KLEHO NEWS
May 2018.
Dear Members and Residents,
We have had a busy time since our last newsletter and so this issue is aimed to update and inform you about progress on our wonderful Estate.
Appointment of a Property Management company:
The Estate has grown to the point where your trustees have taken the decision to outsource the management of the Estate to a specialist. There are many reasons that motivate this decision:
The work load has increased hugely, and your committee members are attending to too many operational issues, in addition to their prime role of oversight and governance.
The company appointed is Plett Property Management (Pty) Ltd (PPM) and it will assume it’s duties with effect from 1st June. PPM manage about 80 similar Estates along the Garden Route and have experience and access to legal, accounting, IT, banking and other services will enhance our systems.
It will invoice and collect our levies, prepare accounts and budgets, manage the HR requirements of our employees, and settle all approved invoices. It will report to and be under the direction of the Trustees of KLEHO.
The company appointed also is responsible for ensuring compliance with the regulations that apply to the KLE community.
In order to create an efficient interface with PPM we are pleased to announce that we have appointed Kirstie Schmidt as Estate Supervisor. She is well informed on most aspects of our operations and will be your first line of communication and the daily contact between KLEHO and PPM. Kirstie will also direct your queries to the correct channel which could be any, or more, of the following:
KLEHO Chairperson; the Trustee responsible for any specific portfolio; the Developer through Grant van Staden; the Garden Service provider; the Security provider; or PPM.
We are in transition from what was a Developer managed Estate to one under control of KLEHO. We have, since last AGM set up a complete portfolio management structure, done considerable work on safety and security protocols, refined the Service providers annual contracts, and are about to relieve Lester Coelen (Developer appointed finance trustee) of the day to day responsibility for accounting matters for which we owe a huge debt of gratitude both to Ian Raubenheimer and to Lester for their valuable input to date.
More nuanced, in terms of transition, is the role of Grant, who will continue to be a fundamental cog in the KLE network. Kirstie will work closely with Grant as we slowly but surely relieve Grant of the nitty gritty of daily KLEHO chores but hold on to his enormous expertise. Thanks Grant for all you have and continue to do for KLE.
As part of this re-structuring we have now also established the portfolio of Architectural Committee which will be headed by Alan Cameron, assisted by Grant and Michael Dall Architect. Alan is already engaged in tidying up this portfolio and clarifying the rules and guidelines for the Estate. The Architectural Committee will be available for consultation for any homeowner wishing to make changes and /or alterations and be the approval body for any such change.
Architectural Committee:
To date, a number of requests has been submitted by members to The Developer and Trustees that have been approved, approved with modifications or rejected using the KLE Constitution and Conduct Rules, to which we are all signatories, as the guideline. Unfortunately, there has also been an increasing number of transgressions of these rules and guidelines with respect to gardens, blinds, water tanks, solar panels, barrier fencing and plant trellising. To ensure that the aesthetics of the Estate remain as originally envisaged and that we maintain a harmonious community The Trustees will enforce these rules, whilst at the same time be reasonable to individual’s requirements.
Reference to Clause 19,2 of our Conduct Rules may be a helpful reminder. Members also are referred to clause 27 of the Constitution that deals with members wishing to make changes to any structures on the members residential erf (The clause refers to, inter alia, work such as painting the house; changing the windows or doors; extensions to any structure; installation of accessories such as pergolas or awnings; building a boundary wall or planting vegetation that would have the same effect and so on). Without limiting the Association’s rights in terms of that clause in any manner, members are obliged to obtain approval from the Trustees before commencing any such renovations, changes, additions, etc. and are required to comply with all obligations placed on them in terms of clause 27 of the Constitution.
To avoid conflict later in the process it is suggested that should you wish to make any changes as described above that you approach the Architectural Committee for guidance and ultimately approval for your change(s). Approval will not be unreasonably withheld and will be dealt with as quickly as is practically possible. This relates to paving, statues, water features, tall indigenous trees, murals, exterior wall hangings, trellises/fences/hedges, water tanks, solar panels, and non-indigenous plants. These and some others have caused tensions in the past and we do very much want to maintain a happy and supportive atmosphere. It will be helpful if your submissions are in writing addressed to The Architectural Committee and submitted to Kirstie.
Given the very clear KLE design aesthetic and the feel for open spaces with only a surrounding security fence and internal safety barriers/fences, where essential, it is the opinion of your Trustees that to maintain this ethos we wish to clarify that all fences, trellis work, vegetation mentioned in the relevant clause applies to boundary of the erf and internal portion of the erf thereby creating enclosures within the erf.
Maintenance:
We are delighted to announce that James Bryden has been seconded by the Board of Trustees to head up the Maintenance sub-committee. James is an early resident with appreciation for the ethos of KLE and, with his long experience as a senior construction executive, will assist greatly in managing this activity. The exterior painting and maintenance is a KLEHO responsibility and will over time be a significant cost requiring careful management.
CWD Aluminium will be putting safety stickers on the bottom corner of all aluminium glass doors, so please note that they will be making their way around the estate over the next couple of weeks.
Finance:
We can report satisfactory performance in line with budget. Currently very busy in preparation of hand over to PPM and to ensure that this goes smoothly and that nothing drops between the cracks!
Clubhouse:
The planned extension has been delayed awaiting necessary approvals, but we expect action soonest.
Your trustees continue to walk the fine line between encouraging use of the facility and not introducing precedents which may be embarrassing when we finally have full development. To this end we are encouraging use with the proviso that we will review the situation from time to time.
Recent holiday weekends have reminded us how important it is for members to obey the Clubhouse rules. We love the fact that our families visit and enjoy our Estate but very young children (under 16 in our book!) should not be having fun in the snooker room, opening the Clubhouse fire doors, using the gym equipment etc! A member must accompany guests using all the facilities provided; and the snooker room, sauna, and gym are off bounds to young folk. Refer to the rules for specifics.
The tennis court is receiving some remedial work on some blisters formed on the surface, but we have also noted that folk have been playing in black soled shoes which are leaving marks on the surface. Please wear tennis shoes when using this court.
Property and Gardens:
We haven’t received any letters of praise for what we think is already an improvement in the management of our gardens, both individual and common areas, but then we have also noticed a distinct drop in the number and volume of complaints! Must be a good sign?
Thanks also to Mike and team, who having procured some grass have generally beautified the landscape.
The Municipality “Blue Bag” service for garden refuse is now available on the estate and we encourage you to make use of this source. The bags must be purchased directly from the Municipality office in the main road, where you pay your rates and taxes. The bags must be put out on Mondays only, with your refuse and the refuse removal truck will collect them. Please note you are limited of 2 bags per unit.
Safety and Security:
It has become apparent that many homeowners are not aware of the correct procedure for using the panic button in each home.
THE BUTTON MUST BE DEPRESSED FOR A MINIMUM OF 3 SECONDS UNTIL THE ALARM SOUNDS.
Homeowners should also be aware that remote panic buttons can be purchased from Allsound.
These can be worn around the neck and provides the ability to activate the panic button when unable to reach the fixed panic button. For example, if a homeowner falls and is unable to get up.
The Safety & Security Committee have recommended the purchase of limited firefighting equipment, including hoses and fire extinguishers, and the Trustees have now approved the purchase of the equipment. A number of volunteer First Responders have been trained in the use of the equipment, and this facility will undoubtedly improve our capacity to react to a fire pending the arrival of the Fire Department.
At the request of the S&S Committee, Allsound have provided a risk assessment of the estates security. Arising from the report the perimeter security is being beefed up, with beams being installed along the palisade fencing either side of the gate house and ensuring the various gates on the estate are properly protected.
Shortly the S&S will issue to each homeowner a laminated notice to be hung in a convenient place in the home, which will set out emergency procedures and what to do in the event of an evacuation. Below is what will appear on this handout along with emergency numbers and a block map:
Emergencies and Evacuation
The trustees place great importance to the ongoing safety & security of the residents. A permanent committee has been appointed to regularly review all aspects of safety & security and make recommendations to the Trustees. This notice addresses what residents should do in the event of an emergency, as well as the protocol for an evacuation should this be required.
We recommend that each homeowner reads this notice carefully and displays it in a convenient place in the home.
- In the event of an emergency whether it be a medical emergency, criminal activity or a disaster event such as fire, flooding etc, the homeowner should depress the panic button. REMEMBER TO HOLD THE BUTTON DOWN FOR AT LEAST 3 SECONDS UNTIL THE ALARM SOUNDS. The activation of the panic button will alert the Allsound control room, and this will initiate a series of actions resulting in the appropriate emergency service to be called and attend.
- Homeowners can also call the Allsound control room directly (see emergency no’s) and explain the nature of the emergency. This procedure will normally result in an improved reaction time, as it avoids the step of the control room investigating the nature of the emergency prior to calling the appropriate service.
- A system of block captains has been set up in the estate. A block captain is assigned to plus/minus 10 homes, and the purpose of the block captains is to assist homeowners in the event of a disaster emergency, particularly those homeowners having mobility problems and special needs. Please refer to the attached map which indicates your block captain.
- Should an evacuation be deemed necessary, the block captains will advise homeowners and assist them in moving to the designated assembly point.
- Unless notified otherwise the designated assembly point is the Clubhouse. Assembly point signage is to be installed to indicate the assembly point.
- We advise homeowners not to park their cars in the vicinity of an emergency as this could block emergency services from reaching the site of the emergency.
- The estate has also set up a small team of volunteer first responders that will endeavour to help in the case of a disaster emergency, prior to the emergency services arriving on site.
- Remember to keep calm and do not panic.
Garages:
We understand that there are proposals from Greeff and Sohn, both adjacent neighbours, as well as many more plans awaiting approval, held up in the approval process and thus have no further news to report.
Telkom:
Telkom are on site and are installing the infrastructure to phase 3 as well as increasing the overall capacity to service all residents. At this point they are still awaiting on some materials and cannot commit to a completion date as yet.
Social events:
Wednesday 25th July “Christmas in July” dinner
Monday 24th September “Heritage Day” Picnic and Braai
Monday 31st December New Year’s Eve
First Wednesday of the month Developer hosted drinks evening
The bar is open all day, every weekday during working hours (coffee is also available) and every Wednesday the bar hours are extended to 1900 with Terrance in attendance. Please feel free to use this facility especially on Wednesday evenings.
Shhhhhh………. the meeting room where the Catering Committee held their last meeting was strategically “bugged” and whilst there was a lot of inaudible chatter the following snippets were recorded and you should be secretly advised to watch for announcements closer to the time of the Christmas in July event:
“Fabulous 3 course Christmas dinner menu with vegetarian alternative”
“Gluhwein on arrival”
‘Live music …….”
Healthcare:
What a stroke of genius it was to second Dr Klaas van Wyk to our board of Trustees which we did in April. Klaas has been spending time with Sister and staff as well as some of the residents and families in order to get full understanding of the operations and positioning to bring his special expertise to managing this crucial facility.
He has already made useful contributions at the operating level and is now preparing to lead our need to make strategic choices about the future of the Centre.
Our sense, having spoken to some residents, is that there is strong support for developing the services of the Centre to providing care for residents in their own homes as much as is physically and medically possible. You know that many of these services are currently available and it is our intent to grow on this foundation. What is important to us now is that we would very much appreciate your thoughts and your involvement. We plead, and assure you all of absolute confidentiality, to make sure Sister has details of your medical history, medication etc so that should an emergency arise your file information is available to the medical responders. This could save your life! Imagine you, or your loved one only just manages to raise the alarm and the situation is serious, but we never advised Sister that we had a heart condition or a breathing problem or whatever. Sister has standard forms available, please make an appointment to see her if you haven’t already!!!
The Centre will only be able to provide you with the care you deserve if we all take some ownership now whilst we remain in good shape.
Home based care is already available, and some residents have made use of the services. Charges for the home-based nursing care are as follows:
| Amount per hour | Day Tariff | Monthly | ||
| 1 | 1 Hour | R130.00 | R3,940.00 | |
| 2 | 2 Hours | R240.00 | R7,225.00 | |
| 3 | 5 Hours | R355.00 | R10,845.00 | |
| 4 | 10 Hours | R715.00 | R21,680.00 | |
| 5 | 12 Hours (Day or Night) | R770.00 | R23,330.00 | |
| 6 | 14 Hours (Sleep In) | R805.00 | R24,475.00 |
Other services such as laundry, cleaning and providing of meals are also available, if you are in need of any of these services please speak directly to Sister van der Walt.
News from the sales team:
The enthusiasm of the sales team continues with 13 properties now signed in phase 3. Even though there is a long way to go it is encouraging knowing that the architects have already started the planning process for phase 4. Exciting to see the continued growth on the estate.
Keep well. Take care. Have fun.
This newsletter is compiled from various contributions and comes to you with the Trustees best wishes.