THE NOVA - STRATA PLAN BCS 741 STRATA COUNCIL MEETING ...
THE NOVA - STRATA PLAN BCS 741 STRATA COUNCIL MEETING Meeting Lounge-989 Beatty Street, Vancouver, BC Held: Tuesday, March 8th, 2011 @ 6:00 p.m. ATTENDANCE Romy Kozak Adam Codrington
Michelle Young Laura Shankel
Rui Lopes-Resident Caretaker Grant Knowles was present representing AWM-Alliance Real Estate Group Ltd. AWM-Alliance Real Estate Group Ltd will be minuted as AWM. The meeting was called to order at 5:35 p.m.
APPROVAL OF THE PREVIOUS MINUTES The Council approved the minutes from the previous Council meeting dated January 11th, 2011 with the following amendments; -Financial Report-Account Arrears-One unit is currently in foreclosure proceedings. Two units have been levied liens. Two accounts with accumulated balances owing will be levied liens as they owe six months or more monthly Strata Fees. -Caretaker Report-The third sentence in the third paragraph should read. Repairs to the drain are required through the ceiling of suite #2503. The Strata Council agreed to assume costs for the inspection and needed repairs. -Business Arising-Centra Heat Distribution Proposal should be amended to refer to correct the reference to Central Heat which should read Centra heat. Motion passed. Please note Council Meeting minutes are available online at AWM Alliance web-site. Please see below for the login and password. If you would prefer to receive a hard copy please contact AWM at the number listed on the last page. AWM Alliance web site address: www.awmalliance.com Login: BCS741 Password: nova FINANCIAL REPORT Financial Statements Review of the Financial Statements for the period December 31st, 2010 was provided for approval. Upon review of the financial statements AWM noted the Maintenance & Repairs Account which is over budget year to date by $6, 850.11. AWM further noted the dryer vent cleaning ($1,186.46) and fire systems ($7,427.90) accounts are over budget as these annual services have been completed early in the fiscal year and will amortize throughout the fiscal year.
Year to date the Operating Budget includes a surplus of $256.31. Balance in the Operating Account as of December 31st, 2010 was $58, 564.62, balance in the Contingency Account was $308, 841.33, and balance in the Capital Improvement Fund was $ 71, 435.90. In previewing the January 2011 financial statements the Strata Council requested AWM confirm the monthly expenditures for both the Maintenance & Repairs and Common Area Painting Accounts at the next Council meeting. Council also requested AWM confirm anticipated increase in gas rates with Teresan Gas for review at the next meeting. The financial statements for the December 2010 period were approved. Motion passed. Account Arrears – Four unit owners accounts remain in substantial arrears. One unit is currently in foreclosure. Two units have been levied liens. A fourth unit is in substantial arrears. Each of these units is to be fined in accordance with the Strata Corporation by-laws. Motion passed. Mortgage Payout-AWM advised the Strata Council the mortgage prepayment penalty is 20% per year on the initial loan amount. A lump sum payment of $25, 500.00 can be made without penalty. If the loan was to be paid out today in full ($127,500.00) the penalty would be $1, 166.05. The Strata Council will retain this information for future reference. All Owners are reminded that AWM conducts collections each month in accordance with the bylaws on all outstanding accounts. Fines will be issued to those with an outstanding account. If you have not already done so, all Owners are encouraged to submit a series of 12 post-dated cheques for the year or complete a Pre-Authorized Payment Form at www.awmalliance.com and submit it to AWM as soon as possible. Please note, when paying Strata fees by cheque, the payment is due at the first of each month and must include the name of your building and unit number.
CARETAKER REPORT The caretaker report for the period January 11th, 2011-March 8th, 2011 was reviewed. Items of interest include a recent complaint from a resident with regards to the use of the meeting/lounge room. The complaint notes concerns of noise levels of the lounge when booked by a resident in the building for their band’s rehearsals. This owner uses the lounge on a weekly basis which has been permitted by the Strata Corporation. As a complaint has been received regarding the noise level the Strata Council agreed use of the lounge for this purpose must cease as to not disturb residents in the building. The Strata Council concluded this resident is to cease using the meeting room for this purpose on March 16 th, 2011. Motion passed. The resident manager informed the Strata Council that IHN has increased its price from the original quote to upgrade the dvr systems for the elevator security cameras from $250 to $500 per elevator camera. The Strata Council requested this be investigated further to obtain the reason for the increase. AWM noted Manifest Media now offer similar services and will obtain a proposal from them to install their equipment in the building and confirm the terms of the existing IHN contract in place, if any. Motion passed. A unit owner requested reimbursement of towing charges given the vehicle was towed from visitor parking due to an invalid parking pass used. The Strata Council agreed they cannot be responsible and reimburse towing charges to owners as a result of invalid parking passes being used. Motion passed. ALL RESIDENTS ARE REMINDED TO PLEASE ENSURE VALID PARKING PASSES ARE DISPLAYED IN VEHICLES USING VISITOR PARKING. PLEASE NOTE NEW VISITOR PARKING PASSES WERE ISSUED IN LATE 2010 ARE AND BLUE!
BUSINESS ARISING MMM Report/Cross Connection Improvements AWM confirmed completion of the second set of recommendations of the MMM Report which include replacement of the valves and poppets in all shower cartridges in the 01’ mid zone riser of the building. To date it appears the noted repairs have been successful and any remaining cross connections issues in this zone remedied. Given these repairs have proven successful the recommendations in the MMM report will be used when needed in the future. Lobby Upgrades AWM confirmed with Council that a second meeting with the designer from Klondike is to be held on March 22 nd, 2011. AWM suggested to Council that when the final proposal has been selected an Information Meeting is recommended for residents to review the final design proposal. AWM further noted that costs for the chosen proposal will need to be withdrawn from the Capital Improvement Account or raised by Special Assessment to owners. It is anticipated this will be included at the Annual General Meeting or should a final proposal be completed earlier the Strata Council will review the possibility of holding a Special General Meeting. Elevator Veneer Repairs AWM provided Council with a quote for repairs to a veneer panel outside the elevator in the lobby damaged by a unit owner’s contractors who were moving materials in/out of the lobby. A quote was obtained from Klondike Contracting which the Strata Council agreed this unit owner would be responsible for reimbursement to the Strata Corporation. The unit owner will be notified of this and the repairs costs charged to the unit owner’s account. Motion passed. Exterior Sealant AWM noted the minor exterior sealant repairs to one of the penthouse units is stall required. The resident caretaker further noted #307 has experienced minor water ingress related to exterior window sealant. Service to both exterior sections of the building is to be coordinated. Hot Tub Room It has been confirmed upon further inspection that dampness at the base of the south wall in the hot tub room is not related to any exterior ingress. It is believed moisture from the showers and from cleaning of the floors is causing damage to the lower section of the drywall. The drywall is to be replaced with cement board and tile applied to the height of the existing tile on the adjacent wall. AWM will obtain three quotes for review at the next meeting.
CORRESPONDENCE None.
NEW BUSINESS Break In It was reported by a unit owner that their storage locker was broken into and parts removed from their bike stored in the bike room. It is unknown when this occurred however it was agreed that further review of security in these areas of the building be conducted. The Strata Council requested that a quote is obtained for the installation of cameras in the common hallways leading to these rooms and for fob readers to be installed to these rooms.
City of Vancouver/Teresan Gas Services The Strata Council requested AWM confirm with the City of Vancouver of any requirements that Strata buildings will be required to participate in composting programs. The Strata Council further requested AWM confirm with the City why the loading zone at the front of the building has been replaced with a pay parking stall. Lastly, Council requested AWM confirm with Teresan Gas of upcoming anticipated rent increases. Motion passed.
ADJOURNMENT There being no further business the meeting was adjourned at 7:10 p.m.
NEXT MEETING – The meeting is scheduled for April 19th, 2011 @ 5:30 PM. These minutes submitted by Grant Knowles, Senior Strata Agent AWM-Alliance Real Estate Group Ltd. #401-958 West 8th Street, Vancouver, BC, V5Z 1E5 Direct Line: (604) 639-2194 General Inquiries: (604) 685-3227
Michelle Young Laura Shankel
Rui Lopes-Resident Caretaker Grant Knowles was present representing AWM-Alliance Real Estate Group Ltd. AWM-Alliance Real Estate Group Ltd will be minuted as AWM. The meeting was called to order at 5:35 p.m.
APPROVAL OF THE PREVIOUS MINUTES The Council approved the minutes from the previous Council meeting dated January 11th, 2011 with the following amendments; -Financial Report-Account Arrears-One unit is currently in foreclosure proceedings. Two units have been levied liens. Two accounts with accumulated balances owing will be levied liens as they owe six months or more monthly Strata Fees. -Caretaker Report-The third sentence in the third paragraph should read. Repairs to the drain are required through the ceiling of suite #2503. The Strata Council agreed to assume costs for the inspection and needed repairs. -Business Arising-Centra Heat Distribution Proposal should be amended to refer to correct the reference to Central Heat which should read Centra heat. Motion passed. Please note Council Meeting minutes are available online at AWM Alliance web-site. Please see below for the login and password. If you would prefer to receive a hard copy please contact AWM at the number listed on the last page. AWM Alliance web site address: www.awmalliance.com Login: BCS741 Password: nova FINANCIAL REPORT Financial Statements Review of the Financial Statements for the period December 31st, 2010 was provided for approval. Upon review of the financial statements AWM noted the Maintenance & Repairs Account which is over budget year to date by $6, 850.11. AWM further noted the dryer vent cleaning ($1,186.46) and fire systems ($7,427.90) accounts are over budget as these annual services have been completed early in the fiscal year and will amortize throughout the fiscal year.
Year to date the Operating Budget includes a surplus of $256.31. Balance in the Operating Account as of December 31st, 2010 was $58, 564.62, balance in the Contingency Account was $308, 841.33, and balance in the Capital Improvement Fund was $ 71, 435.90. In previewing the January 2011 financial statements the Strata Council requested AWM confirm the monthly expenditures for both the Maintenance & Repairs and Common Area Painting Accounts at the next Council meeting. Council also requested AWM confirm anticipated increase in gas rates with Teresan Gas for review at the next meeting. The financial statements for the December 2010 period were approved. Motion passed. Account Arrears – Four unit owners accounts remain in substantial arrears. One unit is currently in foreclosure. Two units have been levied liens. A fourth unit is in substantial arrears. Each of these units is to be fined in accordance with the Strata Corporation by-laws. Motion passed. Mortgage Payout-AWM advised the Strata Council the mortgage prepayment penalty is 20% per year on the initial loan amount. A lump sum payment of $25, 500.00 can be made without penalty. If the loan was to be paid out today in full ($127,500.00) the penalty would be $1, 166.05. The Strata Council will retain this information for future reference. All Owners are reminded that AWM conducts collections each month in accordance with the bylaws on all outstanding accounts. Fines will be issued to those with an outstanding account. If you have not already done so, all Owners are encouraged to submit a series of 12 post-dated cheques for the year or complete a Pre-Authorized Payment Form at www.awmalliance.com and submit it to AWM as soon as possible. Please note, when paying Strata fees by cheque, the payment is due at the first of each month and must include the name of your building and unit number.
CARETAKER REPORT The caretaker report for the period January 11th, 2011-March 8th, 2011 was reviewed. Items of interest include a recent complaint from a resident with regards to the use of the meeting/lounge room. The complaint notes concerns of noise levels of the lounge when booked by a resident in the building for their band’s rehearsals. This owner uses the lounge on a weekly basis which has been permitted by the Strata Corporation. As a complaint has been received regarding the noise level the Strata Council agreed use of the lounge for this purpose must cease as to not disturb residents in the building. The Strata Council concluded this resident is to cease using the meeting room for this purpose on March 16 th, 2011. Motion passed. The resident manager informed the Strata Council that IHN has increased its price from the original quote to upgrade the dvr systems for the elevator security cameras from $250 to $500 per elevator camera. The Strata Council requested this be investigated further to obtain the reason for the increase. AWM noted Manifest Media now offer similar services and will obtain a proposal from them to install their equipment in the building and confirm the terms of the existing IHN contract in place, if any. Motion passed. A unit owner requested reimbursement of towing charges given the vehicle was towed from visitor parking due to an invalid parking pass used. The Strata Council agreed they cannot be responsible and reimburse towing charges to owners as a result of invalid parking passes being used. Motion passed. ALL RESIDENTS ARE REMINDED TO PLEASE ENSURE VALID PARKING PASSES ARE DISPLAYED IN VEHICLES USING VISITOR PARKING. PLEASE NOTE NEW VISITOR PARKING PASSES WERE ISSUED IN LATE 2010 ARE AND BLUE!
BUSINESS ARISING MMM Report/Cross Connection Improvements AWM confirmed completion of the second set of recommendations of the MMM Report which include replacement of the valves and poppets in all shower cartridges in the 01’ mid zone riser of the building. To date it appears the noted repairs have been successful and any remaining cross connections issues in this zone remedied. Given these repairs have proven successful the recommendations in the MMM report will be used when needed in the future. Lobby Upgrades AWM confirmed with Council that a second meeting with the designer from Klondike is to be held on March 22 nd, 2011. AWM suggested to Council that when the final proposal has been selected an Information Meeting is recommended for residents to review the final design proposal. AWM further noted that costs for the chosen proposal will need to be withdrawn from the Capital Improvement Account or raised by Special Assessment to owners. It is anticipated this will be included at the Annual General Meeting or should a final proposal be completed earlier the Strata Council will review the possibility of holding a Special General Meeting. Elevator Veneer Repairs AWM provided Council with a quote for repairs to a veneer panel outside the elevator in the lobby damaged by a unit owner’s contractors who were moving materials in/out of the lobby. A quote was obtained from Klondike Contracting which the Strata Council agreed this unit owner would be responsible for reimbursement to the Strata Corporation. The unit owner will be notified of this and the repairs costs charged to the unit owner’s account. Motion passed. Exterior Sealant AWM noted the minor exterior sealant repairs to one of the penthouse units is stall required. The resident caretaker further noted #307 has experienced minor water ingress related to exterior window sealant. Service to both exterior sections of the building is to be coordinated. Hot Tub Room It has been confirmed upon further inspection that dampness at the base of the south wall in the hot tub room is not related to any exterior ingress. It is believed moisture from the showers and from cleaning of the floors is causing damage to the lower section of the drywall. The drywall is to be replaced with cement board and tile applied to the height of the existing tile on the adjacent wall. AWM will obtain three quotes for review at the next meeting.
CORRESPONDENCE None.
NEW BUSINESS Break In It was reported by a unit owner that their storage locker was broken into and parts removed from their bike stored in the bike room. It is unknown when this occurred however it was agreed that further review of security in these areas of the building be conducted. The Strata Council requested that a quote is obtained for the installation of cameras in the common hallways leading to these rooms and for fob readers to be installed to these rooms.
City of Vancouver/Teresan Gas Services The Strata Council requested AWM confirm with the City of Vancouver of any requirements that Strata buildings will be required to participate in composting programs. The Strata Council further requested AWM confirm with the City why the loading zone at the front of the building has been replaced with a pay parking stall. Lastly, Council requested AWM confirm with Teresan Gas of upcoming anticipated rent increases. Motion passed.
ADJOURNMENT There being no further business the meeting was adjourned at 7:10 p.m.
NEXT MEETING – The meeting is scheduled for April 19th, 2011 @ 5:30 PM. These minutes submitted by Grant Knowles, Senior Strata Agent AWM-Alliance Real Estate Group Ltd. #401-958 West 8th Street, Vancouver, BC, V5Z 1E5 Direct Line: (604) 639-2194 General Inquiries: (604) 685-3227
