October 11, 2008
SADM Homeowners Association Meeting Minutes
There were 42 people who attended the meeting. 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.
· Al reviewed the agenda and asked the audience to hold questions until the end of each presentation.
· Al stated that a Q&A would be opened on general subjects at the end of the meeting.
· Al asked if any new residents were present. No one was identified as a new resident
II. FINANCIAL REPORT — Al Rosen
· The Third Quarter Financial Report was handed out
· Al explained the meaning of several categories within the report:
· Al explained expenditures in certain “line items:” Security, August utilities, August purchase of copier, slight increase in September Vehicle Maintenance. (Detailed explanations are included in Financial Report.)
· The report stated that income decreased, but expenses also decreased by about $8,000.00 over the quarter.
· Based on 8 months of data, monthly expenditures are between $13,000.00 and $15,000.00 per month.
· There are enough funds on hand at present to carry us through the end of November. The Committee is hoping that residents who pay monthly and quarterly will continue to make their payments. If this happens the community will end the year with a positive balance in its account.
III. ADMINISTRATOR’S REPORT — Dr. Martha Alvarez/ Herta Calvo
Maintenance
· We have repaired over 170 square meters of street with rock and concrete. 120 square meters of these repairs was possible through the generous contribution of the homeowner at 114 Estero. Other repairs have concentrated on serious potholes in the streets
· 50 street lights were replaced. The City has agreed to send a repair truck on regular basis, twice a month.
· The 600 block pool was maintained through the summer months with clean, clear water. Surrounding walls were painted and public restrooms were kept clean and in working order. Also there was a SADM employee present on weekends during the summer to supervise and monitor use and activities.
· Drains at key intersections (Playa and Bahia, Huracan and Roca, Isla and Resaca, Tornado and Arena) were repaired and cleaned. Metal grates were removed and accumulated dirt and debris removed.
· Deteriorating power poles continue to be replaced by the State Electrical Commission.
· Common spaces continued to be maintained as attractive areas of the community. Parks received regular maintenance and watering. The sprinkler system in the south part was expanded.
· Security gates at both entrances had to be repaired several times because of weight and use. When the budget permits, the Committee hopes to construct gates with lighter and more durable material.
· Annoying alarm sounds from communication towers on the east side of the toll road were identified and turned off.
· Trash pick-up and weeding continued on a daily basis throughout the community.
Security
· In September the Homeowners Committee decided to end our security-service relationship with Alta Sequridad Privada. This decision was reached with mutual agreement from both parties. The Committee and Administrator now directly hire and supervise SADM security personnel. Alta also agreed to release those employees who wished to continue working for SADM, and all but one decided to remain employed by SADM. The Committee has researched other options and remains open to considering other security programs. However, financial considerations and the quality and consistency of personnel remain top priorities and the current security program addresses those priorities. All employee-related expenses and legal requirements are being handled by a private employee-services company. This will insure that accounting procedures and Mexican taxes and other employee related expenses are handled properly. The committee was able to purchase uniforms at a very reasonable price. A resident generously donated communications equipment. There is a need for a patrol car. Dr. Martha Alvarez has donated her private vehicle temporarily.
· There have been no house burglaries. In August one car was stolen and several car thefts were attempted on the same night.
· A hand-out for visitors, explaining rules and expectations, was developed and is now distributed by the guards at the entrances.
IV. MISCELLANEOUS ITEMS
1. Mexican Independence Day Fiesta — September 15
· Large and exuberant crowd showed up to celebrate.
· Thanks expressed to Celia Roig and Alejandra Cital for providing a very entertaining DJ who put on a festive Karaoke experience (Contact Celia or Alejandra if anyone wants an outstanding entertainer for their party), Martha Alvarez and Dora McIntosh and all their helpers, especially the bakers, for cooking and presenting a feast of Mexican food; Liz Walton and Craig Schaeffer for their generous financial contribution; and all the volunteers who contributed to a successful community event.
· Prices were cheap, but enough money was raised to pay expenses and put a little away for the next celebration.
2. Beach Clean-up — September 20
· Al indicated that there was great response from the community. This was a regional event which included the beaches of San Diego, south to Ensenada. He thanked the Beach Captains, Hal Robinson, Herta Calvo and Elmer Gonzales. Al gave special recognition to participants Pat and Carol Farrell and Sylvia Drombrosky. A special acknowledgement was given to all the energetic kids who volunteered from Colegio Reina Isabel — Real del Mar.
· Over a ton of trash was collected. 190 lbs of recyclables were recovered. Everything was categorized which provided evidence of significant sewage contamination of our beach front.
· Al stated that the Committee hopes to be involved in future regional clean-up events — at least two per year.
3. Donations
· Al stated that the Security Program needs a late-model car in sound running condition and with efficient fuel consumption. Request for a donation or “great deal.”
· Request for paint, especially white color.
4. Aquinaldo
· In Mexico it is the custom and expectation that all workers receive a special monetary gift at Christmas time. The Committee will be asking all residents to give a cash contribution which will go directly to our dedicated and hard-working maintenance and security workers.
5. Trash at South Entrance
· Al mentioned that businesses located at the south entrance are not part of our community. Efforts have been made to have them manage their trash. Al asked any persons who have contact with these businesses to work with the Committee to obtain cooperation so that appearance at south entrance is not spoiled by piles of trash.
6. Homeowners’ Dues
· Al reported that a special letter went to residents who have not paid homeowner dues. In addition, individual contact with these residents has been occurring. Al asked group to contact one neighbor or friend who does not pay to encourage them to contribute to the up-keep and security of the community
· Al reviewed the problems associated with establishing a non-personal checking account. This is a problem whether the account is in the US or Mexico. He asked, individuals who do not pay homeowners dues because they do not want to write a check to a personal account, to consider other ways of contributing, such as: paying for pool chemicals, paying directly into an account at one of the local hardware stores, paying to a vehicle maintenance and fuel account.
· Al invited residents to stay and meet with Herta Calvo, Finance Officer for the Committee, and Dr. Alvarez after the meeting if they wanted to review the accounting and posting details of SADM Homeowners Financial Account. Documentation and receipts supporting the Third Quarter Financial Report handed out at the meeting would be available for inspection.
7. Website
· Al reminded the meeting about the community website: www.sanantoniodelmarbaja.com and asked for contributions: photos, referrals, etc.
· Al also reminded the group that that email communication is always available with the Committee at: sanantoniobaja@yahoo.com
· Al recommended the website www.rosaritotowncrier.com for information about events and issues in our area.
V. QUESTIONS — ANSWERS — DISCUSSIONS
1. Will we save money by running our own security program?
If there is any saving, it will not be much. From the beginning, the Alta Security Company was making very little profit. Contact with other security companies made the Committee realize this because security proposals have been consistently much higher than we were paying to Alta.
2. Do you take into account the stronger value of the dollar against the peso when paying bills?
Yes. The value of Peso in relation to the dollar is calculated in our financial report, but the impact, in terms of any savings, is not significant since the recent changes between the two currencies has been fluctuating often.
3. Is there any progress in repairing the street at the end of Tornado?
The City has created a repair plan, but the money has not been authorized for the repair. It will probably not happen in this year’s City budget. We are hoping that our continued contact will convince the City to include it in next year’s budget.
4. What is the current status of the common area/Park at the north end of the community?
Dr. Alvarez has met with the director of SEMARNAP, which is the state agency that has authority over the Federal Zone properties. This meeting was productive. Recommended procedures are being followed and documents prepared.
5. Has the community done any fundraisers?
No. The Committee encourages any residents who want to volunteer ideas and involvement to come forward to organize fundraisers. Committee is open to this type of volunteer help.
6. Why is the fountain at the South Park not working?
The pump is broken and needs repair or replacement. Generous resident offered to pay for new pump (Larry Wall of #3 Caleta — “Thanks” from the community).
7. Comments:
· A resident who previously was a homeowner in a San Felipe, Baja community confirmed that his previous homeowners association had the same problem of establishing a non-personal bank account. They came up with the same solution as our community.
· There was a lengthy discussion about setting aside sufficient funds in next year’s budget to insure that there is enough money to keep the security program operational for the whole year. Several residents argued that general maintenance, trash pick-up, pool maintenance, etc. should be eliminated or reduced in order to keep security at current level. Committee pointed out that emptying the pool or not maintaining it will cause extensive damage. Committee emphasized that security is top priority and it will do all it can to set aside money for security if funds are available. Other residents emphasized that it is equally important to keep the community’s appearance attractive and the environment livable through regular maintenance.
Meeting Adjourned at 11:30 pm.
NEXT GENERAL HOMEOWNERS MEETING WILL BE ON JANUARY 10, 2009 AT 10:00 am.