Present: Jason Morris, Marguerite Odendahl, Antionette Valmonte, Bruce Ian Charneski, Resident Managers Kevin Creamore & Sophie Samyica, and Gateway Property Manager Margaret Anderson.
Meeting called to order at 5:35pm
Selection of Executives:
President: Dan Veller
Vice President: Bruce Ian Charneski
Treasurer: Navaz Murji
Secretary: Jason Morris
Civic Pride: Antionette Valmonte
OLD BUSINESS
Staffing: It was brought up that staff at Alpine Village should be on contract instead of Hourly or Salary. Kevin & Sophie will look up information on the subject on the Employment Standards website and report back to Council.
Roofing: The roofing is done. Kevin had Jeff from PG Shingles Only give him 3 more quotes for 3 more buildings these quotes are good till June of 2006. Council is ready to go in the spring with the next 3 roofs.
Lighting: The lighting around the complex is complete.
NEW BUSINESS
Managers Report: There were 38 bylaw violations for the month of November. 1 vehicle was towed from the complex for not supplying proper storage insurance. 2 windows were broken from kids throwing rocks in the complex.
Christmas Light Contest: Kevin & Sophie have suggested that Alpine Village do a Christmas Light Decorating contest. Council agreed and put up prizes for this contest. 1st prize is $75 in Gift Certificates to Save-On-Foods, 2nd prize is $50 in Gift Certificates to Save-On-Foods, and 3rd prize is $25 in Gift Certificates to Save-On-Foods. Judging will be on December 22nd. A letter will go out to all the residents of Alpine Village Sunday Dec 11th.
Strata Fees: The Strata fees for the complex were increased $11 at the AGM and the increase takes affect November 1st 2005. Owners have until March 31st 2006 to make up the difference that they missed for November & December.
Landscaping / Maintenance: A letter / List was received from an owner at the AGM about Bylaw infractions around the complex. Everything on the list had already been dealt with and is all documented in the Managers report.
Letter from Owner: Kevin & Sophie received a letter from an owner about the cracks in there basement. The owner got a quote to repair the cracks. The cracks are not leaking but the owner is concerned they might. Council has said that Chito has filled cracks in the basements before with no problems and can do this owners unit as well.
E-mail from Owner: Kevin & Sophie received an e-mail from an owner about the corners in the upstairs windows of her unit. They are cracking starting and there is mold starting to appear around the bottom corners. Kevin looked at the windows & there is condensation build up on the windows in the unit. Council has asked Kevin to investigate more into the problem and report back to them.
Committees: Nothing to report from the committees
Next Strata Council Meeting: Wednesday, January 4th 2006, 5:30pm
Wednesday, December 07, 2005
Monday, November 14, 2005
November 14, 2005 AGM
MINUTES OF THE ANNUAL GENERAL MEETING THE OWNERS STRATA PLAN PGS 173 ALPINE VILLAGE
Held on Monday, November 14, 2005
Held at the Days Inn, 600 Quebec Street, Prince George, B.C.
At the request of Council, the meeting was chaired by the council secretary, Jason Morris.
The Chair called the meeting to order at 6:40 pm.
The attendance register was taken at the door. There were 124 Owners represented in person and by proxy. Under these circumstances, a quorum was present and the meeting was, therefore, able to proceed with the business at hand.
Notice of Meeting
It was moved by Dan Veller and seconded by Mike McAdams that the notice dated October 17, 2005 was proper notice as per the requirements of the Strata Property Act.
CARRIED
Approval of the agenda
It was moved by Ralph Case and seconded by Dan Veller to approve the agenda for this evenings meeting.
CARRIED
Adoption of 2004 AGM Minutes
It was moved by Jason Morris and seconded by Mike Campbell to adopt the minutes of the meeting held November 22, 2004 as circulated.
CARRIED
President’s Report
The president’s report was presented by Dan Veller and is attached for the owners’ reference.
Insurance Report
Moved by Jason Morris and seconded by Mike McAdams to accept the insurance policy included in the AGM package as proof of insurance.
CARRIED
Amendment to the Agenda
It was moved by Dan Veller and seconded by Mike McAdams that the agenda be amended to vote the ¾ Vote on Resolution 4 to Terminate Management with Gateway West Property Management before the Vote for the Budget.
CARRIED
RESOLUTION
Whereas the Strata Council of Strata Corporation PGS 173 requires the permission of the Owners to terminate the contract with Gateway West Management effective January 31, 2006
And whereas the Strata Council of the Strata Corporation PGS173 requires a 75% approval of the owners prior to terminating the contract with a 2 months’ notice (as per section 39(1) (a) of the Strata Property Act).
Therefore be it resolved that the Owners of the Strata Corporation PGS 173 authorize the Council to terminate the contract with Gateway West Management to take effect January 31, 2006.
Moved by Navaz Murji, seconded by Dan Veller
In favour > 76 by proxy and 29 in person = 105 Opposed 19 by proxy
CARRIED
APPROVAL OF THE OPERATING BUDGET 2005 – 2006
The Owners were presented with three possible options. Budget A had no increase in monthly maintenance fees. Budget B had an $11 monthly increase in maintenance fees. Budget C had a $20 increase in monthly maintenance fees.
It was noted that if Budget A or B were chosen, it would be made to be a balanced budget with a portion of the $57,505.00 (fifty-seven thousand five hundred and five dollar) surplus from the 2004-2005 operating year going to operations. The remainder of the surplus would go to the contingency fund. If Budget C was chosen, 100% of the surplus from the 2004-2005 operating year would go to the contingency fund.
This vote requires a simple majority to carry.
Moved by Dan Veller, seconded by Mike McAdams
In favour of budget A > 41 by proxy and 3 in person = 44
In favour of budget B> 19 by proxy and 26 in person = 45
In favour of budget C> 3 by proxy and 1 in person = 4
CARRIED > BUDGET B
Maintenance fees will change to the following amounts for the 2005-2006 operating year:
2 bedroom unit = $79 per month
3 bedroom unit = $95 per month
4 bedroom unit = $110 per month
¾ VOTE RESOLUTIONS
Be it resolved as a ¾ vote resolution of the Owners Alpine Village PGS 173, that the owners approve the proposed pet bylaw:
Be it resolved that there be no dog over 40 pounds or dogs of these designated breeds (or crossbreeds of these breeds): Pit Bull Terrier, German Shepherd, Doberman, or Rottweiler, be allowed to move into the complex without express written permission of the strata council. These dogs may not be onsite as guest dogs of residents. Offenders will be fined on a weekly basis until such dogs are removed.
Moved by Mike McAdams and seconded by Ralph Case
In favour>75 by proxy and 29 in person Opposed > 0
CARRIED
Be it resolved as a ¾ vote resolution of the Owners Alpine Village PGS 173, that the owners approve the proposed new bylaw:
Be it resolved that the Owners (or their representatives) must inspect their vacant units every two days during the months of October through March 31. Failure to do so may impact on any claims against the insurance policy held by the strata.
Moved by Jason Morris, seconded by Dan Veller
In favour>59 by proxy and 26 in person = 87
Opposed> 16 by proxy and 1 in person = 17
Abstain> = 3
CARRIED
Be it resolved as a ¾ vote resolution of the Owners Alpine Village PGS 173, that the owners approve the proposed amendment to bylaw 11 Maintenance Fees:
Be it resolved that Bylaw 11 MAINTENANCE FEES 11.04 be amended to read: “An owner will be charged a penalty for failing to pay maintenance fee payments by the due date. A warning letter for the first month payment is overdue, $10 fine for the 2nd month, and $25 for the 3rd and each subsequent month. After 4 months of non-payment the strata corporation may issue a lien against the strata lot in arrears. Fees may be waived if the owner is a resident at Alpine Village and has made or is making reasonable efforts to pay the current strata fees and has established a payment plan to have arrears caught up within 6 months.
Moved by Navaz Murji and seconded by Jason Morris.
In favour> 44 by proxy and 29 in person = 73
Opposed 28 by proxy = 28
Abstain = 4
CARRIED
Be it resolved as a majority vote resolution of the Owners Alpine Village PGS 173, that the owners approve the proposed action.
Be it resolved that Strata Corporation PGS173 shall no longer be distributing hydro rebates to owners who have common area lighting on their invoices.
Moved by Mike McAdams and seconded by Jason Morris
In favour> 48 by proxy and 16 in person
Opposed> 19 by proxy and 13 in person
Abstain> = 4
CARRIED
Election of Council
The Chair noted that the strata act allows for up to seven individuals on council. Some members of council felt that they would prefer six members on council. We have nominations for eight candidates.
Motion that there be seven members on council during the 2005-2006 year.
Moved by Jason Morris, seconded by Dan Veller
Carried by majority.
There was a secret ballot for council members.
The new council voted in for the 2005 – 2006 year is:
Dan Veller
Marguerite Odendahl
Antoinette Valmonte
Navaz Murji
Jason Morris
Ralph Case
Bruce Charneski
There was a discussion about dispensing council meeting minutes electronically instead of by Canada Post. It was generally agreed that this would be an efficient way to receive minutes for those people who request it. Those owners who would like to receive their minutes by email should contact the resident managers, Sophie and Kevin.
Adjournment
The meeting was adjourned at 9:30pm
President’s Report:
Fellow Owners:
My name is Dan Veller, and I am the president of the strata council.
Over the past year, council has volunteered countless hours and energy towards our complex.
We have two main focuses: first, how Alpine Village is managed and administered; second, day to day concerns, like complex maintenance. We know we have had some issues with maintenance and we think we should look at a resident maintenance person.
As far as how Alpine Village is managed and administered, we have simplified our budget and kept track of spending.
We have continued on with roof replacement, painted fences and made some landscaping improvements.
Our priority for the coming year is building up the contingency fund. (The contingency fund for a complex of our size should be about $360,000, and is currently at $98, 502.) We also need to complete a long term maintenance plan.
I would like to encourage you to participate and help us out. The committees that we set up last year did not work out very well, and we cannot do it all ourselves.
I would like to thank my fellow council members for all their hard work this past year.
Yours truly,
Dan Veller
Held on Monday, November 14, 2005
Held at the Days Inn, 600 Quebec Street, Prince George, B.C.
At the request of Council, the meeting was chaired by the council secretary, Jason Morris.
The Chair called the meeting to order at 6:40 pm.
The attendance register was taken at the door. There were 124 Owners represented in person and by proxy. Under these circumstances, a quorum was present and the meeting was, therefore, able to proceed with the business at hand.
Notice of Meeting
It was moved by Dan Veller and seconded by Mike McAdams that the notice dated October 17, 2005 was proper notice as per the requirements of the Strata Property Act.
CARRIED
Approval of the agenda
It was moved by Ralph Case and seconded by Dan Veller to approve the agenda for this evenings meeting.
CARRIED
Adoption of 2004 AGM Minutes
It was moved by Jason Morris and seconded by Mike Campbell to adopt the minutes of the meeting held November 22, 2004 as circulated.
CARRIED
President’s Report
The president’s report was presented by Dan Veller and is attached for the owners’ reference.
Insurance Report
Moved by Jason Morris and seconded by Mike McAdams to accept the insurance policy included in the AGM package as proof of insurance.
CARRIED
Amendment to the Agenda
It was moved by Dan Veller and seconded by Mike McAdams that the agenda be amended to vote the ¾ Vote on Resolution 4 to Terminate Management with Gateway West Property Management before the Vote for the Budget.
CARRIED
RESOLUTION
Whereas the Strata Council of Strata Corporation PGS 173 requires the permission of the Owners to terminate the contract with Gateway West Management effective January 31, 2006
And whereas the Strata Council of the Strata Corporation PGS173 requires a 75% approval of the owners prior to terminating the contract with a 2 months’ notice (as per section 39(1) (a) of the Strata Property Act).
Therefore be it resolved that the Owners of the Strata Corporation PGS 173 authorize the Council to terminate the contract with Gateway West Management to take effect January 31, 2006.
Moved by Navaz Murji, seconded by Dan Veller
In favour > 76 by proxy and 29 in person = 105 Opposed 19 by proxy
CARRIED
APPROVAL OF THE OPERATING BUDGET 2005 – 2006
The Owners were presented with three possible options. Budget A had no increase in monthly maintenance fees. Budget B had an $11 monthly increase in maintenance fees. Budget C had a $20 increase in monthly maintenance fees.
It was noted that if Budget A or B were chosen, it would be made to be a balanced budget with a portion of the $57,505.00 (fifty-seven thousand five hundred and five dollar) surplus from the 2004-2005 operating year going to operations. The remainder of the surplus would go to the contingency fund. If Budget C was chosen, 100% of the surplus from the 2004-2005 operating year would go to the contingency fund.
This vote requires a simple majority to carry.
Moved by Dan Veller, seconded by Mike McAdams
In favour of budget A > 41 by proxy and 3 in person = 44
In favour of budget B> 19 by proxy and 26 in person = 45
In favour of budget C> 3 by proxy and 1 in person = 4
CARRIED > BUDGET B
Maintenance fees will change to the following amounts for the 2005-2006 operating year:
2 bedroom unit = $79 per month
3 bedroom unit = $95 per month
4 bedroom unit = $110 per month
¾ VOTE RESOLUTIONS
Be it resolved as a ¾ vote resolution of the Owners Alpine Village PGS 173, that the owners approve the proposed pet bylaw:
Be it resolved that there be no dog over 40 pounds or dogs of these designated breeds (or crossbreeds of these breeds): Pit Bull Terrier, German Shepherd, Doberman, or Rottweiler, be allowed to move into the complex without express written permission of the strata council. These dogs may not be onsite as guest dogs of residents. Offenders will be fined on a weekly basis until such dogs are removed.
Moved by Mike McAdams and seconded by Ralph Case
In favour>75 by proxy and 29 in person Opposed > 0
CARRIED
Be it resolved as a ¾ vote resolution of the Owners Alpine Village PGS 173, that the owners approve the proposed new bylaw:
Be it resolved that the Owners (or their representatives) must inspect their vacant units every two days during the months of October through March 31. Failure to do so may impact on any claims against the insurance policy held by the strata.
Moved by Jason Morris, seconded by Dan Veller
In favour>59 by proxy and 26 in person = 87
Opposed> 16 by proxy and 1 in person = 17
Abstain> = 3
CARRIED
Be it resolved as a ¾ vote resolution of the Owners Alpine Village PGS 173, that the owners approve the proposed amendment to bylaw 11 Maintenance Fees:
Be it resolved that Bylaw 11 MAINTENANCE FEES 11.04 be amended to read: “An owner will be charged a penalty for failing to pay maintenance fee payments by the due date. A warning letter for the first month payment is overdue, $10 fine for the 2nd month, and $25 for the 3rd and each subsequent month. After 4 months of non-payment the strata corporation may issue a lien against the strata lot in arrears. Fees may be waived if the owner is a resident at Alpine Village and has made or is making reasonable efforts to pay the current strata fees and has established a payment plan to have arrears caught up within 6 months.
Moved by Navaz Murji and seconded by Jason Morris.
In favour> 44 by proxy and 29 in person = 73
Opposed 28 by proxy = 28
Abstain = 4
CARRIED
Be it resolved as a majority vote resolution of the Owners Alpine Village PGS 173, that the owners approve the proposed action.
Be it resolved that Strata Corporation PGS173 shall no longer be distributing hydro rebates to owners who have common area lighting on their invoices.
Moved by Mike McAdams and seconded by Jason Morris
In favour> 48 by proxy and 16 in person
Opposed> 19 by proxy and 13 in person
Abstain> = 4
CARRIED
Election of Council
The Chair noted that the strata act allows for up to seven individuals on council. Some members of council felt that they would prefer six members on council. We have nominations for eight candidates.
Motion that there be seven members on council during the 2005-2006 year.
Moved by Jason Morris, seconded by Dan Veller
Carried by majority.
There was a secret ballot for council members.
The new council voted in for the 2005 – 2006 year is:
Dan Veller
Marguerite Odendahl
Antoinette Valmonte
Navaz Murji
Jason Morris
Ralph Case
Bruce Charneski
There was a discussion about dispensing council meeting minutes electronically instead of by Canada Post. It was generally agreed that this would be an efficient way to receive minutes for those people who request it. Those owners who would like to receive their minutes by email should contact the resident managers, Sophie and Kevin.
Adjournment
The meeting was adjourned at 9:30pm
President’s Report:
Fellow Owners:
My name is Dan Veller, and I am the president of the strata council.
Over the past year, council has volunteered countless hours and energy towards our complex.
We have two main focuses: first, how Alpine Village is managed and administered; second, day to day concerns, like complex maintenance. We know we have had some issues with maintenance and we think we should look at a resident maintenance person.
As far as how Alpine Village is managed and administered, we have simplified our budget and kept track of spending.
We have continued on with roof replacement, painted fences and made some landscaping improvements.
Our priority for the coming year is building up the contingency fund. (The contingency fund for a complex of our size should be about $360,000, and is currently at $98, 502.) We also need to complete a long term maintenance plan.
I would like to encourage you to participate and help us out. The committees that we set up last year did not work out very well, and we cannot do it all ourselves.
I would like to thank my fellow council members for all their hard work this past year.
Yours truly,
Dan Veller
Wednesday, October 05, 2005
Meeting Minutes October 5th, 2005
Present: Dan Veller, Mike McAdams, Jason Morris, By Phone Navaz Murji & Ralph Case Resident Managers Kevin Creamore & Sophie Samyica, and Gateway Property Manager Margaret Anderson.
Presentation: An owner asked to attend the October meeting to voice some concerns they had about council and a bylaw infraction that didn’t seem to be getting resolved. The issues that were brought up are Bylaw infraction leniency towards a council member Oil spill in front of F58
Cat feces in the walkways around the complex. Council listened to the presentation and talked about the issues. Kevin & Sophie assured that there was no leniency towards any owner or manager for any bylaw infractions. Council agree to have the other 2 issues resolved A.S.A.P.
Motion to approve minutes of August 9th, 2005 Meeting
Motion> Jason 2nd> Dan Carried
OLD BUSINESS
Roofing: The roofing is done. Kevin had Jeff from PG Shingles Only give him 3 more quotes for 3 more buildings these quotes are good until June of 2006. Council has agreed to continue with 3 roofs a year until all necessary roofs are done.
Asbestos: There was asbestos reported in a unit. It was deemed an owner issue and not a strata issue. The owner asked if Insurance would cover the cost of removal & it does not cover the removal of asbestos. Mike McAdams is going to follow up with the owner.
Lighting: The lighting around the complex is almost complete. There are 6 or 7 lights that need to be finished off and will need to be looked at by Mike McAdams and Kevin Creamore. The Hydro Credit will be paid out at $5 a month one last time only because the lights were only changed over in the last month. Council will bring up the hydro credit issue at the AGM.
Landscaping: The rockeries in D drive are 90% complete and will be done by mid October.
AGM: The date for the AGM is going to be November 14 at 5:30pm at the Days Inn in Prince George. Council talked more about the budget and Bylaw amendments to bring up at the AGM. The AGM package will be sent out soon.
NEW BUSINESS
Managers Report: There were 38 bylaw violations for the month of September. Two vehicles were towed from the complex for not having proper storage insurance. An 8 ft fence was built between A100 and C89 to keep children out of that back alley and from destroying tenant’s backyards. The Fire Hydrants were checked to make sure they are in working order by the Fire Marshall. An owner has asked council if they could put an access hatch to the attic into there unit so that they can install a bathroom fan in the unit. Council has agreed to this as long as it is done by a professional.
Fences: The Fences have been sprayed with a stain and are 90% complete. This project will be finished by Mid October.
Committees: There is nothing to report from the committees
Next Strata Council Meeting: Wednesday, November 2nd, 2005, 5:30pm
Presentation: An owner asked to attend the October meeting to voice some concerns they had about council and a bylaw infraction that didn’t seem to be getting resolved. The issues that were brought up are Bylaw infraction leniency towards a council member Oil spill in front of F58
Cat feces in the walkways around the complex. Council listened to the presentation and talked about the issues. Kevin & Sophie assured that there was no leniency towards any owner or manager for any bylaw infractions. Council agree to have the other 2 issues resolved A.S.A.P.
Motion to approve minutes of August 9th, 2005 Meeting
Motion> Jason 2nd> Dan Carried
OLD BUSINESS
Roofing: The roofing is done. Kevin had Jeff from PG Shingles Only give him 3 more quotes for 3 more buildings these quotes are good until June of 2006. Council has agreed to continue with 3 roofs a year until all necessary roofs are done.
Asbestos: There was asbestos reported in a unit. It was deemed an owner issue and not a strata issue. The owner asked if Insurance would cover the cost of removal & it does not cover the removal of asbestos. Mike McAdams is going to follow up with the owner.
Lighting: The lighting around the complex is almost complete. There are 6 or 7 lights that need to be finished off and will need to be looked at by Mike McAdams and Kevin Creamore. The Hydro Credit will be paid out at $5 a month one last time only because the lights were only changed over in the last month. Council will bring up the hydro credit issue at the AGM.
Landscaping: The rockeries in D drive are 90% complete and will be done by mid October.
AGM: The date for the AGM is going to be November 14 at 5:30pm at the Days Inn in Prince George. Council talked more about the budget and Bylaw amendments to bring up at the AGM. The AGM package will be sent out soon.
NEW BUSINESS
Managers Report: There were 38 bylaw violations for the month of September. Two vehicles were towed from the complex for not having proper storage insurance. An 8 ft fence was built between A100 and C89 to keep children out of that back alley and from destroying tenant’s backyards. The Fire Hydrants were checked to make sure they are in working order by the Fire Marshall. An owner has asked council if they could put an access hatch to the attic into there unit so that they can install a bathroom fan in the unit. Council has agreed to this as long as it is done by a professional.
Fences: The Fences have been sprayed with a stain and are 90% complete. This project will be finished by Mid October.
Committees: There is nothing to report from the committees
Next Strata Council Meeting: Wednesday, November 2nd, 2005, 5:30pm
Tuesday, September 06, 2005
Meeting Minutes September 6th, 2005
Present: Dan Veller, Mike McAdams, Jason Morris, Navaz Murji, Resident Managers Kevin Creamore & Sophie Samyica, and Gateway Property Manager Margaret Anderson.
Motion to approve minutes of August 9th, 2005 Meeting
Motion> Mike 2nd> Dan Carried
OLD BUSINESS
Arrears update: Amanda emailed council a detailed account of the state of collections for arrears. Amanda has started appling fines to owners that are in arrears. Council is satisfied with her work to date.
Roofing: The roofing will be started September 12th 2005 and will take about 1 week to complete. A memo will be sent out September 8th 2005 for the tenants in that area.
Lighting: Chito has gotten 75% of the lighting switched over to the new light bulbs. The rest should be done by mid September. There have been a few complaints about the lights being on 24 hours a day. A memo will be going out to all residents about the new lighting.
Landscaping: The rockeries in D drive did not get done due to a concern from one resident in that drive. This resident made a 5 minute presentation before the meeting to council about her concerns. Council explained there plans for the drive to her. Council is moving the rocks from one side to the other for the spring. Come early spring new dirt will be laid down on both sides and shrubs and flowers will be planted.
NEW BUSINESS
Strata Fees: There is a dispute about some strata fees missing. Kevin says he delivered the strata fees to the Gateway office and Gateway says that they never got them. Kevin has created a log sheet that gateway must sign every time Kevin or Sophie drop anything off at the office. This will prevent this problem from happening again.
Managers Report: There were 32 bylaw violations for the month of August. 5 Units were sprayed for ants. The plumbing problem in A31 turned out to be nothing major. The sewer pipe for that row is fine. The problem is the basement drain of A31. It has collapsed and is not letting water drain. The water that was in the drain was from the washing machine not being hooked up right. Mike McAdams and Kevin fixed the washing machine problem and will be fixing the problem with the drain. A letter was sent to Lodgewood Enterprises about one of there semi truck parking on the street and block residents view when exiting the complex. Chito is being kept busy fixing rotten window sills and redirecting Rain gutters around the complex. There have been 2 complaints about big dogs in the complex.
Committees: Nothing to report from the committees
Budget: Council will be looking at 3 different budgets for next year at the October Council meeting.
AGM: Everything for the AGM will be finalized in the October Council meeting. The time Council is looking at to hold the AGM is in the first 2 week of November. Any Owner that would like to put forth bylaw changes is encouraged to do so by e-mailing Kevin before the October council meeting. This will help the AGM run faster and smoother.
Gateway Environmental Management Plan: Gateway Property Management has been asked by WCB to have a WHIMS book on hand at all of the properties that they manage. Council has agreed to make sure that all staff is trained in WHIMS.
Next Strata Council Meeting: Wednesday, October 5th, 2005, 5:30pm
Motion to approve minutes of August 9th, 2005 Meeting
Motion> Mike 2nd> Dan Carried
OLD BUSINESS
Arrears update: Amanda emailed council a detailed account of the state of collections for arrears. Amanda has started appling fines to owners that are in arrears. Council is satisfied with her work to date.
Roofing: The roofing will be started September 12th 2005 and will take about 1 week to complete. A memo will be sent out September 8th 2005 for the tenants in that area.
Lighting: Chito has gotten 75% of the lighting switched over to the new light bulbs. The rest should be done by mid September. There have been a few complaints about the lights being on 24 hours a day. A memo will be going out to all residents about the new lighting.
Landscaping: The rockeries in D drive did not get done due to a concern from one resident in that drive. This resident made a 5 minute presentation before the meeting to council about her concerns. Council explained there plans for the drive to her. Council is moving the rocks from one side to the other for the spring. Come early spring new dirt will be laid down on both sides and shrubs and flowers will be planted.
NEW BUSINESS
Strata Fees: There is a dispute about some strata fees missing. Kevin says he delivered the strata fees to the Gateway office and Gateway says that they never got them. Kevin has created a log sheet that gateway must sign every time Kevin or Sophie drop anything off at the office. This will prevent this problem from happening again.
Managers Report: There were 32 bylaw violations for the month of August. 5 Units were sprayed for ants. The plumbing problem in A31 turned out to be nothing major. The sewer pipe for that row is fine. The problem is the basement drain of A31. It has collapsed and is not letting water drain. The water that was in the drain was from the washing machine not being hooked up right. Mike McAdams and Kevin fixed the washing machine problem and will be fixing the problem with the drain. A letter was sent to Lodgewood Enterprises about one of there semi truck parking on the street and block residents view when exiting the complex. Chito is being kept busy fixing rotten window sills and redirecting Rain gutters around the complex. There have been 2 complaints about big dogs in the complex.
Committees: Nothing to report from the committees
Budget: Council will be looking at 3 different budgets for next year at the October Council meeting.
AGM: Everything for the AGM will be finalized in the October Council meeting. The time Council is looking at to hold the AGM is in the first 2 week of November. Any Owner that would like to put forth bylaw changes is encouraged to do so by e-mailing Kevin before the October council meeting. This will help the AGM run faster and smoother.
Gateway Environmental Management Plan: Gateway Property Management has been asked by WCB to have a WHIMS book on hand at all of the properties that they manage. Council has agreed to make sure that all staff is trained in WHIMS.
Next Strata Council Meeting: Wednesday, October 5th, 2005, 5:30pm
Tuesday, August 09, 2005
Meeting Minutes August 9th , 2005
Present: Dan Veller, Mike McAdams, Jason Morris, Resident Managers Kevin Creamore & Sophie Samyica, and Property Manager Margaret Anderson.
Motion to approve minutes of July 11th, 2005 Meeting
Motion> Jason 2nd> Dan Carried
OLD BUSINESS
Arrears update: Amanda emailed council a detailed account of the state of collections for arrears. Council is pleased with the work she has done to date.
Roofing: We are just waiting for an invoice from PG Shingles so that we can cut a cheque for Materials. The roof will be started in August.
Lighting: Kevin is waiting for a cheque from Gateway to do the lighting. Margaret said she would get one cut right away.
Landscaping: The rockeries in D drive did not get done due to a concern from one resident in that drive. This resident want to keep the rocks on there side. Council voted 2 to 1 that the rocks be moved so that it is easier to weed and new plants can be planted in that area. The pavement in A Drive was cut 3 feet away from the fence down along the entire drive. Council is going to remove the pavement next spring due to it being to late in the summer to plant anything there and a shortage of manpower to do the job.
NEW BUSINESS
Managers Report: There were 35 bylaw violations for the month of July. Kevin has talked to Message replay centre about why the plumbing company wasn’t called when there was a back up in D drive and Kevin couldn’t be reached. Message Replay Centre had the plumbing company’s phone number and said that they had dropped the ball and were sorry about the miscommunication. All fences around the complex have been pressure washed and will be painted in the coming weeks. Dan is going to get paint via his account at General Paints because he can get a better deal than Alpine Village can. The Sewer drain by A31 has come away from the sewer man hole and is causing the basements in that block to back up frequently. Mike and Dan looked at the situation and came to the conclusion that Mike will investigate this further to come up with a cost effective solution. Mike and Kevin will have this problem solved done by August 20th 2005. Children have been caught playing and making a mess of the laundry room. The children’s parents have been talked to.
Fences: As stated in the Managers report the fences facing the outside of the complex are going to be painted. This will make the complex look nicer and the fences look cleaner. On the Strathcona side the fences will be painted the same colour as the buildings and on the Upland side the fences will be painted the same colour as those buildings. Dan will be getting the paint because he can get a better deal than Alpine Village can at General Paints.
Committees: The Civic Pride committee hasn’t heard back from the city yet about the letters they wrote. Nothing to report from the other 2 committees
Petty Cash: The Petty cash for Kevin is being increased. It was found that the initial sum was not enough to cover all the small maintenance costs of the complex.
Motion> Dan 2nd> Mike Carried
Budget: Margaret supplied a detail run down of the budget so far for this year. Council has started discussing the new budget for next year and more work on it will be done at the next meeting when Navaz will be in attendance.
Next Strata Council Meeting: Tuesday, September 6th, 2005, 5:30pm
Motion to approve minutes of July 11th, 2005 Meeting
Motion> Jason 2nd> Dan Carried
OLD BUSINESS
Arrears update: Amanda emailed council a detailed account of the state of collections for arrears. Council is pleased with the work she has done to date.
Roofing: We are just waiting for an invoice from PG Shingles so that we can cut a cheque for Materials. The roof will be started in August.
Lighting: Kevin is waiting for a cheque from Gateway to do the lighting. Margaret said she would get one cut right away.
Landscaping: The rockeries in D drive did not get done due to a concern from one resident in that drive. This resident want to keep the rocks on there side. Council voted 2 to 1 that the rocks be moved so that it is easier to weed and new plants can be planted in that area. The pavement in A Drive was cut 3 feet away from the fence down along the entire drive. Council is going to remove the pavement next spring due to it being to late in the summer to plant anything there and a shortage of manpower to do the job.
NEW BUSINESS
Managers Report: There were 35 bylaw violations for the month of July. Kevin has talked to Message replay centre about why the plumbing company wasn’t called when there was a back up in D drive and Kevin couldn’t be reached. Message Replay Centre had the plumbing company’s phone number and said that they had dropped the ball and were sorry about the miscommunication. All fences around the complex have been pressure washed and will be painted in the coming weeks. Dan is going to get paint via his account at General Paints because he can get a better deal than Alpine Village can. The Sewer drain by A31 has come away from the sewer man hole and is causing the basements in that block to back up frequently. Mike and Dan looked at the situation and came to the conclusion that Mike will investigate this further to come up with a cost effective solution. Mike and Kevin will have this problem solved done by August 20th 2005. Children have been caught playing and making a mess of the laundry room. The children’s parents have been talked to.
Fences: As stated in the Managers report the fences facing the outside of the complex are going to be painted. This will make the complex look nicer and the fences look cleaner. On the Strathcona side the fences will be painted the same colour as the buildings and on the Upland side the fences will be painted the same colour as those buildings. Dan will be getting the paint because he can get a better deal than Alpine Village can at General Paints.
Committees: The Civic Pride committee hasn’t heard back from the city yet about the letters they wrote. Nothing to report from the other 2 committees
Petty Cash: The Petty cash for Kevin is being increased. It was found that the initial sum was not enough to cover all the small maintenance costs of the complex.
Motion> Dan 2nd> Mike Carried
Budget: Margaret supplied a detail run down of the budget so far for this year. Council has started discussing the new budget for next year and more work on it will be done at the next meeting when Navaz will be in attendance.
Next Strata Council Meeting: Tuesday, September 6th, 2005, 5:30pm
Monday, July 11, 2005
Meeting Minutes July 11, 2005
Present: Dan Veller, Mike McAdams, Jason Morris, Navaz Murji, and Property Manager Margaret Anderson.
Motion to approve minutes of June 7, 2005 Meeting
Moved by Dan, 2nd by Mike CARRIED
OLD BUSINESS
Courier costs: Margaret supplied council with a detailed list of courier costs for the past three years. In 2005 the costs from January to April 30 were $34.00. Navaz notes that if Alpine hired a local property management firm, there would probably be no costs.
Investments: Margaret supplied Council with a letter outlining the agreement with the Asset Management company. Navaz is is concerned with the long term bonds, and the risk associated with investments in bonds of private companies, such as Ford.. Margaret will pass along his comments to the Gateway controller.
Arrears update: Amanda emailed a detailed account to council members of the actions taken to collect strata fees in arrears. One lien was placed this month. Council asks Amanda to continue with the collections, begin levying fines on delinquent accounts as of August 1 and report back.
Lighting: Mike reports that he and Kevin have converted E drive to low energy fixtures at a cost of only $50 for materials to cover the entire drive. This lighting will be on 24 hours with energy costs of only $1 per month per fixture. Motion that council authorize up to $750 for bulbs and equipment required to convert the entire complex to this energy efficient lighting. This money will also cover clean up and painting of lenses and fixtures. Each fixture will be refurbished as the wiring is modified. Moved by Dan. 2nd by Mike. CARRIED.
Roofing: Kevin received quotes from PG Shingles ($14,980) and Arctic Roofing ($17,124) to complete the roofing of our priority list. Council discussed this and decided to go with PG Shingles because of the better price, and because they were pleased with the quality of the work they did for us last year and have good references from some larger building companies in town.. There was a small problem with clean up, and this will be addressed before work begins this year.
D-drive rockeries: Council instructs maintenance to begin work on the requested landscaping in D-drive.
A-drive: Kevin got prices for Bench rentals to cut the asphalt on A Drive. Council discussed this and instructs Kevin to have the asphalt cut. Once this is done, council will discuss over email how they want the asphalt removed, and plantings of cedars and/or junipers done.
NEW BUSINESS
Committees: Jason reports that the Civic Price committee sent a letter to Councillors Dezell & Skakun about Strathcona park.
Resident Manager Report: Kevin reports that he sent out 44 bylaw breach letters. No fines were imposed this month. Kevin has cancelled service with PCO pest control and started monthly service with Interior Pest Control. Seven units were sprayed for ants.
There was a report of a leak in a basement . Mike and Kevin investigated, and found it was not a strata problem.
Budget: Margaret will email council with a draft budget to use in beginning plans for the new budget this fall.
Minutes: As requested by Navaz, minutes will be taken by Kevin at council meetings beginning next month. Council feels that the recent minutes have been slanted. Margaret disputes this. Council will now have only Navaz proofing and approving the minutes before they are sent out.
NEXT MEETING: TUESDAY, AUGUST 9, 2005
Motion to approve minutes of June 7, 2005 Meeting
Moved by Dan, 2nd by Mike CARRIED
OLD BUSINESS
Courier costs: Margaret supplied council with a detailed list of courier costs for the past three years. In 2005 the costs from January to April 30 were $34.00. Navaz notes that if Alpine hired a local property management firm, there would probably be no costs.
Investments: Margaret supplied Council with a letter outlining the agreement with the Asset Management company. Navaz is is concerned with the long term bonds, and the risk associated with investments in bonds of private companies, such as Ford.. Margaret will pass along his comments to the Gateway controller.
Arrears update: Amanda emailed a detailed account to council members of the actions taken to collect strata fees in arrears. One lien was placed this month. Council asks Amanda to continue with the collections, begin levying fines on delinquent accounts as of August 1 and report back.
Lighting: Mike reports that he and Kevin have converted E drive to low energy fixtures at a cost of only $50 for materials to cover the entire drive. This lighting will be on 24 hours with energy costs of only $1 per month per fixture. Motion that council authorize up to $750 for bulbs and equipment required to convert the entire complex to this energy efficient lighting. This money will also cover clean up and painting of lenses and fixtures. Each fixture will be refurbished as the wiring is modified. Moved by Dan. 2nd by Mike. CARRIED.
Roofing: Kevin received quotes from PG Shingles ($14,980) and Arctic Roofing ($17,124) to complete the roofing of our priority list. Council discussed this and decided to go with PG Shingles because of the better price, and because they were pleased with the quality of the work they did for us last year and have good references from some larger building companies in town.. There was a small problem with clean up, and this will be addressed before work begins this year.
D-drive rockeries: Council instructs maintenance to begin work on the requested landscaping in D-drive.
A-drive: Kevin got prices for Bench rentals to cut the asphalt on A Drive. Council discussed this and instructs Kevin to have the asphalt cut. Once this is done, council will discuss over email how they want the asphalt removed, and plantings of cedars and/or junipers done.
NEW BUSINESS
Committees: Jason reports that the Civic Price committee sent a letter to Councillors Dezell & Skakun about Strathcona park.
Resident Manager Report: Kevin reports that he sent out 44 bylaw breach letters. No fines were imposed this month. Kevin has cancelled service with PCO pest control and started monthly service with Interior Pest Control. Seven units were sprayed for ants.
There was a report of a leak in a basement . Mike and Kevin investigated, and found it was not a strata problem.
Budget: Margaret will email council with a draft budget to use in beginning plans for the new budget this fall.
Minutes: As requested by Navaz, minutes will be taken by Kevin at council meetings beginning next month. Council feels that the recent minutes have been slanted. Margaret disputes this. Council will now have only Navaz proofing and approving the minutes before they are sent out.
NEXT MEETING: TUESDAY, AUGUST 9, 2005
Tuesday, June 07, 2005
Meeting Minutes June 7, 2005
Present: Dan Veller, Mike McAdams, Jason Morris, Resident Manager Kevin Creamore, and Property Manager Margaret Anderson.
Motion to approve minutes of May 3, 2005 Meeting
Correction to minutes of May 3, 2005: Under new business – form Ks – Margaret said that she would look into the matter of missing form Ks. She only stated that she disputes this after the meeting had ended.
Approval of the minutes of May 3, 2005. Moved by Dan, 2nd by Mike CARRIED
OLD BUSINESS
Courier costs: Details of the courier costs for the past two years were emailed to council. Council will table this subject until next meeting when Navaz can attend.
Investments: Margaret supplied Council with a letter outlining the agreement with the Asset Management company. Margaret will scan this and email to council.
Arrears update: Amanda emailed a detailed account of state of collections for arrears mid month. She supplied council with an update to today by email and hard copy to this meeting.
Council would like to remind all owners that at their April 5, 2005 meeting they instructed Gateway to be aggressive in collecting arrears.
Manager’s wages: Margaret spoke to the accounting department at Gateway and the accountant adjusted the way the manager’s wages is represented on the financial statements to remove the confusion.
Driveway Sweeping: There was very little sweeping left to do after last meeting, so Kevin decided to instruct Chito to continue instead of hiring a company. There is still some sweeping to be done, but it will be completed by the end of June.
Lighting: Mike and Kevin are working on ways to physically change the existing fixtures to accommodate new lighting.
Form K’s: Kevin reports that almost all form Ks are now received.
Attics: Two professionals have now inspected sample attics and report that we do not need further insulation at this time. Margaret will supply Kevin with a copy of the report that Chito did last year.
Roofing: Mike has spoken with PG Shingles. Due to increase in the price of materials, they will be submitting a new quote to complete the work needed. Kevin will get two more quotes for this work. Margaret will return the cheque we have been holding for PG Shingles, and we will start fresh.
Insurance: We have renewed our insurance with Cooperator’s. The new costs come in at just over our budgeted $28,000 with all included.
Committees: Dan regrets to inform us that due to scheduling he must step down as liaison to the Beautification Committee. If anyone can volunteer to take his place, please contact Kevin, Gateway, or any council member. The Civic Pride committee has a report about the Strathcona Park Playground – much of the equipment must be replaced. There has been a request for a BBQ within the complex this summer. This will be passed along to the Civic Pride committee.
Newsletters: Newsletters did go out to owners, but did not get delivered to residents. Due to the material being dated, Kevin will put out a new summer newsletter. Council will consider some alternative delivery methods.
NEW BUSINESS
Lawns and Landscaping: Most of the lawn work has been caught up. Johnnie George has been hired to assist for the summer months. One weed & feed has been done for the lawns with a liquid product. Council suggests that we use a pellet form of weed & feed because it is easier to control distribution, and the strata owns a spreader. Kevin is considering changing the work schedules of Chito and Johnnie to take advantage of the evening hours due to water restrictions.
The rockery in D drive is a source of complaints. Council instructs that the rocks from the one side be added to the other side where more rock is needed. On the emptied side, hardy ground cover plants such as chamomile would be planted. Kevin will get some costs for this and report to council by email. A drive looks neglected now that the trees are gone. Kevin will get prices for Bench rentals to cut a line in the pavement close to the tree trunks. This will be done with the intention of removing the asphalt and creating a nice garden area along the fence line, while still leaving a large driveway area. Council has approved Kevin to go buy some cedar plants and annuals to begin plantings. More direction will come at the next meeting.
Bylaw violations: Kevin has had one car towed, and received proof of insurance for some others. Council would like owners to consider additions to our auto bylaws to come to the AGM. Some topics were: time allowed to store a vehicle (with storage insurance) on strata property, the mess caused by muddy 4X4s, resident’s responsibility for keeping their parking spots clean.
There have been some complaints and comments about pets. Kevin will be giving one out at least one letter due to complaints about a dog. There has been at least one owner who did not have the correct information about pet bylaws and the tenant rented elsewhere. All owners must be certain that the information they are giving to tenants about pet bylaws is current and correct. Council also suggests considerations about updating pet bylaws at the next AGM. Topics included: breed restrictions, size restrictions.
Power Room Keys: Kevin will supply Mike with Keys this weekend.
Doors: Some doors in the complex are looking shabby. Council would like some suggestions for a solution from owners. Please email gateway or a council member.
Bathroom Fan: There was another request for information about installing bathroom fans. Mike has contacted the contractor.
Broken and Missing Windows: Kevin has spoken with some owners about repairing windows. Council wished to inform owners that it is possible to get glass coverage on their contents insurance.
Sewer Anti back-up plugs: Council wished to inform owners that there are floor drain plugs with back up protection available from the hardware store for under $15.
Satellite Dishes: There have been some problems with loose wires from satellite dishes. This is unsightly and dangerous. Please attend to your satellite and if you have any questions or problems contact Kevin in E5.
Owner Education: Margaret emailed the CMHC list to Dan and Mike. They will have an educational checklist for owners ready to go soon. They may coordinate with the newsletter.
Pest Control: Kevin has been having very slow response from our Pest Control company. He is investigating alternatives.
Gate in H drive: This lock is broken and Kevin will have a new lock re-keyed to fit existing keys.
Next Strata Council Meeting: Tuesday, July 5, 2005, 5:30pm
Motion to approve minutes of May 3, 2005 Meeting
Correction to minutes of May 3, 2005: Under new business – form Ks – Margaret said that she would look into the matter of missing form Ks. She only stated that she disputes this after the meeting had ended.
Approval of the minutes of May 3, 2005. Moved by Dan, 2nd by Mike CARRIED
OLD BUSINESS
Courier costs: Details of the courier costs for the past two years were emailed to council. Council will table this subject until next meeting when Navaz can attend.
Investments: Margaret supplied Council with a letter outlining the agreement with the Asset Management company. Margaret will scan this and email to council.
Arrears update: Amanda emailed a detailed account of state of collections for arrears mid month. She supplied council with an update to today by email and hard copy to this meeting.
Council would like to remind all owners that at their April 5, 2005 meeting they instructed Gateway to be aggressive in collecting arrears.
Manager’s wages: Margaret spoke to the accounting department at Gateway and the accountant adjusted the way the manager’s wages is represented on the financial statements to remove the confusion.
Driveway Sweeping: There was very little sweeping left to do after last meeting, so Kevin decided to instruct Chito to continue instead of hiring a company. There is still some sweeping to be done, but it will be completed by the end of June.
Lighting: Mike and Kevin are working on ways to physically change the existing fixtures to accommodate new lighting.
Form K’s: Kevin reports that almost all form Ks are now received.
Attics: Two professionals have now inspected sample attics and report that we do not need further insulation at this time. Margaret will supply Kevin with a copy of the report that Chito did last year.
Roofing: Mike has spoken with PG Shingles. Due to increase in the price of materials, they will be submitting a new quote to complete the work needed. Kevin will get two more quotes for this work. Margaret will return the cheque we have been holding for PG Shingles, and we will start fresh.
Insurance: We have renewed our insurance with Cooperator’s. The new costs come in at just over our budgeted $28,000 with all included.
Committees: Dan regrets to inform us that due to scheduling he must step down as liaison to the Beautification Committee. If anyone can volunteer to take his place, please contact Kevin, Gateway, or any council member. The Civic Pride committee has a report about the Strathcona Park Playground – much of the equipment must be replaced. There has been a request for a BBQ within the complex this summer. This will be passed along to the Civic Pride committee.
Newsletters: Newsletters did go out to owners, but did not get delivered to residents. Due to the material being dated, Kevin will put out a new summer newsletter. Council will consider some alternative delivery methods.
NEW BUSINESS
Lawns and Landscaping: Most of the lawn work has been caught up. Johnnie George has been hired to assist for the summer months. One weed & feed has been done for the lawns with a liquid product. Council suggests that we use a pellet form of weed & feed because it is easier to control distribution, and the strata owns a spreader. Kevin is considering changing the work schedules of Chito and Johnnie to take advantage of the evening hours due to water restrictions.
The rockery in D drive is a source of complaints. Council instructs that the rocks from the one side be added to the other side where more rock is needed. On the emptied side, hardy ground cover plants such as chamomile would be planted. Kevin will get some costs for this and report to council by email. A drive looks neglected now that the trees are gone. Kevin will get prices for Bench rentals to cut a line in the pavement close to the tree trunks. This will be done with the intention of removing the asphalt and creating a nice garden area along the fence line, while still leaving a large driveway area. Council has approved Kevin to go buy some cedar plants and annuals to begin plantings. More direction will come at the next meeting.
Bylaw violations: Kevin has had one car towed, and received proof of insurance for some others. Council would like owners to consider additions to our auto bylaws to come to the AGM. Some topics were: time allowed to store a vehicle (with storage insurance) on strata property, the mess caused by muddy 4X4s, resident’s responsibility for keeping their parking spots clean.
There have been some complaints and comments about pets. Kevin will be giving one out at least one letter due to complaints about a dog. There has been at least one owner who did not have the correct information about pet bylaws and the tenant rented elsewhere. All owners must be certain that the information they are giving to tenants about pet bylaws is current and correct. Council also suggests considerations about updating pet bylaws at the next AGM. Topics included: breed restrictions, size restrictions.
Power Room Keys: Kevin will supply Mike with Keys this weekend.
Doors: Some doors in the complex are looking shabby. Council would like some suggestions for a solution from owners. Please email gateway or a council member.
Bathroom Fan: There was another request for information about installing bathroom fans. Mike has contacted the contractor.
Broken and Missing Windows: Kevin has spoken with some owners about repairing windows. Council wished to inform owners that it is possible to get glass coverage on their contents insurance.
Sewer Anti back-up plugs: Council wished to inform owners that there are floor drain plugs with back up protection available from the hardware store for under $15.
Satellite Dishes: There have been some problems with loose wires from satellite dishes. This is unsightly and dangerous. Please attend to your satellite and if you have any questions or problems contact Kevin in E5.
Owner Education: Margaret emailed the CMHC list to Dan and Mike. They will have an educational checklist for owners ready to go soon. They may coordinate with the newsletter.
Pest Control: Kevin has been having very slow response from our Pest Control company. He is investigating alternatives.
Gate in H drive: This lock is broken and Kevin will have a new lock re-keyed to fit existing keys.
Next Strata Council Meeting: Tuesday, July 5, 2005, 5:30pm
Tuesday, May 03, 2005
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
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
Tuesday, April 05, 2005
Meeting Minutes April 5, 2005
Present: Dan Veller, Jason Morris, Resident Manager’s Kevin and Sophie, and Margaret Anderson from Gateway Property Management. Navaz Murji Attended by phone.
Motion to approve minutes of March 1, 2005 Meeting
Motion> Navaz 2nd> Dan Carried
OLD BUSINESS
The topics of Courier and Photo copy charges as well as Roofing were missed and will be added to the agenda for the next meeting.
Variance in the strata fee line on statement: Margaret investigated and found that the correct amount was being stated on statement, but the budgeted amount was entered wrongly. This has been corrected. Margaret will fax a copy of corrected statement to Navaz.
Attic Insulation: Dan reports that we can no longer rent machines to blow the insulation in ourselves. He has some quotes, and will be getting more. Dan will discuss with council what materials we wish to use, to what R factor we wish to go to, and report to council over email in the next week.
Foundations: Chito reports that he has submitted all reports to Amanda. She will email these to all of council. Amanda will forward any information she has on the foundations to Kevin.
In camera discussion about a unit on G drive.
Investments: Margaret has supplied Navaz with a detailed report on the contingency fund (where it is invested and its performance). Navaz requests the information on where the operating budget monies are invested and who is making the decisions about where and how they shall be invested. Margaret will supply these answers.
Photocopy machine: Gateway will take over leasing costs of the photocopy machine effective May 1.
NEW BUSINESS
Newsletter: Margaret has supplied Kevin and Sophie with a partially completed spring newsletter, and software. Sophie will complete the newsletter with current topics, and if time permits Gateway will send out with these minutes. Sophie will take over the responsibility of the newsletter, and Jason will proof. Newsletters will be delivered by hand to all residents.
Education: Dan and Kevin will attend a seminar on April 11, 2005 on basement foundations and crawlspaces at a cost of $25 each. Margaret will register them. There may be a CHOA seminar in early May on administrative topics. If so, Sophie will attend. Margaret will register her.
Motion to have Sophie attend this meeting.- Dan 2nd Jason Carried
Strata Fee Arrears: Amanda supplied council with details on her collection duties of all strata amounts owing. She supplied updated information to April 5, 2005. Council wishes to state that they believe there is an inordinate amount of arrears and they are directing Gateway to be more aggressive in collections. They wish to announce to all members with strata fee arrears, that the fines noted in the bylaws will be applied uniformly beginning August 1, 2005.
Council requests all members get welcome packages for all units, even if they already own several units, and packages are followed up with telephone calls. Gateway currently sends out Welcome packages to all purchasers, whether they own at Alpine already or not and will continue to do so. All Welcome packages include pre-authorized payment forms and instructions on strata fee payment options and guidelines, as well as other forms and details regarding Alpine Village. Gateway will continue to do all strata fee collection. Navaz states that he did not receive welcome packages for units bought recently. Gateway disputes this, and says that welcome packages were sent out. Kevin will forward any fees he receives to Gateway. Kevin has forwarded some pre-authorized payment forms to owners and will continue to do so. Navaz, treasurer, would like to bring a motion to the next AGM to amend our bylaws to decrease late fees fines so that they will be more reasonable to apply.
Manager’s Report: Kevin and Sophie have moved the desk etc. and set up their office in E5. The telephone line will remain in the old office and be forwarded to their new cell number. The fax line account has been closed. The alarm account has been closed. Motion to upgrade the strata computer at a price of approximately $350 Motion> Dan 2nd> Jason Carried
Lighting: Kevin has one proposal coming, and several others in progress. There are 43 poles with 80 to 85 lights involved.
Email list: Kevin and Sophie have received the email addresses from Gateway. Together with the email addresses they have received, about 70% of the owners are represented.
Motion to supply Kevin and Sophie with a petty cash of $100.
Motion> Navaz 2nd> Dan Carried. Margaret will have cheque prepared.
Kevin reports that he and Chito have organized the maintenance and garden sheds and updated the inventories. He would like to see the garbage centralized and the recycling expanded. He will investigate prices etc. There are some old appliances that must be cleared out. Council directs Kevin to call a local used dealer to see if they might be sold. Motion to buy a new pressure washer at a cost of approx $650. Motion> Navaz 2nd > Dan Carried
Chito has requested power be installed in the back garden shed. After discussion it was decided it is not necessary at this time.
Kevin and Sophie will begin supervising and signing off Chito’s timesheets effective immediately.
Kevin notes that the eavestroughs drain very close to the foundations. He will investigate if there are ways to connect to storm drains in some situations.
Insurance: Our new insurance will be due in May. Margaret asked if council wishes to have an independent appraisal done. Council decided to ask Dan to speak with his contacts and have an appraisal done for free.
Long Term Maintenance Program: Council requests that Gateway supply a long term maintenance plan as discussed at the last AGM.
Blockwatch: Amanda supplied council with details of members in Blockwatch. Several members have moved since out initial meeting. One of our co-captains may be moving away soon, and we are looking for a replacement. Sophie and Kevin will be recruiting members and encouraging everyone to be co-captains. The goal is to have one in each drive. Sophie will add that topic to the newsletter.
Financials: Navaz requests copies of the February financials. They were sent to him on March 10, 2005, but will be resent right away. Council should expect to receive financials around this time each month, and if they are not received by the 15th, they are asked to call Amanda at Gateway for an explanation.
Spring: Margaret noted that it is time for some spring inspections: playground equipment, hoses, signs, fences. Trees must be inspected for pruning, and plans must be made to order flowers and shrubs. Dan recommended that Kevin and Sophie speak with Josh at Art Knapps, and see if they will send a representative to give us advice on plantings. This report could go to the Beautification committee for their ideas.
Driveway Sweeping: This year we will have our maintenance personnel do the driveway clean ups with the new power washer.
Form Ks: Council gives Kevin permission to purge the strata files of old form Ks concerning previous tenants. Council reminds all members that there are fines for not having current form Ks on file with the strata.
Next Strata Council Meeting: Tuesday May 3, 2005, 5:30PM
Motion to approve minutes of March 1, 2005 Meeting
Motion> Navaz 2nd> Dan Carried
OLD BUSINESS
The topics of Courier and Photo copy charges as well as Roofing were missed and will be added to the agenda for the next meeting.
Variance in the strata fee line on statement: Margaret investigated and found that the correct amount was being stated on statement, but the budgeted amount was entered wrongly. This has been corrected. Margaret will fax a copy of corrected statement to Navaz.
Attic Insulation: Dan reports that we can no longer rent machines to blow the insulation in ourselves. He has some quotes, and will be getting more. Dan will discuss with council what materials we wish to use, to what R factor we wish to go to, and report to council over email in the next week.
Foundations: Chito reports that he has submitted all reports to Amanda. She will email these to all of council. Amanda will forward any information she has on the foundations to Kevin.
In camera discussion about a unit on G drive.
Investments: Margaret has supplied Navaz with a detailed report on the contingency fund (where it is invested and its performance). Navaz requests the information on where the operating budget monies are invested and who is making the decisions about where and how they shall be invested. Margaret will supply these answers.
Photocopy machine: Gateway will take over leasing costs of the photocopy machine effective May 1.
NEW BUSINESS
Newsletter: Margaret has supplied Kevin and Sophie with a partially completed spring newsletter, and software. Sophie will complete the newsletter with current topics, and if time permits Gateway will send out with these minutes. Sophie will take over the responsibility of the newsletter, and Jason will proof. Newsletters will be delivered by hand to all residents.
Education: Dan and Kevin will attend a seminar on April 11, 2005 on basement foundations and crawlspaces at a cost of $25 each. Margaret will register them. There may be a CHOA seminar in early May on administrative topics. If so, Sophie will attend. Margaret will register her.
Motion to have Sophie attend this meeting.- Dan 2nd Jason Carried
Strata Fee Arrears: Amanda supplied council with details on her collection duties of all strata amounts owing. She supplied updated information to April 5, 2005. Council wishes to state that they believe there is an inordinate amount of arrears and they are directing Gateway to be more aggressive in collections. They wish to announce to all members with strata fee arrears, that the fines noted in the bylaws will be applied uniformly beginning August 1, 2005.
Council requests all members get welcome packages for all units, even if they already own several units, and packages are followed up with telephone calls. Gateway currently sends out Welcome packages to all purchasers, whether they own at Alpine already or not and will continue to do so. All Welcome packages include pre-authorized payment forms and instructions on strata fee payment options and guidelines, as well as other forms and details regarding Alpine Village. Gateway will continue to do all strata fee collection. Navaz states that he did not receive welcome packages for units bought recently. Gateway disputes this, and says that welcome packages were sent out. Kevin will forward any fees he receives to Gateway. Kevin has forwarded some pre-authorized payment forms to owners and will continue to do so. Navaz, treasurer, would like to bring a motion to the next AGM to amend our bylaws to decrease late fees fines so that they will be more reasonable to apply.
Manager’s Report: Kevin and Sophie have moved the desk etc. and set up their office in E5. The telephone line will remain in the old office and be forwarded to their new cell number. The fax line account has been closed. The alarm account has been closed. Motion to upgrade the strata computer at a price of approximately $350 Motion> Dan 2nd> Jason Carried
Lighting: Kevin has one proposal coming, and several others in progress. There are 43 poles with 80 to 85 lights involved.
Email list: Kevin and Sophie have received the email addresses from Gateway. Together with the email addresses they have received, about 70% of the owners are represented.
Motion to supply Kevin and Sophie with a petty cash of $100.
Motion> Navaz 2nd> Dan Carried. Margaret will have cheque prepared.
Kevin reports that he and Chito have organized the maintenance and garden sheds and updated the inventories. He would like to see the garbage centralized and the recycling expanded. He will investigate prices etc. There are some old appliances that must be cleared out. Council directs Kevin to call a local used dealer to see if they might be sold. Motion to buy a new pressure washer at a cost of approx $650. Motion> Navaz 2nd > Dan Carried
Chito has requested power be installed in the back garden shed. After discussion it was decided it is not necessary at this time.
Kevin and Sophie will begin supervising and signing off Chito’s timesheets effective immediately.
Kevin notes that the eavestroughs drain very close to the foundations. He will investigate if there are ways to connect to storm drains in some situations.
Insurance: Our new insurance will be due in May. Margaret asked if council wishes to have an independent appraisal done. Council decided to ask Dan to speak with his contacts and have an appraisal done for free.
Long Term Maintenance Program: Council requests that Gateway supply a long term maintenance plan as discussed at the last AGM.
Blockwatch: Amanda supplied council with details of members in Blockwatch. Several members have moved since out initial meeting. One of our co-captains may be moving away soon, and we are looking for a replacement. Sophie and Kevin will be recruiting members and encouraging everyone to be co-captains. The goal is to have one in each drive. Sophie will add that topic to the newsletter.
Financials: Navaz requests copies of the February financials. They were sent to him on March 10, 2005, but will be resent right away. Council should expect to receive financials around this time each month, and if they are not received by the 15th, they are asked to call Amanda at Gateway for an explanation.
Spring: Margaret noted that it is time for some spring inspections: playground equipment, hoses, signs, fences. Trees must be inspected for pruning, and plans must be made to order flowers and shrubs. Dan recommended that Kevin and Sophie speak with Josh at Art Knapps, and see if they will send a representative to give us advice on plantings. This report could go to the Beautification committee for their ideas.
Driveway Sweeping: This year we will have our maintenance personnel do the driveway clean ups with the new power washer.
Form Ks: Council gives Kevin permission to purge the strata files of old form Ks concerning previous tenants. Council reminds all members that there are fines for not having current form Ks on file with the strata.
Next Strata Council Meeting: Tuesday May 3, 2005, 5:30PM
Tuesday, March 01, 2005
Meeting Minutes March 1, 2005
Present: Dan Veller, Mike McAdams, Jason Morris, Navaz Murji, Margaret Anderson and new managers Kevin and Sophie. By phone: Ralph Case.
Motion to approve minutes of February 8, 2005 council meeting.
Moved > Jason Second> Dan Carried
Council requests that in future minutes are approved by 3 council members before being distributed. Council states that no response is not to be considered authorization. Please use ALPINE VILLAGE in the subject line of all emails.
Treasurer’s report: Navaz examined financials for January, 2005 and requests response from Gateway about courier expenses and long distance expenses. He had some questions about the variance in revenue. Margaret will look into this and get back to council at the next meeting.
OLD BUSINESS
Wages: Margaret supplied complete details of wages paid to date this year.
Telus Directory: We are currently paying $8 per month for our listing in the white pages. If we wish to cancel for 2006, we must have our notice in writing before October 6, 2005. Margaret suggests that this is a reasonable expense for owners to find Alpine’s strata number easily whether in town or not.
Water: Bottled water has been cancelled.
Photo copy machine: Currently has a one year lease, at less than the amount paid last year. Strata has been paying ¼ of costs (sharing with the rental pools). Council says they do not wish to use machine anymore. This lease may not be cancelled. Margaret will look into any possible alternatives to the continuation of Strata’s use of this service as well as the expiry date of the lease.
Sump pump and Wet Vac: Strata already owns these items.
Attic Insulation: Dan will email report to council by the end of this week about progress on installing insulation where needed.
Door Frame: Mike has investigated and finds the price quoted to be fair. We will reimburse Mr. Troy for his expenses. Kevin will get prices on multiple installations of frames.
Lighting Report: Amanda supplied us with a report containing prices for various lighting products for use in post lighting around the complex. Margaret will give list to Kevin to use. Kevin will prepare a report with suggestions for improving outside lighting to council.
Basement Foundations: Dan will meet with Chito and Kevin to discuss completing foundation inspections. Margaret had been told the inspections had stopped due to the freezing weather. Dan does not believe the freezing weather will affect inspections.
Email List: We have received a few email addresses from owners interested in receiving emails from council. Margaret will forward these to Kevin who will create the official email list. We are asking all owners to provide us with e-mail address in an effort to keep in touch with them regarding issues that need their input as well as reducing postage costs
NEW BUSINESS
Resident Manager: Sophie Samycia and Kevin Creamore have been hired as our new strata manager couple. They were already tenants in Alpine Village, so council decided not to move their housing, as Kevin and Sophie felt this would be disruptive and Council agreed. This unit is owned by a council member. Council noted that they are situated in a good area for supervision, and asks that any objections about housing be sent to council immediately. The Council member who owns this unit abstained from discussions and voting.
Motion that managers will remain in their current housing and Alpine Village will pay $510 per month for housing as part of salary.
Moved > Jason Second > Dan Carried Abstained > Navaz
Dan and Mike will be the contact people for new managers to council. Margaret will supply them with a maintenance calendar for the year for an overview. They will be bringing the computer, desk, fax machine etc to their home office and Margaret will order business cards for them.
Telephone: The office telephone will be forwarded to the new manager’s home office for now. The costs for this phone and fax were previously being shared with the rental pools with council paying ¼. The rental pools will no longer be paying for these lines. The fax line will be cancelled as soon as a decision is made about the alarm system.
Inventory: Margaret will be meeting with Kevin, Sophie and Chito on March 2 and they will receive inventory lists of office supplies and tools to inspect and sign.
Signage: Office signs will be removed at the old office site and in driveway. Notices will be posted about how to contact Sophie and Kevin by phone, writing and in person.
Pavement and Roads: Reminders of bylaws concerning oil on our pavements will be sent out with newsletter. Barriers of rock will be put back in place for summer months after the powersweeping is completed.
Community Clean Up: April 24th is the Neighbourhood Clean up day. It will be noted in our newsletter. Alpine Village is once again adopting 2100 Upland Block and 1900 Strathcona Block as its caretakers.
Resident requests: We had requests about parking at H108, Satellite placement at G91, and mould problems at C90. Kevin will investigate and report back to council.
Roofing Debris: We had a complaint about debris from the roofing last fall in back yards. Due to the problem accessing the back yards, we request owners to put debris over the fences into the lane, where maintenance can access it.
Telephone: Mike requests that Gateway Property Management, managing Alpine Rental Pools refrain from answering the telephone as Alpine Village because some people might assume that they are speaking with the Strata Council Office. Gateway Property Management rental pools telephone will be answered identifying themselves as the rental pools.
Meeting adjourned 6:55pm
Next Meeting: Tuesday, April 5 at 5:30pm
Motion to approve minutes of February 8, 2005 council meeting.
Moved > Jason Second> Dan Carried
Council requests that in future minutes are approved by 3 council members before being distributed. Council states that no response is not to be considered authorization. Please use ALPINE VILLAGE in the subject line of all emails.
Treasurer’s report: Navaz examined financials for January, 2005 and requests response from Gateway about courier expenses and long distance expenses. He had some questions about the variance in revenue. Margaret will look into this and get back to council at the next meeting.
OLD BUSINESS
Wages: Margaret supplied complete details of wages paid to date this year.
Telus Directory: We are currently paying $8 per month for our listing in the white pages. If we wish to cancel for 2006, we must have our notice in writing before October 6, 2005. Margaret suggests that this is a reasonable expense for owners to find Alpine’s strata number easily whether in town or not.
Water: Bottled water has been cancelled.
Photo copy machine: Currently has a one year lease, at less than the amount paid last year. Strata has been paying ¼ of costs (sharing with the rental pools). Council says they do not wish to use machine anymore. This lease may not be cancelled. Margaret will look into any possible alternatives to the continuation of Strata’s use of this service as well as the expiry date of the lease.
Sump pump and Wet Vac: Strata already owns these items.
Attic Insulation: Dan will email report to council by the end of this week about progress on installing insulation where needed.
Door Frame: Mike has investigated and finds the price quoted to be fair. We will reimburse Mr. Troy for his expenses. Kevin will get prices on multiple installations of frames.
Lighting Report: Amanda supplied us with a report containing prices for various lighting products for use in post lighting around the complex. Margaret will give list to Kevin to use. Kevin will prepare a report with suggestions for improving outside lighting to council.
Basement Foundations: Dan will meet with Chito and Kevin to discuss completing foundation inspections. Margaret had been told the inspections had stopped due to the freezing weather. Dan does not believe the freezing weather will affect inspections.
Email List: We have received a few email addresses from owners interested in receiving emails from council. Margaret will forward these to Kevin who will create the official email list. We are asking all owners to provide us with e-mail address in an effort to keep in touch with them regarding issues that need their input as well as reducing postage costs
NEW BUSINESS
Resident Manager: Sophie Samycia and Kevin Creamore have been hired as our new strata manager couple. They were already tenants in Alpine Village, so council decided not to move their housing, as Kevin and Sophie felt this would be disruptive and Council agreed. This unit is owned by a council member. Council noted that they are situated in a good area for supervision, and asks that any objections about housing be sent to council immediately. The Council member who owns this unit abstained from discussions and voting.
Motion that managers will remain in their current housing and Alpine Village will pay $510 per month for housing as part of salary.
Moved > Jason Second > Dan Carried Abstained > Navaz
Dan and Mike will be the contact people for new managers to council. Margaret will supply them with a maintenance calendar for the year for an overview. They will be bringing the computer, desk, fax machine etc to their home office and Margaret will order business cards for them.
Telephone: The office telephone will be forwarded to the new manager’s home office for now. The costs for this phone and fax were previously being shared with the rental pools with council paying ¼. The rental pools will no longer be paying for these lines. The fax line will be cancelled as soon as a decision is made about the alarm system.
Inventory: Margaret will be meeting with Kevin, Sophie and Chito on March 2 and they will receive inventory lists of office supplies and tools to inspect and sign.
Signage: Office signs will be removed at the old office site and in driveway. Notices will be posted about how to contact Sophie and Kevin by phone, writing and in person.
Pavement and Roads: Reminders of bylaws concerning oil on our pavements will be sent out with newsletter. Barriers of rock will be put back in place for summer months after the powersweeping is completed.
Community Clean Up: April 24th is the Neighbourhood Clean up day. It will be noted in our newsletter. Alpine Village is once again adopting 2100 Upland Block and 1900 Strathcona Block as its caretakers.
Resident requests: We had requests about parking at H108, Satellite placement at G91, and mould problems at C90. Kevin will investigate and report back to council.
Roofing Debris: We had a complaint about debris from the roofing last fall in back yards. Due to the problem accessing the back yards, we request owners to put debris over the fences into the lane, where maintenance can access it.
Telephone: Mike requests that Gateway Property Management, managing Alpine Rental Pools refrain from answering the telephone as Alpine Village because some people might assume that they are speaking with the Strata Council Office. Gateway Property Management rental pools telephone will be answered identifying themselves as the rental pools.
Meeting adjourned 6:55pm
Next Meeting: Tuesday, April 5 at 5:30pm
Tuesday, February 08, 2005
Meeting Minutes February 8, 2005
Present: Dan Veller, Mike McAdams, Jason Morris, Navaz Murji and Margaret Anderson.
Motion for Approval of the minutes of January 10, 2005 Moved> Dan 2nd> Mike Carried
Alpine Village is now a member of CHOA, the Condominium Home Owners’ Association of British Columbia and has the benefit of all the related resources. A list of services was distributed to all the council members.
Treasurer’s report: Navaz has been receiving financial information by email. He requests that these statements be sent to all council members and that the balance sheet be included. He also requested further detailed information on all wages paid out since November 1, 2004. Hard copies of all invoices will be available to Navaz whenever he comes to town.
Council has made the following requests from Gateway about expenses: If possible, remove Alpine from the Telus directory. Cancel Canadian Springs account (water delivery). Report back on lease arrangements for photocopier. Buy a sump pump for drain problems (Dan Veller will do this). Check into buying a wet-vac and report back to next meeting.
OLD BUSINESS
Attic Insulation: All inspections are complete. There is money in this year’s budget for upgrading required. Margaret will send a detailed list of affected units and their requirements to Dan.
New committees: The new committees all met for coffee on January 17th. They will form three committees with a council member heading up each one. The committees and their council liaisons are: Civic Pride – Jason, Beautification – Dan, and Maintenance – Mike. They will work on creating and organising policies and plans in their respective areas. Each committee leader has a list of their members and will meet sometime in February. Action plan: Committee leaders will report back to next council meeting. Beautification: Committee will discuss policies for improving back yards.
Council requests all residents to report any trees growing or starting to sprout up in backyards. Action plan: This request will go into next newsletter. It will be going to all owners in these minutes.
Resident Manager Search: Interviews have been held for a strata resident manager. The wages to be offered are $2000 plus rent (as a taxable benefit) for the successful candidate. A request for closed bids on offering housing to the new resident manager will be sent out to all owners. The housing must be minimum 3 bedrooms because one room will be used for strata purposes. Council will conduct reference checks etc. on candidates without input from Gateway, and make a decision shortly. Action plan: Closed bid requests will be sent out to all owners immediately. Action plan: Margaret will supply Navaz and Dan with an example of Gateway’s Employment package to be completed by applicants.
Navaz requests a list of admin duties to be performed by Gateway.
Replacement Reserve Fund: Gateway and council agree that it is in everyone’s interests to increase our contributions to the replacement reserve fund. This year we are contributing 10%. Council will plan a campaign to owners to increase that percentage for next year. Action plan: We will start an email mailing list of owners, with the goal being having most owners on the list by summer.
NEW BUSINESS
Bylaw Amendments: Margaret suggests that we bring the following amendment to the next AGM or special meeting: 1.Rentals 1.06 Owners who have vacant units during the winter months (November to March) must inspect these units for frozen pipes and / or damage due to the weather a minimum of every 2 days during these months. Action plan: Council requests that Margaret check with local insurance agencies for timelines. Mike suggests that we bring the following amendment to the next AGM or special meeting: It is mandatory that all units have at least one working fire extinguisher onsite.
Gateway reports that approximately 25 warning letters were sent out to residents in January about bylaw infractions. Most of these were concerning trash etc in yards. All owners/residents are responsible for maintaining their own back yards.
Doorframe Expense: We had a request for reimbursement for a warped doorframe from E26. Council will respond within a week. Action plan: Mike will investigate prices and report to council by email. Action plan: Margaret will solicit estimates from local carpenters on their rates per hour for typical carpentry jobs. Dan will assist.
Satellite dish request: A51 requests that they be allowed to erect a pole some inches over allowed limit. Council grants permission considering the location is not in a visible place.
Margaret reports that we have had two reports of minor fires in January. Both fires report damages below our deductible amount for insurance. The owners concerned were informed of Alpine’s policy of owners being responsible for amounts under the deductible in the 3rd week of January. Please note it is very important for all owners/residents to have proper insurance and practice fire safe procedures. Margaret will ask for report on outdoor lighting from Amanda and bring to next meeting.
Meeting adjourned at 7:00pm.
Monday, January 10, 2005
Meeting Minutes January 10, 2005
Present: Dan Veller, Mike McAdams, Jason Morris, Margaret Anderson. By phone: Navaz Murji and Ralph Case.
Minutes: December 6th meeting minutes approved. Unanimous.
Insurance: Margaret brought documentation that the council is covered for Director’s Liability Insurance. A copy will stay in the Alpine Village office with the full insurance policy. Margaret also brought up discussion on recent human rights decisions and the imperative for sensitive response to any human rights requests.
Margaret supplied the council with written information about mould – its effects and remediation guidelines. Although Prince George is not known for severe mould problems, in an effort to be proactive the council is bringing forth a motion to put a policy into place if we should ever need to deal with it. CMHC gives advice on when it is an appropriate time to call in professionals based on the actual size of a mould occurrence. Moved that Alpine Village adopt the policy of following the guidelines in CMHC’s guide “Fighting Mould – The Homeowner’s Guide” (CE08). The Guide will be in the Alpine Village office and any maintenance persons responding to a mould complaint will check the guide and call in a professional if necessary.
Moved by Navaz. Seconded by Jason – carried.
Discussion that there should be a bylaw or policy regarding inspection of vacant units during the winter months. Council instructs Gateway to discuss with council before any dealings with insurance companies, claims, etc. Margaret will bring a draft policy to the next meeting.
Foundation Inspections: Inspections have been suspended until warmer weather.
Resident Manager: The position was posted in the newsletter that went out in early December to all residents and owners, and it was also posted in the Help Wanted of the Citizen paper for two weeks. Dan, Jason and Mike will take resumes received and perform interviews etc. The job description and benefits are agreed upon in camera.
Committees: The all-committee meeting is scheduled for next Monday, January 17th at 6:30pm in the Coast Hotel Coffee Shop. Chito will deliver flyers to remind residents, and Gateway will call those who volunteered at the AGM.
Next council meeting: Tuesday, February 8, 2005 at 5:30pm.
Minutes: December 6th meeting minutes approved. Unanimous.
Insurance: Margaret brought documentation that the council is covered for Director’s Liability Insurance. A copy will stay in the Alpine Village office with the full insurance policy. Margaret also brought up discussion on recent human rights decisions and the imperative for sensitive response to any human rights requests.
Margaret supplied the council with written information about mould – its effects and remediation guidelines. Although Prince George is not known for severe mould problems, in an effort to be proactive the council is bringing forth a motion to put a policy into place if we should ever need to deal with it. CMHC gives advice on when it is an appropriate time to call in professionals based on the actual size of a mould occurrence. Moved that Alpine Village adopt the policy of following the guidelines in CMHC’s guide “Fighting Mould – The Homeowner’s Guide” (CE08). The Guide will be in the Alpine Village office and any maintenance persons responding to a mould complaint will check the guide and call in a professional if necessary.
Moved by Navaz. Seconded by Jason – carried.
Discussion that there should be a bylaw or policy regarding inspection of vacant units during the winter months. Council instructs Gateway to discuss with council before any dealings with insurance companies, claims, etc. Margaret will bring a draft policy to the next meeting.
Foundation Inspections: Inspections have been suspended until warmer weather.
Resident Manager: The position was posted in the newsletter that went out in early December to all residents and owners, and it was also posted in the Help Wanted of the Citizen paper for two weeks. Dan, Jason and Mike will take resumes received and perform interviews etc. The job description and benefits are agreed upon in camera.
Committees: The all-committee meeting is scheduled for next Monday, January 17th at 6:30pm in the Coast Hotel Coffee Shop. Chito will deliver flyers to remind residents, and Gateway will call those who volunteered at the AGM.
Next council meeting: Tuesday, February 8, 2005 at 5:30pm.
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