES AND REGULATIONS Susan presented the document on Accreditation of Estate Susan van Dyk Agents. The document needs to be amended with the inputs and circulate to all the Board members for sign off. Susan needs to arrange with Weavind and Weavind to attend the Jan 09 meeting to discuss the update of the rules. – Outstanding from previous meeting. Item Responsible no 4.2 NEWSLETTER Susan has given Shareen inputs for the newsletter. This was shared with the members. 4.3 BUILDING PERIODS Fanie Rossouw to forward wording for building periods and penalties as per discussion at the AGM, these should be forwarded to Weavind and Weavind Attorneys for their comments and suggestions. 4.4 SILVER LAKES ACCOUNT Chris Theron handed over an account received from Silver lakes HOA for the court case against Kungwini. Dawie Venter will draft letter stating that in goodwill Fairview HOA will contribute R500 as the stands was not subdivided at the time of the court case. 4.5 RATES AND TAXES Frans will draft a letter on rates and taxes and forward to owners. 4.6 FIRES IN ESTATE Chris Therons should contact owners who fail to adhere to the rules and regulations. He should refer to minutes of Dawie Venter meeting where the decision was made and also to the rules and regulation of the estate. 4.7 CLEANING OF STANDS Stands should be cleaned by 31 January 2009, emails and All owners sms were forwarded to owners. Item Responsible no 5. FULL TITLE CONVERSION CONTRACT Draft contract handed to Teropo waiting for their inputs Renier Alberts Frans Verwoerd will have a discussion with Renier Alberts. Frans Verwoerd 6. FINANCE INSURANCE WIDB to obtain letter from insurance stating that Fairview WIDB HOA did not claim for damages caused by the run away truck. Some of the long outstanding debtors have started to pay now. 7. NEXT MEETING Scheduled for 24 February 2009.
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