Minutes of Special Meeting with Homeowners 30 November 2014 ASN Village Clubhouse

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1 Minutes of Special Meeting with Homeowners 30 November 2014 ASN Village Clubhouse Present: Board of Trustees: Ms Polly Anne Domondon, Mr Noel Dyangko, Ms Leslie Reyes, Ms Karen Refamonte, and Ms Bessie Bagay; Ms Annie Colinares, Auditor, Capt Arthur Santos and Ms Helen Dee, Committee Heads. Homeowners as per attached registration sheet. 1. Opening The meeting was called to order at 2:45pm. Ms Polly Anne Domondon, Association President, greeted and expressed appreciation to the homeowners who attended the meeting. 2. Presentation of the Meeting Agenda The BOT President, Ms Polly Domondon, presided the meeting and presented the agenda as follows: a) Village Updates b) Updates from last General Assembly c) Presentation of January-to-date Board Resolutions d) Year-end Village Gathering/Holiday Celebration e) Announcements a) Village Updates 3. Proceedings of the Meeting i. LGU Certification - The City Government of Calamba had issued a certification that our association is not getting any financial assistance nor support for basic services in maintaining the upkeep and security of our community.

2 ii. iii. iv. HLURB Inspection - HLURB, on request of the ASNHOAI, will be conducting a village inspection to check conformity with developmental plans as submitted by AVIDA. Meet with AVIDA Senior Management Group- The AVIDA Senior Management Group arranged to and met with ASNHOAI Board of Trustees and Officers in October 2014 to discuss remaining deliverables and other relevant village concerns. A village walkthrough followed the said meeting. Just recently, AVIDA sent their landscaping team who conducted an assessment of the village parks, green ribbons and courtyards. No report has yet been sent to the association following such assessment. Preventive Access of Avida Contractors- Preventive access of Avida Contractors has been lifted following their compliance with standard financial, administrative and security obligations, i.e., payment of association dues and construction bonds, and obtaining security and construction permits. The association will continue to monitor their entry and activities, as with all other contractors and workers, to ensure compliance with village rules and regulations. At this point, Ms Domondon, encouraged the homeowners to bring to the attention of the BOT, through the Security Committee, any concerns on roaming construction workers. Ms Domondon informed the homeowners that, so far, the year will be coming to an end with major positive developments in relation to issues that, early on during the year, appeared to be very difficult to resolve. b) Updates from last General Assembly Projects i. Clubhouse and Parks Repair currently on hold pending ongoing discussions with AVIDA who, as the contractor, is in possession of warranty documents/undertakings from its subcontracted agencies. ASNHOAI has pushed for parks in Phases 1 and 2 to be the benchmark when repairing/restoring all the other parks. ii. Guardhouse Repair ASNHOAI will undertake this. Construction materials are already being procured. However, we are still in the process of sourcing out contractors who will undertake the necessary repair works. iii. Trash Bins standard trash bins will be given to every homeowner with updated dues as of 30 October 2014 to recognize their fulfilling their obligations. iv. Safety Signs the Maintenance Committee is already assessing what signs needed to be put up in the village. It is intended that these signs will be reflectorized so that they will remain visible even at night time.

3 v. Grass-cutting grass-cutting of unattended properties are being undertaken on a monthly basis at a fee of PhP200 chargeable to the homeowner. vi. Mails Calamba post office informed the association that it does not have the manpower/resources to deliver mails to the village. As a resort, an association representative picks up the mails from the post office. Homeowners may pick up their mails from the Admin office. c) Presentation of January-to-date Board Resolutions for Ratification At this point, Ms Domondon presented a summary of all resolutions approved by the Board of Trustees from January 2014, explaining the purpose of each of them. Ms Domondon explained that while it is required by law that a majority of the association members vote for the ratification of the resolutions, today s attendance is not sufficient to meet the required quorum. However, Ms Domondon requested the members present to raise their hands if they ratify the presented resolutions. 51/55 members raised their hands. d) Year-end Village Gathering/Holiday Celebration Ms Domondon informed the homeowners that the village will hold its holiday celebrations on 20 December 2014 at the clubhouse. Members of the social committee are putting up holiday decorations. A Christmas tree has been set up at the village grounds. No decors are being installed at the village front/facade due to ongoing construction activities. Homeowners were encouraged to donate even a small amount of cash for the purchase of gift packs for our service providers for maintenance, security and water. e) Announcements Ms Domondon made the following announcements: Car sticker applications will be available from 1 December Issuance of the actual stickers will commence in March stickers will remain valid until 30 April % discount and a free car sticker or 100 peso voucher for use of village amenities or ASN shuttle service will be given to homeowners who will pay their 2015 association dues for 12 months in advance by 31 March Homeowners Concerns Ms Domondon opened the floor to homeowners for their concerns. The following issues/concerns were raised: 1. Mr. Flores of Ph4 B3 commended the BOT for its accomplishments. He queried about the cycle for grass-cutting in the village. He also expressed concern over cut

4 grasses that are being dumped in vacant lots, Ms Domondon responded to the query that the Grounds Maintenance workers are maintaining a 14-day cycle routine. 2. Messrs Aya-ay and Samonte, both of Ph4, raised their concerns over delayed MERALCO connection. Ms Domondon explained that MERALCO-related issues need to be raised directly with AVIDA and suggested that they can go to the Admin Office and speak to the Property Manager who will bring their concerns forward to AVIDA. Ms Domondon informed the homeowners that AVIDA has agreed to send an Engineer to the Admin office on a regular basis to respond to construction-related concerns. Homeowners should write their concerns and forward these to the Property Manager who will then forward the same to the AVIDA Engineer. Ms Domondon requested the Property Manager, Ms Cress Duquiatan,who was present during the meeting, to come forward and respond to the individual concerns. Ms Duquiatan ensured the homeowners that their issues will be addressed. 3. Atty Mendoza of Ph2 raised her concern over the low water pressure, which, she thought was specific to her unit but was informed later that the issue was more widespread. Ms Domondon explained that water issues are handled by AVIDA water. The Board will make representations with AVIDA water to look into this issue. 4. Ms Joyce Rentuza of Ph1 raised her concern regarding irresponsible street parking. Ms Domondon advised that issues with street parking should be immediately coordinated with the Security committee. The village has rules on street parking however implementation has not been fully executed. However, in view of the growing number of residents, the Board will ask the Security Committee to look into this issue. 5. Ms Delia Claveria raised her concern over homeowners allowing the irresponsible disposal of pets pooh. Ms Domondon encouraged the pet owners to educate their helpers when walking their pets to be mindful that pets pooh must be properly disposed of. 6. Ms Cerdena raised her concern over swimming pool users who are not wearing proper swimming attire, pool policies and regular testing of pool water. Ms Domondon explained that the swimming pool attendant is responsible for ensuring proper attire and implementing pool guidelines. Testing of pool water will be looked into however the BOT is currently engaging with AVIDA for the repair of cracks in the pool area which is adding up to our maintenance costs. Ms Cerdena also suggested that the village holds a New Year countdown. Ms Domondon requested that all suggestions relating to events must be coursed through the Social Committee or through the Homeowners Relations Officer.

5 7. Ms Rabuya commended the officers of the Board for their accomplishments. Year-end Performance Report Ms Leslie Reyes, BOT and Treasurer, presented the association s performance report as per attached. The association project net cash balance at the end of the year is PhP3,433, Mr Garcia of Ph4 raised his concern over the non-payment of security services by the previous Board in 2013 and queried why there was no interruption in the services provided. Ms Domondon explained that Visman Security s operations management was able to allow business continuity. The current Board made a thorough investigation, and, after being satisfied that payment was due, settled all outstanding accounts with the security provider. 2. Atty Valdez queried whether 2013 income tax has been paid and stated that he believed that we should have not. Ms Domondon explained that it was only very recent that we were issued with a certification from the local government of Calamba regarding the non-provision of basic services to our community At this point, Ms Domondon requested Ms Reyes to present to the homeowners a sample of the standard garbage bin that members in good standing as of end of October 2014 will be provided. 8. Adjournment There being no other matters to discuss, the assembly was adjourned at 5:15pm. Prepared by: B. Bagay BOT/Secretary

ADMINISTRATION FIXED ASSETS Board of Trustees Approval: 09/12/2001 CHAPTER 1 Date of Last Cabinet Review: 12/12/2017 POLICY 6.

ADMINISTRATION FIXED ASSETS Board of Trustees Approval: 09/12/2001 CHAPTER 1 Date of Last Cabinet Review: 12/12/2017 POLICY 6. FIXED ASSETS Board of Trustees Approval: 09/12/2001 POLICY 6.01 Page 1 of 1 I. POLICY Salt Lake Community College shall maintain a system to account for institutional property under the control and responsibility