To: The shareholders of 
Sandyport Homeowners Association Limited

            Take Notice that the Annual General Meeting of the Company will take place at the Gazebo located in Phase 5 (adjacent to the pond) on Friday, April 23rd, 2021 

voting extended hours 1:00pm to 5:00pm.

Forms of Proxy are hereby 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 on or before Friday the 9th day of April A.D. 2021. 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.

Forms of Proxy are hereby 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 on or before Friday the 9^th day of April A.D. 2021. 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.

Nominations to serve on the Board of Directors will be accepted until Friday, April 9^th, 2021. Nominations should be made by email to nominees@sandyportmanagement.com and include a short biography together with a photograph.

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

Dated this March 11th, 2021

Robert Sands
Chairman

Download notice and proxy forms

Agenda

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 (4) Shareholders to serve as Directors of the Company for a period of Two (2) years (Article no. 25).
5. To review the audited Financial Statements for the financial year ending December 31st, 2020.
6. To consider and approve the Budget for the financial year 2021.
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.

Notes

1. 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 member’s stead and the proxy holder need not be a member of the Company.
2. Proxies shall be either left at the Sandyport Management Office in Olde Towne, or communicated to the General Manager, via email. Proxies must be received at least fourteen (14) days before the start of the meeting (Article no. 46).
3. Election of Directors shall be by secret ballot. Every member present in person or by proxy shall have one vote for each share held.

2021 auto-identification decals are now available for collection from Security Services located at the Sandyport main entrance.

Mandatory boat permits

Under the policy for watercraft moored in Sandyport, all existing permits will expire at midnight on December 31, 2020. Please complete the application form and submit it to Security Services together with current documentation. Vessels without or within invalid permits will be denied access to the waterways. Full details and the application form are available here.

Security may ask that you produce the certificate of registration at the control point. Clause 13 (3) of Government regulation states:

The certificate of registration of a boat for hire shall be affixed in a prominent place on such a boat. The license issued to a person to act as master of such a boat shall be available at all times for inspection.

The Holiday season is here again and it is during this time of year that criminal activity tends to increase. However, we wish to assure you that we will continue to do our part to ensure the safety of residents and their property. There are a number of safety precautions we would like everyone to bear in mind during this season.

• Call Security Services on 327-6943 to report anything that appears suspicious.
• To speak to an officer immediately press ‘0’ and you will be diverted to an emergency contact.
• Monitor children and always be aware of their activities. Our Security personnel have had cause to deal with resident children damaging Association property, their time could be better utilized.
• Be aware of your surroundings. When traveling home at night, be vigilant to ensure that you are not being followed. If you suspect that you are being followed, please stop at the security gate. This is particularly important for residents who may normally utilize the automatic entry system – do not use it under these circumstances.
• Drivers of vehicles with dark tinted glass should open their windows when stopping at the Security gate so that personnel can check that the occupants are not under duress.  When there are guests following you home, please give Security Services their names. Also, inform your guest to stop at the Security gate and not to enter directly after you.
• Provide Security Services with guest lists for any upcoming functions in order to prevent delays or inconveniencing them.
• Notify Security Services if your property is going to be vacant over the holidays, you may send instructions using our going away service.

In conclusion, please be reminded that worker identification badges and vehicle decals expire at the end of December.

Business hours during the Holiday season:

Dec 24th – 8 am-noon
Dec 25th – 28th – closed
Dec 29th & 30th – 8am – 4pm
Dec 31st – 8 am-noon
Jan 1st – closed

Business resumes as normal on Monday, January 4th, 2021. In the event of emergencies outside of business hours, please contact 327-6943.

We would like to take this opportunity to wish all residents Happy Holidays and all the best for the New Year.