MINUTES OF STRATA COUNCIL MEETING STRATA CORPORATION ...
IMPORTANT INFORMATION
Please have this translated
RENSEIGNEMENTS IMPORTANTS INFORMACION IMPORTANTE
CHI J),\N Ql.IAN TRQ'iG
Priere de les Iaire tracuire
Busque alguien que!e traduzca
Kin aha nguoi dicb hi?
MINUTES OF STRATA COUNCIL MEETING STRATA CORPORATION VR 533 - ALEXANDRA PLACE HELD:
Thursday, April 12, 2012 7:00 p.m. Pi Level Amenities Room - 1440 East Broadway, Vancouver, B.C.
PRESENT:
Michael Wilcox #117 Brian Peng #112
Will Pratt #308
Don Dingman, Martello Property Services Inc. REGRETS:
Donna Combs #202
Jen Metcalfe #205
CALL TO ORDER: The meeting was called to order at 7:05 pm by Strata Council President, Will Pratt. ADOPTION OF MINUTES OF FEBRUARY 9,2012 STRATA COUNCIL MEETING: Following review of the minutes of the February 9, 2012 Strata Council Meeting, it was moved, seconded AND CARRIED UNANIMOUSLY to approve the minutes of the February 9, 2012 Strata Council meeting as previously mailed to all non resident owners and posted on the Strata Corporation's website ..
COUNCIL MEETING MINUTES ARE AVAILABLE ON MARTELLO PROPERTY SERVICES WEBSITE AT: WWW.MARTELLOPROPERTYSERVICES.COM/STRATA
YOUR CURRENT MEETING MINUTES ARE AVAILABLE FREE OF CHARGE FOR 30 DAYS FROM THE DATE OF UPLOAD. FOR PURCHASE AFTER THE
ALL MEETING MINUTES ARE AVAILABLE
30-DAY PERIOD AT A COST OF $2.00JPLUS
HST) PER SET. Login: alexandra Password: vr533
SCM April 12, 2012 Strata Plan VR 533 - Alexandra Place
Page 1
Council reminds all Residents to remove all items stored in the parking spaces in the garage parka de.
7.
Progress Report on Upgrading of Light Fixtures and Fire Exit Fixtures: Management confirmed that MC Electric has completed the installation of the light fixtures in common areas and done minor repairs to several damaged wall sockets. Management noted that they follow up with MC Electric to complete the upgrading of fire exit fixtures.
7.
Progress Report on Upgrading of Light Fixtures and Fire Exit Fixtures: Management confirmed that MC Electric has completed the installation of the light fixtures in common areas and done minor repairs to several damaged wall sockets. Management noted that they follow up with MC Electric to complete the upgrading of fire exit fixtures.
8.
Follow Up on Installation of New Signage for: a. Suite Doors Michael Wilcox reported that only one suite has to install the suite sign door. b. Service Rooms Michael Wilcox reported that installation of signs in the service room has been completed. c.
Directional Signage Management noted that the installation of signage is ready for pick-up and Management agreed to follow up with pick up for signage.
d. Carwash Area Management is following up with picking up of the signage of the carwash area. 9.
Follow Up on Re-Caroetinq and Re-Tilino Deficiencies of P1 Level: Management noted that Michael Wilcox has been following up with Sammy's Carpet regarding the completion of the retiling P1 Level, as well as, minor deficiencies regarding the re-carpeting. It was noted that there are problems with doors which need to be modified to avoid damaging the new carpets. Michael Wilcox is following up with the work done.
10.
Follow Up on Painting Deficiencies: Michael Wilcox is following up with Certa Pro Painting regarding minor painting deficiencies.
11.
Installation of New Notice Holders: Michael Wilcox confirmed that he has installed one notice holder and will follow up with installation of the notice holder for the elevator.
SCM April 12, 2012 Strata Plan VR 533 - Alexandra Place
Page 3
2.
Scheduling of 15t Annual Building Envelope Inspection and Maintenance: Management report a follow up discussion with Columbia Restoration regarding the 1st Annual Building Envelope Inspection and Maintenance.
Council notes that Building Inspection will require access to individual balconies and Owners must provide access to their balconies to allow the cleaning of the membrane surface and inspection of balconies, as well as, building envelope areas. Please Note: All items will need to be removed from balcony areas when they are to be cleaned.
3.
Cleaning of Sanitary Drain Lines and Vent Stacks: Council and Management noted that recent incidents regarding back up of sewer lines. Following discussion, Council requested Management obtain quotation for cleaning of the sanitary drain lines in parkade and horizontal vent stacks.
4.
Cleaning of Laundry Room Drain Lines: Management reported a recent report from Eng Laundry Equipment recommending cleaning of the laundry lines. Council requested Management obtain quotation.
5.
Shelving and Paper Recycling Containers for Lobby Areas: Council had a discussion regarding installation of shelving in lobby areas for newspapers, as we!! as, a container for discarding recycling of paper.
6.
Planters for Exterior Entry of the Building Council discussed having planters at the exterior entry of the building. Following discussion, it was agreed that Council will follow up with Jeff Bland regarding a quotation for the planters at the lobby entry area.
7.
Unauthorized Items on Balconies:
Council again reminds all Residents that only BBQ, patio furniture and small planters are to be restored on their patios or balcony areas. All items other than these should be stored in their units or storage locker.
8.
Handles for Fire Doors: Council noted that several doors needs minor adjustment and replacement of handles. Following discussion, Council requested Management follow up a contractor regarding repairs to fire doors and handles.
9.
Installation of In-Suite Washing Machine and Dishwashers: Council reviewed a request for the installation of in-suite washing machine, or a dishwasher. Michael Wilcox reviewed a letter to Cambridge Plumbing advising that, in Cambridge Plumbing's opinion, the installation of in-suite washing machines and
SCM April 12, 2012 Strata Plan VR 533 - Alexandra Place
Page 5
BUSINESS ARISING FROM MINUTES: 1.
Landscape Upgrading: Management and Council noted they have reviewed the two quotes for landscape upgrading and following discussion, Council approved the quotation from Jeff Bland. Management confirmed that the contract has now been in place and noted that the cost was $ 3,500.00 plus tax.
2.
Unspent Balance from Building Envelope Restoration Special Levy: Council and Management again review this matter. Management noted that they are still following up with Public Trustee to collect the outstanding levy and reconciling other than chargebacks to owner's account.
3.
Follow Up on Re-Piping Issues: i.
Confirmation of Final Pricing Management confirmed that Council member Michael Wilcox had reviewed the Re-ping costs and following discussion, it was agreed that Martello Property Services, Inc. will credit back a portion of the project management fees.
ii.
Review of Invoices There was a discussion on couple of invoices and Council reviewed the invoices and issues have been resolved.
iii. Unspent Balance of Special Levy There was a general discussion regarding the unspent balance and rebates on the Special Levy. Management and Council reviewed the costs to date and expected final invoice. It was confirmed that, once all invoices have been finalized and paid, Management will prepare a final reconciliation statement. 4.
Roof Maintenance Repairs: Management reported an onsite meeting with Columbia Restoration and confirmed that they have completed warranty repairs to roof metal flashing, as well as, completing finishing details on the elevator roof housing. Management also reported on their follow-up discussion and onsite meeting with Cambie Roofing to review the remaining required minor repairs. Management noted Cambie Roofing is awaiting for the better weather conditions before the repairs can be done.
5.
Lockbox for Fire Marshall: Management noted that Fire Marshall had been on-site on April 11th to pot keys the lockbox that has been installed. However, there was a problem regarding the installation of the lockbox and Management is following up with the Fire Marshall.
6.
Final Clean-Up of Parking Spaces: Council and Management reviewed this matter and a number of owners have cleaned their parking spaces as requested by the Strata Council. Council advised Management to assess fines to owners who have not cleaned their parking spaces.
SCM April 12, 2012 Strata Plan VR 533 - Alexand ra Place
Page 2
12.
Review of Bed Bug Expenditures and Protocols Management and Council reviewed expenses to date regarding bed bugs. The Strata Corporation spent around $2,500.00currently on bed bugs control. Council noted that they have given direction to the Property Manager to ensure that a bed bug expenditures will be charge to the Strata Corporation rather than chargeback to the Owners. Council also noted that, in cases where a suite has had more than one bed bug treatment, the addition costs for subsequent service calls to deal with the bedbugs will be charged to the strata lot owner. Council and Management agreed that as part of the proposed operating budget for the next fiscal year, additional funds will be included in the pest control budget to cover the expenses to deal with bedbugs.
FINANCIAL REPORTS: 1.
Financial Statements for January and February 2012: Following review of the January and February 2012 financial statements, it was moved, seconded and CARRIED UNANIMOUSLY to approve the January and February 2012 financial statements, as prepared by Martello Property Services.
2.
Accounts Receivable as at April 12, 2012: Council reviewed this matter and requested Management to follow-up accordingly.
3.
Update on Legal Actions: Management reported a follow up discussion with Elaine McCormick and Public Trustee concerning one unit to collect unpaid Special Levies, chargebacks, late fines. Management noted a discussion with Public Trustee that they would make the payment to the Strata Corporation for the Special Levy amounts and a meeting with the Strata Corporation's lawyer to finalize the amount to be paid by the Public Trustee. Following discussion with Council, Council directed Management to seek an Order of Sale if the payments are not made by May 1, 2012.
4.
Update on Form G Liens: Management noted that there is only one Form G Lien filed at this time.
5.
Review of Financial Status as at February 29, 2012: It was noted that the Strata Corporation has a current operating surplus of $19,500 as of February 29, 2012. However, Council noted that an invoice estimated of $16,000 from Columbia Restoration for the 1st Annual Building Envelope Review was pending.
NEW BUSINESS: 1.
Correspondence: Council reviewed correspondence items Management to follow up accordingly.
and
SCM April 12, 2012 Strata Plan VR 533 - Alexandra Place
following
discussions
directed
Page 4
dishwashers was possible. There was a general discussion regarding the current situation reviewing of the Strata Corporation Bylaw, noting that there was no current Bylaw restricting the installation of an in-suite washing machine and dishwasher. Council agreed that they would permit the installation of low flow, "Euro" style in-suite washing machines and dishwashers. Council notes that any owner wishing to have in-suite washing machine or dishwasher would be required to sign a conditional approval letter and require an owner to sign an Assumption of Liability form for any installation of in-suite washing machine or dishwasher. 10.
Review of the Depreciation Report: Council agreed to review the Capital Depreciation/CRF meeting.
Review Report at the next
CONCLUSION: There being no further business, the meeting was concluded at 8:05 p.rn. on motion from Donna Combs. DATE OF NEXT STRATA COUNCIL MEETING:
The next Strata Council P1 Level-
Meeting for Strata Corporation VR 533, Alexandra Place: Thursday, June 7, 2012 at 7:00 p.m. Amenities Room - 1440 East Broadway, Vancouver, BC
"DOn Dingman, Strata Manager Martello Property
Services Inc.
SCM April 12, 2012 Strata Plan VR 533 - Alexandra
Page 6
Place
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"-~'~--"---'----
Please have this translated
RENSEIGNEMENTS IMPORTANTS INFORMACION IMPORTANTE
CHI J),\N Ql.IAN TRQ'iG
Priere de les Iaire tracuire
Busque alguien que!e traduzca
Kin aha nguoi dicb hi?
MINUTES OF STRATA COUNCIL MEETING STRATA CORPORATION VR 533 - ALEXANDRA PLACE HELD:
Thursday, April 12, 2012 7:00 p.m. Pi Level Amenities Room - 1440 East Broadway, Vancouver, B.C.
PRESENT:
Michael Wilcox #117 Brian Peng #112
Will Pratt #308
Don Dingman, Martello Property Services Inc. REGRETS:
Donna Combs #202
Jen Metcalfe #205
CALL TO ORDER: The meeting was called to order at 7:05 pm by Strata Council President, Will Pratt. ADOPTION OF MINUTES OF FEBRUARY 9,2012 STRATA COUNCIL MEETING: Following review of the minutes of the February 9, 2012 Strata Council Meeting, it was moved, seconded AND CARRIED UNANIMOUSLY to approve the minutes of the February 9, 2012 Strata Council meeting as previously mailed to all non resident owners and posted on the Strata Corporation's website ..
COUNCIL MEETING MINUTES ARE AVAILABLE ON MARTELLO PROPERTY SERVICES WEBSITE AT: WWW.MARTELLOPROPERTYSERVICES.COM/STRATA
YOUR CURRENT MEETING MINUTES ARE AVAILABLE FREE OF CHARGE FOR 30 DAYS FROM THE DATE OF UPLOAD. FOR PURCHASE AFTER THE
ALL MEETING MINUTES ARE AVAILABLE
30-DAY PERIOD AT A COST OF $2.00JPLUS
HST) PER SET. Login: alexandra Password: vr533
SCM April 12, 2012 Strata Plan VR 533 - Alexandra Place
Page 1
Council reminds all Residents to remove all items stored in the parking spaces in the garage parka de.
7.
Progress Report on Upgrading of Light Fixtures and Fire Exit Fixtures: Management confirmed that MC Electric has completed the installation of the light fixtures in common areas and done minor repairs to several damaged wall sockets. Management noted that they follow up with MC Electric to complete the upgrading of fire exit fixtures.
7.
Progress Report on Upgrading of Light Fixtures and Fire Exit Fixtures: Management confirmed that MC Electric has completed the installation of the light fixtures in common areas and done minor repairs to several damaged wall sockets. Management noted that they follow up with MC Electric to complete the upgrading of fire exit fixtures.
8.
Follow Up on Installation of New Signage for: a. Suite Doors Michael Wilcox reported that only one suite has to install the suite sign door. b. Service Rooms Michael Wilcox reported that installation of signs in the service room has been completed. c.
Directional Signage Management noted that the installation of signage is ready for pick-up and Management agreed to follow up with pick up for signage.
d. Carwash Area Management is following up with picking up of the signage of the carwash area. 9.
Follow Up on Re-Caroetinq and Re-Tilino Deficiencies of P1 Level: Management noted that Michael Wilcox has been following up with Sammy's Carpet regarding the completion of the retiling P1 Level, as well as, minor deficiencies regarding the re-carpeting. It was noted that there are problems with doors which need to be modified to avoid damaging the new carpets. Michael Wilcox is following up with the work done.
10.
Follow Up on Painting Deficiencies: Michael Wilcox is following up with Certa Pro Painting regarding minor painting deficiencies.
11.
Installation of New Notice Holders: Michael Wilcox confirmed that he has installed one notice holder and will follow up with installation of the notice holder for the elevator.
SCM April 12, 2012 Strata Plan VR 533 - Alexandra Place
Page 3
2.
Scheduling of 15t Annual Building Envelope Inspection and Maintenance: Management report a follow up discussion with Columbia Restoration regarding the 1st Annual Building Envelope Inspection and Maintenance.
Council notes that Building Inspection will require access to individual balconies and Owners must provide access to their balconies to allow the cleaning of the membrane surface and inspection of balconies, as well as, building envelope areas. Please Note: All items will need to be removed from balcony areas when they are to be cleaned.
3.
Cleaning of Sanitary Drain Lines and Vent Stacks: Council and Management noted that recent incidents regarding back up of sewer lines. Following discussion, Council requested Management obtain quotation for cleaning of the sanitary drain lines in parkade and horizontal vent stacks.
4.
Cleaning of Laundry Room Drain Lines: Management reported a recent report from Eng Laundry Equipment recommending cleaning of the laundry lines. Council requested Management obtain quotation.
5.
Shelving and Paper Recycling Containers for Lobby Areas: Council had a discussion regarding installation of shelving in lobby areas for newspapers, as we!! as, a container for discarding recycling of paper.
6.
Planters for Exterior Entry of the Building Council discussed having planters at the exterior entry of the building. Following discussion, it was agreed that Council will follow up with Jeff Bland regarding a quotation for the planters at the lobby entry area.
7.
Unauthorized Items on Balconies:
Council again reminds all Residents that only BBQ, patio furniture and small planters are to be restored on their patios or balcony areas. All items other than these should be stored in their units or storage locker.
8.
Handles for Fire Doors: Council noted that several doors needs minor adjustment and replacement of handles. Following discussion, Council requested Management follow up a contractor regarding repairs to fire doors and handles.
9.
Installation of In-Suite Washing Machine and Dishwashers: Council reviewed a request for the installation of in-suite washing machine, or a dishwasher. Michael Wilcox reviewed a letter to Cambridge Plumbing advising that, in Cambridge Plumbing's opinion, the installation of in-suite washing machines and
SCM April 12, 2012 Strata Plan VR 533 - Alexandra Place
Page 5
BUSINESS ARISING FROM MINUTES: 1.
Landscape Upgrading: Management and Council noted they have reviewed the two quotes for landscape upgrading and following discussion, Council approved the quotation from Jeff Bland. Management confirmed that the contract has now been in place and noted that the cost was $ 3,500.00 plus tax.
2.
Unspent Balance from Building Envelope Restoration Special Levy: Council and Management again review this matter. Management noted that they are still following up with Public Trustee to collect the outstanding levy and reconciling other than chargebacks to owner's account.
3.
Follow Up on Re-Piping Issues: i.
Confirmation of Final Pricing Management confirmed that Council member Michael Wilcox had reviewed the Re-ping costs and following discussion, it was agreed that Martello Property Services, Inc. will credit back a portion of the project management fees.
ii.
Review of Invoices There was a discussion on couple of invoices and Council reviewed the invoices and issues have been resolved.
iii. Unspent Balance of Special Levy There was a general discussion regarding the unspent balance and rebates on the Special Levy. Management and Council reviewed the costs to date and expected final invoice. It was confirmed that, once all invoices have been finalized and paid, Management will prepare a final reconciliation statement. 4.
Roof Maintenance Repairs: Management reported an onsite meeting with Columbia Restoration and confirmed that they have completed warranty repairs to roof metal flashing, as well as, completing finishing details on the elevator roof housing. Management also reported on their follow-up discussion and onsite meeting with Cambie Roofing to review the remaining required minor repairs. Management noted Cambie Roofing is awaiting for the better weather conditions before the repairs can be done.
5.
Lockbox for Fire Marshall: Management noted that Fire Marshall had been on-site on April 11th to pot keys the lockbox that has been installed. However, there was a problem regarding the installation of the lockbox and Management is following up with the Fire Marshall.
6.
Final Clean-Up of Parking Spaces: Council and Management reviewed this matter and a number of owners have cleaned their parking spaces as requested by the Strata Council. Council advised Management to assess fines to owners who have not cleaned their parking spaces.
SCM April 12, 2012 Strata Plan VR 533 - Alexand ra Place
Page 2
12.
Review of Bed Bug Expenditures and Protocols Management and Council reviewed expenses to date regarding bed bugs. The Strata Corporation spent around $2,500.00currently on bed bugs control. Council noted that they have given direction to the Property Manager to ensure that a bed bug expenditures will be charge to the Strata Corporation rather than chargeback to the Owners. Council also noted that, in cases where a suite has had more than one bed bug treatment, the addition costs for subsequent service calls to deal with the bedbugs will be charged to the strata lot owner. Council and Management agreed that as part of the proposed operating budget for the next fiscal year, additional funds will be included in the pest control budget to cover the expenses to deal with bedbugs.
FINANCIAL REPORTS: 1.
Financial Statements for January and February 2012: Following review of the January and February 2012 financial statements, it was moved, seconded and CARRIED UNANIMOUSLY to approve the January and February 2012 financial statements, as prepared by Martello Property Services.
2.
Accounts Receivable as at April 12, 2012: Council reviewed this matter and requested Management to follow-up accordingly.
3.
Update on Legal Actions: Management reported a follow up discussion with Elaine McCormick and Public Trustee concerning one unit to collect unpaid Special Levies, chargebacks, late fines. Management noted a discussion with Public Trustee that they would make the payment to the Strata Corporation for the Special Levy amounts and a meeting with the Strata Corporation's lawyer to finalize the amount to be paid by the Public Trustee. Following discussion with Council, Council directed Management to seek an Order of Sale if the payments are not made by May 1, 2012.
4.
Update on Form G Liens: Management noted that there is only one Form G Lien filed at this time.
5.
Review of Financial Status as at February 29, 2012: It was noted that the Strata Corporation has a current operating surplus of $19,500 as of February 29, 2012. However, Council noted that an invoice estimated of $16,000 from Columbia Restoration for the 1st Annual Building Envelope Review was pending.
NEW BUSINESS: 1.
Correspondence: Council reviewed correspondence items Management to follow up accordingly.
and
SCM April 12, 2012 Strata Plan VR 533 - Alexandra Place
following
discussions
directed
Page 4
dishwashers was possible. There was a general discussion regarding the current situation reviewing of the Strata Corporation Bylaw, noting that there was no current Bylaw restricting the installation of an in-suite washing machine and dishwasher. Council agreed that they would permit the installation of low flow, "Euro" style in-suite washing machines and dishwashers. Council notes that any owner wishing to have in-suite washing machine or dishwasher would be required to sign a conditional approval letter and require an owner to sign an Assumption of Liability form for any installation of in-suite washing machine or dishwasher. 10.
Review of the Depreciation Report: Council agreed to review the Capital Depreciation/CRF meeting.
Review Report at the next
CONCLUSION: There being no further business, the meeting was concluded at 8:05 p.rn. on motion from Donna Combs. DATE OF NEXT STRATA COUNCIL MEETING:
The next Strata Council P1 Level-
Meeting for Strata Corporation VR 533, Alexandra Place: Thursday, June 7, 2012 at 7:00 p.m. Amenities Room - 1440 East Broadway, Vancouver, BC
"DOn Dingman, Strata Manager Martello Property
Services Inc.
SCM April 12, 2012 Strata Plan VR 533 - Alexandra
Page 6
Place
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"-~'~--"---'----
