strata council meeting minutes strata plan bcs 2196
STRATA COUNCIL MEETING MINUTES STRATA PLAN BCS 2196 – ONE MADISON AVENUE DATE HELD: LOCATION: CALL TO ORDER:
WEDNESDAY, AUGUST 31, 2011 LOUNGE – ONE MADISON AVENUE 2355 MADISON AVENUE, BURNABY, B.C. 6:30 P.M.
Council in Attendance:
Walter Chan Tyler Strong Hamid Heidarali Betty Cai Shahnaz Nik
#1003 #903 #2403 #1702 #2003
Regrets:
Kara Putnam Steven Kuo
#1505 - 2355 #2205 - 2345
Guests in Attendance:
TH #7 – Mr. & Mrs. Wong & Nelson Wong (arrived at 6:50 p.m., left at 7:25 p.m.)
Also in Attendance:
Steven Stewart, Resident Manager
Also in Attendance:
Adam Lord, Stratawest Management Ltd.
-
2355 2355 2355 2355 2355
PRESIDENT VICE-PRESIDENT RECREATION/BUILDINGS LANDSCAPE BUILDINGS TREASURER SECURITY
(1)
CALL TO ORDER The meeting was called to order by the Strata Council President, Walter Chan, at 6:30 p.m.
(2)
PREVIOUS MINUTES There being no errors or omissions, it was
MOVED AND SECONDED (Strong/Cai) That the Minutes of the Strata Council Meeting held Wednesday, July 27, 2011 be adopted as circulated. CARRIED UNANIMOUSLY (3)
GUESTS – THE OWNERS OF TH #7 Further to the previous Minutes of July 27, 2011 under Agenda Item (8) d), the Owners of TH #7 attended the meeting to address the Strata Council with respect to noise and vibration from mechanical equipment in a mechanical room situated directly below their strata lot which is affecting their enjoyment of their strata lot and health. This disturbance was first brought to the attention of the Strata Council on Wednesday, June 29, 2011 when the weekly testing of the buildings fire pump occurred. The Strata Council advised the Owners of TH #7 of the steps that have been taken to date to help mitigate noise/vibration transfer into their strata lot which include the replacement of the bearings on a booster pump in the mechanical room and the welding of an elbow and grill on the exhaust for the fire pump that previously made a clanging noise when the fire pump was in operation. The Strata Council has received a quotation from Chub Edwards for the relocation of the fire sprinkler system compressor further from the dry valves and the installation of rubber pucks underneath to deaden the noise/vibration when the compressor comes on. Prior to considering approval of this quotation the Strata Council is waiting for a report and recommendations from Vibra-Sonic Control (Noise and Vibration Control Specialists) who have been requested to review the mechanical room for any deficiencies and provide recommendations to help resolve this issue of noise transfer from the mechanical room to the strata lot above. The Owners of the TH #7 were encouraged to consider alternate living arrangements if the noise and vibration from the mechanical room below their strata lot is affecting their health.
(4)
UNFINISHED BUSINESS (a) Westside Property Lighting The Strata Council reviewed a quotation from Chambers Electric to replace Four (4) bollard lights at the west side of Tower A (2345) with post lights (to match the existing post lights on
BCS 2196 – MINUTES August 31, 2011 Page 2, the property) using the existing concrete pads at a cost of $11,600.00 plus HST. The Strata Council directed the Property Manager to obtain two additional quotations and to prepare a ¾ Vote Resolution for the consideration of the Owners at the next Annual General Meeting of the Strata Corporation to approve an expenditure from the Contingency Reserve Fund of the Strata Corporation to upgrade the properties west side lighting. (b)
Installation of FOB readers on Garbage Room Hallway Access Door/Visitor Parking Access Door from Tower B The Strata Council reviewed quotations from Blue Mountain Technologies Inc. for the installation of a FOB reader on both sides of the door accessing the hallway to the garbage room in Tower B ($2,140.00 for one mesh reader/$2,636.00 for 2 mesh readers) along with a quotation to supply and install an additional card reader to be integrated with the existing access control system on the door accessing the visitor parking from Tower B at a cost of $3,000.00 plus HST. Following discussion, it was
MOVED AND SECONDED (Nik/Heidarali) That Blue Mountain Technologies Inc. be retained to install one mesh reader on the door accessing the hallway to the garbage room in Tower B at a cost of $2,140.00 plus HST only. CARRIED UNANIMOUSLY
(5)
(c)
Domestic Hot Water Boiler Replacement/Repair Further to the previous Minutes of July 27, 2011 under Agenda Item (8) c), the Strata Council received a quotation from Latham’s for the replacement of the skirt and gas valve on Boiler #4 boiler as recommended by the local representative of A.O. Smith at a cost of $1,995.00 plus HST. The Strata Council approved the quotation as noted above as opposed to replacing the boiler at this time.
(d)
Maintenance of Hot Water Boilers The Strata Council reviewed two quotations for recommended maintenance of the hot water boilers along with other miscellaneous maintenance recommendations. The Strata Council directed the Property Manager to obtain clarification from both contractors on their quotations and to retain the lowest bidder to perform the recommended mechanical equipment maintenance initiatives.
(e)
Mechanical Equipment Preventative Maintenance Proposals The Strata Council was provided Four (4) Mechanical Equipment Preventative Maintenance Contract Proposals for their review. Further discussion on this initiative will be tabled until the next regularly scheduled Strata Council Meeting.
(f)
Lounge Upgrades/TV/Microwave A Microwave has been purchased and installed in each of the buildings lounges. The Strata Council approved a budget of $750.00 for the purchase of one T.V. and T.V. wall mount to be installed in the lounge at Tower B only at this time.
FINANCIAL REPORT (a) Financial Statements Members of the Strata Council reviewed the Financial Statements for the months of June and July 2011.
BCS 2196 – MINUTES August 31, 2011 Page 3, Following discussion, it was MOVED AND SECONDED (Strong/Heidarali) That the Financial Statements for the months of June and July 2011 be approved as prepared by Stratawest Management Ltd. CARRIED UNANIMOUSLY b)
(6)
Accounts Receivable Twenty (28) Owners are in arrears in payment of the monthly Strata Fees; move in fees, fines & and/or interest totaling $8,460.69. The Strata Council approved the reversal of interest and a lien charge filed against a strata lot that is now current in payment of their monthly strata fees.
CORRESPONDENCE The Strata Council reviewed correspondence from an Owner dated August 22, 2011 inquiring about the installation of a T.V. in each of the buildings lounges. (Please see Agenda Item 4 (g)). The Owner also noted that the sauna room is currently out of service and requested that it be repaired. Since the Strata Corporations receipt of this correspondence the sauna room has been repaired and is back in service. Residents are requested to ensure that water is not poured on the saunas elements. The Strata Council reviewed correspondence from an Owner regarding paint peeling off the walls and ledges surrounding their balcony, Rule #3 with respect to visitor parking, moss on the exterior third floor terrace level and the condition of common property carpets and the necessity that professional cleaning of the carpets be undertaken. The Strata Council directed the Property Manager on a response to the Owner to include but not limited to advising that the building’s exterior will be reviewed by an engineering consultant performing a Five Year Warranty Review of the property, the visitor parking on the property is regularly monitored by Mundies Towing and by the Strata Council as required, moss on the terrace lawn will be brought to the attention of Meridian Landscaping Ltd. and the common property carpets are cleaned on a scheduled alternating basis or as required. The carpeting on several common property hallway floors in both buildings will be professionally cleaned within the next two months. It was noted that the Strata Council will be considering replacement of common property hallway carpeting on Six (6) floors that are in need of replacement.
(7)
COMMITTEE REPORTS a) Building/Security i.) Building Manager Reports The Strata Council reviewed and accepted weekly Resident Manager Reports submitted by Stephen Stewart on events from June 25, 2011 to August 22, 2011. The Strata Council discussed the current set up with two garbage bins being placed in the visitor parking area at Tower A and installing a gate in front of the bins. This initiative will be deferred until a later date as it is not an expenditure that was budgeted for and deemed necessary. ii.)
Five Year Warranty Review The Strata Council reviewed two revised proposals for a Common Property Five Year Warrant Review from Morrison Hershfield and RDH Building Engineering Ltd. It was then,
BCS 2196 – MINUTES August 31, 2011 Page 4, MOVED AND SECONDED (Strong/Nik) That the proposal from Morrison Hershfield for a Five Year Building Envelope Warranty Review to include in suite reviews, bosun chair drops and a meeting with the Strata Council to discuss their findings at a cost of $11,100.00 plus HST be approved. CARRIED 4 IN FAVOUR 1 ABSTENTION b) Landscape Landscape Committee Member Betty Cai will contact Meridian Landscaping Ltd. with respect to a couple of concerns regarding the maintenance of the property. c) Recreation/Facility Management i.) Steam Room Generator Further to the previous Minutes of July 27, 2011 under Agenda Item (7) c), the Strata Council reviewed an alternate quotation from Latham’s to supply the necessary labor and materials to replace the existing Saunacore steam generator with a new Relax-AMist SG14 steam generator at a cost of $9,400.00 plus HST. The contractor stated that Relax-A-Mist generators are the generator of choice for the majority of steam rooms in the lower mainland. Following a discussion, it was MOVED AND SECONDED (Strong/Heidarali) That the Strata Corporation retain Latham’s to supply and install labor and materials to replace the existing Saunacore steam generator with a Relax-A-Mist steam generator subject to confirmation of the recommended Relax-A-Mist steam generator model from the Relax-A-Mist supplier directly and approval from BCS 2906 ‘OMA 2’ who will be responsible for 30.42% of the expenditure. CARRIED UNANIMOUSLY (8)
NEW BUSINESS a) Carpet Replacement Quotes The Strata Council reviewed three quotations for the replacement of common property hallway carpeting on Six (6) floors. The Strata Council directed the Resident Manager to obtain samples of carpet and carpet tiles from each respective contractor for the review of the Strata Council at the next regularly scheduled Strata Council Meeting.
(9)
ADJOURNMENT There being no further business, the meeting concluded at 8:45 p.m. The next Strata Council Meeting is scheduled for Wednesday, September 28, 2011 in the Lounge at 2355 Madison Avenue, commencing at 6:30 p.m.
STRATAWEST MANAGEMENT LTD. #202 – 224 West Esplanade, North Vancouver, BC, V7M 1A4 Tel: (604) 904-9595 / Fax: (604) 904 2323 Administration: Nova Staples, [email protected] Accounting: Marilena Spulber, [email protected]
WEDNESDAY, AUGUST 31, 2011 LOUNGE – ONE MADISON AVENUE 2355 MADISON AVENUE, BURNABY, B.C. 6:30 P.M.
Council in Attendance:
Walter Chan Tyler Strong Hamid Heidarali Betty Cai Shahnaz Nik
#1003 #903 #2403 #1702 #2003
Regrets:
Kara Putnam Steven Kuo
#1505 - 2355 #2205 - 2345
Guests in Attendance:
TH #7 – Mr. & Mrs. Wong & Nelson Wong (arrived at 6:50 p.m., left at 7:25 p.m.)
Also in Attendance:
Steven Stewart, Resident Manager
Also in Attendance:
Adam Lord, Stratawest Management Ltd.
-
2355 2355 2355 2355 2355
PRESIDENT VICE-PRESIDENT RECREATION/BUILDINGS LANDSCAPE BUILDINGS TREASURER SECURITY
(1)
CALL TO ORDER The meeting was called to order by the Strata Council President, Walter Chan, at 6:30 p.m.
(2)
PREVIOUS MINUTES There being no errors or omissions, it was
MOVED AND SECONDED (Strong/Cai) That the Minutes of the Strata Council Meeting held Wednesday, July 27, 2011 be adopted as circulated. CARRIED UNANIMOUSLY (3)
GUESTS – THE OWNERS OF TH #7 Further to the previous Minutes of July 27, 2011 under Agenda Item (8) d), the Owners of TH #7 attended the meeting to address the Strata Council with respect to noise and vibration from mechanical equipment in a mechanical room situated directly below their strata lot which is affecting their enjoyment of their strata lot and health. This disturbance was first brought to the attention of the Strata Council on Wednesday, June 29, 2011 when the weekly testing of the buildings fire pump occurred. The Strata Council advised the Owners of TH #7 of the steps that have been taken to date to help mitigate noise/vibration transfer into their strata lot which include the replacement of the bearings on a booster pump in the mechanical room and the welding of an elbow and grill on the exhaust for the fire pump that previously made a clanging noise when the fire pump was in operation. The Strata Council has received a quotation from Chub Edwards for the relocation of the fire sprinkler system compressor further from the dry valves and the installation of rubber pucks underneath to deaden the noise/vibration when the compressor comes on. Prior to considering approval of this quotation the Strata Council is waiting for a report and recommendations from Vibra-Sonic Control (Noise and Vibration Control Specialists) who have been requested to review the mechanical room for any deficiencies and provide recommendations to help resolve this issue of noise transfer from the mechanical room to the strata lot above. The Owners of the TH #7 were encouraged to consider alternate living arrangements if the noise and vibration from the mechanical room below their strata lot is affecting their health.
(4)
UNFINISHED BUSINESS (a) Westside Property Lighting The Strata Council reviewed a quotation from Chambers Electric to replace Four (4) bollard lights at the west side of Tower A (2345) with post lights (to match the existing post lights on
BCS 2196 – MINUTES August 31, 2011 Page 2, the property) using the existing concrete pads at a cost of $11,600.00 plus HST. The Strata Council directed the Property Manager to obtain two additional quotations and to prepare a ¾ Vote Resolution for the consideration of the Owners at the next Annual General Meeting of the Strata Corporation to approve an expenditure from the Contingency Reserve Fund of the Strata Corporation to upgrade the properties west side lighting. (b)
Installation of FOB readers on Garbage Room Hallway Access Door/Visitor Parking Access Door from Tower B The Strata Council reviewed quotations from Blue Mountain Technologies Inc. for the installation of a FOB reader on both sides of the door accessing the hallway to the garbage room in Tower B ($2,140.00 for one mesh reader/$2,636.00 for 2 mesh readers) along with a quotation to supply and install an additional card reader to be integrated with the existing access control system on the door accessing the visitor parking from Tower B at a cost of $3,000.00 plus HST. Following discussion, it was
MOVED AND SECONDED (Nik/Heidarali) That Blue Mountain Technologies Inc. be retained to install one mesh reader on the door accessing the hallway to the garbage room in Tower B at a cost of $2,140.00 plus HST only. CARRIED UNANIMOUSLY
(5)
(c)
Domestic Hot Water Boiler Replacement/Repair Further to the previous Minutes of July 27, 2011 under Agenda Item (8) c), the Strata Council received a quotation from Latham’s for the replacement of the skirt and gas valve on Boiler #4 boiler as recommended by the local representative of A.O. Smith at a cost of $1,995.00 plus HST. The Strata Council approved the quotation as noted above as opposed to replacing the boiler at this time.
(d)
Maintenance of Hot Water Boilers The Strata Council reviewed two quotations for recommended maintenance of the hot water boilers along with other miscellaneous maintenance recommendations. The Strata Council directed the Property Manager to obtain clarification from both contractors on their quotations and to retain the lowest bidder to perform the recommended mechanical equipment maintenance initiatives.
(e)
Mechanical Equipment Preventative Maintenance Proposals The Strata Council was provided Four (4) Mechanical Equipment Preventative Maintenance Contract Proposals for their review. Further discussion on this initiative will be tabled until the next regularly scheduled Strata Council Meeting.
(f)
Lounge Upgrades/TV/Microwave A Microwave has been purchased and installed in each of the buildings lounges. The Strata Council approved a budget of $750.00 for the purchase of one T.V. and T.V. wall mount to be installed in the lounge at Tower B only at this time.
FINANCIAL REPORT (a) Financial Statements Members of the Strata Council reviewed the Financial Statements for the months of June and July 2011.
BCS 2196 – MINUTES August 31, 2011 Page 3, Following discussion, it was MOVED AND SECONDED (Strong/Heidarali) That the Financial Statements for the months of June and July 2011 be approved as prepared by Stratawest Management Ltd. CARRIED UNANIMOUSLY b)
(6)
Accounts Receivable Twenty (28) Owners are in arrears in payment of the monthly Strata Fees; move in fees, fines & and/or interest totaling $8,460.69. The Strata Council approved the reversal of interest and a lien charge filed against a strata lot that is now current in payment of their monthly strata fees.
CORRESPONDENCE The Strata Council reviewed correspondence from an Owner dated August 22, 2011 inquiring about the installation of a T.V. in each of the buildings lounges. (Please see Agenda Item 4 (g)). The Owner also noted that the sauna room is currently out of service and requested that it be repaired. Since the Strata Corporations receipt of this correspondence the sauna room has been repaired and is back in service. Residents are requested to ensure that water is not poured on the saunas elements. The Strata Council reviewed correspondence from an Owner regarding paint peeling off the walls and ledges surrounding their balcony, Rule #3 with respect to visitor parking, moss on the exterior third floor terrace level and the condition of common property carpets and the necessity that professional cleaning of the carpets be undertaken. The Strata Council directed the Property Manager on a response to the Owner to include but not limited to advising that the building’s exterior will be reviewed by an engineering consultant performing a Five Year Warranty Review of the property, the visitor parking on the property is regularly monitored by Mundies Towing and by the Strata Council as required, moss on the terrace lawn will be brought to the attention of Meridian Landscaping Ltd. and the common property carpets are cleaned on a scheduled alternating basis or as required. The carpeting on several common property hallway floors in both buildings will be professionally cleaned within the next two months. It was noted that the Strata Council will be considering replacement of common property hallway carpeting on Six (6) floors that are in need of replacement.
(7)
COMMITTEE REPORTS a) Building/Security i.) Building Manager Reports The Strata Council reviewed and accepted weekly Resident Manager Reports submitted by Stephen Stewart on events from June 25, 2011 to August 22, 2011. The Strata Council discussed the current set up with two garbage bins being placed in the visitor parking area at Tower A and installing a gate in front of the bins. This initiative will be deferred until a later date as it is not an expenditure that was budgeted for and deemed necessary. ii.)
Five Year Warranty Review The Strata Council reviewed two revised proposals for a Common Property Five Year Warrant Review from Morrison Hershfield and RDH Building Engineering Ltd. It was then,
BCS 2196 – MINUTES August 31, 2011 Page 4, MOVED AND SECONDED (Strong/Nik) That the proposal from Morrison Hershfield for a Five Year Building Envelope Warranty Review to include in suite reviews, bosun chair drops and a meeting with the Strata Council to discuss their findings at a cost of $11,100.00 plus HST be approved. CARRIED 4 IN FAVOUR 1 ABSTENTION b) Landscape Landscape Committee Member Betty Cai will contact Meridian Landscaping Ltd. with respect to a couple of concerns regarding the maintenance of the property. c) Recreation/Facility Management i.) Steam Room Generator Further to the previous Minutes of July 27, 2011 under Agenda Item (7) c), the Strata Council reviewed an alternate quotation from Latham’s to supply the necessary labor and materials to replace the existing Saunacore steam generator with a new Relax-AMist SG14 steam generator at a cost of $9,400.00 plus HST. The contractor stated that Relax-A-Mist generators are the generator of choice for the majority of steam rooms in the lower mainland. Following a discussion, it was MOVED AND SECONDED (Strong/Heidarali) That the Strata Corporation retain Latham’s to supply and install labor and materials to replace the existing Saunacore steam generator with a Relax-A-Mist steam generator subject to confirmation of the recommended Relax-A-Mist steam generator model from the Relax-A-Mist supplier directly and approval from BCS 2906 ‘OMA 2’ who will be responsible for 30.42% of the expenditure. CARRIED UNANIMOUSLY (8)
NEW BUSINESS a) Carpet Replacement Quotes The Strata Council reviewed three quotations for the replacement of common property hallway carpeting on Six (6) floors. The Strata Council directed the Resident Manager to obtain samples of carpet and carpet tiles from each respective contractor for the review of the Strata Council at the next regularly scheduled Strata Council Meeting.
(9)
ADJOURNMENT There being no further business, the meeting concluded at 8:45 p.m. The next Strata Council Meeting is scheduled for Wednesday, September 28, 2011 in the Lounge at 2355 Madison Avenue, commencing at 6:30 p.m.
STRATAWEST MANAGEMENT LTD. #202 – 224 West Esplanade, North Vancouver, BC, V7M 1A4 Tel: (604) 904-9595 / Fax: (604) 904 2323 Administration: Nova Staples, [email protected] Accounting: Marilena Spulber, [email protected]
