Community Agreements and Guidelines
updated 2019
(please note that these Agreements and Guidelines are undergoing an update process)

3. Community Agreements
A) Terms and Conditions for Cats & Dogs
B) Building Guidelines
C) Organics
D) Permanent Dwellings
E) Firearms & Other Hunting Weapons (updated)
A) Purchasing and Selling a Share -Purchaser Approval Process
B) Inheritance
A) Rights attached to share
A) Mortgage
B) Ongoing Costs
C) Overdue Accounts
D) Forfeiture
A) Consensus
B) Meetings
C) Quorum
D) Proxy
E) Special Meetings
F) Annual General Meeting
8. Appendix
1) Building Materials
2) Organic Tables
3) Exceptions to NZ Standards
The goal of this document is to provide existing community members and any interested or prospective members with a
general idea of how the community operates. This document is intended to be more concise and understandable than the
legal documents which are necessary to conduct the business of Awaawaroa Bay Ltd. It is not fully comprehensive, but
highlights items of general interest and importance to those interested. If a situation arises where it is in conflict with, or
contradiction to, the legal documents (constitution and lease) the legal documents will stand.
2. VISION STATEMENT (Amended June 2003)
We live in community, creating a safe, sustainable environment that
encompasses and enhances wholesome relationships with each other and the land.
All land use is organic, encouraging bio-diversity.
We protect and enhance eco-systems and natural habitats.
Our community is based on cooperation, honesty and consensus.
We have a willingness to balance individual needs with the greater
good of the community, while also valuing people’s diversity.
We are a community who understands that our actions and
behaviours influence the world of the future.
A) Terms and Conditions for Dogs & Cats
a) We have no resident cats or dogs
b)Visitors are asked to not bring their cats or dogs
c)All dogs on the property must be tied up unless they are in a vehicle or dwelling.
d) Guide dogs are permitted
e) Working dogs such as bio-security dogs may be allowed on a case by case basis in consultation with
community. Dogs may also be admitted if urgent stock work is necessary, for instance if the neighbours stock
stray onto our land.
B) Building Guidelines
(i) The Building Committee, consists of representatives of no less than 3 shares. The role of the committee will
be to advise and evaluate all building construction and alterations on the property. People from outside can be
consulted in an advisory capacity.
Upon initiating a building programme, preliminary concept plans are to be discussed with the Building
Committee. All plans are to be submitted and approved by the committee and shareholders before permits are
applied for from the Council. The plans will include what is required by Council and, additionally, a cross-
sectional drawing which illustrates how the proposed building is in harmony with the site and landscape.
The object of the internal building code is to ensure low impact buildings in harmony with the landscape. This is
to be achieved by the use of environmentally sound materials and designs sympathetic to the landscape.
(ii Each share is allocated a ‘house lot’ for buildings pertaining to residential living. This includes the main
house, toilet, carport, sleepout, domestic workshops, toolsheds, woodsheds, etc. This Lot Coverage must not
exceed 200 sq. m. as stated in our Resource Consent. Lot Coverage is defined in Hauraki Gulf Islands District
Plan as “the portion of a lot which is covered by buildings including overhanging or cantilevered parts of
buildings (including any part of the eaves or spouting or bay windows projecting more than 1 metre measured
The combined floorspace of the houselot (total are of all floors of all the buildings in the houselot, contained
within the exterior walls, not including verandahs and decks) must not exceed 200 sq m
To build up to 200 sq m floorspace within the 200 sq m lot coverage, a second story is needed. See height
2restriction in Section 3 B (v)
(iii) Each share can also have an Ancillary Building, a separate building from the houselot, of a maximum of 50
sq m. lot coverage. This is to be built to facilitate “the range of rural activities which residents smallholders are
likely to be involved with, eg nursery, market garden, livestock, workshop, etc” (from the Rural Property
Management Plan.
(iv) Building Designs - to be site specific. Rather than re-designing the site for the building, design the building
for the site. The reason for this is to ensure minimum earthworks and modification of the landscape. Reference
shall be made to the Auckland City Council publication "Design Guidelines for Buildings in the Coastal
(v) Height - Buildings must not exceed 8M in height from finished ground level. Preferred height restriction is
6M with the design being appropriate to site considerations.
(vi) Location - buildings to be located off ridgelines, knolls and archaeological sites, and off skylines where
(vii) Building Materials - The use of environmentally friendly building materials is encouraged. The Building
Committee has investigated various materials and techniques and has information available. In general the
shareholder is encouraged to avoid the use of nonsustainable or over processed (high energy consuming)
products and to use materials in an aesthetically pleasing way. For example the following products are not
allowed: woods from non-sustainable sources - fibreglass batts - tanalised pine products (excepting existing
fenceposts already on the land). ( See Appendix No.1)
(viii) Reflective Surfaces - to be kept to a minimum. Large expanses of glass should be "broken up". Roofing, if
corrugated iron, to be painted or colour steel.
(ix) Colours - exterior colours (apart from trim) to be earth tones. Refer T. Heath "Colours for Structures in the
(x) Power ) - The aim is to provide for our power needs with the least amount of
negative environmental impact and to be diesel/petrol generator free as soon as possible.
Mains power will not be provided by Awaawaroa Bay Ltd. All utility transmission (eg. phone.
power, TV etc.) lines must be underground at the expense of the shareholder. If not connected to the national
power grid, residents will need to use alternative power such as solar, wind, hydro, wood stoves, candles, lamps
Diesel/petrol generators are not permitted as an integral part of any power system but may be used as an
emergency back up to recharge batteries in long periods of inclement weather or at limited times of heavy
(xi) Wastewater Disposal - due to the proximity of wetland systems, composting toilets or other alternative
systems will be encouraged. The recommended system for greywater disposal shall be by sub-surface irrigation
with grease trap/holding tank.
(xii) Earthworks - to be constructed as per Auckland City Council guidelines "Earthworks in the Gulf Islands".
(xiii) Protection Yards - all buildings to be 20m from wetlands/water systems (as per Hauraki Gulf Islands
Hauraki District Plan).
(xiv) Revegetation - of houselots is encouraged in order to stabilise slopes and soften the effect of buildings. All
native vegetation plantings to be from local seed source, where available.
(xv) Plans - all building plans to be approved at a meeting of shareholders. The Building Committee is set up to
support this prior to applications being submitted to Auckland City Council. Plans shall include a site plan
showing proposed use for total houselot so total impact of development can be assessed.
(xvi) All plans to comply with ACC building code.
(xvii) Neighbours - consider the effects on your neighbours when planning your home. Even better, discuss your
plans with them at an early stage
(xviii) People are strongly encouraged to use energy efficient design in their buildings. eg. lots of glass to the
north for harvesting solar heat; thermal mass (floors & walls) for storing heat; lots of shade in summer to cool
the house.
C) Environmental Health
Updated October 2019
The community aspires to an organic model. We follow land-use practices that support all life – be it in soil, air,
water, plants or animals. At all times we keep in mind the future: our aim is to nurture the land so that we are
continually improving its health.
This means no synthetic herbicides, pesticides, fungicides or fertilizers, including in potting and seed raising
mix, compost and mulch. (However, an exception to this rule is in the case of purchasing some potted plants,
where it may be impractical to source organic stock.)
It also means no seeds or plants derived from GE (Genetic Engineering). Extra care needs to be taken in the case
of high-risk crops, such as corn and soya beans. Other village gardeners may have recommendations as to GE-
free seed sources.
Villagers should also keep in mind that household chemicals may end up in the soil or waterways through
washing machines, sinks etc; therefore care should also be taken with the use of household cleaning products
and insecticides.
Animal feed can be from non-organic sources, but again, extra care needs to be taken to ascertain that the feed
does not include GE corn, soya, etc. It is acceptable to bring in breeding livestock from non-organic sources; it is
also acceptable to send animals off-farm for mating.
Beehives can be placed anywhere on the property in consultation with people here. No synthetic miticides for
varroa may be used.
We expect community members who produce for sale to be especially mindful of following organic principles.
Community members who are planning to produce on a commercial scale should outline their plans to a
community meeting.
2) NOISE It is acknowledged that noise can be a form of environmental pollution and has an impact.
Our aim is to maintain and enhance the peace of the valley. With that in mind you are encouraged;
a) to talk to your neighbours if you have specific problems with their noise.
b) to consider the feelings and comfort of others and the effect on the environment when making noise.
c) to be flexible about use of noisy equipment where others can hear. Accept that you may be asked to
stop making noise for a specific reason.
d) to limit the use of noisy equipment between 8am and 6pm.
D) Permanent Dwellings
The intention is for people to build and live in permanent dwellings on the land.
3. E) Firearms & other hunting weapons.
The keeping or use of firearms by a resident on the land requires written consent
of the company. A New Zealand Firearms Licence must also be obtained.
Guns must be locked away when not in use. The use of firearms on common land
requires the knowledge of at least one other resident.
Other concerned residents will be informed of impending firearm use. The
Company may put further restrictions on firearm use as it sees fit.
4Hunting bows and arrows may not be kept or used at Awaawaroa Bay Eco-
Village. Recreational use of bows and arrows needs to be supervised at a house
site or another designated area as decided by a community meeting.
A) Purchasing a Share/Membership Process
Reference: Constitution Clause 11
The selling and purchasing of a home is often a large investment both emotionally and
financially. As a community we have created these guidelines to help enable a process
that is safe and transparent for all parties. History Awaawaroa bay Ltd was formed as a
company with 15 directors in 1994. The 169ha parcel of land was purchased with only
one of those directorships fulfilled ( via Rob Morton), and a debt owed by the new
company to a benefactor, John Payne, who had loaned the money for the purchase , in
the absence of any bank willing to grant the mortgage necessary. Over the next 10 years,
the company sold the remaining 14 shares, each represented by one director, but with the
allowance for there to be up to 4 shareholders per share. Any prospective purchasers
underwent a 90 day approval period, at the end of which they were unencumbered to
purchase a share at a fixed price, for a bare, or ‘unimproved’ piece of land.
A purchase of a share in Awaawaroa Bay Ltd (ABL) represented the right to occupy and
build on 1 ha of designated land with a lease but no title, and the right (and
responsibility) to attend meetings and participate in the business of the evolving
community. Post 2000, all sales of shares have been re-sales, not by the company, but by
departing shareholders. The company has however retained the right to vet prospective
purchasers via the 90 day approval period. Generally the re-sold share has had buildings
and chattels that have ‘improved’ the value of that share. As of 2014, six shares have re-
The Company’s role and responsibilities in the process of all share sales includes:
1. Ensuring a transparent and clear channel of communication between the purchaser,
the seller and the community (e.g. Google group forum or something like this).
2. Allocating a ‘buddy’ for the purchaser.
53. Acting as the “real estate agent” ie. Determining with the seller how the share shall be
advertised and how prospective purchasers are dealt with – i.e. who takes phone
calls/emails, showing the purchaser the property if need be. The Company may assume
responsibility for showing prospective purchasers the property if the seller is unable to.
4. Making and taking opportunities to meet the prospective new member/s
5. Making the final decision on the eligibility of all new shareholders through the three
month purchaser approval process (PAP).
6. Writing a letter of acknowledgement (by the company secretary) to the outgoing
shareholders, thanking them for their part in the life of the community and to wish them
well in their future endeavours.
7. Contacting the seller via their buddy within 2 months of their departure to ask for any
feedback/reflections on anything to do with the share sale process.
8. The company (ABL) shall refuse to transfer the share to the purchaser as long as that
share has a debt to the company.
The Share Seller’s role and responsibilities in the process of all share sales
1. Giving notice of intent to sell their share in writing at a monthly meeting. The notice
shall include the asking price and a list of chattels that are included in the share price.
The price of the share cannot be raised during the 90-day purchaser approval process.
2. Supplying the Company with images of the share, written information about the share
and chattel list associated with the share. Advertising the share is conditional upon
receipt of these items.
3. Determining the price of the share. It is suggested that the seller take the below into
consideration: a) The price the seller originally paid for the share b) Improvements made
to the share c) The unique nature of the company’s share, which is reflected in the
difficulty for purchasers to raise capital through conventional means.
4. Choosing a buddy from within the community of ABL to support them.
5. Ensuring transparency of all correspondence regarding the share sale between the
seller and purchaser and respective ‘buddies’ through communication channels that will
provide this. eg google groups or something similar.
66. Reimbursing the Company any expenses incurred by the Company that are directly
related to the share sale.
7. Pay back any debt to the company including maintenance payment.
The Purchaser’s role and responsibilities in the process of all share sales includes:
1. Writing a dated letter expressing their wish to buy the share, including information
about themselves. This might include: a) Current life situation - family, work, life style
etc. b) Some life history. c) Dreams and goals for living in community at Awaawaroa.
2. Entering a 90 days purchaser approval process (PAP), which begins upon receipt of
their letter of intent.
The purpose of the PAP is:
a) For the purchaser to confirm their interest in being part of the community
b) For the 3 month period to be a process for the prospective purchaser to discover
whether their expectations match the ‘reality’ of life at Awaawaroa before they commit
themselves financially, with the company ultimately giving approval to suitable
c) During this period it is the Purchasers responsibility to make contact and meet with
the other shareholders. This can be done through arranging meetings with individual
shareholders, attending meetings and working bees.
d) The 90-day period can be reduced or extended by mutual agreement if deemed
necessary by either party.
3. Making contact with their allocated buddy and including their buddy in all their
correspondence with the seller regarding the share sale using the agreed channel of
4. Reaching an agreed share price with the seller during the 90-day purchaser approval
5. Giving written notice of opting out of the share sale process to the community if they
cannot reach an agreed price within a 90 day period. (see below, the Company may
allow a further 28 days to be able to reach an agreement).
In the event of there being more than one interested purchaser:
71. More than one purchasing party can be involved in the Purchaser Approval Process
(PAP) at anytime.
2. Purchasers will be processed using a queue system in the order that their expressions
of interests in writing are received.
3. Only the first purchaser in the queue can be the one in sale price negotiation with the
4. If at the end of the 90 day PAP period a share sale price has not been agreed upon by
the seller and purchaser, then the purchaser may be granted an additional period of 28
days by the company, to reach an agreement. If at the end of the 28 days the purchaser
has been unable to reach an agreed price with the seller, then the opportunity to
negotiate with the seller passes to the next interested purchaser in the queue and
negotiations between the seller and the first purchaser must cease.
5. Each prospective purchaser must either be in or have completed a 90 day PAP period
to be able to enter the queue system.
Inheritance Agreement
This document sets out the process by which a share at Awaawaroa Bay Limited (the
Company) may be inherited, following the death of a current shareholder of the
All shareholders of the Company are encouraged to make a will in order to support the
community's need to approve new shareholders and members of our community.
This Inheritance Agreement is to be included in the will documents, so that both the
family and the Personal Representative of the deceased are made aware that there is an
inheritance process with regards to the share. The Company will appoint a person to be
the initial contact with the family and the executor.
The Company has made provision for how a share is to be dealt with upon the death of a
shareholder as follows:
1. If the inheritor wishes to become a shareholder.
8The Inheritor applies to start the Inheritance Approval Process (IAP). If they are
accepted, they become a shareholder. If they are not accepted, the share is to be sold as
set out in the Purchaser Approval Process (PAP)
1a. If the Inheritor is a person who, as a child, grew up in the village, there is a
presumption that they will be accepted as a shareholder. They will go through the IAP
with the goal of acceptance granted by consensus. However, if consensus cannot be
achieved then a fall-back arrangement is triggered. Three meetings are held to resolve
differences, with the third meeting facilitated by an independent mediator. If consensus
has not been achieved by the end of the third meeting, then the decision goes to a vote.
Acceptance as a shareholder will then require a ‘yes’ vote from 80 percent of the eligible
decision making shares.
2. If the inheritor is not yet ready to become a shareholder.
(For instance: a child of the deceased is studying and does not yet know if they wish to
live in the village and take on the responsibilities of a shareholder.)
In this case, the share may be rented out under the Rental Approval Process (RAP) and
reviewed 5-yearly. The inheritor may also wish to live in the village as a trial, without
becoming a shareholder. If at some point they decide to apply to become a shareholder,
they then enter the IAP as outlined in point 1 above.
If this arrangement is not working for the community, the Company, ultimately, has the
right to require the share to be sold.
3. If the prospective inheritor is a minor.
In this case, the share may be held on behalf of the minor, until the minor is able to
make a decision to become a shareholder under the IAP.
While the share is so held, it may be rented out under the Rental Approval Process
(RAP) and reviewed 5-yearly. However, if this arrangement is not working for the
community, the Company, ultimately, has the right to require the share to be sold.
Inheritance Approval Process (IAP)
The Inheritance Approval Process (IAP) is between the representative of the deceased
shareholder (the Personal Representative), the proposed inheriting party (the Inheritor)
and Awaawaroa Bay Ltd (the Company).
9If the Inheritor wishes to become a shareholder, they may apply to the Company for
approval under the IAP. The inheritor must apply to become a shareholder within one
year of the Probate being granted. This time frame may be extended upon application to
the Company. The IAP is a 90-day process which begins on receipt of a letter of
application from the Inheritor. A buddy from the community will be assigned to the
Inheritor and the Personal Representative.
The purpose of the IAP is:
a) For the Inheritor to confirm their interest in being part of the community; and
b) For the 90-day period to be a process by which the Inheritor can discover whether
their expectations match the ‘reality’ of life at Awaawaroa Eco-Village, before they
commit themselves (with the Company ultimately giving approval of their becoming a
c) For the Eco-village community to meet the inheritor and to discover if the inheritor is
a 'good fit' for the village.
Note: The 90-day period can be reduced or extended by the company upon application
by the Inheritor.
The Inheritor’s responsibilities
1. Writing a dated letter expressing their wish to inherit the share, including information
about themselves. This might include: current life situation (family, work, lifestyle, etc.);
some life history; and dreams and goals for living in community at Awaawaroa.
2. Making contact with their allocated buddy, and ensuring transparency between
themselves, the Personal Representative and the respective buddies.
3. Making contact with, and meeting, shareholders. This can be done through visiting
individual shareholders and attending meetings and working bees.
4. Reimbursing the Company any expenses incurred by the Company that are directly
related to the share transfer.
5. Ensuring that any debt owed by the share to the Company is paid.
The Company's responsibilities.
1. Acknowledging that the inheritance process comes about through the death of a loved
one, and allowing flexibility in the timing of the start of the IAP process.
12. Allocating a ‘buddy’ for the Inheritor.
3. Ensuring a transparent and clear channel of communication between the Inheritor, the
Personal Representative and the community.
4. Ensuring that shareholders take opportunities to meet the prospective new member.
5. Making the final decision on the eligibility of all prospective shareholders, using the
6. Ensuring that both the Inheritor and the Personal Representative understand that the
Company (ABL) shall refuse to transfer the share, as long as that share has a debt.
However, the Company and the Inheritor may enter an agreement for repayment of the
The Personal Representative/Executor's responsibilities
1. Giving written notice to the Company that the Inheritor is eliglible under the will to
inherit the share.
2. Ensuring a transparent and clear channel of communication between the Inheritor and
the Company.
The Personal Representative is welcome to attend Company meetings. However, the
Personal Representative has no decision-making rights, including whether the inheritor
becomes a shareholder under this IAP process.
Approval Process
Acceptance to become a shareholder is by full consensus at a meeting of shareholders
following the conclusion of the 90-day period. (The exception to this is where the
Inheritor is a person who, as a child, grew up in the village. The approval process in this
instance is outlined in 1a.). Determining whether the inheritor is a child grown up in the
village will be decided at a company meeting by consensus.
Should the Inheritor not be approved to become a shareholder, the share must be put on
the market and sold in accordance with the Purchaser Approval Process.
(instead of Entitlements)
A) Rights attached to shares
(i) Each shareholder is a director of the Company, except in the case of joint holders where the person first
named on the share register is the director. All shareholders are encouraged to attend meetings and to fully
1participate in the decisions of the company.
(ii) One person can hold no more than one share. Each share can be held jointly by no more than
four persons.
(iii) Shareholders/members will have a right to access all Company information including, but not
limited to, financial statements, accounting books, work logs, etc. This information will be kept in
a secured area with access provided to each shareholder. Until such time as this is set up each
member can access information through the Secretary and/or Treasurer. - Reference:
Constitution Clause 30
(iv) To each share is attached the right to erect and occupy one dwelling and associated structures
on the site designated in the Management Plan and allocated at the time of purchase.
NOTE: Legally the Company owns the land and all the improvements. The Company will therefore
grant a lease to the shareholders for their dwelling. - Reference: Constitution Clause 2(b)
(v) With restrictions and approvals the dwelling can be sublet. - Reference: Lease Clause 10
(vi) Each share will have a total land allocation of 1 Hectare as designated in the Management Plan.
NOTE: Under the resource Management Act a lease of land for over 20 years is treated as a
subdivision. Instead, the Company will allocate a parcel of land to the shareholder, granting exclusive use
rights. Shareholders can also “ lease” additional land from the Company.
(vii) The shareholder may request to lease part or all of their land allocation to people outside the Company.
All leases of this nature will require approval of the Company. Permission will not be
unreasonably withheld. Leases will require compliance to our Constitution and Bylaws.
Reference: Lease Clause 10
NOTE: The Community may also agree to lease appropriate common land, not including
allocated sites to non-shareholders. - Reference: Lease Clause 25
(viii) A shareholder is entitled to access all common land and community facilities.
Reference: Lease Clause 19
ix) Our Community works because of the commitment and voluntary work that members contribute.
B) Forfeiture
In the case of forfeiture, the Company will handle the entire process of transferring the share to a new
shareholder. Any outstanding payments and expenses will be deducted and the remaining proceeds
provided to the forfeiting shareholder in a timely manner. It should be noted that the Company retains a lien on
the share until fully paid. - Reference: Constitution Clause 2(f)
A) Mortgage
All shareholders are singularly and jointly liable for re-payment of any current company mortgages. For further
details on the Mortgages see the legal documents held in the archives.
B) Ongoing Costs
(i) i) The weekly contribution fee for the coming year (to cover rates, maintenance and management) will be
agreed upon at the Annual General Meeting taking into consideration inflation etc. This will be updated after the
AGM. As of January 2019 the fee is $200 per month.
Reference: Constitution Clauses 2(g) and 2(i), Lease Clauses 1 and 2
(ii) If a situation arises where the Company does not have enough funds to meet ongoing
commitments, the Company may call on each shareholder to pay up to $500 a year to cover
these commitments.
Reference: Constitution Clause 2(h)
(iii) The Company Treasurer, after consultation with the Shareholders, will submit a proposed Budget for the
1coming year to a shareholders' meeting for approval. The proposed budget will include all ongoing maintenance
expenses including, but not limited to, rates, permits, administration, insurance, legal and professional services,
equipment and building maintenance, as well as any proposed and approved capital improvements.
(iv) Shareholder/community members will have first option on contracting to do any required
budgeted work for that year. Any work contract will be proposed, discussed, and approved at the
monthly meetings and minutes of the meeting will serve as record of such agreement for work
contract by shareholders/community members. All work contracts will agree to a fair hourly
labour rate for jobs with a "not to exceed" clause specifying a total labour cost for the job.
Should the job exceed this cost, further approval will be required at a subsequent monthly
meeting with consideration of the budget position of the Company..
(v) All work done within the community, as agreed to in the budget, will be paid for by the Company,
either by cheque by the 20th of the following month when the work is done, or with a credit
system against community dues for ongoing costs.
C) Overdue Accounts
(i) If a shareholder is late for any payment due to the Company, the late payment may incur interest
at 2% per month on the outstanding debt.
(ii) The Company may send a letter notifying the shareholder of the overdue amount and provide a period of 60
days to remedy the outstanding debt.
(iii) If the account is not settled within the 60-day period, the shareholder may lose speaking rights until the
account is settled. Additionally, unless appeal is made and accepted by all the other shareholders, an overdue
shareholder may be required to sell his/her share(s) in the manner specified.
Reference: Constitution Clause 21.2
(iv) It should be noted that in the case of joint holders any/all holders are liable for debt to the
Company. Therefore, the risk is with the joint shareholders and should be managed by them
A) Consensus
For all meetings the fundamental decision making process shall be via a consensus of all the
shareholders attending the meeting.
Consensus decision making is based on an agreement to reach agreement, and a shared feeling
that the best decisions reflect the thinking and agreement of all members in our group. Those
directly affected by a decision are involved in the decision. Consensus is not unanimity. It is not
necessary for every person in the group to feel that this is the solution that they would most want
or even think best. Members may feel, however, that this is the best solution that can be
reached at this time and under these circumstances.
At any point in this process an outside facilitator or mediator can be used.
Ground Rules for Meetings
- We use "I" statements - speak personally, not on behalf of others.
- We don't interrupt.
- We speak concisely and to the point.
- We start and finish on time.
- We keep all personal content confidential.
- We value and respect each person's contribution.
- We attempt to keep relationships within the group clear by dealing with any problematic
issues directly with the person concerned.
1B) Meetings
i) Meetings are held on a the first Sunday of each month. There shall be a report on finance, budget position, all
jobs in process, any committees established and other agenda items as required. Any other meetings will
generally require two weeks notice.
Reference: Constitution Clauses 16 and 17
ii) All shareholders are equal and have equal rights.. Other interested parties can speak
by leave of the meeting.
iii) The meeting shall co-opt a facilitator.
iv) Minutes shall be kept for each meeting and be circulated to all shareholders.
C) Quorum
The quorum for an ordinary meeting shall be when there are no less than 8 shares represented.
D) Proxy
Shareholders unable to attend a meeting are encouraged to contribute their viewpoint either by appointing
another shareholder to express their opinions or by sending a written submission to the Company
Reference: Constitution Clause 2.2.11
E) Special Meetings
Meetings can be called at any time under the Constitution. Two weeks notice is required.
7. F) Annual General Meeting.
This meeting is to be held not later than nine months after the annual balance
date of the company. Notice is to be sent to all member's last known address at
least 14 days beforehand. The agenda for the AGM is to include:
i) Confirmationof minutes from the last AGM
ii) Submission and acceptance of the annual financial statements.
iii) A review of the committees & their current members.
iv) Any other business which has been notified to the Secretary prior to 7 days
before the AGM.
v) Any other business by leave of the meeting.
Appendix 1 - Building Materials
Most Acceptable Materials - sustainably grown wood, mud bricks, earth, straw bale, recycled
woods of all types excluding copper/chrome/arsenic treated pine, corrugated iron, clay tiles.
Considered - aluminium joinery
Not Acceptable - exposed concrete block base, brick veneer, vinyl weather boards, hardiplank
weatherboards, metal weather boards, vinyl windows, CCA Pine, hardwoods from non-sustainable sources.