Emergency Meeting - June 21, 2025

Time: 3:00 PM - 5:30 PM
Location: Gofredo Residence
Meeting Type: Emergency Meeting

Agenda Items

1. Call to Order

Emergency meeting called to order at 3:00 PM due to urgent infrastructure concerns and upcoming rainy season preparations.

2. Flood Control Infrastructure

Current Situation

• Recent heavy rains have highlighted drainage deficiencies
• Immediate action required to prevent property damage
• Students affected: Difficulty traversing muddy puddles, impacting daily school commute
• Safety concerns for children and elderly residents
• Need comprehensive flood control system

Proposed Solutions

• Implementation of improved drainage system
• Coordination with local authorities for larger flood mitigation
• Priority focus on student pathways and main access routes
• Timeline: Begin work before peak rainy season

3. Canal Infrastructure Planning

Suggested Routes Discussion

Two main options presented:

Option A: Outer Layer - Longer Path, Large Coverage

• Comprehensive coverage for entire subdivision
• Higher initial cost but better long-term protection
• Covers more properties and common areas

Option B: Melindi Route - Shorter, Private

• Shorter route focusing on critical areas
• Lower initial investment
• Limited coverage area

Decision Process

• Equal Divided Approach: Costs to be shared equally among all lot owners
• Further technical assessment needed before final route selection
• Professional drainage consultant to be hired

4. Canal Maintenance Program

”Clean Canal” Initiative

• Responsibility: 1 assigned section per lot owner
• Regular maintenance schedule to be established
• Community participation required for effectiveness
• Monthly inspection and cleaning protocol

Implementation

• Lot owners will be assigned specific canal sections
• Maintenance guidelines to be distributed
• Penalties for non-compliance to be established

5. Road Infrastructure

Entrance Road Filling

• Project: Road filling and improvement at subdivision entrance
• Critical Impact: Students struggling with muddy puddles during daily commute
• Current road condition creating accessibility issues for all residents
• Safety hazards for children walking to school
• Impact on property values and resident convenience

Specifications

• Complete resurfacing of entrance road
• Proper drainage integration with canal system
• Priority: Student pathway improvements for safe school access
• Timeline: To be completed before rainy season

6. Financial Matters

Monthly Dues Adjustment

• Effective Date: July 1, 2025
• New Amount: ₱500 per lot owner per month
• Previous Amount: [To be specified]

Fund Allocation Discussion

• Question raised: “Where to put” the additional funds
• Dedicated infrastructure fund to be established
• Transparent accounting for all collected dues
• Monthly financial reports to be provided

Budget Breakdown

• Flood control projects: 40%
• Canal maintenance: 30%
• Road improvements (priority: student pathways): 20%
• General subdivision maintenance: 10%

7. July Tambak Project

Project Overview

• Tambak (fill/leveling) work scheduled for July
• Urgent Priority: Address muddy puddle areas affecting student pathways
• Coordination with canal and road projects
• Focus on areas where students have difficulty traversing
• Timing critical for rainy season preparation and school year

Resource Requirements

• Equipment: 2 trucks confirmed for material transport
• Additional heavy equipment may be needed
• Contractor selection in progress
• Student Safety: Priority areas to be completed first for safe school access

8. Action Items

1. Technical Team: Obtain professional drainage assessment within 2 weeks
2. Treasurer: Prepare detailed budget for new monthly dues structure
3. Secretary: Distribute canal maintenance assignments to all lot owners
4. Maintenance Committee: Secure contractors for road filling project
5. Board: Finalize tambak project timeline and resource allocation
6. All Members: Prepare for July 1 dues adjustment implementation

Adjournment

Meeting adjourned at 5:30 PM.

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Minutes prepared by: Sandae Macalalag
Date of Preparation: June 29, 2025