NOTICE OF CALL OF ORDINARY MEETING FOR THE FINANCIAL-ADMINISTRATIVE YEAR 2024

01- Election of the Chairman and Secretary of the Assembly. (In an attempt to save time, please let me know if you are a volunteer for one of these positions.)
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02- List of Condominiums present and proxies, and establish the validity of the Quorum. (In an attempt to save time, please let me know if you will be attending or if you will be represented.)
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03- To take cognizance of the report and the rendering of accounts on the financial and administrative ordinary expenses during the year 2024 and its approval of the balance sheet.
Check monthly bank statement from Banco Santa Cruz:
01 02 03 04 05 06 07 08 09 10 11 12
– Daily operations report for the entire year 2024 of the administration (3 different administrations) – Click here to view it
– List of advanced payments of quarterly contributions (See table here).
– Balance of defaulters 2024 (See table here).
– Quarterly payment balance sheet per unit. (See table here – It’s small but you can zoom) And FOR INFORMATION ONLY, the one from 2025 is HERE.
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04- To take cognizance of the report and the rendering of accounts on the financial and administrative extraordinary expenses during the year 2024 (See table here) and vote the immediate payment of all extraordinary expenses of 2024 not foreseen and already paid thanks to THOSE who were kind enough to advance the payment of 2025 in 2024. (See details here) — or we will have an even bigger accounting hole in 2025.
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05- Summary and approval of the general financial year 2024.
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06- Electing the Condominium Administrator for a term of one (1) year and set his/her remuneration.
– List of candidates declared for the position of administrator:
06-A
--> A- Philippe PRUVOST (Owner Apt. 6F and current Administrator) — If and only IF the monthly remuneration is 50,000 pesos minimum —
--> B- Pamela LAZZARA (Long term tenant of apt 1H and maybe soon 1i) See her presentation and this letter.
06-B
– Remuneration setting: Choose an amount –
07- Vote to increase the gardener’s salary by 2,000 pesos per month. Current salary 18,000 pesos. (It has never been increased since he started working here (Sept. 2023))
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08- Presentation and vote of the budget of ordinary income and expenses for the Financial and Administrative year in 2025. See details here
For comparison purposes, here is last year’s report and the balance sheet HERE.
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09- Vote to decide whether to increase quarterly charges by 5% or 10%, or whether to leave them unchanged. Below is a table showing the amounts each owner must contribute to ordinary charges and expenses for each quarter for each option. See the calculator below:

CHOICE AVAILABLE:
A- No increase
B- 5% increase
C- 10% increase
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10- Confirm the 10% emergency reserve fund, in accordance with the Condominium Statute Art. 50 Paragraph 2. Approvals thereof to make the payment in a single tranche together with the payment of the second quarter.
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11- Vote for the creation of a board of directors composed of at least 3 owners (who spend at least a few months in the residence). 1 President, 1 Secretary and 1 Treasurer and their substitutes.
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12- Listen to the lawyer in charge of the case on the claims against delinquent owners (from 2018 to December 2024) in the payment of their contributions or fees to common charges, in relation to ordinary and extraordinary expenses, and the application of legal and judicial expenses to be charged to the same defaulters.
Make a decision regarding the future of the U2 unit (I am still waiting for a letter of explanation from the company Casa Nel Mondo SRL to explain to us why, despite the agreement available HERE, signed on 22/11/2023, there has been a cessation of payment since July 1, 2023 and what are its ambitions and/or proposals to clarify this situation).
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13- Vote the creation of a schedule of availability of certain volunteer owners to replace the administrator in the event of his absence or other unavailability.
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14- Establish a rule regarding the frequency of changing the code for the front door. (No code (token only), weekly code change, monthly code change.)
CHOICE AVAILABLE:
A- No code (token only)
B- Weekly code change
C- Monthly code change
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15- Renew the insurance contract with Universal or change company to Humano, Crecer or Mapfre (Click on the links to discover the quotes).
CHOICE AVAILABLE:
A- Universal (No change)
B- Humano
C- Crecer
D- Mapfre
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16- Vote to have a security guard again on Saturday afternoon. (Cost: RD$100 per hour)
At the request of many of you, the security guard has already been reactived since last Saturday 4pm.
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17- Although the construction of this wall has not been approved by the majority of votes corresponding to this type of modifications to the common areas at that time, I request your vote to modify a part of it.
Vote the modification of this wall (see photo here) to transform it into a speed bump to allow the passage of vehicles if the need arises. (There no quote for now)
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18- Vote the idea of ​​correcting and modifying the constitution of the co-ownership. (including an update of the common charge percentages of each unit based on the value of each unit and a re-evaluation of the charge of unit U2 since it no longer has the same value as when it was a restaurant.) – Non-exhaustive list of inconsistencies in the current constitution available here
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19- Vote to replace the camera surveillance system with the new service offered by the company HotSpot (which already makes our internet service easier). See their quote HERE. In short, it would work the same way as for the internet. They take care of all the installation and maintenance. In case of problems, they intervene quickly to resolve them. (At no additional cost).
I haven’t been able to get a demo of the system and the application yet, but the idea is very interesting because we regularly spend money to maintain our old system… I’ll try to give you more details as soon as possible. Current quote: RD$8,851 per month. All inclusive!
 
20- Presentation and vote of the extraordinary expenses budget for the year 2025, with vote of expenses for the following works:
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20.A- Renovation of roof waterproofing. These quotes concern all the roofs of the residence, except U2.
--> See quote from JRC SOLUCIONES RODRIGUEZ S,R,L here
--> See quote from Luigi Filtraciones here
--> See quote from All RealEstate Group here Not admissible in view of its content.
The 2 quotes do not include the renovation of the walls around the roofs! (See example here)
I have not received a quote for this work, which is necessary.
CHOICE AVAILABLE:
A- Rodriguez
B- Luigi
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20.B- Installation of gutters on roofs
--> Front facade
--> Rear facade
This does not involve the construction of a register or drainage system for water from the gutters. (No quotes for this yet). For your information, the Corte Del Mar residence has gutters.
CHOICE AVAILABLE:
A- Only front
B- Only Rear
C- Both
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20.C- Construction and installation of a rainwater drainage system:
--> Quote from Ing. Garbin Kery HERE See the 2 plans: 1 – 2 . This quote involves an excavation of the entire area behind buildings 5, 6 and 7. Very risky operation because we do not know exactly everything that is under the ground. Gas, Electricity, Septic tanks, TV cables, cameras and internet … etc … An excavation could cause very significant damage and additional costs.
--> Quote from Mantenimiento y Servicios De Los Santos HERE. They are willing to come and explain their quote to anyone who wants it. (Contact me to organize this meeting)
--> Quote from All RealEstate Group HERE Not admissible in view of its content.
Regarding the decision to be made regarding the evacuation of rainwater and therefore minimize the risks of flooding or avoid them completely, I will allow myself a comment:
It is difficult at the moment to know how the water from a future intense rainy episode will be distributed in the residence because since then we have already made some corrections that I list below:
We have blocked 2 holes in the wall of the motorcycle parking lot that communicate with the neighboring marsh. See Photo 1 – 2 . This must have contributed greatly to the flooding of this area.
We blocked a hole that communicated with Emilio Prud’homme Street in the corner behind the villas See Photo. This must have contributed greatly to the flooding of this area.
If the work of draining the water from the roof of unit U2 is done (See point 20.H below), this will considerably reduce the amount of water that will remain in the residence and more particularly under unit U2 and its surroundings (building #4 and #5).
As a result, it is possible for us initially (Given that we have equipped ourselves with powerful pumps) to simply make several small registers of one cubic meter in strategic locations in order to be able to easily connect the pumps and evacuate the water outside as we did during the last events. A palliative solution and necessarily the most economical (No quote for the moment).
CHOICE AVAILABLE:
A- Garbin
B- De Los Santos
C- Wait for more details and solutions
D- Palliative solution by making small registers to connect our equipment.
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20.D- 3 trucks of stone for the floor of the car park (16,500 RD$ – Hardware Store Hnos. Esteban)
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20.E- Improvement of the water stopcock registers of each building (3 are already done Building: #1 (one side) #6 and #7). At least 8 remain to be done.
Approximate cost (a preliminary study of the current situation of each register may influence the cost) = 25,000 RD$ Total = ~200,000 RD$
See example of one old register #5 HERE or one of the building #1 HERE and see the current new register of (e.g) the building #7 HERE.
This has been mentioned and approved in previous meetings (at another cost) but it has never been done.
The floods have caused many problems in different apartments, so it is important to extract these elements from the ground as soon as possible.
(One of the 2 registers of building #2 is in progress. See Photo)
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20.F- Renovation of the barbed wire line that runs from the main entrance to the garbage corner (north area).
Current BAD status HERE – New barbed wire model
Hardware store quote for 100 meters.
No quote for installation. Due to the complexity and danger of the installation, I think it should cost at least 30% of the quote. Estimate ~RD$13,000.
FOR YOUR INFORMATION, View the extract from the notice of the 2024 ordinary meeting HERE
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20.G- Repair of defects in the central rear facade of building #1 which causes infiltrations in apartments 1B, 1E (Declared to insurance). Cost: RD$12,500 (See its current status here)
--> See quote from All RealEstate Group.
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20.H- Installing pipes to connect all the water evacuation tubes of the U2 unit in order to evacuate all the rain that the U2 unit receives directly into the street (or other solution promised by the City Hall). This will prevent the parking lot from filling up with water. Installing gutters would cost more and would not be as effective. See illustrations 1 – 2 – 3 .
--> See quote from Wilson Plus RD$ 18,000 of labor. Total: RD$ 31,485.
--> See quote from Amelio
But I’m pretty sure that it’s possible to find a better deal.
CHOICE AVAILABLE:
A- Wilson
B- Amelio
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20.I- Vote to add a token keypad to the exterior entrance of the vehicle parking gate.
--> See quote from Figitech.
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20.J- Vote for:
– Moving the electric generator from the technical room to the room opposite the office. (It is not advisable to mix electrical appliances that run on fuel near our water filters. In addition, its current position causes noise and odor nuisances to buildings #2 and #3.)
– Reorganization of the entire electrical system of the technical room and therefore of the entire residence (Currently it is nonsense and dangerous and causes failures) SEE CURRENT STATUS HERE. The electrical cabinet of the swimming pool has already been 100% renovated by Propool).
I have a joint quote for both jobs. I would have liked to have the details of each. See the state of the current installation (Dangerous! and often a source of problems) – See the quote HERE Plus RD$ 25,000 of labor. Total: RD$ 68,763.85.
I would like to have others that separate the 2 jobs well. (I think it could cost less)
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20.K- Vote for the installation of a fence or barbed wire to connect the fence around the technical room and the laundry room to the roof in order to prevent any intrusion or exit through this access. See Photo (No quote for the moment, Estimate: RD$ 20,000) – I will also ask the owner of the land next door to kindly move the piles of sand and earth near our wall because it facilitates access to intruders by these routes.
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20.L- Vote to clean and add interior protection (with special paint) of all electrical cabinets + exterior painting. As it is (According to an electrician) this causes excess electricity consumption and risks of problems and even fires) Cost: RD$9,000 Total for all 3 cabinets = RD$27,000. See the condition of one of the cabinets HERE (Building #1 y #2).
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20.M- Vote to move the interior switch for opening the large gate in front of the office so that it is accessible from motorcycles. (~ RD$ 4,000.00 From FigiTec SRL – 809-240-5054/829-713-5554)
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20.N- Vote to repaint the logo at the entrance to the residence (Only verbal quote, RD$25,000 but that seems far too excessive to me, I am waiting for others) See its current state here. I personally believe that it should be possible to do this for a maximum of RD$10,000. I just need to find the right person to do it well at that price or less.
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20.O- Vote to build and install a removable mesh fence over the trash room to prevent cats from creating dirt around the trash room. The only quote I received, available HERE, involves a wooden structure. I think making it with plastic plumbing pipes would be sufficient, lighter, and probably cheaper.
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20.P- Vote to renew/replace of many manhole covers. Quoted and approved in the past but very few have been fixed. See example here (Behind building #2), and here (Behind building #5), and here (Behind building #7 – septic tanks). Once all the stopcocks in all the buildings have been removed from the ground, we will be able to recover some covers in order to reuse them elsewhere.
It is urgent to repair the register covers, especially those of the septic tanks because they must not receive rainwater and mud. In addition, this causes bad odors and promotes the proliferation of mosquitoes and therefore increases the costs of fumigation … which is very harmful to the garden and human beings. To do it properly, it would be necessary to raise the covers about 30 cm from the ground by adding a line of chipboard and ensure that the covers are watertight.
View the extract from the notice of the 2024 ordinary meeting HERE. We can easily add RD$50,000 to raise them up. Total RD$150,000.
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20.Q- Vote a budget for purchasing tools. We didn’t even have a hammer! We need several tools so that we can easily handle problems without systematically having to request the intervention of a technician. (Estimate ~RD$30,000)
 
21- Free round..
 
Miscellaneous: (I do not have a quote to date due to the slowness of all the people I have contacted)

– Renovation of the well access. Its current state contaminates the cistern because dirt and dirty water enter through this access and therefore damage the filters (No quote at the moment) See photo. VERY IMPORTANT!
– Improving the lighting at the entrance to the residence and at certain strategic points inside the residence
– Ask the Luz & Fuerza company to finish changing all the meters for digital meters and clean the transformers at the entrance to the residence (As it is this causes excess consumption and risks of breakdowns) and evacuation of the transformers that are useless above the room opposite the office. (Costs 00 – Only time and presence of the administrator) See Photo 1 – Photo 2
– Renovation of all the electrical installation of the office (currently there is not even a light bulb that lights up)
– Purchase of office furniture with a lock to store all the important documents of the condominium and a new chair. See the condition of the only chair currently available HERE.
– Reconnection of the call button on the outside wall next to the gate of the vehicle parking lot so that the guard can open it from the office while monitoring what is happening with the camera that points at the gate.
– Deep investigation of the grease trap circuits and optimizations of each building. (The left-hand side of building #2 and the left-hand side of building #5 have already been completed (see photos)).
– The television company should be asked to come and collect all the cables lying around in many registers and serving no purpose. This would allow us to recover some covers and clarify the situation regarding all these registers.

– Creation of a group of volunteers to study and organize the residence’s needs for the coming years. (This is not necessary to be present; it can be done remotely.)

For your information, here is a quote from a surveyor to do the topographical study of the residence. The other company ALL Real Estate Group is asking for US$2,500 or approximately RD$156,000 See their quote.

IMPORTANT NOTE: I remind you that I have been the administrator since October 1, 2024. I will therefore NOT be able to answer your questions regarding what happened during the first 9 months of the year.
I heard that Mr. Pecora could be present (in case he will have at least one proxy).
Mr. Pollini will not be present but he has given me permission to call him on speakerphone during the meeting if necessary.
I remind you that the language that will be used for the meeting is Spanish. If you are not comfortable with this language, I invite you to come with someone who can translate the conversations for you. (We cannot afford to spend hours on each point to be discussed). Thank you for your understanding.

A global invoice (but very detailed) will be sent to you in less than 96 hours at the end of the meeting to let you know per unit the amount that you will have to pay according to the votes and approvals of the extraordinary works of 2025 that will have been validated.
Payment which must be made at the same time as the payment of the ordinary expenses of the 2nd quarter and the 10% of the reserve fund (if it is revalidated)

In case you haven’t heard yet, yesterday, as administrator, I received a court summons following a complaint filed by the tenants of apartment 1H.
So I went to court this morning and, to cut a long story short, I will endeavor to send you a more detailed report as soon as possible. In summary, the judge asked me to formalize our decisions regarding our house rules (available here) and the arrangement and accessibility of surveillance cameras for all owners.
It is too late to add or modify the meeting agenda, but given the circumstances, I feel obliged to inform you and announce that we will need to discuss it. Since this item is not on the agenda, we cannot officially decide on the matter at this meeting, but we can at least demonstrate our commitment to formalizing our own rules and decisions as soon as possible. I therefore recommend that we try to cover as many agenda items as possible and to schedule a special meeting in a few weeks to address several items that we will not be able to address this Saturday (such as this one, but not only).
 
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List of all documents related to the condominium:
– Constitution
– Law 5038
– Law 108-05
– Laundry agreement
– U2 agreement
– Map of the Residence
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– Proxy form:
You have until March 21st to email me the proxy form (available HERE) to the following address: [email protected] or your representative will have to bring it with him to the meeting. Your representative will need to present valid identification at the meeting.
– Detailed printable voting form
– Extraordinary Expenses Cost Simulator (Open it with Google Sheets or Excel)
– Voting form online (In progress)
– Satisfaction survey form (coming soon)
– Anything, Do not hesitate to contact me HERE.

The meeting will start at 9am (Please be punctual) and end at 12pm. Remember that we will only be able to decide/vote on the items on the agenda. The rest can be mentioned in the free round at the end of the meeting.
I will try to record the meeting on video, at least the sound.
See you here!

Administratively yours
Philippe PRUVOST (AKA Felipe)