GEKCO Special General Meeting minutes

Transcription

1 GEKCO Special General Meeting minutes Date 2 nd September 2014 Time Venue 18h22 Cherry Country Lodge, 56 Pine Road, Kyalami AH. Present Chair: Kristin Kallesen KK Kate Tasseron KT Takis Michalakis TM Secretary: Anton van Niekerk AVN Francois Euvrard FE Maria du Toit MDT Vice Chair: Mandy Collins MC Simon Buskin SB Damian Snashall DS Treasurer: Alwina Brand AB Tyrone McKendry TM Elize Jordan EJ Legal: Janine Turner JT Thys Brand TB Keith Bush KB Robyn Hare RH Anthony Hare AH Carmen Nottingham CN Darryl van Niekerk DVN Kate Meyer KM Jan Makhubu JM Andrew Dicks AD Proxies 13 In Support of Changes Apologies Karen Bohme Rosemary Sandison Ivo Lazic Candice James

2 KK welcomed those present and discussed the reason for being there to vote on the proposed new GEKCO constitution. KK hands over to JT. Administrative issues Quorum The requirement for a quorum per the current Constitution is that more than one third of the paid-up members must be present in person, or should be represented by another person in terms of a written proxy. AB stated that GEKCO currently has 61 paid up members. It was established that a quorum was present, when having regard to the members present and the proxies submitted Changes and amendments to the constitution Record of proceedings JT asked the members present whether they considered the proposed constitutional changes, as circulated to members. JT mentioned that many of the proposed changes were for language and semantics and asked whether it would be acceptable if the meeting were to only deal with questions from the members rather than go through the document in its entirety. Point 12 F was queried as to whether the reference to remuneration was intended to include the GEKCO committee members, or whether the purpose of this clause was to make provision for the remuneration of a third party service provider. JT confirmed and clarified that the purpose of this clause is to cater for situations where an external person is engaged to provide services to GEKCO as there is a clause that members may not be remunerated for their services. JT mentioned that this is set out in a different clause in the Constitution (for clarity s sake we note that the correct reference is clause 13 of the Constitution). JT highlighted that fact that the Constitution provides that, in terms of Annual General Meetings and Special General Meetings it has been noted that only voting members may speak at general meetings. JT also highlighted that it has been proposed that members may only hold one proxy each on behalf of other voting members.

3 While considering the quorum requirements for a Special General Meeting, JT stated that the proposed Constitution as presented to the meeting require a change as it does not deal with the quorum requirements. JT noted that the intention of the GEKCO committee was that the clause dealing with the quorum requirements of a Special General Meeting be similar to that of the Annual General Meeting, i.e. that a quorum would be 20% of members present or represented by proxy, or in instances where the meeting is called by members, the quorum would represent two thirds of the members who requested the meeting present in person or by proxy. AD raised a concern about governance in that previous constitution required 1/3 members present, or by proxy to establish a quorum. He was concerned that the proposal of the quorum, for the Annual General Meeting, being 10 non-committee members present in person is too low. Point 6.3 was discussed by the members present with a proposal of 20% of members present or by proxy being put forward by AB. GEKCO intends to increase membership and it was felt that it could be difficult to get 1/3 members present when there are large numbers. The proposal was put forward for point Only one proxy may be held per member. KK put forward the proposed amendment to a quorum being established at both the Annual General Meeting and the Special General Meeting of 20% of members present or by proxy with only one proxy to be held by each voting member. The members present were requested to specifically vote on this proposal as this was not contained in the Constitution which was circulated to members. The proposal was accepted and voting commenced with 17 members in favour of the proposal and 1 against the proposal. The acceptance of the proposal by the majority of the voting members present was noted and KK declared the motion as accepted. Voting in respect of the Constitutional changes presented to the meeting The meeting proceeded with KK calling the members present to a vote in respect of the constitutional changes. KK noted that the vote would be in respect of the amended Constitution as circulated to members; together with the changes discussed during the meeting (for clarity s sake it is noted that the vote mentioned above dealing with the quorum requirement for the Special General Meeting and the Annual General Meeting is included in the changes as referred to). The result of the vote was 17 members in favour of the amendments to the Constitution and 1 member voting against the amendments. It is noted that the amended constitution was accordingly approved with the changes noted.

4 Discussion regarding membership KK led a discussion regarding membership fees for Resident s Associations and asked whether members were of the view that Resident s Association should pay a higher fee than a single member even thought they get a single vote. There were some suggestions from the members present that Resident s Associations should pay more as they get more out of the membership through the use of the conservancy when making objections and applications to the city and province and get more benefit out of the work done by GEKCO. There was further discussion about the membership status of individuals who are part of Resident s Associations and yet would like to be members of GEKCO. It was suggested that GEKCO meet with the Resident s Associations to clarify this and work out the best situation for all concerned. The members present at the meeting agreed. KK also provided an explanation about how GEKCO gives representation to City and provincial bodies and the legalities thereof. General feedback KK mentioned that GEKCO submitted comments regarding the sewage line appeal and that GEKCO is awaiting feedback. KK noted that a town planning session is planned for 20 September with Andrew Barker. Details will be published and Resident s Associations are encouraged to motivate residents to attend. The purpose is not only to get input from residents but to catch people up with what is going on in the area. KK noted that it is important that residents understand that developers put forward what they want for our area and if residents do not put forward our own plan and vision, we, as residents, are on the back foot. KK noted that it is important for all of the residents, as a community, to stand together. The town planning sessions provides an opportunity to plan a way forward for the area that puts forward the residents views. KK also noted that GEKCO has been well received by the departments of the City of Johannesburg that certain committee members have met with. KK noted that GEMF is presently being drafted and it open for comment. It was noted that it is expected that the document will contain strong references in support of conservation which would give GEKCO good standing. KK put forward issues on behalf of GEKCO regarding the Urban Development Boundary and the changes that would cut off biodiversity corridors through the area. This has an impact on important areas in GEKCO such as Helderfontein and the Blue Hills area where Grass Owls are resident.

5 GEKCO was one of the few organisations represented at one of the focus group meetings held with regard to the GEMF. Meeting Closed 18h49