minutes of the annual general meeting of community of owners

minutes of the annual general meeting of community of owners

MINUTES OF THE ANNUAL GENERAL MEETING OF COMMUNITY OF
OWNERS URBANIZACIÓN DE GOLF LA FINCA R5-A
Held on the 27th July 2007
(ENGLISH LOOSE TRANSLATION)
In Algorfa, at 10:30 hours on second call, met the owners in the Restaurante La
Finca, previously summoned in term and form by the President, in order to hold the
AGM (Annual General Meeting) of Community of Owners Urbanización de Golf La
Finca R5-A. The agenda of the day was the following:
1.- Review meeting minutes from 1st Owners General Meeting.
2.- Approval of the Accountancy of last year.
3.- Approval of the Ordinary Budget of the annual exercise.
4.- Agreements to adopt about outstanding community fees, and if necessary, judicial
processes against debtors.
5.- Appointment of President, Vice-president and Secretary-administrator of the
Community.
6.- Code of conduct – car parking within gated community
7.- Proposal from Mr. Baljinder Dhaliwa: community charge should be standardised and
not be linked to property. This would mean that all community charge would be one
sixty eight of the total annual budget.
8.- Proposal form Mr. Baljinder Dhaliwa: community president should have their
community charge term in office.
9.- Agree date of 3rd Owners General Meeting.
10.- Any Other Business.
Attendance for the AGM was as follows:
Kelleher, Catherine
Benferri 701
1,75
Dredge, Bradley
(1)
Benferri 706
1,86
Tosh, Stuart Mcbeath
(1)
Benferri 707
1,82
Rushby, Keith
(1)
Benferri 710
1,83
Robertson, Jim
Benferri 711
1,87
Holden, Nigel
Benferri 712
2,12
Francombe, Jill
Benferri 713
2,16
Frankenmolen, Robertus Petrus M.
Benferri 714
2,15
Myers, John
Benferri 715
2,12
Cuff, Christine Frances
(1)
Benferri 716
2,14
Robb, Kenneth
Benferri 718
2,25
Surdhur, Kanvaljit
(1)
Benferri 721
2,05
Dhaliwal, Baljinder Singh
(1)
Benferri 722
2,25
Reid, Pamela Ann
Valverde 1-724
1,35
Royds, Michael
(2)
Valverde 1-725
1,19
Weeson, Barry
Valverde 1-726
1,10
Merry, Joan Charteris
(1)
Valverde 1-728
0,95
Hartley, Brian John
Valverde 2-729
0,95
Bennet, Martin John
(2)
Valverde 2-730
0,95
Fraser, Ross Finlayson
(3)
Valverde 2-731
1,10
Parrot, Timothy Malcolm
(1)
Valverde 2-733
0,95
Langan, Paul Gerard
(2)
Valverde 3-736
0,95
Bruton, David
Valverde 3-737
1,10
Poskitt, Ian Richards
Valverde 3-739
0,95
Gingell, Roger John
Valverde 4-741
0,95
Levy, Anthony Howard
(1)
Valverde 4-742
0,95
Sayers, Richard John
(2)
Valverde 4-743
Williams, Hefin
(1)
Valverde 4-744
Smith, Nicholas
(4)
Valverde 4-745
Attree, Steven Colin
(3)
Valverde 5-749
Henderson, Alan John
(1)
Valverde 5-750
Bentham, Terrie Ann
(1)
Valverde 6-755
Desborough-Brown, Joanna P.
(2)
Valverde 6-756
Spinks, Terence
Valverde 7-757
Colmer, Maurice George
Valverde 7-759
Main, Samuel John
(2)
Valverde 8-763
Keoshgerian, Tsolag Diran
Valverde 8-764
Pearson, Michael John
(2)
Valverde 8-765
Farell, Deirdre
Valverde 8-766
(1) Represented by John Myers
(2) Represented by Maurice Colmer
(3) Represented by Laura Silvestre
(4) Represented by Steve Turner
1,10
1,19
1,35
0,95
0,95
0,95
0,95
0,95
1,10
0,95
1,35
1,10
0,95
Apologies were given to Regina Fernández, Property Administrator, who could
not attend due to unforeseen circumstances. Laura Silvestre acts as secretary for this
meeting.
The meeting was called to order by Laura Silvestre. She welcomed people who
attended and the agenda of the day was discussed.
FIRST. REVIEW MEETING MINUTES FROM 1ST OWNERS GENERAL MEETING.
The minutes from the constitution meeting were unanimously passed.
SECOND. APPROVAL OF THE ACCOUNTANCY OF LAST YEAR.
The accountancy of the year June, 2006 – July, 2007, enclosed below, was
unanimously passed, although there were a number of discrepancies highlighted in
schedule of debtors:
CONTABILIDAD / ACCOUNTANCY
LA FINCA GOLF R5A
6/2006 - 7/2007
IMPORTE / AMOUNT
- INGRESOS /INCOMES:
CUOTA ANNUAL / ANUAL FEE
26.146,35
PISCINA / SWIMMING-POOL
4.199,68
JARDINES PRIVADOS / PRIVATES GARDENS
6.000,32
PROVISION DE FONDOS / CONTINGENCY FUNDS
1.517,19
FORMACIÓN COMUNIDAD / CONSTITUTION EXPENSES
300,00
Ingresos por diferencias deriv. Red. / rounding up differences
0,04
________________________________________________
TOTAL INGRESOS / TOTAL INCOMES
32.163,26
-GASTOS / EXPENSES
-GRUPO 01 GASTOS GENERALES / GROUP 01 GENERAL EXPENSES:
- Alumbrado exterior / Outside lighting Ref.: 261385409
786,60
- Mantenimiento jardines / Garden maintenance
3.200,00
- Panel de anuncios / Noticeboard
230,00
- Honorarios administrador / administrator fees
4.760,00
- Material de oficina / Stationery
34,40
- Fotocopias / Photocopies
73,53
- Correo / Mail
150,19
- Copias llaves / Keys
215,46
- Libro de actas / Minutes book
12,00
- Registro de la propiedad / Land Registry
13,94
- Modelos Hacienda / Inland Revenue form
3,20
- IVA / VAT
761,60
- Protección de datos / Data protection
100,00
- Seguro multirriesgo/ Multipurposes insurance
1.698,25
- Comisiones bancarias / Bank comissions
86,29
- Formación comunidad / Constitution expenses
300,00
- Diferencia redondeo moneda / Rounding difference
0,01
________________________________________________
TOTAL GRUPO / GROUP TOTAL
12.425,47
-GRUPO 02 GASTOS A PARTES IGUALES / GROUP 02 EQUAL SHARES
EXPENSES:
- Agua / Water Ref.. 0947207
239,66
- Mantenimiento piscina / Pool maintenance
4.020,67
- Cartel y soporte normas piscina / pool rules sign & stand 280,00
- Salvavidas piscina y soporte / Pool lifeguard and stand
277,24
- Alumbrado piscina / Pool lighting Ref.: 264519164
321,39
________________________________________________
TOTAL GRUPO / GROUP TOTAL
5.138,96
TOTAL GASTOS /TOTAL EXPENSES
RESUMEN / SUMMARY
Saldo anterior / previous amount
Total ingresos / Total incomes
Gastos / Expenses
Saldo actual / Current amount
17.564,43
IMPORTE / AMOUNT
32.163,26
17.564,43
14.598,83
JUSTIFICACIÓN DEL SALDO / ACCOUNTABLE AMOUNT:
Bancos / Banks
12.979,82
Otras cuentas financieras
-37,17
Benferri 703 Smith, Andrew Gordon
735,69
Benferri 704 Quara
140,32
Benferri 705 Quara
142,65
Benferri 717 Quara
660,18
Benferri 719 Quara
231,24
(Graham Ian Joseph, current owner has paid 462,50 on the 20/2/07. This balance Shown
here is owed by Quara)
Benferri 721 Quara
635,02
(Surdhur Kanvaljit has paid 423,34 on the14/05/07. The rest of the balance will have to
be paid by Quara) (This payment was in the unallocated payments)
Benferri 723 Quara
127,02
Valverde 2-731 Fraser, Ross Finlayson
374,29
Valverde 2-732 Stanley, Philip James
439,27
(This property has been sold / transferred to Chris Sheppart)
Valverde 3-738 Griffiths, Ann
439,27
Valverde 4-745 Smyth, Nicholas
439,27
(Paid by the owner on the 27/01/07) (This payment was in the unallocated payments)
Valverde 5-746 Quara
73,21
Valverde 6-752 Brandrick, William David
327,41
Valverde 7-758 Gurrieri, Gian Battista
-327,41
Valverde 7-761 Quara
73,21
Ingresos desconocidos / Unallocated payments
-1.881,92
Pagos pendientes de realizar / Payments to do
-972,54
Total……………………………………………………….14.598,83
Owners were informed that there are some payments into the Community
account that were not detailed saying to what property they were for (some of them now
located). Owners who did pay and see their names in the list of outstanding community
fees should contact the administrator and provide their bank receipts.
THIRD. APPROVAL OF THE ORDINARY BUDGET OF THE ANNUAL EXERCISE.
The following budget for the year 2007-2008 was unanimously passed:
CONCEPTO
GASTOS VARIOS GENERALES / GENERAL EXPENSES
Reparaciones
Alumbrado exterior / Outside lightning
Comisiones bancarias / Bank expenses
Honorarios / Administrator Fees
Seguro Multirriesgo / Insurance
MANTENIMIENTO JARDINES / GARDEN MAINTENANCE
PISCINA / POOL
Alumbrado /Electricity
Agua / Water
Mantenimiento piscina y Limpieza/Pool Maintenance + Cleaning
TOTAL PRESUPUESTO / TOTAL BUDGET
PRESUPUESTO
2007/08
700,00 €
2.000,00 €
1.600,00 €
100,00 €
4.732,80 €
1.750,00 €
5.000,00 €
5.840,00 €
1.000,00 €
1.000,00 €
3.840,00 €
21.722,80 €
As last year, it will be one single down payment that could be paid by direct
debit or transferring the money into the community account on or before the end of
August, 2007.
FOURTH. AGREEMENTS TO ADOPT ABOUT OUTSTANDING COMMUNITY FEES, AND IF
NECESSARY, JUDICIAL PROCESSES AGAINST DEBTORS.
It was unanimously passed to start legal proceedings against debtors, at the same
time giving authority to the President and / or Administrator to give general authority
for legal actions.
The community will starts legal proceedings against the following debtors:
Property
Benferri 703
Benferri 704
Benferri 705
Benferri 717
Benferri 719
Benferri 721
Benferri 723
Valverde 2-731
Valverde 2-732
Valverde 3-738
Valverde 5-746
Valverde 6-752
Valverde 7-761
Owner
Andrew Gordon Smith
Quara
Quara
Quara
Quara
Quara
Quara
Ross Finlayson Fraser
Philip James Stanley
Ann Griffiths
Quara
William D. J. Brandrick
Quara
Outstanding amount (€)
735,69
140,32
142,65
660,18
231,24
211,67
127,02
374,29
439,27
439,27
73,21
327,41
73,21
Owners must add to the debt the expense of a recorded letter and any other
expenses caused by the proceedings.
Reminder: there are some income payments into the community account which
are unidentifiable. Therefore, if someone paid their fees and they are on this list, they
should contact the administrator as soon as possible and provide evidence of payment.
FIFTH. APPOINTMENT OF PRESIDENT, VICE-PRESIDENT AND SECRETARYADMINISTRATOR FOR THE COMMUNITY.
Regina Fernández stood down. The President proposed a new administrator,
who attended the meeting.
The below mentioned nominated their proposal and were unanimously passed.
President.......................................... John Myers
Vice-Presidents………………… Nigel Holden, Maurice Colmer and David Bruton
Secretary-Administrator……….. Letralia Lawyers
Laura Silvestre said thank you to the President for his work and also thanked
Nigel Holden for his work with the community web page.
SIXTH. CODE OF CONDUCT – CAR PARKING WITHIN GATED COMMUNITY
It was unanimously agreed the following rule: “Vehicles should always be
parked in the designated parking spaces except for loading/unloading”. Please do not
park on the white lines in the community thoroughfare.
The president informed that the police will enforce this rule.
SEVENTH. PROPOSAL FROM MR. BALJINDER DHALIWA: COMMUNITY CHARGE
SHOULD BE STANDARIZED AND NOT BE LINKED TO PROPERTY. THIS WOULD MEAN
THAT ALL COMMUNITY CHARGE WOULD BE ONE SIXTY EIGHT OF THE TOTAL
ANNUAL BUDGET.
This proposal was not passed as this would need a unanimous vote and there
were some owners against.
EIGHTH. PROPOSAL FORM MR. BALJINDER DHALIWA: COMMUNITY PRESIDENT
SHOULD HAVE THEIR COMMUNITY CHARGE TERM IN OFFICE.
It was unanimously passed.
NINETH. AGREE DATE OF 3rd OWNERS GENERAL MEETING.
It was agreed the date for the next annual meeting on Friday, July 25th, 2008 at
10:00 hours on first call and at 10:30 on second call.
TENTH. ANY OTHER BUSINESS.
An owner proposed that the community maintain all the private gardens
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to improve the appearance of the overall community. After discussion,
it was agreed that the community gardeners would be requested to
provide a cost to maintain all private gardens. This cost will be added to
the community charge for the relevant properties. It was agreed that this
approach would be phased in taking into account any existing
arrangements.
An owner asked about when the urbanization is going to be finished.
The President informed that he spoke to the Mayor and the Mayor said
that the Town Hall is going to compel Quara to finish the area by
certain date and if this is not finished by then, the Town Hall will do the
work and will charge Quara for the cost of the works.
The President informed that there is a Councillor in the Town Hall who
speaks English and Spanish, and she represents the English speakers at
the Town Hall. Owners can contact her on the following telephone
number: 661 897 918, and her name is Samantha.
Owners informed that lights around the community do not work. It will
be looked into to sort out the problem.
The President informed that the post boxes at La Finca are now finished
but post is not being delivered yet. The Administrator will get
information from the post office.
Maurice Colmer said thank you to the President and Nigel Holden.
The Snagging List provided last year to Quara has not been completed.
The president is still insisting on, and he advices owners to go and
complain to Quara to get more done.
Nigel Holden proposes that when the gates are fixed we should have
the configuration of the gates changed so that they automatically close
after a predefined time delay. All the attendants agreed.
There are people who are not part of the community using the
community facilities. The president informed that he was asked by
Quara if some owners from a new community that was not finished yet
could use this swimming-pool while theirs were not finished. The
President gave them temporary permission but he is going to stop this
now.
Nigel Holden requested that all community lighting (pool, pool area
and road) be left on throughout the year.
As the agenda of the meeting was finished by 12:10 hours, the meeting stands
adjourned, with the signature of the President and Secretary.
PRESIDENT
SECRETARY
John Myers
Laura Silvestre