Directors Report to the Tropical Properties HOA
June 2015
AGM:
The money for the BBQ is coming from our AGM room rental cost that we would normally incur at the Renfrew Sports Complex. We are going to make home-made burgers with all the trimmings, baked beans and salads and dessert. If you are allergic to beef, please let us know so we can make something else for you. If everyone could bring a salad or dessert to share that would be great. Please arrive by 1:00 to get settled before the meeting starts. If you are able to bring a lawn chair that would help. Hopefully the meeting part will be short this year.
Please remember to send those proxies if you will not be able to attend so that we can have quorum.
The address is:
Linda Miller
172 Hidden Valley Manor NW, Calgary
Phone 403- 275-0223
Parking is available on the street.
Our finances are in very good shape. As has been discussed in the past we have been able to move some contingency money from our chequing account into our savings account to earn some interest for the association.
As our year end is April 30th we are able to present the HOA membership with a complete set of financials and a future budget to review and consider at this meeting. We anticipate that this year we won't spend as much time on the financials as we have in the past, so please see the financials that were sent to you . If you require a set at the meeting please print them off and bring then with you as we will not be providing copies at the meeting. We would like to approve them and proceed with other business as quickly as possible.
As well we have calculated a budget for next year which is being sent ahead of time for your consideration.
We would like to discuss a small increase in the HOA fee this year. The cost of our gardener has been steadily climbing over the years, and of course with the cost of living increasing, the cost of everything keeps going up. A small increase of 5% or $15.00 per lot would help to offset the increasing costs due to inflation. We would like to put this on the table for discussion at the AGM and will be asking for your input on this idea.
Elections
2015/2016 is an election year for the Board. We require a total of 5 directors. Rosalie Lillo is stepping down as President. Susan Ross has agreed to let her name stand for the position of President for the next term. Linda Miller is willing to let her name stand as Treasurer for another term as well.
We would like to propose a new position on the Board of Directors for the 5th director. It will be called: Director of Operations. The reason we need this position is that we require someone in Panama that can over-see the day to day operations of the property, as well as oversee any construction, purchasing of equipment, paying our gardener and paying the bills. Additionally someone has to have access to the Panama bank accounts. Rosalie has her name on the accounts at present and John Gilmour has also been added in case of emergency
Rosalie currently maintains an Excel spreadsheet of cheques written and Petty Cash used. These records are sent to the Treasurer to enter into Quickbooks and produce financial statements. Our treasurer reconciles the bank accounts on an ongoing basis and reports to you each year. Rosalie has agreed to let her name stand for the position of Director of Operations.
Additional positions open for nominations are:
Vice President
Secretary
There is very little required to be done in these positions. If you can spare a small amount of time for one or two meetings a year your help would be greatly appreciated.
Although some of the positions on the board can be acclaimed by the individuals willing to serve, all positions are open to nominations either by email or from the floor during the meeting. We will be asking for nominations from the floor for all positions during the meeting. If you wish to run for a position and will not be able to attend the meeting please notify one of the directors of your intent to run either by phone or by email.
House Construction Update
Ron and Donna James have worked tirelessly on finishing up their house. They even got most of the landscaping laid out and will have grass growing by the time they get back. Note the retaining walls and the soil back filled and leveled.
Owner Visitors:
This year, to my knowledge, we had a couple of lot owners pay a visit to check out their investment.
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| Linda Miller and one of her pet horses |
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| Ronel and Magnus Murphy with Ron James |
This was a great year for improvements. We are pleased to inform you that our north perimeter fence is now complete.
Although it's chain link, the contractor did an amazing job and it looks fantastic. It is sturdy and they did an exceptional job of building it. Once the trees are planted along the fence, it will become almost invisible to us.
It did cost the Association more than originally planned. As you can see from the pictures, the level of detail and concrete work is extensive. Due to the slope of the land it was necessary to tier it for the length of the property from top to bottom. As such there was a lot more concrete that went into building this fence than originally estimated and so more costs were incurred.
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| View from inside the development, right side of roadway. |
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| View from inside left (note the foundation height) |
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| View from outside the development. |
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| Entire length of new fence looking from outside of the development |
In addition to that we painted the sign out front. We changed the color from brown to dark green and it looks great. All of this work has added value to the property and keeps it looking maintained.
HOA Fees
We are pleased to report that most HOA members have paid their fees in full and on time. Thank you, due to your continued support we are able to maintain the property in beautiful condition and make it a place for everyone to be proud to own.
Unfortunately we have a few people who are delinquent over many years. They are as follows:
- Lot 8 Kim Twohey and Jason Chambers
- Lot 24 Dave and Dianna Lyle
- Lot 38 Chris Blake
We are collecting shortly from John Gilmour on Lots 9 and 10, for 2015 dues that are currently still outstanding.
Lot Maintenance
We are happy to report that all but 4 of the lots are being maintained on a regular basis. Rosalie will continue to offer that service and a big thanks to all of you who regularly contribute. The overall look of the development has improved dramatically as this is the 2nd year for many of them and they are now looking ever so much better. Again, those fees are not due at this time.
Foundation Formation
The Homeowners Association, unfortunately, is still not ready. The lawyer had the documents returned for some clarification, and rather than emailing Rosalie, waited until her return. As a result she has resubmitted the documents to Panama City and they have yet to receive final approval, the process is frustrating.
Rooster Fight
Just for fun, incase you didn't see it on her blog we have attached a fun little video that has a real Panamanian flavor. Rosalie took this video of a couple of roosters fighting and the music is not dubbed, it was playing in the back ground as she videoed. It couldn't have been more appropriate...enjoy
Respectfully submitted:
Rosalie Lillo - President
Susan Ross - Vice President
Donna James - Secretary
Linda Miller - Treasurer
John Gilmour - Director at large
