Meeting Minutes May 3, 2005

Meeting was called to order at 5:40pm

Present: Dan Veller, Mike McAdams, Navaz Murji, Resident Manager;s Kevin & Sophie, and Property Manager Margaret Anderson. Jason Morris could not attend but supplied the agenda.

Motion to approve minutes of April 5, 2005 Meeting
Motion> Dan 2nd> Navaz Carried

Treasurer’s Report: Navaz requests that Gateway review previous month’s minutes, prepare and distribute a draft agenda by email before the last week of each month. Council members will add to it. Navaz also stated that Gateway should respond to questions and requests sooner. Navaz stated his requests for information about the investments, courier, and photocopying costs should have been dealt with over email instead of Margaret waiting for the council meetings.

Courier and Photocopying costs: Gateway replied to a request for refund of courier and photocopying costs that these are standard industry costs and will not be refunded.
Council requests a summary of these costs paid over the past 3 years with intention of taking these costs to collection. Council feels that if Gateway was a local company they would not be paying courier costs. Margaret will supply the summary.

There is an error in the way the new resident manager’s wages are represented in the financial statement. Margaret will see it is corrected.

Investments: Margaret reports that the operating fund is invested at a rate of about 1.5% interest. This is comparable to a short term GIC. The contingency fund is invested in a portfolio with Dixon * Mitchell * Rae. Council has requested a copy of our agreement with this investment company. Margaret will supply.

Arrears update: Margaret will email council on May 4 with update on collections.

Manager’s Report: We have rec’d a complaint of paint peeling. Council discussed this and it leads back to a paint job by Tran Paint in 1999. There are not sufficient grounds to ask for a callback by the painters at this point.

We have rec’d a request to cut grass in fenced front yards. Council discussed this and will comply where there is access to the front fenced yards.

There was a request for tire repair due to nails from an owner. This will be forwarded to the roofing company.

There have been complaints of inadequate lawn care. Chito has been very busy with driveways and the early spring weather has the lawns growing very fast. Council has decided to get help for lawn care. Kevin will investigate options for hiring someone. Also, we shall hire a sweeping company to assist in finishing the driveways and parking lots. Margaret will supply Kevin with number for the sweeping company that gave us the lowest bid.

Bylaw violations: Kevin and Sophie have been following up on parking bylaw violations.

Sophie and Kevin have bought the parts and upgraded the strata computer.

There is a portion of fence kicked out on 20th Ave. Kevin will speak with Chito about repair.

Margaret requested approval from Council to submit expense for criminal record check for new managers. Council approved.

OLD BUSINESS

Attics: Dan reports that he has spoken with several professionals and the best option is to get a professional inspection done. Kevin will arrange this.

Roofs: PG Shingles did not complete the work requested. Mike will contact them and follow up.

Lighting: Kevin reports that new fixtures will run $186 from Brandt Electric (including installation). To replace existing fixtures ourselves would cost around $70 per fixture. Council would also like Kevin to investigate the possibility of changing types of bulbs to a more energy efficient, brighter light on existing fixtures.

Foundations: Inspections have found some cracks. Some were due to tree roots and council has requested the removal of a few trees. Others were due to water problems. Council will deal with these on a unit-by-unit basis. Maintenance staff are requested to check all splash pads to ensure water is draining away from foundations and those doing lawn work should check each system as they are working around it.

Education: Kevin attended a seminar about foundations and crawlspaces. He found it informative. Kevin and Sophie will attend a seminar on strata admin this week.

Committees and Beautification: The civic pride committee has been meeting by email. They are setting a priority list. Civic Pride committee reports that the community gardens are $10 per plot. The number for the gardens is 564-3859. The Maintenance and Beautification committees are requesting more members and will meet soon.

Sophie met with Josh from Art Knapps and did a walk around of the property. Art Knapps will give us a good deal on supplies as soon as we are ready to order.

Insurance: Margaret is getting some quotes for Insurance. Dan requests we get a quote from Fournier Insurance as suggested to him by CHOA. Margaret noted that we may be required to get an independent appraisal and the local appraiser, Jorgensen Co. will charge $300. An independent appraisal company is covered by Errors and Ommissions Insurance. Margaret will email council with quotes as they come in. She supplied council with list of claims over the past 6 years. There have been no claims since 2001.

Navaz would like strata to do some education for owners along the lines of maintenance checklists to keep up their units and avoid future problems. Mike and Dan will put together a list and Margaret will email the CMHC list to them.

NEW BUSINESS

Bathroom Fan Request: There was a request to install bathroom fans in some units. Council agrees so long as it is done professionally through the roof. Kevin will respond to owner.

Power Room fuses: We need to get in a supply of 60 amp fuses for the power rooms. Another set of keys will be made and Mike will keep as a back up if Kevin and Sophie are not available when power goes out.

Laundry Coin Counters: Coin counters are not available in Prince George and quite expensive. Kevin will have a witness with him while collecting coins.

Appliances in Shed: No stores are interested in buying the old appliances in the shed. Kevin will see to their disposal.

Maintenance Manager Wages: Chito has requested a raise. This was discussed and denied.

Form Ks: Kevin, Sophie and Amanda have been corresponding about the form Ks.
Kevin stated that there are 41 form Ks missing. Gateway disputes this and says that the form Ks were all in the file cabinet when Kevin took the files. The Gateway rental manager will supply Kevin and Sophie with copies of the Gateway forms that are missing. Navaz’s caretaker sent in files that are among the missing. He has supplied Kevin with copies. Council stated that any owner who has not turned in their form Ks for a rental unit by June 1, 2005 will be fined $50.

Meeting Adjourned 7:10pm

Next Strata Council Meeting: Tuesday June 7, 2005, 5:30PM