Annual General Meeting Minutes

The meeting was held at portakal sites on saturday, 18.05.2025, at 15:00. the attendance list was signed. ıt was understood that 74 unit owners, consisting of 32 principals and 42 proxies, were present at the meeting, and the discussion of the agenda items commenced. the participation rate was 74%. lawyer sinem topçu attended the meeting to provide information about past lawsuits and ongoing legal processes. she will be present throughout the meeting.

Before the meeting, the agenda, the report of the accounts for the period May 2023-May 2024, and the budget for the new period were provided in writing to the participants.

Opening and roll call were conducted, and the quorum was reached. Proxies were accepted unanimously by the present.

Election of the presiding committee: Ercan Kocaman was elected as the chairman, and Enise Arzun as the secretary of the committee, by the majority vote. It was announced that the counting of votes would be done by the committee. Authority to sign the minutes of the general assembly was granted to the elected committee unanimously.
The discussion of the accounts for the period 2023-2024 commenced. The approval of the accounts for the period was asked from the unit owners, and voting took place. It was determined that 43 unit owners voted positively (Approval) and 31 unit owners voted negatively (Rejection). With a majority vote (43 votes), the accounts and related activities were approved, and the members of the board of directors were individually discharged.
The financial report for the year 2022-2023 and the interim report for the first 10 months of 2023 were presented to the participants. Questions were answered, and the accounts were put to vote. The accounts for the activity period were approved unanimously (12 votes).

Determination of expense advances: The issue of collecting dues according to the land share was presented to the general assembly. Previously, equal payments were made. Therefore, a re-vote was requested.
Candidates for Block A representatives: Alex and Marco. Marco received 42 votes, Alex received 34 votes. Marco was elected.
Candidates for Block B representatives: Cengiz… No other candidate came forward. Cengiz was elected for Block B with 61 votes.
Candidates for Block C representatives: Sertan Şahiner. No other candidate came forward. Sertan Şahiner was elected with 60 votes.
Candidates for Block D representatives: Muttalip Aktan. There were no other candidates. Muttalip Aktan was elected with 52 votes.
Candidates for Block E representatives: Aytaç Öncül, Krasnov Viatches, and Peter. Aytaç Öncül received 32 votes, Krasnov Viatches received 36 votes, and Peter received 1 vote. Krasnov Viatches was elected.
Selection of Auditor: Ercan Kocaman, Enise Arzun, and Viladmr Mezit were appointed as members of the audit committee by a majority vote.

Other Matters and Decisions:
It was decided to continue with the attorney Sinem Topçu for the continuation, follow-up, and conclusion of the lawsuits involving the site.
In case of an increase in the minimum wage and an increase in general expenses due to inflation, and if it is anticipated that the dues will be insufficient, it was decided by a majority vote to authorize the selected representatives’ committee and the management company to create and implement an additional budget.
It was decided to enter into the minutes book and announce to the unit owners the restructuring, preparation, and implementation of the rules of life and regulations of Portakal Sites by the authorized management consultancy firm and block representatives.
Regardless of the rights used by those benefiting from the independent section, it was decided by a majority vote to apply a penal clause to unit owners who do not comply with the implemented rules, with the penalty amounting to 15% of the monthly expense advance,
The selected representatives’ committee was authorized to record and sign the minutes for the penalty amount and to take legal action against those who do not pay the penalty,
It was decided not to allow cats and dogs in common areas of the site, and feeding will not be allowed in corridors and door entrances. Detection of such actions will result in the imposition of the penal clause.
In order to prevent interference with common areas, unauthorized construction and renovations, the selected board of directors and other authorized individuals and legal entities were given full authority to appoint lawyers, grant power of attorney, make contracts, and file lawsuits on behalf of Portakal Sites, in favor of unit owners.
It was decided to create a designated area for feeding cats and dogs, with feeding only allowed in this area, and pets are not allowed to be walked in the site garden.
The selected board of directors was authorized, by a majority vote, to negotiate for the payment of unpaid fees to the site’s attorney due to past lawsuits, approve payments, and, if the budget is insufficient, collect additional funds for the payment of debts to the attorney.
It was decided, by a majority vote, to cover the attendance fee of Lawyer Sinem Topçu from the common expenses.
The selection of Moyahomes as the site management consultancy firm was decided by a majority vote. Yakup Çakan from the selected firm was authorized to represent Portakal Sites, carry out banking and notary transactions, issue and use power of attorney, by a majority vote.
Authorization : Yakup Çakan was granted authority to act independently on behalf of PORTAKAL SITES, including opening and closing accounts in banks, conducting bank transactions such as transfers and remittances, giving instructions to banks regarding accounts, withdrawing and depositing cash, performing all banking transactions related to opened accounts, obtaining and using passwords for internet banking, and performing all banking transactions in existing or new accounts as the ‘administrator’, applying to Telekom for a new telephone and internet line or cancellation of existing internet and telephone lines, obtaining immovable property information from the land registry office for unit owners, obtaining identity information for unit owners, obtaining address information for unit owners, arranging electricity and water subscriptions and contracts on behalf of the building/site, and cancelling and transferring subscriptions and contracts as necessary, applying to the Governorship, Governorship, Police Department, Gendarmerie Command, PTT, Municipalities, Tax Office, all electricity distribution companies operating in Turkey, Turkish Telekom, Land Registry Office, Cadastre Directorate, Financial Administrations, Social Security Institution, Turkish Employment Agency, Regional Directorate of Labor, and other social institutions, Notary Publics, Courts, and Execution Offices, appointing lawyers, granting power of attorney to lawyers, and representing, monitoring, and finalizing all legal matters and other official, social, and private institutions, hiring personnel, dismissing personnel when necessary, making employment contracts, terminating and renewing existing employment contracts, performing extensions or other maintenance and repair work for the building/site, making additional payment decisions when the budget is insufficient or deemed necessary, initiating prevention of interference with common areas, requesting intervention by the judge, intervening in unit owners’ interference with common areas, and having authority in this matter, initiating restoration proceedings, appointing lawyers for these matters, preventing interference due to unauthorized construction and renovations by granting authority to intervene, applying to Social Security Institution for the monthly premium and service document related to the employees working for the Site/Building to be able to submit the monthly premium and service document electronically, signing e-declaration contracts, receiving user code and password envelope from the institution, submitting the monthly premium and service document for the employees working at the workplace to the institution through internet environment, and performing other transactions related to this matter, objecting to and requesting correction of premiums and penalties accrued and to be accrued by the Social Security Institution, signing and certifying decisions and business books at notaries, closing them, certifying documents, obtaining records and copies, receiving approved or to be approved compensations from insurance companies and other official institutions on behalf of the Site/Building; in short, granting authority to represent and bind all actions that unit owners and the board of directors need to perform, and Yakup Çakan was authorized to use these powers independently under the title of PORTAKAL SİTESİ, by a majority vote.
The meeting adjourned at 19:00.

After discussions and deliberations, it was decided to determine the expense advances per independent unit per month (800,00 TL Eight Hundred Turkish Liras) in accordance with Article 20 of the Condominium Management Law and to collect them by the administrator based on the amount per unit from the unit owners, by a majority vote (38 votes). In this vote, 36 unit owners voted negatively (Rejection). (Units A6, C4, D1, C7, and C8 objected to this decision and requested that their objection be recorded in the minutes)
If the expense advances are found to be insufficient by the end of 2024, the elected committee was authorized to increase the dues, by a majority vote (38 votes).
Discussion and voting on insulation and painting works: The decision, which was brought up in the previous year’s general assembly but did not pass through the board, was reconsidered and voted on. Against 31 positive (Approval) votes, the proposal for renovation works such as insulation, plastering, and painting of the blocks was not approved by the majority vote.
The issue of establishing bicycle and motorcycle parking areas was discussed. With 43 positive votes (Approval) against 17 negative votes (Rejection), it was decided to proceed with the construction.
The proposal for installing an irrigation system in the garden was put to vote. It was decided to install the irrigation system in the garden with a majority vote (59 votes).