What PILOT did

We co-ordinated and oversaw the project as the appointed Owners Corporation Manager:

• Emergency works: Responded to an emergency building notice requiring removal of the existing verandah; coordinated demolition contractor procurement and works

• Scope: Scoped the full replacement project and engaged stakeholders to assess structural, regulatory, and financial implications

• Procurement: Procured building designer, building surveyor, and supporting consultants through PILOT's supplier network

• Planning permit: Arranged planning permit application with Mornington Peninsula Shire Council; re-application after permit expiry

• Regulatory appeals: Secured Building Approvals Board dispensation to substitute the high-cost steel design with a more cost-effective timber-framed solution under Building Surveyors guidance

• Engineering liason: structural engineer and coordinated iterative design between engineer, surveyor, builder, and committee

• Tender: Issued competitive tender to three builders from PILOT's database; conducted comparative analysis and appointed DBF Melbourne Pty Ltd after Committee approval

• Contract: Executed building contract (August 2025); managed scope expansion to include full building recladding via structured variation. Administered the contract under AS 4906: certified progress claims, managed variations, and controlled costs

• Oversight: Held regular site meetings; maintained continuous liaison across all project stakeholders

• Guidance: Applied the Benefit Principle (referencing prior VCAT decisions) to advise on equitable levy distribution. Drafted special resolutions, meeting notices, and committee minutes to ensure full governance compliance

• Completion: Achieved Practical Completion 28 April 2026; managed final account reconciliation and handover

Project Outcomes

📌 Works Completed: 100%

📌 Practical Completion: 28 April 2026

📌 Budget Performance: ⚠️ Final value ~$400,000

📌 Regulatory Outcome: ✅ Building Appeals Board dispensation secured — significant cost saving achieved

📌 Management fees: PILOT was paid on an hourly rate for services rendered — not a commission on the total project cost
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Key Takeaways

✔️ Successes: Long-overdue infrastructure replaced with a modern, compliant structure. Strategic redesign from steel to timber delivered significant cost savings for lot owners.

⚠️ Challenges: Permit expiry, navigating regulatory approvals, expanding scope, and mid-construction engineering adjustments required persistent management across a multi-year project.

🏡 Community Impact: Improved pedestrian amenity and weather protection along the Dromana retail strip; enhanced visual presentation for the precinct.

📢 Future Recommendations: For retail-strip properties, obtain a comprehensive building condition and exploratory works before scoping major works. Early engineer engagement reduces redesign risk.