Dear Owner(s), Newington Village ‘P3’ ‐ Annual General Meeting (AGM) As the community managing agents for Newington Village P3, and on behalf of the executive committee, we extend a warm invitation for you to attend the Annual General Meeting. This is an important meeting of owners and we encourage you to attend.
The meeting details are as follows:
Thursday 16 August 2018 at Room ‘B’ – Newington Community Centre starting at 6.30pm
Be ‘In the Know’ The following matters relating to Newington will be discussed at the meeting by way of an address from the Chair on behalf of the committee;
1. Traffic lights at Hill Road 2. Tree planting update 3. Mosquitos and spraying – a review of Autumn 2018 4. Dog park opening and review 5. Parking issues update – community action with other Precincts and Council 6. Newington / Silverwater metro station update 7. Newington Neighbourhood Association wind‐up, cancellation of ‘Family Fun Days’ in September 8. Control of the newingtoncommunity.com.au website and update of Precinct 3 section 9. NBN Update – fibre laying in June 2018, what we need to do for 2019 10. Cameras, Security, NBN & alarm panels – building a proposal for capital expenditure and choosing a SECOM replacement 11. Treasury budget review and what our scope of choices are for spending on alarm panels 12. New Community Association Legislation
What decisions will be made? The motions appearing on the enclosed agenda include:
Setting a budget and determining levy contributions.
Confirming insurance arrangements.
Electing an executive committee. How do I exercise my vote?
By attending the meeting or appointing a proxy to vote on your behalf. To be entitled to vote you must have paid your last quarterly levy prior to the meeting date. This will mean you are considered ‘financial’ at the meeting. We need to reach Quorum for the meeting to proceed At least one quarter of financial owners need to be represented at the meeting, either in person or by duly appointed proxy. If you cannot attend the meeting we urge you to please complete the enclosed proxy form. If quorum is not achieved, the meeting will be adjourned (incurring additional expenses). Once reconvened, any owners present will constitute a quorum.
Strata Sense Pty Ltd Suite 207, 50 Holt Street Surry Hills NSW 2010
Proxy Appointments The appointment of a proxy is essentially giving another person the right to vote your behalf. It’s important you understand how your vote will be exercised. We’d suggest having a chat to your proxy holder before signing any forms. Proxy forms need to be completed correctly and signed by all owners of your lot to be valid. Nominating for the Committee Owners are entitled to nominate any one they wish to a positon on the executive committee. The number of people on the committee will be determined by majority vote at the meeting and will be between one (1) and nine (9) members. Nominations are limited to one per lot held. Joint owners must have the consent of their co‐owner to self‐nominate to the committee. Nominations can be provided in writing prior to the meeting, by completing the attached form and returning it to our office in advance of the meeting. Nominations are also taken from the floor. If you have any questions about the process of electing a committee, or the responsibilities or being a member please call us. Please find enclosed the following:
‐ Statutory voting information ‐ Proxy form ‐ Executive committee nomination form ‐ Meeting package including agenda, insurance details, financial statements and audit report
Got Questions? Give us a call or drop us an email prior to the meeting. We’re here to help. We’ll also be better placed to provide detailed answers with notice of your questions. We look forward to meeting you. Kind regards,
Natalie Fitzgerald
Community Manager Strata Sense Pty Limited Suite 207 – 50 Holt Street, Surry Hills, NSW 2010 Email: [email protected] Phone: 1300 859 044
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VOTING BY PROXY FOR ANNUAL GENERAL MEETING You can exercise your voting rights at the meeting in person or by proxy. If you are a corporation your voting rights may be exercised only by your company nominee in person, or by proxy appointed by the corporation. Should you be unable to attend the scheduled meeting, you are encouraged to cast your vote by completing the Proxy Form. This will help ensure that there is a quorum. Entitled to Vote You may vote and exercise your rights at the meeting:
If you are not a subsidiary body (e.g. a community association) or a corporation, in person or by proxy;
If you are a corporation (other than a subsidiary body), by your company nominee in person or by proxy; or
If you are a subsidiary body, by proxy. You or your company nominee cannot vote at the Meeting on a motion for an ordinary or special resolution unless the following amounts have been paid before the Meeting:
all contributions levied by the Community Association that are payable at the date of this notice; and
any other money that is recoverable by the Community Association from you at the date of this Notice. Quorum 1. A motion submitted at a General Meeting of a Community Association must not be considered, and an election
must not be held, unless there is a quorum present to consider and vote on the motion or on the election. 2. There is a quorum for considering and voting on such a motion or at such an election only if:
(a) at least one quarter of the number of persons entitled to vote on the motion or at the election is present, either personally or by duly appointed proxy; or
(b) at least one quarter of the aggregate unit entitlement of the Community Association is represented by the person who are present and entitled to vote on the motion or at the election, either personally or by duly appointed proxy.
Completing the Proxy Form The following must be completed in order for the Proxy Form to be considered valid
Date must be inserted and it should be the date that you are completing and signing the Form
I/We must be the full name(s) as reflected on the title of your lot and thus the Community Roll. If jointly owned then both names must be recorded.
Lot number must be inserted. This is not always your unit/suite number. If unsure contact Strata Sense.
Appoint insert the individual’s name and of where they are from.
Period of meetings must be specified in a clear manner
Authority must be granted using the proxy form. If you have specific voting instructions then detail on the form or if attaching to form refer to the attachment. If incomplete then the proxy cannot vote regarding managing agents.
Signatures of both the owner(s). Return your Proxy Form to Strata Sense 24 hours prior to the commencement of the meeting. Post: Strata Sense Pty Limited Suite 207, 50 Holt Street, Surry Hills NSW 2010 Email: [email protected]
Community Land Management Act, 1989
Proxy appointment
Community Land Management Act, 1989
Date .............................. I/We ....................................................................................................………………………...
the owners of lot ............................ in DP:
of ...........................................................................................................................................……………………………..
as my/our proxy for the purposes of meetings of the owners corporation (including adjournments of meetings).
Period or number of meetings for which appointment of proxy has effect *[ ]1 meeting /*[ ] .......... meetings/
*[ ]1 month /* [ ]..........months /* [ ] 12 months or 2 consecutive annual general meetings
*Tick or tick and complete whichever applies(Note. The appointment cannot have effect for more than 12 months or 2 consecutive annual
general meetings, whichever is the greater.)
*1 This form authorises the proxy to vote on my/our behalf on all matters.
OR
*2 This form authorises the proxy to vote on my/our behalf on the following matters only:
*Delete paragraph 3 if proxy is not authorised to vote on this matter. For examples, read note 1 below.
*4 I, …..……………………………………………….agree to be nominated as a member of the Executive Committee.
Signature of owner/s .....................................................................................................…………………………...........
Notes 1 A proxy is not authorised to vote on a matter:
(a) if the person who appointed the proxy is present at the relevant meeting and personally votes on the matter, or (b) so as to confer a pecuniary or other material benefit on the proxy, if the proxy is a strata managing agent, caretaker or on-site residential property manager.
2 This form is ineffective unless it contains the date on which it was made and it is given to the secretary of the owners corporation at least 24 hours before the first meeting in relation to which it is to operate (in the case of a large strata scheme) or at or before the first meeting in relation to which it is to operate (in any other case).
3 This form will be revoked by a later proxy appointment form delivered to the secretary of the owners corporation in the manner described in the preceding paragraph.
4 SMS Coffs Harbour Pty Ltd wish to formally advise the authorisation ANDREW BENSON, MICHELLE DAWSON, MICHAEL COX, SUSAN ROBERTS or, as prescribed under Section 111 of the Community Land Management Act 1989.
5 Section 111 of the Act provides for a Corporate Owner or mortgagee to appoint a “COMPANY NOMINEE” to exercise or perform on its behalf any power, authority, duty or function conferred on it under the Act. The Corporate Owner is not obliged to appoint a Company Nominee but if it so wishes to cast a vote at a meeting of the Owner’s Corporation.
FORM 3
COMMUNITY LAND MANAGEMENT ACT 1989 (Cl. 6(1), 20(1) and 34(1) of Schedule 5 and Cl 9(1), 29(1) and 49(1) of Schedule 6).
PROXY FORM Date _________________________________________________________________
*Precinct / *Neighbourhood Association Deposited Plan No. ____________________ or
*The Owners Corporation - Strata Plan No. __________________ appoints:
as the *Association’s / *Corporation’s proxy for the purposes of meetings of the *Community / *Precinct Association (including adjournments of meetings).
Period or number of meetings for which appointment of proxy has effect ___________
*months/*meetings
* Delete whichever does not apply
(Note: The appointment cannot have effect for more than 12 months or 2 consecutive annual general meetings, whichever is the greater)
The proxy must vote on each item of business to be considered at the meeting as follows:
1. ____________________________________________________________________ 2. ____________________________________________________________________ 3. ____________________________________________________________________ 4. ____________________________________________________________________ 5. ____________________________________________________________________ 6. ____________________________________________________________________ *THE COMMON SEAL OF *PRECINCT / *NEIGHBOURHOOD ASSOCIATION DEPOSITED PLAN NO._______________WAS AFFIXED ON _________________
IN THE PRESENCE OF______________________________________ BEING THE
PERSON(S) AUTHORISED BY SECTION 8 OF THE COMMUNITY LAND
MANAGEMENT ACT TO ATTEST THE AFFIXING OF THE SEAL, OR
*THE COMMON SEAL OF THE OWNERS - STRATA PLAN NO_____________ WAS AFFIXED ON _______________________________ IN THE PRESENCE OF _________________________________________________________ BEING THE PERSON(S) AUTHORISED BY SECTION 238 OF THE STRATA SCHEMES MANAGEMENT ACT 1996 TO ATTEST THE AFFIXING OF THE SEAL.
SIGNATURE OF PROXY: ................................................................................ * strike out whichever is inapplicable.
Notes:
1. A subsidiary body may state the manner in which a proxy may vote on each item of business to be considered at the meeting.
2. This form is ineffective unless it is given to the secretary of the Association at or before the first meeting in relation to which it is to operate and it contains the date on which it was made.
3. This form will be revoked by a later proxy appointment form delivered to the secretary of the Association in the manner described in the preceding paragraph.
COMMITTEE NOMINATION FORM
This form should be completed and submitted to Strata Sense prior to the Annual General Meeting should you wish to provide a nomination in writing. Forms should be emailed to [email protected].
Section 1: Nomination (to be completed by the owner making the nomination)*
I, ___________________________________________ (insert name of owner nominating), hereby nominate;
____________________________________________ (insert name of person being nominated) for election to the
executive committee of DP 270188 as a person eligible for election)
Signature Date Lot number
Tick here if you a sole‐owner self nominating (you do not need to complete Section 2)
Section 2: Acceptance of Nomination (to be completed by person nominated)
I,___________________________________________ (insert name of nominated person), accept this nomination
Signature Date Lot number
* The following people are eligible for election to the committee:
An individual owner who is a sole owner
A company nominee (as recorded on the community roll) where the company is the sole owner
A co‐owner, if the person is nominated by an owner who is not their co‐owner
A co‐owner who is nominated by their co‐owner, who is not a candidate for election
A valid proxy holder
DP 270188 Newington - P-Three
Notice of Annual General Meeting
Meeting Date: 16 August 2018
StrataSense
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Notice of Annual General Meeting
Community Land Management Act 1989 (NSW)
The Owners – Deposited Plan No 270188
Date of this notice: 25 July 2018
Newington Village – ‘P3’ NEWINGTON NSW 2127
Date, Place and Time
The meeting will be held on Thursday 16 August 2018 in Room ‘B’, Newington Community Centre commencing at 6.30pm.
Documents accompanying this notice
1. Minutes of the Previous Meetings
2. Insurance Details
3. Financial Statements
4. Administrative Fund Budget
5. Sinking Fund Budget
Should you be unable to attend the scheduled meeting, you are encouraged to complete the Proxy Form and return to Strata Sense prior to the commencement of the meeting so as to ensure that there is a quorum, which means the minimum amount of owners are present for the meeting to proceed.
Agenda
Motion 1 Minutes Refer to appendix 1. That the minutes of the previous general meeting held on 22 August 2017 be accepted as a true and accurate record of the proceedings at that meeting. Explanatory Note – Notice of a general meeting of a community association must include, or be accompanied by, a form of motion to confirm the minutes of the last general meeting of any kind.
Motion 2 Insurances
Refer to appendix 2.
That the community association decide whether its insurances, including office bearers liability in the amount of $1,000,000 and fidelity guarantee in the amount of $100,000, should be confirmed, varied or extended. Explanatory Note – Notice of an annual general meeting of a community association must include the information relating to insurance, of which some covers are mandated.
Motion 3 Financial Statements Refer to appendix 3 & 4. a. That the audited financial statements for the period ending 31 March 2018 be reviewed
and adopted.
b. That the supplementary statements from the period ending 30 June 2018 be reviewed and adopted.
Explanatory Note ‐ The association must prepare the prescribed financial statements and present them at each annual general meeting. The statements must accompany each notice of annual general meeting.
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Motion 4 Budget & Levy Determination
Refer to appendix 5.
a. That the proposed budget of estimated receipts and payments for the administrative
fund and the sinking fund be adopted by the community association;
b. That contributions be determined in accordance with Schedule 4, Part (13) of the
Community Land Management Act (1989) for the 12 month period from 1 April 2018 as
follows:
i. to the administrative fund $181,500.00 ($165,000.00 plus GST); and ii. to the sinking fund $42,867.00.00 ($38,970.00 plus GST)
c. That the contributions be paid in four (4) instalments as detailed in the following table:
Due Date Administration Fund (Including GST)
Sinking Fund (Including GST)
Total (Including GST)
1 April 2018 (already invoiced)
$46,291.32 $9,075.10 $55,366.42
1 September 2018 (quarter 1 July‐30 Sep)
$45,069.56 $11,263.96 $56,333.52
1 October 2018
$45,069.56 $11,263.96 $56,333.52
1 January 2019
$45,069.56 $11,263.96 $56,333.52
Total $181,500.00 $42,867.00 $224,367.00
d. That the first levy for financial year beginning 1 April 2019 be due and payable to the
administration fund and sinking fund in accordance with the table below and that these amounts continue to fall due and payable on a quarterly basis until redetermined at the next general meeting of owners:
Due Date Administration Fund (Including GST)
Sinking Fund (Including GST)
Total (Including GST)
1 April 2019 $45,069.56 $11,263.96 $56,333.52
. Explanatory Note – The association must impose a levy on each member payable by the relevant members in shares proportional to the unit of entitlements of their respective lots.
Motion 5 Auditor That an auditor be appointed for the financial year ending 31 March 2019.
Explanatory Note – Notice of an annual general meeting of a community association must include a form of motion to consider the appointment of an auditor. It is not compulsory to have an auditor appointed.
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Motion 6 Executive committee That in accordance with Section 29 and Schedule 6, Part 1 of the Community Land Management Act 1989 (NSW):
a. The nominations for the executive committee be taken.
b. The number of executive committee members be determined
c. The executive committee be elected
Explanatory Note – The chairperson will call for nominations and the meeting will then decide the number of members to be on the committee. If there are more nominations than positions, an election will be held. The executive committee must consist of a minimum of one (1) and no more than nine (9) members. To be elected on the executive committee a nominee must be a member of the association or a nominee of a corporation that is a member of the association. A joint proprietor may only be a candidate if they are nominated by a member of the association other than a joint owner of the lot or a joint owner of the lot who is not a candidate.
Motion 7 Debt Collection That the community association resolves for the purposes of collecting or recovering levy contributions, interest and any expenses incurred to authorise the community manager and/or executive committee to do any one or more of the following: a. engage or appoint the services of a debt collection agency or Solicitor;
b. commence, pursue, continue or defend any Court, Tribunal or any other proceedings
against any lot owner, mortgagee in possession and/or former lot owner in relation to all matters arising out of the recovery or levy contributions and the recovery of other debts, including penalties, interest, legal and other costs;
c. enforce any judgment obtained in the collection of levy contributions including commencing and maintaining bankruptcy or winding up proceedings;
d. file an appeal or defending an appeal against any judgment concerning the collection of levy contributions; and
e. liaise, instruct and prepare all matters with the community association’s lawyers in relation to any levy recovery proceedings.
Explanatory Note – The association must elect to engage or appoint the services of a debt collection agency to assist any actions made in relation outstanding levies.
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Notice of Executive Committee Meeting
Community Land Management Act 1989 (NSW)
The Owners – Deposited Plan No 270188
Date of this notice: 25 July 2018
Newington Village – ‘P3’ NEWINGTON NSW 2127
Date, Place and Time
The meeting will be held on Thursday 16 August 2018, in the Newington Community Centre, immediately following the Annual General Meeting.
An owner or the nominee of a corporate owner can attend Executive Committee Meetings but cannot address the meeting unless the Committee agrees.
Agenda
Motion 1 Minutes That the minutes of the previous executive committee meeting held on 16 April 2018 be accepted as a true and accurate record of the proceedings at that meeting.
Motion 2 Office bearers That the executive committee office bearers of chairperson, secretary and treasurer be elected.
Motion 3 Common Property That the executive committee discusses the common property and resolves any action in relation to maintenance and upkeep as deemed appropriate.
Motion 4 Next Meeting That the time, date and place for the next executive committee meeting be determined.
Minutes of Previous Meetings
APPENDIX 1
2
Minutes of Annual General Meeting
Community Land Management Act 1989 (NSW) The Owners – Deposited Plan No 270188
Precinct 3 Newington, NSW 2127
Date, Place and Time
The meeting was held on Tuesday 22 August 2017 in Room A, Newington Community Centre commencing at 6.30pm.
Attendees
Present
A Lajovic Lot 20 G Nelson Lot 31 D & L Craig Lot 61 A Collin Lot 178 J Varkey Lot 183
Present by Proxy
The Owners – Strata Plan 83336 (lots 192, 193 & 194) to John Eggleston The Owners – Strata Plan 59118 (lot 200) to Owen McFarlane The Owners – Strata Plan 58861 (lots 201, 202 & 203) to Christian Kent The Owners – Strata Plan 69486 (lot 220) to
In attendance
Tony Hole Waterpoint BM Warren Lysle Waterpoint BM Natalie Fitzgerald Strata Sense Pty Limited
Minutes
Motion 1 Minutes RESOLVED that the minutes of the previous general meeting held on 28 July 2016 be accepted as a true and accurate record of the proceedings at that meeting.
Motion 2 Insurances The community association RESOLVED that the insurances placed on 19 February 2017, including office bearers liability in the amount of $1,000,000.00 and fidelity guarantee in the amount of $100,000.00, be confirmed.
Motion 3 Insurance Valuation RESOLVED that the community association authorise the community managing agent to obtain a valuation for insurances purposes and to effect insurances in accordance with such valuation.
Motion 4 Financial Statements a. RESOLVED that the audited financial statements for the period ending 31 March 2017be reviewed and adopted.
b. RESOLVED that the supplementary statements from the period ending 31 May 2017 be noted as received.
Alanah Jeffries
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Motion 5 Budget & Levy Determination
a. RESOLVED that the proposed budget of estimated receipts and payments for the administrative fund and the sinking fund be adopted by the community association;
b. RESOLVED that contributions be determined in accordance with Schedule 4, Part (13) of the Community Land Management Act (1989) for the 12 month period from 1 April 2017 as follows:
i. to the administrative fund $181,500.00 ($165,000.00 plus GST); and ii. to the sinking fund $36,300.00 ($33,000.00 plus GST)c. RESOLVED that the contributions be paid in four (4) instalments as detailed in the
following table:
Due Date Administration Fund (Including GST)
Sinking Fund (Including GST)
Total (Including GST)
1 April 2017 (already invoiced)
$42,625.04 $9,073.86 $51,698.90
1 October 2017 $46,291.65 $9,075.38 $55,367.03 1 October 2017 $46,291.65 $9,075.38 $55,367.03 1 January 2018 $46,291.65 $9,075.38 $55,367.03 Total $181,500.00 $36,300.00 $217,800.00
d. That the first levy for the 2018/19 financial year be due and payable to theadministration fund and sinking fund in accordance with the table below and that these amounts continue to fall due and payable on a quarterly basis until redetermined at the next general meeting of owners:
Due Date Administration Fund (Including GST)
Sinking Fund (Including GST)
Total (Including GST)
1 April 2018 $46,291.65 $9,075.38 $55,367.03 .
Motion 6 Auditor RESOLVED that an auditor be appointed for the financial year ending 31 March 2018.
Motion 7 Executive committee RESOLVED that in accordance with Section 29 and Schedule 6, Part 1 of the Community Land Management Act 1989:
a. Nominations were received from:
Anne CollinsChristian KentJohn Eggleston
b. The number of executive committee members be determined at three (3)
c. Those nominated are duly elected.
Motion 8 Amend By‐law 4.7 Alarm System
UNANIMOUSLY RESOLVED AS AMENDED that, in accordance with Cl14, S3 (c), the to amend by‐law 4.7 as recorded in the Community Management Statement as follows:
Bylaw 4.7 be repealed; and A new by‐law 4.7 be made in the following terms:
4
Alarm System
a) An owner or occupier of a Lot, the Community Association or a Subsidiary Body may,with the consent of the executive committee, install and maintain a security monitoringdevice (Security Closed Circuit Television – “CCTV”) for the sole purpose of personal and personal property security, subject to the following conditions:
(i) The system is installed by a licensed security technician where required by law: (ii) Any components visible outside the lot are to be limited in number, enclosed,
and unobtrusive and in keeping with the appearance of the lot: (iii) Cabling required to install and maintain the system is not to be visible (iv) Appropriate signing, as required by law, which is subject to the application and
approval (v) Any cameras may only capture the street immediately overlooking the
frontage of the subject lot. (vi) The system be removed on request if this by‐law, or any other reasonable
condition of consent is breached.
b) An owner or occupier of a Lot, the Community Association or a Subsidiary Body must not install or maintain an alarm which can be seen from outside the lot, Community Property or Subsidiary Body Property.
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Minutes of an Executive Committee Meeting
Community Land Management Act 1989 (NSW)
The Owners – Deposited Plan No. 270188
Precinct 3
NEWINGTON, NSW
Date, Place and Time
The meeting will be held on Monday 16 April 2018 at Level 31, 1 Australia Ave, Sydney Olympic Park commencing at 6.30pm.
Attendees
Present
Dr Ann Collins John Eggleston Christian Kent
In Attendance
Representative for Strata Plan 60403 Florry Lung Lot 19 Yolande Palmer P1‐North, chair Chris Wattsons P2, resident Russell Lysle Waterpoint Asset Management N Fitzgerald Strata Sense Pty Ltd
Chairperson
Natalie Fitzgerald, by invitation
Minutes
Newington Matters Metro Station – Urgent Lobbying Issues
Christian Kent addressed the meeting in relation to the new west‐metro line, and the lobbying efforts for a station at Newington. The NSW Government is currently undertaking a public consultation process and is seeking input from residents as to support for the station.
The consultation process will be volume centred, and all residents are encouraged to add their support to a potential Newington Metro station.
Lobbying projects being lead by volunteer Newington residents include an ‘all hands; town hall meeting, leaflet drops and possible market stalls. All residents who wish to participate are encouraged to attend:
1. Information sessions: Sunday 21 April 10am – 2pm & Thursday 3 May, 4pm‐8pm atNovotel, Sydney Olympic Park.
2. Attend the Town Hall Meeting: Tuesday 1 May 2018, at 6.30pm, Newington Community Centre3. Provide submissions & feedback:
Online ‐ https://www.sydneymetro.info/west/project‐overview By post: Sydney Metro West, PO Box K659, Haymarket, NSW 1240
The community manager will provide all this information to the various strata manager and ask it be passed onto each resident in the strata buildings.
Residents who wish to volunteer their time in the lobbying efforts may contact Strata Sense.
Strata Sense
Minutes ECM Precedent 2
Parking Fines
Those present discussed the recent spate of parking fines being issued against Newington residents for parking on driveways and on the roll up of verges. It was AGREED that safety is a priority, and that parking on the verges breaches the by‐laws of all Community Associations, however a level of common sense in relation to residents parking, should be considered by Council, especially when major issues continue during events at Sydney Olympic Park. A meeting will be held with Council representatives, a representative from the committee of each Precinct, the community manager and the estate manager to discuss the issues, and to assist in determining what actions are best taken next.
Motion 1
Minutes RESOLVED that the minutes of the previous executive committee meeting held 2 May 2017 be confirmed a true record of the proceedings at that meeting.
Motion 2 Office Bearers RESOLVED to appoint the following office bearers:
Chairperson/Treasurer: Christian Kent
Secretary: John Eggleston
Motion 3 Financial Statements RESOLVED that the financial statements as presented by Strata Sense Pty Ltd for the period ending 31 March 2018 be accepted. The draft proposed budget including in the meeting paper was noted. The treasurer undertook to meet with Strata Sense in relation to the budget, with a particular focus on long term planning. To be included in this process is review of all security services.
Motion 4 Landscaping & Trees It was reported that it appears Council have started the Newington replanting program, having been observed removing trees near the school. The executive committee noted the previously dismissed quotation for installation of water and irrigation to the finger parks, due to expense. The estate manager was requested to follow up Haywards who were to provide a quotation for planting of hardy plants and the inclusion of a care/watering program in the regular landscaping maintenance program.
Motion 5 Estate Managers Report The estate manager addressed the meeting and noted that by‐law breach notices have decreased as residents are responding well to the first notice/reminder in most cases. It was noted that Cumberland Square was challenging in relation to bins and the committee would discuss this area in more detail at the next meeting, including reviewing correspondence from residents suggesting previous consent to leave bins out had been provided. The council works to upgrade the children’s play area at Cumberland Park were noted. The building manager confirmed that following reports of possible inappropriate use of the park by adults additional inspections had been undertaken however no evidence of untoward behaviour was located. There were no applications for works received for review.
Strata Sense
Minutes ECM Precedent 3
The estate manager will provide for future meetings a report in writing including a log of correspondence with residents in relation to breaches, with those requiring committee consultation or attention to be highlighted.
Motion 6 Newington Community Matters
a) It was AGREED that the community manager would contact all committee memberswhen the date of the Newington Working Group meeting is set to check availability forattendance.
b) Metro rail discussed at the start of the meeting. c) Parking and infringements discussed at the start of the meeting. d) The community manager explained the group painting project being trialled in P1‐North,
with the suggestion that if successful, the project continue to P3.
Other Business The community manager noted correspondence had been sent to SOPA and followed up in relation to the mosquito infestation, requesting additional, expanded and new approach to treatments.
Motion 7 Next Meeting RESOLVED that the next meeting would the Annual General Meeting, to be held in June or early July, subject to availability of the Community Centre.
Closure There being no further business the chairperson declared the meeting closed at 7.56pm.
Chairperson Signature Name Date
InsurancesAPPENDIX 2
Issued on behalf of the Insurers:QBE Insurance (Aust) Ltd ABN 78 003 191 035 82 Pitt Street Sydney NSW 2000 (AFS Licence No: 239545)
Policy No: NT200477Period of Insurance:From: 19/02/18To: 19/02/19 at 4.00 pm
The Insured & Situation:Community Association - DP 270188OLYMPIC VILLAGE COMMUNITY PLANLOT 1 CURLEW AVENUENEWINGTONNSW 2127
Certificate of Currency - Tax Invoice
POLICY PERIOD 19/02/18 TO 19/02/19 Sum Insured
POLICY 1 COMMUNITY PROPERTY 3,185,582COMMUNITY PROPERTY (Community Income) 477,837COMMUNITY PROPERTY (Common Area Contents) 31,856Sports Playing Field Not selectedExtra Expenses Not selected
POLICY 2 PUBLIC OR LEGAL LIABILITY 20,000,000
POLICY 3 VOLUNTARY WORKERS 200,000/2,000
POLICY 4 WORKERS COMPENSATION(NSW, ACT, TAS & WA ONLY)
POLICY 8 CATASTROPHE (COMMUNITY ASSOCIATION) Not selectedExtended cover – Community Income/Temp Accommodation/Storage Not selected
POLICY 9 Government Audit Costs 25,000Appeal expenses - common property health & safety breaches 100,000Legal Defence Expenses 50,000
FLOOD Selected
Date of Issue:Issue Fee Incl GST:Issue Fee GST:
This certificate confirms that on the date of issue noted above, a policy existed for the sums insured shown.
It is not intended to amend, extend, replace or override the policy terms and conditions contained in the actual policy document. Thiscertificate is issued as a matter of information only and confers no rights on the certificate holder.
CHU Underwriting Agencies Pty Ltd is an underwriting intermediary acting on behalf of the insurers. Our Ref: 0138346
TO THE OWNERS OF COMMUNITY ASSOCIATION D. P. 270188
Newington Village – P3, 1 Newington Village, NEWINGTON NSW 2127
Opinion
We have audited the special purpose financial report of Deposited Plan 270188 (Deposited Plan), which comprises the statement of financial position as at 31 March 2018, the statement of financial performancein respect of the Administrative Fund Account and the Sinking Fund Account for the year then endedand notes to the financial report, including a summary of significant accounting policies.
In our opinion, the accompanying financial report of the Deposited Plan for the year ended 31 March2018 is prepared, in all material respects, in accordance with the accounting policies described in Note 1 to the financial statements. The financial report has been prepared to assist the Deposited Plan to meet the financial reporting requirements of the New South Wales Community Land Management Act. As a result, the financial report may not be suitable for another purpose.
Basis for Opinion
We conducted our audit in accordance with Australian Auditing Standards. Our responsibilities under those standards are further described in the Auditor’s Responsibilities for the Audit of the Financial Report section of our report. We are independent of the Deposited Plan in accordance with the ethical requirements of the Accounting Professional and Ethical Standards Board’s APES 110 Code of Ethics for Professional Accountants (the Code) that are relevant to our audit of the financial report in Australia. We have also fulfilled our other ethical responsibilities in accordance with the Code.
Emphasis of Matter – Basis of Accounting
We draw attention to Note 1 to the financial report, which describes the basis of accounting. The financial report has been prepared to assist the Deposited Plan in complying with the financial reporting provisions of the New South Wales Community Land Management Act referred to above. As a result, the financial report may not be suitable for another purpose. Our opinion is not modified in respect of this matter.
Responsibilities of the Community Association's Executive for the Financial Report
The Community Association's Executive are responsible for the preparation of the financial report in accordance with the financial reporting provisions of New South Wales Community Land Management Act and for such internal control as the Community Association's Executive determines is necessary to enable the preparation and fair presentation of a financial report that is free from material misstatement, whether due to fraud or error.
In preparing the financial report, the Community Association's Executive are responsible for assessing the Deposited Plan’s ability to continue as a going concern, disclosing, as applicable, matters relating to going concern and using the going concern basis of accounting unless the Community Association's Executive either intends to liquidate the Deposited Plan or to cease operations, or has no realistic alternative but to do so.
The Community Association's Executive is responsible for overseeing the Deposited Plan’s financial reporting process.
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Auditor’s Responsibilities for the Audit of the Financial Report
Our objectives are to obtain reasonable assurance about whether the financial report as a whole is free from material misstatement, whether due to fraud or error, and to issue an auditor’s report that includes our opinion. Reasonable assurance is a high level of assurance, but is not a guarantee that an audit conducted in accordance with the Australian Auditing Standards will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of this financial report.
As part of an audit in accordance with Australian Auditing Standards, we exercise professional judgment and maintain professional scepticism throughout the audit. We also:
Identify and assess the risks of material misstatement of the financial report, whether due to fraudor error, design and perform audit procedures responsive to those risks, and obtain audit evidencethat is sufficient and appropriate to provide a basis for our opinion. The risk of not detecting amaterial misstatement resulting from fraud is higher than for one resulting from error, as fraudmay involve collusion, forgery, intentional omissions, misrepresentations, or the override ofinternal control.Obtain an understanding of internal control relevant to the audit in order to design auditprocedures that are appropriate in the circumstances, but not for the purpose of expressing anopinion on the effectiveness of the Deposited Plan’s internal control.Evaluate the appropriateness of accounting policies used and the reasonableness of accountingestimates and related disclosures made by the Community Association's Executive.Conclude on the appropriateness of the Community Association's Executive’s use of the goingconcern basis of accounting and, based on the audit evidence obtained, whether a materialuncertainty exists related to events or conditions that may cast significant doubt on the DepositedPlan’s ability to continue as a going concern. If we conclude that a material uncertainty exists,we are required to draw attention in our auditor’s report to the related disclosures in the financialreport or, if such disclosures are inadequate, to modify our opinion. Our conclusions are basedon the audit evidence obtained up to the date of our auditor’s report. However, future events orconditions may cause the Deposited Plan to cease to continue as a going concern.sEvaluate the overall presentation, structure and content of the financial report, including thedisclosures, and whether the financial report represents the underlying transactions and events ina manner that achieves fair presentation.
We communicate with the Community Association's Executive regarding, among other matters, the planned scope and timing of the audit and significant audit findings, including any significant deficiencies in internal control that we identify during our audit.
Andrew HuntDirector
1 April 2018
Deposited Plan No. 270188Newington Village – P3, 1 Newington Village, NEWINGTON NSW 2127
NOTES TO AND FORMING PART OF THE ACCOUNTSFOR THE PERIOD ENDED 31 MARCH 2018
NOTE 1: Statement of Accounting PoliciesThis is not a general purpose financial report. It is a special purpose report prepared for the owners of the plan specifically to enable compliance with and in accordance with New South Wales Community Land Management Act.
As the plan is not a reporting entity, there are no requirements to prepare accounts in accordance with any applicable Australian Accounting Standards, Australian Accounting Interpretations, or any other pronouncements of the Australian Accounting Standards Board.
The accounts are prepared in accordance with conventional historical costs principals, together with the basic concepts of a going concern. They do not take into account changes in monetary values or current valuations of non-current assets, except where otherwise stated.
NOTE 2: Accounting for Income & ExpensesThe accrual basis of accounting has been applied to all levies receivable. Any other income and all expenditure is accounted for on a cash basis, and is brought to account when the incomeis received or the expense paid; except where otherwise stated.
NOTE 3: Levies in Arrears/AdvanceThe items shown as levies in Arrears/Advance in the balance sheet represent the position of all levies in arrears or advance at the balance date plus any other charges incurred during this period.
NOTE 4: Insurance PremiumsThe amount of commission received (if applicable) by the managing agents is reflected on each successful quote.
NOTE 5: Income TaxAssessable income such as interest and other income derived by the plan from the investment of funds or derived from other personal property as defined in taxation ruling IT2505, is taxable at the current company tax rate. Assessable income received by the plan in respect of common property is taxable in the hands of individual owners as determined by taxation ruling IT2505.
Statement of Financial Performancefor the financial year
to 31/03/2018
Revenue
Interest on Arrears--Admin 410.89293.27 0.00
Interest on Investments--Admin 235.000.00 0.00
Interest--Bank 37.070.00 0.00
Levies Due--Admin 155,000.14164,999.13 165,000.00
Prior Period GST Revenue Adjustment-Admin 0.000.74 0.00
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