2011-09-26-Committee Meeting

2011-09-26

Committee  Meeting held in the Office of Mi-Sol Park.

Present:

President                      Jose Riquelme

Vice-President                Derek Olive

Treasurer                       Pat  Ainger

Vocal                            John Robbins

Vocal                            Ann Impey

Vocal                            Jean Titterton

Vocal                            Shelagh Shaw

Vocal                            Pat Olive

Translator                      Maria  Shaw

Absent with apologies: Vocals Sonia Evans and Lynn Jiménez.

2 Members of the Mi-Sol Community also sat in on the committee meeting

Several committee members congregated outside talking, whilst waiting for Mrs. S. Shaw to arrive with keys to the office. The topics seemed to be: a, where is the money paid over at the AGM? b)who was going to be the official translator? c)had anyone seen the gardener?, d)what about the gates?

Derek Olive was informed by Pat Ainger that arrangements had been made with the outgoing treasurer Mr. P. Hopkins for him (the vice-president) to meet the outgoing treasurer at his house when all materials, documents etc, pertaining to the smooth running of Mi-Sol Park would be handed over.

When the Vice-President arrived at the outgoing Treasurer’s home, he was told by the outgoing Treasurer that all materials, documents etc., had been collected by the new President Mr. Jose Riquelme

The President arrived with S. Shaw, a debate took place about the paperwork given to the President by the Ex-Treasurer.  It was decided that S. Shaw would open the office and the President would go to his home and bring the said paperwork to the office.  This took approximately ten minutes.

The meeting was then opened by the President at 10.15 a.m.

Mrs. M. Shaw agreed to act as interpreter at this and all future meetings a payment will need to be discussed.

The President arrived with several carrier bags.

There is a shoe sized box containing electric cards.  No-one (including a committee member from the previous administration) knows anything about them.  A community member arrives, asking for an electric card.  It is agreed that we need to be told the correct procedures and the amount of pre-paid meters installed by the outgoing Committee.

The Treasurer asks the President if he has the money paid in by three community members during the AGM.  The President replies that he does NOT have the money.  A decision is taken that with the help of the Translator, the Treasurer will phone the outgoing Vice-President and ask him if he knows the whereabouts of the money.

The President stated that when he went to the outgoing Treasurer’s house to collect the documentation etc, there were several members of the Spanish Community congregated in the area.  No explanation for this behaviour was asked for and none was given.  The petty cash box was handed over by the out-going Treasurer in a locked position.

It was suggested that the President, Treasurer and one other went to the bank to sort out the account etc.  It was pointed out by the President that until the minutes have been written up in Spanish and entered into the Actas Book nothing can be done.  The Mi-Sol Lawyer has the notes taken by Lynn Jiménez and ..........at the AGM.  P. Olive passed around the minutes written up in English.  These were approved and signed.  It was agreed that they would not be published until the Spanish minutes were complete.  The translator has agreed to help the President write the Spanish minutes should the lawyers take as long as they did last year.  The President said he would go to the Lawyers and get the Actas book.  This was agreed to by the committee.

The meeting was interrupted by a member of the community asking for an electric card for his pre-paid meter.  A rectangular box had been given to the President by the ex-Treasurer, but without any information on the price or usage of the electric cards.   The vocal who was also on the previous committee could not help.  Her only comment was the ex-President and the ex-Treasurer would the only people who had dealt with the cards.  It was decided that the President would approach the ex Treasurer and ask for all information pertaining to the pre-paid meters and the electric cards.

A discussion ensued regarding the amount of signatories to be deemed necessary for the signing of cheques.  It was agreed that three signatures would be acceptable, and that four signatories would be available.  It was pointed out that the Bank may not agree. We will have to wait and see.  The available signatories will be The President, The Treasurer and two vocals.

The gardener is still having his Social Security and Taxes, paid by Mi-Sol Park.  This is an unacceptable practice as it means he is working illegally.  If he is under contract with Mi-Sol Park (which he is not) then Mi-Sol Park would be paying his Social Security and Taxes.  If the gardener is Self-employed (autónomos -which he is) then he must pay his own Social Security and Taxes. 

There was a discussion regarding the gardener.  A community member had volunteered to be responsible for the quotes and invoices issued by the Gardener, and to also oversee the work he would be undertaking.  This was vetoed by the President, who stated he would rather oversee the gardener himself.  The subject was left in abeyance until more information regarding the Gardener is obtained.

A representative of Los Amigos (A company employed by the outgoing administration to clean the pool) arrived at the office asking for payment.  The President explained that as yet the new committee does not have any access to funds.  The President went on to say that there had been many complaints made regarding the cleanliness of the two swimming pools and also the cleanliness of the shower and toilet facilities.  The representative stated that he had that very morning cleaned everything completely.  The president said this would be checked on and could he call back at a later date for his money.

A member of the community offered to read the meters for the whole site.  The committee unanimously agreed to the member of the community doing this.  Unfortunately, again there did not appear to be any old meter reading sheets amongst the paperwork handed over by the ex-Treasurer.  It was suggest that the Treasurer approached the ex-Treasurer with a view to being instructed in the operation of the “new” database.  Without this information it will take many hours of labour to bring the accounts up to date and issue the October bills.

INSURANCE....do we have any or not?  Once again the committee member from the previous administration was unsure.  It was decided that we would ask the Insurance Broker Reale direct for an answer.  Three committee members went across to the offices of Reale and were told that without the Actas book they could not divulge any information.

A representative from the Tanatoria came to the office and asked for directions to the house of Mr. R. Whalley.

A committee member proposed that once a month, the committee en masse walked around the park to ascertain anything untoward.  This proposal was unanimously endorsed.

Several items of note were introduced to the committee, and all were designated not to be a priority given the amount of time available and members were asked to bring them back up at a later date.

A Spanish member of the community came to the office and reported that a wheelchair had been hidden...........................................

As the outgoing vice-president has stated publically that he does not wish to work with The President, it was decided that The Treasurer would telephone the outgoing vice president and ask him what the position is regarding the reinstatement of the gates. This information will then be passed on by the Treasurer to the President,  A general discussion ensued, and it was decided that a web camera would also be installed to  monitor the gates and any activity surrounding them.

A vocal has volunteered to be in charge of the Office Rota.

The Treasurer has said she will take responsibility for the transition of the database from the out-going Treasurer.  The out-going Treasurer has stated he does not wish P. Olive to be involved in this transition.  No reason was given.  It was agreed that the main database would be held on one computer and that two copies would be held elsewhere.

The next topic was the gates.  After a discussion it was ascertained that the ex-vice-president had been overseeing the re-installation of the gates.  As the Treasurer had already agreed to contact the ex-vice president, it was decided that until we had more information nothing could be done.

There wasn’t any information given to the President by the ex-treasurer.  The committee as a whole said they were committed to the re-installation of the gates, money permitting.

The president thanked everyone for attending. He stated he would try and run the park to the best of his abilities.  The President is in need of a second-hand computer, it was pointed out that there should be one available in the office.

The next committee meeting will take place on Monday 3rd October 2011 when hopefully some of the above matters will have been resolved.

Meeting closed 12.15 a.m.