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 Post subject: 2017 AGM - October 31st
PostPosted: Fri Oct 06, 2017 12:24 pm 
Site Admin

Joined: Tue Jan 06, 2009 5:53 pm
Posts: 2701
The Annual General Meeting (AGM) will be held on Tuesday 31st October 2017 at 5:30pm.

The Venue for the meeting is:
Exclusive Strata Management
17/443 Albany Highway
Victoria Park

If you are unable to attend the AGM for any reason please make sure you fill out a proxy form and fax/email it back to the strata manager.
The proxy form is available here : /proxy

The Financial Summary for the last financial year is available here:
/viewtopic.php?t=1194

The Detailed Financial Report for the last financial year is available here:
/viewtopic.php?t=1231

The meeting agenda will be posted out in early October.


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PostPosted: Fri Oct 06, 2017 12:53 pm 
Site Admin

Joined: Tue Jan 06, 2009 5:53 pm
Posts: 2701
NOTICE OF ANNUAL GENERAL MEETING

Notice is hereby given that the annual general meeting of the above strata company will be held at the office of Exclusive Strata Management, Suite 15, 443 Albany Highway, Victoria Park on Tuesday, 31 October 2017, commencing at 5:30PM.

Registration from 5:15PM

This notice is issued pursuant to the by-laws of the strata company, on 6 October 2017 being not
less than 14 days prior to the holding of the meeting.

The attention of proprietors is drawn to the following documents enclosed with this combined
notice and agenda for this meeting:
  • 1. Statement of accounts for period 1/10/2016 to 30/09/2017
  • 2. Council Report
  • 3. Copy of certificate of currency, important insurance information and strata company manager’s disclosure statement
  • 4. Copy of ESM Arrears and Debt Recovery Procedure
  • 5. Budget of estimated expenditure from the administrative fund and provision for reserve fund for period 1/10/2017 to 30/09/2018
  • 6. Forms of specific and enduring proxy
  • 7. Information in respect to nomination and election of members of the council
  • 8. Transperth journey planner

PRELIMINARY MATTERS
  • Registration of proprietors and proxy holders
  • Verification of valid proxies received
  • Verification of those eligible to vote and personally present
  • Record those present by invitation
  • Record any apologies received
  • Confirmation by the strata company manager of an enabling quorum being present, that the meeting is properly constituted and may proceed to the conduct of business. (Or that it is adjourned one week hence)

Meeting Agenda

1. Appointment of chairman for the meeting
  • Only required If the chairman of the council is unavailable or unwilling to act.

2. Confirmation of previous minutes
  • Minutes of the last general meeting have previously been distributed to proprietors.
    Motion under notice -
    (a) That the previously circulated minutes of the general meeting held on 25 October 2016 be confirmed as a true record of those proceedings.
    (b) Consideration of any matters arising from the minutes not otherwise provided for by this agenda.

3. Consideration of statement of accounts
  • A copy of which is attached to this notice.
    (Questions of a financial nature should be notified to the strata company not later than 3 business days prior to the meeting.)
    Motion under notice -
    That the statement of accounts for the period 1/10/2016 to 30/09/2017, showing an amount of $48,457.83 net owners’ funds, be adopted as presented.

4. Constitution of the council
  • Motion under notice -
    4.1 That the council of the strata company consist of 4 proprietors.
    4.2 Chairman to call for nominations of candidates for election to the council;
    And, If required will,
    4.3 Conduct a ballot to elect members of the council.

5. Annual report of the council
  • Motion under notice -
    That the annual report of the council be discussed at the meeting.

6. Insurance
  • A copy of certificate of currency, important insurance information and strata company manager’s disclosure statement are attached to this notice.
    Motion under notice -
    That the council be directed to renew the current insurance policy prior to its expiry date in such sums as are suggested by the insurer or as are recommended by qualified professional advisors.

7. Items of business notified by council
  • Modifications to Common Property
    Owners are reminded that ANY modifications to common property must be approved in writing by the Strata Council, this includes any modifications to the plumbing ducts or hot water systems. Owners are also reminded that if approvals have been granted for modifications in the past, any replacement or upgrades of modified items must be re-approved. Note that common property includes: external walls/windows/doors, the entire balcony area, walkways and the entire plumbing duct.
  • Electric Hot Water Systems
    Due to limitations in the electrical supply to the building electrical hot water systems are not permitted to be installed, if electrical systems have been approved by the strata company in the past, they may not be replaced and must be converted to gas. The strata company has investigated the option of upgrading the power supply to the complex and all units and found this to be extremely expensive and cost prohibitive.

8. Arrears and Debt Collection Recovery Procedure
  • A copy of the ESM Arrears and Debt Recovery Procedure is attached to this notice.
    8.1 Motion under notice -
    That the strata company accept the Debt Recovery Procedure as detailed in the attached document.
  • 8.2 Motion under notice -
    That all costs associated with debt recovery from a proprietor (including Exclusive Strata Management’s internal recovery costs) will be payable by the relevant proprietor. The strata company acknowledges its liability to pay the costs incurred by such debt recovery in the first instance, however the debt will remain with the lot until the strata company is reimbursed.

9. Consideration of budget of estimated expenditure from the administrative fund
  • A copy of which is attached to this notice.
    Motion under notice -
    That the budget of estimated expenditure from the administrative fund GST inclusive for
    the period 1/10/2017 to 30/09/2018, amounting to $133,400.00 be adopted.

10. Determination of the levy of contributions for the period 1/01/2018 to 31/12/2018
  • Motion under notice -
    That the levy of contributions on proprietors for the administrative fund be payable in advance, inclusive of GST, by installments due and payable in the amounts and on the dates as shown below:
    - $155.00 per unit entitlement 1st October
    - $150.00 per unit entitlement 1st January
    - $150.00 per unit entitlement 1st April
    - $150.00 per unit entitlement 1st July
    - to raise a total of $115,320.00 for the financial year.
    and
    - $150.00 per unit entitlement 1st October 2018 (approved for next financial year)

    And, that the levy of contributions on proprietors for the reserve fund be payable in advance, inclusive of GST, by installments due and payable in the amounts and on the dates as shown below:
    - $20.00 per unit entitlement 1st October
    - $20.00 per unit entitlement 1st January
    - $20.00 per unit entitlement 1st April
    - $20.00 per unit entitlement 1st July
    - to raise a total of $14,880.00 for the financial year.
    and
    - $20.00 per unit entitlement 1st October 2018 (approved for next financial year)

11. Matters without notice for discussion and referral to the council
  • Note: Such matters may only be raised at the discretion of the chair and with leave of the meeting.

12. Close of meeting


Attachments:
AGM Notice & Agenda Pack 2017.pdf [829.05 KiB]
Downloaded 302 times
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PostPosted: Thu Nov 09, 2017 6:24 pm 
Site Admin

Joined: Tue Jan 06, 2009 5:53 pm
Posts: 2701
MINUTES OF ANNUAL GENERAL MEETING

Held at the office of Exclusive Strata Management, 443 Albany Highway, Victoria Park on Tuesday, 31st October 2017 at 5:30 pm


1. Appointment of chairman for the meeting
  • On a motion moved by Ian Heath it was resolved that Jasmine Abraham be authorised to act as chairman of the strata company for the purpose of the meeting. The chairman declared the meeting open at 5:40 pm.

2. Confirmation of previous minutes
  • On a motion moved by Kate B and seconded by Ednamay F it was resolved that the previously circulated minutes of the general meeting held on 25 October 2016 be confirmed as a true record of those proceedings.

    Matters arising from the previous minutes: Nil.

3. Consideration of statement of accounts
  • On a motion moved by Ian H and seconded by Ednamay F it was resolved that the statement of accounts for the period 1/10/2016 to 30/09/2017 showing an amount of $48,457.83 net owners’ funds, be adopted as presented.

4. Constitution of the council
  • 4.1 On an amended motion moved by Saxon M and seconded by Robin W it was resolved that the council of the strata company consist of 6 proprietors.

    4.2 The following candidates were nominated:
    ~ Daniel H
    ~ Bryan M
    ~ Saxon M
    ~ Sean S
    ~ Benita N
    ~ Richard K

    The above 6 candidates were duly elected to the council.

5. Annual report of the chairman
  • On a motion moved by Benita N and seconded by Kate B it was resolved that the annual report of the council was received and discussed at the meeting.

    Note: Robin Waters gave thanks to the outgoing council of owners.

6. Insurance
  • On a motion moved by Kate B and seconded by Ednamay F it was resolved that the council be directed to renew the current insurance policy prior to its expiry date in such sums as are suggested by the insurer or as are recommended by qualified professional advisors.

7. Items of business notified by council
  • Modifications to Common Property
    Owners are reminded that ANY modifications to common property must be approved in writing by the Strata Council, this includes any modifications to the plumbing ducts or hot water systems. Owners are also reminded that if approvals have been granted for modifications in the past, any replacement or upgrades of modified items must be re-approved. Note that common property includes: external walls/windows/doors, the entire balcony area, walkways and the entire plumbing duct.
  • Electric Hot Water Systems
    Due to limitations in the electrical supply to the building electrical hot water systems are not permitted to be installed, if electrical systems have been approved by the strata company in the past, they may not be replaced and must be converted to gas. The strata company has investigated the option of upgrading the power supply to the complex and all units and found this to be extremely expensive and cost prohibitive.


8. Arrears and Debt Collect Recovery Procedure
  • On a motion moved by Ian H and seconded by Ednamay F it was resolved that the strata company accepts the Debt Recovery Procedure as detailed in the Notice and Agenda.

    On a motion moved by Ian H and seconded by Ednamay F it was resolved that all costs associated with debt recovery from a proprietor (including Exclusive Strata Management’s internal recovery costs) will be payable by the relevant proprietor. The strata company acknowledges its liability to pay the costs incurred by such debt recovery in the first instance, however the debt will remain with the lot until the strata company is reimbursed.

9. Consideration of budget of estimated expenditure from the administrative fund
  • On a motion moved by Ednamay F and seconded by Kate B it was resolved that the budget of estimated expenditure from the administrative fund GST inclusive for the period 1/10/2017 to 30/09/2018 amounting to $133,400.00 be adopted.

10. Determination of the levy of contributions for the period 1/01/2018 to 31/12/2018
  • On a motion moved by Ian H and seconded by the Saxon M it was resolved that the levy of contributions on proprietors for the administrative fund be payable in advance, inclusive of GST, by instalments due and payable in the amounts and on the dates as shown below:

    $155.00 per unit entitlement 1st October 2017,
    $155.00 per unit entitlement 1st January 2018,
    $155.00 per unit entitlement 1st April 2018,
    $155.00 per unit entitlement 1st July 2018,

    to raise a total of $115,320.00 for the financial year (01/10/2017 to 30/09/2018)

    and, that the levy of contributions on proprietors for the reserve fund be payable in advance, inclusive of GST, by instalments due and payable in the amounts and on the dates as shown below:

    $10.00 per unit entitlement 1st October 2016,
    $20.00 per unit entitlement 1st January 2017,
    $20.00 per unit entitlement 1st April 2017,
    $20.00 per unit entitlement 1st July 2017,

    to raise a total of $13,020.00 for the financial year (01/10/2016 to 30/09/2017)

    Note: Owners present agreed to keep the standard levies at a reduced rate this year. It was noted that it was highly likely that levies would increase next year.


11. Matters without notice for discussion and referral to the council
  1. Special projects – This year Special Projects will be used to rectify the fence around the clothesline area and upgrade gate security.
  2. Savings – Richard K proposed the council of owners explore saving options especially for fixed services.
  3. Insurance Valuation - Insurance valuation will be considered next year.
  4. Painting – Roslyn C asked if the colour scheme for the complex could be changed. Council of owners agreed to review options presented by Roslyn.
  5. Screen Doors – Strata Company replaces broken/security doors as required.
  6. Solar Power – Installation scheduled for the 9th November will be connected to the pool pump.
  7. Special Thanks – Endamay F thanked council of owners for their efforts at the complex.

12. Close of meeting
  • There being no further business the meeting closed at 6:30pm.


Attachments:
20171031_AGM_Minutes.pdf [394.09 KiB]
Downloaded 319 times
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