MINUTES OF THE COUNCIL OF OWNERS MEETING THE MEWS (SP5629)
Date: Wednesday, 4th February 2026 Time: 18:00 – 21:25 (9:25 PM) Location: The Mews (Walk-around followed by formal meeting)
Attendees: Emily B (Chair), Saxon M (Secretary), Loiza W (Treasurer), Benita N, Sean S Apologies: Renee S
1. GOVERNANCE & ADMINISTRATIVE ITEMS
Appointment of Office Bearers
Chairperson: Emily B | Secretary: Saxon M | Treasurer: Loiza W
Confirmation of Council Member Details
All missing contact information was collected for the complete member register.
Register of Interests
Saxon provided an explanation; all members present declared no conflicts of interest.
Code of Conduct Reminder
Saxon explained the Code of Conduct; members reminded of confidentiality and acting in the best interests of the scheme.
Secretary Spending Authority
ESM Strata has a $500 limit. Saxon proposed a $1,000 unapproved cap (with notification to council). Unanimously approved.
Delegations to Strata Manager
Saxon explained standard delegations (levies, insurance, payments).
Meeting Frequency, Format & Online Voting
Monthly face-to-face meetings; formal communication via Email. Existing website voting system explained to new members and reconfirmed for use.
Insurance Overview
Saxon explained the policy and the strategy to avoid claims where possible to protect premiums and insurability.
Maintenance and Capital Works Plan
Saxon to circulate the 10-year plan before the next meeting.
Budget Awareness
Saxon explained budget functions and the requirement to stay within AGM-approved limits.
2. CURRENT WORKS & IN-PROGRESS MATTERS
Unit 12 & 20 – Water Ingress
Property manager coordinating re-inspections for Units 12/30 and 20/38.
U07 – Airconditioning Request
Approved with installation conditions acknowledged by owner.
Tree Pruning and Vine Removal
Front complex pruning discussed; Saxon to provide formal quote.
Pool Power Issues
Power is currently unstable (breaker trips); council to plan for re-running power in the future.
Security Camera Upgrades
Saxon to present positioning plan (Gates, car parks, pool).
Retaining Wall Damage – Pool Area
Saxon to follow up on damage from Florence Street development.
Old Well Closure
Approved to fill; investigation into soil specifications required for safety.
Building Management Signage
Saxon working with signage company on general contact signs. Saxon proposed A3 poster holders for entries; formal proposal to follow.
3. ITEMS FOR DISCUSSION
Gardening Contractor Performance
Current service noted as substandard; Saxon arranging alternative quotes.
Communication with Residents
Welcome Packs agreed upon; Loiza to handle printing and assembly.
Complex Cleaning
Insurance Risk: Explicitly noted that residents paid to perform cleaning services are not covered by the strata insurance policy.
Signage near Letterboxes
Proposal for mail handling and courier instruction signage next to letterboxes.
Paving – Front Clothesline Area
Reviewing scope and feasibility.
Underground Cabling & EV Charging
Saxon engaging underground services contractor for quotes.
Planting Along North Fence
Emily investigating suitable tree species; Loiza investigating retaining wall contacts.
Handrails – Units 7 and 31
Quotes required from suitable suppliers.
Parking Permit Tags
Noted cost of $400 for tags and violation stickers.
Pool Area
Emily managing signage updates (DRABC/First Aid).
4. ITEMS NOT ON THE AGENDA (NEW BUSINESS)
Mailbox Replacement
The possibility of replacing the mailboxes was raised; need to source options and costs.
Asbestos Fence Replacement (Unit 05)
It was noted that the section of asbestos fencing near Unit 05 requires replacement. The gardening contractor must remove the hedge adjacent to the fence before replacement works can commence.
