Shelley Point News - February 2017 Special Edition

SHELLEY POINT NEWS

Special Edition February 2017

A community newsletter dedicated to fostering a sense of community and the free flow of information at Shelley Point

FROM THE EDITOR FROM THE EDITOR: recommended to the board that Mr. Norman Cowen be appointed to the position. The board approved the appointment unanimously and Mr. Cowen resigned from the board with immediate effect to take up his new appointment.

Hi All

This is the first time we are sending out a “special edition” of Shelley Point News.

The Board of Directors requested this in order to “inform members” regarding some important developments.

2. Board Composition With Mr. Cowens’ resignation, a decision was made to reduce the number of members of the board from ten to eight.

This means that the vacancy left by the passing of Mr Hein Gerstner will not be filled at present.

The Board certainly seems to be starting the year off with a bang, judging from the update presented below. We wish them well with an ambitious work programme aimed at progressively improving the management of our Estate.

Mr. Joubert still has to appoint one Trustee to the board and asked board members to put forward a name to him for appointment. This will be done in due course.

Terry - shelleypointnews@gmail.com UPDATE FROM THE SHELLEY POINT BOARD OF TRUSTEES:

Agreed portfolios for the year ahead are as follows:

The first quarterly meeting of the board of Trustees for the SPHOA was held on Wednesday the 8th February 2017.

Ian Mackintosh: Chairman Jurgens Tubb: Vice Chairman and Legal Affairs Taryn Brand: Finance and Governance Martin Treadaway & Klaus Psotta: Building and Aesthetics Chris Sivertsen: Security Gert Joubert: Member TBA: Member

1. Estate Manager Appointed A recruitment panel of four trustees was mandated last year to recruit a suitable Estate Manager for appointment at Shelley Point. Following a rigorous process, and much debate, the panel

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With the appointment of a full-time Estate Manager, the operational role of the board will decrease and it will become more focused on strategy and policy.

The DRC activities are proscribed by the constitution of the SPHOA. It is broadly mandated to monitor and maintain compliance with the building design manual through all phases of the construction process from inception to final sign off.

3. The Executive Committee (EXCOM): Made up as follows:

The DRC will complete the development of a “Contractors Agreement� which is being developed to provide guidelines and a code of conduct for builders and construction companies operating at Shelley Point.

Ian Mackintosh Martin Treadaway Chris Siversten Klaus Psotta Taryn Brand Norman Cowen (non-voting) EXCOM meets monthly to provide oversight of the management team in order to ensure compliance with HOA policy.

5.2. Security Master implementation Chris Sivertsen, Norman Cowen:

4. Management team

Taryn

Plan Brand,

Implementation of the next phase of the security upgrade project.

The Management Team is responsible for the day to day operational management of the estate.

5.3. Finance working group Norman Cowen: Estate Manager Mias Nieuwoudt: Maintenance Manager Daniel Plaatjies: Security Manager Lindy Cowen: Administrator

Review of the chart of accounts, budgeting process, financial reporting. Review of the arrear levies reporting process.

Taryn Brand, Eugene Terblanche (Residentia), Ian Mackintosh

The Golf Data on-site supervisor will also be liaising with the Estate Manager on an ongoing basis to ensure alignment of activities and communication with the management team.

5.4. Management of short term rentals Klaus Psotta, Martin Treadaway

5. Working Groups:

To establish appropriate policy and procedure for the management of short term rental properties (and tenants) with a view to ensuring compliance with SPHOA code of conduct and reducing friction with permanent residents.

The following working groups have been established to complete streams of work identified by the board: 5.1. Design Review Committee (DRC) Martin Treadaway, Klaus Psotta, Ian Mackintosh

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5.5. Country Estate Constitution Jurgens Tubb, Ian Mackintosh Complete the development of the Country Estate constitution for ratification.

5.6. Proposed Interim Country Estate Management Committee The Country Estate constitution is still under development.

In the interim, the following structure will manage the country estate until the adoption of the constitution and the establishment of a formal committee: Ian Mackintosh Taryn Brand Martin Treadaway Golf representative Tennis representative Bowls representative 5.7. Communications working group Lindy Cowen, Terry Mackintosh Review, refine and make recommendations to the board in respect of the SPHOA approach to communication with members including the website, bulk e-mail, bulk SMS capability, notice boards etc.

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