Country Estate - Home Owners Association

Country Estate - Home Owners Association

MINUTES OF THE INAUGURAL ANNUAL GENERAL MEETING HELD ON 24 FEBRUARY 2011 AT 16:00 AT THE STELLENBOSCH HOTEL, STELLENBOSCH

Present: Mr.H F Smith (Chairman)

Mr. + Mrs S Burger

Mr. F Geldenhuys

Mr. + Mrs A Swanepoel

Mr. + Mrs D Cloete

Dr. Fassler

Mr. C Texeira

Mr. + Mrs P Maltman

Mr. E Linde

Mr R Rennie

Ms L Ludik

1.  OPENING AND WELCOMING

The chairperson welcomes the members to the meeting.

2.  CONSTITUTION AND PROXY

A quorum was present and the meeting continued. The following proxies were received.

De Klerk (Stands 18 + 31)Proxy Mr Schalk Burger

DVS Beleggings (Stands 17 + 30)Proxy Mr Schalk Burger

Horn (Stand 24) Proxy Mr Francois Geldenhuys

3on Herold (Stand 120) Proxy Mr Francois Smith

Jamalos Trust (Stand 37 ) Proxy Mr Attie Swanepoel

3.  VOTING AND ATTENDANCE REGISTER

All parties present at the meeting signed the attendance register.

Apologies: Mr. Martin Gibbs

Mr. Danny Pringle

Mr. & Mrs Nic Treurnicht

4.  CHAIRMAN’S REPORT

The chairman reported the following regarding the development of Longlands.

4.1  Services

·  Water, electricity and sewerage: HOA has arrangement with Council in place.

·  Reservoir not yet connected as work to the pump house not yet completed but will be resolved.

·  Gas Supply: Will be ready for early residents.

·  Grey water dam: Some leakage problems are experienced, repairs in progress.

·  New boreholes produced very little water but developer continues to ensure that enough grey water will be available. Amongst others an arrangement has been made with neighbouring farm.

4.2  Services Infrastructure

·  Gate house completed excluding security installation. Final design of security access under way and will probably include of the following:

o  finger print recognition

o  3 rd Party entrance through one off entrance control codes.

·  Electric fencing surrounding entire farm completed.

·  Sliding gate, which will eventually be an Emergency gate currently act as added security.

·  Landscaping is ongoing.

·  Water installation not yet completed due to outstanding work on pumphouse.

·  Gas installation to be completed by installation of tanks.

·  High density vines have been planted.

4.3  Challenges/Priorities

·  Completing all work at the Entrance.

·  Dam areas.

·  Open Areas.

·  On completion of construction the sidewalks (until then Hydro-seeding take place).

·  Back office Capacity – integrated system ie all controls in one office except the security.

·  Traversing rights.

Note: Chairman confirmed that there will be teething problems, but each problem/ mistake must be faced and resolved.

4.4  Other comments

·  Sales – 40 units sold.

·  Building period 3 years.

·  It is confirmed that there will be a physical Security Presence on the Estate.

·  Current planning is still for a tasting room and restaurant in the future, but no guest house. These facilities might also be outside the security area of the estate to ensure that the integrity of the estate security is not compromised.

·  Entry to the farm (traversing) will be allowed on conditions to be set.

·  Benefits – Video on demand, Internet / Broadband, TV Screen Security control, DSTV, automated metering

5.  FINANCIAL MATTERS

5.1  Budget

·  As attached to the Agenda.

·  Agreed there would be a full AGM within 6 to 9 months.

·  Management Accounts to be available at Trustee Meetings.

5.2  Levies

·  Levies to remain at R1,200.00 until 29 February 2012.

5.3  Insurance

·  The common property is insured for the amount of R3.7 million.

5.4  Appointment of Auditors

·  LDP Inc was confirmed as auditors for the HOA.

5.5  Domicilium

·  The registered address of the HOA is 107 Dorp Street, Stellenbosch, 7600 with postal address PO Box 856, Stellenbosch, 7599.

It was agreed that the Domicilium for the HOA will be 3 Herold Street, Stellenbosch, 7600.

6.  ELECTION OF TRUSTEES

6.1  Number of Trustees

Referring to the constitution 17.1: The agreed number of trustees shall be 5.

6.2  Elected Trustees

The following Trustees were elected:

·  Francois Smith

·  Paul Benade

·  Andre Swart

·  Francois Geldenhuys

·  Jacobus Dyssel

First Trustee meeting to convene within 2 weeks to elect chairman.

7.  GENERAL

7.1  Progress Report

See chairman’s report.

7.2  Architectural Guidelines

These guidelines require some review and will be completed and republished once the Plot and Plan component of the Estate has been finalised.

8.  CONCLUSION

All Items being addressed, the meeting was adjourned at 18:25.

Approved and signed at______on ______2011.

______

Chairman

Page 1 of 3