minutes of council meeting - Orchard Square Apartments
MINUTES OF ANNUAL GENERAL MEETING STRATA PLAN N.W.683 HELD:
On Thursday, December 9th, 2010 at 7:00 p.m. in the Front Lobby, 4275 Grange Street, Burnaby, BC
PRESENT:
29 Owners were present as per the Registration Sheet
STRATA AGENT:
Bill Poehlke, Pacifica First Management Ltd. and Assistant Eileen de Haan
CALLTO ORDER:
Joanne Thember, Council President, called the meeting to order at 7:00 p.m.
CALLING OF THE ROLL, CERTIFICATION OF PROXIES, CORPORATE REPRESENTATIVES AND ISSUANCE OF VOTING CARDS: The Strata Agent confirmed that the registration of owners, issuance of voting cards and election ballots was completed in accordance with the requirements of the Strata Property Act. QUORUM REPORT: Under the Strata Property Act, the quorum is one-third of the eligible voters. Strata Plan N.W. 683 has fifty-three (53) Strata Lot Owners; at the time of this meeting there were forty-eight (48) eligible voters, therefore, the quorum requirement is sixteen (16) Owners present, in person or by proxy. There were twenty (20) Owners present in person and nine (9) proxies at this meeting. There being a quorum present, the meeting was competent to proceed with the business on the agenda. Joanne Thember, Council President, assumed the chair. PROOF OF NOTICE: The President then called for a motion to confirm that the Notice of the Annual General Meeting had been properly distributed. It was then moved and seconded that the Notice of the Annual General Meeting dated November 18, 2010 had been distributed to all owners, stating the date, time, place and purpose of the meeting, in accordance with the requirements of the Strata Property Act, and the Strata Corporation’s bylaws. CARRIED APPROVAL OF ANNUAL GENERAL & SPECIAL GENERAL MEETING MINUTES: It was Moved and Seconded that the minutes of the Annual General Meeting held on December 8, 2009 be adopted, as previously circulated. CARRIED OLD BUSINESS: None. COUNCIL PRESIDENT’S REPORT: There was no Council President’s report N.W. 683 Annual General Meeting Minutes Thursday, December 9th, 2010 PACIFICA FIRST MANAGEMENT LTD
Page 1 of 4 Unit 307-6411 Buswell Street, Richmond, BC V6Y 2G5 Phone: 604.273.3760 Fax: 604.273.6595 E-Mail Address: [email protected]
INSURANCE REPORT The insurance policy for Strata Corporation N.W.683, as attached to the Notice of Meeting, was reviewed by owners and approved. All owners and residents are reminded that the strata corporation’s insurance policy does not provide coverage for individual contents, betterments or improvements (that is, storage locker contents, clothing, furniture, decorating, upgrading of carpets, flooring, etc.) Owners and residents must carry their own “Owner Package” insurance for this coverage, including any improvements. You should contact your own home insurance company to determine if you have this coverage or not. The Property Manager also stressed the need for the owners and residents to carry insurance that provides coverage for their own belongings, and advised that any improvements they have made in their units should be scheduled on their own policies. He also recommended that they review their own policies with their agents to ensure they have adequate insurance and third party liability coverage that will cover the deductibles of the Strata Corporation policy. The liability section of your policy will protect you in case you are found to be legally responsible for having unintentionally caused bodily injury or property damage to someone else.
CONSIDERATION OF THE ACCOUNTS A. Estimated Operating Results to December 31, 2010 Presented by Treasurer Dan Erichsen. B. 2011 Budget The 2011 budget included in the Notice of Meeting (the “Proposed Budget”) was presented to the owners for detailed review and analysis. After some discussion the Chair called for a vote. CARRIED All owners are reminded that the 2011 Approved Budget is effective January 1st, 2011 to December 31, 2011. The strata fees, with a ten percent increase for 2011, are shown on the attached schedule. Please note that additional parking rental has increased to$12/month, storage shed rental has increased to $6/month, and freezer storage has increased to $10/month NEW BUSINESS Report from Levelton Consultants Ltd. A representative from Levelton Consultants Ltd. made a presentation to the Owners regarding the new legislation which will require a Building Envelope Condition and Mechancial Assessment of all strata corporations as of July 2011. The purpose is to prepare a Reserve Fund Study so that repair and replacement of building components can be prioritized and budgeted for on a long term basis, thus enabling owners to keep their homes in good shape without undue and unexpected financial stress. N.W. 683 Annual General Meeting Minutes Thursday, December 9th, 2010 PACIFICA FIRST MANAGEMENT LTD
Page 2 of 4 Unit 307-6411 Buswell Street, Richmond, BC V6Y 2G5 Phone: 604.273.3760 Fax: 604.273.6595 E-Mail Address: [email protected]
¾ Vote Resolution #1 – To pay for Engineer’s Assessment and 2010 operating budget shortfall: The President read out the resolution and requested a motion to table the resolution for discussion: It was moved and seconded: “Be It Resolved by ¾ Vote Resolution of the Owners, Strata Plan N.W. 683, Orchard Square, that:
The Owners of Strata Plan N.W.683, Orchard Square agree to provide FIFTEEN THOUSAND ($15,000.00) DOLLARS in additional funding through a special levy to pay for an Engineers Assessment, and to pay off the 2010 operating budget deficit. Said special levy to be due in full, upon the passage of this resolution and to be payable “pro rata” basis by each owner, in accordance with the unit entitlement on or before March 1, 2011, except in the case of a sale or change of title, where the special levy must be paid in full by the current owner(s) prior to completion.
The floor was opened for discussion on the Resolution: There being no further questions or discussion, the Chair called for the vote. The vote was recorded as: In Favour: 21; Opposed: 5; Abstentions: 2; Spoiled Ballot: 1 CARRIED Presentation by Property Manager Bill Poehlke of new Assumption of Responsibilty Agreement for owners, effective January 1, 2011. Bill Poehlke Senior Property Manager from Pacifica First Management Ltd., talked about the new Assumption of Responsibility Agreement which requires that owners bear the cost of registering improvements to their strata lots on title. The owner can file themselves if they provide Council with proof of filing, or Pacifica First Management can file for owners. It is important that any significant improvements for which an owner is responsible be made known to purchasers and new owners. They will then be alerted to the necessity to obtain adequate insurance coverage to protect their investment in their suite. Registering the improvement on title is the only way to ensure that a purchaser is informed of the existence of an improvement to the suite, as records are archived over time and may become unavailable to realtors.
N.W. 683 Annual General Meeting Minutes Thursday, December 9th, 2010 PACIFICA FIRST MANAGEMENT LTD
Page 3 of 4 Unit 307-6411 Buswell Street, Richmond, BC V6Y 2G5 Phone: 604.273.3760 Fax: 604.273.6595 E-Mail Address: [email protected]
ELECTION OF STRATA COUNCIL The members of the Council for 2010 automatically retired from their positions, pursuant to the Strata Property Act. The following owners were nominated for Council for 2010: Joanne Thember
Unit 202
Adam Archer
Unit 109
Dan Erichsen
Unit 310
Andreas Hempelmann
Unit 204
Emilie Barbato
Unit 117
Marie-Andree Mathieu
Unit 311
There being no further nominations, it was Moved and Seconded that nominations be closed. CARRIED It was Moved and Seconded that Owners nominated be elected by Majority Vote as the 2011 Strata Council for N.W. 683, Orchard Square. CARRIED TERMINATE THE MEETING There being no further business, the meeting was terminated at approximately 9:09 p.m. on a motion from Joanne Thember. NEXT MEETING The next Strata Council meeting for Strata Plan N.W. 683 will be arranged with all new Council members in the new year. Minutes Retention It is recommended that owners retain their copies of all minutes for their own future reference and, upon listing their strata lot for sale, for use by Realtors and prospective purchasers from whom such requests are increasing. Please note that there is a charge for the cost of photocopying and providing back issues of minutes and/or financial statements Copies of the Minutes of this meeting are posted on the Orchard Square web site at: http://orchardsquare.ca . Because these are Annual General Meeting Minutes, hard copies will be delivered to all Owners.
Property Managers The common property of the Housing Corporation is managed by Pacifica First Management Ltd. of #307 – 6411 Buswell Street, Richmond. Your Property Manager is John P. Gorman. For enquiries during office hours, 9:00 a.m. to 5:00 p.m., Monday to Friday, you may call the office at (604) 273-3760. After hours calls regarding emergencies occurring on, or emanating from, common property may be directed to their emergency services line, (604) 649-4534.
N.W. 683 Annual General Meeting Minutes Thursday, December 9th, 2010 PACIFICA FIRST MANAGEMENT LTD
Page 4 of 4 Unit 307-6411 Buswell Street, Richmond, BC V6Y 2G5 Phone: 604.273.3760 Fax: 604.273.6595 E-Mail Address: [email protected]
On Thursday, December 9th, 2010 at 7:00 p.m. in the Front Lobby, 4275 Grange Street, Burnaby, BC
PRESENT:
29 Owners were present as per the Registration Sheet
STRATA AGENT:
Bill Poehlke, Pacifica First Management Ltd. and Assistant Eileen de Haan
CALLTO ORDER:
Joanne Thember, Council President, called the meeting to order at 7:00 p.m.
CALLING OF THE ROLL, CERTIFICATION OF PROXIES, CORPORATE REPRESENTATIVES AND ISSUANCE OF VOTING CARDS: The Strata Agent confirmed that the registration of owners, issuance of voting cards and election ballots was completed in accordance with the requirements of the Strata Property Act. QUORUM REPORT: Under the Strata Property Act, the quorum is one-third of the eligible voters. Strata Plan N.W. 683 has fifty-three (53) Strata Lot Owners; at the time of this meeting there were forty-eight (48) eligible voters, therefore, the quorum requirement is sixteen (16) Owners present, in person or by proxy. There were twenty (20) Owners present in person and nine (9) proxies at this meeting. There being a quorum present, the meeting was competent to proceed with the business on the agenda. Joanne Thember, Council President, assumed the chair. PROOF OF NOTICE: The President then called for a motion to confirm that the Notice of the Annual General Meeting had been properly distributed. It was then moved and seconded that the Notice of the Annual General Meeting dated November 18, 2010 had been distributed to all owners, stating the date, time, place and purpose of the meeting, in accordance with the requirements of the Strata Property Act, and the Strata Corporation’s bylaws. CARRIED APPROVAL OF ANNUAL GENERAL & SPECIAL GENERAL MEETING MINUTES: It was Moved and Seconded that the minutes of the Annual General Meeting held on December 8, 2009 be adopted, as previously circulated. CARRIED OLD BUSINESS: None. COUNCIL PRESIDENT’S REPORT: There was no Council President’s report N.W. 683 Annual General Meeting Minutes Thursday, December 9th, 2010 PACIFICA FIRST MANAGEMENT LTD
Page 1 of 4 Unit 307-6411 Buswell Street, Richmond, BC V6Y 2G5 Phone: 604.273.3760 Fax: 604.273.6595 E-Mail Address: [email protected]
INSURANCE REPORT The insurance policy for Strata Corporation N.W.683, as attached to the Notice of Meeting, was reviewed by owners and approved. All owners and residents are reminded that the strata corporation’s insurance policy does not provide coverage for individual contents, betterments or improvements (that is, storage locker contents, clothing, furniture, decorating, upgrading of carpets, flooring, etc.) Owners and residents must carry their own “Owner Package” insurance for this coverage, including any improvements. You should contact your own home insurance company to determine if you have this coverage or not. The Property Manager also stressed the need for the owners and residents to carry insurance that provides coverage for their own belongings, and advised that any improvements they have made in their units should be scheduled on their own policies. He also recommended that they review their own policies with their agents to ensure they have adequate insurance and third party liability coverage that will cover the deductibles of the Strata Corporation policy. The liability section of your policy will protect you in case you are found to be legally responsible for having unintentionally caused bodily injury or property damage to someone else.
CONSIDERATION OF THE ACCOUNTS A. Estimated Operating Results to December 31, 2010 Presented by Treasurer Dan Erichsen. B. 2011 Budget The 2011 budget included in the Notice of Meeting (the “Proposed Budget”) was presented to the owners for detailed review and analysis. After some discussion the Chair called for a vote. CARRIED All owners are reminded that the 2011 Approved Budget is effective January 1st, 2011 to December 31, 2011. The strata fees, with a ten percent increase for 2011, are shown on the attached schedule. Please note that additional parking rental has increased to$12/month, storage shed rental has increased to $6/month, and freezer storage has increased to $10/month NEW BUSINESS Report from Levelton Consultants Ltd. A representative from Levelton Consultants Ltd. made a presentation to the Owners regarding the new legislation which will require a Building Envelope Condition and Mechancial Assessment of all strata corporations as of July 2011. The purpose is to prepare a Reserve Fund Study so that repair and replacement of building components can be prioritized and budgeted for on a long term basis, thus enabling owners to keep their homes in good shape without undue and unexpected financial stress. N.W. 683 Annual General Meeting Minutes Thursday, December 9th, 2010 PACIFICA FIRST MANAGEMENT LTD
Page 2 of 4 Unit 307-6411 Buswell Street, Richmond, BC V6Y 2G5 Phone: 604.273.3760 Fax: 604.273.6595 E-Mail Address: [email protected]
¾ Vote Resolution #1 – To pay for Engineer’s Assessment and 2010 operating budget shortfall: The President read out the resolution and requested a motion to table the resolution for discussion: It was moved and seconded: “Be It Resolved by ¾ Vote Resolution of the Owners, Strata Plan N.W. 683, Orchard Square, that:
The Owners of Strata Plan N.W.683, Orchard Square agree to provide FIFTEEN THOUSAND ($15,000.00) DOLLARS in additional funding through a special levy to pay for an Engineers Assessment, and to pay off the 2010 operating budget deficit. Said special levy to be due in full, upon the passage of this resolution and to be payable “pro rata” basis by each owner, in accordance with the unit entitlement on or before March 1, 2011, except in the case of a sale or change of title, where the special levy must be paid in full by the current owner(s) prior to completion.
The floor was opened for discussion on the Resolution: There being no further questions or discussion, the Chair called for the vote. The vote was recorded as: In Favour: 21; Opposed: 5; Abstentions: 2; Spoiled Ballot: 1 CARRIED Presentation by Property Manager Bill Poehlke of new Assumption of Responsibilty Agreement for owners, effective January 1, 2011. Bill Poehlke Senior Property Manager from Pacifica First Management Ltd., talked about the new Assumption of Responsibility Agreement which requires that owners bear the cost of registering improvements to their strata lots on title. The owner can file themselves if they provide Council with proof of filing, or Pacifica First Management can file for owners. It is important that any significant improvements for which an owner is responsible be made known to purchasers and new owners. They will then be alerted to the necessity to obtain adequate insurance coverage to protect their investment in their suite. Registering the improvement on title is the only way to ensure that a purchaser is informed of the existence of an improvement to the suite, as records are archived over time and may become unavailable to realtors.
N.W. 683 Annual General Meeting Minutes Thursday, December 9th, 2010 PACIFICA FIRST MANAGEMENT LTD
Page 3 of 4 Unit 307-6411 Buswell Street, Richmond, BC V6Y 2G5 Phone: 604.273.3760 Fax: 604.273.6595 E-Mail Address: [email protected]
ELECTION OF STRATA COUNCIL The members of the Council for 2010 automatically retired from their positions, pursuant to the Strata Property Act. The following owners were nominated for Council for 2010: Joanne Thember
Unit 202
Adam Archer
Unit 109
Dan Erichsen
Unit 310
Andreas Hempelmann
Unit 204
Emilie Barbato
Unit 117
Marie-Andree Mathieu
Unit 311
There being no further nominations, it was Moved and Seconded that nominations be closed. CARRIED It was Moved and Seconded that Owners nominated be elected by Majority Vote as the 2011 Strata Council for N.W. 683, Orchard Square. CARRIED TERMINATE THE MEETING There being no further business, the meeting was terminated at approximately 9:09 p.m. on a motion from Joanne Thember. NEXT MEETING The next Strata Council meeting for Strata Plan N.W. 683 will be arranged with all new Council members in the new year. Minutes Retention It is recommended that owners retain their copies of all minutes for their own future reference and, upon listing their strata lot for sale, for use by Realtors and prospective purchasers from whom such requests are increasing. Please note that there is a charge for the cost of photocopying and providing back issues of minutes and/or financial statements Copies of the Minutes of this meeting are posted on the Orchard Square web site at: http://orchardsquare.ca . Because these are Annual General Meeting Minutes, hard copies will be delivered to all Owners.
Property Managers The common property of the Housing Corporation is managed by Pacifica First Management Ltd. of #307 – 6411 Buswell Street, Richmond. Your Property Manager is John P. Gorman. For enquiries during office hours, 9:00 a.m. to 5:00 p.m., Monday to Friday, you may call the office at (604) 273-3760. After hours calls regarding emergencies occurring on, or emanating from, common property may be directed to their emergency services line, (604) 649-4534.
N.W. 683 Annual General Meeting Minutes Thursday, December 9th, 2010 PACIFICA FIRST MANAGEMENT LTD
Page 4 of 4 Unit 307-6411 Buswell Street, Richmond, BC V6Y 2G5 Phone: 604.273.3760 Fax: 604.273.6595 E-Mail Address: [email protected]
