March 26, 2014

ALPINE STRATA Council # 173

Meeting Minutes

Present: Beth Beeson; Sharon Hordy; Bart Hobson; Franci Meerholz

Administrative Services: Helen DeGroot (Licar Management Group)

Regrets: Derek Fullerton

Homeowner Dan Veller: (entered the meeting at 5:35 PM / left the meeting at 6:00 PM)

1. Call to order at: 5:35 PM

2. Homeowner, Dan Veller, requested to be heard on questions that he sent to Council.

     -Council will respond to Dan Veller in writing with responses to his questions within 7 days.

3. Additions to Agenda: None

4. Motion: To Approve Meeting Minutes from Feb 26 and March 19^th, previously circulated (by Sharon Hordy)

Seconded: By Francie Meerholz

Carried

5. Reports:

   Manager:  

-Financials: Balance Sheet as at 02/28/2014

-Contingency Reserve Fund Statement from Jan 31 2014 to Feb 28 2014

Motion: (by Franci Meerholz) To approve the Feb 2014 Financials

Seconded: by Sharon

Carried

-Balance owed to Strata Feb. 2014, $29,118.71.

-Balance owing to Strata March 26, 2014, $21,018.48.

-Collections: Recovered from SL024, $5545.08 Strata fees, $507.81 interest $128.30 fines and $1724.26 in Legal fees.

- We have recovered from SL 225, $668.96 in Strata fees.

-Recovered from SL 223, $1400.86 in Strata fees.

-Recovered from SL 139, $818.04 in Strata fees.

-Recovered from SL 133, $812.11 in Strata fees.

-Liens have been placed on SL 029, SL 179, SL 122, SL 065, SL 070, and SL 046.

-These 3 Strata units have gone to the courts for collections- SL 046, SL 179, and SL 029.

- Infractions and Violations: Many by-law infractions have been observed and noted. Warning letters have been sent to homeowner. In the case of rental units warning letters have been sent to both homeowner and property managers. Violations will be issued if homeowners do not rectify the infraction (s). The complex will be checked on a regular basis for by-law infractions. Parking will not be tolerated in FIRE LANES. This is a safety issue. Vehicles will be towed at the owner’s expense and a bylaw infraction letter will be sent to the Strata unit owner.

-Persons who receive a Notice of Violation will have 14 days to request a hearing regarding the matter. Failure to comply with the Bylaw regarding the violation or to request a hearing will result in a fine of up to $200.00 being charged every 7 days pursuant to BC Strata Property Act # 135, until such time that Bylaw #__  has been complied with.

-Civic address changes for some units in ‘A’ drive. City of PG determines the civic address and they have re- classified the units A93, A94, A95, A96, A97, A98, and A104. They are all now ‘B’ drive.

Motion: (by Bart Hobson) To instruct office Manager to send out by-law infraction letters to Owners and Property Managers of strata units that are causing disturbance (s).

Seconded: by Sharon Hordy

Carried

 Maintenance: (Mike Grimsrud)

-Some major and minor stucco repairs are required.

- Some wood siding needs to be replaced.

-Painting, calking and sealing building envelope is required.

- Some Trees are plugging gutters and their roots are causing damage to roads, sidewalks and foundations.

  Quotes have been obtained for removing trees. Discussion will ensue at SGM.

- Electrical Room doors kicked in and fuses stolen from Unit’s A84 & A42 fuse panels, resulting in an emergency call out of an electrician.

- Repaired broken electrical room doors and reinforced several others.

-Sewer backups (Feb 28) in ‘A’ drive. Roto Rooter was called to unplug blockage.

-Children jumping over fences resulted in broken fence at rear of ‘B’ drive.

-Blockbuster scoped sewers in A1 – A16 block. Awaiting the report from Blockbuster.

-Defective signs are being replaced.

-Dumpsters constantly full of garbage, dishwashers, furniture, etc.

- Excessive dumping of furniture around garbage bins.

-Flooding in ‘A’ drive. Used sump pump to drain flooded areas

Motion: (by Bart Hobson) To accept Office Manager’s report and Mike’s Maintenance report.

Seconded: by Sharon

Carried

6. Correspondence:

Letters from:  SL019;  SL065; SL210; SL234; SL001; SL002; SL038; SL191; and SL035.

Motion: (by Franci Meerholz) To acknowledge receipt of correspondence

7. Old Business:

-2013/2014 Proposed Budget: discussed increases to Contingency Reserve Fund as recommended in Depreciation Report and also identified costs that need to be funded out of the Operating Fund. Costs need to be clearly identified and budgeted for. 

-Snow clearing invoices (Aurora) to March 17 is $35,277.00.

-Sweeping will be extra. Office Manager to call for quotes for sweeping.

-Office Manager to call for quotes to have all the sewers scoped.

-Insurance claims from past years: 2008; 2009; 2010 (totaling $48,407).

Beth Beeson is to contact Insurance Company to discuss what we can do to keep our premiums as low as possible.  

-Fencing Invoice: Superior Link: Invoice for 933 ft. of fencing along 20^th Ave. Work completed. Total cost $27,990.00. Advance payment of $10,000. Final payment $18,889.50 has been paid in full .As previously arranged,  Gill from Superior Link to meet with Mike Grimsrud regarding back fill underneath new fences and re-seed areas.

-No more new work to be started on fencing until voted on at SGM (Major expenses to be budgeted from Contingency Fund).

8. New Business:

-Motion: (by Sharon Hordy) to meet with Office Manager and Maintenance Manager to conduct work reviews.

Seconded: by Franci Meerholz

Carried

- Complaints: (4) written complaints (Incident Reports)

1. Noise complaint re: SL 175

2. Noise complaint re: SL 236

3. SL 49: Dog barking, running free and pooping everywhere.

4. Re SL 55: unruly behavior of tenants and their guests.

Motion: (by Bart Hobson) to instruct Office Manager to send by-law infraction notices to offending units’ Owners and Property Managers.

Seconded: by Sharron Hordy

Carried.

               

Motion: (by Franci Meerholz) To instruct Office manager to add Confidentiality statement to every outgoing email from Alpine Strata Office.

Seconded by Sharon Hordy

Carried

- Waste Management: 2012 Contract says 6 yard bins, yet only 4 yard bins were provided.

 Result is a breach of contract.

Motion: (by Franci Meerholz) to declare the contract with WM null and void due to breach of contract by WM, and to obtain quotes from other waste disposal businesses for their services.

Seconded: by Bart Hobson

Carried

-  Work BC Employment Services Center Get Working for Youth will have new funding available April 1^st. Last year the BC Govt. funded program had $2800.00 available to offset hiring cost and an additional $1000.00 towards training. Hopefully we can qualify to get some funding.

Franci Meerholz to inquire about funding for hiring new employees for summer work.

See the website:  http://www.getyouthworking.ca/

Next Meeting: Wednesday April 16 2014 at 5:30

Meeting Adjourned: 8:00 PM

March 19 / 2014

Alpine Village Strata – EMERGENCY - Council Meeting Minutes

PGS # 173

We the Council have agreed to waive the 7 days posted notice for Council Meeting so that we can attend to the important business that has come before us.

Meeting start time: 8:15 PM

Present: Beth Beeson; Sharon Hordy; Franci Meerholz (via conference call)

Regrets: Derek Fullerton

Motion: (by Sharon Hordy) To appoint homeowner Bart Hobson to Strata Council

Seconded: by Franci Meerholz

Accepted: by Bart Hobson

Carried

Next Strata Meeting:  Wednesday March 26^th at 5:30 PM

Meeting adjourned at 8:40 PM

Minutes February 26, 2014

February 26, 2014

ALPINE STRATA Council # 173

Meeting Minutes

 

Present: Derek Fulleton, Sharon Hordy, Franci Meerholz (via conference call)

Regrets: Beth Beeson

Administrative Services: Helen DeGroot (Licar Management Group)

 

 

1. Call to order at: 5:52 PM

 

2. Additions to Agenda: Addressing the current Income and Expences for November 2013, December 2013 and January 2014.

 

3. Motion: (by Sharon Hordy) To Accept Income and Expences for November2013, December 2013 and January 2014.

Seconded: By Derek Fullerton

Carried

 

4. Motion: (by Sharon Hordy) To Approve Minutes from January 30^th, 2014 previously circulated.

Seconded:  Derek Fullerton

Carried

 

5. Correspondence:

·         Letter from A5, E6, and D65. Responded with a letter

Motion: (by Sharon Hordy) to acknowledge receipt of correspondence.

Seconded: Derek Fullerton

Carried

 

6. Motion: (by Sharon Hordy) to respond to E6 second letter.

Seconded:  Derek Fullerton.

Carried

 

7. Maintenance

·         Report from Office Manager.

·         Report from Mike Grimsrud.

 

8. Next Meeting: March 13, 7:00 PM

 

9. Meeting Adjourned: 7:10 PM.

 

February 26, 2014

To the Council of Alpine Village Strata

          I regret to inform you all that I must step down from council as I was unaware that my name was not on the land title for the address of C79 2131 Upland St., Alpine Village. The town house was purchased on 2008 during the duration of my marriage. I had assumed both names were on the title of our home. I apologize for this lack of assumed knowledge and any inconvenience this has caused council members and home owners alike. It has been a great experience to work with council on behalf of owners in this strata and I am most confident that I did act in good faith and honesty on behalf of the strata, as well as my fellow council members. To continue to act as such I will on this day February 26, 2014, remove myself as an acting member for Alpine Village Strata.

          At this time I will be returning all confidedtial records/documents that I have acquired, to the best of my knowledge, to remaining members of the Council. I will continue to hold proxy for all other voting matters in the future and will continue to voice my concerns, or help out in any legitimate ways that will better the Strata as a whole. I will no longer hold the responsibilities as a council member or will no longer be privy to any council matters or confidential matters. I will continue to honour the Privacy Act regarding any information I have retained to this point and respect the important need for confidentiality at all times.

          Again, much apologies for the honest ignorance regarding this matter. Thank you for your patience and understanding. I firmly believe in the full competence of the remaining members and encourage you all to continue on what has been accomplished thus far. Job well done and good luck.


Emily Bain

March 2 / 2014 Alpine Strata Council Letter to Owners

March  2  / 2014

Alpine Strata Council Letter to Owners:

 

Alpine Village Strata Council would like to apologise to all owners whose email addresses were inappropriately cc’d on email correspondence on Jan 8 2014. We had instructed our office manager to email Council Meeting Minutes to all owners that we have email addresses for. Unfortunately, all the email addresses were cc’d rather than bcc’d, and everyone on the group email list was then able to see everyone’s email address. Immediately we took steps to prevent that from happening again by directing both the outgoing and the new office manager to never  ‘cc’ emails but to ‘bcc’ them. A bcc is a ‘blind’ cc whereby none of the recipients are able to see any of the other recipients on the email. That is our policy and it was our intention to email the Meeting Minutes in that way. We believe that a breach of your privacy occurred on that day and we sincerely hoped that there would be zero affects to owners caused by that breach.

 Unfortunately, it has come to our attention that some Alpine Village homeowners and possibly someone who is not a homeowner here may be using that email list for their own reasons to communicate with owners at Alpine Village. Any email that is sent to you from any source other that Alpine Village Strata Office or from Council is unauthorized. We would like the unauthorized correspondence to you via the email addresses that were ‘shared’ from the Jan 8 2014 Alpine Village email, to stop. We are looking into what can be done but we need your assistance. If anyone has received ‘unauthorized’ correspondence, please let us know by contacting us at the Strata Office and also by sending us a copy of what you have received. You can forward it to us or copy and mail it or bring it down in person to the office. For this, we need your help and with that we will let you know what action can be taken.

We have been communicative to owners by sending out all the Meeting Minutes and also a Letter to Owners on Jan 3 2014. We email correspondence to everyone that we have email addresses for and for those owners who do not have email, we print and mail via Canada Post which IS expensive. We are trying to obtain an email address for everyone.  So please, help us to save costs, be ‘green’ – help the environment, and let our office know if there is an email address for you that we can send our correspondence to.

We received the final Depreciation Report and we have emailed it out to everyone that we have email addresses for.  It is a very big report, 113 pages long, so we have not printed it or put it in the mail. We will be discussing the Depreciation Report at the ‘SGM’ when it is called. A full report and presentation is required so that owners are fully informed of the current maintenance condition of the buildings and infrastructure in the complex.

Our Maintenance person, Mike is invaluable. He is capable, competent, knowledgeable and is self-motivated. He helps out in every way possible. During the flooding that occurred this winter, Mike mitigated the impending water damage by pumping away all the pools of water. He has a plan drawn for water diversion as well, to mitigate the cost and damage for next winter. Mike alerted us that “many” down-pipes were fallen off the ‘blue’ buildings and water was spewing everywhere. We directed him to reattach all the pipes. In the spring we can assess if the gutters still need to be replaced. Mike is on the ‘front line’ when there is a flooded basement, when sewers back up, when a foundation is cracked and water is leaking in, when pipes are broken, when gutters are plugged, when windows are leaking, when steps are broken. The list is endless and he doesn’t just pick up cigarette butts as an uninformed homeowner has stated elsewhere. . Mike has brought to our attention that there is some sinking happening…..ground giving way around the buildings. He has pointed out that the roots from the trees are causing cracks in the roads, sidewalks and possibly foundations. We get numerous  emergency phone calls from owners to the   Alpine Village Office about cracked foundations and flooded basements. As it is the Strata’s responsibility to repair foundations and the outsides of the buildings, we generally always end up calling CrackMaster to come and make the necessary repairs. This winter, due to flooding everywhere in the Prince George Region, CrackMaster has been so busy that they have not returned our phone calls. Though foundation repairs are costly, they need to be done….. We directed Mike to identify trees that he feels need to be removed for safety reasons or for maintenance reasons. We have called for quotes to remove the trees and we have noted that in our Meeting Minutes. The issue of tree removal will be discussed at the SGM when it is called, however if trees are causing a safety issue or if removal of trees prevents further damage then it will be necessary to remove them without owner’s approval and owners would be advised as soon as possible that this has happened. Tree replacement with a dwarf type tree species can be discussed at the SGM, when it is called, and would be part of the 2013/2014 budget. We do not want to take down any trees. It is not our intention to de-nude the complex, but some trees taken down may be necessary.

 Sewers in some locations in the complex are routinely plugging up causing flooding in basements.  On a regular basis, Strata arranges to get the sewer lines cleaned out. We have been advised by Douglas A. Niemi, CRA, CRP from NLD Consulting Reserve Fund Advisors, strongly urging us, to have the sewer lines scoped to identify any damage or cracks in the pipes.. We are concerned about tree roots growing into the lines causing cracks. In a phone conversation, Doug said that if the lines are cracked and are leaking, it could cost us millions of dollars to repair or replace. We are taking his advice seriously and we will have the lines scoped and the results presented at the SGM when it is called. In the case of a sinking foundation (s), we will have that investigated by a structural engineer. The report will be presented at the SGM when it is called, unless the required repair is of an emergency nature.

We are still working on the 2013/2014 Budget and Contingency Fund Contribution.  Major maintenance costs need to be funded from the Contingency Reserve Fund however the budget that was presented at the AGM did not include a schedule or plan for that. Though the 2013/2014 budget presented at the AGM was flawed and incomplete, the budget had to be passed or else Strata bills could not be paid. We are aware of this limitation and we were given instruction by owners at the AGM that all major (unless emergency) costs need to be approved at an SGM. We are working within the approved budget   and we will be presenting a new budget for you to vote on at the SGM when it is called.

We have been actively working towards collecting all unpaid strata fees, totalling almost $30,000. We are taking legal action such as placing liens, small debts court, etc. in efforts to collect all the money, as well as all associated administrative and legal costs, that are owed to Alpine Village Strata.

We have had our existing Strata by-laws vetted by C.D.Wilson law Corp to bring them into compliance with the BC Strata Property Act. We will bring these by-law changes to the SGM, when it is called, for you to vote on.

Regarding our council member Emily Bain, it is with sadness to report that she has stepped down immediately after finding out she was in fact not registered as a homeowner. She apologises for the "honest ignorance regarding this matter", and her "lack of assumed knowledge". She has acted in good faith and with honesty during her time on council and will be greatly missed. Emily has submitted to the Council of Alpine Village Strata, her letter of resignation. With Emily’s permission, we will be posting it on the blog at:  alpine-village.blogspot.com

As far as another accusation that Licar has been involved in our daily decisions, it is false. We have had Helen DeGroot under contract separately from Licar, to inform us as to what is expected from a properly functioning council as we are new to these legalities and wish to offer you decisions and actions based on current rules. Helen is one of very few licensed individuals who would offer her time, so to keep it from seeming like it was something it was not, she is under contract and has signed confidentiality documents regarding this.

We have not started any audits and that can be a topic to add to the agenda for the SGM when it is called.

Snow removal and garbage collection are major costs to the strata. These topics will be addressed in the budget at the SGM when it is called.

We endeavour to keep owners informed of the work that we are doing as your elected Strata Council. We are volunteers and we are not profiting in any way individually from being in these elected positions other that when Alpine Village becomes a great place to live and is well maintained and well managed, then we all will profit.

We wish to thank you for your understanding and support during these past few months as we have been learning what our responsibilities are as Council and we have been striving to fulfill our obligations to you.

 

Sincerely,

Alpine Village Strata Council:

Derek Fullerton (President); Beth Beeson ( Vice-president & Treasurer); Sharon Hordy ( Secretary); and Franci Meerholz.

 

 

 

 

 

Meeting Minutes Jan 30th 2014

Present: Derek Fullerton, Beth Beeson, Emily Bain, Sharon Hordy, Franci Meerholz (via telephone conference call)
Administrative Services: Helen DeGoot (Licar Management Group)
Home Owner: Dan Veller - entered the meeting at 6:00 PM.

Call to order: 5:35PM

Additions to Agenda: none

Motion: (by Shoron Hordy) To approve agenda
Seconded: by Derek Fullerton
Carried

Motion: (by Sharon Hordy) To approve Jan 16 2014 minutes (previously circulated)
Seconded: Derek Fulllerton
Carried

Motion: (by Franci Meerholz) To approve Financial Report dated Sept 30th 2013
Seconded: by Derek Fullerton
Carried

Reports:
-Office manager Report by Phyllis Thorkelson
-Maintaince Report by Mike Grimsrud (presented by Phyllis Thorkelson)
Motion: (by Emily Bain) To accept reports
Seconded: by Franci Meerholz
Carried

Correspondence:
Motion: (by Sharon Hordy) To acknowledge receipt of Correspondence
Seconded: by Emily Bain
Carried
-Letter from the Office of the Information and Privacy Commissioner-received Jan 24 2014
-Letters of Complaint from units D54 and A111
-Letter from A105: request for an additional pet
Motion:(by Emily Bain) To deny the request
Seconded: by Franci Meerholz
Carried

Motion: (by Emily Bain) To direct Office Manager to provide arrears info for collection for Strata Lot 065 to Lawyer CD Wilson and also for approximate cost to act on behalf of the Strata Corp.
Seconded: by Sharon Hordy
Carried

     -Updated arrears list by PhyllisThorkelson
     -New "K" form letter
     -New Complaint/Incident Report Letter
     -Bylaw amendments to be voted at SGM
     -2013/2014 Proposed Budget and Contingency Fund Contributions

Motion: (by Beth Beeson) To instruct Office Manager Phyllis Thorkelson to email completed Depreciation Report to all owners that we have email addresses for.
Seconded: Derek Fullerton
Carried

9. New Business:
    Motion: (by Beth Beeson) To include Emily Bain and Franci Meerholz as signing authority at the bank - AND - ANY TWO of the five to sign, and they are: Derek Fullerton, Beth Beeson, Sharon Hordy, Emily Bain and Franci Meerholz.
Seconded: Derek Fullerton
Carried


10. Maintenance;
     -No flood damage to Strata complex that we know of.
     -Strata pruchased a sump pump for $125.00 from Princess Auto. Pump used during flooding.          Pump worked very well. Three new pumps needed for when flooding occures again.
     -Mike has been working on down-spouts in the Blue section and has them all repaired using new
      drain pipe.
     -Crack master has not returned our calls.
     -Spruce trees in complex causing damage to roads, sidewalks, foundations and sewers. Mike has
      identified all trees that he feels should be cut down. Quotes required for tree and stump removal.

11. In Camera: at 7:30 PM
     -discussed arrears

12. Next Meeting: Thursday Feb 20 2014 at 5:30 PM

13. Meeting termination time: 8:17 PM

Meeting Minutes Jan. 16th 2014

Present: Beth Beeson; Sharon Hordy; Franci Meerholz (via conference call)
Adminidtrative Services: Helen DeGroot (Licar Management Group)
Regrets; Derek Fullerton; Emily Bain

1. Call to order at 7:22 PM

2. Additions to Agenda: Received Depreciation Report

3. Motion: (by Sharon Hordy) To Approve Agenda
  Seconded: by Franci Meerholz
  Carried

4. Motion: (by Sharon Hordy) To Approve minutes from Jan 3rd and 4th / 2014 preciously circulated.

5. Correspondence:
    -From Office Manager
    - 2 letters of complaints
    -Final Depreciation Report received. Copy to be provided to owners at SGM
   Motion: (by Sharon Hordy) To acknowledge receipt of correspondence.
   Seconded: by Franci Meerholz
   Carried

   Motion: (by Franci Meerholz) To approve that the Office Manager to advise all owners who  have   rented units that a Form "K" must be completed and forwarded to the office within 14 days.
Seconded: by Sharon Hordy
Carried

   Motion (by Franci Meerholz) To give authorization to the Office manager to deal with complaints on an ongoing basis informing both the tenamt and the owner of the by-law violation (s).
Seconded: by Sharon Hordy
Carried

6. Maintenance:
   -Maintenance Report from Mike Grimsrud
   -Flooding
   -Repair office door, secure and weather strip
   -Down pipes fallen off of 'blue' buildings. Mike to reattach.
   -Tool inventory

7. Old Business:
    Motion: (by Sharon Hordy) To ratify to hire new Office Manager Phyllis Thorkelson effective on Jan 8 2014.
    Seconded: by Franci Meerholz
    Carried
    -C.D. Wilson Law Corp. vetting by-laws in compliance with the Strata Property Act, is on-going.
    -Regarding our request to the Accountant for receipts form 2007 &2008 for loans to Claude DesRoches: Accounting does not have the receipts.
    -Emily Bain and Beth Beeson met with Banker regarding business accounts.

8. New Business:
    -Locks and Passcode changed out in office
    -Report from Office manager regarding Liens and Accounts Receivables.
    Motion: (by Franci Meerholz) To instruct Office Manager to contact the mortgage holder for those strata units which have liens registered on the title.
    Seconded: by  Sharon Hordy
    Carried

   Motion: (by Franci Meerholz) from Council for Office Manager to send DEMAND Notices to: Lot 234-H121; Lot 225-H112; Lot 223-H110; Lot 179-G66; Lot 139-E26; Lot 122-E9; Lot 33-A33; Lot 031-A31; Lot 29-A29; Lot 024-A24; and to follow with Liens after the 14 day period has been exhausted.
   Seconded: by Sharon Hordy
   Carried.

9. Next meeting: Thursday January 30 2014 at 5:30 PM

10. Meeting adjourned; 9:06 PM

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Meeting Minutes January 4, 2014

January 4^th, 2014

 ALPINE STRATA - Emergency- Council Meeting – PGS 173

We the Council have agreed to waive the 7 days posted notice for Council Meeting so that we can attend to the important business that has come before us.

   Present: Derek Fullerton ; Beth Beeson; Sharon Hordy; Emily Bain

1.       Call to Order: at 3:00 PM

2.       Motion: (by Emily Bain) To nominate Franci Meerholz to Strata Council.

Seconded: by Beth Beeson

Accepted: by Franci Meerholz

Carried

3.       Next Meeting: Thursday, January 16^th  2014

4.       Meeting Termination Time: 3:30 PM

Meeting Minutes January 3, 2014

  January 3rd  2014

  ALPINE STRATA Council Minutes – PGS 173

                                                                                                             

   Present: Beth Beeson; Sharon Hordy; Emily Bain:

   Administrative Services: Helen DeGroot (Licar Management Group)

   Regrets: Derek Fullerton

1.  Call to order:  7:12 PM

2.  Additions to Agenda:

    - Maintenance: Roofing receipts

    -New Business: Loan(s) to Claude DesRoches

    -New Business: Hiring Office Manager

    - Correspondence for Karrie Cookhouse

3.  Approve Agenda:

      Motion: (by Emily Bain) To approve agenda

      Seconded: by Sharon Hordy

      Carried

4.  Approve Minutes:

Motion: (by Sharon Hordy) To approve past Council Meeting Minutes (previously circulated) Nov 25, Dec 6,      Dec 14, Dec 19  &  Dec 30 / 2013.

     Seconded: by Emily Bain

     Carried

5.  Correspondence: (from owners or others)

     - Letter of Resignation from Karrie Cookhouse

     Motion: (by Emily Bain) To acknowledge receipt of correspondence.

     Seconded:  by Sharon Hordy

     Carried

Motion: (by Emily Bain) to Accept Karrie Cook’s resignation (2 week notice) that was given Dec 30 2013.(Friday Jan 10 2014 is her last day) 

     Seconded: by  Sharon Hordy

     Carried

Motion: (by Emily Bain) To respond to the owner of E6 advising that the Strata Council has complied with the  requirements of  Section 43 of the Strata Property Act and has advised the petitioners through the minutes that the petition was nullified.

  Seconded:  by Sharon Hordy

  Carried

                                                                              

  6.  Old Business:  None

7.  New Business:

      Motion:  (by Emily Bain) To approve hiring C.D. Wilson Law Corp.  for legal advice in respect to the ‘petition’.

      Seconded:  (by Beth Beeson)

      Carried

Motion: (by Sharon Hordy) To have C.D. Wilson Law Corp. vet  the current bylaws of the Strrta Corp. for compliance with  the Strata Property Act.

   Seconded:  by Beth Beeson

   Carried

 Hiring of Office Manager:  Date to be determined.

Motion:  (by Emily Bain) To request copies of cheques from Accountant  providing advances/loans or documentation of loans  to  Claude DesRoaches in 2007 and 2008 in the amount of $1500 apiece.

Seconded:  by Beth Beeson

Carried

Motion:  (by Emily Bain)  To contact the Roofing Company(s) that did the roofing for Alpine Strata over the past  years to   obtain copies of invoices and payments received.

Seconded: by Beth Beeson

Carried

8.  In Camera: 8:30 PM

9.  Next Meeting: Thursday, January 16^th  2014

10.  Meeting termination time: 9:30 PM

Letter to Owners

January 2 / 2014

Alpine Strata Council Letter to Owners

Happy New Year to Everyone at Alpine Village!

Since being elected to Strata Council on Nov20th/2013 at the Annual General Meeting, we have been very busy. Our first order of business was to elect from amongst ourselves a President, Vice President, Treasurer and Secretary. Of the five persons who were elected, only three persons made themselves available to stand for those positions.  In accordance with the Strata Property Act, we elected Derek Fullerton as President; Beth Beeson as Vice-President and Treasurer and Sharon Hordy as Secretary. Peter Schut and Kerry Godwin were ‘Directors at Large’ until Peter resigned from Council on Dec 9^th and on Dec 19 Kerry Godwin was excused from participating on Council. Also on Dec 19^th, homeowner Emily Bain was appointed to Council.

Our next order of business was to meet with the bank and arrange for us to have signing authority so that Alpine Village employees and bills could be paid. With that important task accomplished, we secured the Strata Office by changing the locks, alarm code, and all computer files and emails were backed up and an Administrator password was set on the office computer.

We directed the Accountant, Shahid Admed, to prepare the 2013 Financial Report and that has also been accomplished. At this time, we are preparing the 2013/2014 Budget and Contingency Reserve Statement.

We have reviewed the Oct 2013-Sept 2014 DEPRECIATION REPORT that was prepared by NLD Consulting Reserve Fund Advisors and we want to make that report available to every owner. “A Depreciation Report is a financial document which provides the basis for funding major repairs and replacements of the common elements and assets of the corporation”.  As the report is lengthy and is written using coloured font, it would be cost prohibitive to print and mail it. For all owners who have not already done so, please provide our office with your email address and we will send you the Draft Report. We are in the process of calling every owner that we do not have an email address for. Please call us or we will call you because it is very important that EVERY OWNER reads and understands the Report as it directly identifies the major repairs and replacements, funding and Special Assessments for Alpine Village. The Report clearly defines cash flow tables for Full Funding, Adequate Funding, and Minimum Funding models. The estimated Reserve Fund Deficiency is (negative) -$3,258,00.00  and the deficiency/contribution quotient is 77.9

Quoting directly from the Report: “This quotient is not the number of years before the reserve fund is fully funded; though highly unlikely, the DCQ technically represents the number of current annual contributions that would eliminate the deficiency and fully fund the reserves. Practically, it is a stable measurement of the relative size of your contributions compared to your “debt”. A strata corporation that is making progress towards reducing their reserve fund deficiency will see their DCQ decrease, though their deficiency may in fact still be increasing. A strata corporation that is fully funded has a DCQ of zero. As a rule of thumb, A DCQ above 40 is indicative of a strata that has not prioritized reserve fund contributions - though it is still possible that they proactively maintain their building through different funding methods. A DCQ between 15 and 40 is normal for stratas that have started to seriously consider their reserve fund within the last handful of years. It is also normal for stratas that haven’t had much time to accumulate a deficiency. We consider any DCQ under 10 to be relatively stable, though it is still possible to incur a special assessment with a low DCQ”…….They conclude, “The reserve fund contribution should be increased to $60,000 per annum in the year Oct 2014-Sept 2015 and thereafter by the amounts detailed in the “Cash Flow Table” each subsequent year, in order to achieve a funding plan which best aligns with the goals of the corporation”. The report notes “(the) current budgeted Reserve Fund Contribution is $37,803.00 …….(the) opening balance is $267,238.00 ”  (*1)

We have been your elected Strata Council for a very brief time and already we have attended to some very serious business that we would like to highlight for you to be aware of:

-On Nov 25^th, at 4:51 PM, our Office Manager tendered her resignation effective Dec 20^th.

-Also on Nov 25^th at 7:00 PM, we held our very first Strata Council meeting. Helen DeGroot (an employee of Licar Strata Management) was present as a guest to assist us with our first Council meeting.

-On Thursday, Dec 5^th, we ran an employment ad in the Citizen newspaper seeking a professionally trained Office Manager/Executive Secretary.

-On Dec 6^th, we agreed to reschedule our scheduled Strata Council Meeting to Dec 19^th due to our President, Derek Fullerton being required to be at the hospital. His friend was tragically injured.

-On Dec 9th Peter Schut resigned from Council.

-On Dec 10^th we received a petition from owners holding 20% of the votes in Alpine Village. The purpose of the meeting, according to the petition, was to elect a new council.

-On Dec 14^th, we held an Emergency Council meeting to accept the proposal against council for the Special General Meeting and we planned to send out the notice for the SGM on Jan 3 2014 and the meeting was to be held on January 29^th at 7PM.

-Also at the Dec 14^th Emergency Council Meeting, we accepted Office Manager, Karrie Cookhouse’s verbal agreement to remain as office manager until a suitable replacement can be found.

-As soon as was possible, we contacted C.D. Wilson and Associates for legal advice. The response from Cora D. Wilson Law Corporation was, “Since the Demand fails to strictly comply with the provisions of the Act, the Demand is a nullity. The Strata Corporation is not under any legal obligation to call a Special General Meeting in these circumstances.”

We have advised the petitioners that their petition is not valid and that the notice for an SGM will not be issued.

We also want you to know this: We take our jobs as your Elected Strata Council very seriously. We have NEVER contravened any part of the Strata Property Act or the regulations that apply. We are working for you. We are home owners at Alpine Village, and, like yourselves, we care about the management of Alpine Village. At the AGM, we were elected to Council because we said that we were willing and able to try to make Alpine Village a better place to live. We understand business, safety, and regulations. We are fully capable to continue to represent you. Please give us a chance to do our jobs! We were only on the job a few weeks and some owners were calling for an SGM because they said “Council has conducted themselves outside the provision of the BC Strata Act, not just once but time and time again.”, yet they were unable to name a specific instance or any infraction...  

We may be new to Council but we are not inexperienced. We may be new to Council but we agree that we want to remain being your Council and we want to continue to keep doing what we  believe is the right thing to do and this is -  working for you.  Please give us a chance and when you are called to vote, try to be present to hear for yourself what we have to say. If you just give your proxy away to someone, you might never know what has been said and what has been done and how do you know if your interests are truly being served? If you have given your proxy to someone, do you know if it was for a one-time vote or was it for an entire year? If you want to rescind your proxy, you can contact the Strata Office by email: alpinevillagestrata@gmail.com or send a fax to the office at 250-562-1122, and state who you gave your proxy to and that you want to rescind it.

At the AGM that was held on Nov 20^th/2013, we were instructed to lay out a Budget for the Contingency Reserve Fund, have our Accounting Firm prepare the Financials in accordance with Strata law, hire a professional office manager, to hire professionally for contracting and networking, to have our alleyways cleaned so that they are free of dangerous debris, and to have better communication with owners and Strata utilizing technology: Blog and emails. On your behalf, we have been working on all of this and more. To keep yourselves informed of everything that we have been working on and for the latest info, please read the Blog at  http://alpine-village.blogspot.ca/

Now that the Financial Statement for the year ending Sept 30 2013 has been  completed, we will be preparing the Statement of Entitlement, the 2013/2014 Budget and the  2013/2014 Contingency Reserve Statement. Once that work has been done we will be calling a Special General Meeting to present everything to you and then you can determine what is important and what needs to be done and YOU can decide.

  

We welcome all constructive ideas, comments and concerns at any time, and we welcome your help and encourage your attendance at Council Meetings.

Thank-you for your consideration, 

Alpine Strata Council: Derek Fullerton; Beth Beeson; Sharon Hordy and Emily Bain.

(*1)Permission was given by NLD Consulting to reproduce the Depreciation Report in whole or in part for the legitimate purposes of providing information to the strata council, unit holders and others, who have an interest in the project.

Meeting Minutes December 30, 2013

Alpine Village Strata – EMERGENCY - Council Meeting

PGS # 173

We the Council have agreed to waive the 7 days posted notice for Council Meeting so that we can attend to the important business that has come before us.

Present:  Derek Fullerton; Beth Beeson ; Sharon Hordy

Regrets: Emily Bain ( out of town for the holidays)

Motion: (by Beth Beeson) To instruct Karrie Cookhouse, Alpine Village Office Manager, to inform the ‘petitioners’ that  the petition is a “nullity”, according to lawyer C.D. Wilson Law Corporation,  and that the SGM will not go ahead on Jan 29^th 2014

Seconded: by Sharon Hordy

Carried

Solution: We instructed Karrie to notify each ‘petitioner’ immediately.

Motion: (by Derek Fullerton) To write a letter to all owners informing them of our progress to date and the work that we have been attending to.

Seconded: by Sharon Hordy

Carried

Solution: Council to draft a letter that is accurate and informative and distribute to all owners as soon as possible.

Motion: (By Beth Beeson) To save on postage costs, we need to update the email list of owners and to call each owner by phone, if necessary, to obtain their email address, AND to include a letter in every mail-out asking for owner’s email addresses.

Seconded: By Sharon Hordy

Carried

Motion: (by Sharon Hordy) To inform all owners that meeting minutes are now posted in the Strata Office and there are copies of all meeting minutes available for take-away.

Seconded: by Beth Beeson

Carried

Next Council Meeting January 3^rd 2014 at 7:00 PM

Meeting adjourned at 3:30 PM

Meeting Minutes December 19, 2013

December 19 / 2013

Alpine Village Strata Council Meeting

PGS # 173

Present: Derek Fullerton ; Beth Beeson ; Sharon Hordy

Regrets: Kerry Godwin

Home Owner: Emily Bain

Guest: Helen DeGroot (Licar Management Group)

Call to Order: At 7:05 PM

Discussion:  A  Licar staff has been requested to provide guidance to the Strata Council with respect to the Strata Property Act and Regulations and how to proceed in accordance with the Act.  The Licar  staff was requested to assist with preparation of the wording for an ad for an office manager and to assist in preparation for interviewing prospective candidates.  The Licar staff has not voting rights nor will the Licar staff exhibit any influence to Council beyond advising what is an acceptable level of education and experience for the office manager position.

Motion: (by Beth Beeson) To appoint Emily Bain as Council Member

Seconded : by Sharon Hordy

Carried

Motion: (by Beth Beeson) To approach   Strata/Property Management companies: Licar; Pace; Majestic; Gateway and Max-Save regarding consulting services.

Seconded: by Sharon Hordy

Carried

Solution: We will contact each company for quotes for their consultation services.

Motion: (by Emily Bain) To excuse Kerry Godwin from participating on Council

Seconded: by Beth Beeson

Carried

Motion: (by Emily Bain) To hire Ahmed & Co to prepare 2013/2014 Budget and Contingency Reserve Statement.

Seconded: by Sharon Hordy

Carried

In Reference to the Motion from the AGM to send a letter to all owners regarding their own insurance to cover deductible, Council strongly recommends all owners and tenants to inquire with their insurance provider.

Motion: (by Beth Beeson) For Council to meet with our Insurance Company to familiarize ourselves with our Strata Corp coverage.

Seconded: by Sharon Hordy

Carried

Motion: ( by Derek Fullerton) To meet with our Strata Maintenance employee, Mike, to familiarize ourselves with his duties and work schedule and to follow up, with respects to  the Motion from the AGM (that was Carried), to have the alley-ways cleaned.

Seconded: by Emily Bain

Carried

Motion: (by Beth Beeson) To instruct our Office manager, Karrie Cookhouse, to provide an update on outstanding accounts receivables.

Seconded: by Derek Fullerton

Carried

Next Council Meeting on Friday Jan 3^rd / 2014   at 7PM

Meeting adjourned at 10:12 PM

Meeting Minutes December 14, 2013

 ALPINE STRATA - PGS#173

                          Emergency  Strata Council Meeting

                                                December  14  2013

We the Council have agreed to wave the 7 days posted notice for Council Meeting so that we can attend to the important business that has come before us.

Present:  Derek Fullerton; Beth Beeson ; Sharon Hordy

Motion: (by Beth Beeson) To accept the resignation of Peter Schut

Seconded: by Derek Fullerton

Carried

Motion: (by Derek Fullerton) To accept the proposal against Council for the Special General Meeting and we will be sending it out January 3^rd. The SGM meeting date will be Wednesday January 29^th at 7:00 PM.

Seconded: by Beth Beeson

Carried

Motion: (by Derek Fullerton) To disable Blog comments because the Blog is for information purposes, not discussion.

Seconded: by Sharon Hordy

Carried

Motion: (by Beth Beeson) To accept Karrie Cookhouse’s verbal agreement to rescind her resignation of the position Office Manager until a suitable replacement can be found.

Seconded: by Sharon Hordy

Carried

Meeting Adjourned at 11:55 am

Next Council Meeting is as previously scheduled, Thursday Dec 19^th 7:00 PM

Meeting Minutes December 6, 2013

                     ALPINE STRATA - PGS#173

                         Strata Council Meeting

                                    Dec  6  2013

Present:  Beth Beeson ; Sharon Hordy ; Peter Schut (via telephone call at 7:15 PM)

Regrets: Derek Fullerton

Motion: (by Beth Beeson) To reschedule the meeting to Thursday 19^th as Derek Fullerton is absent due to a friend`s tragic medical emergency and Derek is needed at the hospital.

Seconded: by Peter Schut

Carried

Next Strata Council meeting: Thursday Dec 19^th at 7:00 PM

Meeting adjourned at 7:20 PM

Meeting Minutes November 25, 2013

                     ALPINE STRATA - PGS#173

                         Strata Council Meeting

                                  Nov 25 / 2013

Present: Derek Fullerton ; Beth Beeson ; Sharon Hordy ; Helen DeGroot (LICAR Management Group)

Regrets: Peter Schut

Regrets: Kerry Godwin

Duties for Council:

President: Sets the Agenda and Meeting dates (for AGM, Special General Meeting, and Council Meetings).

Meeting Notice goes out to Council 7 days prior to Meeting and is posted in the Office.

Vice-President: Stand-in when President is not available to chair the meeting.

Secretary: Records minutes of Council Meetings and post the minutes in the office and on the Blog.

 Non-resident owners get a copy sent and/or emailed to them.

Treasurer: Reviews financial records and reports to Council.

Motion: (by Beth Beeson) To nominate Derek Fullerton for President.

Seconded: by Sharon Hordy

Carried

Motion: (by Sharon Hordy) To nominate Beth Beeson for Vice-President and Treasurer.

Seconded: by Derek Fullerton

Carried

Motion: (by Beth Beeson)To nominate Sharon Hordy for Secretary.

Seconded: by Derek Fullerton

Carried

Peter Schut and Kerry Godwin are Directors at Large

Motion: (by Beth Beeson) To instruct the Accountant to prepare the Financial Statement for the year ended Sept 30/2013 in compliance with the Strata Property Act.

Seconded: by Sharon Hordy

Carried

Motion: (by Beth Beeson) When we get the Financial Statements from the Accountant, call a Special General Meeting to approve them and to approve the Contingency Reserve Statement.

Seconded: by Sharon Hordy

Carried

Motion: (by Beth Beeson) To remove the names of the previous signing authorities: Dan Veller; Sherry Powney; Dave Henderson and Lorna Bihori,  AND  name three signing authorities for the Bank: Derek Fullerton; Beth Beeson and Sharon Hordy,   ANY TWO of the three to sign, and they are: Derek Fullerton, Beth Beeson and Sharon Hordy.

Seconded: by Sharon Hordy

Carried

Motion: (by Beth Beeson) To Accept the resignation of Karrie Cookhouse, Office Manager.

Seconded: by Derek Fullerton

Carried

Motion: (by Beth Beeson) To advertise for an Executive Secretary for the Strata Corporation.

Seconded: by Derek Fullerton

Carried

Next Council Meeting: Friday Dec 6^th / 2013  at 7:00 PM

Meeting Adjourned: at 9:10 PM