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AGM 2016 MINUTES.pdf [203.96 KiB]
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MINUTES OF ANNUAL GENERAL MEETING
Held at the office of Exclusive Strata Management, Suite 15, 443 Albany Highway, Victoria Park on Tuesday, 25 October 2016 at 5:30 pm
- 1. Appointment of chairman for the meeting
On a motion moved by Daniel H it was resolved that Jasmine A be authorised to act as chairperson of the strata company for the purpose of the meeting. The chairperson declared the meeting open at 5:35 pm.
- 2. Confirmation of previous minutes
On a motion moved by Sean S and seconded by Daniel H it was resolved that the previously circulated minutes of the general meeting held on 24 November 2015 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 Sean S and seconded by Daniel H it was resolved that the statement of accounts for the period 1/10/2015 to 30/09/2016 showing an amount of $50,560.45 net owners’ funds, be adopted as presented.
- 4. Constitution of the council
4.1 On an amended motion moved by Daniel H and seconded by Benita N it was resolved that the council of the strata company consist of 5 proprietors.
4.2 The following candidates were nominated:
~ Daniel H
~ Bryan M
~ Saxon M
~ Sean S
~ Benita N
The above 5 candidates were duly elected to the council.
- 5. Annual report of the chairman
On a motion moved by Kate B and seconded by Daniel H it was resolved that the annual report of the council be discussed at the meeting.
Note: Saxon M took floor and discussed previous projects.
- 6. Proposed variation of the maximum sum per lot that may be expended by the council pursuant to section 47(1)
On a motion moved by Benita N and seconded by Sean S it was resolved 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
On a motion moved by Ian H and seconded by Michael C 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.
- 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.
Motion Discussed with Owners
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.
Motion Discussed with Owners
- 9. Authority for Strata Council to issue work order.
(9.a) Retaining Wall and Fence Replacement
On a motion moved by Saxon M and seconded by Benita N it was resolved 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
On a motion moved by Benita N and seconded by Robin W it was resolved 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
On a motion moved by Sean S and seconded by Benita N it was resolved 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.
On a motion moved by Maree Heath and seconded by Sean Saunders it was resolved 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
On a motion moved by Daniel H and seconded by Maree H it was resolved 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
On an amended motion moved by Saxon M and seconded by the Kate B 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:
$154.00 per unit entitlement 1st October 2016,
$155.00 per unit entitlement 1st January 2017,
$155.00 per unit entitlement 1st April 2017,
$155.00 per unit entitlement 1st July 2017,
to raise a total of $115,134.00 for the financial year (01/10/2016 to 30/09/2017)
and,
on an amended motion moved by Kate B and seconded by the Maree H it was resolved 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)
- 13. Strata Company Management
On a motion moved by Maree H and seconded by Kate B it was resolved that the 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
(a) Discussion regarding Unit 31 application to SAT and subsequent dismissal by SAT.
(b) Discussion regarding disturbances Unit 12 and Unit 18 and what is being done to address this.
Note: Urination on pathway, rubbish under staircase (U18.) Sean Saunders explained process for lodging complaint with help desk.
- 15. Matters without notice for discussion and referral to the council
(a) Gate Locks – Will be investigated as part of security upgrade.
(b)Sean Saunders expressed thanks to Saxon M for his efforts as a member in the Council of Owners and setting up the website.
(c) Bus Lane Works – The verge is to be increased with the new garden courtesy of main roads.
- 16. Close of meeting
There being no further business the meeting closed at 7:00pm.
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