Committee meeting – 8th January 2009
Present: Mo Taunton, P Olive, J Titterton, L. Foley, P. Whitehead, S. Shaw, J. Braim, P Hopkins, T Connolly
Apologies: C McCarthy, N Stacey, L Jiminez
Bank Balance: 6,819.92
Pool payments to date total 35,314.45 Euros, leaving a balance of 15,000 Euros. Three valves have to be replaced before the season at a cost of approximately 180 Euros each. We anticipate that the balance will be paid by August 2009. It has been noticed that having the pump going is costing a lot of electricity, at the moment an owner switches it on for a few hours weekly. It is necessary to have a timer fitted.
The meters were read and delivered to APYME 29th December 2008 with the promise that the bills would be ready 7th January 2009, at this moment in time nothing has been received. It was decided therefore to produce the bills from the Mi-Sol database so that they could be sent out and payment received promptly. Any queries with respect to owner’s bills should be presented to the office where it will be dealt with.
A debtors’ list has been posted in the notice box outside of the office listing all owners owing more than 900 Euros at the end of 2008. This will be updated quarterly, if any owner finding their details on this list pays the debt, the information will be removed.
Lucas was approached whilst gardening by an advertising company requesting permission to erect an advertising board in the top garden. They would pay for the construction and installation, lighting and also rent for the advertising. As this is a structure and to abide by our estatuates the request will be put on the agenda for the next AGM so that all owners can cast a vote.
The existing notice board on Mi-Sol land is used to advertise neighbouring Naciones urbanization and the residential home for the elderly. It is understood that the arrangement was temporary. A meeting will be arranged between the President and the owner of the home and ourselves to discuss their intent.
We are an Association of Vecinos as well as a Community of Owners, there are separate statutes for both. Being an Association means we can instigate membership subscription. There would have to be a separate President, Treasurer, Secretary and committee. The monies collected in subscriptions could be used for such things as day trips and special occasions such as functions in the bar etc. It was agreed that the administration is too great at this time considering we are still trying to get all owners to pay fees and amenity bills into the Banco Popular.
S Shaw is to speak with J Munoz with regards to the lighting it is still not satisfactory. It is necessary for J Munoz to submit work chits to enable us to keep accurate accounts.
It is felt that it would be useful to be able to check the usage of water and electric on Mi-Sol with the main bill. Peter Hopkins will check the meter readings with the main meters and carry out a check if possible.
The notice board sited on the terrace is not used at present, we would like it moved to the front of the bar, near the door so that notices can be displayed. We are seeking three quotes for the work.
APYME – A discussion took place with regards to the value of our administrators, it seems that the work they are doing amounts to very little, we have already carried out the task of reading the meters and preparing the bills that have now been sent out.
At the AGM in September they were asked to write a letter to the tenants of Clara explaining that the money they were paying Clara for electric and water was not being paid into the correct bank account, this has not been done.
The President asked for a copy of the contract they told her they had with Mi-Sol; no copy has been forth coming. It is not a legal requirement for them to attend our committee meetings but the minutes should be translated into Spanish. APYME said they would do this on receipt. This has not been done. Committee member Peter Hopkins very kindly obliged.
Although they have a database with our information on this is not updated regularly enough to be up to date in spite of being given the information. In July of last year Iberdrola and Aguamed increased their charges, this increase should have been put on our October bills, this was overlooked by APYME and now we are in the embarrassing position of asking owners to pay this in retrospect.
They have been asked to source quotes for site insurance, this has not been done.
The agenda and balance sheets for the last AGM were not posted to residents on Mi-Sol, they were handed out on the day and the figures in English and Spanish did not agree. It has been decided by unanimous decision to share this information at the Open Forum next week with the intent to suspend their services until further notice.
Work needs to be carried out at the bottom of the park where a drain overspills during wet weather. This is quite a big job and therefore D Olive will be asked to draw up a plan of works to be submitted for quotes.
Paco received the Suma bills, it is not known if these have been paid, the president will ask Paco , if payment has not been received fines will be incurred.
Meeting closed 3.45pm
Date of next meeting: 5th February 2009.
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