On Site Administration Scope and Procedures



-11430-492125 34 Eastern RoadSouth Melbourne, VIC 3205P. 03 9686 2588F. 03 9682 4885E. info@.auW. .au19-21 Poplar Street, Box HillINFORMATION GUIDECongratulations on the purchase of your new apartment at 19-21 Poplar Street, Box Hill.The aim of this guide is to introduce you to your new apartment and to assist owners, agents for owners and tenants to follow the correct procedure regarding defects or warranties.There is a common misconception that the builder is solely responsible for any defect that arises during the course of the builder’s warranty period. Manufacturers’ and installers’ warranties generally exceed the builder’s warranty period and after this point, it is no longer the builder’s responsibility to rectify. Some building defects will have a different warranty period than others.Important Dates:Date of Practical Completion17th September 2018Defect Liability Period Ceases17th September 2019Appliances Warranty CeasesAs per Manufacturer’s WarrantyPlease take some time to read this document to familiarise yourself with the contents of the Handover Pack.If your intention is to lease the property, we suggest that you supply a copy of this guide to the Property Manager, for your tenant’s reference.Melbourne Owners Corporation Services Pty Ltd is Body Corporation Managers handling all of the common property matters and their contact details are as follows:Melbourne Owners Corporation ServicesPhone:03 9818 2488Email:info@.auWebsite:.auAddress:PO Box 228 Hawthorn VIC 3122TABLE OF CONTENTS TOC \o "1-3" \h \z \u AFTER HOURS – URGENT REPAIRS PAGEREF _Toc395704798 \h 4APPLIANCES, FITTINGS & FIXTURES PAGEREF _Toc395704799 \h 4BENCH TOPS PAGEREF _Toc395704800 \h 4CABINETRY PAGEREF _Toc395704802 \h 5CARPET PAGEREF _Toc395704803 \h 5CONDENSATION PAGEREF _Toc395704804 \h 5DEFECT REPORTING & RESPONSE PAGEREF _Toc395704805 \h 6DISHWASHER PAGEREF _Toc395704806 \h 6DOORS (EXTERNAL) & WINDOWS PAGEREF _Toc395704807 \h 6DOOR FURNITURE PAGEREF _Toc395704808 \h 7ELECTRICAL PAGEREF _Toc395704809 \h 7ELECTRICITY SUPPLY PAGEREF _Toc395704810 \h 7EMERGENCIES PAGEREF _Toc395704811 \h 7FITTINGS & FIXTURES PAGEREF _Toc395704812 \h 7FOXTEL(if applicable) PAGEREF _Toc395704813 \h 7GARAGE DOOR PAGEREF _Toc395704814 \h 7GAS SUPPLY PAGEREF _Toc395704815 \h 8GARBAGE DISPOSAL PAGEREF _Toc395704816 \h 8HEATING & COOLING PAGEREF _Toc395704817 \h 8INTERCOM PAGEREF _Toc395704818 \h 8KEYS (APARTMENT ENTRY) PAGEREF _Toc395704819 \h 8LAUNDRY PAGEREF _Toc395704820 \h 8LETTERBOX PAGEREF _Toc395704821 \h 9LIFT PAGEREF _Toc395704822 \h 9PAINT PAGEREF _Toc395704823 \h 9PLUMBING PAGEREF _Toc395704824 \h 9REMOTE CONTROL (GARAGE DOOR) PAGEREF _Toc395704825 \h 9ROOFS & FLASHINGS PAGEREF _Toc395704826 \h 9SHOWER SCREENS PAGEREF _Toc395704827 \h 9STORAGE CAGE PAGEREF _Toc395704828 \h 10TELEVISION, PHONE & PAY TV PAGEREF _Toc395704829 \h 10TILES PAGEREF _Toc395704830 \h 10TILE GROUT & SILICONE (CAULKING) PAGEREF _Toc395704831 \h 10WARDROBES PAGEREF _Toc395704832 \h 10WATER LEAKS PAGEREF _Toc395704833 \h 11WATER SUPPLY PAGEREF _Toc395704834 \h 11REQUEST FOR AN ALLEGED DEFECT INSPECTION PAGEREF _Toc395704835 \h 12AFTER HOURS – URGENT REPAIRSEmergency situations may occur where you will require the assistance of contractors during non-business hours to carry out urgent repairs under warranty. In order to avoid unnecessary costs, it is imperative that you contact the construction contractor responsible in the first instance. In order to prove that contact has been made, you must call them and leave a message and also follow up with an email, with which you must also copy to Valeo Construction (maintenance@.au). Should you then not receive a response from the contractor in the after-hours period, you may then instruct your own contractor to attend. Please note that failing to follow this process, will result in no guarantee of reimbursement for expenses incurred and may also result in voiding of certain warranties. The contractors have been supplied in the purchaser’s Settlement Pack at handover.The Residential Tenancies Act 1997 distinguishes between urgent and non-urgent repairs. Urgent repairs are any of the following:Burst water serviceBlocked or broken toilet systemSerious roof leakGas leakDangerous electrical faultFlooding or serious flood damageSerious storm or fire damageA serious fault in a lift or staircaseFailure or breakdown of the gas, electricity or water supplyFailure or breakdown of any essential service or appliance provided by a landlord or agent for hot water, water, cooking, heating or launderingAny fault or damage in the premises that makes the premises unsafe or insecureAn appliance, fitting or fixture that is not working properly and causes a substantial amount of water to be wastedIf your matter is not listed above, then you will need to follow the normal procedure for reporting defects. APPLIANCES, FITTINGS & FIXTURESFor any defect, maintenance or warranty enquiries after the builders defect liability period, you will need to contact the supplier or manufacturer of the appliances, fittings or fixtures directly to make any warranty claims. Please refer to the appliance supplier contact details that are included in the purchaser’s Settlement Pack.Defects that become apparent in appliances, fittings and fixtures are solely covered by the manufacturer’s warranty and will not be deemed the builder’s responsibility to rectify, unless it is proven beyond doubt that the builders’ alleged faulty workmanship results in the defect. Care and maintenance instructions, product specifications and all relevant warranty documents have been supplied in the purchaser’s Settlement Pack at handover.BENCH TOPSFor any defect, maintenance or warranty enquiries after the builders defect liability period, you will need to contact the supplier/installer.CABINETRY For any defect, maintenance or warranty enquiries after the builders defect liability period, you will need to contact the supplier/installer.If you require any additions or alterations to your existing kitchen, bathroom, ensuite or laundry cabinetry, please contact the supplier/installer. Any works carried out by another tradesperson may void our warranty.CARPETFor any defect, maintenance or warranty enquiries after the builders defect liability period, you will need to contact the supplier/installer.CONDENSATIONCondensation is now becoming a more common occurrence in apartment living given the increasing requirements for new buildings to be energy efficient and to comply with fire and acoustic ratings. Today’s buildings are considerably more airtight than in the past. Over the years, conventional building practices in Australia created dwellings that were not airtight and had little or no insulation. Air contains moisture that is not visible to the naked eye, until it comes in contact with a surface that is at a lower temperature. When excessive moisture is in the air, this will produce condensation on the cooler surface. Condensation has the potential to cause excessive property damage when not adequately controlled or eliminated.It is common belief that the use of heaters’ eliminates or at least reduces condensation levels, which is not necessarily correct and doing so has the potential to aggravate the problem as opposed to helping it. Warm air can retain a larger quantity of moisture compared to cold air, therefore the warmer the air inside the apartment – the more moisture that can potentially be retained unless the external and internal humidity levels are equalised. There are many contributing factors for the result in condensation which include, but not limited to:Air drying clothesClothes dryersWashing machinesDishwashersCookingBoiling the kettleIndoor plantsBreathingHigh occupancyShoweringExcess heating during winter monthsIt is highly advisable that, especially during the colder months of the year, that the occupant of the apartment should keep it well ventilated to minimise and eliminate condensation which can lead to dampness, mould and subsequent property damage. This includes opening doors and windows and efficiently using the exhaust fans provided to carefully manage the moisture content of the apartment (E.G. fans should be left to operate for 5-10 minutes after its intended purpose). Your apartment’s ventilation needs have been designed and constructed to meet the requirements of the Building Code of Australia. It is the resident’s responsibility to manage the internal environment and condensation, and its subsequent potential causes of dampness, mould and property damage are not considered building defects. DEFECT REPORTING & RESPONSEBuilding defects with the apartment must be reported within the first twelve (12) weeks after the date of practical completion (not your settlement or occupation date) to be rectified under the defect liability period. All building defects must be reported in writing, including the location of the defect, the date the defect was first noted, and a description of the defect. Reports must be accompanied by photographs where possible. At the time of reporting, access details and instructions must be supplied, failure to do so will delay the response to attend to a defect. Our maintenance department will only be available to attend to defects during business hours on weekdays.Valeo Construction will at all times set the response order for accepted defect works and will be prioritised with consideration of the rights and needs of tenants, general living conditions, risk to landlords and the risk to the builder. A written response will be provided to all written requests and requests for maintenance outside of the defect liability period or outside the builders contractual obligations will be refused in writing. Upon written notification of the completion of defect rectification works, Valeo Construction may request a release in return.Reports can be emailed to; maintenance@.au or mailed to; Valeo Construction - Attention Maintenance Department – 34 Eastern Road, South Melbourne VIC 3205.DISHWASHERFor any defect, maintenance or warranty enquiries after the builders defect liability period, you will need to contact the supplier/installer.DOORS (EXTERNAL) & WINDOWS External doors and windows, including fly screens, require regular maintenance.If your door or window has weep holes incorporated as part of the frame, it is the owners’ responsibility to keep the weep holes clean and clear of debris. This is required to prevent the possibility of water becoming trapped in the frame and creating an internal water leak.If you have a sliding door, window or fly screen, it is the owners’ responsibility to maintain the moving parts. The most common moving part that requires maintenance is the door rollers which can drop over time & should be adjusted accordingly. Please contact the manufacturer for specific maintenance instructions.The ‘Settlement Pack’ which is provided to the purchaser at handover, includes the suppliers’ contact information, brief maintenance instructions and warranty information. The Glazing Certificate of Compliance is held with the Body Corporate/Owners Corporation.It is the owner’s responsibility to maintain all of the protective coating systems, such as painting to all windows, doors & the surrounding flashings and/or seals.The “Builders Defect Liability Period” does not allow for a lack of home owner maintenance on external doors & windows.DOOR FURNITUREFor any defect, maintenance or warranty enquiries after the builders defect liability period, you will need to contact the supplier/installer.ELECTRICALFor any defect, maintenance or warranty enquiries after the builders defect liability period, you will need to contact the supplier/installer.Please refer to the electrical contractors Certificate of Electrical Safety included in the Settlement Pack. Replacement of light globes is the responsibility of the occupant & is not the responsibility of the builder or the construction electrician. After the builders defect liability period has expired, all alleged electrical defects concerning lights, power points, aerial sockets and the like, should be referred directly to the electrical contractor - not the builder.ELECTRICITY SUPPLYAll apartments have been supplied with certificate of electrical safety. Your electricity supply will be completed at settlement.EMERGENCIESPlease refer to the ‘After Hours’ section of this document.FITTINGS & FIXTURESPlease refer to the ‘Appliances, Fittings & Fixtures’ section of this document.FOXTELPlease refer to the ‘Television, Phone & Pay TV’ section of this document.GARAGE DOORYou have been supplied with one (1) garage door remote per car parking space. If you would like to purchase replacement remote controls, the supplier/installers details have been supplied in your handover pack. The Body Corporate is also able to supply replacement remotes for purchase.For any operational issues please refer the matter to the Body Corporate.GAS SUPPLYGas meters are located in the gas cupboard on the ground floor at Mitcham Road. For any gas supply issues or billing please contact the body corporate as this is a central gas supply system.GARBAGE DISPOSALBins are supplied onsite for ongoing garbage disposal and recycling. Should you wish to dispose of excessive waste, including removalist boxes and large household items, please contact your nearest private waste depot. No rubbish is to be placed on the Common Property other than in the garbage bins provided. If the bins are full, please notify the Body Corporate.HEATING & COOLINGPlease refer to the ‘Appliances, Fittings & Fixtures’ section of this document.The supplier/installers’ details for the Split-Type Air Conditioner have been provided in the purchasers Settlement Pack at handover. Care and maintenance instructions, product specifications and all relevant warranty documents have been included.INTERCOMInstructions for visitors to page residents via the intercom located beside the residents’ entry doors are as follows:To page an apartment, enter the apartment number and then press the ‘bell’ button.For any defect, maintenance or warranty enquiries, you will need to contact the Body Corporate.KEYS (APARTMENT ENTRY)You have been supplied with two (2) front door keys and one (1) garage access key/controller. Two (2) keys for sliding door and window.The key that unlocks the front door of the apartment and the main foyer entry are restricted security keys, which can only be reproduced by the product manufacturer. To obtain copies of these keys, the owner must put a written request to the Body Corporate as they are the authorised signatories for the product manufacturer.LAUNDRYPlease ensure that your washing machine hoses are checked, installed properly and tested at regular intervals. Builders are not liable to repair damage caused by the owner’s actions or those actions of other persons engaged by the owner.LETTERBOXYou have been supplied with two (2) letterbox keys. The letterboxes are located in the main foyer.LIFTFor any defect, maintenance or warranty enquiries, you will need to contact the Body Corporate.PAINTPaint specifications have been supplied in the purchasers handover pack.PLUMBINGPlease refer to the Plumbing Industry Commission Certificate of Compliance included in the handover pack at settlement.Regular maintenance and inspections of the plumbing components is the responsibility of the owner and/or agent for the owner and/or the occupant, and is not the responsibility of the builder or the construction plumber. Failure to adequately maintain the plumbing components may void any relevant warranties.After the builders defect liability period has expired, all alleged plumbing defects concerning plumbing installation, workmanship and the like should be referred directly to the plumbing contractor – not the builder.Please also refer to the ‘Appliances, Fittings & Fixtures’ section of this document for warranty claims concerning plumbing fittings.REMOTE CONTROL (GARAGE DOOR)Please refer to the ‘Garage Door’ section of this document.ROOFS & FLASHINGSThe Body Corporate/Owners Corporation are generally responsible for maintaining the majority of the roofs and flashings. It is imperative that only persons suitably qualified with harness equipment access the roof and flashings.SHOWER SCREENSFor any defect, maintenance or warranty enquiries after the builders defect liability period, you will need to contact the supplier/installer.Defects that become apparent in shower screens are solely covered by the manufacturer’s warranty and will not be deemed the builders responsibility to rectify unless it is proven beyond a doubt that the builders alleged faulty workmanship is a direct result of the defect.STORAGE CAGEYour apartment comes with a lockable storage cage, located in the ground floor car parking area of the building. You will need to provide your own lock for the cage. It is also recommended that valuables are not stored in the storages cages.TELEVISION, PHONE & PAY TVThe television system is a Pay/MATV or Multiple Access Television System, supplying free to air for the whole building. If any problems arise with the system, you will need to direct these to the Body Corporate to organise an appointment with a technician.There is a free to air TV point in the main bedroom. In the lounge there is a free to air TV point and also two points for Pay TV. The building has some cabling provisions for Pay TV; however, the Owners Corporation will need to resolve to undertake additional work to obtain the infrastructure required for a Pay TV system. For any queries, please contact the Body Corporate/Owners Corporation Manager. The Telephone system operates through a Main Distribution Frame (MDF), otherwise known as the network boundary point. The line up to the MDF is owned by Telstra and the service providers will only connect to the MDF. If you choose to use a service provider other than Telstra (e.g TPG, Optus, IINET etc) then they will charge an additional fee to have a technician attend and connect your line from the MDF to the Apartment/Lot/Shop. This service is known as either jumpering or bridging. TILESTile sealing is a personal choice and if you choose to seal your tiles or if you have any maintenance or cleaning queries directly related to the tiles, please contact the supplier of the product.Product specifications and suppliers contact details have been supplied in the purchasers Settlement Pack at handover.TILE GROUT & SILICONE (CAULKING)Product specifications have been supplied in the purchasers Settlement Pack at handover.Maintenance of tile grout and silicone is the responsibility of the owner/agent and/or tenant. Lack of maintenance and “wear and tear” of silicone that may cause leaks are not covered under the defect liability period, nor is it considered a warranty item. This also extends to any resultant damage that such a lack of maintenance may cause.WARDROBESFor any defect, maintenance or warranty enquiries after the builders defect liability period, you will need to contact the supplier/installer.Defects that become apparent in wardrobes are solely covered by the manufacturer’s warranty and will not be deemed the builders responsibility to rectify unless it is proven beyond a doubt that the builders alleged faulty workmanship is a direct result of the defect.WATER LEAKSRain water leaks are not always due to building defects caused by the builder’s or sub-contractor’s faulty workmanship. It is expected that owners should maintain their properties to prevent water leaks. This includes monitoring roofs, roof penetrations, gutters, flashings, protective coating systems around windows and doors, external cladding, masonry & render cracks etc.Plumbing leaks are not always due to defective workmanship. A leak may be due to a faulty fitting, lack of maintenance or improper usage, and it is the responsibility of the owner to investigate the fittings warranty.If you have any concerns regarding potential or actual water leaks in common property or common roofs (including your own if it is shared with another apartment), you should immediately contact the Body Corporate.Some leaks are due to works/actions performed by others after handover, such as changing tap washers, faulty installation of washing machines or blocking downpipes to prevent vermin etc. Please note that any enquiries that Valeo Construction is requested to investigate, that are not considered defects covered by the defects liability period, may incur a minimum charge of $200.00 +GST (Please refer to the attached statement on page 11, which is attached to any standard email response for a request for maintenance). WATER SUPPLYThe blue valve located on the wall near your hot water unit, is an emergency/maintenance shut off valve for your apartments water supply. There is also a primary shut off valve on your water meter, located in the common area ‘Water Meter Cupboard’.The hot water meters are located in the water meter cupboards on each level labelled with your apartment number.The solar gas boosted Hot water system units are located on the roof. For any issues please contact the body corporate.REQUEST FOR AN ALLEGED DEFECT INSPECTIONPlease note that by requesting the Valeo Construction “Maintenance Department” to attend to the report of an alleged building defect that is not deemed defective, or has exceeded its allocated warranty period, the owner and/or agent may be charged at the minimum call out rate of $200.00+GST per attendance (this does not include materials or the potential for any additional independent sub-contractor’s charges). This is due to a vast quantity of requests for alleged building defect inspections, which are subsequently not covered by the builders defect liability period, resulting in unnecessary expenses for Valeo Construction.Valeo Construction has the authority to alter the minimum charge at its discretion. If a building defect is confirmed, no charges will apply. If you do not wish to incur this fee, you must inform the Maintenance Department Manager immediately and cancel all appointments in writing. If the Maintenance Department does not receive a cancelation notice within 24 hours of this email being sent, and they attend the property, we reserve the right to charge accordingly. Valeo Construction will also not accept liability for excessive damage caused by a true building defect that has been left unattended or unreported. By not receiving written cancelation within 24 hours, Valeo Construction will assume that you accept its terms for a ‘Request for an Alleged Defect Inspection’.The builders defect liability period does not apply to damage or leaks caused by others or condensation or natural disasters or extreme weather conditions, such as storms, flooding, atypically high winds, hailstorms, earthquake, lightning, cyclones or the like that are beyond the control of the builder.It is expected that a building defect will be reported within 7 days of the tenant, owner, agent for owner or the Body Corporate becoming aware of the defect. A failure to report defects in an acceptable time period may warrant the builder to refuse committing to rectification works caused by damage that has been left for an unacceptable period of time.NB. Any tenant, owner, property manager or Body Corporate representative that directly engages a particular tradesperson, supplier or manufacturer is liable for any costs that are not covered by the defects liability period, manufacturer’s or installers warranty period. ................
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