BADAN PENGURUSAN BERSAMA ICON RESIDENCE 4 th ANNUAL GENERAL MEETING 21st JULY 2023 9.30 am DEWAN SERBAGUNA TINGKAT 10, ICON RESIDENCE JALAN SULTAN OMAR 20300 KUALA TERENGGANU TERENGGANU Property Manager
BADAN PENGURUSAN BERSAMA ICON RESIDENCE SECTION 1 NOTICE OF MEETING 1
BADAN PENGURUSAN BERSAMA ICON RESIDENCE Management Office No. 10-1, Icon Residence, Jalan Sultan Omar, 20300 Kuala Terengganu. Tel: 09-6285287 Email: [email protected] Date : 27th June 2023 To : All Parcel Purchasers Dear Sir/Madam, Re : BADAN PENGURUSAN BERSAMA ICON RESIDENCE 4th Annual GENERAL MEETING In accordance to the Strata Management Act 2013 2nd Schedule Section 12, we hereby give notice to convene the 4 th Annual General Meeting of the Joint Management Body at the following place and on the following date and time:- Date : 21st July 2023 (Friday) Time : 9.30 am Venue : Dewan Serbaguna Tingkat 10, Icon Residence, Jalan Sultan Omar, 20300 Kuala Terengganu, Terengganu. We enclose herewith the following documents for your attention and further action. 1. Section 1 - Notice of 4 th AGM 2. Section 2 - Agenda of 4 th AGM 3. Section 3 – Minutes of 3 rd AGM held on 24th June 2022 4. Section 4 - Audited Accounts and Report for the year ended 31st December 2022 5. Section 5 - Budget 2023/24 6. Section 6 - Form for the Appointment of Proxy, Letter of Authorization and Notice Inviting Nomination for Candidates for Committee Members of the Joint Management Body. You are encouraged to join the 4 th Annual General Meeting of the Joint Management Body as the matters to be decided are of importance to the management of the estate. With the Strata Management Act 2013 (ACT 757) coming into force, kindly take note of the following:- 1. Proxy (a) A person may act as proxy for only one parcel purchaser at any one general meeting (a parcel purchaser representing his unit can also be the proxy for one other parcel purchaser who is not able to attend the General Meeting). 2
(b) An instrument appointing a proxy, who need not be a purchaser, shall be in writing under the hand of the parcel purchaser making the appointment or his attorney. If the parcel purchaser appointing the proxy is a company, society, statutory body or any other body, the appointment of proxy should be either under seal or under the hand of an officer or its attorney duly authorized. (c) An instrument appointing a proxy shall be deemed to confer authority to demand or join in demanding a poll. (d) The Proxy form and Letter of Authorization shall be deposited at the Management Office mailbox or email to [email protected] not less than 48 hours before the time for holding the meeting, failing which the proxy shall not be entitled to attend or vote [19th July 2023 before 9.30 am]. 2. Voting Rights of Parcel Purchasers/Co-Parcel Purchasers (a) Each parcel purchaser who is not a co-parcel purchaser shall have one vote in respect of each parcel on a show of hands, and on a poll and/or when a poll is demanded where unanimous resolution is required, shall have such number of votes as that corresponding with the number of share unit entitlement to his parcel. (b) A parcel purchaser shall not be entitled to vote if, on the seventh day before the date of the meeting, all or any part of the charges or contribution to the sinking fund or any other money due and payable in respect of his parcel up to 30th June 2023 are in arrears [to be paid up by 14th July 2023 before 9.30 am]. (c) Co-parcel purchasers may vote by means of a jointly appointed proxy or by appointing anyone of them or any other person. (d) In the absence of a proxy, co-parcel purchasers shall not be entitled to vote on a show of hands, except where unanimous resolution is required, provided that any one co-parcel purchaser may demand a poll. (e) On a poll, each co-parcel purchaser shall be entitled to such number of the votes attaching to his parcel or provisional block as is proportionate to his interest in the parcel or provisional block. (f) A person duly appointed as a proxy if entitled to vote otherwise as a proxy, may also vote in his own right. 3. The Nomination Form The nomination Form shall be deposited at the Management Office mailbox or email to [email protected] 2 days before the time for holding the meeting [19th July 2023, before 9.30 am]. (Please note that an absent parcel purchaser shall not be nominated for election as a member of the joint management committee unless he has appointed a proxy and has given written consent to be nominated and elected as member of the joint management committee) 3
4. Quorum of Meeting (a) One half of the parcel purchasers entitled to vote present, either in person or by proxy, shall constitute a quorum at a general meeting. (b) If within half an hour after the time appointed for a general meeting, a quorum is not present, those parcel owners entitled to vote who are present shall constitute a quorum. Please note that any additional motions with seven (7) days’ notice in writing and submitted to the Management Office mailbox or email to [email protected] [on or before 14th July 2023 at 9.30 am] amending the existing resolutions can be discussed in the AGM. Any fresh additional motions submitted with seven days’ notice in writing to the Management Office mailbox or email to [email protected] will be recorded in the minutes and presented in the next general meeting. We look forward to your participation at the 4 th Annual General Meeting on 21st July 2023 (Friday) and if you are unable to attend, please be advised that you should ensure your proxy holders know your views and decisions on the matters to be discussed and where applicable, vote according to your wishes and decisions. 4
BADAN PENGURUSAN BERSAMA ICON RESIDENCE SECTION 2 AGENDA OF MEETING 5
BADAN PENGURUSAN BERSAMA ICON RESIDENCE Management Office No. 10-1, Icon Residence, Jalan Sultan Omar, 20300 Kuala Terengganu. Tel: 09-6285287 Email: [email protected] Date : 27th June 2023 To : All Parcel Purchasers Dear Sir/Madam, AGENDA OF THE 4 th ANNUAL GENERAL MEETING OF BADAN PENGURUSAN BERSAMA ICON RESIDENCE NOTICE IS HEREBY GIVEN that the 4 th Annual General Meeting of Badan Pengurusan Bersama Icon Residence will be held on 21st July 2023 at 9.30 am at Dewan Serbaguna Tingkat 10, Icon Residence, Jalan Sultan Omar, 20300 Kuala Terengganu, Terengganu to transact the following business:- AGENDA : 1.0 OPENING OF THE MEETING 1.1 Address by the Chairman 1.2 Appointment of Chairman for the Meeting 2.0 CONFIRMATION OF MINUTES OF MEETING [SECTION 3] 2.1 To confirm the Minutes of the 3 rd Annual General Meeting held on 24th June 2022. 3.0 AUDITED ACCOUNTS & AUDITOR’S REPORT OF THE JOINT MANAGEMENT BODY [SECTION 4] 3.1 To present the audited accounts together with auditor’s report for the year ended 31 st December 2022. (For any question arising from the Audited Accounts, please submit your queries to the Management Office in writing latest by 14th July 2023 before 9.30 am). 4.0 CONTRIBUTION TO THE MAINTENANCE FUND AND SINKING FUND 4.1 To table the budget for year 2023/24 [SECTION 5] 4.2 To decide whether to confirm or vary any amounts determine as charges to the Maintenance Fund and contribution to the Sinking Fund based on the respective allocated share unit and be implemented in the next quarter billings. 6
5.0 INSURANCE 5.1 To present insurance effected by the Joint Management Body with Liberty Insurance Berhad as follows: No. Type of Policy Insured Period Sum Insured (RM) 1. Fire 02/07/2023 To 01/07/2024 40,000,000.00 2. Plate Glass 100,000.00 3. Machinery Breakdown 500,000.00 4. All Risk 100,000.00 5. Burglary 50,000.00 6. Money in premises 50,000.00 7. Money in transit 50,000.00 8. Money in locked safe / drawers 50,0000.00 9. Damage to safe / drawers 1,000.00 10. Fidelity Guarantee 100,000.00 11. Group Personal Accident per member (Max : 12 members) 30,000.00 12. Public Liability 2,000,000.00 13. Error & Omission 1,000,000.00 Total Premium: RM22,356.26 5.1.1 For Item 1 of the above, resolve to approve by ordinary resolution the damage policy taken by the Joint Management Committee on behalf of the general body in accordance to the Strata Management Act 2013 under Section 93. 5.1.2 For Items 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12 & 13 of the above, resolve to approve by special resolution of other risks policies taken by the Joint Management Committee on behalf of the general body in accordance to the Strata Management Act 2013 under Section 93. 6.0 APPOINTMENT OF AUDITORS 6.1 To consider the re-appointment of CHENGCO PLT Charted Accountants as auditors of the Joint Management Body for the period up to the conclusion of the next AGM and to authorize and empower the Committee of the Joint Management Body to fix the remuneration of the auditors. 7
7.0 ORDINARY RESOLUTIONS 7.1 To consider and if approved, resolve by ordinary resolution that the joint management committee be mandated to upgrade the gym equipment and common area at a budget not exceeding RM30,000.00 to be expended from the sinking fund. 8.0 ELECTION OF JOINT MANAGEMENT COMMITTEE 8.1 To determine the number of joint management committee members (Minimum 3 and Maximum 14). 8.2 To elect the members of the committee and to authorize the in-coming committee to elect its office bearers. 9.0 ANY OTHER MATTERS 9.1 To discuss other matters of which seven days’ notice in writing shall have been given to the Management Office. 8
BADAN PENGURUSAN BERSAMA ICON RESIDENCE SECTION 3 MINUTES OF THE 3 RD ANNUAL GENERAL MEETING 9
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BADAN PENGURUSAN BERSAMA ICON RESIDENCE SECTION 4 AUDITED ACCOUNTS AND REPORTS 19
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BADAN PENGURUSAN BERSAMA ICON RESIDENCE SECTION 5 BUDGET 2023/24 45
Badan Pengurusan Bersama Icon Residence PROPOSED BUDGET FOR YEAR 2023/24 Actual (Jan to Dec 22) Amount (Monthly) Amount (Annually) RM1.90/Share Unit) Total Service Charges (24,493 share unit) 558,792 51,435 617,224 Other Income (RM150X36)+(250X1) UNITS 47,925 5,650 67,800 Total Income 558,792 57,085 685,024 Less: Fixed Expenses Landscaping 51,373 5,500 66,000 Accounting Fees 6,360 530 6,360 Lift Maintenance 74,563 6,638 79,653 Management Fees 119,102 10,445 125,336 Photostat Rental 1,320 110 1,320 Rental water Pufier 1,520 95 1,140 Security Services 64,945 6,052 72,626 Sewerages Treatment 5,900 492 5,900 Total Fixed Expenses 325,082 29,861 358,335 Less Utility Electricity Charges 157,912 13,500 162,000.00 Waste Disposal 4,800 400 4,800 Water Charges 6,614 1,200 14,400 Total Utilities 169,325 15,100 181,200 Less: Variable Expenses General Repair & Maintenance 55,766 5,000 60,000 Cleaning Material 1,461 83 1,000 Cleaning Labour 40,800 3,400 40,800 Rubbish-Renovation 600 67 800 Miscellaneous 17,280 986 11,830 Phone 3,318 271 3,250 Printing & Stationary 2,252 167 2,000 Postage Charges 874 50 600 Bank Charges 183 16 190 Total Variable Expenses 122,535 10,039.17 120,470.00 Annual expenditure AGM Expenses 3,020 417 5,000 Fire extinguisher service 1,850 154 1,850 Audit Fee 2,500 208 2,500 Ex-Gratia 5,150 417 5,000 Genset Licence Fee 1,650 138 1,650 Lift Licence Fee 1,971 164 1,971 Recalibration of switchboard - 333 4,000 Total Annual expenditure 16,141 1,830.92 21,971.00 Total Expenses 633,083 56,831 681,976 SURPLUS/(DEFICIT) (74,291) 254 3,047 -13% 0% 0% Proposed (RM2.10/Share Unit) 46
BADAN PENGURUSAN BERSAMA ICON RESIDENCE SECTION 6 PROXY FORM LETTER OF AUTHORIZATION NOMINATION FORM 47
APPOINTMENT OF PROXY To: Badan Pengurusan Bersama Icon Residence * I/ We _______________________________________________________________________ purchaser(s) of parcel(s) __________________________________________________________ HEREBY APPOINT ____________________________________________________________ NRIC No. _____________________________________________________________________ (whose signature appears below) to be *my/our Proxy at the 4 th Annual General Meeting of the Badan Pengurusan Bersama Icon Residence which will be held on , 21st July 2023 at 9.30 am at Dewan Serbaguna Tingkat 10, Icon Residence, Jalan Sultan Omar, 20300 Kuala Terengganu, Terengganu. Dated this __________ day of ____________________________ 2023. ----------------------------------------------- --------------------------------------------- Specimen Signature of Proxy Signature(s) of Parcel Purchaser(s) *Delete as appropriate Note: *A single purchaser may appoint a proxy if he/she is unable to attend the meeting. *Co-parcel purchasers may vote by means of a jointly appointed proxy or by appointing anyone of them or any other person. *To be submitted to the Management Office or email to [email protected] on or before 19th July 2023, before 9.30 am. 48
LETTER OF AUTHORIZATION (For a company to appoint a representative) To, Badan Pengurusan Bersama Icon Residence Re: 4 th AGM OF BADAN PENGURUSAN BERSAMA ICON RESIDENCE We, the undersigned Parcel Purchaser(s) of parcel as described below, bearing the assessment as described below HEREBY APPOINT our representative as described below:- NAME OF PARCEL PURCHASER PARCEL/UNIT NO. NAME OF REPRESENTATIVE NRIC/PASSPORT NO. OF REPRESENTATIVE (whose signature appears below) to be our representative at the 4 th Annual General Meeting of the Badan Pengurusan Bersama Icon Residence to be held on 21st July 2023 at 9.30 am at Dewan Serbaguna Tingkat 10, Icon Residence, Jalan Sultan Omar, 20300 Kuala Terengganu, Terengganu. Date: ______________________________ ___________________________________ Signature of Director(s) of the company Signature of Representative with Company Chop _____________________________________________________________________________ Note: Submission to the Management Office or email to [email protected] by 19th July 2023 before 9.30 am. 49