SADM Homeowners Association Meeting
Minutes for April 12, 2008
There were 43 people who attended the meeting even though strong Santa Ana winds were blowing through the South Park. President Al Rosen called the meeting to order at 10:10 am.
I. INTRODUCTORY COMMENTS — Al Rosen
· Al Rosen opened the meeting by welcoming all in attendance.
· The audience was questioned about the need for Spanish translations. No translations were required.
· Al reviewed the agenda and asked the audience to hold questions until the end of each presentation.
· Al also stipulated that a Q&A would be opened on general subjects at the end of the meeting.
II. ADMINISTRATOR’S REPORT — Dr. Martha Alvarez and Herta Calvo
· Dissolving the Acta Constitutiva (Civil Association) is almost completed. Only registering the document remains to be done.
· There have been several meetings with Delegado (sub-mayor of Tijuana) In Playas. Discussions centered on erosion problem at end of Toronado, protection of green, common areas, enforcement of building standards. Although visible results have not occurred, the meetings have been productive in establishing an effective working relationship with the authorities.
· Dr. Alvarez emphasized the importance of protecting the community common areas by maintaining them properly, paying the minimal taxes and utility bills. This will help to demonstrate community ownership.
· There have been no burglary or stolen car reports over the past two months.
· Two cylinders of propane gas were stolen (along with the copper piping) from outside of a house. Witnesses reported that employees of the gas company stole the cylinders, and they were returned.
· The Committee met with the current security company and gave them our requirements to have a nightly patrol added and maintain the same guards on duty so that they are familiar with our community.
· We have repaired 275 square meters of street with rock and concrete. Almost all of the repair cost was paid through the generous contributions of individual homeowners.
· We have had many street lights repaired. This is paid for by the city, but we have to request it.
· The pool and green areas have been maintained in good condition.
· Part-time workers have removed weeds from the streets.
· The north guard house was repaired — painted, roof repaired, door replaced, water reconnected and landscaping improved.
· Improvements were made to south guard house, especially the electrical connections and plumbing.
· Because of money limits, there is only one permanent worker performing maintenance.
Questions and Answers:
· The sewage pumping station at the entrance to south beach is putrid, dangerous and badly needs repair. What can be done?
Dr. Alvarez: We have reported this to CESPT several times already but they have not come. We will keep reporting to them until they do come and fix it. This is not our property, it belongs to CESPT and we are not allowed to fix it (even if we could).
· Who owns the property that the pools are on?
Dr. Alvarez: We own the common areas (pools and surrounding land, tennis courts;The city owns the parks.
III. SADM WEBSITE AND WEBMASTER
· Al introduced Michelle Jenners, who has created our new SADM website.
· Michelle discussed the layout of the website and the purpose of each section.
· The website is primarily a communications tool for the community
· Michelle encourages us all to submit pictures to her of our community, social and special events.
· We will be announcing coming events on the website.
· Michelle wants to bring up a “referrals” page on the website. There will be a few guidelines for homeowners who want to place referrals on the web.
· Michelle’s email address is: MiGitana@aol.com
· The website address is: www.sanantoniodelmarbaja.com
· The new email address for access to the Board is: email@example.com
IV. ASSIGNMENTS FOR COMMITTEE MEMBERS
Al made introductions of the Committee members to the general assembly and gave a brief description of their primary roles and responsibilities.
1. Craig Schaeffer: Secretary. Responsible for producing minutes of meetings. Assists in the creation of Newsletter and Website information
2. Herta Calvo. Treasurer. Works with the Administrator in maintaining financial information, recording expenditures and income, helps to prepare financial reports, assists committee and administrator in ensuring proper accounting procedures are followed. Translates documents from English to Spanish.
3. Dora McIntosh. Membership Development. Responsible for assisting committee and Administrator in the increase of dues-paying Association members.
4. Carol Farrell. Community Relations. Responsible for developing community events and experiences that enhance goodwill and understanding among the residents of San Antonio. Promotes Mexican and US national holidays.
5. Javier Gonzales. Assistant to the Administrator. In the absence of a secretary assists the Administrator in a variety of tasks: correspondence, filing, checking financial and community data, etc.
6. David Holt. Design and Construction. Responsible for maintaining a current list of construction projects. Works with homeowners and contractors to ensure that building regulations and procedures are followed.
7. Jose Alejandro (Alex) Sandoval Osuna. Maintenance. Works with the Administrator and committee to identify important maintenance tasks and projects. Helps set priorities.
8. Liz Walton. Special Projects. Develops projects and activities that involve residents in community-building activities. Assists the Administrator and committee in various complex tasks — use of current software programs, data entry, environmental projects.
9. Al Rosen. President. Leads the Homeowners Committee in establishing policy and priorities. Works directly with the Administrator in carrying out essential and varied activities for the benefit of San Antonio del Mar.
V. FINANCIAL REPORT
Printed copies of the financial report for the first quarter of 2008 were handed out to each person in the audience. Al reviewed the report in great depth, explaining each account and each line item. Based on preliminary projections, the amount of money to cover bare, minimum expenses for SADM is between $13,000 and $14,000 per month. The biggest expense is Security (two guards at each caseta, 24x7, one night patrol from 6pm to 6am).
Al stressed that past debts may come due during the next quarter. The total amount is unknown at this time. They include a tax bill connected with the Acta Constitutiva and electric bill from the 800 block pool. This report will be posted on the website. Please let us know if you have any questions about the financial report. Our intention is to be 100% transparent (open) about how your money is being managed and where it is being spent.
VI. OPEN DISCUSSION — QUESTIONS AND ANSWERS
· Which areas are we talking about when we talk about our common areas?
Dr. Alvarez: We are responsible for the maintenance of the park at the south end and the north end. While these are public parks, as long as we continue to maintain them, we should be able to demonstrate that they are our green (common) areas. The pool and tennis courts in the 400, 600 and 800 blocks are other areas that have been set aside at the initial development of this community for recreation.
· Will the other two pools be opened for the summer?
Al Rosen: Unfortunately we do not have any pool equipment left (pump and filters) to operate these pools. If we had the equipment, we could certainly look at opening those pools.
Carol Farrell: The equipment from the smaller pools was combined to use in order to open the large pool at the 600 block.
· What about the situation that we’ve heard about in the past where carloads of people from other neighborhoods came into our community to use
Dr. Alvarez: A lot of times our own residents are inviting their friends and families and their neighbors may think these guests don’t belong here because they don’t know the people. We don’t think it’s such a big problem.
Pat Farrell: I sat at the pool every week-end last summer and there really was no problem. People did not come in like had been reported, in vans and carloads from outside the community.
· There was a mention of having part time workers in on Sundays to help out our one maintenance person. Are we paying their social security?
Dr. Alvarez: No, they are only part-time, on-call, as needed and do not work for us regularly.
· The smell of garbage is increasingly strong at the north end. Isn’t there anything we can do about this?
Al Rosen: Unfortunately, it’s not only garbage but also sewer water that’s coming down through the ravines and going out to sea north of San Antonio. We have discussed this with the Delegado and have reported this to CESPT. We will continue to seek a solution.
· Who owns the property on the other side of these buildings? It seems like there are several lots. Can someone build a very large building on that property?
Dr. Alvarez: That property is privately held property
· When you look at the financial statement, it seems like there was a huge influx of dues in March. How do we know if we’re going to have enough money by the end of the year.
Al Rosen: We are working very hard on getting the Quick Books database up to speed. We are going though a reconciliation process and will be asking you all to verify your payment history. Then we’ll be in a better position to forecast our income against the projected expense and report how many homeowners are paying
Dr. Alvarez: Every week we are receiving money, little by little. We think the community members will continue to cooperate as long as we are careful with the money and everybody knows how it is being spent.
· There is sewage run-off by the 600 block tennis court and pool that seems to be coming from somewhere else. What can be done about that?
Dr. Alvarez and Al Rosen: We have taken pictures so that we can inform the authorities. We will keep going back to them until eventually something good happens. This will continue to be an item we want CESPT to fix.
· I noticed when I’m driving on the toll road that there is some graffiti now on the back of some of the houses that are on the east side of the community. It’s unattractive and does not represent our community well. Can we take care of that?
Dr. Alvarez: Yes, we will talk to the property owners and see if they are interested in painting their back walls, or if they can give us some paint to take care of it. We agree that we need to take care of the graffiti.
Meeting Adjourned at 11:30 pm.
GENERAL HOMEOWNERS MEETING FOR THE REST OF 2008:
JULY 12 & OCTOBER 11.
MARK YOUR CALENDARS!