Minutes of Meeting. Annual General Meeting Sikh Association of Western Australia

Transcription

1 Minutes of Meeting Annual General Meeting 2014 Sikh Association of Western Australia Held: Saturday, 25 th October 2014 Langar hall

2 Minutes AGM 25 October 2014 P a g e 2 1 Meeting Called to Order (Official opening & attendance and apologies) {Note: At 9:05AM the Secretary Mr Satinder Singh Samra made an announcement that due to lack of quorum the meeting will be reconvened after 15 minutes. The meeting commenced at 9:36 AM, after the Ardaas performed by Giani Jasvinder Singh ji.} President welcomed the Sangat. He apologized to the members for postponement of the AGM. He stated that the Department of Commerce was reluctant to register the Special Resolution passed at the previous SGM as he had declined the request for voting by secret ballot. He stated that his reasons for declining that request were contained in the letter accompanying the agenda and added that in the case of a similar request at the current meeting, the voting would be conducted by ballot and accordingly suitable arrangements had been made. He stated that the reconvening of the meeting had cost SAWA in excess of $3,000. He also made the members aware that there were 17 special resolutions listed on the Agenda and if the voting were to be conducted by ballot it would take a long time for which he apologized. He then stated the rules for debate and voting. DEBATE: a) Mover and Seconder shall speak first. b) A maximum of three members in support and / or three against may speak on each motion/proposal. c) The speakers may speak once only for 3 minutes. d) After the conclusion of the debate the mover of the motion shall be given the right of reply. e) The motion shall then be put to vote and the outcome determined. f) Only voting members i.e. Life Members and Ordinary Members can Vote VOTING: a) The voting for all listed motions will be carried out by a show of hands unless a request by no less than 5 voting members is made for a ballot vote. b) If a request is made for voting by ballot, the meeting will be adjourned prior to taking the vote and after completing the debate on the relevant motion. c) Ballots will be distributed to eligible members upon their identification. At the same time members will be able to cast their vote; d) Five minutes after the distribution of ballots, the poll will close and counting will commence; e) The meeting will then be reconvened and the outcome of the relevant motion be declared and the business will recommence.

3 Minutes AGM 25 October 2014 P a g e 3 f) This process will be repeated each time a request for ballot is made. The President made an announcement that the voting for election would close at 11:00AM and the votes will be counted shortly after that. Attendance as at 9:45 was as follows: Life Members 120 Ordinary Members 5 2 President s Report In his speech/report to the members, President stated the following: Acknowledged the hard work of EXCO and its effort to promote peace among the Sikh community. The EXCO tried to carry out our duties democratically but there were a few members who did not believe in democracy. They only believed in minority rule and wanted to promote their views only. He gave an example of the previous SGM where some members first tried to organise a protest group. When that did not succeed then they tried to cancel the SGM saying it was illegal. When that did not succeed they tried to delay and frustrate the amendments by asking for a ballot voting at the last minute. When all that failed they went and lodged a complaint with Department of Commerce. He stated that this showed that even though 95% of members were happy the way SGM was conducted but this 5% were only interested in persuading their own agenda. They did not believe in Democratic process even though they lived in a Democratic Country. This minority group has been undermining the Authority of EXCO. By going to Council and giving conflicting information. Which infuriated the council and resulted in them taking SAWA to Court, regarding the car park, and resulted in a fine of $20,000. They even went to the architect to get a copy of plan for which they haven t paid the $200 fee. This all was done without the knowledge of SAWA. The court case which SAWA was involved cost Members $100,000 which could have been avoided if they would have called for a SGM as requested by 60 members. Even though the members lost the case on technical ground, but morally they won because after 4 months the members gave their verdict at the election. If EXCO did not have the support of the Majority of members then that EXCO had lost the right to represent the Association. For that EXCO to stay in power for extra 4 months, it cost the association $100,000 which equates to $25,000 for each extra month they stayed in office.

4 Minutes AGM 25 October 2014 P a g e 4 If an EXCO did not have the support of majority and are not performing according to member s expectations the members have every right to call for an SGM and put forward there graveness. The President then stated the following matters for Member's information. 1 The Constitution amendment is necessary to comply with building by-laws and also to avoid previous year s debacles. At the last AGM, it was foreshadowed that we will be amending the Constitution. 2 The roti machine had major design faults which would have cost $30,000 to correct but with no guarantee. 3 Re Zoning of Gurudwara land to Religious Zone is needed to avoid any ambiguity or hindrance in future use. This should have been addressed in 2001 but nothing was done. 4 Assistance for Giani Jaswinder Singh was needed due to varied duties such as Funerals duties, prison visits, private prayers and the need for a day off. Accordingly part time position was filled to provide that assistance. 5 SAWA have been kept in the dark regarding the Sikh Heritage Committee. It is a Separate body registered separately and no idea how the committee was formed. The only thing SAWA is aware of is the grant from Lotteries commission, which was applied on behalf of SAWA and request was made to top that up the grant to the tune of $9000 from SAWA funds. Other than that very little is known except that we were informed that SAWA are stake holders. 6 The Sikh Games were organised by an independent Games Committee, but we were blamed for things which we had nothing to do and yet it resulted in a disgraceful protest and filth was published on social media. The Australian national games body is taking legal action against Karan Brar from Adelaide. 7 The Grease arrestor which was used illegally for years and it could have resulted in a hefty fine. We managed to get it registered and maintained on regular basis. To conclude his speech the President thanked all the members of his Committee for their hard work and dedication. We could have done much more for the Association had not been the side distractions which took fair amount of our time in dealing with frivolous issues. We are living in a democratic country and members should respect democratic decisions. He extended his best wishes to the incoming committee for the coming year and hoped they don t have to face same distractions as we did. He also thank all the Sangat for all the seva they did and stated that without their help the Gurudwara would not have functioned so smoothly.

5 Minutes AGM 25 October 2014 P a g e 5 3 Confirmation of the minutes of the last preceding AGM and any other GMs held since then 3.1 AGM held on 25 August 2013 (Attachment 1) Question by Mr Pabla: A motion was passed at the last AGM to earmark funds for the Northern Suburb Gurudwara, has that happened? Answer yes, the money has been earmarked. Mr Zora Singh Gill queried the SPDC report and sought clarification about the engagement of the role of the Town Planner. The President responded by saying that the work carried out by him has been explained several times and it was recorded in the minutes. Resolution: That the minutes of the Annual General Meeting held on 25 August 2013 presented at Attachment 1 be adopted as true record of the proceedings. Devraj Singh Satvinder Singh Carried unanimously 3.2 SGM held on 28 June 2014 (Attachment 2) Mr Amarjit Singh Pabla queried that in respect to the resolution minutes only record that the President gave his reasons for the motion but the minutes did not state what those reasons were. Mahesh Inder Singh, minute taker of that meeting responded that the minutes could be recorded in two ways ie descriptive or summary. The summary minutes need to include decisions made at the meeting or important information to support the decision. Mahesh stated that he chose to record summary minutes only. He further emphasised that he would continue with the same practice for recording the minutes for the current AGM and if anyone wished their statement be recorded, then that member should advise him in advance. Mr Satwant Bassan stated that he made several comments at the SGM and wanted those comments to be included in the minutes. After some discussion it was agreed to include those comments. Mr Sarawan Vagel, Dr Amarjit Singh, Mr Brar and Dr Kanwal Jit Singh also made comments on the previous SGM and suggested improvements for future meetings. Resolution: That the minutes of the Special General Meeting held on 28 June 2014 presented at Attachment 2 be adopted as true record of the proceedings with the following inclusion to Mr Bassan s comments at Agenda Item 3.2.1:

6 Minutes AGM 25 October 2014 P a g e 6 Mr Satwant Singh Bassan stated that - Membership should be 5000 not 500 to make SAWA stronger; It is wrong to give Council limitation of 374 as the reason to limit members; and giving our children rights above others is opposite to what Guru Gobind Singh gave his children shahidi for righteousness. Devraj Singh Hardip Singh Bhoday Carried unanimously 4 Presentation and acceptance of the Association s financial statements for the last financial year (Attachment 3) Mr Nagra clarified that the difference between income and expenditure for the Senior Day Care program is a loan to them. Dr Amarjit Singh said it is only $95 for SAWA. Mr Tarunpreet Singh questioned about chapatti machine and queried if proper procedure was followed to dispose of the machine. President responded by saying yes that the proper procedure was followed. To fix a technical problem to make the machine compliant was too expensive and no one was willing to buy the machine. Accordingly, it was disposed of at no cost to SAWA. Mr Pabla spoke about the Lottery West Grant and queried about expenses, asking for breakdown of the entertainment costs of $96,932. Mr Rajinder Singh Sunner, Treasurer of the Australian Sikh Games Committee made comments that the games incurred loss as a result of a disgraceful protest by some local and Eastern States persons. Treasurer provided the breakdown of costs. Mr Zora Singh Gill questioned what happened to Roti Machine Mr Basan stated that being an accountant himself he can appreciate the hard work in maintaining accounts. It is a difficult job and commended all involved in producing the accounts. He also stated that no one intentionally does anything wrong and at times some projects go wrong and the chapatti machine was one of those. Resolution: That the Association s financial statements presented at Attachment 3 be accepted. Prem Kumrar Singh Satinder Singh Samra Carried unanimously

7 Minutes AGM 25 October 2014 P a g e 7 5 Presentation and acceptance of the auditors report (Attachment 3); Resolution: That the Auditors report presented at Attachment 3 be accepted. Harbhajan Singh Dhaliwal Dr Amarjit Singh Carried unanimously 6 Deliberation on Motions; 6.1 Special Resolutions Before the motion was put to debate, Mr Pabla stated that the process has to be followed and queried the split between EXCO proposed motions and members motions. The President responded that there were 17 Special resolutions circulated to the members with the notice and any motions received after the mailing date are placed on the Notice Board as required by the SAWA constitution. Dr Amarjit, asked the President to take the special resolutions out of the Agenda as there was no urgency to resolve those matters. Mr Devraj Singh explained that sub-committee to review the constitution was formed more than one year ago and the matter needs to be dealt with. He stated that the EXCO resolutions were circulated to all members while the special resolutions submitted by Mr Pabla and Mr Tarunpreet Singh were not. He suggested that those motions could be withdrawn and the proposed special resolution to adopt the amended constitution should go ahead. Dr Kanwal Jit Singh, and Mr Sarawan Singh Vagel also suggested that the meeting should continue. Mr Tarunpreet Singh asked why there is a confusion about his resolutions as he had complied with the time lines of the Notice. It was clarified to him that he had complied with the requirements of the Notice and the Constitution. However, they may not comply with the requirements of the Act as they did not get circulated to all members. The mover introduced the proposed special resolution and stated the following key amendments are proposed to the SAWA constitution: Membership cap due to capacity constraints and also to maintain peace, tranquility of the place and harmony of Sangat. Power to General body to remove EXCO by 2/3 rd majority to restore supremacy of Sangat. Expansion of Trustees, their election process and power for Trustees to mediate to resolve matters internally and to call SGM if EXCO fails to do so when requested by 100 members Safe guard if EXCO fails to listen to Sangat Tustees

8 Minutes AGM 25 October 2014 P a g e 8 also empowered to adjudicate in disciplinary matters if EXCO finds that a response to a show cause notice is unsatisfactory. Provision that EXCO must call SGM not withstanding that the matters fall within EXCO s powers Ensuring that EXCO does the right thing. Changes to the provision for decision of voting by ballot to prevent unnecessary delays. Explained that if this motion is lost only then the remaining motions will be voted upon. As a seconder of the motion Mr Devraj Singh endorsed President s comments. He pointed to a typo error in the attachment and suggested that the numbering of clause should start with Name being number 1 and the remaining clauses to be renumbered accordingly. He stated that SAWA and Gurudwara are two separate entities and Association matters are to be determined by SAWA membership. He pointed out that occupancy of Gurudwara halls is licensed at = 677 for the two halls. Mr Amarjit Singh Pabla, Mr Kulwinder Singh Sidhu and Ms Sukhwant Kaur spoke against the motion. Dr Kanwal jit Singh, Mr Jagdish Singh Gill and Mr Sarawan Singh Vagel spoke for the motion. Motion: That the Draft Constitution as presented at Attachment 5 be adopted. Harbhajan Singh Bejawn Devraj Singh Dr Amarjit Singh handed in a request for a secret ballot. President adjourned the meeting for distribution of ballots and voting. After counting the votes, which took 45 minutes, the meeting recommenced and President declared the results as follows: For 91 Against 41 Special majority not achieved, motion lost At this stage the President decided to defer the motions for special resolutions from to to the end of the meeting as it was taking long time go through the voting process. These motions were later deferred to a Special General Meeting to be convened by the incoming EXCO in February Refer resolution passed at Agenda Item That sub-clause 5 (b) of the SAWA Constitution be amended to read as follows:

9 Minutes AGM 25 October 2014 P a g e 9 To establish, maintain and run Gurdwara(s) and other centers to promote general welfare and propagate the religious, cultural and spiritual beliefs of the Sikh community ; That sub-clause 7.1 of the SAWA Constitution be amended to read as the following two sub-clauses and the remaining sub-clauses are renumbered accordingly: 7.1 General a. All persons who declare that they are of the Sikh faith, above the age of 18 years and are citizens of Australia residing in Western Australia may apply for membership of SAWA. For the purposes of residency, a person will be deemed to be resident in Western Australia, if that person can, on request, provide evidence of a home address in Western Australia, to the reasonable satisfaction of the EXCO. b. SAWA Membership including all categories shall not exceed 500 at any time. c. If the total membership falls below 500 the EXCO may, but is not obligated to, invite applications for new members. 7.2 Prerequisites for Membership a. By submitting an application for membership the Applicant is taken to confirm his unconditional acceptance of the SAWA Rules and his undertaking to abide by the same. b. Applications (including for transfer from one category to another) will be assessed by the EXCO in accordance with these Rules. c. The EXCO shall assess applications in good faith and may accept or reject any application without assigning any reason. d. Unsuccessful applicants may apply to the EXCO for a review within 14 days of the rejection. As a pre-condition for review the EXCO may require the unsuccessful applicant to produce 2 additional references from either Ordinary or Life Members. The outcome from the EXCO s review shall be final. e. Associate and Ordinary memberships are valid for the year of subscription ending 31 st December of that year. Any application received after 30th June of a year shall be considered an application for the following year. f. Adult children of life members may apply for Ordinary Membership without the requirement to commence as Associate Members. g. Spouses of life members may apply for Ordinary Membership without the requirement to commence as Associate Members. Harbhajan Singh Bejawn

10 Minutes AGM 25 October 2014 P a g e That sub-clause 8.2 of the SAWA Constitution be amended to read as follows: 8.2 Suspension i) The EXCO may by way of summary disciplinary action for conduct deemed prejudicial, undermining or detrimental to the interests of SAWA, suspend the membership of a member for any period not exceeding 1 year. ii) iii) iv) The EXCO shall advise the Member in writing of the reason for and period of suspension and invite him to explain his conduct. The EXCO may lift or reduce the period of suspension, if the Member provides a reasonable explanation for his actions in writing to the satisfaction of the EXCO. A Member may be suspended for a period longer than one year at a GM by a simple majority of members present at the GM. If a member is suspended at a GM, the suspension can only be reduced or lifted with the approval of a GM by a simple majority That sub-clause 8.3 (v) of the SAWA Constitution be amended to read as follows: If the EXCO does not accept the explanation as satisfactory it shall refer the matter to the Trustees. The Trustees shall invite the member to attend before them on an appointed date and time, not later than 14 days after the referral of the matter, to show cause why he ought not to be expelled That the number of General Members of EXCO specified in sub-clause 10.1 of the SAWA Constitution be increased from 6 to That sub-clause of the SAWA Constitution be amended to include the following additional paragraph: j. The registration of members at the meeting will stay open for one hour from the notification of the start of the meeting. The members will receive the ballot papers simultaneously with registration and they may cast their vote at any time prior to close of voting. The voting shall close 15 minutes after the close of the registration That sub-clause (a) of the SAWA Constitution be amended to read as follows:

11 Minutes AGM 25 October 2014 P a g e 11 a. Members applying for any EXCO position or at the time of serving in the EXCO shall automatically be disqualified if they: have been convicted at any time of any offence involving deception or dishonesty, unless the conviction is legally regarded as spent; are un-discharged bankrupts; or have a criminal record That sub-clause 10.4 of the SAWA Constitution be amended to include the following additional paragraph a and rest of the paragraphs are renumbered accordingly: a. The EXCO may be removed from office by a resolution to that effect passed by a 2/3 rd majority at a SGM. Upon removal of EXCO, the provisions of clause 12 shall apply That sub-clause 11 (a) of the SAWA Constitution be amended to read as follows: a. The outgoing EXCO shall nominate two persons for appointment as Auditors, at least one of whom shall be a qualified accountant (Certified Practicing Accountant or Chartered Accountant or ASIC registered Auditor or equivalent qualification). The nomination shall be recorded as an appointment, provided it is endorsed by a simple majority at the AGM That Clause 12 of the SAWA Constitution be amended to read as follows: 12. TRUSTEES a. Up to five Trustees shall be elected each for a term not exceeding five years at the first AGM after the adoption of this Edition of the Rules. The trustees must be Life Members of not less than 10 years membership. b. The Election Process described in clause shall also apply for nomination and election of Trustees. Election for vacant Trustee position(s) shall be conducted at the first AGM after the vacancy is created. c. Three Trustees acting together shall constitute the quorum for the purposes of exercising their functions and duties under these Rules, which are as follows: perform the duties of the EXCO in the event the EXCO is not elected at an AGM or is voted out of office PURSUANT TO RULE 10.4(A); hold fresh elections within three months of the date of either of the above;

12 Minutes AGM 25 October 2014 P a g e 12 act as mediators between members and the EXCO to resolve any major issue which has been put forward to the EXCO by at least 100 members with voting rights and has not been resolved to the satisfaction of the members; subject to clause 8.3(v), review decisions to take disciplinary action against SAWA members, if referred by the EXCO; if the EXCO fails to call a SGM which has been requisitioned by members in accordance with Clause 13.1(a) of the Constitution, the Trustees have the power to call the SGM; and act jointly as one unit. d. Trustees shall be disqualified if they: have been convicted at any time of any offence involving deception or dishonesty, unless the conviction is legally regarded as spent; are undischarged bankrupts; have made compositions or arrangements with their creditors from which they have not been discharged; have at any time been removed from being a Trustee because of misconduct; are disqualified from being company directors; or have a criminal record. e. The appointment of Trustees shall cease occurrence of any of the following events: i. death ii. medical unfitness to perform required duties iii. resignation as Trustee or from SAWA iv. expulsion from SAWA v. Absence from Western Australia for a continuous period exceeding 180 days That Sub-clause 13.1 of the SAWA Constitution be amended to read as follows: 13.1 Special General Meeting (SGM) a. An SGM may be convened by the EXCO of its own volition. b. EXCO shall call an SGM within 45 days of a written requisition signed by not less than 100 members with voting rights, notwithstanding that the specified purpose may be within the powers of the EXCO. Where an SGM is requisitioned under this provision in respect of a matter, that matter is to be resolved at the SGM, irrespective of whether or not the matter would otherwise be wholly or partly within the powers or discretion of the EXCO.

13 Minutes AGM 25 October 2014 P a g e 13 c. The Secretary must give to all members not less than 14 days notice of an SGM and the Notice must specify the venue, date and time of the meeting and the business to be transacted at the SGM. d. An SGM requisitioned by members can only commence and continue if there are at least 60% of the members requisitioning the SGM present in person at the SGM, from the commencement of the SGM until the outcome of the matter is determined. e. Minutes of meetings for an SGM should be placed on the Notice Board and the Association s Website within 6 weeks of the date of the SGM. f. Comments to the Minutes of meetings for an SGM should be returned in writing to the Secretary within 4 weeks of the date of issue of the Minutes of meeting for consideration at the subsequent AGM where the Minutes of meeting will be presented for acceptance That Sub-clause 13.2 (b) of the SAWA Constitution be amended to read as follows: b. The business to be conducted at the AGM should include the following matters and in the order noted below: President s Report; Confirmation of the last preceding AGM and any other SGM held since then; Presentation and acceptance of the Association s financial statements for the last financial year; Presentation and acceptance of the Auditors report; Presentation of sub-committee or project team reports; Deliberation on Motions; Endorsement of the Trustees; Endorsement of the Auditor; Endorsement of the composition of Project Teams; Authorisation of incoming EXCO expenditure limit for all elements linked to a single event; Such other matters specified in the Notice convening the AGM; Declaration of election results and appointment of office bearers of the EXCO and Trustees; and Elected President s address That Clause 14 of the SAWA Constitution VOTING AND PARTICIPATION, be amended to read as follows:

14 Minutes AGM 25 October 2014 P a g e 14 a. Only Life Members and Ordinary Members who are financial at the time of the Notice of the Meeting and who are not under suspension shall be entitled to attend, participate and vote at GMs b. The conduct of meetings and debate will be in accordance with the guidelines appearing at Schedule D of these Rules; c. subject to the usual rules governing meetings, voting at GMs shall be conducted by a show of hands or if decided by the Chair under clause 14.d then by poll ballot,; d. Five or more members present and eligible to vote may request the Chair to conduct vote by ballot. If such a request is made, the Chair will seek the opinion of the members present by show of hands and decide in favour of the majority; e. Each eligible member present in person is entitled to a deliberative vote; f. Proxy and postal votes are not permitted at GMs of the Association; g. The Chair shall appoint a polling officer(s) from members present (excluding candidates for posts of office bearers) to conduct the usual process of voting and certifying the results; h. A declaration by the Chair after duly consulting the poling officers shall reflect the outcome of the vote That Clause 15 of the SAWA Constitution MOTIONS AND RESOLUTIONS, be amended to read as follows: a. All motions including budget requests, shall be clearly classified and outlined in the Notice for Meetings, or issued to the Secretary, within 7 days of receipt of notice for a GM. b. Members may submit motions containing budget requests to the Secretary, no later than 30 June of respective year prior to the AGM for inclusion in the Notice of that AGM. Budget requests shall not be considered at the AGM unless they are included in the AGM notice and have been circulated to all members. c. Members may submit ordinary motions other than budget requests to the Secretary within 7 days after issue of notice for an AGM. Such motions shall be placed on the notice board until the motions are addressed in the respective meeting. Motions received 7 days after issue of notice for a meeting, shall not be considered for the respective meeting. d. All motions shall have a valid proposer and a seconder. The motion shall be introduced by either the proposer or the seconder at the meeting. The motion shall lapse if the proposer and seconder are not present to move and second the motion.

15 Minutes AGM 25 October 2014 P a g e 15 e. Ordinary motions shall be decided by a simple majority of votes of eligible members. f. Motions to be voted upon as Special Resolutions shall be decided by a majority of not less than three-fourths of the members present and entitled to vote. Special resolutions shall be required for the following matters and such other matters as the Association may determine: Amendments to the Rules; Change of name of the Association; Change to the Common Seal; Removal of President, Vice President, Secretary and Treasurer; Winding up of the Association; and Items defined by law as requiring a Special Resolution That the Schedule A of the SAWA Constitution be amended as shown in Attachment That the Schedule B of the SAWA Constitution be amended as shown in Attachment Ordinary Motions proposed by EXCO Weather proofing the entrance of Gurdwara Sahib It is proposed to install a glass enclosure in the front of the Gurdwara Sahib to make it safer for the Sangat to use the area. Several installers have already been consulted and the proposal is based on the most cost effective and lasting solution. Mover and seconder explained the difficulties experienced by Sangat and dangerous situation. Mr Harbhajan Singh raised point of order and stated that there were no objections so we should proceed. Mr Darashan Singh Sidhu, Ms Satwant Kaur Pannu, Mr Brar and Mr Zora Singh Gill spoke against the motion. Mr Joginder Singh, Mr Harbhajan Singh and Dr Jagjit Singh Pannu spoke for the motion. Mover in his right of reply highlighted the work done by EXCO and need for proposed solution for safety and aesthetics

16 Minutes AGM 25 October 2014 P a g e 16 Resolution: That $80,000 be allocated to install a glass enclosure or similar protection at the front of the Gurdwara. Harbhajan Singh Bejawn Shingara Singh For 95 Against 16 Carried Membership fee Resolution: i. That the membership fee for Life Members be set at - $250 ii. That the annual membership fee for Ordinary and Associate Members be set $25 Satinder Singh Samra Devraj Singh Carried unanimously Advertising and selling of tickets at the Gurdwara Sahib. EXCO has in the past received a number of requests to either sell tickets for commercial events and/or promote those events or businesses. Refusal by the EXCO has often resulted in arguments. It is therefore proposed that sale of tickets or promotion of commercial events will not be permitted at the Gurdwara Sahib. Promotion of fund raising events for non-profit organizations/clubs may continue subject to EXCO approval. Mr Pabla commented that this is a management issue. Mr Samra responded that this will provide a guide line for the Secretary. Resolution: That promotion of businesses and sale of tickets for events that are commercially organized to make a profit will not be permitted within the Gurdwara premises. Satinder Singh Samra Shingara Singh Carried unanimously 6.3 Ordinary Motions Submitted by Members

17 Minutes AGM 25 October 2014 P a g e Motion submitted by Mr Satwant Singh Basan Mr Bassan moved his motion and outlined his reasons for the motion. He stated that he had been asked a question by the Minister about why Sikhs made such an issue about turban if their members don t have to wear it. He clarified that he was only asking for Dastar to be worn by the three office bearers and there was no other requirement eg long hair. Mr Pabla as seconder stated that the media is questioning more on turban and to raise the awareness, make a start on the turban for the EXCO members. Dr Kanwal jit Singh, Mr Balbir Singh Butter and Mr Harbhajan Singh Bejawn spoke against the motion. Mr Devraj Singh, Mr Gurdarshan and Ms Sukhwant Singh spoke for the motion. Motion: The following three office bearers must wear turban (dastar) when in the Gurdwara or when representing SAWA or Sikhs in general on any occasion inside or away from Gurudwara: 1. President 2. Vice President 3. Secretary all 3 Proposer: Seconder: Satwant Singh Bassan Amarjit Singh Pabla For 45 Against 46 Motion is lost Note: the President took a short break and Vice President took the chair Motion submitted by Mr Tarunpreet Singh Mr Tarunpreet Singh mover of the motion outlined the contribution by Mr John Parker to establish Sikh cremation site at Adenia Park. Dr Harinder Singh supported Mr Tarunpreet Singh s comments Mr Satinder Singh, Mr Devraj singh and Mr Sarwan Singh Vagel also spoke highlighting Mr John Parker s contribution to Sikh community. Resolution: Honorary membership be given to Mr John Parker President Canning District Historical Society. Proposer: Seconder: Tarunpreet Singh Harinder A Singh

18 Minutes AGM 25 October 2014 P a g e 18 Carried unanimously Note: The President returned to the meeting and resumed the chair Motion submitted by Mr Zora Singh Gill Mr Zora Singh Gill in his comments as mover stated that he was present in the court and the Armadale Court Magistrate was surprised how the car park was built without drawings. The car park was built by one person and that person is still in the committee. It is a law abiding country and we must take action. Dr Amarjit Singh stated that a suitable method of conflict resolution is required involving group of persons who are neutral, not politically oriented and are not elected members or trustees. Mr Harneek Singh, Mr Harbhajan Singh Bejawn, Mr Brar, Mrs Raj Gill, Mr Balbir Singh, Mr Sarawan Singh Vagel, Mr Baldev Singh Bagga and Dr Kanwal jit Singh spoke on this motion and made several suggestions Motion: Any SAWA committee member whose actions, advice, participation and categorically wrong statements have resulted in causing harm in any form to SAWA, then such acts must be investigated by a 5-member ad hoc committee. If found guilty, appropriate disciplinary action must be taken against the member. Proposer: Seconder: Zora Singh Gill Dr Amarjit Singh For 18 Against 49 Lost Motions submitted by Mr Bahadur Singh Mann Mr Bahadur Singh as mover of the motion stated that the two Punjabi radio programs are costing SAWA $9,000 and there are not enough sponsors. He recommended that only one program should be supported and the second program is not required. Mr Kulwinder Singh Sidhu supported mover s comments. Mr Balbir Singh Butter and Mrs Sarbjit Kaur spoke against the motion and there was no speaker for the motion. Motion: That Radio program be cut from twice a week to one program a week to minimize the cost to SAWA. SAWA should find sponsors to further increase the sessions. Bahadur Singh Mann Kulwinder Singh Sidhu

19 Minutes AGM 25 October 2014 P a g e 19 For 8 Against 62 Lost Motion submitted by Mr Amarjit Singh Pabla with a request for voting by secret ballot EXCO is directed to appoint an Executive Manager on part-time basis by 30th January 2015 to assist and improve the administration of Gurudwara. Proposer: Amarjit Singh Pabla Seconder: Dr Harmohinder Singh Dhammu Withdrawn by the proposer Motion submitted by Mr Amarjit Singh Pabla with a request for voting by secret ballot EXCO is accountable to maintain the Register of all past approved Motions that require implementation, and provide written status report to members on quarterly basis. Proposer: Amarjit Singh Pabla Seconder: Parvender Singh Withdrawn by the proposer Motion submitted by Mr Amarjit Singh Pabla with a request for voting by secret ballot EXCO is directed to extend dewan program to Friday and Saturday in addition to Sunday to accommodate the growing need of the community. Proposer: Amarjit Singh Pabla Seconder: Darshan Singh Sidhu Withdrawn by the proposer Motion submitted by Mr Amarjit Singh Pabla with a request for voting by secret ballot Mr Pabla withdrew his request for secret ballot. As a proposer of the motion Mr Pabla stated that before designing any options SAWA should engage a funding partner. The seconder Dr Amarjit Singh suggested Mr Vagel should withdraw the motion for funding of the project to allow for other bodies to consider. Mr Sarwan Singh Vagel, Mrs Kuldeep Kaur Kaler and Dr Kanwal Jit Singh spoke against the motion Mr Tarunpreet Singh spoke for the motion

20 Minutes AGM 25 October 2014 P a g e 20 In his right of reply Mr Pabla emphasized that the right bodies should be engaged as a precursor to the design and SAWA should not spend any money prior to talking to the potential funding partners. Motion: EXCO to direct SPDC to find a suitable funding partner by 30 June 2015, for further development of Canning Vale site. Proposer: Seconder: Amarjit Singh Pabla Dr Amarjeet Singh For 17 Against 52 Lost 7 Endorsement of the Auditor; In accordance with the constitutional requirement the outgoing EXCO recommends Miss Harpreet Kaur Gill as Auditor. Motion: That Harpreet Kaur Gill be appointed as Auditor for the 2014/15 Financial year. Mahesh Inder Singh Paramjit Singh Nagra Carried unanimously without debate 8 Endorsement of the composition of Project Teams; 8.1 SAWA Planning and Development Committee (SPDC) Report and Motions A report by the SPDC Chairman Mr Sarawan Singh Vagel appears at Attachment 4. The EXCO has not formally considered a preferred design, however, there has been a general view amongst the EXCO members that the proposed building needs to be functional, complementing the existing Gurdwara building and should be cost effective. To progress with the project, SPDC needs direction from members in respect to the preferred design and authorization of funds for preliminary work which include further refinement of preferred design and prepare drawings/reports for various approvals. A vote will be taken to select the design. Dr Amarjit outlined salient features of the Design A and recommended it as preferred. Devraj Singh outlined salient features of the Design B and recommended it as preferred design. Mrs Sant bir Singh, Mr Didar Singh Cheema, Mr Sarawan Singh Vagel, Dr Kanwal jit Singh spoke in favour of design B

21 Minutes AGM 25 October 2014 P a g e 21 Mr Zora Singh Gill, Dr Harinder Singh and Mr Darashan Singh Sidhu spoke in favour of the Design A. Motion: That Design B be adopted as preferred design. Sarawan Singh Vagel Devraj Singh For 50 Against 14 Carried Mr Vagel moved the next motion and stated that now we have selected Design B. Funds are required for preliminary work including design development, council fees, etc. Mr Devraj Singh supported Mr Vagel s comments. Mr Pabla commented that application for the grant must be done as a priority. Motion: That $100,000 be authorised as a budget for design development and preparing drawings and documentation for obtaining necessary approvals. Sarawan Singh Vagel Devraj Singh Carried unanimously Mr Vagel as mover of the motion stated that Mr Rajinder Singh Sunner has stepped down and Mr Harbhajan Singh Bejawn, the outgoing President is proposed to take Mr Sunner s place as he was the original member of the SPDC. Mr Zora Singh Gill querried that why he was not included in the SPDC after his term as President. Mr Vagel responded it was up to the EXCO to nominate an EXCO representative. Motion: That current SPDC comprising Sarawan Singh Vagel (Chair), Mr John Singh Bejawn, Mr Devraj Singh, Dr Amarjit Singh, Gurdarshan Singh, Mr Mahesh Inder Singh and SAWA President be endorsed as per the existing terms of reference. Sarawan Singh Vagel Devraj Singh Carried by majority vote 8.2 SAWA Gurdwara North Sub-Committee

22 Minutes AGM 25 October 2014 P a g e 22 Mr Bassan suggested that chance should be given to new members. Mr Satinder Singh Samra and Mr Mahesh Inder Singh withdrew from the Sub-Committee. The President pointed out that it needs time commitment. Mr Pabla was nominated by Mr Rajinder Singh Sunner and Mr Parvender Singh volunteered to be part of the sub-committee. Mrs Kuldeep Kaur Kaler and Mr Amarjit Singh Hansra made comments on the proposal and suggested that the accounts should be kept separately. Motion: That SAWA Gurdwara North Sub-Committee with the following membership be set up to locate suitable land: Chair: Mr Harbhajan Singh Bejawn Members: Mr Amarjit Singh Pabla, Dr Balbir Singh Butter, M Parvender Singh and SAWA President. Rajinder Singh Sunner Devraj Singh Carried unanimously 9 Authorisation of incoming EXCO expenditure limit for all elements linked to a single event. Last year the expenditure limit for the EXCO for any single project was $25,000. AGM may authorize the same or a different limit for the 2014/15 financial year. Motion: That the expenditure limit for the 2014/15 EXCO for all elements linked to a single event be set at $25,000. Abtar Kaler Devraj Singh Carried unanimously 10 Such other matters specified in the Notice convening the AGM; As the meeting has taken over six hours and a significant items still outstanding, which were subject to request for secret ballot, the following motion was moved by Mr Mahesh Inder Singh: Resolved: I. That the business listed at Agenda Items from to along with 6 special resolutions submitted by Mr Amarjit Singh Pabla and 3 special resolutions submitted by Mr Tarunpreet Singh be deferred to a future SGM.

23 Minutes AGM 25 October 2014 P a g e 23 II. That the incoming EXCO is requested to convene the SGM to consider the Deferred Items of AGM Agenda in February, Mahesh Inder Singh Amrit Pal Singh Carried unanimously 11 Declaration of election results and appointment of office bearers of the EXCO and the Trustees by Returning Officer; President invited the Returning Officer Mr Abtar Singh Kaler to announce the election results Mr Kaler advised that he had rejected three nominations on the grounds that the names of proposer or seconder did not exactly match the Membership register. He advised that the members approached him to reconsider his decision but he re-confirmed his decision. Following that a member complained to the Department of Commerce which resulted in a phone call from the Department Officer. At this point the President intervened and stated that he had phone call from the Department. He stated that the Department was under the impression that the EXCO was responsible for rejecting those nominations and in return he had advised the Department that the RO conducted the process independent of EXCO. He further stated that the future EXCOs should issue guidelines for the RO to ensure that the nominations are not rejected based on minor mistakes of printing names on the form. He then invited Mr Pushpinder Pal Singh to address the meeting. Mr Pushpinder Pal Singh advised that he was disappointed in the manner the nominations were rejected and had approached the Department to seek their advice after the RO refused to reconsider his decision. He had no intention to complain against SAWA and stated that he would advise the Department accordingly. The RO then declared the following members elected to the SAWA Executive Committee (EXCO). Position President Vice President Secretary Assistant Secretary Assistant Secretary Treasurer Assistant Treasurer Assistant Treasurer Committee Members (6 Positions) Name Mr Didar Singh Cheema Mr Satinder Singh Samra Mr Amarjit Singh Pabla Mr Daljit Singh Dhillon Mr Kulwinder Singh Sidhu Mr Paramjit Singh Nagra Mr Prem Singh Judge Mr Rajinder Singh Bassi 1. Mr Amarjit Singh Hansra 2. Mr Bahadur Singh Maan 3. Mr Harbir Singh Uppal 4. Mrs Hardial Kaur Dhillon 5. Mr Pushpinder Pal Singh 6. Mr Surjit Singh Punia

24 Minutes AGM 25 October 2014 P a g e Elected President s address The incoming President, Mr Didar Singh Cheema s address to the SAWA members included the following: Expressed gratitude for the opportunity to serve the Sikh Community; Thanked the outgoing President Mr Harbhajan Singh Bejawn and his team for the dedicated service over the last two years; Emphasised the Guru Sahibans teaching directing us to practice honest, peaceful, loving, caring & sharing approach for leading a happy life and stressed that this is the prime objective of each one of us. Assured community that maintaining peace and unity in Guru Ghar is his top priority and to uphold these values and emphasised that his team will work to the best of their abilities and stay within the SAWA constitution. Emphasised that he will soon liaise with outgoing President to get the list of ongoing matters for their compliance and completion and as well with SPDC Chairman Sarawan Singh Vegel to assess any constraint that will need to be considered while undertaking short to medium term improvement and expansion projects in Guru Ghar. Appealed to all Sikh community members to be resilient and to exercise extra care while using media & communication tools, which should not be divisive and detrimental to the community. Stated that it takes consistent effort and long time to improve the community image and is very easy to downgrade and degrade it very quickly. 13 Meeting Closed at 4:45 PM Harbhajan Singh Bejawn President SAWA Mahesh Inder Singh Assistant Secretary SAWA Minute Taker