Draft Minutes UCOL Meeting  - Thursday 14 November, 2019  
Centre for Sustainability Seminar Room – 563 Castle Street 
Chair: Susan Jack                                  Note taker: Donald Shand  
Present:   Sander, Karen, Warren, Pauline, Miriam, Marianne, Jess, Min, Catherine, Maurice, Rosemarie, Liz, Gay, Jan, Sue, Tim, Geoff, Alex, Miriam, Maria, Juan, Anne, Sandy, Frances, Roz, Michael. 
Apologies:   Anna & Anthony, Sara, Claire, 

Appreciations:

Catherine appreciated Maurice for his tree planting, moving freezer, mowers, good cheer & good company. 

Anne appreciated the build progress with High Street roof on and Alva Street framing up.

Liz appreciated the ease ahead when we can have our meetings in the common house.
Discussion Items: 
1.	Sale of Units - Update on transfer of Anne & Geoff’s unit to Liz and Rachel’s unit to Anna & Anthony and repayment of loan to Rachel. 
a.	Legal advice to UCOL was that those people whose names are on the existing loan documentation remain legally liable.
b.	The costs of changes to the documentation is considerable. 
c.	Kiwi Bank is unwilling to alter the documentation.
d.	The practical solution is for agreements to be entered into between the parties until such time as the final sale and purchase agreements are signed. 
e.	In the meantime progress on both transfers has been slow and the processes somewhat unclear. 
f.	Liz’s lawyer has advised that an informal private agreement would facilitate transfer until the actual transfer of titles is actioned. 
g.	Advice from Liz’s lawyer is that she can produce a document in the event that dispute as to liability occurs.
h.	Interest owing to Rachel on her loan remains unpaid and will accrue as long as Rachel remains unpaid. 

2.	PCG Update
a.	Stormwater realignment - Tim advised that Fluent Consultants have outlined a process/plan to design a realigned stormwater for Foley’s to price.  
b.	Intumescent paint matter resolved and likely to go with more effective option.
3.	BCG Update
a.	Rainer updated meeting on Wednesday’s BCG meeting to approve payments. Noted that there are some small single item bills that relate to expected and not budgeted for items 
b.	H&S contingency item remains in budget in the event that Stefan requires H&S specialist advice.
4.	To do list:
a.	House numbering - Warren provided background information from the Land Information New Zealand (LINZ) site https://linz.govt.nz/regulatory/property-addressing which sets out the current policy and responsibilities regarding allocating property numbers so that postal and emergency services can easily find addresses and utilities have the correct addresses. Numbering is preferred rather than letters and multi level buildings should use a hotel numbering system. Using 25 Alva Street as the base address the likely numbering would be 101/25 Alva Street, 102/25 Alva Street and so on. 
Action - Tim will make contact with the DCC and will work up options for the next meeting.
b.	Drawing quote for angle parking. It is understood that Megan may support angle parking all the way along Alva. 
Action - Frances will report back on what road marking system is OK for DCC.
c.	D-unit flooring - we understand that this is now sitting with S&W for their feedback on the advised laminate flooring. 
Action - Rainer to check with S&W at next site meeting.
d.	Fisher & Paykel fridge/freezers. The space for fridge/freezer is designed for a 630mm wide x 1720mm high appliance or smaller. Sara has been coordinating purchasing arrangements with F&P. Those that wish to join a group purchase arrangement can advise Sara to negotiate a bulk discount opportunity. 
e.	Catherine suggested that we ought to investigate a commercial washing machine for common laundry. 
Action - agreed that as a next step Sara assemble a wish list of “nice to have” items. e.g. commercial stove, commercial washing machine to be priced and rated for any contingency funding available. 
f.	Cat doors  - Tim has received feedback from two people so far.
g.	Bathroom floors vinyl/tiles. D Unit have tiles in te specs and owners will need to supply their own tiles but the laying of the tiles is costed into the price. 
Action - Juan will coordinate tile purchasing for D units.
Action  - Tim will inquire of supplier as to available range and costs for next meeting.  
6.	Roof shout - agreed UCOL will fund a modest roof shout (coffee and savouries/cakes morning tea) and important that UCOL is represented. Rainer will arrange.  
7.	Site visit best once High Street is covered in which is likely to be the week before Christmas knock off. Friday and Saturdays are our preferences and Rainer will confirm with S&W. 
8.	Heritage Fence update
a.	Suggested by Tim that he approach a person he knows to get an indicative price for the work so that we can decide. 
b.	Rosemarie noted Frank Scurr’s comment that pricing such a job should be priced on time and materials.
c.	Priorities are to create the gateways.
d.	Awaiting meeting with Heritage NZ, DCC and UCOL. 
e.	Agreed that we can run to our own speed and budget including that we ought to paint those fence sections that will not have been professionally repaired/replaced.
9.	Body Corp Rules Workshop 
a.	Notes from October workshop were included with the agenda papers. 
b.	Gaye will work with Jess Min (?) to proofread the document.
c.	Next Body Corp Rules workshop scheduled for Sunday 24th November, 3.00 - 5.00pm at Centre for Sustainability. Main focus is to work through the rest of the rules yet to be discussed. Suggested that we draw on peoples areas of expertise and interest to take a lead on particular matters - e.g dispute resolution. Matters for consideration will include dispute resolution and process to change rules. UCOL members can decide on their attendance. 
d.	Once finalised we will hold a meeting to sign these off. 
e.	The deadline for finalising the document is that it is ready in time for the final sale and purchase agreements to be signed.
9.	Information item
Gay - The publicity group intends updating the current web site, particularly the material about Stepping In, Waiting List and Registering Interest. We are meeting at Sanders place (3/39A Opoho Rd, Dunedin) at 7.30 on Thursday 21 November to discuss this and hope anyone interested will participate. We intend to come up with a recommendation which will be offered to a shareholders' group meeting (with a summary of issues, options and reasoning behind the recommendation).  
10.	Open Forum - no items raised.
11.	Christmas potluck and Secret Santa at Anne’s, 25 Pacific Street from 6pm on Saturday 21st December.

Next meeting Thursday 28th November 7.30pm. 

Meeting closed at 9:05pm