Tag Archives: shareholder

Year end message from the Board of Directors

In the last year, who would have thought we could have accomplished so much.

It is with great pride that we speak to the transformation that has taken place in Sandyport. Plans are to continue refining our collective energies and remain focused on the rejuvenation of the neighbourhood.

We would like to take this opportunity to thank the inaugural board for their hard work; we have been in good hands. In our effort to build on what they have started, we realize that we have some big shoes to fill.

Since end of October, there have been semi monthly board meetings after which the lengthy to-do list our General Manager, Simon Cooper, receives is executed with enthusiasm and passion. We extend our sincere thanks to him and his team for their efforts.

Stay tuned as 2011 promises to bring many more ideas for beautifying our community and keeping all properties safe.

On behalf of the Board of Directors.

Karen Dagenais
Chairman

List of assessed addresses

We are pleased to be in a position to publish the list of addresses that are subject to assessment for the purposes of calculating the annual maintenance fees. The information may be found by clicking here. Note that some homes are still under construction therefore removed from the calculation (indicated with a note ‘A’) and others are based on preliminary measurements which may be subject to change (note ‘B’).

2010 Assessment Notice

The Board of Directors of the Sandyport Homeowners Association met at a Board Meeting on November 29, 2010 and confirmed that the Association’s Annual Assessment Fee for 2010 of $2.75 per square foot was appropriate based on the 2009 accounts and 2010 budget, a copy of which is attached.

Accordingly we hereby formally provide notice that this Assessment Fee shall be deemed valid for the 2010 period.

Golf cart donation

After seeing the poor condition of our golf carts while being operated at night, which is an essential part of our security service to you, one of our Homeowners has kindly donated this 4-seater cart.

The Association has also purchased another similar cart from the same supplier who offered a preferential deal for both units. We would like to express our sincere thanks to the donor, who has requested anonymity.

New Board

The new Board of Directors elected by the shareholders at yesterday’s AGM is as follows (in alphabetical order):

  • Kenneth Cartwright
  • Edward Chemaly
  • Karen Dagenais
  • Mark Holcombe
  • Craig Lines
  • Jane McLeod
  • Tony Miaoulis

When the Board meets, they will determine who shall be Chairman and Secretary.

Director’s Report To The Shareholders

SANDYPORT HOMEOWNERS ASSOCIATION LIMITED

DIRECTOR’S REPORT TO THE SHAREHOLDERS

For the period January 2nd 2010 – October 21st 2010

On January 2nd 2010 the existing board members, Gilbert Ward, Larry Gibson, Kenneth Cartwright, Richard Gardner, Christine Berlanda, Scott Farrington and Joy Jibrilu (retired due to illness) were elected to serve until the Annual General Meeting by the previous shareholders. Mrs. Michelle Pindling-Sands was appointed at the August board meeting by the remaining board members to fill the vacancy created by the illness of Mrs. Jibrilu.

Your board members spent countless hours ascertaining the operational state of affairs of your Association, setting up the Security Committee, the Gardening Committee, the Architectural Committee, the Audit and Accounts Committee and the Legal and Compliance Committee. For many months with our previous General Manager, various members of the board had to assist on a daily basis with the day to day matters and crises that arose, personnel issues, gardening (or lack thereof) issues, equipment issues and accounting issues. It was quite a learning curve and very taxing. Special thanks go out to the various members of the above Committees for their considerable efforts. Richard Gardner walked the length and breadth of Sandyport every morning in the dark checking on the security guards and the sewerage and electrical systems and the various disasters in those areas were averted because of his considerable expertise and technical ability. We are in much better shape today, but not yet out of the woods as spare parts for the sewer system and electrical system operation are badly needed. Our sewer plant should normally be operating with two blowers and with a third one kept in reserve as a spare; right now we are operating on only one blower while the two others are in the USA being refurbished. New Blowers cost approximately $25,000 each; we need spare pumps for our seven sewer lift stations and these cost several thousands of dollars each.

Our previous manager, Mr. Glinton retired at the end of June. Our present General Manager Mr. Simon Cooper has done a remarkable job in the short time since he took over, and he was able to expose and deal with the many areas that were totally unsatisfactory in the operation of our Association. We are currently without the services of an accountant but Mr. Cooper’s considerable computer and accounting skills have stabilized what was otherwise a very unsatisfactory and archaic accounting system. Our General Manager moved swiftly to establish single handedly a website that is interactive and which allows us to communicate and receive communications in real time. Our gardeners are now trained and working fairly efficiently with proper equipment that we recently purchased and with a manager that has been able to properly schedule them and based on the feedback that we have received from you, the general maintenance of our lawns, hedges and common areas are in the best shape that we have seen them in years.

Many of you have expressed your appreciation for the visual improvement to our landscaped front entrance and guard gate. Many may no longer remember the complete eyesore that was our front entrance and thanks to the foresight of and hard work on a daily basis by Messrs Miaoulis and Chemaly, with help from some of our board members, we now have a front entrance that we can be proud of. Thanks to the discovery by Messrs Gardner and Cartwright of a large capacity diesel generator still in its packing carton hidden away in the bush behind the sewer plant, we now have a functioning generator with an automatic transfer switch installed at our guard gate so that our security and guard gates can function during power outages. We could not get any explanation from our previous general manager as to when this generator was purchased and by whom and for what purpose as it is a single phase generator and all of Sandyport (with the exception of the guard house) is three Phase. We have also installed central air-conditioning in the guard house at the gate so that our security staff can function therein during the hot summer months. We have also acquired a truck and trailer so that our gardening and other equipment and our landscaping staff (with water containers which we have never supplied before) can get to their assigned locations and back. It was quite appalling to see how little equipment and resources had been provided to them in the past and management and training was seriously lacking.

Immediately after taking over we began the process of identifying the various home and property owners in Sandyport and obtaining the information from them for the production of and delivery to them of their share certificates evidencing their share in our company for each property that they own. This is an ongoing process and it has been made especially difficult by our being given incorrect information in some instances, or no information in others, and we can only continue to encourage shareholders who sell their property to pass their share certificate to the new owner duly endorsed, with the request that the new owner present it to the Management Office with the necessary payment, and a request for a new certificate.

At this Annual General Meeting you are being asked to elect a new board of seven directors to take us forward to the next level.

Sandyport is a great and friendly boating community and for many of us, it is our home. It has been a pleasure to have been of service to you.

On behalf of the Board of Directors

____________________________________

Gilbert A. Ward

Chairman

Download report here

Annual General Meeting Agenda

SANDYPORT HOMEOWNERS ASSOCIATION LIMITED

FIRST ANNUAL GENERAL MEETING OF THE SHAREHOLDERS FOLLOWING THE TRANSFER OF CONTROL BY THE FOUNDER

AGENDA

To:  The Shareholders and the Auditors

The First Annual General  Meeting following the transfer of control by the Founder will be held on Thursday October 21st, 2010 commencing at 7.00p.m. at Tambearly School Hall, adjacent to Phase 5 of Sandyport. Entrance to Tambearly will be through the Sandyport  entrance  to the School at the Eastern end of the main road, in  Phase  5.

The following items of business will be conducted:

  1. The Chairman will call the meeting to order.
  2. It will be determined whether the requirements for a  quorum have been satisfied.
  3. To review and adopt the minutes of the last Annual General Meeting of the Company.
  4. To elect four Shareholders  to serve as Directors of the Company for a period of One(1) year and three (3) Shareholders to serve for a term of Two(2) years (Article no. 25).

    Nominees:-
    Kenneth Cartwright, Shirley Cartwright, Anthony Miaoulis, Edward Chemaly, Karen Dagenais
    Craig lines, Jane McLeod and Mark Holcombe.
  5. To  review the audited Financial Statements for the financial year ending December 31st, 2009
  6. To consider and approve the Budget for the financial year 2010.
  7. To receive, consider and adopt the report of the Directors.
  8. To approve of the appointment of auditors for the ensuing year and to authorize the directors to fix the remuneration of the auditors.
Secretary

Notes
(a) Any shareholder entitled to attend and vote at the annual  general meeting of the Company shall be entitled to appoint a proxy to attend and vote in the members stead and the proxy holder need not be a member of the Company.
(b) Proxies shall be either left at the Sandyport Management Office in Olde Towne, or communicated to Simon Cooper, the Sandyport Manager, via e-mail. Proxies must be received at least 24 hours prior to the start of the meeting.
(c) Election of Directors shall be by secret ballot. Every member present in person or by proxy shall have one vote for each share held.

Notice Of Nominations To Serve On The Board

SANDYPORT  HOMEOWNERS’  ASSOCIATION  LIMITED

A Company incorporated under the Companies ACT

(“the Company”)

NOTICE  OF  NOMINATIONS TO SERVE  ON  THE  BOARD  OF  SANDYPORT  HOMEOWNERS’  ASSOCIATION  LIMITED

To:  The Shareholders of Sandyport  Homeowners’ Association Limited

Annual General Meeting of the above company to be held on

Thursday October 21, 2010 commencing at 7.30p.m.

Take Notice that at the Annual General Meeting a report from the Nominations Committee of the Board of Directors advises that the following shareholders have indicated their willingness to be nominated to serve as Directors if elected by the members:

It has been unanimously agreed that a request for further nominations from the shareholders at large be submitted by the 7th of October, 2010 which is fourteen (14) days prior to the Annual General Meeting to be held on Thursday October 21st, 2010.   The vote is to be taken at the Annual General Meeting.

The Members shall elect Four (4) directors for a term of one (1) year and Three (3) directors for a term of Two (2) years.

Dated this 29th day of September, 2010

Christine A. Berlanda

Secretary

Download notice here

Notice of the Annual General Meeting 2010

To: The shareholders of Sandyport Homeowners Association Limited

Take Notice that the Annual General Meeting of the above company will take place in the Auditorium of the Tambearly School (adjacent to Sandyport) on Thursday October 21st commencing at 7.30p.m.

Shareholders are requested to park along the main road in Sandyport Phase Five and to walk through the gate into the Tambearly premises.

Shareholders who are joint owners or owners as tenants-in-common must send in to the Company Secretary (in care of the office) in writing the name of the shareholder who they have authorised to cast the vote on behalf of the said  joint owners or tenants-in-common.

Forms of Proxy will be circulated to shareholders for those who wish to have someone else represent them or to cast their vote. On completion of the form of proxy, same should also be sent to the Secretary via the Office. Where shares are held by companies, the company must send in a form of proxy designating an individual to cast the vote on its behalf.

Dated this 2nd day of September, 2010

Christine Berlanda

Secretary

Download notice and proxy forms here