DATE / TIME: Sunday 22nd January 2023/ 6:30pm
ATTENDANCE:25
VENUE: ESTATE OFFICE GROUNDS
Minutes Prepared By: The Secretariat
AGENDA:
1. Prayer, Reading and Adoption of Minutes of January Meeting
2. Chairman’s address- 2022 reports and 2023 plans
3. Update on Power
4. A.O.B.
5. Adjournment of meeting & Closing Prayers.
Highlights
1. OPENING PRAYER, READING and ADOPTION OF APRIL MINUTES OF MEETING
The meeting commenced at 6.30pm with an opening prayer by Mrs. Grace Ake. The highlights of the Minutes of Meeting (MoM) for November 2022, were read out by the Gen Sec. Following no objections from the house, the MoM was moved for adoption by Mr. Akin Opaleye and seconded by Mr. Sylvester Ijie.
b. CHAIRMAN’S OPENING REMARKS
The Chairman welcomed and thanked everyone for their presence at the meeting. He stated twill be presenting a general report on work done in 2022 and highlighting ongoing projects for 2023. However, the chairman of the power committee will present the power report. The chairman clarified that the affairs of the estate association are carried out with due diligence with standard operation procedures in place. For instance, no one member of the exco can sign off alone on any payments from the estate accounts, regardless of the amount. Furthermore, prior to getting to the point of raising payments, there is an approval process on Lazy Manager that requires the sign-off of a minimum of 3 exco members.
2. POWER REPORT:
Mr. Akin Opaleye presented the Power report.
- For us to be in a good spot we need to have a monthly EKEDP availability of 75% and diesel consumption less than or equal to 30,000litres. Anything less (for EKEDP) and more (for diesel) puts us in a negative position.
- Background information: from March last year till now, diesel price had gone from N320 to N427 to N800. Between March and April last year, about a N100MM was spent on EKEDP and Diesel (also occasioned by poor EKEDC supply due to national grid breakdown). At the time, tariff was increased not to recover what was lost (as most of our existing savings was being used to manage the situation) but rather to meet up with the new charges. EKEDP increased tariff twice in 2022 with a third increase in December 2022.
- Power report has been sent to all via email. Please refer to it for data on power consumption for the quarter under review. A factor to consider when reading the report: Even where EKEDP availability is averagely okay, you may still consume more diesel if that availability is more during the daytime than at night when power consumption is higher. At night, we use minimum 1MVA and that generator consumes about 250litres/hour (at peak and because of population). At daytime we use either the 1MVA and/or the 640MVA generators depending on power need. There was the suggestion on the estate telegram platform to leave the generator on for about 30mins during those power fluctuations from EKEDP but we need to factor in that running the generator for 30mins at 250litres/hour, amounts to about N3MM to N4MM in a month. This was why it was agreed to leave the generator on automatic changeover.
- On the finance side of the report, we see that we still have a deficit between inflow(receipts) and outflow(payments).
- For January, there is a plan to calibrate and paint the diesel tanks for proper readings; due to the hot weather, the tank had expanded.
- Also looking at the option of reviewing the SLA for the 1MVA generator (currently costing N5MM)
- Infrastructural challenges of the estate also contribute to our power consumption. Our estate has the peculiarity of constant use of power for the sewage and drainage pumps due to its land topography.
- Quarterly Tariff Review: With the recent tariff increase by EKEDP (Dec 2022), the recommendation from power committee is to retain the power tariff as it is and review in another 3 months.
- At the moment, we cannot afford to buy diesel with cash; we use a credit line and pay after 30days.
- A new resident asked to know what the N550,000 power charge is for as she had assumed it was meant for repayment of loan. Response was that the loan is repaid from the fixed charge payment of N10,000 while the power upgrade of N550m is for power infrastructure that was put in place before now and which was paid by all residents.
- A resident asked to know what and if any action was taken for the residents caught in the act of energy theft. Mr. Akin explained the applicable fines had been paid and went on to list out the charges: 1) Meter tampering charge- N500,000. 2) Direct connection charge- N250,000 (this is multiplied by the number of months the energy theft occurred. A time frame is given for payment and resident remains disconnected from the estate power. Furthermore, the case is reported to the Police and EKEDP.
- A question was raised regarding the recent cases of power fluctuations. The chairman explained that these fluctuations are caused when EKEDP power goes on and off and not a fault from the generator. The estate power control is configured to automatically switch when EKEDP is available. In the past we overrode the auto and put the changeover on manual such that even when EKEDP power is comes on, we continue to run the generator. This causes us to lose money by running on generator for that period. At the last association meeting it was agreed to leave the changeover on auto.
- The chairman clarified the notion of tariff review after the quarter. By review, we mean that the expenses and revenue, in line with current market values in the quarter in question will determine if there will be a downward or upward review. There will be no basis to review downwards if the figures say otherwise.
- A question was raised regarding partnering with other estate(s) within our area to take advantage of numbers and their expertise towards driving down tariff. The answer to this is that there is a conflict of interest as the estates are managed by different developers. It was also asked that can this partnership not be done with other Lekki Gardens (LG) owned estates? The issue here is the capacity of these estates.
3. FINANCE
- Mr. Alex asked that, assuming today we have a major maintenance or emergency of say N5MM to N10MM, how do we solve it? How do we stabilize over time. He suggested re-financing our assets to generate some cash (3, 4, 5 years). This will free up cash which can be used to immediately pay for diesel for 2-3 weeks and for other little maintenance work. It will also enable us to make all-encompassing and not emergency decisions. Mr. Akin responded that with the current prudent spending by the finance and power team, we did not come back to the house to increase tariff after the recent EKEDP increase of N10. An estate around us, calculated the net difference with this new tariff and has requested its residents to pay that difference. The token tariff is not what is used to finance the loan rather the N10,000 fixed charge. The GenSec gave feedback from the last exco meeting, that with the current monthly receipts of between N4MM to N5MM from the fixed charge account, the plan is to pay up the loan by April and then finance team and exco can advise the possibility of a downward review only on the fixed charge amount or we retain the current charge to build up funds for any emergency.
- The post of Estate Treasurer is still vacant. The exco encourages residents who qualify, to please offer to take up the position or send in nominations.
4. OTHER REPORTS
Trading Activities in front of the estate
The issue which has been tackled from several fronts by the estate association, is now getting the involvement of the chevron drive community. We have not been able to go far with it due to vested interests from “land grabbers”. A question was raised on why the need to evacuate the traders. Some of the reasons include Security issues, Environmental issues (the canal in front of our estate has been turned into a dustbin for all sort of wastes including human waste), Aesthetic and Devaluation of the estate etc. of getting rid of the We are looking at how to keep them engaged with jobs thus still making their money in the process while the traders are exited. A question was asked about the possibility of putting up a small net fence in the area. The response to this is that the land is a government right of way, as such it will be difficult to enforce that.
Blocked 2nd Entrance Gate
With the delay from the government in completing the walk-bridge over the canal, which is delaying our access to that gate, it was suggested to get the project cost and then we take it up from there. When completed, the plan is to use one gate for residents only with an automated bar while the other gate will be for visitors.
Fumigation
Following the suggestion to get a new company to handle the fumigation of the estate, a quote was received which is way higher than what we currently pay to our cleaning agency. A resident suggested that we can get the equipment and have the estate staff handle it especially as there are plans to hire a project manager.
Water Update
All the tanks have been repaired and the inside of the tanks coated to get rid of iron deposits. However, there may be need for total overhaul of the piping line and/or flushing of the lines for those isolated areas that are still experiencing water issues. There is already in place, a routine schedule to flush all the fire hydrants to get rid of the deposits.
Canal at the Island
Due to the regional road construction, the water can now only flow to one side. The canal gets full when the tide from the ocean is hide. However, we do not expect an overflow of the canal with the advent of the rains as we have witnessed high level of rains with no major issue. As an addition, a cleaning Net was purchased for regular removal of spirogyra and plants. The canal will also be cleared of built-up sand.
Elevators
Discussions still ongoing with the MD of Lekki Gardens. However, maintenance of the elevators will be the responsibility of the estate. Card readers will be introduced (similar to what obtains in hotels) and the fund generated will be used for the regular maintenance. SLA has been received from the company with negotiations done but no contract has been entered into.
Painting Project (Highrise)
Quotes have been received. Just confirming more information such as scaffolding costs. Total cost per apartment will be computed and for unoccupied apartments, the estate will absorb the cost and owner pays whenever they move in.
Extension Title/Documentation
Mr. Richard says he is still in talks with the landowner regarding the space in front.
Second Borehole- Has been drilled just waiting for piping and hook-up to an overhead tank.
5. AOB
Aesthetics of the Highrise apartments
A resident suggested looking into the issue of residents spreading their clothes on the balcony rails at the Highrise apartment blocks. It makes the place look unkempt and should be addressed as we plan to repaint the buildings.
Incessant honking from vehicles
There was also complained about increased especially at midnight. It was agreed that the Security be reminded to look for these infraction and report and general sensitization done on the platform. The chairman confirmed that where reports are received, it is escalated to the CSO who then mobilizes his team to the scene to address the issue. Security guards to be notified to be on the watch for those who default, take down their numbers with evidence and report same to the estate office. For school buses and other visitors, the resident whose house was visited will be responsible for any default and fine. As such, sensitization should be done on the telegram platform.
Effectiveness of the cleaners
A resident suggested if there is a need to increase their pay and the number of staff. This will have an impact on our service charge. The chairman responded that the cleaning agency had already sent in a request for increase in their service fee. Competitive quotes are also being sought from other agencies. Agreed to review their request (per line item) and scope of work.
Cleaning of the Canal in front of the Estate
Mr. Alex sought to know when the canal will be cleared. Clearing will be done in the coming month (usually done every 3 months).
New LAWMA rule on Refuse Segregation
Mr. Bola asked what the update is regarding the new rule. The chairman clarified that the new rule allows residents to purchase the bins anywhere they choose. What is key for the agency is compliance with the waste segregation rule. Furthermore, the recyclable waste will be paid for by weight.
5. CLOSING REMARKS
Meeting was moved for adjournment by Mrs. Timeyin Baiyekusi and seconded by Mr. Lot Ikpobe. Closing prayer was said by the General Secretary and meeting ended at 8:32p.m.
______________________ _____________________
Chioma Toyin-Olatayo Joseph Ibidun
General Secretary Chairman
Attendance- 22/01/2023
1 Joseph Ibidun 15 Tosin Fasusi
2 Akinkunmi Opaleye 16 Okey Okonkwo
3 Chioma Toyin-Olatayo 17 Chinasa Joan Okonkwo
4 Timeyin Baiyekusi 18 Doris Ayoka
5 Ifeanyi Okafor 19 Joyce Omoerah
6 Grace Ake 20 Maero Ozako
7 Helen Onyeri-Chukwuma 21 Ugo Chukwuma
8 Asejeje Gbolahan 22 Yinka Omiwade
9 Bisi Fasan 23 Ikpobe Lot
10 Austin Okonkwor 24 Aydade
11 Sylvester D. Ijie 25 Stephanie
12 Adaku Okafor
13 Kingsley Onyia
14 Alex Mbakogu
1 Joseph Ibidun 23 Adeoye
2 Akin Opaleye 24 John Oyelakin
3 Chioma Toyin-Olatayo 25 Lateef Ogunsola
4 Timeyin Baiyekusi 26 Ibiyemi Odufuwa
5 Stella Billy-Ashogbon 27 Katherine Okpeaye
6 Ifeanyi Okafor 28 Samuel Appiah
7 Omeiza Makoju 29 Arowolo Olugbenga
8 Rasheedat Ninalowo 30 Lekan Ayangbola
9 Kate Ebinum 31 Dipo Akande
10 Grace Ake 32 Tope Ilusemiti
11 Lakin 33 Efosa
12 Alex Mbakogu 34 Chioke Ike
13 Kingsley Onyia 35 Ugo
14 Austin Okonkwor 36 Aliu
15 Sherif Lawal 37 Ejalen
16 Anthony Akpede 38 BOA
17 Yinka Omiwade 39 Gbenga
18 Austen Avwunufe 40 Huawei P Smart
19 Okechukwu Okonkwo
20 Ibrahim Ninalowo
21 Erome Utunedi
22 Joyce O.
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