MOA 2016 AGA Minutes 20.12 - MyCommunity...2016/12/20 ·...

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Minutes!of!the!2016!Annual!General!Assembly!–!Madina!Owners!Association!! !!

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Minutes!2016%Annual%General%Assembly%(‘AGA’)%–%Madina%Owners%Association%

Date:%20/12/2016! Time:%10am%% ! Location:%Movie!Theatre!Room,!Madina!Tower!

Attendees:%%% Owners!and!authorized!Proxy!Holders,!Macro,!MTS,!Smart!AE!!

Circulation:%% Madina!Owners,!RERA!

Meeting%Aim:% Discussion!and!Approval!of!the!AGA!Agenda!!

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Agenda%!No.% Item% Description%%1.! Opening!remarks! Brief!opening!remarks!by!the!current!Board!Members.!2.! Key!Achievements! Brief!presentation!by!Macro!on!Key!Achievements! and!Challenges!

in!2016.!3.! Energy!Savings!by!SmartAE! Presentation!by!Smart!AE!of!the!Energy!Savings!Project!for!ECM#3!

&!ECM#4.!4.! OA!Financials! Discussion!of!Owners!Association!Financials!(Receivables,!collection!

rate,!cash!balance).!5.! 2017!Service!Charges!Budget! Discussion!of!2017!Service!Charge!Budget.!6.! Other!Considerations! Discussion!of!2017!Other!Financial!and!Budget!Considerations.!7.! Motion!2! Approval!of!2017!Service!Charge!Budget.!8.! Motion!3! Delegation! of! authority! to! the! Board! to! approve! revised! 2017!

Budget!if!not!approved.!9.! Motion!4! Approval! of! Special! Service! Charge! –! CCTV! Cameras! as! per! DPS!

regulations,!if!required.!10.! Motion!5! Approval!of!the!2017!Other!Financial!Considerations.!11.! Motion!6! Approval!of!the!2015!Audited!Financial!Statements.!12.! Motion!7! Approval!of!the!2015!Annual!General!Assembly!Minutes.!13.! Motion!8! Adoption!of!the!2016!Association!Manager’s!Annual!Report.!14.! Motion!9! Ratification! of! appointment! of! Mace! Macro! as! Association!

Manager.!15.! Nominated!Board!Members! Optional!Presentation!by!Nominees.!16.! Motion!1! Election!of!New!Board!17.! Owners/Board!Questions! Questions!submitted!in!writing!and!during!the!meeting.!18.! Adjournment! AGA!Adjourned!

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1. Registration%of%Owners%and/or%Proxy%Appointed%Person%!Registration!of!owners!commenced!at!10.00am!until!10.15am.!!Owners!were!present!or!represented!by!a!Proxy.!

!2. Establishment%of%Quorum%!

A!minimum!quorum!of!15%!of!total!units! is!required!to!convene!the!Annual!General!Assembly!and!this!was!achieved!in!the!presence!of!the!Unit!Owners!that!attended!in!person!or!by!way!of!proxy.!!!Units!Represented:!!%%No.%% Owner%Name% Unit% Proxy%Name% SC%Paid%1! Iseb!Ur!Rehman,!Sherwoods!Property! G01! Ased!Rehman! N!2! Momin!Oil!Industry!FZCO! 102! Manoj!Kumar!Singh! Y!3! Momin!Oil!Industry!FZCO! 103! Manoj!Kumar!Singh! Y!4! Shailesh!Panchal!! 104! Bharati!Hitesh! Y!5! Shailesh!Panchal!! 201! Bharati!Hitesh! Y!6! Rakesh!Batra! 202! Tushar!Sacheua! Y!7! Momin!Oil!Industry!FZCO! 203! Manoj!Kumar!Singh! Y!8! Sanjay!Prasad! 204! !! Y!9! Afshin!Salehi! 301! Mazen!Jabado! Y!10! Gautam!Khanna! 302! Isht!Khanna! Y!11! Momin!Oil!Industry!FZCO! 303! Manoj!Kumar!Singh! Y!12! Shailesh!Panchal!! 304! Bharati!Hitesh! Y!13! Dalip!Puri! 307! Mazen!Jabado! Y!14! Arnaud!Lafontaine! 401! !! Y!15! Anuraag!Mewada! 405! Prerak!Mistry! Y!16! Gautam!Jain! 407! Manoj!Kumar!Singh! N!17! Moutaz!Chatah! 406! !! Y!18! Harvey!Ellis! 503! !! Y!19! Ryan!Samir!Ayache! 506! Arnaud!Lafontaine! N!20! Richard!Bennett!! 507! Mazen!Jabado! Y!21! Nasser!Qadir! 603! Manoj!Kumar!Singh! Y!22! Dhaval!Muralidhar,!Tejal! 706! Tejal!Patni! N!23! George!Nayef!Iskandar!Kassissieh! 802! Fadi!Kassissieh! Y!24! Momin!Oil!Industry!FZCO! 803! Manoj!Kumar!Singh! Y!25! Anton!Bawab! 807! Mazen!Jabado! N!26! Hani!Masoud! 808! !! Y!27! Issam!Tabet! 903! Mazen!Jabado! Y!28! Ashish!Karani! 1002! !! Y!29! Manoj!Kumar!Singh! 1003! !! Y!30! !Jilla!Mansourpour! 1006! Mazen!Jabado! Y!31! Mazen!Jabado/Wafic!Jabado! 1104!

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32! Shailesh!Panchal!! 1106! Bharati!Hitesh! Y!33! !Jilla!Mansourpour! 1204! Mazen!Jabado! Y!34! Manish!Thapar! 1206! Manish!Agrawal! Y!35! Dhabia!Serder!Al!Bayaty! 1303! !! Y!36! Rizwan!Shabbir!Iftikhar! 1306! Mazen!Jabado! Y!37! Jeevan!Kumar!Bansal! 1405! Bharati!Hitesh! Y!38! Bharati!Hitesh!! 1406! !! Y!39! Lucianno!Galli! 1408! Dhabia!Al!Bayaty! Y!40! Zhanneta!Bekezhanova! 1502! Dhabia!Al!Bayaty! Y!41! Anand!Asarpota! 1503! Ashish!Karani! Y!42! Manish!Agrawal! 1506!

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43! Naser!Tibi/Basim!Tibi! 1507! Mazen!Jabado! Y!44! Amira!Brair! 1602! !! Y!45! Zhanneta!Bekezhanova! 1604! Dhabia!Al!Bayaty! Y!46! Zhanneta!Bekezhanova! 1605! Dhabia!Al!Bayaty! Y!47! Shailesh!Panchal!! 1606! Bharati!Hitesh! Y!48! Ahmed!El!Tigani!! 1607! Dhabia!Al!Bayaty! Y!49! Tamara!Aladdine! 1702! Dhabia!Al!Bayaty! N!50! Haja!Mohammaddin! 1703! Mazen!Jabado! Y!51! Francis!Wong!Chen!Shieh! 1707! Tang!Choi!Yin! Y!52! Niraj!Nihata! 1802! !! Y!53! Maria!Rheljari! 1805! Mazen!Jabado! Y!54! Haja!Mohammaddin! 1807! Mazen!Jabado! Y!55! Shailesh!Panchal!! 1906! Bharati!Hitesh! Y!56! Shailesh!Panchal!! 1907! Bharati!Hitesh! Y!57! Peeyush!Kumar!Agarwal! 2002! Manish!Agrawal! Y!58! Phillippe!Guernault! 2004! !! Y!59! Maria!Roxana!ijdelea! 2005! Philippe!Guernault! Y!60! Haja!Mohammaddin! 2102! Mazen!Jabado! Y!61! Haja!Mohammaddin! 2105! Mazen!Jabado! Y!62! Suhail!Jashanmal!! 2104! Mazen!Jabado! Y!63! Paul!Devylder! 2201! Moutaz!Al!Chatah! Y!64! Lucianno!Galli! 2202! Dhabia!Al!Bayaty! Y!65! Yamini!Dhar!! 2203! !! Y!66! Walid!Kaakani! 2204! Yusra!Kaakani! Y!67! Sham/Anisha!! 2205! Dhabia!Al!Bayaty! Y!68! Zhanneta!Bekezhanova! 2302! Dhabia!Al!Bayaty! Y!69! Rajendra!Agarwal!! 2303! !! Y!70! Haja!Shahbuddin! 2401! Dhabia!Al!Bayaty! Y!71! Shahabuddin!Jalaluddin! 2403! Dhabia!Al!Bayaty! Y!72! Apeksha!Manoj!Shivnani! 2404! Deven!Shah! Y!73! Haja!Shahbuddin! 2501! Dhabia!Al!Bayaty! Y!74! Haja!Shahbuddin! 2502! Dhabia!Al!Bayaty! Y!

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!Quorum!Requirement:!! 31!Units!or!more!!Units!Represented:!! 79!Units!Eligible!Units:! ! 73!Units!!!Note:& & & 6&Units&were&not&considered&due&to&outstanding&Service&Charges&(SC)&!

3. Meeting%Opening%%

Roger!Ghandour,!Director!of!Association!Management,!kicked!off!the!meeting!with!an! introduction!of!himself,!his! team! including!Sailesh!Chulani,!Association!Manager!and!Agnes!Rosario,!Community!Administrator.! He! also! introduced! Kashif! Nesar,! MTS! Operations! Manager! responsible! for! MEP!service! delivery! and! Mohammed! Shareif,! MTS! Homeserve! coordinator! responsible! for! home!maintenance!services.!!

Roger! presented! the!meeting! Agenda! and! advised! of! a! slight! change! in! the! order! of! the! Agenda;!Motion!1!was!moved!towards!the!end!of! the!Agenda!to!provide!sufficient!time!for!Board!nominee!presentations!due!to!the!high!number!of!nominations!received!just!prior!to!the!meeting.!!

4. Board%Opening%Remarks%%!

Mazen! Jabado,! owner! of! Unit! 1104,! member! of! the! 2016!Madina! Owners! Association! Board! and!concluding!his!fourth!term,!volunteered!himself!to!present!the!Board’s!achievements!in!2016!in!the!absence!of! the!Chairman,!Naser! Tibi,!who! could!not! attend!due! to!an!emergency.! !He!briefed! the!audience! about! the! following! accomplishments! by! the! Owners! Association! during! the! last! several!years!and!in!2016:k!!

a) Board! was! created! by! homeowner! Richard! Bennett! in! the! early! years! of! the! Owners!Association!to!establish!owner!rights!and!responsibilities,!create!the!budget,!and!improve!the!building’s!services!!

b) Madina! had! a! very! poor! service! charge! collection! rate,! very! little! money! in! bank! and!improper!maintenance!regime!in!place!!

c) Initial!focus!of!the!Board!was!to:!• Ensure!we!have! sufficient! service! charge! collections! to!be!able! to! carry!out!proper!

maintenance! –! collection! rate! improved! from! 60%! to! high! 90%! and!we! should! be!proud!of!it!!

• Streamline!operations!versus!having!DEWA!disconnecting!services!due!to!insufficient!funds!or!bounced!cheques!

75! Souham!Diaa!Mutar! 2503! Dhabia!Al!Bayaty! Y!76! Jinan!Jubayli!! 2605! Florence!Lucena! Y!77! Haja!Shahbuddin! 2701! Dhabia!Al!Bayaty! Y!78! Masa!Al!Chalabi! 2801! Anass!Al!Chalabi! Y!79! Mehdi!Saatchiasl! 2804! Mazen!Jabado! Y!! ! ! ! !

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• Reducing! the! building’s! energy! consumption;! DEWA! energy! consumption! reduced!from!AED!3.4m!in!2011!to!AED!2.4m!in!Nov!2016!achieving!a!saving!of!around!AED!1m!!

d) Managing! building! construction! defects! due! to! poor! pipe! quality! which! result! in! water!damages! and! floods! in! apartments! and! common! areas.! Mazen! stressed! the! important! of!managing! these! situations! and!understand! they! cannot! be! fully! prevented.!Mazen! advised!for! those! owners! who! have! been! here! for! several! years,! there! is! the! ‘annual! flood’! that!happens! due! to! defective! pipe! quality! and! that! we! are! managing! and! implementing!preventative!measures! to!mitigate! them.!Mazen! advised! the! situation! of! the! poor! quality!pipes! is! not! likely! going! to! change! unless!we! consider! dekinstating! the! building’s! common!area!pipe,!which! is!often!only!accessible! through!apartment!walls!and!would!be!extremely!expensive!and!discomforting!to!the!occupants!of!the!building.!Mazen!noted!that!due!to!the!water! damage! claims,! several! insurers!were! refusing! to! quote! or! the! ones!who! did! quote!quoted!very!high.!!

e) Maintain! our! insurance! after! Macro’s! tough! negotiation! despite! market! forces! dictating!higher!premiums!and!considering!Madina’s!water!damage!claims!history!

f) Restaurant!on!Ground!Floor!had!a!lot!of!issues!such!as!foul!smells!and!false!fire!alarms!in!the!common! areas.! The! Board! with!Macro! enforced! the! retail! tenant! to! upgrade! the! kitchen!equipment!which!resulted!in!an!odor!free!and!reduced!fire!risk!environment.!!

g) He!noted!we!have! close! to!AED!5m! in! the!bank!account!as! a! result!of! sound! reserve! fund!planning!necessary!for!future!major!investments!that!we!did!not!have!to!consider!before.!He!stressed!the!importance!of!having!a!cushion!for!such!issues!and!would!help!keep!the!value!of!the!building!high.!!

h) The! beautification! of! the! building!was! improved!with! new! lobby! furniture! and! artwork! to!improve!the!value!of!the!building!and!to!future!prospective!owners!!

i) Enhancing!the!gym!with!new!equipment!to!improve!the!overall!amenity!offering!!!

Mazen!Jabado!added!that!he!was!delighted!to!see!many!board!nominations!submitted!for!2017!as!it!demonstrated!engagement!by!some!owners;!he!requested!the!nominees!to!be!committed!to!the!role!and!be!involved!for!the!right!reasons.!He!suggested!avoiding!scenarios!where!some!board!members!may! become! absent! or! resign! through! the! term.!Mazen! thanked! the! audience! for! coming! to! the!meeting!and!concluded!his!opening!remarks.!!

!Roger!Ghandour!thanked!Mazen!Jabado!for!his!opening!remarks!and!proceeded!with!the!next!item!on!the!Agenda.!!

5. Key%Achievements%&%Challenges%%

Roger!Ghandour!presented!the!key!achievements!of!2016,!as!follows:!

a) Energy%Savings:%!

As! a! result! of! several! energy! saving! initiatives! enacted! by! the! Board! since! 2012! and! the!Energy!Efficiency!Project! implemented! in! July! 2016,!DEWA!savings!of!AED!265,235! (10.4%)!was!achieved!from!January!to!November!2016!compared!to!same!period!last!year.!!

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Roger! Ghandour! presented! the! DEWA! annual! consumption! chart! with! key! energy! saving!initiatives!enacted!during!this!period:!!

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Mazen!Jabado,!Board!Member,!informed!the!audience!the!FAHU!controls!and!Chilled!Water!Pumps!replacement!were!contractually!implemented!from!1!July!2016,!therefore!the!savings!benefits!were!only!from!1!July!–!30!November!2016!and!we!can!expect!more!savings!in!the!coming!years.!!!As!a!result!of!the!energy!saving!initiatives!implemented!over!the!years,!a!total!saving!of!AED!767,027!has!been!achieved!since!January!2011!to!November!2016.!!Roger! Ghandour! presented! the! DEWA! monthly! comparison! between! 2015! and! 2016! to!reflect!the!results!of!the!guaranteed!energy!conservation!measures!implemented!in!July!2016!by!the!energy!audit!specialist,!Smart!AE:!

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DEWA%Annual%Consump/on,%2011%–%2016,%AED%

!2,000,000!!

!2,200,000!!

!2,400,000!!

!2,600,000!!

!2,800,000!!

!3,000,000!!

!3,200,000!!

!3,400,000!!

2011! 2012! 2013! 2014! 2015! 2016!

Jul%2016%–%FAHU%Control%&%Chilled%Water%Pump%Replacement%

Nov%2016%–%Light%Switch%Timers%for%Garbage%Rooms%

Oct%2012%–%%LED%Lights%for%P&G%Floors;%4%per%typical%floor%installed%

Feb%2013%–%%Installa/on%of%Light%Sensors%in%Typical%Floors%

Jul%2013%–%BTU%Meters%installed%for%Unit%Cooling%Consump/on%

50,000$100,000$150,000$200,000$250,000$300,000$350,000$400,000$

Jan$ Feb$ Mar$ Apr$ May$ Jun$ Jul$ Aug$ Sep$ Oct$ Nov$ Dec$

2015$ 2016*$

Jan$ Feb$ Mar$ Apr$ May$ Jun$ Jul$ Aug$ Sep$ Oct$ Nov$ Dec$ Total$

2015$ $134,102$$ $145,812$$ $145,989$$ $182,284$$ $235,169$$ $283,087$$ $346,468$$ $298,242$$ $296,354$$ $277,925$$ $215,115$$ $151,584$$$$$$2,712,132$

2016*$ $139,969$$ $132,698$$ $156,470$$ $153,320$$ $240,053$$ $255,316$$ $294,236$$ $290,159$$ $270,886$$ $200,663$$ $161,453$$ $$ $$$$2,294,684$$

Savings$ $5,867$$ D13,114$$ $10,482$$ D28,964$$ $4,884$$ D27,771$$ D52,232$$ D8,084$$ D25,468$$ D77,262$$ D53,662$$ A265,325$

DEWA$Monthly$ConsumpIon,$2015$vs$2016,$AED$

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b) Replacement%of%Chilled%Water%Pipe%Insulation%%!

Roger!Ghandour!informed!the!next!key!achievement!in!2016!was!the!replacement!of!Chilled!Water!Pipe!Insulation!for!16.5!floors!to!eliminate!condensation!and!humidity!in!the!common!areas.!The!scope!of!work!included!the!following!areas:!!

!Roger!Ghandour!presented!photos!of! the!process!during! the! replacement!of!Chilled!Water!Pipe! Insulation! which! included! removing! the! entire! ceiling,! disconnecting! services! such! as!lights,! chilled!water! supply! and! fire! alarm! devices! etc,! removing! the! existing! chilled!water!pipe!insulation,!applying!red!oxide!coating!on!the!chilled!water!pipe,!installing!the!new!higher!grade!insulation,!rekinstalling!and!painting!of!the!ceiling.!!!Kashif! Nesar,! Operations! Manager! at! MTS,! who! was! responsible! for! the! insulation! works!updated!the!audience!that!the!replacement!of!the!Chilled!Water!Insulation!needs!to!be!done!during! the! cooler! months! when! there! is! minimum! consumption! of! the! Air! Conditioning!(preferably!from!January!to!Early!March)!and!that! lessons!were! learned!during!the!process,!which! would! help! streamline! the! retrofitting! of! the! remainder! of! the! chilled! water! pipe!insulation!not!initially!covered!during!the!first!phase.!!!!Mr.!Roger! informed!the!audience! the!second!phase!of! the!chilled!water!pipe! insulation! for!the!remaining!9.5!floors!would!be!discussed!later!in!the!meeting!during!2017!Other!Financial!Considerations!agenda!item.!!

!c) Healthy%Bank%Account%Balance%%

!Roger!Ghandour!presented!the!next!key!achievement!being!the!Owners!Association’s!bank!account!balance,!which!stood!at!AED!4,972,305!as!of!30!November!2016!compared!to!AED!3,259,142! on! 31! December! 2015.! Roger! informed! the! cash! on! hand! is! a! combination! of!General!and!Reserve!Funds,!with!the!latter!being!the!bulk!of!the!funds.!Roger!explained!the!General!Funds!are!used!for!the!daily!and!monthly!expenditure!of!the!Owners!Association!to!service!providers!and!utility!suppliers.!!!Roger! explained! this! came! to! be! as! a! result! of! the! Owners! Association’s! strategic! reserve!fund! planning! in! 2014! following! the! recommendations! of! the! Reserve! Fund! Study.! The!

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Owners!agreed!to!implement!a!higher!reserve!fund!contribution!at!the!2014!Annual!General!Assembly!and!was!effective!from!2015!financial!year.!Having!a!healthy!reserve!fund!balance!is!critical!for!the!future!replacement!of!capitalkintensive!assets.!!

!The!following!chart!represents!the!steady!increase!of!cash!in!the!Owners!Association’s!bank!account!from!2012!to!November!2016.!!!

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d) New%Lobby%Furniture%%!Roger! Ghandour! presented! the! next! key! achievement! being! the! addition! of! new! lobby!furniture!and!artwork!in!the!common!areas,!which!included:!!k Addition!of!custom!made!reception!desk!on!Ground!and!Promenade!Floors!k Addition!of!new!sofas,!tables!and!floor!lamps!on!Ground!Floor!!k Addition!of!new!window!curtain!on!Ground!Floor!!k Addition!of!new!sofa!on!Promenade!Floor!!k Addition!of!wall!artwork!on!Ground!and!Promenade!Floors.!

!Roger!informed!the!audience!that!Board!Member,!Dhabia!Al!Bayaty,!was!nominated!by!the!Board! to! oversee! and! select! the! final! design! and! furniture,! headed! this! project.! Roger!presented!slides!of!before/after!photos!of!the!changes.!!

!e) Insurance%Premium%Maintained%%

!Roger!Ghandour!presented!the!next!key!achievement!which!was!our!ability!to!maintain!the!building’s! insurance! premium! in! 2017! at! the! rate! of! AED! 118,000! per! annum.! Due! to! the!recent! building! fires! in! Dubai! and! that! many! buildings! do! not! have! fire! rated! aluminum!façade!cladding,!many! insurers!had!begun! increasing!their!premiums!to!protect!themselves!from!potentially!high!value!claims!in!the!event!of!a!building!fire.!!!Roger!advised!Madina!Tower!has!a!history!of!expensive!water!damage!claims!and!does!not!have!fire!rated!aluminum!cladding;!incumbent!insurer,!Oman!Insurance!advised!there!would!likely!be!an! increase! in!the!2017!premium!as!a!result!of!these!factors.!Roger!advised!this! is!when!we!tendered!with!six!other!insurers,!four!refused!to!quote!due!to!Madina’s!due!to!the!

Bank%Account%Balance,%2012%–%2016,%AED%%

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!1,000,000!!

!2,000,000!!

!3,000,000!!

!4,000,000!!

!5,000,000!!

!6,000,000!!

2012! 2013! 2014! 2015! Nov"16!

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factors!indicated!earlier!and!the!two!companies!that!quoted!were!more!offering!a!premium!value!more!than!double!the!current!premium!or!about!AED!260,000!per!year.!!!After! many! rounds! of! negotiation,! demonstrating! risk! mitigating! strategies! and! achieving!zero!claims!in!2016,!the! incumbent! insurer,!Oman!Insurance,!agreed!to!renew!the!policy!at!the!2016!premium!rate!and!keeping!the!deductible!limits!fixed.!!!A!member!from!the!audience!asked!a!question!regarding!what!type!of!policy!is!in!place!and!what! does! it! cover! in! light! of! the! recent! fires! with! regards! to! loss! of! rent/emergency!accommodation.!Roger!responded!by!listing!the!policies!in!place!which!included!Property!All!Risks! with! Loss! of! Rent! and! Alternative! Accommodation,! Machinery! Breakdown,! Public!Liability,! Fidelity! Guarantee,! Board! Members! Liability! and! Voluntary! Workers! Personal!Accident!and!advised!the!full!policy!scheduled!in!uploaded!on!the!MyCommunity!web!portal!where! owners! can! download! a! copy.! Roger! advised! for! Emergency! accommodation,! the!insurer!would!provide!30!days!cover.!(Post!meeting!correction:!insurer!will!provide!a!limit!of!AED! 5,000! per! day! per! tenant/per! owner! for!maximum! of! 21! days! and! up! to! 15%! of! the!building! sum! insured! i.e.! AED! 51,000,000! for! loss! of! rent/alternative/emergency!accommodation).!!!Mazen!added!that!we!are!trying!to!adopt!a!new!approach!to!insurance!claims!and!selecting!certain!incidents!to!be!considered!because!we!are!on!a!red!list!with!insurers.!Roger!advised!the!Owners!Association!has!had!3!major!claims! in! the! last!several!years,!each! in!excess! for!AED!250,000;!two!involved!the!busbar!conduit!failure!due!to!water!leakage!and!one!with!the!leakage!of!the!main!domestic!water!riser!on!the!2nd!floor!which!damaged!the!common!areas,!lifts!and!several!apartments!on!multiple!floors.!Roger!advised!the!Owners!Association!should!be! prepared! to! absorb! certain! repairs! and! this! would! be! paid! from! the! community’s!Community!Improvements,!Contingencies!and!Spares!fund!or!Reserve!Fund.!!!Another!member! from! the! audience! asked! a! question! that! if! the! insurance! premium!was!remaining! fixed,!would!we!be!compromising!on!any!policy! limits!and/or!deductibles.!Roger!responded!by! saying! there!would!be!no!change! in! the!policy! terms!and!conditions! in!2017!compared! to!2016.! The! same!member! further! asked!what!was! the! total! value!of! damages!paid!by!the!Owners!Association,!which!could!have!been!considered!under!insurance!claims.!Roger!responded!the!total!cost!was!about!AED!60,000!to!AED!70,000,!mainly!from!incidents!involving!leakage!damages!originating!from!common!area!waste!pipes!(accessible!only!from!inside!apartment!walls)!and!damaging!below!apartment(s)!fixtures!and!fittings.!!!

f) New%Gym%Equipment%%!

Roger! Ghandour! presented! the! next! key! achievement! was! the! enhancement! of! the! gym!offering!with!the!addition!of!new!equipment!including:!

• Signature!chin!dip!leg!raise!!• Dual!adjustable!pulley!!• Olympic!flat!bench,!Training!Bar!and!weights!!• Signature!back!extension!!• Floor!mat!!

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!

10!

Roger!presented!photos!of!the!new!equipment!in!the!gym.!!!Roger!presented!the!next!slide!of!Other!Achievements,!which!included:!!

• Separated! Chilled! Water! Unit! Billing! from! Service! Charge! Ledger! as! a! distinct!account!to!distinguish!the!two!types!of!charges.!

• Eradicated! smell! odours! entering! common! areas! and! false! fire! alarms! due! to!excessive! cooking! smoke! upon! completion! of! modification! works! by! Al! Kamil!Restaurant!in!early!June!2016.!!

• Light!switch!timer!installed!in!Garbage!room!on!each!floor!in!order!to!save!energy;!estimated!AED!6,200!per!annum!in!electrical!consumption.!

• Replacement!of!Jacuzzi!wooden!deck.!• Repair!of!billiard!tabletop!and!addition!of!billiard!stick!rack.!• Replacement!of!faulty!BTU!Meters!due!to!dirt!entry.!• New!automatic!dosing!system!for!the!Swimming!Pool!was! installed!for!purpose!of!

water!treatment.!• Elevator!LED!displays!were!replaced!on!each!floor.!• Repair!of!main!entrance!glass!doors!on!Ground!floor.!• Swimming! Pool! supply! and! return! pipe! sizes! were! increased! from! 2”! to! 3”! to!

improve!flow!to!&from!the!swimming!pool!heater.!• Third!party!condition!survey!of!chiller!plant!equipment.!

Roger!Ghandour!presented!the!key!challenges!of!2016,!as!follows:!

Challenge! Status%! Remedy/Solution!

Old! chilled! water! pipe! insulation! has!shown!further!signs!of!deterioration!and!requires! replacement! to! prevent!condensation!

Pending!! Reinsulate! old! insulation! for!remainder!of!building!or!9.5!floors!!

Snags! from!new!chilled!water! insulation!works!

Completed! n/a!

Pool!heating!module!experienced! issues!with! the! pipe! design,! heating! elements,!contactors!and!contractor!performance!

Completed! Replace! pool! maintenance!contractor!!

Apartment! to! apartment! leakages! from!washrooms!or!kitchen!areas!due!to!poor!waterproofing! during! construction! or!worn! out! silicon! around! bathroom!amenities!

Ongoing!! Ensure! owners! understand! their!responsibilities! for! inside!apartment!maintenance! and! carry! out! repairs!within! agreed! time! frame;!minimize!damage!to!affected!apartments!!

Claims! process! with! Insurance! provider!has! become! more! stringent! following!recent! high! value! claims! in! market! and!potential!impact!on!annual!premium!!

Ongoing! Minimize! number! of! claims! and!demonstrate!proactive!measures!for!mitigating!claims!

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!

11!

Mazen!stressed!the!important!of!owners!and/or!tenants!permitting!access!to!the!maintenance!staff!or!appointed!contractors!to!assess!water!leakage!damages!and!to!ensure!the!repairs!are!carried!out!without!delays.!Mazen!noted! in!other! countries,! some!buildings! require! residents! to! leave!a! spare!key!with!the!management!to!access!apartments!in!case!of!emergency!or!when!necessary,!he!added!he! is! not! suggested! this! be! done! at!Madina! Tower! but! to! be! at! least! considerate! and! permitted!immediate!access!in!the!event!a!leakage!was!determined!to!be!originating!from!the!apartment.!!Roger! added! the! apartment! to! apartment! leakages! is! a! serious! ongoing! concern,! especially! when!some! owners! restrict! access! to! the! management! or! delay! necessary! repairs! to! prevent/mitigate!resultant!damage!to!below!units.!Roger!noted!on!average!there!about!2!to!3!cases!per!month!which!require!us!to!coordinate!the!access!and!repairs!in!affected!units!and!shifts!the!focus!away!from!our!common!area!responsibilities.!Since!this!work!relates!to!inside!the!apartment,!it!is!the!responsibility!of!the!Owner!to!absorb!the!repair!costs,!not!the!Owners!Association.!!Roger!advised!the!main!reason!for!the! leakages! is!due!to!the!quality!of!the!waterproofing!material!used!during!construction! in!the!bathroom!and!kitchen!areas;!waterproofing! is! the!membrane! layer!underneath! the! floor! tiles.! ! Poor!waterproofing!material! permits!water! egress! from! apartment! to!apartment;!ceiling!leaks!are!in!the!below!apartment!bathroom!or!kitchen!are!the!first!signs!of!such!incidents.!!!There! are! typically! two! solutions,! a! permanent! solution! involving! the! replacement! of! the!waterproofing!layer!and!a!temporary!solution,!which!involves!replacing!the!silicon!treatment!around!the! bathroom! amenities.! A! question! from! the! audience! was! raised! about! why! Macro! insists! the!permanent! option! be! carried! out! since! it! carries! an! expensive! cost! of! circa! AED! 20,000! and! not!suggest! the! temporary!option.!Roger! replied!by!noting!silicon! treatment!has!a!certain! lifespan!and!does!not!fix!the!problem!indefinitely.! It! is!the! interest!of!all!parties!a!permanent!solution!is!carried!out!to!avoid!future!conflicts!with!both!apartments!blaming!each!other!for!not!completing!the!work!satisfactory!the!firs!time.!!!Roger! stressed! that! owners! (and! their! tenants)! need! to! comply! with! the! Community! Rules! and!applicable!amendments!to!the!rules!enacted!during!the!2013!Annual!General!Assembly!with!regards!to!unit!to!unit!leakages.!!%

6. Energy%Efficiency%Project%Overview%by%Smart%AE%%

Roger!Ghandour!proceeded!to!the!next!section,!the!energy!savings!project!by!Smart!AE.!Roger!said!he!would!start!with!a!summary!table!of!the!Energy!Conservation!Measures!(ECMs)!recommended!by!Smart!AE!during!the!energy!audit!in!2015,!followed!by!a!presentation!by!Smart!AE!management:!!!Roger!presented!the!ECM!proposal!summary:!!!!!!!

!!


!

12!

Smart%AE%ECMs! Option!Initial%

Investment!(AED)!

Project%Duration%(months)!

Annual%Net!Energy%Savings%

(AED)!#1!Chiller!Plant!Manager!

Guaranteed!Savings! !!!!!!257,000!! 31! !!!!!!!!!!!!!!!!!97,000!!Guaranteed!Savings!(Financing)! !!!!!!!!!!!!!!!!!!!!k!!!!84! !!!!!!!!!!!!!!!!!33,950!!Shared!Savings! !!!!!!!!!!!!!!!!!!!!k!!!!84! !!!!!!!!!!!!!!!!!33,950!!

#!2!Pre!Coolers! Guaranteed!Savings! !!!!!!380,000!! 35! !!!!!!!!!!!!!!!132,000!!Guaranteed!Savings!(Financing)! !!!!!!!!!!!!!!!!!!!!k!!!!72! !!!!!!!!!!!!!!!!!46,200!!Shared!Savings! !!!!!!!!!!!!!!!!!!!!k!!!!72! !!!!!!!!!!!!!!!!!46,200!!

#%3%FAHU%Control!

Guaranteed%Savings! %%%%%%300,000%! 12! %%%%%%%%%%%%%%%303,200%!Guaranteed!Savings!(Financing)! !!!!!!!!!!!!!!!!!!!!k!!!!30! !!!!!!!!!!!!!!!106,120!!Shared!Savings! !!!!!!!!!!!!!!!!!!!!k!!!!30! !!!!!!!!!!!!!!!106,120!!

#%4%Primary%Pump%Replacement!

Guaranteed%Savings! %%%%%%%%90,000%! 21! %%%%%%%%%%%%%%%%%52,000%!Guaranteed!Savings!(Financing)! !!!!!!!!!!!!!!!!!!!!k!!!!48! !!!!!!!!!!!!!!!!!18,200!!Shared!Savings! !!!!!!!!!!!!!!!!!!!!k!!!!48! !!!!!!!!!!!!!!!!!18,200!!

!• ECM!#3!and!#4!were!approved!in!the!2015!Annual!General!Assembly!by!majority!vote!!• Project!work!was!completed!on!15!June!2016!!• Guaranteed!savings!was!in!effect!from!1!July!2016!!

!Roger!invited!Smart!AE!management!to!present!the!Energy!Efficiency!Project!Overview!implemented!at!Madina!Tower.!!!Issa!Azar,!Smart!AE,!presented!a!definition!slide!and!insight!into!the!method!adopted!for!calculating!the!energy!savings,!which!they!are!contractually!guaranteed!to!fulfill!as!part!of!the!contract!with!the!Madina!Owners!Association.! Issa!explained! the!method! for!monitoring!and!verifying! the! savings! is!based! on! the! International! Performance! Measurement! and! Verification! Protocol! (IPMVP),! a! best!practice!method!using!the!industry.!!!Issa! presented! additional! charts! comparing! the! baseline! energy! consumption! and! actual! energy!consumption,!daily!energy!consumption!and!savings!achieved!since!1!July!2016!to!30!November!2016!as! a! result! of! the!energy! conservation!measures! implemented.! The! following!were! the! key! figures!highlighted:!!

• Cumulative!Base!Energy!YTD!201!–!3,097,229!KwH!• Actual!Energy!YTD!2016!–!2,502,624!KwH!!• Adjusted!Energy!YTD!2016!–!5,240!KwH!• Final!Energy!Savings!YTD!2016!–!599,848!(KwH)!or!19.4%!• Final!Energy!Savings!YTD!2016!–!AED!266,931!!

!Roger! thanked! Smart! AE! for! their! presentation! and! efforts;! the! audience! showed! the! same!appreciation.!!!!

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!

13!

7. Owners%Association%Financials%%

Roger!Ghandour!presented! the! Service!Charge! collection! rate! for! the! last! 3! years,!which! averaged!about!95%:!

!!Roger!presented!the!different!collection!strategies!deployed!by!Macro!for!ensuring!a!high!collection!rate,!which!included:!

• Email!reminders!• SMS!reminders!• Telephone!reminders!• Transparency!!• Meetings!with!Owners!!• Late!Payment!Fees!!• Denial!of!Non!Essential!Services:!

o Move!In/Out!NOC!!o Property!Transfer!NOC!o Replacement!of!lost/damaged!Access!Cards!

!Mazen!Jabado,!Board!Member,!praised!these!strategies!as!they!allowed!the!Owners!Association!to!pressure! delinquent! owners! to! pay! their! service! charge!when! requesting! a! certain! service! or!NOC!from! the! management.! Mazen! also! added! that! sometimes! the! Board! permits! a! payment! plan! in!exception! circumstances! if! some! owners! are! experiencing! financial! difficulty! or! emergency,! but!generally! this! is!not!practice!adopted!by!the!Owners!Association.!Roger!reinforced!the!point!about!not!encouraging!payment!plans!as!the!Owners!Association!required!funds!in!advance!to!pay!certain!service!providers!and!suppliers!but!would! remain! flexible!when!necessary! in!coordination!with! the!Board.!!!Roger!presented!the!Outstanding!Service!Charge!Receivables!by!quarter!for!the!last!3!years.!!!

94%! 95%! 93%!

0%!

20%!

40%!

60%!

80%!

100%!

2014! 2015! 2016!

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!

14!

!!

• Outstanding! Receivables! represents! the! accumulated! service! charges! that! have! not! been!paid! by! homeowners! during! the! period! noted! in! the! chart,! inclusive! of! late! payment! fees!(penalties)!!

• Q2! 2016! had! the! lowest! balance! in! the! history! of! the! owners! association! –! a! significant!milestone!!

8. Discussion%of%the%Proposed%2017%Service%Charge%Budget%%!

Roger!proceed!with! the!next! item!on! the!agenda,!discussion!of! the!proposed!2017!Service!Charge!budget;!a!key!motion!that!would!be!voted!by!owners!later!in!the!meeting.!!!The!proposed!2017!Service!Charge!budget!had!been!prepared!by!Macro!and!presented!to!the!Board!prior! to! the!AGA.!The!budget! circulated!with! the!AGA!notice!had! slightly! changed!due! to!a! recent!announcement!by!Dubai!Police! confirming!minimum!security! guarding! salaries!would!be! increased!effective!1!January!2017.!As!a!result!of!the!announcement,!the!budget!was!slight!increased!by!AED!40,000!to!accommodate!the!additional!impact!on!the!budget.!!

The!Board!accepted! the!proposed!2017!service!charge!budget!of!AED!5,911,050!or!AED!16.89/sqft!presented!as!follows:!

Item! Budget%(AED)! AED/sqft!Services! 628,750! 1.80!Maintenance! 1,285,800! 3.67!Utilities!k!DEWA! 1,000,000! 2.86!Utilities!k!Chillers! 500,000! 1.43!Management! 372,500! 1.06!Insurance! 118,000! 0.34!Master!Community! 809,000! 2.31!General%Fund%Budget! 4,714,050! 13.47!Reserve!Fund! 1,197,000! 3.42!Total%Annual%Service%Charge! 5,911,050! 16.89!

!864,363!!

!557,384!!

!379,777!!!431,406!! !461,990!!

!484,532!!

!376,180!! !403,606!!

!523,822!!

!281,487!! !314,170!!

!k!!!!

!100,000!!

!200,000!!

!300,000!!

!400,000!!

!500,000!!

!600,000!!

!700,000!!

!800,000!!

!900,000!!

!1,000,000!!

Q1!2014! Q2!2014!! Q3!2014!! Q4!2014! Q1!2015! Q2!2015! Q3!2015! Q4!2015! Q1!2016! Q2!2016! Q3!2016!

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!

15!

!

Roger!then!presented!a!budget!comparison!between!2017!and!2016!and!noted!the!following:!• The!2017!budget!decreased!by!AED!11,150!or!0.2%!!• The!key!changes!were:!

o Increased!costs!in!security!services!as!per!new!Dubai!Police!regulations!!o Provision!of!legal!fees!for!preparation!of!Jointly!Owned!Property!Declaration!!o Increased! costs! for! housekeeping! services! to! appoint!more! experienced! supervisor!

and!improve!service!delivery!!o Increased!provision!for!pool!maintenance!contractor!to!improve!performance!!o Increased!provision!of!community!improvements,!spares!and!contingencies!funds!for!

reactive!quotations!!o Decrease!in!utility!expenditure!as!result!of!savings!being!realized!!o Decrease!in!master!community!expenditure!as!per!2016!actual!!

!A!member! from! the!audience!asked!what!happens! if! there! is! a! surplus!balance! left! over! from! the!spares!funds.!Roger!responded!normally!this!could!be!returned!in!the!form!of!credit!or!allocated!to!the!reserve!fund,!however!Roger!confirmed!majority!of!the!spares!fund!is!being!consumed!annually!for!different!reactive!and!adkhoc!tasks.!!!Mazen! Jabado,! Board! Member,! added! the! importance! of! having! the! Jointly! Owned! Property!Declaration!(JOPD)!so!the!Owners!Association!can!properly!enforce!certain!rules!involving!incidents!that!affect!common!areas!and/or!other!apartments.!He!also!mentioned!there!is!a!pending!issue!with!the! developer,! Reef! Real! Estate,! regarding! the! building! common! area! site! plan! and! survey! status,!which!was!not!fully!completed!by!the!developer.!This!matter!is!to!be!addressed!prior!to!preparation!of!the!JOPD!as!it!forms!part!of!the!JOPD.!Generally!the!developer!has!been!cooperative!but!remains!to! be! seen!whether! they! will! accept! to! do! it! and! absorb! associated! fees.! The! other! point!Mazen!raised!was!regarding!the!value!of! the!Service!Charge!budget!and!recognizing! inflation.!Keeping!the!

Services!11%!

Maintenance!22%!

Uolioes!k!DEWA!17%!

Uolioes!k!Chillers!8%!

Management!6%!

Insurance!2%!

Master!Community!

14%!

Reserve!Fund!20%!

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!

16!

service!charge!rate!fixed!at!the!same!level!annually!is!not!always!feasible!as!Dubai!does!have!inflation!which!in!turn!impacts!the!values!of!the!annual!maintenance!contracts!that!feed!into!the!budget.!!!A!member!from!the!audience!asked!how!do!we!establish!our!contract!rates!and!what!is!being!done!to!ensure!we!have!competitive!and!comprehensive!contracts!in!place.!Roger!responded!by!saying!for!each!service!provision,!a!minimum!of!3!quotations!is!tendered!by!Macro!and!presented!to!the!Board.!Furthermore,!Roger!added!in!2015,!a!detailed!Integrated!Facility!Management!Tender!was!issued!to!at! least! 5! Integrated! facility! management! service! providers! and! it! was! found! the! contract! values!currently! in! place! were! more! competitive! than! bids! received.! Dhabia! Al! Bayaty,! Board! Member,!added! that!you!get!what!you!pay! for!meaning!we!should!not!always!consider! the! lowest!quote!as!they!may! end! up! providing! poorer! quality! service! and! cause!more! damage! to! the! common! areas.!Mazen!Jabado,!Board!Member,!added!that!compared!to!Emaar!buildings,!Madina!service!charge!is!a!least!AED!5/sqft! lower! than!Emaar,! yet!we!are! still! able! to!deliver! good! services!and!maintain! the!common!areas!to!a!satisfactory!level.!!

9. Discussion%of%2017%Other%Financial%Considerations%%

During! the! 2017! Financial! Year,! the! Owners! Association!may! undertake! some! or! all! of! the! below!items!as!and!when!deemed!necessary.!Any!General!Fund!item!decided!to!be!enacted!may!result!in!a!special! service! charge! added! to! the! 2017! invoice.! Reserve! Fund! items! are! paid! from! the! Owners!Association’s!reserve!fund!and!do!not!impact!your!service!charge.!!!The!below!items!represent!the!best!quote!to!date!for!consideration!and!approval!at!the!2016!Annual!General!Assembly!as!agreed!by!the!Board:!

!

No.! Item! Fund! AED! AED/Sqft!

1! Energy!Conservation!Measure!#!1!–!Chiller!Plant!Manager!

Reserve! 257,000! 0.73!

2! Marble!Restoration!of!P!&!G!Floors!–One!Time! Reserve! 50,000! 0.14!

3! Retrofit! CHW! Pipe! Insulation! (Reminder! of!building)!

Reserve! 250,000! 0.71!

4! BMS!Retrofit! Reserve! 244,000! 0.70!

5! Replacement!of!Chillers!Condenser!Coils! Reserve! 270,000! 0.77!

6! LED!Lights!Common!Area! Reserve! 100,000! 0.29!

!Roger!recommended!Items!3!and!5,!as!they!are!critical!for!the!operation!of!the!building!and!would!be!brought!forward!to!the!newly!elected!Board!following!the!AGA;!the!next!important!consideration!recommended!was!Item!6,!which!would!allow!us!to!realize!more!energy!savings.!!!!!

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!

17!

Other!items!not!considered!in!2017!unless!required!include:!!

No.! Item! Fund! AED! AED/sqft!

1! Signage!–!Common!Area! General! 50,000! 0.14!

2! CCTV!as!per!DPS!regulations!(Analog!System)! General! 190,000! 0.54!

3! Lift!Buttons!Replacement! Reserve! 37,000! 0.11!

4! Marble!Restoration!–!One!Time! Reserve! 290,000! 0.83!

5! Marble!Restoration!&!AMC! Reserve! 420,000! 1.20!

!Mazen! Jabado,! Board!Member,! added! the! CCTV! requirement!would! be! delayed! as!much! possible!until! necessary! or! required! by! the! authorities.! A! question! from! the! audience! asked! where! the!cameras!would!be! installed.!Dhabia!Al!Bayaty,!Board!Member,! responded!by!saying!they!would!be!installed!on!every!typical!floor.!!!Macro!recommends!implementing!the!CCTV!enhancement!project!that!will!assist!the!management!in!enforcing! the! community! rules! and! preventing! unidentified! damages! to! the! common! areas;! the!decision! will! be! based! on! the! Board! and! is! a! matter! of! priority! given! the! other! important!considerations!being!discussed.!!

10. Motion%2:%Simple%Resolution%–%Approval%of%the%1%January%2017%to%31%December%2017%Service%Charge%Budget%%

Owners! were! asked! to! vote! for! approval! Motion! 2;! the! following! votes! were! received! towards!Motion!2:!!

Yes% No% Abstain% No%Vote% Total%71! 1! 0! 1! 73%

11. Motion% 3:% Simple% Resolution% –% Delegation% of% authority% to% the% Board% by% the% Owners% Association%should%the%2017%Service%Charge%Budget%should%the%proposed%budget%not%be%approved%at%the%Annual%General%Assembly.%

Owners!were! asked! to! vote! for! approval! of!Motion! 3;! the! following! votes!were! received! towards!Motion!3:!!

!!!

!!


!!


!

18!

12. Motion%4:%Simple%Resolution%–%Approval%of%Special%Service%Charge%for%the%Supply%and%Installation%of%CCTV%Cameras%as%per%DPS%regulations,%if%required.%%


!!!

13. Motion%5:%Simple%Resolution%–%Approval%of%the%2017%Other%Financial%Considerations%%%


!!!

14. Motion%6:%Simple%Resolution%–%Approval%of%the%2015%Audited%Financial%Statements%%%


!!%

15. Motion%7:%Simple%Resolution%–%Approval%of%the%2015%Annual%General%Assembly%Minutes%of%Meeting%


!!!

16. Motion%8:%Simple%Resolution%–%Approval%of%the%Association%Manager’s%Annual%Report%%%%


!%%

17. Motion%9:%Simple%Resolution%–%Ratification%of%the%appointment%of%Mace%Macro%Owner%Association%Management%as%Association%Manager%%%%







!!


!

19!

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18. Board%Member%Nominees%(Optional%Presentation)%%

Roger! proceeded! to! the! next! section! of! the! Agenda! and! presented! the! list! of! board! member!nominees!who!intend!to!stand!for!election!of!the!2017!Owners!Association!Board.!Owners!who!had!indicated! their! intention! to! run! for! the! Board! had! completed! the! Board! Nomination! Form! and!submitted!it!to!Macro!prior!to!the!meeting.!Below!is!the!list!of!nominees!that!were!requested!to!give!an!optional!2kminute!presentation!about!why!they!should!be!elected!and!how!they!can!contribute!the!community!by!representing!the!owners!on!the!Owners!Association!Board.!!

No% Name% Designation% Unit%

1! Mr.!Naser!El!Tibi! Board!Member! 1507!

2! Mrs.!Dhabia!Al!Bayaty! Board!Member! 1303!

3! Mr.!Mazen!Jabado! Board!Member! 1104!

4! Mr.!Moutaz!Chatah! Board!Member! 406!

5! Mr.!Hani!Masoud! Board!Member! 808!

6! Mr.!Richard!Bennett!! Board!Member!! 507!

7! Mrs.!Amira!Brair! Board!Member!! 1602!

8! Mrs.!Yusra!Kaakani! Board!Member!! 2204!

9! Mr.!Fadi!Kassissieh!! Board!Member!! 802!

10! Mr.!Ashish!Karani! Board!Member!! 1002!

11! Mr.!Manish!Agrawal! Board!Member!! 1506!

12! Mr.!Sanjay!Prasad! Board!Member! 204!

13! Mr.!Niraj!Nahata! Board!Member!! 1802!

14! Mr.!Manoj!Singh!! Board!Member!! 1003!

15! Mrs.!Bharati!Hitesh! Board!Member!! 1406!

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Nominees!in!the!above!order!presented!their!backgrounds!and!how!they!can!contribute!to!the!Owners!Association!by!being!elected!to!the!Owner!Association!Board.!!!

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19. Motion% 1:% Simple% Resolution% –% Election% of% the% Madina% Owners% Association% Board;% please% write%down%the%names%of%the%nominees%you%wish%to%have%on%the%Board%on%the%applicable%section%of%the%voting%paper.%

Roger! Ghandour! clarified! owners! can! vote! up! to! 7! members! on! the! General! Board! and! up! to! 3!members!on!the!Reserve!Board.!!!Owners!were! asked! to! vote! for! approval! of!Motion! 1;! the! following! votes!were! received! towards!Motion!1:!!!2017%General%Board%Results:%

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%%Board!member!nominees!1!to!7!were!elected!to!the!2017!General!Board.!!!2017%Reserve%Board%Results:%%No.%% Nominee% Unit% Votes%1! Fadi!Kassissieh!! 802! 46!2! Ashish!Karani! 1002! 36!3! Manoj!Kumar!Singh! 1003! 34!4! Naser!Tibi! 1507! 10!5! Manish!Agrawal! 1506! 6!6! Bharati!Hitesh!! 1406! 5!7! Yusra!Kaakani! 2204! 5!8! Niraj!Nihata! 1802! 2!9! Dhabia!Serder!Al!Bayaty! 1303! 1!10! Moutaz!Chatah! 406! 1!

No.%% Nominee%% Unit% Votes%1! Dhabia!Serder!Al!Bayaty! 1303! 49!2! Naser!Tibi! 1507! 44!3! Moutaz!Chatah! 406! 43!4! Mazen!Jabado! 1104! 43!5! Amira!Brair! 1602! 41!6! Hani!Masoud! 808! 38!7! Ashish!Karani! 1002! 35!8! Richard!Bennett!! 507! 34!9! Manoj!Kumar!Singh! 1003! 31!10! Niraj!Nihata! 1802! 31!11! Manish!Agrawal! 1506! 28!12! Sanjay!Prasad! 204! 27!13! Bharati!Hitesh!! 1406! 26!14! Yusra!Kaakani! 2204! 20!15! Fadi!Kassissieh!! 802! 2!

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11! Amira!Brair! 1602! 1!12! Richard!Bennett!! 507! 1!13! Sanjay!Prasad! 204! 1!14! Mazen!Jabado! 1104! 0!15! Hani!Masoud! 808! 0!

Board!member!nominees!1,!3,!5!were!elected!to!the!2017!Reserve!Board;!nominees!2!and!5!were!not!considered!as!they!were!voted!in!by!majority!to!the!General!Board.!!%

20. Recent%Changes%around%the%Community%%%Roger!presented!several!picture!slides!of!other!improvements!that!took!place!around!the!community!in!2016.!The!pictures!were!presented!as!before!and!after.!!!The! Owners!were! satisfied! the! overall! presentation! and! expressed! appreciation! to! the! Board! and!Macro!for!their!hard!work.!This!concluded!the!presentation!portion!of!the!meeting.!!!

21. Owner%Questions%&%Answers%%!Roger!asked!the!audience! if! they!had!any!questions!about!the!presentation!or!other!concerns!that!were!not!addressed!during! the!meeting.!He!also!added! the!head!of!home!maintenance! services! is!present!at!the!meeting!in!case!owners!had!queries!regarding!their!services.!!!Some!owners!voiced!their!concern!at!the!rates!charged!by!MTS!Homeserve!division!for!provision!of!home!maintenance!services.!!Kashif!Nesar,!MTS!Operations!Manager,!immediately!took!note!of!their!concerns!and!assured!them!the!labor!and!parts!rates!would!be!reviewed!and!cross!checked!against!the! market! to! ensure! they! are! competitive! and! not! over! priced.! He! also! suggested! maintenance!package!deals!will!be!prepared!and!circulated!to!owners!and!residents!for!having!different!packages!for!planned!and!reactive!inside!apartment!maintenance.!Another!Owner!said!he!had!no!objection!to!paying!a!higher!price! for!MTS!home!maintenance! since! they!are! the!building!MEP!contractor!who!have!a!better!understanding!of!the!apartment!requirements!and!spares!are!more!readily!available.!!!!Another! owner! requested! if! certain! elements! of! home! maintenance! could! be! included! with! the!Service!Charge.!The!Owners!Association!is!legally!responsible!for!the!management!and!maintenance!of! the! common! areas! and! not! inside! apartment! maintenance.! Furthermore,! assuming! the!responsibility! of! the! inside! maintenance! raises! liability! concerns,! which! the! Owners! Association!should!not! assume!and!avoid,! irrespective!of! the!quality! of! the! recommended!home!maintenance!contractor.! Owners! and! their! tenants! are! expected! to! appoint! their! preferred! home!maintenance!contractor! and! not! rely! solely! on! the! building’s! common! area! MEP! service! provider’s! home!maintenance!service!should!they!feel!their!prices!do!not!reflect!their!expectation.!!!

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Another! owner! expressed! his! dissatisfaction! with! the! maintenance! response! time;! Kashif! Nesar!confirmed!he!would!look!into!the!matter!and!avoid!time!delays!when!responding!to!normal!and/or!emergency!calls.!!!One!owner!asked!how!the!Owners!Association!will!ensure!the!repairs!from!apartment!to!apartment!leakages! incidents! are! carried! out! as! per! the! Community! Rules! and!what! happens! if! the! problem!returns! after! the! responsible! apartment! carried!out! the! temporary! repair! option.!Roger! replied!by!reiterating! the!permanent! solution! is! the!best! recommendation! and! should!owners! not! comply! or!the!problem!persists,! then!the!Owners!Association!would! issue!Violation!Notices!and!carry!out! the!necessary!repairs!and!recharge!the!responsible!owner!in!their!Service!Charge.!!!Dhabia!Al!Bayaty,!Board!Member,!added!that!Owners!should!consider!obtaining!alternative!opinions!from! their! preferred! home! contractors! if! they! are! dissatisfied! with! the! incumbent! MEP! service!provider’s! home!maintenance! scope/prices! but! ensure! the! work! is! carried! out! professionally! and!within!the!stipulated!time!frame!in!the!Community!Rules!and!in!coordination!with!Macro!to!oversee!the!process.!!!!She!also!added!that!we!should!all!promote!a!safe!environment!inside!apartments!and!in!the!common!areas;! cases! of! lit! candles! being! placed! outside! doors! was! an! example! which! poses! a! serious! fire!hazard! risk.!Another!owner! suggested!electronic!candles!as!a! safer!alternative.! It!was!clarified!non!hazardous!religious!decorations!are!permitted!by!the!Owners!Association!for!a!period!of!up!to!two!weeks!so!long!they!are!hung!on!apartment!doors!and!not!drilled!into!any!of!the!common!area!walls.!!!Another!owner! requested! if!a! list!of! suppliers!could!be!provided!to!owners! for!home!maintenance!services.! Mazen! Jabado,! Board! Member,! replied! the! Owners! Association! should! not! assume!responsibility! for! some! contractors! not! fulfilling! their! home! maintenance! obligations.! He!differentiated! the! difference!with! the! building’s!MEP! service! provider! for! the! common! areas,! that!also! happens! to! provide! home! maintenance! services,! went! through! a! detailed! prequalification!process! and! tender! bid! before! being! appointed.! This! stringent! process! is! not! applied! to! home!maintenance!services!since!it!is!does!not!fall!under!the!responsibility!of!the!Owners!Association!and!Board.!!!

22. Meeting%Adjourned%%

Macro! and! the! Board! thanked! everyone! for! their! attendance! and! participation.! Appreciation! was!shown!by!owners!and!proxy!holders.!!!The!meeting!was!adjourned!at!11.50pm.!!

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MOA 2016 AGA Minutes 20.12 - MyCommunity...2016/12/20 ·...

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