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Security update – September 2010

Greetings to All Residents:

September was another quiet month in Sandyport. As the year comes to a close, the Security Department pledges to continue being vigilant and aggressive in our effort to keep our Homeowners safe.  As we are all know Halloween is celebrated at the end of October and as customary, it will be celebrated in a big way at Sandyport. I wish to assure you that Security will be highly visible during the Halloween festivities.  However, there are a few safety tips I would like for you to keep in mind during this celebration:

  1. Please have your invited guest use the main gate. For Security purposes, no trick or treaters will be allowed access through the Service entrance.
  2. Please ask your guest to state the name of the residents who invited them. Security will not be allowing any uninvited trick or treaters on to the property.
  3. Please advise your guest that everyone is expected to be off the property by 10p.m.

Updated Procedures:

We are progressively improving our procedures with regards to visitors and workers.  The present procedures are as follows:

  1. The resident should call and inform Security that they are expecting guest or workers, (e.g. contractors).
  2. On the arrival of the guest, the resident is called by Security to confirm that the person at the gate is indeed the person the residents are expecting.
  3. If the visitor is a contractor they are directed to the service entrance where their name, company’s name, car’s license plate number is recorded by the Diarist.
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Announcements News Policies

Notice Of Nominations To Serve On The Board

SANDYPORT  HOMEOWNERS’  ASSOCIATION  LIMITED

A Company incorporated under the Companies ACT

(“the Company”)

NOTICE  OF  NOMINATIONS TO SERVE  ON  THE  BOARD  OF  SANDYPORT  HOMEOWNERS’  ASSOCIATION  LIMITED

To:  The Shareholders of Sandyport  Homeowners’ Association Limited

Annual General Meeting of the above company to be held on

Thursday October 21, 2010 commencing at 7.30p.m.

Take Notice that at the Annual General Meeting a report from the Nominations Committee of the Board of Directors advises that the following shareholders have indicated their willingness to be nominated to serve as Directors if elected by the members:

It has been unanimously agreed that a request for further nominations from the shareholders at large be submitted by the 7th of October, 2010 which is fourteen (14) days prior to the Annual General Meeting to be held on Thursday October 21st, 2010.   The vote is to be taken at the Annual General Meeting.

The Members shall elect Four (4) directors for a term of one (1) year and Three (3) directors for a term of Two (2) years.

Dated this 29th day of September, 2010

Christine A. Berlanda

Secretary

Download notice here

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Announcements

Automated entry system – poll

We are considering a new automated entry system that would open the barrier for an authorised vehicle automatically on arrival at the main entrance to Sandyport.

The cost of the system would be funded by the sale of bar codes that would be applied to resident’s vehicles. The purpose of this poll is to determine the number of residents that would be interested in purchasing a bar code label for their vehicle. The cost per bar code is expected to be approximately $100 per vehicle based on 150 vehicles and would be a one time charge.

[poll id=”2″]

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Announcements News

Governor’s Cay

There has been an electrical failure at the lift station responsible for pumping Governors Cay waste water to the treatment plant. The problem became apparent following the power failure last week and it has now been determined that the fault is a major control panel failure, likely caused when power was restored. An interim solution is in progress whilst a replacement control panel is ordered from the US supplier. Due to the cost of control panels (in excess of $10,000), and the rarity of failures, they are not a standard inventory spare part.

This matter has been treated as urgent and is prioritized accordingly.

*** UPDATE ***

The pumps are being run manually on a 2 hourly schedule to prevent waste water from backing up through the system.

A swale has been dug to help water drain toward the pump located in the area affected by flooding behind the tennis court.

A perimeter has been placed around the affected area and parents should make their children aware.

A enzyme based  solution has been added to digest any contaminants.

*** UPDATE – October 8th, 2010 2:36pm ***

At around midday a breaker tripped causing three lift stations including the one serving Governors Cay.

The breaker has been reset and the system is pumping. Measures are being taken to ensure the area is sanitized.

This incident is unrelated to the defective control panel. A replacement panel has arrived and is scheduled for installation on Tuesday. In the meantime, the system is being activated or deactivated manually on a 2 hour schedule as it has been since the control panel failed.

*** UPDATE – October 21st, 2010 3:59pm ***

A new control panel was installed earlier this week and has been functioning well.

Categories
Announcements News

Notice of the Annual General Meeting 2010

To: The shareholders of Sandyport Homeowners Association Limited

Take Notice that the Annual General Meeting of the above company will take place in the Auditorium of the Tambearly School (adjacent to Sandyport) on Thursday October 21st commencing at 7.30p.m.

Shareholders are requested to park along the main road in Sandyport Phase Five and to walk through the gate into the Tambearly premises.

Shareholders who are joint owners or owners as tenants-in-common must send in to the Company Secretary (in care of the office) in writing the name of the shareholder who they have authorised to cast the vote on behalf of the said  joint owners or tenants-in-common.

Forms of Proxy will be circulated to shareholders for those who wish to have someone else represent them or to cast their vote. On completion of the form of proxy, same should also be sent to the Secretary via the Office. Where shares are held by companies, the company must send in a form of proxy designating an individual to cast the vote on its behalf.

Dated this 2nd day of September, 2010

Christine Berlanda

Secretary

Download notice and proxy forms here

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Announcements News Policies

2009 Financial statements


The 2009 financial statements are complete and available for download here.

Categories
Announcements Policies

Maintenance assessments

Starting August 16th, 2010 we shall commence with the measuring of homes for the purposes of assessing the correct maintenance charges applicable for each home. We have instructed Licensed Architects, Douglas Minns, to proceed with the work at an agreed fee of $60 per home which will appear on the next maintenance bill. For security purposes the surveyors will be in possession of a Letter of Authorisation from the Association which they may present on request. Owners are encouraged to remain vigilant and contact security if they have any concerns.

The area used for determining the applicable maintenance charge is defined as follows:

  1. All enclosed building areas measured along the exterior perimeter walls.
  2. Enclosed garages (whether or not they are air conditioned).
  3. In the case of townhouses half of the area of the common walls.
  4. Covered porches, covered balconies, carports, gazebo’s and tool sheds are not included in the measurement. Fully enclosed porches and balconies are included (mesh screening does not qualify as enclosed for this purpose).
  5. Air conditioned third floor space (such as converted lofts).

There may be some instances that require interior access and we would appreciate your assistance in accommodating the surveyors in this regard. The process is expected to take approximately 3 months for the entire development, we will hand deliver written notices of the homes scheduled for survey each week during the preceding weekend. If there are any particular concerns or instructions regarding access at that time, please communicate them to our Head of Security in the first instance. If there are any other concerns, they may be directed to the General Manager.

Following each survey, our records will be updated and future maintenance charges will be based on the most recent assessment. There are no plans to retroactively adjust the maintenance fees.

Categories
Announcements Policies

Trimming restrictions

For reasons of safety, the Association is not responsible for providing trimming services above those that can be provided at ground level without additional equipment. We would like Owners to be advised that trimming services are limited to heights of 6′ to prevent employee accidents while using a ladder. Owners with vegetation above this height should notify management and may arrange for it to be trimmed down to 6′ or should employ their own staff to maintain above the 6′ threshold.

We would also like to point out that since coconuts are normally above 6′ from the ground, the Association is not responsible for their removal.

Categories
Announcements Policies

Shareholder certificates

Since ownership of the Association was transferred to the Property Owners, we have started the process of issuing the share certificates. Each property entitles the Owner to one share in the Association however in many cases we do not have all of the information required to enable us to issue the share certificate.

If you have received a share certificate, you may disregard this notice. If you have already provided information but do not yet have the share certificate in your possession, please contact the office as it may be awaiting collection. If you have not provided the information, please download the attached form and fax it to +1 (242) 327 8665 or email it to shareholders@sandyportmanagement.com. If you rent the home, please also complete the second page providing the tenant information.

Download form (requires Adobe Acrobat to view)

Categories
Announcements

Security update – July 2010

Warm Greetings to our new and existing Residents!

We are pleased that July was once again an uneventful month from the perspective of Security. There were no major incidents to report, however there are steps both the Security department and Residents can take to maintain a safe environment.

To all Residents:

  1. Always remember to close your garage door at night.
  2. Lock all doors at night.
  3. It is important that you do a background check on all workers who are going to be rendering their services to you.
  4. When we stop taxis at the gate and ask to see the resident in the back seat or we ask you to roll down your car window we are just trying to be extra cautious, especially at night.
  5. Report incidents and suspicious activities immediately.
  6. When you are going off the island, remember to fill out the ‘Going away’ form on www.sandyportmanagement.com so we can be aware of this during your absence.
  7. If you have workers such as contractors and persons working on any of your property who are supposed to be working within a specific period, please inform security if this is likely to be exceeded to prevent delays in granting them access.
  8. If you are doing any kind of renovations around your home, please remember to secure your ladders at night. If you need assistance to help you secure the ladders contact security and we will place them in a secure location.

To our new Residents:

  1. The telephone contacts for Security are: 327-6943 (Main Guardhouse) and 327-1967 (Service Gate), please do not hesitate to call whenever the need arises.
  2. If you have not given your phone contacts to Security, remember to do so as soon as possible.
  3. The Canal Gate opens at 7am daily and closes an hour after sunset every evening. If you experience difficulty with your boat when out to sea please call and inform security so we can open the gate upon your arrival.
  4. There is no fishing allowed in Sandyport Canals.
  5. We would appreciate a phone call when you are expecting guests, this will ensure that they not kept waiting at the gate.
  6. We are constantly improving our Security Department , if at any time you feel an officer is being negligent in their duties, do not hesitate to contact the Head of Security or the Supervisor on duty.

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