Opened. 7:00 pm. Chairperson

Transcription

1 Kensington Park Residents Association Minutes of Annual General Meeting Held at Orewa Arts and Events Centre, Riverside Road, Orewa at 7:00 pm Opened Chairperson 7:00 pm Tony Shears introduced himself and explained that he had been asked to chair the meeting due to Robert Fullarton being in-between Kensington Park residences at this time. The meeting was given a brief on the safety procedures should there be an issue, e.g. fire. Tony explained that a quorum of a general meeting of Kensington Park Residents Association Incorporated was 20% of the membership or 10 members, whichever is the lesser. Sue advised Tony that there were 119 attendees and 4 proxies, which represents a 45% attendance. Tony reminded the meeting that they had received the Chairperson's Report by a few days prior to this meeting, which he hoped everyone had read. He asked if there were any questions. If so, Robert Fullarton would respond. No questions were asked. "THAT a member of the Committee to Chair this meeting." Marion Ellis Roger Owles Tony put the following motion and asked the meeting if he could get someone to second it. "THAT the Chairman's Report be adopted into the records of this meeting." Tony Shears Rob Small Present Apologies and Proxies See attached list Tony asked Sue to read the apologies and proxies as per attached list.

2 Resolution THAT the apologies and proxies be adopted as an authorised component of this Annual General Meeting. Rob Small Marion Ellis Committee As part of the documentation prior to the AGM, SHAY circulated forms asking for nominations for committee members for the new fiscal year. Once these were received these nominees were approached by SHAY to confirm that they were prepared to accept the nomination. SHAY also asked the nominees who had accepted the nomination to provide them with a brief biography and photo. These were uploaded to the website for all members to assist in identifying their choices. Once their choices were marked on the personalised document, this was sent to SHAY for the tally process. This process allowed for the administration relating to the voting procedure to be completed outside of the general meeting. This provides a more streamlined and orderly Annual General Meeting. SHAY are able to confirm the member's ability to vote, list the nominees and the number of selections that they have received. This method is supported by the Constitution which was changed last year. The changes incorporated full instructions on a general meeting process. The Constitution states that the meeting must determine the number to serve on the committee each year. The guideline is a minimum of five members and a maximum of nine. Tony advised the meeting that having been on the Committee for several years, he personally would not like to see the size of the committee to be any lower than the maximum number of 9. The meeting agreed. THAT the number of committee members be set at 9 for the 2015/2016 fiscal year. Tony Shears Michael Holdsworth Page 2 of 7

3 Committee Members The returning members of the Committee are the following: KPRAI Name Unit Phone Marion Ellis KP2B/68LT Michael Holdsworth KP3BC/15PD Rob Insull KP3BC/75PD Roger McKinlay KP2D/69PH Based on the result of the voting process, the following members were elected for the Committee for the 2015/2016 fiscal year: Name Unit Phone Robert Fullarton KP3BC/79PD Steve Marshall KP6BC/66EB Tony Shears KP1A/02KD Carla Swan KP1BC/19KD Raewyn Thomas KP2BC/31KD Tony asked the Committee members to come up to the front of the meeting hall and introduce themselves to the members at the meeting. Each member spoke for a few minutes about their life in Kensington Park and their reasons for being part of the committee. Rob thanked those who had given of their time last year and also to Jack Hobbs who would not be on the Committee as he was moving out of the Park. THAT the members as listed be confirmed as the Committee for the 2015/2016 year. Graeme Perry Chris Pringle Annual Accounts Tony explained that meeting protocol states that a motion must be put and then seconded to allow for discussion to occur, thus he would ask that someone put and second the following motion. Roger Owles wanted a new motion to be placed on the agenda as he did not agree with the above protocol. The Chairman agreed to change the agenda. Page 3 of 7

4 Annual Accounts Cont. New Resolution "THAT the audited annual accounts be tabled for discussion purposes." Roger Owles Rob Small Discussion Roger Owles was disappointed that the Clock Tower was not included in the financial accounts. He explained that he had discussed this previously at other annual general meetings and with SHAY, but still had not managed to get the Clock Tower included. POST MEETING The Clock Tower is a gifted item with no monetary expenditure relating to Kensington Park Residents Association Incorporated. Discussion Cont. John Raines advised that he had no problem with the accounts but did not understand why there was a shortfall. The Chairman explained that this had come about due to the difference in the number of houses it was estimated that would be sold, and the number of houses that were sold. The budget items are determined and then the Committee obtain information from the developer on projected sales. The budget is projected forward and then discounted back so that the cost to the existing members is more accurate. However, in the previous fiscal year, the amount to discount back became over inflated. The budget this year is a lot more cautious. THAT the Audited Annual Accounts as circulated be accepted as a true and accurate report of the transactions of KPRAI for the period 1 April 2014 to 31 March Marion Ellis Michael Holdsworth Budget Roger Owles wanted to have the agenda changed for this matter too, the Chairman agreed. New Resolution "THAT the 2015/2016 Budget be tabled for discussion purposes." Roger Owles Ken McKenzie Page 4 of 7

5 Budget Discussion Cont., SHAY's fee caused a lot of confusion and Tony asked Sue Hay to explain it. Sue explained that when SHAY was contracted over 3 years previously it was on the basis of providing two services, administration and financial only. As matters progressed, it became apparent that there were other duties required which were not parts of the original quote. Each new service was costed, and SHAY provided 3 main services. These were: $175 per member to cover the administration and financial services. $22,500 to cover the management of the facilities and compliance. $8,940 to cover the management, supervision and IRD compliance of the grounds persons. The sum of these was $82,190. This year a new contract has been entered into. This contract covers all aspects of the service and is for a period of 3 years. The annual value of this contract for the first year is $83,325 and this equates to $ per member based on 330 members. The full amount was placed against the management fee part of the budget. No amount was shown in the management fee for the grounds persons. Finally it was also shown as a per member cost and this is what caused the confusion. Members thought that the SHAY fee had doubled but in fact has increased by $1,135 only. Roger Owles asked about the Compliance Cost on the budget which he said was for the registration of the financial accounts with the Registrar of Societies Office and wanted to know why it was not spent the year before. He queried whether SHAY had not registered the previous annual accounts. Sue Hay advised the Compliance Cost amount relates to the annual building warrant of fitness for the pool house and is a cost paid to the Council. There is no cost associated with registering the annual accounts. Graeme Perry wanted to know why there was such a variance between the highest and lowest levy cost. Tony explained that the levy is calculated on the size of each property. Graeme believed it should be a flat fee. Tony advised the meeting that the previous committee had discussed this option on several occasions but still could not agree that a flat fee was the best method. He noted that the new committee will also be discussing this at some stage. Roger Owles believed that the repairs and maintenance to the capital items should be funded by the 1% Levy Fund. Tony reminded Roger that the Constitution is quite explicit on what can and cannot be spent via the 1% Levy and basically it is for the procurement of capital items only. Page 5 of 7

6 Budget Discussion Cont., Roger Owles reminded the meeting that previously there was a discussion with council over the reduction of rates given that the residents were maintaining the grounds and providing their own rubbish services. Dan advised that his discussion was only verbal and when the councils amalgamated, the strength of the agreement was lost. However it is something that is still discussed from time to time. THAT the Budget as circulated be adopted for the 2015/2016 year. Tony Shears Michael Holdsworth Auditor The present auditor is RSM Hayes Audits. The committee will discuss whether they continue with the present contractor or seek other quotes. THAT an independent auditor be appointed to audit the 2015/2016 transactions of KPRA. Chris Pringle John Horanyi General Business Developer's Report At the time of registration for this meeting there were documents provided by Dan Ogle, who is the developer's representative. Dan asked the meeting if everyone had taken a copy and had an opportunity to read it prior to the meeting. He advised that this project is in draft mode only at the moment and will be subject to discussion with the committee. KPRA will be contributing to the cost of this facility. The process will take some time and the existing facilities (site office) will have to be moved. The new facilities will be accommodated in that space and part of the car park area at the back. It includes a covered pool which is 25 metres long and 6 lanes wide. The meeting room will comfortably seat 60 persons and is designed for smaller community type events. Some members wanted to know exact details about the facilities but Dan advised that he was not in a position to provide these at this stage, but did advise that he was working closely with the committee. If any member did have questions or ideas they should share these with the Committee. Page 6 of 7

7 General Business Cont. KPRAI The question relating to the status of the swimming pool arrangement with the school was asked. Dan advised that he had spoken with the Headmaster of the school and together they will seek a solution. The idea of sharing a pool with the school is probably not going to work. John Horanyi was concerned with the speed that cars were entering and exiting Kensington Park. He has witnessed a couple of very near accidents and believes that it is only a matter of time before an accident does occur. John asked that the new committee address this issue. Sue Levett asked about the development of the amphitheatre which is to be developed beside Nukamea and Nikau. Dan advised that this is all part of the Project Development Agreement that is presently being negotiated with the council. Roger Owles asked to present another motion, and the Chairperson agreed. "THAT the ballot papers be destroyed." Roger Owners Graeme Perry Tony thanked SHAY for their help. He gave thanks to all the Committee, Sub-Committees and Dan, for all the work that has been done in the last 12 months. Closed Next AGM Meeting 8:15 pm The next AGM will be held in June Details of time, date and venue will be advised closer to the time. Page 7 of 7