Trustees’ meeting – 9 Sept 2025

Trustees’ meeting – 9 Sept 2025

Notes

  • Quorum at 16:35 (85% present)
  • Minutes of previous meeting accepted.
  • New portfolio created: Pets.  

Portfolios

  • Security & communication
  • Maintenance
  • HR and staff
  • Gardens & cleaning
  • Finances & budget (incl. 10-year plan)
  • Exclusive Use Areas & Levies
  • Conduct Rules Review
  • Basement
  • Pets

Security & access control

  • ADT guard service has started but experienced start-up timing issues; receptionists’ hours will change to provide continuous coverage (07:00–19:00 reception; 19:00–07:00 ADT). Protocol for staff leave to be agreed.  
  • Recent security incidents: maglock cable cuts, repeated cuts to the basement TV-server cable and loss of ~10 storage containers from basement. ADT engaged to investigate and apprehend potential culprits.  
  • Camera rollout is first phase completed; further cameras for basement, reception, beach wall and other blind spots proposed and budgeted as availability permits. Detailed camera map available on request.
  • Access-panel changes required: several button and panel swaps, some buttons to be disabled, and new panels added to terraces/beach gates to prevent malicious or unregistered entry/exit. 
    Final objective: Only access to basement with security tag. Only exit from basement without tag through reception (also fire exit).

Beach-side security

  • Beach fence is aged and overgrown; proposal to clear strip of foliage along perimeter, replace with ClearView fencing to improve sightlines (pillars from same stone as wall) and camera effectiveness and allow gardener access. New full-height beach gate (≥2 m) with access control panels proposed; quotes to be obtained.  

Maintenance

Water ingress & roofs

  • Water ingress being addressed on ground and first floors. Shingles: ~2/3 replaced; 9 of 32 roof sections remain; dormers ~50% complete. One pallet of shingles to be ordered.  
  • Sheet-metal roof: unit 44 completed; units 45–46 next.
  • Terraces: all box gutters replaced except one (between T1 and T2); ingress into those areas has stopped. Side-skirting replaced on ~75% of Terraces buildings. Zinc roofs on back patios in poor condition and will need attention in dry months—full report to follow.  

Water ingress through top floor balconies

  • Extensive research has shown a complex problem but a plan of action is underway. Initial quotes from builders to address all ingress points received. Weighing alternatives. Meeting with Sectional Title Scheme experts to discuss cost split owners vs. BC as top-floor balconies are part of building drainage system.

Pool area

  • Pool door: plan to install a new exterior-grade steel-framed door to avoid warping due to weather (1100 mm) and brick up remaining opening; quote update pending.  
  • Pool roof: proposed Chroma-deck roof over existing canvas to extend lifespan by ~10 years; planning and engineer quote required (target works Feb–Apr).  
  • Pool filters were blocked (toys and debris found); filters removed and floors waterproofed. Consider prevention measures for future blockage.  

Basement

  • Basement lighting is sub-optimal even outside load-shedding; an assessment will identify additional lamp locations. Emergency-light functionality to be checked.  
  • Basement storage: loose items to be cleared — letter to owners has been sent; new sub-committee to review/reclassify basement usage.

Handrails, walkways & cosmetic works

  • Bamboo coverings on handrails removed; metal sanded and repainted; new PVC covers only on stair handrails. Carpets on walkways: specialist have visited to discuss non-slip alternatives, but decision provisional to retain traditional carpeting for cost reasons; options for anti-slip strips being obtained.
  • Cosmetic exterior building touch-ups planned in December.  

Shade cloth

  • Current shade-cloth solution repeatedly fails in strong winds; supplier (Cape Shade) recommends design change — site meeting required to agree new design and timeline.  
  • So far, all costs of replacements have been for supplier.

Design simplification

  • Replacing ornate/organic woodwork with standard straight profiles could cut replacement cost by up to ~70% (example: door replacement R14,000 → R4,500). Trustees previously agreed simplification is possible; a special resolution will be scheduled. Bulk quotes and owner engagement planned.  

Maintenance resourcing & budget

  • Backlog increasing due to weather and budget constraints. Recommended temporary scale-up for at least 12 months and a longer-term team shape for 3 years: winter extra unskilled workers (Jun–Sep), summer extra workers, and one intern/assistant building manager. Building Manager to prepare a full team-shape plan. Reporting efficiency to be improved (online solution).  

Exclusive Use Areas (EUA)

  • Long-running EUA project needs closure: ambiguity over boundaries, historic fencing removed in places, and cash-flow implications unresolved. Trustees planned to meet STS specialist and present a status update with plan and timeline.  

Other operational items

  • DB board replacement completed; compliance certificate received; small basement lighting issue under review.  
  • Review of management and conduct rules underway. Current rules from 1998. Require update to modern situation.

Actions

  • Security: Arrange site meeting with ADT to overhaul access control panels.
  • Security: Meet ADT to investigate recent incidents and agree security improvements.
  • Security: Check basement gym door access and emergency lighting functionality.
  • Security: Obtain quotes for additional cameras (basement, reception, beach wall, terraces).
  • Maintenance: Obtain fencing quotes and a quote for a full-height beach gate with access control.
  • Maintenance: Order one pallet of shingles; send proforma for budget check.
  • Maintenance: Sean to produce full report on remaining zinc/back-patio roof items.
  • Maintenance: Produce winter projects plan and a 3-year maintenance team-shape proposal.
  • Maintenance: Improve maintenance reporting workflow; evaluate an online reporting solution.
  • Maintenance: Follow up with Cape Shade and arrange site meeting to redesign shade-cloth solution.
  • Comms: Send letter to residents about basement storage clearance.
  • Maintenance: Update pool door and pool-roof quotes and obtain engineer planning for Chroma-deck.
  • Maintenance: Prepare bulk quote and special-resolution paperwork for design-simplification proposals.
  • Pets: Contact cat owners re. current Pets issues (as per Pets portfolio note).  
  • Comms: Send reminders to residents about not using bushes/railings for laundry.  

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