Minutes LCA AGM 2011

MINUTES OF THE 4th ANNUAL GENERAL MEETING HELD ON 26TH MAY 2011 AT 18:30
AT LYNNWOOD LAERSKOOL, 450 RODERICKS RD

1.     NOTICE OF MEETING AND WELCOME

Communications Director, Sharon Cooke welcomed members to the 4thAnnual General Meeting.  The notice of the meeting had been duly issued in terms of the Articles of Association of the LCA.

A special welcome was extended to Johnny Grant of Zambli Security. The committee members were introduced to the audience:
Stefan van der Walt (Chairman), Johan Swemmer (Marketing Director), Elinor Sisulu (Marketing Director), Basie Prinsloo (Financial Director) and Sharon Cooke (Communications Director).

2.     QUORUM
Sharon confirmed that a quorum was present and declared the meeting duly constituted.  There were 42 members present and 68 proxies had been received, totalling 110 and thereby attaining the requirements for a quorum.

3.     MOTIONS

Chairman, Stefan van der Walt chaired the meeting from this point. No motions were submitted.

4.    APPROVAL OF MINUTES OF 3RD LCA AGM HELD ON 2 JUNE 2010

The minutes were accepted and approved.

5.    MATTERS ARISING FROM THE PREVIOUS MINUTES

All matters arising would be dealt with during the course of the meeting and in terms of the agenda items for the meeting.

6.     DIRECTORS’ REPORT

The full Directors’ Report was posted on the LCA website.  Stefan summarised the contents thereof for the benefit of the attendees.

6.1    The LCA is an article 21 company, which was established in February 2007 due to the extremely high levels of crime in the Lynnwood North suburb.  Since its successful inception, the area has one of the lowest crime statistics in the Brooklyn precinct.

6.2    LCA members’ properties are identified with a LCA board.

6.3    Zambli security remains the security provider for the LCA.  There is a healthy synergy between LCA and Zambli.  This relationship is also strengthened by the active involvement of the residents. It assists the security initiative enormously when residents themselves are pro-active and aware of their own surroundings.  In this regard we request residents to report suspicious activities to the Zambli control room as soon as possible.

6.4   On a daily basis, Zambli provides the LCA with a security report, which is updated on the LCA website and members are encouraged to visit the website regularly.

6.5    LCA manages the security initiative and also the administration of the contributions by our members. The voluntary contribution of R377 was originally based on 58% of households.

6.6    The five current directors confirmed that they are available for re-election for the new financial year.

6.7    Stefan extended profuse thanks to Evan Franklin for his valued input and guidance over the past year and for his proficient management of our website.  He also thanked Janet de Gouveia, LCA finance/admin lady and right arm of the LCA for her meticulous and conscientious hard work.

7.     FINANCIAL STATEMENTS – AUDITOR’S REPORT FOR THE YEAR ENDED FEBRUARY 2011

Fininancial Director Basie Prinsloo handled this section of the Agenda.  He began by thanking Janet de Gouveia for everything she did on the financial side. Her unfailing perseverance in the chasing of unpaid monies, registering of new members etc. and her excellent  work ethic ensured that the LCA remained an efficient and professional company.  He advised that the audited financial statements were available on the website for scrutiny and hard copies were also available at the meeting.

Basie discussed the Statement of Financial Performance which compared income and expenses for 2010 and 2011.  The LCA is in a strong cash position.  He advised that the profit of 2010 was utilised to pay for the bicycle guards that were introduced into the area over the festive season.  Current profits will be poured back into the community and will allow us to institute additional security measures in the future.
The Financial Statements were approved and accepted.

8.     APPOINT AUDITORS AND APPROVE REMUNERATION FOR AUDIT

Auditor Jan Erasmus was appointed as auditors for the ensuing year and the auditors’ remuneration was approved.

9.     ELECTION OF DIRECTORS

As mentioned previously, all the directors agreed to run for another term of office.  This was accepted and approved.  Johan Swemmer  nominated Renier Holtzhausen to be on the committee. This nomination will be approved after acceptance by Renier.

10.     GENERAL

10.1    Zambli: Security Report

Johnny Grant briefly discussed the security situation. He said that security incidents for 2011 show that crime statistics in our area are still low and have remained relatively similar to those of 2010.  This indicates that our initiative is effective. He mentioned that the modus operandi of  criminals has changed from night to daytime incidents.   This obviously being because the booms at our entrances are dropped at 6:30pm every night.  Criminals are targeting the area just before the booms are dropped and during the day when the booms are lifted.

He  mentioned that a third roving vehicle was introduced into our area to enhancesecurity even further and can be identified by the Zambli  insignia.

10.2    Zambli: Armed Response

Johnny told the members that his company also offers armed response to private households at a cost of R662.00 per month.  This includes LCA membership (R377) and Zambli armed response and alarm monitoring (R285).  Johnny can be contacted for further details.  Zambli also offers other services such as escorting residents to their homes at night and providing security when a burglary occurs.

10.3    Marketing and Canvassing of New Members

Marketing Director, Johan Swemmer briefly discussed the marketing status.  He mentioned membership numbers were down slightly from 54% to 53% and attributed this to the fact that when things are going well, it becomes more difficult to recruit members.  There have been on-going projects to promote awareness of the LCA initiative amongst residents and increase membership.   Some of these ventures include the committee road show in August 2010 which involved the handing out of car discs at each of the five entrances, the introduction of the bicycle patrol guards over the festive season, distribution of a bi-annual newsletter and regular e-mails to residents encouraging them to visit the  website for updates.  Johan said that people should not solely depend on the committee to increase the membership base.  He said that each current member was the best marketer for selling the LCA concept to a friend or neighbour in the area who weren’t members.  He appealed to the members to help by becoming actively involved in the recruiting of new members.  He said that businesses in the area could be approached to pay more but he felt that their contribution alone wouldn’t make up the membership difference.

10.4     Other

The following ideas were discussed as options for increasing membership/revenue:

10.4.1   Professor Boraine said that people were indifferent, ignorant or complacent and these sometimes were reasons for people not joining an initiative.  He said that the LCA needed to explain to residents what will happen if the initiative fails and the booms to our area are removed.  He suggested that a letter be sent to residents reminding them of the security crisis that existed six years ago and provide them with details of where we began and where we are now.

10.4.2   Stefan van der Walt said that the committee was considering appointing a marketer to call on non-members personally.  He also said that perhaps incentives should be introduced for current members for e.g. a discount on fees for every non-member they signed on etc.

10.4.3   Mr Beddy thought it would be beneficial to approach body corporates of the complexes in the area to obtain a more representative contribution from them.

10.4.4   Basie Prinsloo asked the audience what their feeling would be if the monthly fee were increased. One member made it clear that he wasn’t prepared to pay more while the non-members were riding on the contribution of others.  Another member suggested that a gradual, year-on-year increase seemed acceptable.

11.     THANKS AND CLOSURE
Stefan thanked his committee for their support and  for volunteering their time and services. He thanked the audience for their attendance and participation.
The meeting adjourned at 19:50.


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