MEETING WITH THE ADMINISTRATORS 8th May 2008

Meeting with Administrator May 7th 2008

Present
Helene (Administrator)
Salvador (Accounts)
Denise Brown (President)
Sue Davidson (Vice President (2))
Time: 13.00
Place: Offices of Administration Cabo Roig.


A meeting was held on Wednesday 7th May between the Administrators, President, and Vice President(2) purely with the intent to clarify the situation re the debtors although some other small issues were on the agenda.

1. Debtors
The problem re the debtors to the Community was discussed at length and the difference between the figures held the President and those by the Administrator was discussed. It emerged that Fincas Networks had passed on the wrong information to Helene and Salvador (Administrators) which was shown to Denise in an email from them. Helene had been told that the Community charge for the apartments was 300 euros if paid before 1st February and this increased by 20% if paid after 1st April. Denise pointed out that the minutes of the A.G.M. 2007 clearly state that the Community charge for this year is 330 euros with a 10% discount for payments before 1st February 2008 and a 20% charge for payments after 1st April 2008. This was checked in the official minutes book of the Community and it showed it was the case. The accounts of the Administrator were changed and we are now showing that we have debts of €21,250.60. It was also stated that four owners are claiming to have paid and we have not received this money into the Community accounts. These owners have been asked to provide the Administrator with details so that it can be looked into further. There is also a case of a sensitive nature and this was discussed, payment is to be made soon in this case.
It was also agreed that on the agenda at the next A.G.M. would be a proposal that payments must be sent to the Community in advance of cut off dates as some were just arriving on the date or the day after. The issue of payment by cheque, which is costing the Community money, is also to be on the next agenda.
Finally, it was agreed that one final registered letter is to be sent to all debtors with the cost of the letters added to the outstanding amounts (as is agreed under the law)
The letters will request payment within a time limit and if none is forthcoming court proceedings will begin in all cases. Sue inquired as to the legal procedure and it was explained that the President and the Administrator took the list of debtors and the amounts to the Notary and she/he prepared the case for the courts. It would seem that all cases are found in favour of the Community and in many cases the defendant does not even appear at the court. An embargo is then placed on the property and if the Community fees, penalties, administration and court costs are not paid within a certain period of time the property is then sold at auction.
2. Gardens
It was agreed that work will be done on the offending gardens and the bills will be sent to the owners. One of the properties, it appears still belongs to the Constructor and he will be asked to clear the weeds etc.
Wasp’s nests
We were informed that in discussion with the Council that wasps nests are now protected!

Nonetheless, after much discussion it would seem that the Council will remove the one on the Community at a cost of 30 euros and Helene is going to arrange this.
Outstanding payments.
We have not to date paid O.S.C. I. (the Administrators) for their services this year, In addition to this, they have paid out of their own petty cash, the smaller bills that we have had this year (Outstanding bill Fincas Network, Postage, Drain cleaning etc) Helene explained that they will not take payment until we are satisfied with the services they provide. To say the least we are more than satisfied and payment will now be collected from the Community account. There is also an outstanding payment due to Slip Solutions for work on the skirting of the pool and this will also be paid today.
Internal walkways
Work will commence on clearing the weeds in the internal walkways in the next two weeks. The price quoted remains the same as paid last year.
Main road edges
The edges of the council owned roads need cleaning and weeding and Helene will contact the council over this.
Wheelie bins
The council is to be contacted yet again with an urgent request for more bins.
Certificates of Habitation
It now appears that the original law on this relates again and the President can collect these on behalf of the owners. This will be done as soon as possible and owners will be contacted.
Meeting closed 14.30 pm