Attachment:
Notice & Agenda AGM 251016.pdf [421.64 KiB]
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Attachment:
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, 25 October 2016, commencing at 5:30PM.
Registration from 5:15PM
This notice is issued pursuant to the by-laws of the strata company, on 4 October 2016 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 1/10/2015 to 30/09/2016
- 2. Copy of certificate of currency, important insurance information and strata company manager's disclosure statement
- 3. Proposed strata company by-laws
- 4. Budget of estimated expenditure from the administrative fund and provision for reserve fund for period 1/10/2016 to 30/09/2017
- 5. Forms of specific and enduring proxy
- 6. Information in respect to nomination and election of members of the council
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 24 November 2015 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 1/10/2015 to 30/09/2016, showing an amount of $50,860.45 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. Proposed variation of the maximum sum per lot that may be expended by the council pursuant to section 47(1)
Motion under notice -
That by special resolution the council be authorised to undertake expenditure of up to $150 per lot multiplied by 54 (the number of lots in the scheme), being a maximum of $8,100.00 in any one case.
Treasurers Note – National figure is $200/Lot. The current figure of $65.00/Lot was set in 1985 and is no longer relevant given the increase in costs.
- 7. 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.
- 8. 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.
- 9. Authority for Strata Council to issue work order.
(9.a) Retaining Wall and Fence Replacement
Motion under notice -
That the strata council be authorised to accept a quotation and issue a work order for the replacement of the retaining wall and fence near the clothesline area of the complex.
(9.b) Solar panel Installation
Motion under notice –
That the strata council be authorised to accept a quotation and issue a work order for the installation of solar panels on the common property.
(9.c) Security and Cameras
Motion under notice –
That the strata council be authorised to accept a quotation and issue a work order for the installation of CCTV and associated equipment to be installed on all pedestrian and vehicle entry gates.
- 10. Transfer of reserve funds
Motion under notice -
That the council be authorised to transfer funds to a maximum of $10,000.00 from the reserve fund to the administrative fund as may be required to meet the cost of retaining and fence replacement.
- 11. 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 1/10/2016 to 30/09/2017, amounting to $141.985.50 be adopted.
- 12. Determination of the levy of contributions for the period 1/01/2017 to 31/12/2017
Motion under notice -
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:
- $154.00 per unit entitlement 1st October 2016
- $150.00 per unit entitlement 1st January 2017
- $150.00 per unit entitlement 1st April 2017
- $150.00 per unit entitlement 1st July 2017
- to raise a total of $112,344.00 for the financial year (01/10/2016 to 31/12/2016)
and
- $150.00 per unit entitlement 1st October 2017 (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 instalments due and payable in the amounts and on the dates as shown dates as shown below:
- $10.00 per unit entitlement 1st October 2016
- $15.00 per unit entitlement 1st January 2017
- $15.00 per unit entitlement 1st April 2017
- $15.00 per unit entitlement 1st July 2017
- to raise a total of $10,230.00 for the financial year (01/10/2016 to 30/09/2017)
and
- $15.00 per unit entitlement 1st October 2017 (approved for next financial year)
- 13. Strata company management
Motion under notice -
That Exclusive Strata Management be re-appointed as strata company manager for a term of 24 months and the council be directed to execute a management agreement on such other terms as it deems appropriate.
- 14. Matters with notice for discussion and referral to the council
- Discussion regarding Unit 31 application to SAT and subsequent dismissal by SAT.
- Discussion regarding disturbances Unit 12 and Unit 18 and what is being done to address this.
- 15. 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.
- 16. Close of meeting
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