La Asociación de Gata Residencial

Minutes of the 29th committee meeting

On 8th August 2010

Store in Goblin´s Wood (Bosque Del Duende)

Those present

No Representative

Neil Parkin was welcomed to the meeting. He stated that he was willing to act as representative for M6, as he was now permanently living here, but that this would have to be ratified by M6 members.

1.         Those present and apologies

The signing in form was circulated and apologies taken.

2.        Minutes of the previous meeting

These were taken as read, agreed and signed by the President and Secretary. It was noted that BT had been present but the English version had, incorrectly, stated that apologies had been given.

3.         Matters arising (Items not mentioned elsewhere in the meeting)

1. Spanish Introduction letter(6): SM confirmed that this had been sent to BT. BT had passed it on to potential members.
2. Reparations Notification Letter (7a): SM confirmed that she had contacted the mayor´s secretary requesting the letter in Castilian. This had been translated by SM & AD and circulated to members.
3. Internet Survey responses (7d): SM confirmed that PB had collated responses and this information had been forwarded to Solgata and Antonio Pons (AP). She reported that, whilst there has been some interest the majority of respondents were not interested.
4. BBQs in the Parks (7f): SM confirmed that the response from the local Police had been circulated and it meant that BBQs could not be held in the Parks during July and August.
5. Boxes and Shelving (10a): DM confirmed that these had been purchased and were available for members to borrow. SJ now has an book for the purposes of monitoring assets.
6. Marriott´s donation: (10b): SM stated that she had sent a thank-you letter for their donation of 50€ to La Asociación.
7. Termohalina: DM outlined the situation to date and asked Committee to consider whether they should be removed from Members´ Benefits Section due to concerns over their lack of adequate response to numerous emails. Following a discussion about possible responses, the following was agreed:

Action: SM to write a letter outlining concerns and giving them 21 days to respond. If there is no adequate response they will be removed from the list.

4.         Correspondence

SM summarised correspondence as follows:

a. Nuisance Dogs: Following problems on M4 & M8 which members had endeavoured to deal with, La Asociación was requested to contact AP to ask for support in the matter. SM confirmed that she had contacted the Local Police and AP. It was reported that the police had visited but that it continues to pose an intermittent problem. AW reported that a member is now logging each incident.

Action: SM to contact AP again to ask for help.

b. Alicante Paperwork: SM reported that, to date, the certified documents for 2010 have not yet been returned from Alicante authorities. AD has attempted to contact them but there is a problem with an defunct telephone number. She is continuing to deal with the issue.

c. Reparations and Aval: SM reported that there had been a number of emails between herself and AP regarding the aval, its use and its security. She reported that AP has stated more than once that the aval can ONLY be used for reparations on Gata Residencial and that the tendering process has now begun. SJ queried what checks there would be on the Council´s use of the money. SM stated that what has changed is that Jubesa have now handed over their interests in the aval and now the Council can use the money. However, it was noted that La Asociación anticipate having a watching brief on how the money is spent through their agreed representation at meetings regarding the reparations.

d. Noise and dust: SM reported that, following a request from Michael Westwell, she had written to AP to ask for help is getting the breaking and grading to be relocated to the site at the bottom. It appears that the problem has eased.

e. Pools: Following requests from JS and RB, SM had contacted AP regarding pools. There have been several reports that the problems have eased but RB stated that a property on M18 continues to be unresolved. The difficulty here has been that this is privately owned by someone unknown.

f. Rubbish charges: Following recent articles in the Costa Blanca News and PortalMás, SM contacted AP regarding a reported 80% rise in basura charges and concerns regarding levels of indebtedness by the council. It was reported that the rise ONLY apply to parts of Gata that are currently paying 50€. This measure will equalise payments, therefore it does not apply to owner on Gata Residencial. AP had stated that the basura charges are running at a deficit which will be addressed by this increase. The other reported shortfalls apply to grants which are covered 100% by National and Regional Government.  

5.         Treasurer´s report

SJ reported that the current financial state is:

In the bank                8812.69€

Petty Cash                   54.04€

Total                        8866.73€

SJ stated that this does not include ticket sales money but does include all Party in the Park bills except the Face painter and the outstanding amount for the group. He stated that there had been a number of commission charges but that 1 member had paid their fees without charge.

Action: DM to clarify the commission charges.

6.         Membership report

In PB´s absence, it was confirmed that he had circulated a list of those people who had not renewed and would therefore be removed from the membership list. This list also included the status of a number of members who have indicated that they still wish to maintain membership but have not yet paid. SM issued a number of cards to reps. RB stated that some people had expressed concern regarding how La Asociación and its work are publicised especially to those without access to internet. SJ stated that this is why the representative is so important because it is their role to know who is on their manzana and whether they have access to internet or need another form of communication. AW requested a copy of the Spanish introduction letter.

Action: SM to send letter to AW.

7.         Site Issues

a. Duende Clear-up: It was confirmed that the postponed Duende clear-up would be rescheduled when the weather was cooler. It was anticipated to co-ordinate with the start of the new Petanque season in September.

b. Dead trees: DM confirmed that he and Maurice Ferry (M8) had removed dead trees in Duende and would clear another in Hadas before the Party.

8.         Social Issues

a. Party in the Park – See updated checklist sheets and layout plan for details of agreements and arrangements. There was a discussion regarding the set up and safety of the Bouncy Castle. Volunteers for 9:30 – 10:00 are needed for supervision as the previous ones have had to drop out due to a family bereavement. There was a discussion about age limits.

Action: SM to put together briefing notes and notices for the bouncy castle. DM is preparing a first aid kit.

9.         Statutes

It was reported that DM, SM and SJ had met to review the statutes. SM explained the need for changes as indicated in the previously circulated document and included an additional sentence on Article 10. It was agreed to hold the Extraordinary meeting on 25th November.

Action: SM will draft and circulate a letter, to committee stressing the importance of passing these statutes and the need for attendance or proxy votes in order to ensure this process can be completed.  

Action: Reps to feedback any suggestions by 22nd August

10.        AOB

a. Break-ins : SJ drew attention to the recent break-in. He stressed that there was no cause for alarm but urged members to be vigilant with alarms, locks and ensuring that valuables are not displayed.

b. Behaviour of Guests: DM asked that owners understand that it is ultimately their responsibility for the behaviour of guests or renters. He cited incidents where people had allowed a dog to swim in a communal pool and another where friend not living in the manzana had been given keys, by owners, so that they could have use of a communal pool.

c. Cockroaches: BT asked for information regarding whether others have experienced this problem. SB stated that it is best to avoid bringing boxes from stores into the houses as they can lodge in the folds. It was stated that this issue is best dealt with, in the first instance, by submitting an instancia to the council.

Action: SM to draft an appropriate instancia and circulate to BT so that members can  personalise and submit to the town hall.

d. Tables: RB suggested that La Asociación consider purchasing tables or hiring them for Party in the Park. It was reported that, previously, La Asociación had hired tables which cost 400€ and took much time to clean both before and afterwards. In addition it was noted that the first tables sent were rejected.

11.          Date of the next meeting

3rd October 2010

President .......................................                        Secretary ......................................

Date: ........../ ................/ .............