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Specialga 20131027

The document summarizes the agenda and discussions of a homeowners association meeting. It provides updates on subdivision projects, financial reports, and election status. It also outlines plans to improve collections and reduce monthly dues.

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2K views22 pages

Specialga 20131027

The document summarizes the agenda and discussions of a homeowners association meeting. It provides updates on subdivision projects, financial reports, and election status. It also outlines plans to improve collections and reduce monthly dues.

Uploaded by

api-57151651
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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Pamela Homes Subd.

Homeowners Association

SPECIAL GENERAL ASSEMBLY MEETING


2013.10.27 2-4PM PHS CLUBHOUSE

PAMELAHOMES.WEEBLY.COM

AGENDA
Introductions State of the Subdivision Caroling/Sticker Report Closure Election Status Financial Report Open Forum
Barangay Status (Garbage/Projects)

5mins 15mins 10mins 10mins 15mins 60mins


Open

State of the Subdivision


CONTENT: TURN-OVER STATUS 2012-2013 ACTIVITIES 2013-2014 INITIATIVS

Turn-Over Status (Borland -> LGU)


All Open spaces (roads, vacant lots, clubhouse) shall Be turned over by the Developer to LGU. Before accepting turnover, LGU coordinates with the HOA of any concerns PHSHOAs concern as of now is the unsafe condition Of the BLK 1 creek area where 14 houses are situated That is why the LGU has not accepted the turnover yet Considering the on-going rehabilitation of the rip-rap, We can now request the LGU to accept the turnover From Borland

2012-2013 ACTIVITIES
2013
Rehabilitation of creek rip rap at block 1 (On-going)

Completed 2012 (c/o BOD Katipunan)


Drainage cover grills (5 units) at blk 13 Rehabilitation of b.ball court floor Retaining wall at blk 4 fence side of clubhouse Ponding water at Sampaguita cor. Sunflower sts. Repair of road along Daisy cor Tulips sts.
Completed 2011
Drainage de-clogging, perimeter fence(blk 13 60m), roads/gutter repair, clubhouse repairs/ landscape retaining wall construction, creek wall retrofitting, gate improvement, cyclone fence at court

2012-2013 ACTIVITIES
Safety and Security Installed 2 CCTV (Entrance Gate) from Caroling Money (Thanks to Sir Dexter Calcabin installater) Installed 2 CCTV (Clubhouse) from Gov. Remulla Boom Repair at Gate from Sticker Money Perimeter Fence at Clubhouse (increased height) Installed Vehicle Sticker System Election Committee Members: Andrei Jordan/ Mona Calcabin /Loida Dala Facilitated Election preparations and reporting for the Election of Board of Directors

2012-2013 ACTIVITIES
Special Projects Installed Pamela Waiting Shed (done) Clubhouse repainting (done) Gate repainting (on-going) Clubhouse maintenance/beautifcation (c/o Vice Joe) Vice Joe always make the clubhouse clean and Maintain the landscape/gardening as well Grass cut of vacant lots by guards

Communications/ Information Dissemination Website Installation (Erika Padilla) Online posting of Financial reports, memos, Legal docs. Soonminutes, GA meeting videos, online Comments and suggestion Creation of Pamela Newspaper

Waiting Shed Project Report


The donors of Php500 each
Ronquillo Family Aguas Family Payas Family Villaflores Family Valdez Family Florentino Family Loaquing Family Junio Family Carino Family Beniopa Family Esmenda Family

From Donations Php 5,500 From Anonymous 974 Material Cost Php 6,474 Labor Cost free (bayanihan) Food free (from anonymous)

Salamat po Sa inyong Lahat!! The Volunteers: Edgar Celis, Joe, Salo, Anthony, Nolan And the carpenters

CCTV Project Report


Purpose: To augment Security by evidence Recording of events
Project Cost: Php 15,230

Materials: Php 14,850


Weather proof camera 2 pcs DVR (8CH) 1 pc Hard drive (1TB) 1 pc Installation Accessories* 1 lot

Wood box: Php 380 Labor: Free


Dexter Calcabin (Project Leader)

Fund: 2012 Caroling Money Thank You Sir Dex for the labor of love!!
Special Thanks: Kuya Boy (wooden box preparation)

Clubhouse Fence Upgrade


Purpose: To prevent illegal Entry thru the fence

Project Cost: Php 6,670

Increase height Added Posts Gap closure Broken glass on top

Materials: Php 5,500


Weather proof camera 2 pcs DVR (8CH) 1 pc Hard drive (1TB) 1 pc Installation Accessories* 1 lot

Labor(mason): Php 1,050 Snack: Php 120 Fund: 2012 Caroling Money
Joe Belardo & Boy Katipunan (Project Leaders) Excess materials were Thanks to both of you brothers!!! Used as additional foundation For the ramp going down the clubhouse

Website Construction
Purpose: To preserve data and augment information dissemination, and to reach members abroad

Project Cost: Free


Information Package:
Home page Legal Documents Letters & Memos Board & Committees Financial Reports Photos Frequently Asked Questions Contact Article Posts Soon: Minutes, Newsletter, Vides, comments & suggestions online

Erika Padilla (Project Leader)

Website name: pamelahomes.weebly.com

2013-2014 INITIATIVES
Creation of Auditing Committee (3 members) Creation of Collection Committee (2 members) Elimination of Stray Dogs Monthly Posting of Financial Reports Fiberglass B.Board (from Gov. Remulla) Computerization of HOA System (P40K-free) Street lights outside Pamela Clubhouse gate and fencing Subdivision Turnover Creation of Pamela Newspaper

BOD Election Status (by Mona Calcabin)


Only 5 members (1 incumbent, 4 new) filed COC for the election of BOD for the remaining term until March 2014.The 4 new members who filed COC shall be appointed As new BOD members upon approval of this GA Meet. We will file non-holding of Election to HLURB As per by laws, we should have conducted election last March 2012 instead of Oct. 2012 even the term of the First set of BODs is only 1.5 years and not yet completed The HLURB said we should conduct special election on Oct 2013 For the remaining term and then conduct Election On March 2014 for a 2 year term.

2012 FINANCIAL REPORT

2013 FINANCIAL REPORT

IMPORTANT POINTS ON TREASURY


The collection is only about 50%-60% in the past 5 months The reasons for not paying are: The financial report is not posted monthly Landlord says Renter will Pay but Renter says otherwise Collector and Member has conflict in collection time Some members pay quarterly but they pay at the end of the quarter and not at the beginning Owners of Un-occupied houses can not be reached They dont have streetlight on their front

TREASURY IMPROVEMENT PLANS


In order to increase Collection: The financial report will be posted monthly on the website and on the bulletin board The president will talk personally to the renters and other non-payers to hear their side and settle The collector will station at the guardhouse at a particular day and time in a week (to be announced later) Some members paying quarterly committed to pay on the start of the quarter Owners of Un-occupied houses will be reached with the help of the collection committee including sending of written statements of account The treasury management will be audited by the auditing committee for improvement

MONTHLY DUES REDUCTION PLAN (Update)


OBJECTIVE:
REDUCE MONTHLY DUES FROM P155 => P150 BY JAN 2012
ASSESSMENTS
PLAN 2010 STREET LIGHTS GUARD
CLUBHOUSE/GUARD (water, electricity) SUBD. MAINT. (grass-cut, civil,elec works) MISC. (receipts, office supplies, transpo.) FUND

DUES
PLAN 2012 11,500 16,000 1,000 PLAN ACTUAL PLAN

ACTUAL 2011 10,500 15,400 1,000 -

2010

2011

2012

10,000 26,000 1,000 1,500 1,500 2,000

58.82 152.94 5.88 8.82 8.82 11.76

61.76 90.59 5.88 -

59.90 83.33 5.21 -

TOTAL

42,000

26,900

28,500

The Dues remained at Php155 because since Jan 2012, we are paying Php1,000 monthly for garbage collection from a barangay memo

247

158

148
192 UNITS

170 UNITS

COMPARISON WITH OTHER SUBD.


COMPARISON WITH OTHER SUBDIVISIONS PAMELA O 262 155 BODs VILLA ELENA X 600 250 1 Collector Agency (2pax) Meralco fixed rate (all posts) None None Garbage not picked up for delayed dues VILLE DE SOLEIL O 240 260 1 Collector Agency (1pax) Meralco Metered (CFLs) (every 4 houses) None Yes

HOA #HOUSES DUES(Php) Collector GUARD

Volunteer (2pax) Meralco fixed rate (every other post) ST. LIGHTS ID SYSTEM None V. STICKERS None Penalty/ Sanctions

None

OPEN FORUM

Role of BODs
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Enforce the documents Establish sound fiscal policies and maintain accurate records Develop a workable budget, keeping in mind the needs, requirements and expectations of the community Establish reserve funds Act on budget items and determine assessment rates Collect assessments Establish, publicize, and enforce rules and penalties Authorize legal action against owners who do not comply with the rules Review local laws before passing rules or sending bylaws to membership for approval Appoint committees and delegate authority to them Select an attorney, an auditor, insurance agent and other professionals for the association Provide adequate insurance coverage, as required by the bylaws and local governmental agencies Inform board members of all business items that require their vote Inform members of important board decisions and transactions See that the association is protected for the acts of all parties with fiscal responsibilities Attend and participate at meetings

Our Vision:
Be a model community in Dasmarias CityGod-fearing, peaceful, orderly, environmentfriendly and law abiding citizens with good relationship among neighbors.

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