Retirement Village

Category: News

Postponement of Annual General Meeting

We find ourselves in uncharted territory with the COVID-19 pandemic, as it has brought pause to large numbers of our society, not only socially, but also from an economic standpoint. In light of this observation we wish to inform members that community schemes are also not immune to these changes and after much consultation we wish to advise that the legislated Annual General Meeting will be postponed until further notice.

Herewith the background on the matter and the regulations/directives that guided us in this decision:

1. Regulation 23 of the Disaster Management Regulations – it appears that all Alert Levels continue this ban on gatherings:
All gatherings are banned, except –
(a) for funerals;
(b) when at a workplace; or
(c) when buying or obtaining goods and services, as allowed in Table 1

2. The CSOS directive reaffirms the regulations:
Meetings (including scheme executives, owners, special, annual) to be held within community schemes may be held telephonically, or by electronic communication platforms that include but is not limited to skype, zoom or other, and votes may be taken via round robin in terms of the Sectional Titles Schemes Management Act or Rules; or, in the case of an HOA, in terms of the Constitution or the Memorandum of Incorporation or the Companies Act. Meetings may not be held in person under any circumstances.

3. The Memorandum of Incorporation (MOI) is the governing document of the Douglasdale Extension 156 Home Owners Association NPC, therefore the above directive from CSOS regarding the option of electronic meetings is not permitted in terms of Article 3.5 of the MOI:

3.5 Electronic participation in Members Meetings not allowed
The Company elected not to allow participation by electronic communication in all or part of a shareholders meeting.
Thus, the Board of Directors has agreed to postpone the Annual General Meeting until such time it is legally allowed and can be held in a safe environment. During this time of uncertainty, we are of the opinion that it is best to err on the side of caution. Lastly we take guidance from the CSOS (Community Scheme Ombud Services) in their latest directive:
The CSOS will not penalise any community scheme for scheduling an annual general meeting after the lockdown period. Community schemes will directly after their AGM submit their annual returns to the CSOS. It will not be necessary for schemes to complete an application for condonation for late filing of their annual returns. Should an AGM be scheduled after the lockdown period, it should be recorded in the minutes.

Click on these links to view the 2019/2020 Annual Financial Statements, which have been approved by the Board of Directors, and the Chairman’s Report dated 30 June 2020 .

Should you have any queries or comments on either of the attached documents, please submit them in writing to the General Manager, Jackie de Kock, before Friday, 31 July 2020. Assuming that by this date the Regulation 23 is still in force, which prevents us from setting a date for the Annual General Meeting, we will collate the queries/comments received and provide written responses to all owners by Friday, 21 August 2020.

If you require any further information, feel free to contact the General Manager directly on jackiedk@csimanagement.co.za.

Yours sincerely,
Andrew McDonald
Douglasdale Extension 156 Home Owners Association (NPC) – Chairman

Corona Virus – DRV Procedures: Notice No 8

To: All DRV Residents and Owners 30 May 2020
Corona Virus – DRV Procedures: Notice No 8

THIS NOTICE 8 MUST BE READ TOGETHER WITH THE PREVIOUS SEVEN NOTICES in that it serves to maintain some of the measures already put in place, relax certain controls and implement the
introduction of Level 3 as announced by Government, as far as is practicable.
The key aspect with Level 3 is that everyone is expected to take responsibility for their own health and safety. Further, the relaxations in our controls being introduced below will increase your risk of exposure to the virus.
Residents must CONTINUE TO APPLY THE EXISTING MEASURES and ADHERE FULLY WITH ALL PROCEDURES contained in this and prior notices. These measures are aimed at minimising the possibility of introducing or spreading any infection within the Village, in summary:

1. DOMESTIC WORKERS / GARDENERS

  • Residents will have to provide a permit to the worker/gardener, using the form available at Reception:
  • This form, once completed, must be given to security so that it is available for the worker/gardener to pick up on their first arrival;
  • Thereafter they will have to carry it with them on all subsequent visits;
  • No worker will be permitted into the Village without this form;
  • Workers will have their temperature recorded on every entry into the Village. Entry into the Village will not be permitted if the temperature is above the upper limit. Depending on the circumstances of such a potentially infected worker – the employer unit may need to be put into a 14-day quarantine;
  • The resident will have to provide a mask and sanitiser to the worker/gardener to use around his/her unit. The mask should stay at the unit and be sanitised before/after use;
  • The domestic worker will be expected to sanitise on arrival. It is recommended that the worker then changes into a set of clothes left at the resident’s unit. The clothes left at the resident’s unit should be cleaned and sanitised after use;
  • Regular washing hands, sanitising and use of masks is required;
  • The worker/gardener will be expected to move directly between the Galloway Gate and the unit, and not roam around the Village;
  • The Lifestyle Centre remains out of bounds for workers;
  • Workers/gardeners will not be allowed to walk dogs around the Village;
  • Any domestic cleaners provided by All Care will be required to sanitise before and after each assignment at the Mid-Care/Frail-Care facilities;

CAUTION: by allowing a domestic worker into your unit substantially increases the risk of you contracting the virus. The necessary precautions and 4S’s need to be maintained.

2. BENCHES PUT BACK

  • All benches will be put back in place, but spaced further apart to support social distancing;
  • We recommend that only one person sits on a bench at a time, other than couples living together. A cross with red tape on the seat will be placed to remind residents of this;
  • The tables will not be put back in place at this stage.

3. LEAVING THE VILLAGE

  • Residents can leave the Village at any time between 6am and 6pm per the Level 3 regulations;
  • It will not be necessary to get pre-clearance from Jackie to leave the Village;
  • All residents will have their drivers’ licences scanned at Galloway Gate entrance on leaving and re-entering the village;
  • We encourage residents to keep these excursions outside of the Village as short and as infrequent as possible;

CAUTION: frequent visits out of the Village increase the risk of exposure to the virus.

4. RETURNING TO / ENTERING THE VILLAGE

  • All returning residents and their passengers, and anyone else entering the Village (staff, contractors, service providers, etc) will have their temperatures taken and recorded by security personnel on duty;
  • No visitors or family members are allowed to visit residents inside their units;
  • Any non-resident needing to enter the Village must be pre-cleared by the General Manager.

5. LIFESTYLE CENTRE

  • Remains closed, other than for the library, reception, ordering of meals and to utilise the WiFi;
  • Religious services will not be allowed at this stage.

6. WALKING IN THE COMMON PROPERTY AREAS is allowed in common property areas subject to:

  • Social distancing (2m apart) at all times; and
  • You will have to wear a cloth mask while walking around the village.

7. ESTATE AGENTS are allowed back in the Village subject to:

  • Getting clearance from the General Manager prior to entry; and
  • Adhering to the 4S’s at all times.

8. NEED HELP – should residents be unhappy or concerned for any reason, they should speak to Jackie.

RESIDENTS ARE CAUTIONED TO TAKE EXTRA SPECIAL CARE OF THEMSELVES, their surroundings and interactions with fellow residents. We remind you that the elderly and those with underlying medical conditions are those most at risk to this virus. If any of you experience flu-like symptoms, please let Matron Jackie or Jackie de Kock know.
Please be especially alert to the possible needs of your neighbours and where you cannot provide help or support, alert Jackie or Matron to the situation.

STAY SAFE BY REMEMBERING THE FOUR Ss:

Thank you for your continued co-operation and support in these testing times.
Andy McDonald, Chairperson

Corona Virus – DRV Procedures: Notice No 7

To: All DRV Residents and Owners 13 May 2020
Corona Virus – DRV Procedures: Notice No 7

THIS NOTICE 7 MUST BE READ TOGETHER WITH THE PREVIOUS SIX NOTICES in that it serves to maintain measures already put in place, correct a statement made in Notice No 3 and address a
recent announcement by Government relating to movement of persons and goods. Residents must CONTINUE TO APPLY THE EXISTING STRICT MEASURES and ADHERE FULLY WITH ALL PROCEDURES contained in this and prior notices. These measures are aimed at minimising the possibility of introducing or spreading any infection within the Village, in summary:

1. SOCIAL GATHERINGS – in common property areas are prohibited;

2. LEAVING THE VILLAGE

  • Any resident who wants to leave the village should contact Jackie on Ext 3337 or *507. Once approved, the resident will have his/her driver’s licence scanned at Galloway Gate entrance on leaving and re-entering the village;
  • We encourage residents to keep these excursions outside of the Village as short as possible and to be especially careful when visiting high risk areas such as pharmacies.

3. RETURNING TO / ENTERING THE VILLAGE

  • With immediate effect, all returning residents and their passengers, and anyone else entering the Village (staff, contractors, visitors, service providers, etc) will have their temperatures taken and recorded by security personnel on duty.

4. WALKING IN THE COMMON PROPERTY AREAS – allowed in common property areas subject to:

  • Social distancing (2m apart) at all times; and
  • You will have to wear a cloth mask while walking around the village.

5. RESIDENTS RETURNING TO WORK

  • Copies of the permit authorising the employer to resume work and the letter from the employer allowing the employee to travel to work should be given to Jackie de Kock, the General Manager.

CORRECTION TO NOTICE NO 3 – PAY FOR ALLCARE DOMESTIC WORKERS:
References to “These workers must be given special lockdown leave on full pay.” and “Residents must continue to pay ALLCARE as applied before lockdown .” [my emphasis] overreaches our mandate and does not reflect the correct intention. We all have a moral obligation to continue to pay our domestic workers to the extent we are able. These clauses should have been reflected as recommendations, for the resident to determine what he/she can realistically afford and make the necessary arrangements with ALLCARE.

We apologise for any inconvenience caused.

GOVERNMENT GAZETTE 7 MAY 2020 – MOVEMENT OF PERSONS AND GOODS:
In terms of Government Gazette No 513 of 7 May 2020, a person who needs to travel to his/her new place of residence and to transport household furniture and effects is permitted to do so between 7 May 2020 and 7 June 2020.

Accordingly, residents are advised that DURING THIS PERIOD the following will occur or apply:

  • Family members may, where required, assist residents moving between units, moving out of or moving into the Village;
  • Furniture removal companies will be active in the Village;
  • Carpet cleaning and/or replacement will occur;
  • Agents’ inspections of units as part of the moving process may only take place between 08h00 and 09h00 from Monday to Friday;
  • Duration of move – all moves out of, into or within the Village should be completed within one day;
  • Four S’s – all family members, employees of the furniture removal or carpet companies and agents must abide by the Village’s four S’s (washing hands, sanitising, masks and social distancing) as well as all security measures at the Galloway Gate entrance. Security will be monitoring all aspects of these moves to ensure compliance with our requirements;
  • Self-isolation – All new residents will be expected to self-isolate in their units for fourteen (14) days after moving into the Village. Induction of new residents into Village life will be handled by the  General Manager on an individual basis;
  • All residents are requested to stay away and maintain social distancing from any affected units, especially in the apartment buildings.

RESIDENTS ARE CAUTIONED TO TAKE EXTRA SPECIAL CARE OF THEMSELVES, their surroundings and interactions with fellow residents. We remind you that the elderly and those with underlying medical conditions are those most at risk to this virus. If any of you experience flu-like symptoms, please let Matron Jackie or Jackie de Kock know. Please be especially alert during the lockdown to the possible needs of your neighbours and, where you cannot provide help or support, alert Jackie or Matron to the situation.

STAY SAFE BY REMEMBERING THE FOUR S’s:

Thank you for your continued co-operation and support in these testing times.
Andy McDonald, Chairperson

Corona Virus – DRV Procedures: Notice No 6

To: All DRV Residents and Owners 30 April 2020
Corona Virus – DRV Procedures: Notice No 6

THIS NOTICE 6 MUST BE READ TOGETHER WITH THE PREVIOUS FIVE NOTICES in that it serves to maintain certain measures already put in place.

Although the partial lifting of the total national lockdown to Level Four will be introduced from Friday 1 May 2020, in reality this means few changes to our current status. All reports advise that those who are elderly, and those with underlying conditions, must remain at home and take additional precautions to isolate themselves. With the partial lifting, we can implement certain changes from 4 Monday 2020:·

Turfnet:

  • The full complement of gardeners and cleaning staff will be brought back;
  • They will all be fully briefed regarding our control measures, have their temperatures checked every day and wear masks at all times;
  • The staff will have their lunch where they are working. Residents are asked to keep clear of the garden and cleaning staff;
  • We will implement winter mowing arrangements;

Laundry – The laundry will be open for business for all residents;

Maintenance:

  • The Village maintenance team will be back in the Village;
  • They will be working in common property areas only, focusing on repairing garden gates;
  • They may not enter any private unit, unless cleared by Jackie or in an emergency.

External takeaway meals – takeaway meals ordered from external food outlets or restaurants must be collected at the Galloway Gate entrance. Security will not offer a delivery service to your unit for these externally ordered meals.

Things that we cannot change:

  • External Carers – carers not controlled by All Care, who previously came in daily, will NOT be allowed in yet;
  • Visits by family and friends – visitors will NOT be allowed into the Village;
  • Private gardeners or private domestic workers – will NOT be allowed into the Village;
  • All Care cleaners / domestic workers – will NOT be allowed into the Village.

Live-in external carers
We are aware that live-in external carers have not been able to do shift changeovers during the past five weeks. Any shift changeovers of live-in carers after 1 May 2020 will have to be for a minimum of 14 (fourteen) days. The new live-in carer and the resident will have to self-isolate for this period, in terms of our COVID-19 procedures. Effectively this means permanent total isolation for those  utilising external live-in carers in exactly the same manner that our Frail Care residents are in total isolation.

Residents must CONTINUE TO APPLY THE EXISTING STRICT MEASURES and ADHERE FULLY WITH ALL PROCEDURES contained in this and prior notices. These measures are aimed at minimising the possibility of introducing or spreading any infection within the Village.

SOCIAL GATHERINGS – in common property areas are prohibited;

LEAVING THE VILLAGE

  • Residents who leave the village on a regular basis increase the risk of exposure to the virus for all of us;
  • Any resident who wants to leave the village will have to make a telephonic request to Jackie on 3337 or *507. Should Jackie approve the request, she will notify security at Galloway Gate. The resident will then have his/her driver’s licence scanned before leaving and re-entering the village;
  • The Niven Gate will remain closed.

WALKING IN THE COMMON PROPERTY AREAS – allowed in common property areas subject to:

  • Social distancing (2m apart) is maintained at all times, except between couples;
  • You will have to wear a cloth mask while walking around the village;
  • Perspex masks can only be used in conjunction with a cloth mask;
  • Avoid any contact with the gardeners, cleaners and maintenance staff;
  • If you feel at risk at any stage, stay at home.

SANITISE EVERYTHING YOU TOUCH

5. RESIDENTS RETURNING TO WORK – copies of the permit authorising the employer to resume work and the letter from the employer allowing the employee to travel to work should be given to Jackie de Kock, the General Manager.

RESIDENTS ARE CAUTIONED TO TAKE EXTRA SPECIAL CARE OF THEMSELVES, their surroundings and interactions with fellow residents. If any of you experience flu-like symptoms, please let Matron Jackie or Jackie de Kock know.
Please be especially alert during the lockdown to the possible needs of your neighbours and, where you cannot provide help or support, alert Jackie or Matron to the situation.

STAY SAFE BY REMEMBERING THE FOUR Ss:

Thank you for your continued co-operation and support in these testing times.
Andy McDonald, Chairperson

Corona Virus – DRV Procedures: Notice No 5

To: All DRV Residents and Owners 5 April 2020
Corona Virus – DRV Procedures: Notice No 5

THIS NOTICE 5 MUST BE READ TOGETHER WITH THE PREVIOUS FOUR NOTICES in that it serves to intensify and reinforce certain measures already put in place.

Recent information that has come to our attention has highlighted some worrying aspects of the COVID-19 virus:

  • It remains stable on plastic and steel surfaces and can be detected up to 72 hours later;
  • Almost 13% of people in Singapore who developed COVID-19 were infected by someone who did not show any symptoms;
  • It can take anything between 2 and 14 days for the symptoms to manifest after exposure.
  • Doctors are calling for everyone to wear masks when outside of one’s unit, to reduce the chances of spreading or contracting the disease.

Accordingly, residents are now DIRECTED TO TAKE IMMEDIATE NOTE OF THE FOLLOWING ADDITIONAL STRICT MEASURES and ADHERE FULLY WITH ALL PROCEDURES contained in this Notice 5 with effect from the date of this notice.

1. SOCIAL GATHERINGS

  • SOCIAL GATHERINGS in common property areas are prohibited. This includes all chairs inside the Lifestyle Centre;
  •  Residents may not sit on any of the benches. All plastic and steel benches will be turned over on Monday;
  • The leather settees and four other chairs will be available for use by residents solely to access WiFi.

2. LEAVING THE VILLAGE

  • The significant number of residents still leaving the village on a daily basis are increasing the risk of exposure for all of us to the virus;
  • Therefore, with effect from noon on Wednesday 8 March 2020, we will be blocking off the tag sensors at the gates to prevent residents from leaving the village;
  • Any resident who thereafter wants to leave the village will have to make a request in person to Jackie. Should Jackie approve the request, she will notify security at Galloway Gate. The resident will then have his/her driver’s licence scanned before leaving and re-entering the village.

3. WALKING IN THE COMMON PROPERTY AREAS:

Residents are allowed to walk in the common property areas, subject to:

  • Social distancing (2m apart) is maintained at all times, except between couples;
  • Adjust your walking distance so that you do not need to use a bench;
  • We encourage you to wear a mask (homemade will suffice) while walking around the village. If you do not have a mask, wear a scarf around your mouth and nose;
  • Avoid touching the hand rails;
  • It is recommended that you remove and sanitise your shoes before entering your unit.
  • If you feel at risk at any stage, stay at home;

4. SANITISING EVERYTHING YOU TOUCH

  • Your health and safety is your own responsibility;
  • Remember to sanitise everything, before you touch it as well as after you have touched it. This will apply to things such as lift buttons, the Plankomat machine, the handles of wheelie bins, hand rails in stair wells, etc.

RESIDENTS ARE CAUTIONED TO TAKE EXTRA SPECIAL CARE OF THEMSELVES, their surroundings and interactions with fellow residents.

PLEASE BE ESPECIALLY ALERT DURING THE LOCKDOWN TO THE POSSIBLE NEEDS OF YOUR NEIGHBOURS AND WHERE YOU CANNOT PROVIDE HELP OR SUPPORT, ALERT JACKIE OR MATRON TO THE SITUATION.

Thank you for your continued co-operation in these testing times!

STAY SAFE BY REMEMBERING THE FOUR S’s:

With appreciation,
Andy McDonald, Chairperson

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