Kariega Heights – AGM – 03 January 2020
Kariega Heights
Annual General Meeting of the Home Owners Association – Minutes
Held on 03 January 2020 at the Two Rivers Retirement Village Hall, Kenton on Sea, at 10h00.
Welcome, opening and attendance.
Welcome: Mrs Richardson, the Chairlady, welcomed all members to the meeting and thanked members for taking the time to attend the AGM. Special welcome to new members and to Chris from Hi Tech Security and G Theron from FDT Architects.
Present: As per the attendance register (attached hereto)
Proxies: Proxies from Mr A Grapes ifo B Richardson Apologies: All proxies were taken as apologies.
Quorum and validation of a properly constituted meeting: A quorum was present and duly confirmed and the meeting proceeded to business.
Confirmation of the Minutes of the AGM 04/01/2019:
The minutes were accepted as a true reflection of the proceedings of that meeting. Proposed; D Nixon, Second; B Richardson.
Matters arising:
1. Security:
Chris of HiTech Security was present at the meeting, which afforded members an opportunity to ask any questions. Chris reported that there had been vagrants consuming alcohol and polluting on the pavement outside Bellevue, he further explained that the police have been contacted to assist in resolving the matter. unfortunately, the matter is continuing.
B Richardson suggested that the trees be cut back and the bush be cleared along the sidewalk. The wall would also be raised.
A quotation had been obtained for electric fencing, it would cost R 350 000.00 and would include monitoring. If the electric fence were to be installed, it could eliminate the need of a security guard.
2. Architectural Guidelines:
Guillym Theron representing FDT Architects will be addressing all the new builds going forth. The guidelines had been updated, however the Exco requested amendments, once the amendments have been made and approved by the Exco, then only will the guidelines be given to council.
The updated architectural guidelines would include items such as; a new cost structure that includes VAT, increase percentage to correspond with the CPI, colour palate, solar geysers, no exterior mountings, etc.
Members present agreed that the Exco are permitted to approve the updated architectural guidelines once received.
Solar solutions will also be looked at as an added to the guidelines for future and existing builds.
Adoption of the Excom report.
The Chairlady’s report had been circulated with the AGM notice Mrs Richardson provided a summary of the report to the members present at the meeting.
The report was adopted by all present.
Consider and approve audited financial statements for previous financial period.
Clint Mullins had been appointed to complete the Audited Financial Statement.
B Richardson requested a few items be re-allocated. This could not be done before the AGM as the auditor’s office was closed for the holidays.
Members approved that the Exco would be permitted to approve and sign off on the AFS once the changes had taken place. Members had been informed that a dispute had been lodged with CSOS for the arrear levies.
Gary Engelbrecht of JAG – explained the audited financial statements and answered all relevant questions. He stated that the HOA still had a healthy state of affairs as could be seen and is evident on the Balance Sheet.
Kariega Heights still managed to have a surplus for the financial period and that the capital works that had to be done throughout the year, had essentially come from the reserve funds.
A proposal per the Chairlady’s report to change the year end to September, so as to avoid a year end rush in trying to get audited financials completed, was approved by the members present.
Appoint Auditor to hold office until the conclusion of the next Annual General Meeting.
It was unanimously agreed to remain with Clint Mullins.
Budget – Ratification
The budget was discussed, and it was agreed approved that levies be increased to R500.00 per month.
Election of the Excom in terms of the Constitution:
The present Excom members are available to continue.
B Richardson, M Wilmot, B Pote, T Hutton, J Barrow, D Nixon A newly elected Committee member: Pierre van Rensburg.
Notes
i. Budget runs concurrent with financial year.
ii. Interest, at a rate decided by a trustees’ resolution from time to time (20% pa.), to be added to
arrear levies after 30 days. Levies are payable monthly in advance and must be receipted in the Kariega Heights Home Owners Association’s account by no later that the 5th working days of each month.
iii. Credit control: Statements are sent to owners in default either in respect of levies and/or other variables; relevant owners to be debited with all administrative charges in respect of these arrears.
iv. Interest earned on the Home Owners Association to be retained in their account and no portion thereof paid over to the Estate Agency Affairs Board.
v. Notwithstanding anything contained elsewhere in the Act / Regulations, the Trustees, by a majority vote, shall be entitled to co-opt a new Trustee to fill any vacancy in their number arising for whatsoever reason.
Determination / Confirmation of Domicilium Citandi Et Executandi:
29 King Edward Street, Newton Park, Port Elizabeth
Additional:
M Wilmot on behalf of the Exco and members, wished to extend a vote of thanks to Mrs Barbara Richardson for all her hard work and dedication she has given to the HOA.
Meeting Closed: There being no further business the meeting closed at 11h01.