MINUTES OF THE COUNCIL MEETING THE OWNERS
MINUTES OF THE COUNCIL MEETING THE OWNERS STRATA PLAN BCS 213 HANSDOWNE ROW
Held on Tuesday, March 8, 2011 Within Unit 2128 West 8th Avenue, Vancouver, B.C. COUNCIL IN ATTENDANCE:
Benny Cifelli Linda Arnold Don Ginsberg Jody Aldcorn Diana McMeekin Jennifer Bailey
REGRETS:
Sarah Tarry
President Treasurer
STRATA MANAGER: Elin Nash Crosby Property Management Ltd. ___________________________________________________________________________________ The meeting was called to order at 6:13 pm. APPROVAL OF COUNCIL MEETING MINUTES It was MOVED/SECONDED to approve the minutes of the Council Meeting held on October 12, 2010 as circulated. CARRIED. APPROVAL OF FINANCIAL STATEMENTS The Treasurer reported that she finds the financial statements to be in order. Council then reviewed the year to date status of the operating budget and the expenses incurred for the building envelope maintenance work, grounds maintenance work and the snow removal expenses. It was MOVED/SECONDED to approve the October through to December 2010 and January 2011 financial statements as presented. CARRIED. Review of Accounts Receivable Council reviewed the status of the accounts receivable noting a fine had been levied against an owner’s strata lot. As this strata lot owner was a new owner, Crosby did not receive the direct debit advice in sufficient time to implement, this resulting in a missed payment. Council agreed that the fine would be waived; direction was given to the Strata Manager to send a letter to the unit owner to advise them of this. REPORT ON UNAPPROVED EXPENDITURES There are no unapproved expenditures to report. The Strata Property Act requires that all owners be notified as soon as possible of unanticipated expenditures.
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, March 8, 2011 REPORT ON LITIGATION To the best of our knowledge there is no litigation to report. The Strata Property Act requires that all owners be notified as soon as possible of any legal action that the Strata Corporation is part of. BUSINESS ARISING FROM PREVIOUS MINUTES 1. Directives Review Council reviewed the directive items from the last meeting. Concerning the cancellation of the Latham’s Mechanical Maintenance contract and engaging DMS to take over the mechanical maintenance, council noted that the contract terms with Latham’s requires a 60 day notice prior to July 1st as that is the yearly renewal date. To terminate the contract earlier then July 1st would result in additional fees. Council is revisiting this matter and directed the Strata Manager to obtain updated proposals from both Latham’s and DMS. Council noted that consideration to paint touchups was previously tabled to the spring; direction was given to the Strata Manager to arrange for a couple of painting companies to meet up with the Council President to review the requirements. 2. Building Envelope Council noted that Bemco had completed the work at the upper decks. 3. Window Cleaning/Gutter Cleaning It was discussed that the company that attended to this work in the fall did an awful job and that the Strata is not to use that company again. Since the gutter cleaning work as previously done is incomplete, direction was given to the Strata Manager to obtain more quotes for the gutter cleaning and window cleaning. Council also specified that arrangements be made for the company representatives to meet up with the Council President to review the job requirement. 4. Dryer Vent Cleaning Direction was given to the Strata Manager to request a final report from the last dryer vent cleaning and to also ask them if it is advisable to skip a year or if the work is necessary on a yearly basis. 5. Mechanical Maintenance This is noted in the minutes above. 6. Gardening/Grounds Council noted that Davey Tree had attended on site to review the trees that required pruning. A subsequent quotation was submitted and approved; the work has been completed. Council recommended that two of the owners on the Gardening Committee be consulted for their views on the tree pruning work. CORRESPONDENCE Council acknowledged receipt of a letter as noted under “Accounts Receivables” above. NEW BUSINESS 1. Garage Gate Access Council acknowledged a previous malfunction with the access system to the gate; Valley All-Door attended to the repair.
2
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, March 8, 2011 2. Fire Panel Council acknowledged that Vancouver Fire had attended on site to replace a low battery. 3. Re-occurring Maintenance Items Council reviewed the various building maintenance requirements and with reference to garage cleaning, Council recommended that the garage areas be monitored to determine if cleaning is to be initiated this year. 4. Garbage Room Council noted that since the garbage room door has been unlocked, it seems to be working fine. However, Council asks that all residents please be reminded of recycling protocol. Kindly refer to the attached notice at the back of the meeting minutes advising on appropriate recycling. Council then discussed the shelving unit, noting it is a great idea for people to place their books there for others. However, Council asks that if the items they’ve placed remain more than 14 days on the shelf, it would be appreciated that those that put them there, remove them. 5. Water Notice Council recommended that a notice be distributed to the owners once the weather gets warmer regarding the watering requirements for the grounds. 6. Other There was some discussion concerning the exterior light bulbs burning out to soon. It was also mentioned that the gardeners would be starting up soon with their noisy leaf blowers. However there is nothing that can be done about the noise factor as it is a common problem throughout the City. There being no further business, the meeting was declared adjourned at 7:00 pm. The next Strata Council meeting is scheduled for Tuesday June 21, 2011.
CROSBY PROPERTY MANAGEMENT LTD. Agent for the Owners Strata Manager, Elin Nash Email: [email protected] Direct Line: (604) 648-4457 General Office: (604) 683-8900 (24 Hours) www.crosbypm.com
Please keep a copy of these minutes for future reference. They will be required at the time of sale and a charge, as per the Strata Property Act, will be assessed for replacement copies.
3
MINUTES OF THE COUNCIL MEETING THE OWNERS STRATA PLAN BCS 213 HANSDOWNE ROW
Held on Tuesday, October 12, 2010 Within Unit 2128 West 8th Avenue, Vancouver, B.C. COUNCIL IN ATTENDANCE:
Benny Cifelli Linda Arnold Don Ginsberg Jody Aldcom Sarah Tarry
REGRETS:
Diana McMeekin Jennifer Bailey
President Treasurer
STRATA MANAGER: Elin Nash Crosby Property Management Ltd. ___________________________________________________________________________________ The meeting was called to order at 6:35 pm. APPROVAL OF COUNCIL MEETING MINUTES It was MOVED/SECONDED to approve the minutes of the Council Meeting held on Tuesday, June 21, 2010 as circulated. CARRIED. APPROVAL OF FINANCIAL STATEMENTS The Treasurer reported that she finds the financial statements to be in order. It was MOVED/SECONDED to approve the June through to September 2010 financial statements as presented. CARRIED. Review of Accounts Receivable Council is pleased to acknowledge that all owners are up-to-date with their strata fee payments. REPORT ON UNAPPROVED EXPENDITURES There are no unapproved expenditures to report. The Strata Property Act requires that all owners be notified as soon as possible of unanticipated expenditures. REPORT ON LITIGATION To the best of our knowledge there is no litigation to report. The Strata Property Act requires that all owners be notified as soon as possible of any legal action that the Strata Corporation is part of.
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, October 12, 2010 BUSINESS ARISING FROM PREVIOUS MINUTES 1. Directives Review Council noted completion of all items from the last meeting, with the exception of a resolution to the upper decks. The Council President will contact Bemco for further consultation. 2. Building Envelope As mentioned above, Council acknowledged that an inspection of the upper decks needs to be facilitated but the deck boards need to be lifted in order to do so. 3. Window Cleaning This work will be facilitated once the deck work is completed. 4. Gutter Cleaning Once the deck work is completed, Council recommends the gutters be cleaned first and then the window cleaning follows. 5. Dryer Vent Cleaning Direction was given to the Strata Manager to check as to whether the dryer vents were cleaned last year. If not, then this work needs to be scheduled for this month. 6. Garage Cleaning Following a discussion, Council recommended that the cleaning of the garages can be postponed until next year. 7. Mechanical Maintenance Proposal Council acknowledged receipt of a revised proposal submitted by DMS Mechanical for three service visits per year and confirmation of their 24 hour emergency service. Following a discussion, it was MOVED/SECONDED and CARRIED to accept the DMS Mechanical Maintenance proposal for service intervals at three times per year. The total annual cost will be at $520.00 plus HST. The Strata Manager will advise DMS accordingly and send Latham’s a 60 day notice of termination. 8. West Side Gate Council confirms that the signage has been installed on the gate and reads “Emergency Exit Only”. 9. Wooden Posts Rudy Fehr Repairs had been commissioned to proceed with repairing the gate posts and gate components, of which they had completed. CORRESPONDENCE There is no correspondence to report. The Council President spoke on the form of communication between owners. It was determined that e-mail is acceptable with the exception of instances where insuite access is required, then hard copy notices delivered to each unit is preferred.
S:\BCS\Bcs0213\cm\2010\Oct12.doc
2
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, October 12, 2010 NEW BUSINESS 1. Gardening Contract Council acknowledged that the gardening contract has been renewed with Nichols Gardenscaping. Council then discussed the status of the trees at the property noting they are overgrown and require extensive pruning. As the Council prefers that the work be done by an Arborist, the Strata Manager was requested to arrange a site visit with Davey Tree and the Council President to review the trees in question. 2. Irrigation System Sprinklers Council acknowledged receipt of two quotations from University Sprinklers to install sprinkler heads at 2 locations on the property. One quotation amounts to $1,022.50 and the other quotation amounts to $1,028.45. In light of these costs, Council agreed it is preferable that people water the areas by hand. 3. Garage Fan There was a recent incident of the garage fan malfunctioning. Latham’s attended and submitted a quotation for a motor replacement. Council recommended a second opinion be sought and DMS Mechanical checked on the situation and was able to repair the fan at a much lower cost. 4. Annual Fire Inspection Council noted that the annual inspection was recently completed on October 5th and access was available at each unit. A thank you is extended to all residents for their 100% participation. 5. Winterization Items • Irrigation System Shutdown – The Council acknowledged that this will be facilitated in the next couple of weeks. • Hose Bib Reminder – The Council President will distribute winterization notices with instructions to all residents. • Dry Sprinkler System Shutdown – The Strata Manager advised that she has authorized Vancouver Fire & Security to proceed with this work. • Snow Removal – The Strata Manager advised that she has sought written confirmation from Nichols Gardenscaping for snow removal services this year. As this has not yet been confirmed, the Strata Manager will follow-up with Nichols Gardenscaping. The Council President will check to determine if more ice melt needs to be ordered. 6. Other There was mention of possible paint touch-ups required at various areas on the property. This will be checked on and initiated in the spring/summer. Council also discussed the appropriate disposal of garbage. Residents are asked to ensure they tie up their household garbage bags prior to disposing them into the bin.
S:\BCS\Bcs0213\cm\2010\Oct12.doc
3
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, October 12, 2010 There being no further business, the meeting was declared adjourned at 7:23 pm. The next Strata Council meeting will be scheduled in January 2011. Specific date to be announced.
______________________________________ Elin Nash Strata Manager CROSBY PROPERTY MANAGEMENT LTD. General Office # (604) 683-8900 (24 Hours) www.crosbypm.com Please keep a copy of these minutes for future reference. They will be required at the time of sale and a charge, as per the Strata Property Act, will be assessed for replacement copies.
S:\BCS\Bcs0213\cm\2010\Oct12.doc
4
MINUTES OF THE COUNCIL MEETING THE OWNERS STRATA PLAN BCS 213 HANSDOWNE ROW
Held on Tuesday, June 22, 2010 Within Unit 2128 West 8th Avenue, Vancouver, B.C. COUNCIL IN ATTENDANCE:
Benny Cifelli Linda Arnold Geoff Hall Randall Hrytzak Diana McMeekin
President Treasurer
LICENSED STRATA AGENT: Elin Nash Crosby Property Management Ltd. ___________________________________________________________________________________ The meeting was called to order at 6:36 pm. APPROVAL OF COUNCIL MEETING MINUTES It was MOVED/SECONDED to approve the minutes of the Council Meeting held on February 9, 2010 as circulated. CARRIED. APPROVAL OF FINANCIAL STATEMENTS The Treasurer reported that she finds the financial statements to be in order. It was MOVED/SECONDED to approve the January through to May 2010 financial statements as presented. CARRIED. Review of Accounts Receivable Council reviewed the aging summary report as at June 22, 2010 and noted that two move fees are yet to be collected. The Strata Agent will follow-up. REPORT ON UNAPPROVED EXPENDITURES There are no unapproved expenditures to report. The Strata Property Act requires that all owners be notified as soon as possible of unanticipated expenditures. REPORT ON LITIGATION To the best of our knowledge there is no litigation to report. The Strata Property Act requires that all owners be notified as soon as possible of any legal action that the Strata Corporation is part of. It was noted that this meeting is called to deal specifically with budget preparations for the new fiscal year and any business items to be brought forth at the Annual General Meeting. As time allows, other business items will be addressed.
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, June 22, 2010 BUDGET REVIEW The Strata Council reviewed the draft operating budget as prepared by the Strata Agent and a few revisions were made to some of the accounts. It was noted that provisions have been made to include the additional expense for the HST, tax that becomes effective July 1, 2010. There will be a proposed increase in owners strata fees. BUSINESS ARISING FROM PREVIOUS MINUTES 1. Fence Requirements Following a discussion on the evaluation of a particular non-conforming fence, it was recommended to table further discussion to the next meeting. 2. Rodent Concerns Council discussed the rodent issue at the back alley area and it is noted that Church’s Chicken is complying with keeping their garbage bins closed. There have been no further reports of rodent concerns at the area. 3. Drain & Sump Cleaning Council acknowledges that this work is completed. 4. Window Cleaning & Gutter Cleaning Council recommended that this work be scheduled after Bemco’s authorized work on the decks. 5. Dryer Vent Cleaning This work will be scheduled in October. 6. Garage Cleaning This work will be scheduled for November. 7. Annual Fire Inspection This work will be scheduled in October. 8. Building Envelope Bemco Building Envelope Maintenance Services had revised their quotation for the maintenance work involved with sectioning each of the upper decks into three sections, which in turn would enable owners to clean their own decks and gutters. One trial deck has been facilitated and completed; a review of this work needs to be made with Bemco prior to proceeding with the remaining decks. CORRESPONDENCE • •
Council reviewed a letter submitted by an owner requesting permission to make some changes at their back garden. Council noted that this work was authorized based on the proposal presented. Council acknowledged receipt of a letter from Latham’s Mechanical Maintenance advising on a modest increase to the annual cost of the contract by $12.00 to a total of $752.00 per annum.
S:\BCS\Bcs0213\cm\2010\June22.doc
2
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, June 22, 2010 NEW BUSINESS 1. Insurance Policy Renewal Council acknowledged the insurance renewal terms for the policy period of April 30, 2010 through to April 30, 2011 at an annual premium of $11,808.00. 2. Upper Deck Concerns Council had noted a concern at one of the upper decks whereby the occupant had placed plastic matting on the deck. A letter had been sent requesting they remove this plastic matting and Council confirms that this request has been complied with. 3. Bird/Pest Blocking Council acknowledges that Rudy Fehr Repairs was commissioned to block off all areas where birds could be getting in at the attic spaces. This work is completed. 4. Mechanical Maintenance Proposal Council acknowledged receipt of a mechanical maintenance proposal submitted by DMS Mechanical. Council notes that the price for this service is approximately ½ the cost of Latham’s. The Strata Agent was requested to send a letter to Latham’s asking if they can match the quote and to also ask DMS if they provide the 24 hour service. 5. Gutter Blockage Council discussed a recent situation of a blocked gutter at a particular unit where Rudy Fehr had been asked to attend. The Strata Agent will follow-up with Rudy on the status of this work. 6. Rodent Droppings An owner had reported that their home inspector noted droppings at their attic area. In this regard, a pest control company had been requested to attend and inspect as to whether these are old droppings or new droppings. Should this be a new situation then an extermination proposal has also been requested. 7. West Side Gate Council discussed concerns that the west side gate is being overused, as this gate was designed to be an emergency exit only. The wear and tear on the gate will be a costly venture to repair or replace. Direction was given to the Strata Agent to arrange to have a sign made up to read “Emergency Exit Only” and to arrange to have this sign delivered to the Council President for posting on the gate. Council recommended that this gate also be a discussion item at the Annual General Meeting. 8. Wooden Posts A concern was brought forth that the gate posts and caps, are showing signs of deterioration. An example of this is the one located at the very east side of the property along 8th Avenue. The Strata Agent will ask Rudy Fehr to check on all the gate posts + components and provide a quotation for the repairs. 9. Annual General Meeting The Annual General Meeting is scheduled to take place on Tuesday, July 27, 2010, please mark your calendars now. Appropriate notices will be mailed to each owner on record well in advance of this meeting date.
S:\BCS\Bcs0213\cm\2010\June22.doc
3
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, June 22, 2010 There being no further business, the meeting was declared adjourned at 8:05 pm. The next Strata Council meeting is scheduled for Tuesday, October 12, 2010.
______________________________________ Elin Nash, Licensed Strata Agent CROSBY PROPERTY MANAGEMENT LTD. General Office # (604) 683-8900 (24 Hours) www.crosbypm.com Please keep a copy of these minutes for future reference. They will be required at the time of sale and a charge, as per the Strata Property Act, will be assessed for replacement copies.
S:\BCS\Bcs0213\cm\2010\June22.doc
4
MINUTES OF THE COUNCIL MEETING THE OWNERS STRATA PLAN BCS 213 HANSDOWNE ROW
Held on Tuesday, February 9, 2010 Within 2128 West 8th Avenue, Vancouver, B.C. COUNCIL IN ATTENDANCE:
Benny Cifelli Geoff Hall Randall Hrytzak Diana McMeekin
President
REGRETS:
Linda Arnold
Treasurer
LICENSED STRATA AGENT: Elin Nash Crosby Property Management Ltd. ___________________________________________________________________________________ The meeting was called to order at 6:36 pm. APPROVAL OF COUNCIL MEETING MINUTES It was moved/seconded to approve the minutes of the Council Meeting held on October 20, 2009 as circulated. CARRIED. APPROVAL OF FINANCIAL STATEMENTS It was moved/seconded to approve the October, November, December 2009 financial statements as presented. CARRIED. Council reviewed the aging summary report that shows three owners in arrears. Direction was given to the Strata Agent to send a letter to the three unit owners. Also, the Council requested that the Strata Agent provide clarification on Crosby’s collection process. REPORT ON UNAPPROVED EXPENDITURES There are no unapproved expenditures to report. The Strata Property Act requires that all owners be notified as soon as possible of unanticipated expenditures. REPORT ON LITIGATION To the best of our knowledge there is no litigation to report. The Strata Property Act requires that all owners be notified as soon as possible of any legal action that the Strata Corporation is part of. BUSINESS ARISING FROM PREVIOUS MINUTES 1. Directives Review Council reviewed the list of items that arose from the last Council meeting. All items were completed with the exception of a fence evaluation on height. A couple of the Council members will check on the fence in question.
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, February 9, 2010
2. Parking Garage Atlas Power Sweeping have completed the parking garage surface clean up. 3. Exterior Walkways A memo was attached to the previous minutes in this regard. 4. Leak at Garage Arbutus Roofing & Drains have repaired the water leakage showing at the west wall of the parking garage for a total cost of $1,781.33. 5. Annual Fire Inspection The annual fire inspection was completed at the end of October 2009. 6. Fence Requirements Concerning the non-conforming fence, it was determined that two Council members will check on the fence in question to determine what adjustments need to be made so that it conforms with the look of the other fences at the property. CORRESPONDENCE Council reviewed an e-mail from an owner with concerns that rats are being observed at the south-west area of the property. Council discussed that the rat problem is attributed to the Church’s Chicken personnel leaving the dumpster lid open whereby, birds are in turn scattering chicken bones and debris. Direction was given to the Strata Agent to send a letter to the City of Vancouver. Council discussed the line of communication between the owners, Council members and the Strata Agent. It was clarified that any concerns that owners wish to bring forth to the Strata Council should be first directed to the Strata Agent. NEW BUSINESS 1. Water Pressure Concerns An owner brought forth concerns that the water pressure at their toilets is not sufficient and was uncertain as to whether this would be a Strata Corporation issue. Latham’s was commissioned to attend and they determined that this was an in-unit problem; therefore the charges for this work will be billed back to the unit owner. Council noted that Latham’s also does drain and sump cleaning; in this regard, direction was given to the Strata Agent to request a quotation, to check & clean the drains and sumps as well and to advise on any other additional services that Latham’s may provide to the Strata Corporation. 2. Re-occurring Maintenance Items: • Irrigation System – The Council President will oversee the spring start up. • Window Cleaning – The window cleaning will be commissioned in May for all the inaccessible windows only. • Dryer Vent Cleaning – The last dryer vent cleaning was done in 2008. This work will be commissioned in the month of October. • Gutter Cleaning – Council recommended that the window cleaners also clean the gutters at the same time in the month of May.
S:\BCS\Bcs0213\cm\2010\Feb9.doc
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, February 9, 2010 • • •
Garage Cleaning – This work will be commissioned in the month of November. Annual Fire Inspection – This work will be carried through the same time as last year, in the month of October. Building Envelope – Council discussed that the upper decks and associated drains need to be cleaned; direction was given to the Strata Agent to request a quotation from Bemco. Also, the Strata Agent was requested to obtain a quotation for a building envelope inspection and as well, for any recommendations that Bemco can provide.
3. Council Meeting Date Schedule The Strata Agent had prepared a schedule of Council meeting dates for the fiscal year; these dates meets with Council’s approval. 4. Other Council discussed a recent request from perspective purchasers of a strata lot for permission to allow two small dogs to be housed within the strata lot. It was acknowledged that permission is granted with the provision that it is understood that bylaw #6.1 stands. The Strata Agent was requested to send the present owners a letter of confirmation. There being no further business, the meeting was declared adjourned at 7:37 pm. The next Strata Council meeting is scheduled for Tuesday, June 22, 2010.
______________________________________ Elin Nash, Licensed Strata Agent CROSBY PROPERTY MANAGEMENT LTD. General Office # (604) 683-8900 (24 Hours) www.crosbypm.com Please keep a copy of these minutes for future reference. They will be required at the time of sale and a charge, as per the Strata Property Act, will be assessed for replacement copies.
S:\BCS\Bcs0213\cm\2010\Feb9.doc
MINUTES OF THE COUNCIL MEETING THE OWNERS STRATA PLAN BCS 213 HANSDOWNE ROW
Held on Tuesday, October 20, 2009 Within 2128 West 8th Avenue, Vancouver, B.C. COUNCIL IN ATTENDANCE:
Benny Cifelli Linda Arnold Diana McMeekin
REGRETS:
Geoff Hall Randall Hrytzak
LICENSED STRATA AGENT:
Elin Nash
President Treasurer
Crosby Property Management Ltd.
The Crosby Property Management representative has a change in title to: Licensed Strata Agent and hence forth will be shortened to Strata Agent instead of Property Manager. The meeting was called to order at 6:30 pm. APPROVAL OF COUNCIL MEETING MINUTES It was moved/seconded to approve the minutes of the Council Meeting held on June 2, 2009 as circulated. CARRIED. APPROVAL OF FINANCIAL STATEMENTS Council notes that there are two owners in arrears for the difference in strata fee payments from the beginning of this fiscal year. It was moved/seconded to approve the May through to September 2009 financial statements as circulated. CARRIED REPORT ON UNAPPROVED EXPENDITURES There are no unapproved expenditures to report. The Strata Property Act requires that all owners be notified as soon as possible of unanticipated expenditures. REPORT ON LITIGATION To the best of our knowledge there is no litigation to report. The Strata Property Act requires that all owners be notified as soon as possible of any legal action that the Strata Corporation is part of. BUSINESS ARISING FROM PREVIOUS MINUTES 1. Parking Garage & Exterior Walkways As the initiation of a work party to clean up the areas did not happen, Council recommended that the Strata Agent obtain a quotation to power sweep and power wash the garage.
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, October 20, 2009 Council discussed the need to remove personal items from the garage, specifically paint cans, any other flammable materials as well as furniture. There may be a possibility of people with yard space being able to place a storage locker there, however a request for permission must first be submitted for council’s approval. Residents need to ensure that their vehicles are parked well within the designated stall area, as there are vehicles being improperly parked and protruding past the allocated space into the drive aisle. Council recommended that a separate memorandum be attached to the front of the minutes reminding residents of their obligations at the garage, mews area, and the upper deck areas. 2. Building Envelope Council acknowledged that Bemco had completed the work in accordance with their quotation. 3. Window Cleaning Council acknowledged that there will be no reimbursement for the window cleaning costs due to the fact that the adjacent property developers have defaulted on their agreement to share in these costs. 4. Stairwell Painting Council acknowledged that this work has been completed and that Brammy Bros. did a very good job. 5. Upper Deck Plant Materials A survey had been conducted and it was reported that the plants are alive and doing much better with the help of extended warm weather. 6. Decks Council acknowledged that owners are adhering to the deck guidelines. 7. Exterior Common Areas Please refer to the memorandum attached to the front of the minutes. CORRESPONDENCE Council reviewed the following correspondence items: • •
An e-mail from an owner requesting consideration for a reimbursement of expenses to eradicate squirrels at their attic. Council agrees that the reimbursement will be issued to this owner. The Strata Agent will make the appropriate arrangement. Council reviewed information materials submitted by BFL Canada Insurance Services.
NEW BUSINESS 1. Landscape Contract Council acknowledged that the landscape contract has been renewed with Nichols Gardenscaping. 2. Garage Gate Concerns There was a recent incident where the garage gate was malfunctioning. Valley Alldoor had attended; the matter has been resolved.
S:\BCS\Bcs0213\cm\2009\Oct20.doc
2
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, October 20, 2009 3. Leak at Garage Council discussed the leak at the west wall in the garage that may stem from a coupling on the sump pump pipe. Arbutus Roofing & Drains have been requested to investigate the problem; to confirm their hourly rate; and to check and clean the drains. The Strata Agent will follow up with Arbutus Drains. 4. Annual Fire Inspection The annual fire inspection is scheduled for this Friday, October 23, 2009. The Council President advised that he would be available as the contact person for Vancouver Fire & Security, as well as for any owners that wish to leave their keys with him. 5. Winterization Items: Dry Sprinkler System: Vancouver & Fire Security will be winterizing the dry sprinkler system in the garage at the same time as the annual fire inspection. Irrigation System: University Sprinklers is scheduled on site for Wednesday, October 28th to winterize the system. In this regard, Council discussed that owners need to be reminded to shut off their taps; the Council President offered to distribute notices to each unit. Snow Removal: The Strata Agent advised that Nichols Gardenscaping is on board to take care of the snow removal needs this year. Drain Clean Out: Arbutus Drains have been asked for a price to attend to this. 6. Dryer Vent Cleaning The Strata Agent was requested to find out when this was last done, and it was noted that the maintenance company had previously stated that the Dryer Vent Cleaning would only be required on a bi-annual basis. 7. Directives Review Council reviewed the status of the directives from the June 2nd Council meeting as well as from the Annual General Meeting of July 28, 2009. It was noted that all items have been completed with the exception of a fence issue at a particular unit and signage for the buzzer at the front entrance. Concerning the fence, it was recommended that the Council President check on the requirements needed to conform this fence with the other fences at the property. The Council President also volunteered to update the directory. There being no further business, the meeting was declared adjourned at 7:30 pm. The next Strata Council meeting is scheduled for Tuesday, February 9, 2010.
______________________________________ Elin Nash, Licensed Strata Agent CROSBY PROPERTY MANAGEMENT LTD. General Office # (604) 683-8900 (24 Hours) www.crosbypm.com Please keep a copy of these minutes for future reference. They will be required at the time of sale and a charge, as per the Strata Property Act, will be assessed for replacement copies.
S:\BCS\Bcs0213\cm\2009\Oct20.doc
3
MINUTES OF THE COUNCIL MEETING THE OWNERS STRATA PLAN BCS 213 HANSDOWNE ROW
Held on Tuesday, June 2, 2009 Within 2162 West 8th Avenue, Vancouver, B.C. COUNCIL IN ATTENDANCE:
Linda Arnold Geoff Hall Diana McMeekin Randal Hrytzak
Treasurer
REGRETS:
Russell Adams
President
PROPERTY MANAGER:
Elin Nash
Crosby Property Management Ltd.
The meeting was called to order at 6:35 pm. APPROVAL OF COUNCIL MEETING MINUTES It was moved/seconded to approve the minutes of the Council Meeting held on January 15, 2009 as circulated. CARRIED. APPROVAL OF FINANCIAL STATEMENTS The Treasurer requested clarification as to why the electricity billing for the period of August 2008 through to September 30, 2008 was significantly higher than the other electricity billings. The Property Manager will check on this enquiry. It was then moved/seconded to approve the January 2009 through to April 2009 financial statements as circulated, with the provision that the electricity bill be clarified. CARRIED. REPORT ON UNAPPROVED EXPENDITURES There are no unapproved expenditures to report. The Strata Property Act requires that all owners be notified as soon as possible of unanticipated expenditures. REPORT ON LITIGATION To the best of our knowledge there is no litigation to report. The Strata Property Act requires that all owners be notified as soon as possible of any legal action that the Strata Corporation is part of. The Strata Council acknowledged that this meeting was called to deal specifically with budget preparations for the new fiscal year and any business items to be brought forth at the Annual General Meeting. Regular business items will follow as time allows.
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, June 2, 2009 DRAFT BUDGET REVIEW Council reviewed a draft proposed budget as prepared by the Property Manager. There were some changes made to the various categories, as well as to some of the accounts. It was noted that there have been no expenses incurred for the parkade cleaning; in that regard, Council recommended to hold a work party to clean the parking garage and the exterior walkways. The Council also set a tentative date for the Annual General Meeting for Tuesday, July 28, 2009. It was noted that the year end statements would not be finalized for the Annual General Meeting mailout. The Council members confirmed that the 11 month financial statements can be mailed out with the notice, the same as done in prior years. BUSINESS ARISING FROM PREVIOUS MINUTES Building Envelope Study (Fall 2007) Contrary to the previous minutes, where it stated two remaining items needed to be addressed from the Bemco building envelope deficiency report, Council noted there are actually four items that still need to be addressed. It was moved/seconded to authorize approval of 3 items as follows, to replace separated, failed and missing sealant where required; apply sealant at window perimeters, (approximately 12 to 15); to replace two detached soffits, at respective costs of $1,050, $1,615; & $325, for total costs of $2,990.00 + GST. Carried. Concerning the 4th item: ‘removing organic growth from pavers and drains at a cost of $1,450’ prior to approving this item Council requested clarification as to the benefits of doing this, as well as the risks associated with not doing this work. The property manager will follow up. Window Cleaning Reimbursement for the costs of 50% of the window cleaning is still outstanding from the next door developer. There have been many attempts from the Property Manager to collect the money promised. Following discussion on the matter, Council directed the Property Manager to send one final letter to the developer requesting that the reimbursement payment be made immediately. Tree Pruning It is noted that this work is completed. Stairwell Painting Council reviewed a quotation submitted by Brammy Bros. Painting & Restoration Ltd., that outlines the process of removing the existent acrylic coating, priming and painting the east and west exterior stairs, at a cost of $750.00 plus GST. It is also noted that the labour, paint, materials have a 3 year guarantee on workmanship. It was moved/seconded and Carried to authorize Brammy Bros. to proceed with painting the stairs in accordance with their quotation. Landscaping Council acknowledged that Bartlett Tree Experts had applied a pesticide product called “Dragnet” to the cherry trees at the front left corner of the property. It was discussed that the units facing 8th Avenue do not have an irrigation system in place and therefore the residents are required to water all plant materials both inside and outside of the fenced areas, that includes plants in containers.
S:\BCS\Bcs0213\cm\2009\June2.doc
2
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, June 2, 2009 Council recommends that the plants be watered at a minimum of once per week and during the hotter weather, at least two times per week. Direction was given to the Property Manager to send a notice to this effect to all residents that face West 8th Avenue as soon as possible. CORRESPONDENCE Council acknowledged receipt of two separate letters from one owner requesting consideration for permission to rent out their unit during the 2010 Olympics. Council discussed this situation at length. It was noted that the Strata Corporation bylaw specifically states that a one year lease must be in place for any rental of units. Also, the number of rental units allowed has reached the maximum; resulting in no availabilities at this time for non-original owners. It was also discussed that the Strata Corporation Bylaws and Rules applies to everyone in the complex, and that owners of rented units are required to submit a Form K to the property management company, that states the tenant has received the Strata Corporation Bylaws and Rules. The Property Manager was asked to send out a separate notice to all owners concerning this matter. NEW BUSINESS Insurance Policy Renewal Council acknowledged receipt of a letter submitted by BFL advising on the renewal of insurance as well as The Summary of Coverages; with the effective policy period from April 30, 2009 through to April 30, 2010. The annual premium for this coverage is $11,972.00. Recycling Council acknowledged that Waste Management has taken over the recycling contract with the City of Vancouver. There was a slight delay with the recycling pick-up as the previous company had not handed over the various keys and remotes for property access. Garage Door Council acknowledged that Valley All Door had attended to a security upgrade at a cost of $201.27. Garage Cleaning A work party amongst the residents to take care of this cleaning requirement will be arranged. Light Bulb Changes It was clarified that the Strata Corporation is responsible to replace the light bulbs at the front of the units. It is the residents’ responsibility to take care of light bulb changes at the back of their units. Irrigation System The irrigation has been started up for the spring season.
S:\BCS\Bcs0213\cm\2009\June2.doc
3
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, June 2, 2009
Upper Deck Plant Materials Council discussed having observed dead trees at the pots on the upper decks of some of the units. These trees are the residents responsibility to maintain; should they die, the owners will need to replace them. It was suggested that the Garden Committee do a survey to determine how many dead trees exist. A Council member will consult with the Gardening Committee in that regard. Decks It has been observed that various inappropriate items are being placed on some of the decks. This is most concerning as items left on the wood for extending periods will prematurely cause the decks to rot. The decks are to be kept clear; residents are asked to please adhere to the deck guidelines. Exterior Common Areas It has been observed that various units are keeping inappropriate items at the exterior of units such as various pots, brooms, hoses, and bags of soil, etc. Residents are requested to please be reminded to keep all exterior areas in a tidy manner. Council requested that a separate notice be sent to all residents to remind them about the decks and the exterior areas. Pest Control The Strata Council discussed the usage of pesticides and recommends that pesticides not be used for the control of various insects. Council will not be authorizing any pesticide company call outs. Owners are requested to take care of the control of various insects in and about their units by using natural remedies such as cayenne pepper, talcum powder, chalk, etc. It was suggested that perhaps in the future the Property Manager may be able to source out a supplier that uses natural remedies to eradicate pests. There being no further business, the meeting was declared adjourned at 8:35 p.m. The next Council meeting will be scheduled following the Annual General Meeting which is currently tentatively scheduled for Tuesday, July 28, 2009. Appropriate notices will be mailed out to all owners on record well in advance of the Annual General Meeting date.
______________________________________ Elin Nash Property Manager CROSBY PROPERTY MANAGEMENT LTD. General Office # (604) 683-8900 (24 Hours) www.crosbypm.com Please keep a copy of these minutes for future reference. They will be required at the time of sale and a charge, as per the Strata Property Act, will be assessed for replacement copies.
S:\BCS\Bcs0213\cm\2009\June2.doc
4
Held on Tuesday, March 8, 2011 Within Unit 2128 West 8th Avenue, Vancouver, B.C. COUNCIL IN ATTENDANCE:
Benny Cifelli Linda Arnold Don Ginsberg Jody Aldcorn Diana McMeekin Jennifer Bailey
REGRETS:
Sarah Tarry
President Treasurer
STRATA MANAGER: Elin Nash Crosby Property Management Ltd. ___________________________________________________________________________________ The meeting was called to order at 6:13 pm. APPROVAL OF COUNCIL MEETING MINUTES It was MOVED/SECONDED to approve the minutes of the Council Meeting held on October 12, 2010 as circulated. CARRIED. APPROVAL OF FINANCIAL STATEMENTS The Treasurer reported that she finds the financial statements to be in order. Council then reviewed the year to date status of the operating budget and the expenses incurred for the building envelope maintenance work, grounds maintenance work and the snow removal expenses. It was MOVED/SECONDED to approve the October through to December 2010 and January 2011 financial statements as presented. CARRIED. Review of Accounts Receivable Council reviewed the status of the accounts receivable noting a fine had been levied against an owner’s strata lot. As this strata lot owner was a new owner, Crosby did not receive the direct debit advice in sufficient time to implement, this resulting in a missed payment. Council agreed that the fine would be waived; direction was given to the Strata Manager to send a letter to the unit owner to advise them of this. REPORT ON UNAPPROVED EXPENDITURES There are no unapproved expenditures to report. The Strata Property Act requires that all owners be notified as soon as possible of unanticipated expenditures.
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, March 8, 2011 REPORT ON LITIGATION To the best of our knowledge there is no litigation to report. The Strata Property Act requires that all owners be notified as soon as possible of any legal action that the Strata Corporation is part of. BUSINESS ARISING FROM PREVIOUS MINUTES 1. Directives Review Council reviewed the directive items from the last meeting. Concerning the cancellation of the Latham’s Mechanical Maintenance contract and engaging DMS to take over the mechanical maintenance, council noted that the contract terms with Latham’s requires a 60 day notice prior to July 1st as that is the yearly renewal date. To terminate the contract earlier then July 1st would result in additional fees. Council is revisiting this matter and directed the Strata Manager to obtain updated proposals from both Latham’s and DMS. Council noted that consideration to paint touchups was previously tabled to the spring; direction was given to the Strata Manager to arrange for a couple of painting companies to meet up with the Council President to review the requirements. 2. Building Envelope Council noted that Bemco had completed the work at the upper decks. 3. Window Cleaning/Gutter Cleaning It was discussed that the company that attended to this work in the fall did an awful job and that the Strata is not to use that company again. Since the gutter cleaning work as previously done is incomplete, direction was given to the Strata Manager to obtain more quotes for the gutter cleaning and window cleaning. Council also specified that arrangements be made for the company representatives to meet up with the Council President to review the job requirement. 4. Dryer Vent Cleaning Direction was given to the Strata Manager to request a final report from the last dryer vent cleaning and to also ask them if it is advisable to skip a year or if the work is necessary on a yearly basis. 5. Mechanical Maintenance This is noted in the minutes above. 6. Gardening/Grounds Council noted that Davey Tree had attended on site to review the trees that required pruning. A subsequent quotation was submitted and approved; the work has been completed. Council recommended that two of the owners on the Gardening Committee be consulted for their views on the tree pruning work. CORRESPONDENCE Council acknowledged receipt of a letter as noted under “Accounts Receivables” above. NEW BUSINESS 1. Garage Gate Access Council acknowledged a previous malfunction with the access system to the gate; Valley All-Door attended to the repair.
2
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, March 8, 2011 2. Fire Panel Council acknowledged that Vancouver Fire had attended on site to replace a low battery. 3. Re-occurring Maintenance Items Council reviewed the various building maintenance requirements and with reference to garage cleaning, Council recommended that the garage areas be monitored to determine if cleaning is to be initiated this year. 4. Garbage Room Council noted that since the garbage room door has been unlocked, it seems to be working fine. However, Council asks that all residents please be reminded of recycling protocol. Kindly refer to the attached notice at the back of the meeting minutes advising on appropriate recycling. Council then discussed the shelving unit, noting it is a great idea for people to place their books there for others. However, Council asks that if the items they’ve placed remain more than 14 days on the shelf, it would be appreciated that those that put them there, remove them. 5. Water Notice Council recommended that a notice be distributed to the owners once the weather gets warmer regarding the watering requirements for the grounds. 6. Other There was some discussion concerning the exterior light bulbs burning out to soon. It was also mentioned that the gardeners would be starting up soon with their noisy leaf blowers. However there is nothing that can be done about the noise factor as it is a common problem throughout the City. There being no further business, the meeting was declared adjourned at 7:00 pm. The next Strata Council meeting is scheduled for Tuesday June 21, 2011.
CROSBY PROPERTY MANAGEMENT LTD. Agent for the Owners Strata Manager, Elin Nash Email: [email protected] Direct Line: (604) 648-4457 General Office: (604) 683-8900 (24 Hours) www.crosbypm.com
Please keep a copy of these minutes for future reference. They will be required at the time of sale and a charge, as per the Strata Property Act, will be assessed for replacement copies.
3
MINUTES OF THE COUNCIL MEETING THE OWNERS STRATA PLAN BCS 213 HANSDOWNE ROW
Held on Tuesday, October 12, 2010 Within Unit 2128 West 8th Avenue, Vancouver, B.C. COUNCIL IN ATTENDANCE:
Benny Cifelli Linda Arnold Don Ginsberg Jody Aldcom Sarah Tarry
REGRETS:
Diana McMeekin Jennifer Bailey
President Treasurer
STRATA MANAGER: Elin Nash Crosby Property Management Ltd. ___________________________________________________________________________________ The meeting was called to order at 6:35 pm. APPROVAL OF COUNCIL MEETING MINUTES It was MOVED/SECONDED to approve the minutes of the Council Meeting held on Tuesday, June 21, 2010 as circulated. CARRIED. APPROVAL OF FINANCIAL STATEMENTS The Treasurer reported that she finds the financial statements to be in order. It was MOVED/SECONDED to approve the June through to September 2010 financial statements as presented. CARRIED. Review of Accounts Receivable Council is pleased to acknowledge that all owners are up-to-date with their strata fee payments. REPORT ON UNAPPROVED EXPENDITURES There are no unapproved expenditures to report. The Strata Property Act requires that all owners be notified as soon as possible of unanticipated expenditures. REPORT ON LITIGATION To the best of our knowledge there is no litigation to report. The Strata Property Act requires that all owners be notified as soon as possible of any legal action that the Strata Corporation is part of.
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, October 12, 2010 BUSINESS ARISING FROM PREVIOUS MINUTES 1. Directives Review Council noted completion of all items from the last meeting, with the exception of a resolution to the upper decks. The Council President will contact Bemco for further consultation. 2. Building Envelope As mentioned above, Council acknowledged that an inspection of the upper decks needs to be facilitated but the deck boards need to be lifted in order to do so. 3. Window Cleaning This work will be facilitated once the deck work is completed. 4. Gutter Cleaning Once the deck work is completed, Council recommends the gutters be cleaned first and then the window cleaning follows. 5. Dryer Vent Cleaning Direction was given to the Strata Manager to check as to whether the dryer vents were cleaned last year. If not, then this work needs to be scheduled for this month. 6. Garage Cleaning Following a discussion, Council recommended that the cleaning of the garages can be postponed until next year. 7. Mechanical Maintenance Proposal Council acknowledged receipt of a revised proposal submitted by DMS Mechanical for three service visits per year and confirmation of their 24 hour emergency service. Following a discussion, it was MOVED/SECONDED and CARRIED to accept the DMS Mechanical Maintenance proposal for service intervals at three times per year. The total annual cost will be at $520.00 plus HST. The Strata Manager will advise DMS accordingly and send Latham’s a 60 day notice of termination. 8. West Side Gate Council confirms that the signage has been installed on the gate and reads “Emergency Exit Only”. 9. Wooden Posts Rudy Fehr Repairs had been commissioned to proceed with repairing the gate posts and gate components, of which they had completed. CORRESPONDENCE There is no correspondence to report. The Council President spoke on the form of communication between owners. It was determined that e-mail is acceptable with the exception of instances where insuite access is required, then hard copy notices delivered to each unit is preferred.
S:\BCS\Bcs0213\cm\2010\Oct12.doc
2
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, October 12, 2010 NEW BUSINESS 1. Gardening Contract Council acknowledged that the gardening contract has been renewed with Nichols Gardenscaping. Council then discussed the status of the trees at the property noting they are overgrown and require extensive pruning. As the Council prefers that the work be done by an Arborist, the Strata Manager was requested to arrange a site visit with Davey Tree and the Council President to review the trees in question. 2. Irrigation System Sprinklers Council acknowledged receipt of two quotations from University Sprinklers to install sprinkler heads at 2 locations on the property. One quotation amounts to $1,022.50 and the other quotation amounts to $1,028.45. In light of these costs, Council agreed it is preferable that people water the areas by hand. 3. Garage Fan There was a recent incident of the garage fan malfunctioning. Latham’s attended and submitted a quotation for a motor replacement. Council recommended a second opinion be sought and DMS Mechanical checked on the situation and was able to repair the fan at a much lower cost. 4. Annual Fire Inspection Council noted that the annual inspection was recently completed on October 5th and access was available at each unit. A thank you is extended to all residents for their 100% participation. 5. Winterization Items • Irrigation System Shutdown – The Council acknowledged that this will be facilitated in the next couple of weeks. • Hose Bib Reminder – The Council President will distribute winterization notices with instructions to all residents. • Dry Sprinkler System Shutdown – The Strata Manager advised that she has authorized Vancouver Fire & Security to proceed with this work. • Snow Removal – The Strata Manager advised that she has sought written confirmation from Nichols Gardenscaping for snow removal services this year. As this has not yet been confirmed, the Strata Manager will follow-up with Nichols Gardenscaping. The Council President will check to determine if more ice melt needs to be ordered. 6. Other There was mention of possible paint touch-ups required at various areas on the property. This will be checked on and initiated in the spring/summer. Council also discussed the appropriate disposal of garbage. Residents are asked to ensure they tie up their household garbage bags prior to disposing them into the bin.
S:\BCS\Bcs0213\cm\2010\Oct12.doc
3
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, October 12, 2010 There being no further business, the meeting was declared adjourned at 7:23 pm. The next Strata Council meeting will be scheduled in January 2011. Specific date to be announced.
______________________________________ Elin Nash Strata Manager CROSBY PROPERTY MANAGEMENT LTD. General Office # (604) 683-8900 (24 Hours) www.crosbypm.com Please keep a copy of these minutes for future reference. They will be required at the time of sale and a charge, as per the Strata Property Act, will be assessed for replacement copies.
S:\BCS\Bcs0213\cm\2010\Oct12.doc
4
MINUTES OF THE COUNCIL MEETING THE OWNERS STRATA PLAN BCS 213 HANSDOWNE ROW
Held on Tuesday, June 22, 2010 Within Unit 2128 West 8th Avenue, Vancouver, B.C. COUNCIL IN ATTENDANCE:
Benny Cifelli Linda Arnold Geoff Hall Randall Hrytzak Diana McMeekin
President Treasurer
LICENSED STRATA AGENT: Elin Nash Crosby Property Management Ltd. ___________________________________________________________________________________ The meeting was called to order at 6:36 pm. APPROVAL OF COUNCIL MEETING MINUTES It was MOVED/SECONDED to approve the minutes of the Council Meeting held on February 9, 2010 as circulated. CARRIED. APPROVAL OF FINANCIAL STATEMENTS The Treasurer reported that she finds the financial statements to be in order. It was MOVED/SECONDED to approve the January through to May 2010 financial statements as presented. CARRIED. Review of Accounts Receivable Council reviewed the aging summary report as at June 22, 2010 and noted that two move fees are yet to be collected. The Strata Agent will follow-up. REPORT ON UNAPPROVED EXPENDITURES There are no unapproved expenditures to report. The Strata Property Act requires that all owners be notified as soon as possible of unanticipated expenditures. REPORT ON LITIGATION To the best of our knowledge there is no litigation to report. The Strata Property Act requires that all owners be notified as soon as possible of any legal action that the Strata Corporation is part of. It was noted that this meeting is called to deal specifically with budget preparations for the new fiscal year and any business items to be brought forth at the Annual General Meeting. As time allows, other business items will be addressed.
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, June 22, 2010 BUDGET REVIEW The Strata Council reviewed the draft operating budget as prepared by the Strata Agent and a few revisions were made to some of the accounts. It was noted that provisions have been made to include the additional expense for the HST, tax that becomes effective July 1, 2010. There will be a proposed increase in owners strata fees. BUSINESS ARISING FROM PREVIOUS MINUTES 1. Fence Requirements Following a discussion on the evaluation of a particular non-conforming fence, it was recommended to table further discussion to the next meeting. 2. Rodent Concerns Council discussed the rodent issue at the back alley area and it is noted that Church’s Chicken is complying with keeping their garbage bins closed. There have been no further reports of rodent concerns at the area. 3. Drain & Sump Cleaning Council acknowledges that this work is completed. 4. Window Cleaning & Gutter Cleaning Council recommended that this work be scheduled after Bemco’s authorized work on the decks. 5. Dryer Vent Cleaning This work will be scheduled in October. 6. Garage Cleaning This work will be scheduled for November. 7. Annual Fire Inspection This work will be scheduled in October. 8. Building Envelope Bemco Building Envelope Maintenance Services had revised their quotation for the maintenance work involved with sectioning each of the upper decks into three sections, which in turn would enable owners to clean their own decks and gutters. One trial deck has been facilitated and completed; a review of this work needs to be made with Bemco prior to proceeding with the remaining decks. CORRESPONDENCE • •
Council reviewed a letter submitted by an owner requesting permission to make some changes at their back garden. Council noted that this work was authorized based on the proposal presented. Council acknowledged receipt of a letter from Latham’s Mechanical Maintenance advising on a modest increase to the annual cost of the contract by $12.00 to a total of $752.00 per annum.
S:\BCS\Bcs0213\cm\2010\June22.doc
2
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, June 22, 2010 NEW BUSINESS 1. Insurance Policy Renewal Council acknowledged the insurance renewal terms for the policy period of April 30, 2010 through to April 30, 2011 at an annual premium of $11,808.00. 2. Upper Deck Concerns Council had noted a concern at one of the upper decks whereby the occupant had placed plastic matting on the deck. A letter had been sent requesting they remove this plastic matting and Council confirms that this request has been complied with. 3. Bird/Pest Blocking Council acknowledges that Rudy Fehr Repairs was commissioned to block off all areas where birds could be getting in at the attic spaces. This work is completed. 4. Mechanical Maintenance Proposal Council acknowledged receipt of a mechanical maintenance proposal submitted by DMS Mechanical. Council notes that the price for this service is approximately ½ the cost of Latham’s. The Strata Agent was requested to send a letter to Latham’s asking if they can match the quote and to also ask DMS if they provide the 24 hour service. 5. Gutter Blockage Council discussed a recent situation of a blocked gutter at a particular unit where Rudy Fehr had been asked to attend. The Strata Agent will follow-up with Rudy on the status of this work. 6. Rodent Droppings An owner had reported that their home inspector noted droppings at their attic area. In this regard, a pest control company had been requested to attend and inspect as to whether these are old droppings or new droppings. Should this be a new situation then an extermination proposal has also been requested. 7. West Side Gate Council discussed concerns that the west side gate is being overused, as this gate was designed to be an emergency exit only. The wear and tear on the gate will be a costly venture to repair or replace. Direction was given to the Strata Agent to arrange to have a sign made up to read “Emergency Exit Only” and to arrange to have this sign delivered to the Council President for posting on the gate. Council recommended that this gate also be a discussion item at the Annual General Meeting. 8. Wooden Posts A concern was brought forth that the gate posts and caps, are showing signs of deterioration. An example of this is the one located at the very east side of the property along 8th Avenue. The Strata Agent will ask Rudy Fehr to check on all the gate posts + components and provide a quotation for the repairs. 9. Annual General Meeting The Annual General Meeting is scheduled to take place on Tuesday, July 27, 2010, please mark your calendars now. Appropriate notices will be mailed to each owner on record well in advance of this meeting date.
S:\BCS\Bcs0213\cm\2010\June22.doc
3
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, June 22, 2010 There being no further business, the meeting was declared adjourned at 8:05 pm. The next Strata Council meeting is scheduled for Tuesday, October 12, 2010.
______________________________________ Elin Nash, Licensed Strata Agent CROSBY PROPERTY MANAGEMENT LTD. General Office # (604) 683-8900 (24 Hours) www.crosbypm.com Please keep a copy of these minutes for future reference. They will be required at the time of sale and a charge, as per the Strata Property Act, will be assessed for replacement copies.
S:\BCS\Bcs0213\cm\2010\June22.doc
4
MINUTES OF THE COUNCIL MEETING THE OWNERS STRATA PLAN BCS 213 HANSDOWNE ROW
Held on Tuesday, February 9, 2010 Within 2128 West 8th Avenue, Vancouver, B.C. COUNCIL IN ATTENDANCE:
Benny Cifelli Geoff Hall Randall Hrytzak Diana McMeekin
President
REGRETS:
Linda Arnold
Treasurer
LICENSED STRATA AGENT: Elin Nash Crosby Property Management Ltd. ___________________________________________________________________________________ The meeting was called to order at 6:36 pm. APPROVAL OF COUNCIL MEETING MINUTES It was moved/seconded to approve the minutes of the Council Meeting held on October 20, 2009 as circulated. CARRIED. APPROVAL OF FINANCIAL STATEMENTS It was moved/seconded to approve the October, November, December 2009 financial statements as presented. CARRIED. Council reviewed the aging summary report that shows three owners in arrears. Direction was given to the Strata Agent to send a letter to the three unit owners. Also, the Council requested that the Strata Agent provide clarification on Crosby’s collection process. REPORT ON UNAPPROVED EXPENDITURES There are no unapproved expenditures to report. The Strata Property Act requires that all owners be notified as soon as possible of unanticipated expenditures. REPORT ON LITIGATION To the best of our knowledge there is no litigation to report. The Strata Property Act requires that all owners be notified as soon as possible of any legal action that the Strata Corporation is part of. BUSINESS ARISING FROM PREVIOUS MINUTES 1. Directives Review Council reviewed the list of items that arose from the last Council meeting. All items were completed with the exception of a fence evaluation on height. A couple of the Council members will check on the fence in question.
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, February 9, 2010
2. Parking Garage Atlas Power Sweeping have completed the parking garage surface clean up. 3. Exterior Walkways A memo was attached to the previous minutes in this regard. 4. Leak at Garage Arbutus Roofing & Drains have repaired the water leakage showing at the west wall of the parking garage for a total cost of $1,781.33. 5. Annual Fire Inspection The annual fire inspection was completed at the end of October 2009. 6. Fence Requirements Concerning the non-conforming fence, it was determined that two Council members will check on the fence in question to determine what adjustments need to be made so that it conforms with the look of the other fences at the property. CORRESPONDENCE Council reviewed an e-mail from an owner with concerns that rats are being observed at the south-west area of the property. Council discussed that the rat problem is attributed to the Church’s Chicken personnel leaving the dumpster lid open whereby, birds are in turn scattering chicken bones and debris. Direction was given to the Strata Agent to send a letter to the City of Vancouver. Council discussed the line of communication between the owners, Council members and the Strata Agent. It was clarified that any concerns that owners wish to bring forth to the Strata Council should be first directed to the Strata Agent. NEW BUSINESS 1. Water Pressure Concerns An owner brought forth concerns that the water pressure at their toilets is not sufficient and was uncertain as to whether this would be a Strata Corporation issue. Latham’s was commissioned to attend and they determined that this was an in-unit problem; therefore the charges for this work will be billed back to the unit owner. Council noted that Latham’s also does drain and sump cleaning; in this regard, direction was given to the Strata Agent to request a quotation, to check & clean the drains and sumps as well and to advise on any other additional services that Latham’s may provide to the Strata Corporation. 2. Re-occurring Maintenance Items: • Irrigation System – The Council President will oversee the spring start up. • Window Cleaning – The window cleaning will be commissioned in May for all the inaccessible windows only. • Dryer Vent Cleaning – The last dryer vent cleaning was done in 2008. This work will be commissioned in the month of October. • Gutter Cleaning – Council recommended that the window cleaners also clean the gutters at the same time in the month of May.
S:\BCS\Bcs0213\cm\2010\Feb9.doc
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, February 9, 2010 • • •
Garage Cleaning – This work will be commissioned in the month of November. Annual Fire Inspection – This work will be carried through the same time as last year, in the month of October. Building Envelope – Council discussed that the upper decks and associated drains need to be cleaned; direction was given to the Strata Agent to request a quotation from Bemco. Also, the Strata Agent was requested to obtain a quotation for a building envelope inspection and as well, for any recommendations that Bemco can provide.
3. Council Meeting Date Schedule The Strata Agent had prepared a schedule of Council meeting dates for the fiscal year; these dates meets with Council’s approval. 4. Other Council discussed a recent request from perspective purchasers of a strata lot for permission to allow two small dogs to be housed within the strata lot. It was acknowledged that permission is granted with the provision that it is understood that bylaw #6.1 stands. The Strata Agent was requested to send the present owners a letter of confirmation. There being no further business, the meeting was declared adjourned at 7:37 pm. The next Strata Council meeting is scheduled for Tuesday, June 22, 2010.
______________________________________ Elin Nash, Licensed Strata Agent CROSBY PROPERTY MANAGEMENT LTD. General Office # (604) 683-8900 (24 Hours) www.crosbypm.com Please keep a copy of these minutes for future reference. They will be required at the time of sale and a charge, as per the Strata Property Act, will be assessed for replacement copies.
S:\BCS\Bcs0213\cm\2010\Feb9.doc
MINUTES OF THE COUNCIL MEETING THE OWNERS STRATA PLAN BCS 213 HANSDOWNE ROW
Held on Tuesday, October 20, 2009 Within 2128 West 8th Avenue, Vancouver, B.C. COUNCIL IN ATTENDANCE:
Benny Cifelli Linda Arnold Diana McMeekin
REGRETS:
Geoff Hall Randall Hrytzak
LICENSED STRATA AGENT:
Elin Nash
President Treasurer
Crosby Property Management Ltd.
The Crosby Property Management representative has a change in title to: Licensed Strata Agent and hence forth will be shortened to Strata Agent instead of Property Manager. The meeting was called to order at 6:30 pm. APPROVAL OF COUNCIL MEETING MINUTES It was moved/seconded to approve the minutes of the Council Meeting held on June 2, 2009 as circulated. CARRIED. APPROVAL OF FINANCIAL STATEMENTS Council notes that there are two owners in arrears for the difference in strata fee payments from the beginning of this fiscal year. It was moved/seconded to approve the May through to September 2009 financial statements as circulated. CARRIED REPORT ON UNAPPROVED EXPENDITURES There are no unapproved expenditures to report. The Strata Property Act requires that all owners be notified as soon as possible of unanticipated expenditures. REPORT ON LITIGATION To the best of our knowledge there is no litigation to report. The Strata Property Act requires that all owners be notified as soon as possible of any legal action that the Strata Corporation is part of. BUSINESS ARISING FROM PREVIOUS MINUTES 1. Parking Garage & Exterior Walkways As the initiation of a work party to clean up the areas did not happen, Council recommended that the Strata Agent obtain a quotation to power sweep and power wash the garage.
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, October 20, 2009 Council discussed the need to remove personal items from the garage, specifically paint cans, any other flammable materials as well as furniture. There may be a possibility of people with yard space being able to place a storage locker there, however a request for permission must first be submitted for council’s approval. Residents need to ensure that their vehicles are parked well within the designated stall area, as there are vehicles being improperly parked and protruding past the allocated space into the drive aisle. Council recommended that a separate memorandum be attached to the front of the minutes reminding residents of their obligations at the garage, mews area, and the upper deck areas. 2. Building Envelope Council acknowledged that Bemco had completed the work in accordance with their quotation. 3. Window Cleaning Council acknowledged that there will be no reimbursement for the window cleaning costs due to the fact that the adjacent property developers have defaulted on their agreement to share in these costs. 4. Stairwell Painting Council acknowledged that this work has been completed and that Brammy Bros. did a very good job. 5. Upper Deck Plant Materials A survey had been conducted and it was reported that the plants are alive and doing much better with the help of extended warm weather. 6. Decks Council acknowledged that owners are adhering to the deck guidelines. 7. Exterior Common Areas Please refer to the memorandum attached to the front of the minutes. CORRESPONDENCE Council reviewed the following correspondence items: • •
An e-mail from an owner requesting consideration for a reimbursement of expenses to eradicate squirrels at their attic. Council agrees that the reimbursement will be issued to this owner. The Strata Agent will make the appropriate arrangement. Council reviewed information materials submitted by BFL Canada Insurance Services.
NEW BUSINESS 1. Landscape Contract Council acknowledged that the landscape contract has been renewed with Nichols Gardenscaping. 2. Garage Gate Concerns There was a recent incident where the garage gate was malfunctioning. Valley Alldoor had attended; the matter has been resolved.
S:\BCS\Bcs0213\cm\2009\Oct20.doc
2
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, October 20, 2009 3. Leak at Garage Council discussed the leak at the west wall in the garage that may stem from a coupling on the sump pump pipe. Arbutus Roofing & Drains have been requested to investigate the problem; to confirm their hourly rate; and to check and clean the drains. The Strata Agent will follow up with Arbutus Drains. 4. Annual Fire Inspection The annual fire inspection is scheduled for this Friday, October 23, 2009. The Council President advised that he would be available as the contact person for Vancouver Fire & Security, as well as for any owners that wish to leave their keys with him. 5. Winterization Items: Dry Sprinkler System: Vancouver & Fire Security will be winterizing the dry sprinkler system in the garage at the same time as the annual fire inspection. Irrigation System: University Sprinklers is scheduled on site for Wednesday, October 28th to winterize the system. In this regard, Council discussed that owners need to be reminded to shut off their taps; the Council President offered to distribute notices to each unit. Snow Removal: The Strata Agent advised that Nichols Gardenscaping is on board to take care of the snow removal needs this year. Drain Clean Out: Arbutus Drains have been asked for a price to attend to this. 6. Dryer Vent Cleaning The Strata Agent was requested to find out when this was last done, and it was noted that the maintenance company had previously stated that the Dryer Vent Cleaning would only be required on a bi-annual basis. 7. Directives Review Council reviewed the status of the directives from the June 2nd Council meeting as well as from the Annual General Meeting of July 28, 2009. It was noted that all items have been completed with the exception of a fence issue at a particular unit and signage for the buzzer at the front entrance. Concerning the fence, it was recommended that the Council President check on the requirements needed to conform this fence with the other fences at the property. The Council President also volunteered to update the directory. There being no further business, the meeting was declared adjourned at 7:30 pm. The next Strata Council meeting is scheduled for Tuesday, February 9, 2010.
______________________________________ Elin Nash, Licensed Strata Agent CROSBY PROPERTY MANAGEMENT LTD. General Office # (604) 683-8900 (24 Hours) www.crosbypm.com Please keep a copy of these minutes for future reference. They will be required at the time of sale and a charge, as per the Strata Property Act, will be assessed for replacement copies.
S:\BCS\Bcs0213\cm\2009\Oct20.doc
3
MINUTES OF THE COUNCIL MEETING THE OWNERS STRATA PLAN BCS 213 HANSDOWNE ROW
Held on Tuesday, June 2, 2009 Within 2162 West 8th Avenue, Vancouver, B.C. COUNCIL IN ATTENDANCE:
Linda Arnold Geoff Hall Diana McMeekin Randal Hrytzak
Treasurer
REGRETS:
Russell Adams
President
PROPERTY MANAGER:
Elin Nash
Crosby Property Management Ltd.
The meeting was called to order at 6:35 pm. APPROVAL OF COUNCIL MEETING MINUTES It was moved/seconded to approve the minutes of the Council Meeting held on January 15, 2009 as circulated. CARRIED. APPROVAL OF FINANCIAL STATEMENTS The Treasurer requested clarification as to why the electricity billing for the period of August 2008 through to September 30, 2008 was significantly higher than the other electricity billings. The Property Manager will check on this enquiry. It was then moved/seconded to approve the January 2009 through to April 2009 financial statements as circulated, with the provision that the electricity bill be clarified. CARRIED. REPORT ON UNAPPROVED EXPENDITURES There are no unapproved expenditures to report. The Strata Property Act requires that all owners be notified as soon as possible of unanticipated expenditures. REPORT ON LITIGATION To the best of our knowledge there is no litigation to report. The Strata Property Act requires that all owners be notified as soon as possible of any legal action that the Strata Corporation is part of. The Strata Council acknowledged that this meeting was called to deal specifically with budget preparations for the new fiscal year and any business items to be brought forth at the Annual General Meeting. Regular business items will follow as time allows.
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, June 2, 2009 DRAFT BUDGET REVIEW Council reviewed a draft proposed budget as prepared by the Property Manager. There were some changes made to the various categories, as well as to some of the accounts. It was noted that there have been no expenses incurred for the parkade cleaning; in that regard, Council recommended to hold a work party to clean the parking garage and the exterior walkways. The Council also set a tentative date for the Annual General Meeting for Tuesday, July 28, 2009. It was noted that the year end statements would not be finalized for the Annual General Meeting mailout. The Council members confirmed that the 11 month financial statements can be mailed out with the notice, the same as done in prior years. BUSINESS ARISING FROM PREVIOUS MINUTES Building Envelope Study (Fall 2007) Contrary to the previous minutes, where it stated two remaining items needed to be addressed from the Bemco building envelope deficiency report, Council noted there are actually four items that still need to be addressed. It was moved/seconded to authorize approval of 3 items as follows, to replace separated, failed and missing sealant where required; apply sealant at window perimeters, (approximately 12 to 15); to replace two detached soffits, at respective costs of $1,050, $1,615; & $325, for total costs of $2,990.00 + GST. Carried. Concerning the 4th item: ‘removing organic growth from pavers and drains at a cost of $1,450’ prior to approving this item Council requested clarification as to the benefits of doing this, as well as the risks associated with not doing this work. The property manager will follow up. Window Cleaning Reimbursement for the costs of 50% of the window cleaning is still outstanding from the next door developer. There have been many attempts from the Property Manager to collect the money promised. Following discussion on the matter, Council directed the Property Manager to send one final letter to the developer requesting that the reimbursement payment be made immediately. Tree Pruning It is noted that this work is completed. Stairwell Painting Council reviewed a quotation submitted by Brammy Bros. Painting & Restoration Ltd., that outlines the process of removing the existent acrylic coating, priming and painting the east and west exterior stairs, at a cost of $750.00 plus GST. It is also noted that the labour, paint, materials have a 3 year guarantee on workmanship. It was moved/seconded and Carried to authorize Brammy Bros. to proceed with painting the stairs in accordance with their quotation. Landscaping Council acknowledged that Bartlett Tree Experts had applied a pesticide product called “Dragnet” to the cherry trees at the front left corner of the property. It was discussed that the units facing 8th Avenue do not have an irrigation system in place and therefore the residents are required to water all plant materials both inside and outside of the fenced areas, that includes plants in containers.
S:\BCS\Bcs0213\cm\2009\June2.doc
2
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, June 2, 2009 Council recommends that the plants be watered at a minimum of once per week and during the hotter weather, at least two times per week. Direction was given to the Property Manager to send a notice to this effect to all residents that face West 8th Avenue as soon as possible. CORRESPONDENCE Council acknowledged receipt of two separate letters from one owner requesting consideration for permission to rent out their unit during the 2010 Olympics. Council discussed this situation at length. It was noted that the Strata Corporation bylaw specifically states that a one year lease must be in place for any rental of units. Also, the number of rental units allowed has reached the maximum; resulting in no availabilities at this time for non-original owners. It was also discussed that the Strata Corporation Bylaws and Rules applies to everyone in the complex, and that owners of rented units are required to submit a Form K to the property management company, that states the tenant has received the Strata Corporation Bylaws and Rules. The Property Manager was asked to send out a separate notice to all owners concerning this matter. NEW BUSINESS Insurance Policy Renewal Council acknowledged receipt of a letter submitted by BFL advising on the renewal of insurance as well as The Summary of Coverages; with the effective policy period from April 30, 2009 through to April 30, 2010. The annual premium for this coverage is $11,972.00. Recycling Council acknowledged that Waste Management has taken over the recycling contract with the City of Vancouver. There was a slight delay with the recycling pick-up as the previous company had not handed over the various keys and remotes for property access. Garage Door Council acknowledged that Valley All Door had attended to a security upgrade at a cost of $201.27. Garage Cleaning A work party amongst the residents to take care of this cleaning requirement will be arranged. Light Bulb Changes It was clarified that the Strata Corporation is responsible to replace the light bulbs at the front of the units. It is the residents’ responsibility to take care of light bulb changes at the back of their units. Irrigation System The irrigation has been started up for the spring season.
S:\BCS\Bcs0213\cm\2009\June2.doc
3
Minutes of the Council Meeting The Owners Strata Plan BCS 213 Held on Tuesday, June 2, 2009
Upper Deck Plant Materials Council discussed having observed dead trees at the pots on the upper decks of some of the units. These trees are the residents responsibility to maintain; should they die, the owners will need to replace them. It was suggested that the Garden Committee do a survey to determine how many dead trees exist. A Council member will consult with the Gardening Committee in that regard. Decks It has been observed that various inappropriate items are being placed on some of the decks. This is most concerning as items left on the wood for extending periods will prematurely cause the decks to rot. The decks are to be kept clear; residents are asked to please adhere to the deck guidelines. Exterior Common Areas It has been observed that various units are keeping inappropriate items at the exterior of units such as various pots, brooms, hoses, and bags of soil, etc. Residents are requested to please be reminded to keep all exterior areas in a tidy manner. Council requested that a separate notice be sent to all residents to remind them about the decks and the exterior areas. Pest Control The Strata Council discussed the usage of pesticides and recommends that pesticides not be used for the control of various insects. Council will not be authorizing any pesticide company call outs. Owners are requested to take care of the control of various insects in and about their units by using natural remedies such as cayenne pepper, talcum powder, chalk, etc. It was suggested that perhaps in the future the Property Manager may be able to source out a supplier that uses natural remedies to eradicate pests. There being no further business, the meeting was declared adjourned at 8:35 p.m. The next Council meeting will be scheduled following the Annual General Meeting which is currently tentatively scheduled for Tuesday, July 28, 2009. Appropriate notices will be mailed out to all owners on record well in advance of the Annual General Meeting date.
______________________________________ Elin Nash Property Manager CROSBY PROPERTY MANAGEMENT LTD. General Office # (604) 683-8900 (24 Hours) www.crosbypm.com Please keep a copy of these minutes for future reference. They will be required at the time of sale and a charge, as per the Strata Property Act, will be assessed for replacement copies.
S:\BCS\Bcs0213\cm\2009\June2.doc
4
