MINUTES OF AN ANNUAL GENERAL MEETING

Plan No. 6770

135 Booran Road, CAULFIELD SOUTH VIC 3162

HELD ON: Wednesday, 06 December 2023 05:00 PM

LOCATION: Zoom

PRESENT:
Lot # Unit # Attendance Owner Name
Representative

2 2 Yes Jafa & Ben-Zion GERON

3 3 Yes Ms Anita Miaskovsky & Mr Brett Jackson
4 4 Yes Ms Kavita Brown
5 5 Yes Ms Marni Basist
8 8 Yes Mr Daniel Sinfield

IN ATTENDANCE: Anne McVean & Vidhula Pawah - BBC Strata

MEETING CHAIRED BY: Anne McVean - BBC Strata

Quorum: The manager confirmed that as there were at least 50% of total lots represented at the meeting,
either in person or by proxy, a quorum was achieved with 5 of 8 lots being represented. All ordinary
resolutions made by members at this meeting are deemed as resolutions of the Owners Corporation and are
binding.

1 MINUTES
Resolved that the minutes of the last Annual General Meeting held on 22/08/2022 were accepted as
presented.

2 FINANCIAL STATEMENTS
Resolved that the income and expenditure statement for the financial year ending 11/10/23 was
accepted as presented.
Take up amount $12,789.20 confirmed.

3 COMMITTEE
It was resolved that the following members were elected to the Committee:
Brett Jackson (3), Kavita Brown (4)

Chairperson: Daniel Sinfield

The Owners Corporation delegates to the Committee all powers and functions of the Owners Corporation except:
a. A power or function requiring a special resolution.
b. A power or function requiring a unanimous resolution.
c. A power or function to appoint or terminate a manager unless so resolved at a general meeting of the
Owners Corporation.
d. A power or function that may only be determined by ordinary resolution of the Owners Corporation at a
general meeting pursuant to Section 82.

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 Resolved that pursuant to Section 82 of the Owners Corporation Act 2006, the Owners Corporation resolved that
the appointment or termination of a manager may be determined only by ordinary resolution of the Owners
Corporation at a general meeting.

4 INSURANCE
Resolved that the insurance stay as is with the current insurer, excess is payable by Owner/Owners
Corporation depending on the claim. For all excesses, please refer to policy document.

Policy No.06S8382657
SUU Residential Strata
Type : Building
Broker : It was further resolved to appoint Strata Insurance as the broker.

Premium : $8,671.86 Paid on : 01/03/2023 Start : 12/03/2023 Next due : 12/03/2024

Cover Sum Insured Excess

Building $4,686,400.00 $1,000.00

Loss of Rent $702,960.00 $0.00
Catastrophe $702,960.00 $0.00
Public Liability $20,000,000.00 $0.00
Fidelity Guarantee $100,000.00 $0.00
Voluntary Workers $2,000/$200,000 $0.00
Govt. Audit Costs $25,000.00 $0.00
Legal Expenses $50,000.00 $0.00
Workplace, Health & Safety Breaches $100,000.00 $0.00
Lot Owners' Fixtures & Improvements $250,000.00 $0.00

Notation: FINANCIAL SERVICE GUIDE AND PRODUCT DISCLOSURE STATEMENT(FSG & PDS)
following legislative changes in the financial service industry, Owner Corporation Managers as
arrangers of insurance must either hold an Australian Financial Services License or act on behalf of a
Licensee, as an authorised representative. BBC Strata has elected to become an authorised
representative of Body Corporate Brokers (AFS License No: 244529) and our authority allows us to
arrange insurance, present quotations and place and renew insurance on your instructions. We cannot
provide personal advice, which takes into account your needs, objectives and financial circumstance.
If you require personal advice you can contact Body Corporate Brokers(BCB) direct on 03 8609 2300.

5 VALUATION
It was resolved not to have a valuation completed this year.

The last valuation was completed 11/02/2021. Hay Property Group. $4,686,400.00

6 ELECTRONIC SERVICE OF DOCUMENTS

It was resolved that a document may be served on the owner of a lot by electronic means, if the
person has supplied an email address. If owners wish to receive notices and correspondence by post,
they must advice the manager in writing.

7 CONTRACTORS' INSURANCE
BBC Strata advises that any member(s) who engage(s) or recommends the services of a contractor to
carry out works at the property on behalf of the Owners Corporation must undertake to ensure that the
contractor maintains public liability insurance and workers' compensation cover for the duration of the
works and that the contractor provides an indemnity to The Owners Corporation and BBC Strata
against all claims arising out of the works.

8 RECOVERY OF COSTS
The Owners Corporation resolved to recover outstanding Owners Corporation fees and charges by
action in a Court of competent jurisdiction, including but not limited to Magistrates' Court and VCAT,
and that the Owners Corporation may recover as a debt due from the lot owner who or which has
failed to pay such fees and charges all costs, charges and expenses incurred by the Owners
Corporation(including but not limited to legal, mercantile and administrative costs and the manager's
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 additional service fees) arising out of the lot owner's failure to pay the fees and charges.

9 DISPUTE RESOLUTION
It was resolved that the Owners Corporation confirm its adoption of the Dispute Resolution Procedure,
as described in the Model Rules for an Owners Corporation as per the Owners Corporation
Regulations 2018, and where a committee of management is elected this committee will become the
Disputes Committee with the power to hear and decide on disputes.

10 OCCUPATIONAL HEALTH AND SAFETY

Resolved that BBC Strata is not to appoint a consultant to carry out an assessment to determine
compliance with the Occupational Health and Safety Act 2004 provisions.

The members agreed that as there has not been any incidents at the property, an OH&S report
was not required at this stage.

Notation: The Manager advised the meeting of the operation of the Occupational Health and Safety
Act 2004 and the need for compliance so as not to adversely impact on the insurance policy of the
property and in order to avoid any possible penalties being applied to the Owners Corporation. The
Manager advised members that BBC Strata Management is not a builder, surveyor or engineer and is
not able to determine compliance obligations.

11 ESSENTIAL SERVICES
It was resolved that the current contractor Link Fire be retained to carry out an assessment to
determine compliance with the Essential Services Reporting provision of the Building Act 1993 and the
Building Regulations 2006 and the need for compliance so as not to adversely impact on the
insurance policy of the property and in order to avoid any possible penalties being applied to the
Owners Corporation. The Manager advised members that BBC Strata is not a building surveyor or
engineer and is not able to determine compliance obligations.

12 EXTERNAL WINDOW CLEANING

Resolved that BBC Strata arrange for the external windows at the property to be cleaned yearly in
Feb/Mar 2024 by A OK Window Cleaners - cleaners to ensure top windows are also cleaned.

13 GUTTER CLEANING
Resolved that BBC Strata arrange for 2 quotes to clean gutters and downpipes, quotes to be sent to
the Committee for decision, costs to be covered by available funds.

14 CARETAKER
Resolved that the current caretaker The Minders be retained. BBC Strata to obtain their scope of
works and send to committee for them to review.

15 GENERAL BUSINESS
Rising Damp
Committee to send FG James report to managers. BBC Strata then to obtain quotes to fix the rising damp.
Quotes to the committee for a decision. A levy may need to be raised to cover the repair costs.

Palm Tree and Brick Fence

Unit 2 to engage an arborist to see how to fix the palm tree located in his front yard to stop it damaging the brick
fence. Once this has been sorted, BBC Strata to obtain quotes to fix the shared brick fence with Unit 2. OC costs
to be covered by available funds.

Building Repairs
BBC Strata to liaise with committee on what items of repairs to the building are most urgent. Then obtain quotes
for repairs. A levy may need to be raised for some of these building repairs.
All owners to be kept informed with these repairs.

Replace Pedestrian Gate

BBC Strata to engage a gate technician to see if the pedestrian gate can be repaired or if the whole gate needs to
be replaced.
A levy may need to be raised if the whole gate needs replacing.
(Do not engage Doormation)

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 Bin Corral
BBC Strata to speak with Stinky Bins who look after the collection of bins requesting that they do not block the
gate as utility companies need to access this area.

Hose Reel
It was agreed that Daniel buy and install hose reel. Daniel to be reimburse for the costs.

Future Maintenance
Rear Intercom system
Painting of the exterior of the building

16 INTEREST ON OUTSTANDING FUNDS

Resolved that BBC Strata be authorised on behalf of the Owners Corporation to charge interest on
money owing to the Owners Corporation at a rate not exceeding the maximum rate of interest payable
under the Penalty Interest Rates Act 1983. Such interest is to apply to both levies and normal
contributions. The due dates for normal contributions which are payable in advance on 1st January,
1st April, 1st July and 1st October for each year. Interest is to apply to contributions which are
outstanding in excess of 30 days from the due date as set out. Levies are due and payable upon the
date of issue. Interest will be charged on unpaid levies 30 days after this date.

17 BUDGET
Resolved that the budget as presented for $27,000.00 was accepted. See attached budget sheet.

18 CONTRIBUTIONS
Resolved that the total Annual Contributions as per budget to be set at $27,0000 and to be payable on
a quarterly basis in advance commencing 01.10.23 in accordance with unit liability.

Please note that you will receive two levy notices - 1 being for the period 01/10/23 to 31/12/23,
the second being for the period 01/01/24 - 31/03/24.
Interest will show on the second notice - please ignore this interest amount.

19 APPOINTMENT OF MANAGER
In accordance with the Owners Corporation Act 2006 a management form in the approved format will be sent
electronically, and it was resolved to agree to delegate the Owners Corporation authority to Daniel Sinfield and
Kavita Brown to sign the contract appointing BBC Strata for a period of 12 months.

20 NEXT MEETING
Resolved the next Annual General Meeting is to be held on Wednesday 4.12.2024 via zoom
commencing at 5 P.M.

Please note, this is a provisional date. Confirmation will be provided approximately 2 weeks prior to
the date of the meeting.

21 CLOSURE
There being no further business, the chairperson declared the meeting closed at 5.52 pm.

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Minutes Page 5 of 8
 Approved Budget
to apply from 01/10/2023

The Owners Corporation RP 6770 135 Booran Road, CAULFIELD SOUTH VIC 3162

Administrative Fund
Approved
budget
Revenue
Levies Due--Admin 27,000.00
Total revenue 27,000.00

Less expenses
Admin--Agent Disbursements 192.00
Admin--Management Fees--Standard 2,400.00
Insurance--Premiums 10,000.00
Maint Bldg--Caretaking 2,800.00
Maint Bldg--Cleaning Gutters 550.00
Maint Bldg--Cleaning--Windows/Glass 550.00
Maint Bldg--Essential Services 600.00
Maint Bldg--General Repairs 6,775.00
Maint Bldg--Pest/Vermin Control 475.00
Utility--Electricity / Public Lighting 600.00
Utility--Waste Management 1,030.00
Utility--Water & Sewerage 50.00
Total expenses 26,022.00

Surplus/Deficit 978.00

Opening balance 12,789.20

Closing balance $13,767.20

Total units of entitlement 144

Levy contribution per unit entitlement $187.50

07/12/2023 11:35 Anne McVean BBC Strata Management Page 1

Minutes Page 6 of 8
 Schedule 3—Statement of advice and information for prospective
purchasers and lot owners
Pursuant to Schedule 3 of the Owners Corporations Regulations 2018

Regulation 17
What is an owners corporation?
The lot you are considering buying is part of an owners corporation. Whenever a plan of
subdivision creates common property, an owners corporation is responsible for managing the
common property. A purchaser of a lot that is part of an owners corporation automatically
becomes a member of the owners corporation when the transfer of that lot to the purchaser
has been registered with Land Use Victoria.
If you buy into an owners corporation, you will be purchasing not only the individual
property, but also ownership of, and the right to use, the common property as set out in the
plan of subdivision. This common property may include driveways, stairs, paths, passages,
lifts, lobbies, common garden areas and other facilities set up for use by owners and
occupiers. In order to identify the boundary between the individual lot you are purchasing
(for which the owner is solely responsible) and the common property (for which all members
of the owners corporation are responsible), you should closely inspect the plan of
subdivision.
How are decisions made by an owners corporation?
As an owner you will be required to make financial contributions to the owners corporation,
in particular for the repair, maintenance and management of the common property. Decisions
as to the management of this common property will be the subject of collective decision
making. Decisions as to these financial contributions, which may involve significant
expenditure, will be decided by a vote.
Owners corporation rules
The owners corporation rules may deal with matters such as car parking, noise, pets, the
appearance or use of lots, behaviour of owners, occupiers or guests and grievance procedures.
You should look at the owners corporation rules to consider any restrictions imposed by the
rules.
Lot entitlement and lot liability
The plan of subdivision will also show your lot entitlement and lot liability. Lot liability
represents the share of owners corporation expenses that each lot owner is required to pay.
Lot entitlement is an owner's share of ownership of the common property, which determines
voting rights. You should make sure that the allocation of lot liability and entitlement for the
lot you are considering buying seems fair and reasonable.
Further information
If you are interested in finding out more about living in an owners corporation, you can
contact Consumer Affairs Victoria. If you require further information about the particular
owners corporation you are buying into, you can inspect that owners corporation's
information register.

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 Management of an owners corporation
An owners corporation may be self-managed by the lot owners or professionally managed by
an owners corporation manager. If an owners corporation chooses to appoint a professional
manager, it must be a manager registered with the Business Licensing Authority (BLA).

IF YOU ARE UNCERTAIN ABOUT ANY ASPECT OF THE OWNERS CORPORATION

OR ANY DOCUMENTS YOU HAVE RECEIVED IN RELATION TO THE OWNERS
CORPORATION YOU SHOULD SEEK EXPERT ADVICE.
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