Committee meeting November 26th 2008

MEETING WITH ADMINISTRATORS 26TH NOVEMBER 2008


TIME: 11 A.M.
VENUE: OFFICES OF ADMINISTRATION
PRESENT
HELENE (ADMINISTRATOR)
SALVADOR (ADMINISTRATOR)
DENISE (PRESIDENT)
VICTOR (VICE PRESIDENT)
SUE (VICE PRESIDENT)
LESLEY (OWNER)

APOLOGIES
ANGELA (U.K.)
RON (U.K.)
NEVILLE (U.K.)
JANET (U.K)




1. NOTICE OF CALLING TO 5TH A.G.M. IN SPANISH FOR NOTICE BOARD.
The notices were collected and will be placed on the board this weekend.

2. CHECK THAT THE FOLLOWING INVITATIONS HAVE BEEN SENT TO RESIDENTS IN SPAIN. PHASE 1 1, 5, 15, 17, 22 & 46 (22 in Spanish please) PHASE 2 25, 29, & 44 (44 in Spanish please).
This was confirmed and some extra invitations in Spanish were also collected.

3. DIRECTIONS TO HAVANA BAR FOR ADMINISTRATORS
Confirmed

4. SIGNING IN SHEET AND VOTING CARDS IF USED BY O.C.S.I.
As this is the first Annual General Meeting that the new Administrators have attended we needed to go through the voting structure and the way that proxy votes are collated. This was useful as the Administrators are used to dealing with Communities that do not give owners individual choices when giving a proxy to some other person. The voting system was explained and we see no problems on the day. All proxy/postal forms are to be kept at the Administrators for viewing by owners as they were last year in an attempt to avoid accusations of vote fixing.
5. CHECKING FOR FAXED RETURNS AND ALSO CHECKING TO SEE IF THEY ARE SIGNED AND NOMINATE A PROXY.
Following the problems last year with people standing proxy for owners and not checking to see if the papers were either signed or indeed had nominated a proxy to stand in their absence it has been decided to check each return as it comes in. It is not however, the responsibility of the Officials to check this and the onus in on the owner and the person standing proxy to see if the papers are completed correctly. Papers not forwarded to the Administrator to be checked will be the responsibility of the person standing proxy and not the Officials.

6. INVITATION TO SPANISH OWNERS TO ATTEND.
Helene has spoken with several Spanish owners and it would seem that it is unlikely that any will be attending the meeting this year. If they do then the meeting will be conducted in both Spanish and English. It was mentioned that there may be at least three other Presidents from other urbanisations attending as they have heard of our voting system, and our excellent Administrators, and are interested in implementing both for their Communities which is a great compliment to Sol Golf.

7. PRESENTATION OF MEETING.
It was agreed that the meeting would be presented both by the President and the Administrators with Vice Presidents, Committee etc., answering questions on subjects they had the most knowledge on. The problem of aggressive guests and swearing at the meeting which occurred last year was discussed and the Administrators stated that this will not be tolerated in any form this year.

8. MASTER SHEET FOR COLLATING RETURNS (EXCEL)
It is important that every owner´s vote is collated properly to allow the Officials to know the wishes of the majority of owners. After some initial confusion and much discussion it is believed that we have found a way to achieve this.

9. COPIES OF MINUTES FROM LAST MEETING TO BE AVAILABLE.
It was felt unnecessary to read out the minutes from the last meeting, as there have been no complaints or queries about them during the year. Copies will be available if any one wishes to have them.

10. COPIES OF ALL QUOTES RECEIVED TO BE AVAILABLE.
In previous years all works have been quoted and the contract awarded by the most votes in favour of that Contractor. There has been a problem obtaining quotes for many of the items in writing and we do realise that Companies may no longer be trading by the time any works passed by the Community of Owners commences.
There us also a need to look
at what monies we have received in 2009 before spending any, and also the situation with properties returning to the bank. In view of this all items that require funding have the proviso lowest acceptable quote No extra payment should be required, subsequent to financial availability. Any contracts given will be decided by the Officials as a team and NOT by the President.

11. LATEST ON DEBTORS.
The fact that the debts to the Community have decreased substantially was discussed and thanks to the Administrators given over this. Denise mentioned that she has been in contact with three owners who are in the process of handing back their properties to the bank and she has the details of the banks in question which will be a help when claiming fees in 2009. Helene mentioned that she expected a payment of just over 2,000 Euros this week (this has arrived) bringing down the total debts to just under 10,000 Euros.

12.OTHER QUESTIONS
BUILDING WORKS PHASE 2

One item not on the agenda was the problem that seems to be occurring re unplanned and unlicensed building work on phase 2. Denise said that she had not received anything in writing from the owner concerned and therefore could not comment. Helene had written to the owner and he has replied stating that he has all the relevant permissions and that his neighbours are in full agreement. Helene is looking into this and it may be that the work is acceptable to the Community as a whole and allowed under local planning laws but the proper procedures must be gone through under the law.

The meeting was closed at 12.37 p.m.