3. Railing. Damage
MINUTES OF THE :MEETING OF THE COUNCIL OF OWNERS, STRATA PLAN LMS iB7 CASCADE GREEN HELD ON JANUARY 26,2008 AT 9:00 A.M. IN THE AMENITY ROpM, 2964 TRETHEWEY, ABBOTSFORD, B.C. ' COUNCIL IN ATTENDANCE:
Greg Mainwood Linda Weber Larry Roe
REGRETS:
Catherine Ohlsson
Joan McCulloch Janice Baker
ALSO IN ATTENDANCE
1.
2.
Laurie Evans Property Manager Tim Collins Property Manager CENTURY 21 Prudential Estates (RMD) Ltd. Dennis Driscoll, Maintenance Coordinator LMS837 CALL TO ORDER . Greg Mainwood called the meeting to order at 9:08 a.m. Larry Roe was welcomed to hIS fIrst meeting as a Strata Council member by all others present. I
ADOPTION OF PREVIOUS MINUTES It was,
MOVED AND SECONDED
That the minutes of the Strata Council meeting held on December 1, 2007 be adopted as circulated.
3. a)
b)
c)
MOTION CARRIED UNANIMOUSLY BUILDINGS 2962 Building Front Skylight Replacement An insurance claim has been flied to cover the $1,913.00 expense of replacing a section of glass in the skylight at the entrance lobby of the 2962 building during December. An exceptionally heavy and wet snowfall caused the breakage of the glass in this location. Deck Drain Replacement Completion of the deck drain replacement at strata lot #210 is pending dependant on warmer weather conditions. Two further drain assemblies requiring repair have now been identifIed and will be dealt with at the same time.
Railing. Damage A further incident of vehicle damage to a ground floor patio railing has recently occurred at the 2958 building. Cement filled steel barrier posts will be installed at the location of this last vehicle impact with a ground floor deck railing. These posts will prevent further vehicle impact with that deck railing, and reduce building repair costs.
d)
First Floor Patio Refurbishment With the exception of three ground floor amenity room patios, all unit patios have now been completed. The remaining work will be completed shortly.
e)
Front Fountains The fountain structure contractor has completed preparation for the electrical contractor to run new conduit and wiring to the south main fountain. It is planned that all fountains will be functioning by May 1, 2008 at the latest.
f)
2962 Carpet Replacement Damage by an owner to a large portion of the ground floor carpet in this building has necessitated replacement of this carpet. Due to the cost of this replacement an insurance claim for this damage has been fIled. The owner responsible for this damage has paid the Strata
MINUTES OF THE LMS 83 7 STRATA COUNCIL MEETING -JANUARY 26, 2008 Corporations' insurance deductible of $1,000.00 in this claim. The carpet to be installed in this area is of a higher quality than the original carpet and the Strata Corporation may experience some cost in obtaining the desired carpet as the insurance policy will only cover replacement of the original quality of carpet. The new carpet being installed is the current standard carpet being installed in all areas when required.
4. a)
COMMITTEE REPORTS Maintenance Coordinator Report In'addition to participation in discussion of the other building maintenance matters reported in these minutes, Dennis Driscoll also reported to council on 27 different matters. Highlights of this report included: Two new roofleaks in two different locations have been reported and dealt with; interior repairs will be required following these leaks. Multiple elevator repairs and adjustments have been required; further maintenance is planned. Over the Christmas and New Year period several maintenance issues arose with the garage overhead doors. Both emergency generators have been serviced; cause of venting problems at one generator location has been identified. The recent City of Abbotsford Fire Department annual inspection has been completed. Concerns or deficiencies identified in that inspection are being corrected and discussed with the Fire Department. The security system contractor has replaced two fob readers under warranty. Gutter repairs and adjustments at the front and rear of the 2964 building and the rear of the 2962 building have been completed as planned. There are now a larger than normal number of repairs underway due to water ingress to suites and to common areas. These are largely due to piping issues but also include some cases where owners are liable for the damage caused and are being invoiced for the repair costs. A locksmith had to be called to access a suite where the heat detector alarm was sounding while the owners were out of town on vacation. This heat detector had been malfunctioning in the period just. before the owners' absence. These owners did not leave a key for emergency access with any of their neighbors and did not notify the Council as to who had such a key.
b)
Grounds -Landscaping The landscaping contractor had submitted a revised pricing and services proposal to the Council for the 2008-year. After review by Council of this minor fee increase, it was
MOVED AND SECONDED That the contract proposal for 2008 landscaping services submitted by Timberlane Property Care be accepted and executed on behalf of the Strata Corporation. MOTION CARRIED UNAl\TIMOUSLY The landscaper has reported that he will, as requested by the Council, be planting a number of low spreading juniper ground cover shrubs in the area of the entrance to the 2962 building when the weather is appropriate.
'c)
Parking Joan McCulloch reported that in the last report period, 6 warnings were issued because of no insurance on vehicles parked in the underground, or for improper maintenance of parking stalls. 12 vehicles have been towed for violation of the Parking Control Bylaws since the last meeting. 2
MlNUTES OF THE LMS 837 STRATA COUNCIL MEETING -JANUARY 26, 2008 d)
Moves Joan McCulloch reported that since the last meeting there have been 6 new owners move into the complex. There have been 3 moves out of the buildings which included 1 tenant. Following this report Council reviewed and discussed the list of those units which are in their final year of allowed occupancy by tenants.
5. a)
FiNANCIAL REPORT Operating Statements Treasurer Janice Baker had advised the Council that she had reviewed the November and December 2007 flllancial statements as prepared by the property management firm. She has requested further information concerning a few expenses and has asked for a limited number of adjustments to these statements. The Treasurer then recommended that these statements be adopted. It was then,
MOVED AND SECONDED That the November and December 2007 financial statements be adopted as prepared by the property management finn. MOTION CARRlED UNANIMOUSLY As of the end of December 2007 the loan from the Contingency Reserve Fund to the Operating account amounted to $41,500.00. This primarily results from the payment of the $53,650.00 annual insurance premium in the month of July. This loan to the Operating account will be retired within the fiscal year. b)
Owner Receivables Property Manager Tim Collins reviewed owner receivables for the Council. At 1he direction of the Council, foreclosure action has been commenced against the owners strata lots # 87 and #228 for arrears owing on their strata lot accounts.
of
Following the December 1,2007 Council meeting, fonnal pre-lien demand for payment letters were sent to the owners of strata lots # 105 and #135 due to the arrears on their strata lot accounts. Neither of these owners has made arrangements for payment ofthe strata and other fees owing. Therefore, it was then MOVED AND SECONDED that a lien be placed against the title to strata lots # 105 and #135 for failure
to pay their strata fees as had been demanded.
MOTION CARRIED UNANIMOUSLY
Council and the Property Managers discussed the number of owners whose strata lot accounts are in arrears every month, for both large and smaller amounts. On average approximately $10,000.00 is owed to the Strata Corporation at every month-end by owners for strata and 01her fees. The extra work and costs created for the Strata Corporation through these late payments is significant, and is not fair to the majority of owners who pay their accounts in full and on time every month. The Strata Corporation also looses interest income when the owner receivables are this great. An automatic monthly late payment penalty as is present in the Bylaws of many other Strata Corporations was discussed by the Council and may be presented to the owners for approval at the next Annual General Meeting. 6. a)
NEW BUSINESS
Correspondence
Other than referenced elsewhere in the minutes, correspondence to or from Owners also included the following:
3
I
.
MINUTES OF THE LMS 837 STRATA COUNCIL MEETING -JANUARY 26,2008 Letter Jom an owner concerning the tow away of their vehicle from the common property and ab~ut the towing company. This letter has already been responded to andl the concerns about ilie towing company addressed. Letter 10m owner requesting permission for the installation of a satellite dish at their unit. As providld for in the Bylaws (see below) no such permission can or will be granted. Bylaw # 3 Use of Property 3.15: ~o refrigerators, freezers air conditioning units, satellite dishes or other, similar, powereCl equipment shall be attached or placed on the outside of the building including but not limited Ito strata lot balconies, or decks, except with the prior written consent of Council. A bylaw-warning letter has been sent to an owner concerning their use of their laundry equipm,~nt late in the evening contrary to the times provided for in the Strata Corporation Bylawsl. Severailletters to owners have been sent concerning garbage handling issues and similar l . . housekeepmg ltems. b)
Fire Safety I& Emergency Initiatives Property Mkager Laurie Evans reminded Council of earlier discussions concerning the need to seek owner ~I olunteers as Fire Wardens in each of the buildings to act as fIre and safety illformation coordinators and to assist with information distribution. The Council & Fire Wardens ShO~uld also be organizing an annual fire drill in each of the buildings. The Fire Safety Book kept in each building should show a current list of those residents who would need assistance ,'n case an evacuation of the building was required, and also to list for the Fire Department those units where oxygen is stored or is in use. At the end of these minutes is a response f6rm for residents to use in identifying whether they would require assistance in the event of a Thuilding evacuation, or to identify their unit as one where oxygen is in use. Any owner wishing to Ivolunteer with fire and safety coordination in their building can also indicate that on this response form. Council dis Iussed the need for every resident to have a personal fIre and emergency evacuation plan for usI in exiting the building, and be aware at all times where the emergency exits from their floor td building are located, Council wiIrr further discuss this important matter at future meetings.
c)
J
Buildings General '
Owners arelreminded that when it snows the overhead garage doors are locked in the open
position so fis to prevent vehicle damage to the doors.
Owners arel again asked to observe the limitation that only household garbage is to be placed in receptacles. Continuing abuse of the household garbage bin use is occurring contrary the garbaj:;;gd to the Byla' s and is increasing the operating costs of the Strata Corporation.
7.
ADJOU, NT There bei~g no further business to come before the meeting, the Cbair accepted a motion to adjourn at [12:30 p.m. The next meeting of Council will be held February 23,2008.
4
:MINUTES OF THE LMS 837 STRATA COUNCIL MEETING -JANUARY 26,2008 Respectfully submitted,
CENTURY 21 Ace Agencies Ltd. & CENTURY 21 Prudential Estates (RMD) Ltd.
(604) 853-3374 FAX: (604) 853-2133 M. Laurie Evans, Property Manager Tim Collins, Property Manager (604) 514-0291 email: [email protected] (604) 273-1745 Form B & F Requests: Valerie Tracey at Century 21 Ace Agencies Ltd. 853-2133 Century 21 Service Manager: Greg Dunphy (604) 273-1745 - 24 Hour Emergency Assistance Cascade Green Maintenance Coordinator: Dennis Driscoll (604) 835-6825 Email: [email protected]
FIRE & EMERGENCY EVACUATION INFORMATION
Would you require assistance should an evacuation of the buildinn for fire or
another emergency require such evacuation?
Please submit your name, unit number, and current telephone number:
Nam"e: _____ Telephone:,
Unit # _
Building#
Do you have medical oxygen in use in your unit?
Please submit your name, unit number, and current telephone number:
Name: _____Telephone:
Unit # _
Building#
Would you be willing to assist your Strata Council with fire and safE~ty matters in your building as a Fire Warden for your building? Please submit your name, unit number, and current telephone number: N·ame: _____Telephone:
Unit # _
Building#
Please complete and return this form to the following Strata Council members or locations: 2958 Building 2960 Building 2962 Building 2964 Building -
Joan McCulloch #108-2958
Larry Roe #310-2960
Janice Baker #420-2962
First Floor Amenity Room
5
Greg Mainwood Linda Weber Larry Roe
REGRETS:
Catherine Ohlsson
Joan McCulloch Janice Baker
ALSO IN ATTENDANCE
1.
2.
Laurie Evans Property Manager Tim Collins Property Manager CENTURY 21 Prudential Estates (RMD) Ltd. Dennis Driscoll, Maintenance Coordinator LMS837 CALL TO ORDER . Greg Mainwood called the meeting to order at 9:08 a.m. Larry Roe was welcomed to hIS fIrst meeting as a Strata Council member by all others present. I
ADOPTION OF PREVIOUS MINUTES It was,
MOVED AND SECONDED
That the minutes of the Strata Council meeting held on December 1, 2007 be adopted as circulated.
3. a)
b)
c)
MOTION CARRIED UNANIMOUSLY BUILDINGS 2962 Building Front Skylight Replacement An insurance claim has been flied to cover the $1,913.00 expense of replacing a section of glass in the skylight at the entrance lobby of the 2962 building during December. An exceptionally heavy and wet snowfall caused the breakage of the glass in this location. Deck Drain Replacement Completion of the deck drain replacement at strata lot #210 is pending dependant on warmer weather conditions. Two further drain assemblies requiring repair have now been identifIed and will be dealt with at the same time.
Railing. Damage A further incident of vehicle damage to a ground floor patio railing has recently occurred at the 2958 building. Cement filled steel barrier posts will be installed at the location of this last vehicle impact with a ground floor deck railing. These posts will prevent further vehicle impact with that deck railing, and reduce building repair costs.
d)
First Floor Patio Refurbishment With the exception of three ground floor amenity room patios, all unit patios have now been completed. The remaining work will be completed shortly.
e)
Front Fountains The fountain structure contractor has completed preparation for the electrical contractor to run new conduit and wiring to the south main fountain. It is planned that all fountains will be functioning by May 1, 2008 at the latest.
f)
2962 Carpet Replacement Damage by an owner to a large portion of the ground floor carpet in this building has necessitated replacement of this carpet. Due to the cost of this replacement an insurance claim for this damage has been fIled. The owner responsible for this damage has paid the Strata
MINUTES OF THE LMS 83 7 STRATA COUNCIL MEETING -JANUARY 26, 2008 Corporations' insurance deductible of $1,000.00 in this claim. The carpet to be installed in this area is of a higher quality than the original carpet and the Strata Corporation may experience some cost in obtaining the desired carpet as the insurance policy will only cover replacement of the original quality of carpet. The new carpet being installed is the current standard carpet being installed in all areas when required.
4. a)
COMMITTEE REPORTS Maintenance Coordinator Report In'addition to participation in discussion of the other building maintenance matters reported in these minutes, Dennis Driscoll also reported to council on 27 different matters. Highlights of this report included: Two new roofleaks in two different locations have been reported and dealt with; interior repairs will be required following these leaks. Multiple elevator repairs and adjustments have been required; further maintenance is planned. Over the Christmas and New Year period several maintenance issues arose with the garage overhead doors. Both emergency generators have been serviced; cause of venting problems at one generator location has been identified. The recent City of Abbotsford Fire Department annual inspection has been completed. Concerns or deficiencies identified in that inspection are being corrected and discussed with the Fire Department. The security system contractor has replaced two fob readers under warranty. Gutter repairs and adjustments at the front and rear of the 2964 building and the rear of the 2962 building have been completed as planned. There are now a larger than normal number of repairs underway due to water ingress to suites and to common areas. These are largely due to piping issues but also include some cases where owners are liable for the damage caused and are being invoiced for the repair costs. A locksmith had to be called to access a suite where the heat detector alarm was sounding while the owners were out of town on vacation. This heat detector had been malfunctioning in the period just. before the owners' absence. These owners did not leave a key for emergency access with any of their neighbors and did not notify the Council as to who had such a key.
b)
Grounds -Landscaping The landscaping contractor had submitted a revised pricing and services proposal to the Council for the 2008-year. After review by Council of this minor fee increase, it was
MOVED AND SECONDED That the contract proposal for 2008 landscaping services submitted by Timberlane Property Care be accepted and executed on behalf of the Strata Corporation. MOTION CARRIED UNAl\TIMOUSLY The landscaper has reported that he will, as requested by the Council, be planting a number of low spreading juniper ground cover shrubs in the area of the entrance to the 2962 building when the weather is appropriate.
'c)
Parking Joan McCulloch reported that in the last report period, 6 warnings were issued because of no insurance on vehicles parked in the underground, or for improper maintenance of parking stalls. 12 vehicles have been towed for violation of the Parking Control Bylaws since the last meeting. 2
MlNUTES OF THE LMS 837 STRATA COUNCIL MEETING -JANUARY 26, 2008 d)
Moves Joan McCulloch reported that since the last meeting there have been 6 new owners move into the complex. There have been 3 moves out of the buildings which included 1 tenant. Following this report Council reviewed and discussed the list of those units which are in their final year of allowed occupancy by tenants.
5. a)
FiNANCIAL REPORT Operating Statements Treasurer Janice Baker had advised the Council that she had reviewed the November and December 2007 flllancial statements as prepared by the property management firm. She has requested further information concerning a few expenses and has asked for a limited number of adjustments to these statements. The Treasurer then recommended that these statements be adopted. It was then,
MOVED AND SECONDED That the November and December 2007 financial statements be adopted as prepared by the property management finn. MOTION CARRlED UNANIMOUSLY As of the end of December 2007 the loan from the Contingency Reserve Fund to the Operating account amounted to $41,500.00. This primarily results from the payment of the $53,650.00 annual insurance premium in the month of July. This loan to the Operating account will be retired within the fiscal year. b)
Owner Receivables Property Manager Tim Collins reviewed owner receivables for the Council. At 1he direction of the Council, foreclosure action has been commenced against the owners strata lots # 87 and #228 for arrears owing on their strata lot accounts.
of
Following the December 1,2007 Council meeting, fonnal pre-lien demand for payment letters were sent to the owners of strata lots # 105 and #135 due to the arrears on their strata lot accounts. Neither of these owners has made arrangements for payment ofthe strata and other fees owing. Therefore, it was then MOVED AND SECONDED that a lien be placed against the title to strata lots # 105 and #135 for failure
to pay their strata fees as had been demanded.
MOTION CARRIED UNANIMOUSLY
Council and the Property Managers discussed the number of owners whose strata lot accounts are in arrears every month, for both large and smaller amounts. On average approximately $10,000.00 is owed to the Strata Corporation at every month-end by owners for strata and 01her fees. The extra work and costs created for the Strata Corporation through these late payments is significant, and is not fair to the majority of owners who pay their accounts in full and on time every month. The Strata Corporation also looses interest income when the owner receivables are this great. An automatic monthly late payment penalty as is present in the Bylaws of many other Strata Corporations was discussed by the Council and may be presented to the owners for approval at the next Annual General Meeting. 6. a)
NEW BUSINESS
Correspondence
Other than referenced elsewhere in the minutes, correspondence to or from Owners also included the following:
3
I
.
MINUTES OF THE LMS 837 STRATA COUNCIL MEETING -JANUARY 26,2008 Letter Jom an owner concerning the tow away of their vehicle from the common property and ab~ut the towing company. This letter has already been responded to andl the concerns about ilie towing company addressed. Letter 10m owner requesting permission for the installation of a satellite dish at their unit. As providld for in the Bylaws (see below) no such permission can or will be granted. Bylaw # 3 Use of Property 3.15: ~o refrigerators, freezers air conditioning units, satellite dishes or other, similar, powereCl equipment shall be attached or placed on the outside of the building including but not limited Ito strata lot balconies, or decks, except with the prior written consent of Council. A bylaw-warning letter has been sent to an owner concerning their use of their laundry equipm,~nt late in the evening contrary to the times provided for in the Strata Corporation Bylawsl. Severailletters to owners have been sent concerning garbage handling issues and similar l . . housekeepmg ltems. b)
Fire Safety I& Emergency Initiatives Property Mkager Laurie Evans reminded Council of earlier discussions concerning the need to seek owner ~I olunteers as Fire Wardens in each of the buildings to act as fIre and safety illformation coordinators and to assist with information distribution. The Council & Fire Wardens ShO~uld also be organizing an annual fire drill in each of the buildings. The Fire Safety Book kept in each building should show a current list of those residents who would need assistance ,'n case an evacuation of the building was required, and also to list for the Fire Department those units where oxygen is stored or is in use. At the end of these minutes is a response f6rm for residents to use in identifying whether they would require assistance in the event of a Thuilding evacuation, or to identify their unit as one where oxygen is in use. Any owner wishing to Ivolunteer with fire and safety coordination in their building can also indicate that on this response form. Council dis Iussed the need for every resident to have a personal fIre and emergency evacuation plan for usI in exiting the building, and be aware at all times where the emergency exits from their floor td building are located, Council wiIrr further discuss this important matter at future meetings.
c)
J
Buildings General '
Owners arelreminded that when it snows the overhead garage doors are locked in the open
position so fis to prevent vehicle damage to the doors.
Owners arel again asked to observe the limitation that only household garbage is to be placed in receptacles. Continuing abuse of the household garbage bin use is occurring contrary the garbaj:;;gd to the Byla' s and is increasing the operating costs of the Strata Corporation.
7.
ADJOU, NT There bei~g no further business to come before the meeting, the Cbair accepted a motion to adjourn at [12:30 p.m. The next meeting of Council will be held February 23,2008.
4
:MINUTES OF THE LMS 837 STRATA COUNCIL MEETING -JANUARY 26,2008 Respectfully submitted,
CENTURY 21 Ace Agencies Ltd. & CENTURY 21 Prudential Estates (RMD) Ltd.
(604) 853-3374 FAX: (604) 853-2133 M. Laurie Evans, Property Manager Tim Collins, Property Manager (604) 514-0291 email: [email protected] (604) 273-1745 Form B & F Requests: Valerie Tracey at Century 21 Ace Agencies Ltd. 853-2133 Century 21 Service Manager: Greg Dunphy (604) 273-1745 - 24 Hour Emergency Assistance Cascade Green Maintenance Coordinator: Dennis Driscoll (604) 835-6825 Email: [email protected]
FIRE & EMERGENCY EVACUATION INFORMATION
Would you require assistance should an evacuation of the buildinn for fire or
another emergency require such evacuation?
Please submit your name, unit number, and current telephone number:
Nam"e: _____ Telephone:,
Unit # _
Building#
Do you have medical oxygen in use in your unit?
Please submit your name, unit number, and current telephone number:
Name: _____Telephone:
Unit # _
Building#
Would you be willing to assist your Strata Council with fire and safE~ty matters in your building as a Fire Warden for your building? Please submit your name, unit number, and current telephone number: N·ame: _____Telephone:
Unit # _
Building#
Please complete and return this form to the following Strata Council members or locations: 2958 Building 2960 Building 2962 Building 2964 Building -
Joan McCulloch #108-2958
Larry Roe #310-2960
Janice Baker #420-2962
First Floor Amenity Room
5
