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SIMRA Committee Meeting, Tuesday, October 3rd 2017 at 9:00amIn the Meeting Room at the HomesteadMinutes1. Opening: The President, Ted Johnston opened the meeting at 9am and welcomed JulietDixon to the Committee.2. Present: President, Ted Johnston; Deputy President, Glenda Raison; Treasurer, Sandra Smith:Secretary, Jenny Hurle; Committee Members, Helen Hope, Juliet Dixon, Steve Donatti;Immediate Past President, Graeme Brown; Social Convener, Yvette Corbett.3. Apologies: Graeme Bridge.4. Correspondence:a) Pool: Re pool cover from Gillian 5/9 17i. Request for extra funds for Swimming pool upgrades fromGillian to Richard 1/10/17 Kendallb) Den: Re Den refurbishments from Graeme Hickmott 1/9/17c) Bus: Re bus stop from Juliet Dixon 1/9/17; Noel Fitzpatrick 14/9/17; Kenand Elizabeth Dickie 13/9/17;d) Community Connection: Concerns from Neil Chapman 15/9/17e) Rates: Re rates exemption from Richard Kendall 15/9/17a. Appreciation letters from15 residentsf) Renaissance Walkway: From John Doust 29/9/17i. Activity Coordinators Afternoon Tea:1. Invitations sent for afternoon tea.2. Thank to Leon Watt for designing and printing theinvitations.g) Library Stamp: Request from Lyn Payne 5/9/17h) Mini Golf: from Neil Chapman 1/10/17i) Use of Clubhouse: as opposed to GC or Den for private functions fromGillian 2/10/17j) Rubbish Collection, Street sweeping, speed restrictions: from SallyParsons 2/10/175. Acceptance of Correspondence:Moved: Steve Donatti; Seconded: Yvette Corbett; Carried6. Reports:Monthly meeting with Gillian from Ted Johnston is attached. Items from this reportare included in the business that follows.Treasurer’s Report from Sandra Smith is attachedThe President, Edward David Johnston, is authorised to be a signatory to theassociations banking account.Glenda Raison will take over the Treasurer’s duties in Sandra’s absence for the next 2months.

Accounts were passed for payment.It was emphasised that SIMRA will support groups financially in their setting up. It ishoped that groups would become self-supporting financially after the initial set upcosts.Finance Sub-Committee: from Graeme Hickmott is attachedCommunications Report: from Geoff Hurle is attachedSocial Convener’s Report: from Yvette is attachedThanks to Reg Byers and Charlotte Blakely for taking on the Monster Sweep for theMelbourne Cup.A reminder that the main notice boards in the venues are for activities within thevillage. It was suggested that notices only be put up a month before the event so as toavoid cluttering as is now the case. There is a notice board near the hairdressers etc inthe Clubhouse that is used ‘for sale’ etc.Ideas Report: from Glenda is attachedFollowing the meeting between Glenda, Sandra and Jenny lists of the variousparticipants has been given to those who indicated that they would help. These peoplehave begun to contact those residents and activities are being set up.Thanks to Glenda and her team for the initiative and the work that has been put intothis. Thanks also to all those who are now working to set up the activities.All reports were tabled and accepted.Moved: Yvette Corbett; Seconded: Sandra; Carried7. Acceptance of Minutes of the last Committee Meeting on September 2017.Moved: Helen Hope; Seconded: Steve Donatti; Carried.8. Continuing issues: From the minutesa) Pool Cover: The pool cover is not used because it is too difficult for earlyswimmers to manage by themselves and the extra cost in heating is minimal.The pool cover equipment will be removed permanently.Moved: Yvette Corbett; Seconded: Juliet Dixon; Carried.b) Swimming Pool amenities upgrade: Gillian reported that the scope of workshad been completed, quotes had been received and the project has now gone toMRS for approval. It is hoped that the work will begin in November andcompleted by the end of the year.Included in the costing for this is an improvement to the entry to the gate at theclubhouse end of the swimming pool.c) Den Upgrade: Gillian advised that the scope of works for the major upgrade tothe Den had been completed and it will be in the 2018- budget.d) Bus stop - Use of Club Car – Hire of Bus: As stated in the minutes lastmonth SIMRA is not investigating any alteration to the public bus stops outsidethe village. It was noted that the previous investigation was thorough andendorsed.SIMRA is however investigating the use of the Club Car. The Village mangerhas given permission use the Club Car within the Village by Registered drivers.Possible uses include transporting people who need it, to and from events in thevarious venues and also to the gates, which would make the walk to and from the

bus stop in Discovery way shorter. Graeme Brown will draft a survey of residentsto see what the needs are and will source volunteer drivers with a current driver’slicense to make up a roster to provide the service.Helen Hope is investigating the hire of buses for trips outside the village e.g.shopping trips for small numbers. There are many options.e) Council Rates – Rubbish Collection: Although residents have been exemptedfrom paying council rates they will still have to pay Rubbish Collection andEmergency Services fees. Emergency Services fees will still be included on theMelville Council notices. Gillian has received quotes from three rubbishcollection providers for a variety of solutions that are cheaper than M CC.f) Heating/Cooling in Utility Shed: This has been investigated and a quote of 4,700 received to air-condition the Utility Shed. The lighting in the end of theshed will also be improved. This will enable the facility to be used by moregroups. However, as this is not a budgeted item at the moment it will have to waittill later this year to see if there is any money left in the budget for this year.g) Photos of Staff to go on Notice Boards: Gillian is working on this.h) Door to Clubhouse near Swimming Pool: A number of residents hadindicated that this door was too heavy and a proposal to install a sliding door hadbeen considered by the Village Manager. The cost of installation was very highand the Village Manager had advised that pneumatic assistance would be triedfirst.i) Paper drop off Point: This issue has been resolved. Thanks to those collectingnewspapers from across the village.j) Association membership record: The record of members is kept by theTreasurer and the Secretary. It was decided that the list of members will also beput on the Website in future.Moved: Sandra; Seconded: Jenny; Carried.k) Activity Coordinators Afternoon Tea on Wednesday October 25 th: Theinvitations have gone out for this event. And the catering arrangements have beendecided. Thanks to those Committee members who have offered to provide thefood.l) Photos of Committee for notice boards: This will be updated when allCommittee members are in the village.m) Parking for Gophers on verandas: Gillian is still investigating a bettersolution for this. However, thanks to those who are now endeavouring to parkwithout blocking up the doorways.n) Speed restriction in the Village: Gillian advised that St Ives would notconsider this proposal due to the exorbitant cost of changing signs etc. Also, thecurrent speed restrictions are in line with most other similar facilities. SIMRAwill not pursue this matter any further.

o) Main entrance safety issues: This issue was investigated at a site meetingwith Management. A proposal was put forward to improve safety by relocatingthe give way signs, installing turning mirrors and improving signage.p) Format of attachments to emails: Gillian advised the solution to these forthose using Outlook. However, it has not solved the problem for some othersystems. This is matter is ongoing.q) Solar Energy units: Steve Donatti reported that he has contacted AlintaEnergy and is awaiting their response. SIMRA is seeking advice on the feasibilityof solar power for: Common Areas Private Villas. The impact on individual residents.r) Communication issues: In view of the increasing interest of residents inlearning to use mobile phones and computers it was thought that the installationof free Wi-Fi in the Clubhouse would be of considerable assistance. The VillageManager will investigate the costs and rules to be applied.9. New Issues:a) Energy Audit: Gillian has analyzed the energy audits from previous years andfound that both reports agree on maintenance of the street lights. She has sent aproposal to MRS for 20,000 to be spent on fixing and cleaning the streetlights. Awaiting a response.b) Energy Provider contract: SIMRA has requested that representatives beinvited to be present when the next energy contract is negotiated. Then wewould have a much better understanding of the contract to impart to residents.c) Facility use charges: If the activity is for residents only, there is no charge forthe hire of the venue. If the provider is an outside person the price charged forthe session is decided between the provider and the residents, bearing in mindthat the provider is not being charged for the hire of the facility.d) Villa locations on GPS: This can only be achieved by changing all addressesto comply with Australian Convention through the Melville Council which isnot interested in changing them. It would be a very costly exercise so SIMRAis not pursuing this at the moment. However, we are investigating getting ‘22Windelya Rd’ in the correct place on the GPS Maps.e) Security with closing after 8pm: Management proposes to hire WilsonSecurity to do a “lock up round” in the Clubhouse for designated events thatgo beyond the 8pm lock up time by the duty officers during the week. Gillianwill advise residents when these procedures have been finalized.f) Homestead signs: These will be replaced with ‘Clubhouse’ as there is muchconfusion over the name of this venue at the moment. It needs to be consistentthroughout the village and in all activity advertisements.g) Vehicle Gate Closing issues: These issues have been remedied.h) The Opal gate: This is to be closed and opened at the same time as the villagegates. The Village has no control over the Opal gates being open during the