2018 AGM - October 30th

[TheMews]

The Annual General Meeting (AGM) will be held on Tuesday 30th October 2018 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 email it to admin@themewswestperth.com.au.
The proxy form is available here : /proxy

The Financial Summary for the last financial year is available here:
/viewtopic.php?t=1494

The Detailed Financial Report for the last financial year is available here:
/viewtopic.php?t=1497

The meeting agenda will be posted out shortly.

[TheMews]

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, 30 October 2018, commencing at 5:30PM.

Registration from 5:15PM

This notice is issued pursuant to the by-laws of the strata company, on 5 October 2018 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 1/10/2017 to 30/09/2018
• 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 1/10/2018 to 30/09/2019
• 6. Forms of specific and enduring proxy
• 7. 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 chairperson 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 31 October
  2017 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 1/10/2017 to 30/09/2018, showing an amount of $73,603.96 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 Chairperson 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. Arrears and Debt Collection Recovery Procedure

• A copy of the ESM Arrears and Debt Recovery Procedure is attached to this notice.
  7.1 Motion under notice -
  That the strata company accept the Debt Recovery Procedure as detailed in the attached document.
  7.2 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.

8. 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 1/10/2018 to 30/09/2019, amounting to $147,900 be adopted.

9. Determination of the levy of contributions for the period 1/01/2019 to 31/12/2019

• 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:
  - $155.00 per unit entitlement 1st October
  - $160.00 per unit entitlement 1st January
  - $160.00 per unit entitlement 1st April
  - $160.00 per unit entitlement 1st July
  - to raise a total of $118,110 for the financial year.
  and
  - $160.00 per unit entitlement 1st October 2019 (approved for next financial year)
  
  And, that the levy of contributions on proprietors for the re serve fund be payable in advance, inclusive of GST, by instalments 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 2019 (approved for next financial year)

10. Matters with notice for the attention of all proprietors

• 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.

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

[TheMews]

Council of Owners Report 5/10/2018

This year has been a very busy year for your committee, beside the normal maintenance of the complex your council been working on:

Complex Security:
Works to secure the 2 pedestrian gates has commenced with preparation works including installation of power and communications being completed earlier in the year. We expect work on the gates to start in early 2019.
/viewtopic.php?t=960

Lighting Issues:
We continue to work with contractors to fix the lighting issues experienced during periods of rain. We are pleased to report that all faulty lighting has now been replaced and as far as we are aware all of the faults have been resolved. If anyone notices any issues with the lighting please submit a ticket and we will investigate.
/viewtopic.php?t=771

Front Clothesline Area Renovations:
Works are continuing on the front clothesline area with installation of new fencing having recently been completed. We expect to start the paving replacement works in early 2019.
/viewtopic.php?t=1075

NBN:
We have been working with the NBN Co. to arrange NBN installation within the building. We are advised that the building will be connected to the NBN in the next 6-12 months and that services should be available to all units shortly after this time.
/viewtopic.php?t=1615

14 Florence Street Development:
The owners of 14 Florence Street (which borders The Mews to the north/west) have submitted plans to council for a 4 floor development on the site and are asking for many of the design codes to be relaxed or removed. We believe that this development would have a detrimental impact on the area and particularly to the neighbouring properties including The Mews. We petitioned owners and almost 100% of owners responded in support of the rejection of this proposal. The JDAP review board unanimously rejected the application and the developer is currently challenging that decision in the SAT (State Administrative Tribunal). The next hearing is during December, if you would like to attend please let us know.
/viewtopic.php?t=1570

Replacement of Boundary Fence (161 Charles Street):
We are currently liaising with the owners of 161 Charles Street with regards to the replacement of the boundary fence between our properties. We have not set a date for the works to start, however as the fence is failing we expect them to start sometime in early 2019.
/viewtopic.php?t=1753


Council of Owners