MINUTES OF THE ANNUAL GENERAL MEETING HELD ON WEDNESDAY 4 NOVEMBER 2009 AT 18:30pm IN THE SAN MARINA RECREATIONAL CLUB, 8 CORMORANT AVENUE SAN MARINA, MARINA DA GAMA.

Quorum:
A quorum was reached by means of 42 paid up members attending the meeting. The meeting only needed 36 members (20% of 178) as only 178 out of 268 were paid up members.
All members attended in person or were represented by means of a proxy as per the attendance register

Proposed by S Galant
Seconded by E. Mclean

APOLOGIES:
Mr. B Ing

1. OPENING AND WELCOME
The necessary quorum being present, the chairman declared the meeting duly constituted and welcomed all those present.

2. CONFIRMATION OF MINUTES OF MEETING HELD ON 2 October 2008
The minutes of the previous AGM was considered a true reflection of the events.

Proposed by K Thompson
Seconded by K Purves

3. CHAIRMANS REPORT
This year’s committee did not spend as much time on projects like we did last year. Most major projects were achieved and the club is fully automated and self running. It has also been a quite year for us, as most major debt was recovered by hard work. We still have a few cases that need to be resolved. Those we can discuss later.

We painted the hall inside and bought more chairs as the old ones were breaking on a regular basis. We could not take a risk for personal injury.

We automated the club further by converting the pool into a salt chlorinating pool where the salt is converted to HTH as it is needed.

We installed a complete irrigation system, where, by a flip of a switch the garden is watered without moving any sprinklers. We currently have ‘The Garden Solution” looking after our garden and I must say it is looking good. They cut our lawn and do regular compost drops to make sure the grass binds and stay green.

We have a handyman  who works on a semi-permanent basis who looks after the small things of the club like pruning and doing the garden beds. Painting is also done on a regular basis.

Council rejected our NPO and so we need to start from scratch again. In order to get NPO status, we need to start a community-based initiative to obtain this rebate. Once this has been achieved it will mean that we will not be paying R2500 a month on rates but rather +-R250 a month. This is also our biggest expense next to the attorney fees we pay on a monthly basis. The new committee can continue driving this issue. Is there anybody interested in setting up a community-based program?

Lastly I must thank my committee for giving up their time and showing that a little bit of effort can go a long way. There was a bit of frustration now and then, especially when critical decisions had to be made.

Let us go through the agenda and let us see if we can answer any queries.

Regards
Leon
Proposed by S Niehaus
Seconded by C Hoets

4. FINANCIAL STATEMENTS YER ENDING 30 JUNE 2008
See attached notes.
Mr. Lee went trough the accounts and tried to answer most questions. Mr M Sheppard asked why the excess of R70000 could not have used to pay towards the subs instead of revamping the club. Mr. Lee showed pictures of how the club looked before the revamp and asked everyone if they wanted a club that looked in such disarray.

Proposed by C Watts
Seconded by E. Mclean


5. APPOINTMENT OF AUDITORS AND ACCEPTANCE OF THEIR REMUNERATION
The current auditors are Acountit, and it was agreed that the committee has the authority to approach any other auditors for auditing purposes.
Members proposed Hudson accounting and Pierre Retief and they are to submit quotes for their services. It was noted that the new committee must budget for an Auditor to be present at the next AGM to answer any financial queries.

Proposed by M Sheppard
Seconded by D De Klerk


6. MAXIMUM NUMBER OF COMMITTEE MEMBERS
It was agreed to remain as 12 (twelve).

Proposed by A Retief
Seconded by S Niehaus

7. ELECTION OF COMMITTEE MEMBERS
Mr L. Lee
Mr V. Seini
Mrs T Beetge
Mrs L Smit-Gardner
Mr. S Galant
Mr. A Burton
Mrs A Retief
Mr. B Ing
Mrs. H Beets
Miss. K Keevy
Miss. M De Bruijn
Mr. M Lucas

8. CONSTITUTION
Changes to the constitution were discussed and approved by means of  a majority vote. There were no objections. The changes are in bold

Proposal 1: To insert the following clause in paragraph 10.1.3 and 18.4.3. This is to save money on auditing fees.

An Auditor will be classified as an independent qualified accountant.

10.1.3 to appoint an auditor (an auditor will be classified as an independent qualified accountant) for the ensuing year that shall hold an appropriate professional qualification;

18.4.3 ensure that the auditor completes the audit of annual financial statements as soon as possible for presentation at the ensuring annual general meeting, for consideration. An auditor will be classified as an independent qualified accountant. (approved by the majority)

Proposal 3: Notification by email. To save cost on paperwork statements can be sent via email. This will only be done by permission of the members. The following needs to be added on clause 22.

Any notice required by these rules to be given or sent to a member shall be deemed to have been duly given or sent on the next business day after it is posted if sent by prepaid post to the address of the member appearing in the club books. Every member shall immediately give to the honorary secretary written notice of any change in his address. Notification by email will be considered as legal and delivered. Members will have to give permission for this to be implemented for them to receive this type of notice instead of postage. (Approved by the majority)

Proposal 2: Increase in subs. This needs to be considered as the club is currently running without a maintenance budget. ( Rejected by majority and was not considered )


11. AMENDMENT OF THE CONSTITUTION AND DISSOLUTION
No alteration or addition to this constitution shall be made except by a resolution carried by a majority of at least two-thirds of paid up members present and entitled to vote at a general meeting, notice of which to members shall contain particulars of the proposed alteration of addition.

12. DOMICILIUM CITANDI ET EXECUTANDI OF THE BODY CORPORATE
The domicilium citandi et executandi of the Recreational Club will remain as 8 Cormorant Avenue, San Marina.

13. GENERAL
Mr. Lee opened the floor for any club related discussions. Mr. Burton presented a future proposal by reading documentation and then presenting it to the club. He also requested that a proposal be put forth by the next AGM to have membership made voluntary. Mr. Lee encouraged that action.*
Mrs. Kotze asked if the hall could be used for educational programs.
Mr. Lee said that the hall is already available for such activities. Members must just liaise with the committee.
Mrs Kotze mentioned that as an Estate Agent in the area it was a pleasure to bring prospective Clients to the Club.
Mr. Pye asked what power the committee has in decision making. Mr. Lee said they need to uphold the Constitution and use their discretion in decision making, and inform the members of major changes.
1A Fairlake had an account query and it was stated that if anybody is in arrears and have been handed over, they need to seek legal advice.
19 Coot asked if we could open Club membership to the rest of the Marina and L Lee confirmed that this has been done and we do have some members already.
Mr Lucas thanked Leon Lee for all his hard work throughout the year.

There being no further business to attend to, the AGM was closed at 19:40pm



CHAIRMAN                                                                  DATE

*PROPOSAL: to be voted for at a future meeting or a special general meeting for the 2009/2010 period.
We drop compulsory membership to San Marina and that we give the residents the choice to decide for themselves if they wish to be a member. Furthermore we stop with immediate effect the bullying of residents who do not want to be members. A Burton.