Please download this message about the Project 80:80 from Kevin Alborough, Chairman of the Board.
The 80:80 Chairman, John Saker, reported to the 05 February Board Meeting as follows:
1. Professional Team
- The electrical and structural consulting professionals have been formally appointed, as has the architect and project manager – all in terms of formal agreements that have been reviewed by the 80:80 Committee.
- The formal documents are in the formal Project File maintained at Ingwelala by Natalie, which is the required residing place of all documents relating to the project.
- For certainty of operation, the following 80:80 team members are the points of contact with the professionals – Ray Bezuidenhout and the Architect, Andrew Rossaak and the Project Manager who liaise with the consulting professionals, and now John Llewellyn and the PM on matters of the move to #197
- I include in the professional team all the members of the 80:80 Committee who have participated enthusiastically in both our weekly Tuesday morning one hour teleconferences and in the intervening days on matters requiring attention at this time. I hesitate to single out for thanks any particular member. I believe we have brought to bear the very best legal and industry experience as well as director involvement – certainly Ingwelala could not have afforded the substantial fees for the services these individuals have delivered on this project.
2. Preparation for Tender
- There has been extensive development of the tender documents since November 2010. These have been reviewed in depth by the 80:80 team.
- This phase included a complete examination of the scope of project although we have not commissioned any alternations to the plans. We have applied our collective minds to what will or will not work for us in practice. In some circumstances we have merely filled in the blanks and made the necessary decisions.
- The intended final tender document should be ready for collection on 1st February 2011 from the PM offices in Nelspruit. There will a compulsory site inspection at Ingwelala on Friday 4th February 2011.
- The contract document will be that common in the industry and has already been scrutinised by members of the 80:80 Team.
- It is intended that the 80:80 Committee will convene at Ingwelala on Saturday 26th February 2011 (date to be confirmed) for two hours to consider the analysis (by the PM, Andrew Rossaak and Ray Bezuidenhout) of submitted tenders and to make a decision for adoption by the Board, and thereafter to negotiate and sign the contract with the preferred bidder who will need to be on site from 1st March 2011.
4. Transition – Member Services
- We have been fortunate in being served very well by Chris and Auriel Thorpe in #197 adjacent to the Admin Block who have embraced a suggestion to vacate their unit to allow the temporary use thereof for Ingwelala admin in 2011.
- There were several alternatives for temporary admin premises but none so little inconvenient or less expensive than that offered by using #197.
- Ingwelala and #197 have reduced their agreement to writing. The agreement does provide for Ingwelala to make good all wear and tear and to repair the inevitable damages. We have arranged that there will be no new walkways or roads around #197 and to demarcate areas with poles to protect the bush. In addition we have agreed to “leave behind” the several improvements we would have made for the temporary accommodating of the administration function, including improved electrical reticulation, services, etc. These will be costs for the project but overall these costs will be way less than the alternatives we were considering.
- The Thorpes have signed a copy and I and the General Manager will sign a copy on 7 / 8 February when the Thorpe’s travel to Ingwelala to pack up #197. We envisage returning #197 to the Thorpes late in 2011. A copy of the unsigned agreement is available from the Project File.
- The January 2011 Newsletter will be the medium for the General Manager to advise members of the transitional arrangements and reduced services to members. E.g. there will not be a laundry service from approximately when the laundry facilities need to be vacated, no cold room in #197 although supplies will be available on a reduced basis, and many other adaptations.
- The planning for the transition (power, tele, IT, water, space, people arrangements), the packing up or #197 and of the admin block, the transfer to #197, the decision about the award, the arrival of the contractor on site and the attending to normal operations and eventualities means John and his team will be at full stretch for this quarter and they deserve our additional support at this time.
- Philip Reynolds is preparing a schedule of the likely overall costs for discussion on the 80:80 call on Tuesday 1st February 2011. Naturally, as we are in a closed period pre-tender submission, these numbers are highly price sensitive, and Philip will discuss these again at the Board Meeting, including the subject of VAT treatment.
- Philip will also apprise the Board of compliance with the Special Capital Levy being paid monthly and one-time payments, as well as arrangements to “invoice” the capital levy.
- The 80:80 Committee has had several meetings during the reporting period, to discuss the best and most practical options for temporary administration offices.
- A site visit was held to discuss site demarcation and the demolition progress.
- Quotations received from Electrical Engineers were scrutinized and a preferred service provider appointed.
- The QS has continued to calculate an accurate costing and this figure should be available in the very near future.
- Further to this and because of the holiday period it was not possible to achieve any further progress.
- It is planned that demolition will commence in March 2011.
- To save on construction costs and speed up the build time, the building process will no longer be a phase plan building. Services available to Members will be similar to the current operation, with the exception that no laundry facilities will be available from mid February 2011 to December 2011. Contact details of a service provider in Hoedspruit are available from Reception.
- The relevant working contracts are duly signed with the appointed QS and Project Manager, a Mr Jacques Hoffman, who was introduced to the Membership at the November AGM.
- The Tender Document, including all the special conditions to be included, will be finalised once the QS pricing is established. QS pricing will be completed by 20 January 2011, where after the project team will announce the tender once accepted by the Board.
- It is planned that demolition will commence in March 2011.
- The 80:80 Project Committee has received the final (full) set of drawing plans from the appointed architect. Once again thank you for communicating your comments and suggestions during the feedback period. It contributed to an informed decision making process. The Final floor plan is now available.
- The 80:80 Committee, through its Chair, John Saker, delivered a comprehensive presentation at the November AGM to provide feedback on all progress to date and to disclose the revised time frames.
- The architect's impressions have been updated as well.
- The 80:80 Project Committee has reviewed deliberated and debated the feedback received from Members and the architects have now received their instruction to finalise the full set of drawing plans by 08 November 2010. Thank you for communicating your comments and suggestions.
- A professional QS and PM (Project Manager) has been identified and the relevant working contracts will be signed with the appointee by 12 November 2010.
- Much work has gone into the drafting of the Tender Document and identifying all the special conditions that will be included in the Tender Document.
- Andrew Rossaak (Technical Director and Building Member) and appointed by the Board to the 80:80 Project Committee has been elected to be Ingwelala’s liaison with the PM. Alternatively it will be the Reserve Manager.
- The two co-optees' appointed to the 80:80 Project Committee are Ingwelala Members Mike Watson (Bungalow #170) and Georg Schwaeble (Bungalow #106), serving on the Committee with full responsibility and accountability. Thank you to Members who offered to assist.
- The Committee is preparing a comprehensive presentation for the AGM to provide feedback on all progress to date and revised time frames. This presentation will replace the tradition of inviting a “guest speaker”.
- It is anticipated that demolition and construction will commence in early March 2011 after awarding the contract in the New Year.
- The Directors have called for applications and are seeking to appoint a Project Manager to manage the project on behalf of the Board, and in accordance with the time table reflected in the Proposal. This appointment will require a formal contract of engagement with agreed specific responsibilities, and a project management plan will be required prior to approval. The closing date for interested parties was 03 October 2010.
When appointed, the Project Manager will work with the Building Committee, but be responsible to a special Project Sub Committee, coordinated by Mr John Saker (Company Secretary from Bungalow #7).
- The Board has formally appointed the architect, Christoff Wipplinger of Impatto Designs. The working drawings are scheduled to be complete by 08 October 2010.
- The Building Committee and the new Project Manager will work together to seek to commission a QS and prepare the required documentation prior to calling for tenders for the various portions of the project, including the main contractor.
- Administration will need to process the special levy arrangements from 01 November 2010 and Finance will need to budget the cash flow required for the project.
Special General Meeting - Report back
An extremely exciting moment in the life of Ingwelala took place in Johannesburg on 19 August 2010.
I refer to the SGM, called to approve an expenditure of up to R6.1 million on the proposed administration office remodel. Exciting, as I see it from my work position, because of the massive Member interest and attendance that the Ingwelala community delivered. Your participation was simply outstanding. Thank you, to one and all for engaging with the Board and Management.
The project proposal has arisen out of simple necessity, the administration buildings and Member facilities really do require urgent remedial work, an upgrade of sorts, and that is the bottom line. In a mature way, the result of the vote should never be viewed as a triumphant victory, but rather a modest recognition that the time has come for Ingwelala to fix its buildings, and it will alter the configuration as you have come to know it.
Everybody has an opinion, and the ancient cliché of “two heads are better than one” can only serve to strengthen our resolve to find the best solutions, rather than to dilute and divide us through some uncertainties. Such is the nature of a Shareblock community, that the management and progress thereof is influenced by diverse challenges, and we have to be astute to achieve a practical balance between varying opinions. Comments and suggestions from Members have been taken into account in the ongoing deliberations since the meeting.
My immediate encouragement is for Ingwelala to identify its personnel skills and its available resources and for the project team to ensure that each step of the project is meticulously undertaken, and recorded.
This leads me to record that due to the overwhelming representation at the SGM to pass the resolution – 80% present in person or proxy, and the 80% majority vote carried in support of the project, by popular demand the project is now known as “The 80:80 Project”. Of course this will remind the team to spend maybe only 80% of the allowance!
The Resolution was amended, with the agreement of the meeting, to delete point 5 as the Directors, following representations from some members, no longer believed it necessary to encumber any assets prior to proceeding as alternative unsecured finance sources, if required, would be available.
Additionally, the Board is keen to consider engaging, on a professional basis, Ingwelala members for the professional team positions.
Notice of Special General Meeting
A Special General Meeting to consider the Resolution to authorise the project will be held at the Country Club Johannesburg, Woodmead, Johannesburg on Thursday 19th August 2010 at 7.00pm (registration from 6.30pm)
Click here to download the formal Notice of Meeting.
Click here to download the Proxy Form.
Informal Members' Meeting
A Members’ Informal Information Sharing Meeting was held at Johannesburg Country Club, Woodmead, Sandton on Tuesday 27th July 2010. It was well attended.
One of the aims of this meeting was to anticipate members’ questions and to gather additional information ahead of a formal Special General Meeting that will be held to consider and if thought fit, approve a resolution to authorise the expenditure of the project.
John Saker presented a slideshow to the members based on the Proposal. Thereafter, questions from the audience were answered.