June 2021 - Ucol-shareholders

Another letter from Directors
by Alex King 08 Jun '21

08 Jun '21

Dear shareholders, At the last meeting we agreed for the directors to write to purchasers and detail a commitment to complete some unfinished work. That prompted some questioning of the process as the item was not advertised on the agenda prior to the meeting, and some queries as to whether we had the list right. As a result the directors met on Saturday and Maria was present at the meeting to assist us. We agreed to some small modifications, the main one being that materials for the M1/M3 pergolas would be paid for by by the unit owners, while the work would still be done by the group. While UCOL is promising to finish these works as a priority, we have to remember that we are proposing to do this by working bees, and we need good cooperation and engagement to achieve this. The payoff for the group is that, by saving much of the cost of contractors for these jobs, we are making that available to go towards the kitchen and other stage 2 jobs we would not otherwise be able to do. Since the group agreed to a specific text of the letter at our meeting last Thursday, I wanted everyone to have the opportunity to review the updated letter before it is officially sent. I hope these modifications mean we now have something everyone can be happy with. *If you have any remaining objection or concerns regarding this letter, please contact the directors before 5pm tomorrow Monday.** * Here is the latest draft letter: Dear Purchaser, UCOL undertakes to finish the site works, which remain unfinished on settlement day, at the earliest opportunity and in any case within 6 months of settlement. Specifically, we agree to finish: * The High Street steps outside C1/C2 * The fences between units in the back yards and on the boundary between private and shared areas around the common green as shown on the plans. * Pergolas in the back yards of A and H units as shown on the plans. * The earthworks outside M3 as was priced by Halls recently. * The boundary fence between M3 and Montpellier Street. * A pergola in similar construction and size as the A and H unit ones outside M1 and M3, and/or entrance covers similar to those proposed for the D units, by agreement with the Unit owners. The cost of materials for these pergolas or covers will be paid for by the owners. In addition to the above, we also undertake to complete any further works such as the covers for the D unit entrances and any other works that were not on the plans but are seen as necessary and agreed to by the group decision making process. These "not on plan" works will only be completed on the condition that the cost of materials will be met by the unit owners. Alex, Catherine, Anne and Susan Directors, UCOL

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Heat exchanger info/ English manual
by Juan Puricelli 07 Jun '21

07 Jun '21

Hi all (Tim please verify and confirm my findings) I have found the English manual and useful info I thought in sharing. So find attached manual , though I’m not exactly sure of Models for other than D units so check your one against this . Also my reading of the maintenance is that by 2-3 month we should be at least cleaning the filters in the main unit , and replacing them in month , though an indicator should pop in the control if they need either clean or replacing (I guess mainly replacing ) saying “fil + ter” blinking alternatively. Tim : could you let us know when and how much and how are we getting those filters ? Have a great week everyone and good hard yaka! Today ! Juan Puricelli Sur Architecture 022 6585021

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Notes on meeting 3 June, 2021
by Sandy & Frances Ross 07 Jun '21

07 Jun '21

Hi everyone, I am sending out the notes again with minor changes of spelling, a sentence for clarification, and accuracy of those present and those who sent apologies. However, there have been a number of concerned responses to some of the items discussed at the meeting and the minutes from those discussions. Here are some of those concerns: 1. Pergolas or similar for units M1 and M3 were not part of the build plans but have been put on the ‘To do’ list. 2. The item relating to the bench top in Unit 1 was not signalled in the agenda and was discussed in Open Forum. Many were unhappy with this. 3. Some felt we had gone too far in the meeting with our decision making; some felt decisions need to be revisited. As a response to these concerns, Alex called for a PCG meeting to take place over the long weekend. This has happened and notes from that meeting will be circulated soon. They address some but not all of the above concerns. It will be up to the next meeting to decide what needs to be revisited. It will be important for our next meeting that the Agenda is very clear on what will be discussed and any relevant information supplied to the shareholders in good time before the meeting. Regards, Frances

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Fences between units...
by Miriam Frances 07 Jun '21

07 Jun '21

Our gratitude to all who worked so hard today, Donald and Miriam

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LetterFromDirectors
by Catherine Spencer 06 Jun '21

06 Jun '21

Dear Shareholders, You are all aware that we received Code Compliance at the end of last week and that we have been encouraging everyone over the past few months to instruct their lawyers to reduce the settlement time from the normal ten to three days, unless there are extraordinary circumstances to make that not possible. You should have all heard from your lawyers by now and received the final figures needed to settle, which include the sale price of your unit as per your Sale and Purchase document, less your loan to UCOL, plus a share of the DCC and ORC rates for your unit, until 30 June 21, and a portion of Body Corp fees, likewise from the date of Settlement to the end of June. If you have not received these documents, would you please email your lawyer immediately over the weekend and clarify with them your settlement date? McMillan & Co, Ucol’s lawyers, need to receive instruction directly from your lawyer as to the exact day you will settle. The earlier we settle, the more we save on interest costs and have funds for our common kitchen and other purposes. The directors would like to know if there are any impediments to you settling earlier? The three days is technically Tuesday, but if these matters are not already in train, then it may be that you are only able to settle on Wednesday or Thursday. We are asking you all to be pro-active in this matter, so that the project can be settled as expediently as possible. Also if you have any concerns please approach the directors before addressing them through your lawyer - which will cost both you and us collectively as UCOL - we are all the company and will all have to pay! We thank you for your co-operation in the matter and look forward having an update from all shareholders. We can then finally move forward on the next phase of building our community together! Catherine, Alex, Anne and Susan

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re paths from street to door ( esp relevant to High St Units)
by mariannequinn＠xtra.co.nz 05 Jun '21

05 Jun '21

Hi all: if you already have a path to your front door, no need to read further! If you don't and you'd like to know how to make one, Jess is happy to share her research and expertise, having done the quantity survey for her path and built it herself ( with the assistance of Sandy on the shovel!) Jess is available at 7.30pm this coming Tues night ( 8th June) to share inspiration and tips. Venue to be decided: if it's a small group, we could meet in somoene's unit, or we could light the Common House fire and have a cuppa ( or a mulled wine for those so inclined). Please confirm if you're interested ( for catering/ venue determination purposes to Jess or myself. I love how we're all learning new skills and how many talents we have in this group! Regards, Marianne Marianne Quinn Level 3, 115 Stuart Street, Dunedin P.O. Box 20, Dunedin 9054 ph +6434773115 or 0211612050

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Re: [Ucol-shareholders] Draft notes from meeting 3 June, 2021
by Juan Puricelli 04 Jun '21

04 Jun '21

Hi guys, Having heard and discussed with maria briefly of yesterday’s decisions; here is my bit as a shareholder . Terribly BAD!! That we ate now about to settle and with all the effort and stress that this caused in many of us and we rush up on decision of this caliber . I’m not wanting - and wish is the same for all of us - to delay settlement but in the same way I don’t think anyone else has the right to all of a sudden and in an open forum out conditions and expenditures just like that . PLEASE I WANT TO GET SETTLEMENT WITH NO NEW OBSTRUCTIONS . Then we can discuss in the group those large decisions on how we do and spend extra money . Regards Juan Puricelli Sur Architecture 022 6585021 > On 4/06/2021, at 12:09 PM, Alex King <alex(a)king.net.nz> wrote: > > > > > On 4/06/21 10:37 am, Maria Callau wrote: >> 2 comments: >> >> As a member of the PCG and of the BC I would like somebody present in the meeting to comment on the following: >> >> 1. Where is the evidence that the M units pergolas were included in the original contract? >> I understood we had agreed that the PCG was going to go through the plans to establish exactly what was included. >> From what I remember Pergolas for the M units & Covered Areas for the D units were no in the original plans. >> I have been telling this to both: the M units and the D units. >> Both items are of similar weight. I can also see that there was a disproportion of D units shareholder at the meeting yesterday. > From what I was told, there were drawings with extensive groundworks and a large pergola outside M3. Not sure about M1. There was never a drawing with covers for the D units. > > To an extent what is included in this list and what is excluded is a judgement call, as there may have been contradictory information around. > > Our S&P agreements state that the houses would be as drawn/specified in the project information. If you can identify and review the project information plans and they are clear that the M3 pergolas were excluded, then you could approach the directors about it, but we intend to write the letter over the weekend as Gay has requested it prior to settlement. > > Also regardless of what was on the drawings, Gay has expressed that she believes a pergola outside M3 and M1 is a matter of fairness in comparison with other (A and H). Again, what is included and excluded from this list is a matter of judgement. I can't be sure what different people have told Gay at different times, and therefore what expectation she has taken from that and whether it is "reasonable" for her to expect a pergola or not, even if one didn't appear in the project information. > > Talking with Sara, what she primarily needs is a cover outside her door for wet weather, the same as the D units. Again, I'm not sure if the project information included a pergola outside her unit or not. I suspect even though the letter talks about a pergola outside M1, Sara may want to swap a pergola for a D-unit style cover. That probably needs further working out. > > Although I felt this letter wasn't necessary, because we had been, and were continuing to work these issues in group meetings, I also agree it's good to be clear. It's good to make a decision and move on. > > Given that the group agreed to ask the directors to write this letter before settlement, that is what will happen unless you or someone else particularly wants to push it. Alternatives to doing as we agreed last night might be to: > > appeal to the directors and ask us to hold off sending the letter until the group has reviewed the decision, since you were not at the meeting and you wish it to be reviewed. That would delay the letter post settlement (for some people) and may not meet Gay's need for certainty. (Actually I'm not sure if Gay is one of the ones settling on Tuesday, but I guess she could be asked to delay her settlement to the 10 days which would give us until the 17th) > Better in my view would be to hold a mediation type meeting over the weekend including Gay, Sara, some directors and some of the D unit people so everyone can express their needs and we can try to negotiate a better solution that meets everyone's needs. That could follow an NVC process, I believe that is a great way to resolve these things, and Kristin knows how that's done. > Do you see the letter as a "good enough" solution Maria, or do you want us to revisit it? > > (Also regarding "included in the contract," note that the contract with S&W is a different thing than the S&P contracts with buyers, what was in the drawings for S&W were not necessarily the whole story of what was promised to the buyers.) > >> >> 2. How can we approve expenditure on an open forum? >> I thought we needed to be notified about this before the meeting. >> The BC recommended not to approve any expenditure until we know how much money is left from contingency. >> We are very close to that stage and will be able to evaluate/report on the amount. >> > Are you talking about the pergolas for M3, or the divider benchtop in A6? > > If you are talking about the M3 pergola, then if it is in the S&P contract promised to the buyers, the the company is obligated to provide it and it must be done ahead of other expenditure like the kitchen which was optional. > If it is the benchtop divider in A6, then it is a discretionary item out of contingency and we did agree to it despite our general recommendation (to wait until Nicola reports back to us with a contingency figure.) It is not urgent to do this so you are perfectly within your rights to ask to review it at the next meeting since you weren't there. We did talk about how these spending items should be on the agenda so people know it is coming up, and agreed to re-commit to doing that in future. But on balance we were comfortable because we knew people can appeal the decision in this case. >> Your comments will be welcome. >> Thanks, >> Maria >> > Thanks, > Alex >> >> Kind Regards, >> >> Maria Callau >> 0211847490 >> >> SUR Architecture Limited >> www.sur-architecture.com >> >> >> >> On Thu, Jun 3, 2021 at 10:32 PM Sandy & Frances Ross <sfross(a)xtra.co.nz> wrote: >>> >>> >>> Please come back to me with any amendments or additions. >>> >>> Thank you. >>> >>> Frances_______________________________________________ >>> Ucol-shareholders mailing list >>> Ucol-shareholders(a)list.king.net.nz >>> https://list.king.net.nz/listinfo/ucol-shareholders

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Draft notes from meeting 3 June, 2021
by Sandy & Frances Ross 03 Jun '21

03 Jun '21

Please come back to me with any amendments or additions. Thank you. Frances

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Tonight's UCOL Agenda 03.06.21
by Donald Shand 02 Jun '21

02 Jun '21

Morena Attached copy of UCOL agenda and also here below. See you tonight. E noho ra. Donald UCOL 03 June, 2021, to be held at 7.30pm in Toiora Common Room. Chair: Donald Notetaker: Frances Apologies: Gay, Maria, Juan, Rosemary, Maurice, Min Present: 1. Appreciations: 2. Follow up from last meeting: 1. Signage - Sara 2. Buddy system - Conciliation team (Donald) 3. ODT article - see Maria’s email 4. Electricity Monitoring Research - University of Otago proposal - see Maria’s email 5. Post settlement - where to next with UCOL meeting? (Donald) 6. Upcoming working bees (Donald) 7. Open Forum Next meeting

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Current agenda for tomorrow night's UCOL meeting
by Donald Shand 02 Jun '21

02 Jun '21

Kia ora See below the draft agenda for tomorrow night's likely shorter than usual meeting. Donald *Apologies:* Gay, Maria, Juan, *Appreciations:* *Follow up from last meeting*: - Signage - Sara - Buddy System *ODT article* - see Maria’s email *Electricity Monitoring Research* - University of Otago proposal - see Maria’s email *Post settlemen*t - where to next with our UCOL meeting? *Working bees this weekend?* *General Business*

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Ucol-shareholders June 2021