Meeting Minutes October 5th, 2014

AGENDA FOR ALPINE STRATA PGS 173  

Meeting held October 5^th, 2014                   

Present: Barton Hobson, Shawn Stubbs. Franci Meerholz, Laurie Meerholz

Regrets: Derek Fullerton, Sharon Hordy

 

1.  Call to order time:    10:05 AM     Suggested break time: n/a

2.  Additions to Agenda: None

·         Income  $90, 045.76 as of Sept 30^th, 2014

·         Loss   

 

3.  Approve Agenda     

4.  Approve Minutes Last meeting  

5.  Correspondence (from owners or others)

·         Acknowledgement of receipt of correspondence from owners/tenants

In the process of being added to the managers’ report. Will be available at the SGM   

6.  In Camera (those items which cannot be discussed if owners are present) ;

Arrears:  $10,617.20 as of October 15, 2014.

                Ongoing criminal activity with no police attendance or cooperation;

Ø  Very serious event regarding Police attendance: no one came forward with information to police. No action is possible

Ø  Other events needing police attendance have been reported. Very poor responses from police regarding information. Need court orders to release information.

Complaints received in letters SL 092, SL 080, SL 075, 084, SL 186, SL 055, SL 071, SL 070, SL 049, SL 053, SL 018, SL 019, SL 186, SL 187

Ø  parking is a problem in some units as occupants using more than their own space; parking behind other vehicles. Solution: letter to occupants and landlords/owners

Ø  furniture left in front of unit for a week. Solution: letter to occupant and owner/landlord

Ø  Ongoing disputes between neighbors. Solution to involve landlord/owner. Need more information on case files.

Ø  Ongoing dispute between neighbors regarding vandalism and stealing mailing. Solution to involve landlord/owner.

Ø  Ongoing vandalism from children who do not live in the complex. Solution was to give names of alleged children for police to investigate. A recommendation of a trespassing warrant to be written by council.

Requests received in letters:

 

SL 119 requests a list of homeowner names. Council requested it in writing and was received October 7^th, 2014. 2 weeks is required by council for the list to be given available.

7.  Old business: 

Amend prior motions?

Ø  Reminder that refunds are available at office for anyone who paid for dumpster keys.

 

Ø  Discussed the workmanship off the new Maintenance staff and happy on the work he has been doing. There is a lot of work to be done before winter and we would appreciate the cooperation of all so he can do his best work in a timely fashion.

Ø  A walk through of the complex to point out any problems was done. Having Andrew fix the gutters that are too close to the back yards or basements of units. Andrew suggested we use PVC pipe in the ones that sit on the ground so if the kids crush them they will still have shape to them. These green bag type things will be removed as it makes the place look grungy.

8.  New Business:

Maintenance man Mike has retired from Alpine Village. Thank you Mike for a job well done. Good luck in all future endeavors. Summer help has finished. We will miss all the activity here making this a better home.

New maintenance man has been hired. Please welcome Andrew to the Village. He is an apprentice carpenter and his workmanship is excellent and thorough. Progress was seen immediately.  Thank you for that, Andrew.

To call SGM for November 21st. Room is booked for large attendance. Will have guest speakers to help explain:

Ø  New insurance requirements

Ø  Vetted bylaws that need to be voted on

Ø  Building envelope condition

Ø  Financial implications

Ø  Electrical issues in the complex

·         Discussed bylaw amendments to be voted on at the AGM

·         Council would like the manager (in the office of Alpine Village PGS 173) to record any discussion between themselves and any disruptive person for council to review at a later date. The manager will make them aware that they will be recorded and if they refuse, a complaint form will be given so they can put their discussion in writing to be sent to council.

·         Council would like to present 3 sealed quotes to upgrade the lighting in the complex. A suggestion of putting in solar panels and bigger lights would help make this complex a little bit safer. Franci would like to include her company as the 3^rd quote which is why all quotes will be sealed and brought to the SGM so there is no upper hand in the bidding.

We will look into possible grants to offset cost.

9.  Maintenance

Ø  Report from Office Manager:

v  Have found outside electrical sheds are being heated by closest unit via ducting. This is unnecessary/wrong and should be amended. Heating ducts to these sheds can and will be discontinued by stopping vents at each shed by Council. At the time of this writing this has been completed.

v  Laurie will put together an report on all arrears collected since new council has been on.

v  Have found some lighting is being powered from closest unit. This is unnecessary/wrong and should be amended. Council will get quotes to remedy. As Meerholz may bid on work Franci will not be voting on results.

v  Laurie contacted BC Hydro about getting meters in the sheds that Alpine will pay for to power the camera’s in the complex. The current plugs are only meant for small jobs. Our only option is to wire new plugs and connect to the two meters we have on site. A quote from 3 electrical companies will be presented at the SGM.

Ø  Report from building envelope specialist:

·         Representative will attend SGM to help explain current condition and remedies including cost estimates.

Ø  Insurance claims and coverage:

·         New insurance requirements speak of upgrading units from 60 amp to 100 amp. Representative from insurance company will be at SGM to help explain.

Ø  Memo to all Owners:

·         The safety of staff is very important to Alpine Village Strata and we would like to remind owners and tenants that we will take any harassment or threats very seriously. It has been noted that in the past our staff has been stalked and even received phone calls at home taunting them. Staff also would avoid areas of the complex because they felt threatened and unsafe which is very unacceptable. We personally think this is very childish and unnecessary and we would like this to be a harassment free environment to work in. If any of this continues we will report and make note of these events.

Your cooperation on this matter would be greatly appreciated and will make this place a better area to work in.

 

10.  Next meeting:  TBA. SGM/AGM to be held soon. Please attend

11.  Meeting termination time: 1:15pm

 

 

 

 

Council Meeting Minutes August 13, 2014

August  13, 2014

ALPINE STRATA Council Meeting                     

PGS #173

Present: Derek Fullerton, Sharon Hordy, Barton Hobson, Shawn Stubbs. Regrets: Franci Meerholz,

1.  Call to order time:       8:55 pm                 

2.  Additions to Agenda:

 Notification;

 That Beth Beeson has resigned from Council.

Shawn Stubbs has joined us as new member of council. Please welcome him to the Village.

Laurie Meerholz has joined us as office manager.

As per Derek Fullerton; Laurie Meerholz was brought in as Manager by a vote from Council not including Franci Meerholz

Please welcome her to Alpine Village.  Please address to her your office correspondence(s).

 

Council wishes to apologize for lack of minutes lately. They were in the hands of a retired council member and have yet to be retrieved.  Meetings were held in all months this year.  The reporting of a lot of hard work is missing.

 

REPORTS:

·         -Balance owed to Strata July 30, 2014, $14,834.77

·         -Balance owing to Strata Aug 31, 2014, $8,576.12

 

3.  Approve Agenda      Sharon Hordy sec. Shawn Stubbs; Carried

 

4.  Approve Minutes Last meeting    Sharon Hordy sec. Bart Hobson; Carried

 

5.  Correspondence (from owners or others)

·         Motion by Sharon Hordy for acknowledgement of receipt of correspondence from owners/tenants

·          Seconded by Derek  Fullerton

    

6.  In Camera (those items which cannot be discussed if owners are present) ;

 

Ø  Very serious events regarding Police attendance : eviction is needed.  Letters sent to owner/ manager.

Ø  Sharon has been in contact with police regarding coping/ dealing with this/ support for tenants

Ø  Derek has been trying to get a solution with Detective Anderson RCMP in regard to immediate notification to Council or Office of arrests for violent or dangerous behavior so we can deal with situation ASAP, including above. Very poor response. Solution Move on to superior officer and contact Community Policing

Ø  Still trying to get meeting with RCMP regarding coping with activities in Village. Solution Move on to superior officer and contact Community Policing

Ø  Complaint regarding public drunkenness in lot #075 is ongoing. Solution: warning letter sent

Ø  Complaint regarding smell of Marijuana coming from same unit. Solution: same. Owner promises eviction.

Ø  Complaint regarding children playing outside unsupervised until after 1 AM. Need more info. Please call social services when you see this happening.

Ø   Complaint regarding dumping of beds into bins. License plate recorded on film. Solution: on going

 

Ø  Complaint regarding fine and peaks falling off. Complaint refers to old council having recognized this (condition of peaks over entry ways) as a hazard.

Solution: situation need to be readdressed. Work is and has been going on in this area for months.  Have found some tenants using roof tops (peaks) and entrance covers for sitting, socializing as groups, involving drinking. Notices will be given.

*This silly behavior, and causing dangerous stresses on building. Please call Liquor Control Board @1 866 209 2111 when unruly drinking is seen. We need your help.

Ø  Complaint regarding loud, off leash dog. Solution: called to find out who's dog.

Need this to deal with it from Council. Please call City Bylaws Services when you see this. 250 961 1109 or 250 561 7622. This is very difficult to deal with after the fact. Please keep all pets on a leash as per bylaws so we can share the space, and keep the peace.

Ø  Complaint regarding Alpine Village children fighting as gangs on regular basis. Solution: call to find out who's children involved. Need this to get Police help or social services help. Solution: call social services immediately please. We need your help. Very difficult to deal with this after the fact.

 

Requests received in letters

 

·         Request for communication from lot#098,213,187 Resolution: Derek called him and resolved

·         Request for hearing from Lot #A82 (Unit does not exist) to discuss fine over dangerous tenant Solution: allow hearing

 

7.  Old business:

 

Amend prior motions?

: Request for ok to do improvements with gas line for fireplace and bbq Lot # 075 includes common property;

solution: this was misread in minutes of that month. BBQ in rear of building does not affect common property. Notice will be sent to owner.

Ø  Regarding camera found to be out of focus/ adjustment:

             solution: Derek has looked into this, had people show up to analyze/troubleshoot that know older equipment

 They suggested cleaning of cameras and re-aiming of existing ones, to create better plan of views, to name views for easier ID . Plan in progress. Many models of cheaper ones but all have limited memory. Memory needed to deal with recall for Police inquiries. Search continues/need to tie into lighting plan. More quotes needed.

Ø  Keys for bins; is this working out? Not at all. Response not positive.  Solution; Vote on dropping key thing altogether. Still have people from off complex using bins?

Motion to drop key requirement for garbage bins by Bart Hobson,  Seconded by Derek Fullerton. Carried

Ø  Waste Management contract cancellation and new contract with All-Points needs resolution. Solution: Shawn looking into this, ongoing talks with vendors. Office is involved.

Ø  Flagship term as office management was terminated by them after request for time capture. Discussion on dealing with this. Job poorly done, files misplaced. Solution: take inventory of costs related to repair issues/ continue talks.

Ø  Fencing project; reseeding or sod, replacing soil ; obligations from last councils memo(s) regarding project completion. Still sorting out where we are from quit council member Beth Beeson

               Solution: table fencing project for SGM

Ø  Scoping of all sewers in complex; very expensive but alleviates concern of diligence; solution: table at SGM

Did A drive. Found maintenance has been poor. Need updated schedule and continue effective maintenance       plan

 

 

8.  New Business:

 

Ø  Lighting of complex; replace lighting fixtures, add larger spotlights; updates; solution: Bart to get quotes for Solar powered lights for now on poorly lit areas.

Ø  lighting of garbage cans after sure they are in right spots ; Solution: quotes after locations are agreed to be an improvement. Solar powered lights for now to assess performance. Tie in with Garbage contract/ bin locations

Ø  Have recently been finding used needles on grounds. Solution: Please call the City if needles are found. Call (250 561 7600)  and explain where they are and Hazardous Waste people from the City will send someone out. Needle Exchange promised to drop off a sharps container to Derek at home and offer more insight. Talked to insurance people. More visibility in area was discussed.

Ø  Response to keys for garbage bins was poor. On the bright side, less people from off complex using bins. Mixed result. Solution: drop key requirement. Refund will be as per usage at office. Letter regarding this will follow. Amendment: Finding usage of garbage bins by offsite people, even after "large bin day", is heading back to old patterns.

Ø  Stucco job will be inspected and used as learning experience. Hopefully work was adequate and stands up. Search for quotes for follow up has begun.

Ø  City is involved for ideas involving better lighting for complex perimeter.  Nudge is needed as some places have been dark for a while. Shawn to call City regarding this. Office will follow up.

Ø  Insurance claims and coverage: New coverage in place. Short term payment plan to save interest

Ø  Worked with Flagship to train new office person to get professional person trained. They quit after being asked about hours of work. Now training new person for position. She will start full time August.

 

Ø  Council member Beth Beeson has resigned from council. Thank you, Beth , for your hard work and long hours. Fencing contract and garbage contract will be taken up by existing council. Flagship contract resolution ongoing.

Ø  Still waiting for minutes from June, July. Nothing from Beth regarding this. She has the originals.

Ø  Welcome to council Shawn Stubbs, owner in Alpine Village.

Ø  Welcome to the position of Office Manager Laurie Meerholz.

 

9.  Maintenance

Ø  Report from Office Manager

Ø  Plantings and vegetation planned, some already done, work lined up involving new hires.

Ø  scraping of siding and repairs planned, work lined up involving new hires

Ø  Stucco jobs underway.

 

 

10.  Next meeting:  TBA

 

11.  Meeting termination time:  10:40 PM

Property Management firm fined maximum penalty by courts for negligence

http://www.cbc.ca/news/canada/british-columbia/property-management-firm-forced-to-pay-25k-after-b-c-man-s-home-trashed-by-tenant-1.2682358?cmp=rss

Council Meeting Minutes May 14, 2014

May 14th 2014

ALPINE STRATA  Council # 173

Meeting Minutes

Present: Derek Fullerton, Beth Beeson, Sharon Hordy, Franci Meerholz ( via conference call)

Regrets: Bart Hobson

1.  Call to order time:    5:55PM                      suggested break time: 6:40 PM

2.  Additions to Agenda:

    - Equipment Rental from Gary Gudmundson  ( New Business)

·         Income: Recovered $8695.64 in unpaid strata fees from Strata lot # 77

3.  Approve Agenda: Approved

4.  Motion: by Sharon Hordy to Approve Minutes last Meeting April 16 2014

     Seconded: by Franci Meerholz

     Carried

5. Correspondence:

-Very serious events requiring Police attendance at Strata lot # 137. Disturbances of very serious nature has  been going on for over a month. Strata office has received many complaint letters from residents regarding this unit.

- Letter from Strata Lot # 38, requesting permission to install a window style front door.

  Not approved by Council

-Letter from Strata Lot #75, requesting permission to do improvements with gas line for fireplace and outdoor BBQ which would impact common property.

Not approved by Council

 Motion: by Sharon Hordy to acknowledge receipt of correspondence

      Seconded: by Franci Merholz

      Carried

    

6.  Maintenance:

•Report from Office Manager:

  Financials as of April 30/2014

 Operating Fund ( +140,289.12) ; Contingency Fund ( +270,910.62); Accounts Receivables ( -$8,101.38)

Motion: by Beth Beeson to approve Office Manager and Maintenance Report.

Seconded: by Sharon Hordy

Carried

•Sweeping and line painting, pot-hole patching. Quotes are in. Contract verified.

  Sweeping was  done May 7^th…. Strata not satisfied with the sweeping that was done on May 7^th.

 Re-sweeping was lined up for May 14^th. Unfortunately, the sweeper, Rock-Tech decided to reschedule. Date TBD.

•Plantings and vegetation planned. Work lined up involving new hires

•Scraping of siding and repairs planned. Work lined up involving new hires

7.  Old Business: 

·         A camera found to be out of focus/ adjustment while investigating theft. Need someone qualified to work on older equipment to look at this. Derek has looked into this and can have qualified technician  analyze/troubleshoot the  defective camera.

·         Discussed budget

·         Fencing project: Requires reseeding or sod and replacing soil. Beth to contact Superior Link Fencing to have them fill-in the gaps under the new fences that resulted when the snow melted. ( Fences were constructed during the winter)

·         Water leak in Strata Lot # 143 was addressed ASAP as was ongoing. Neighbor was contacted and plumber was called in April 22 to assess. Plumber did not find any leaks. Strata called in a Roofer to assess roof and he found it to be in good shape. Derek has sent a Letter to owner advising what the results of the inspections done by the plumber and roofer were. Derek has requested owner of SL#143 to reimburse Strata for the plumbing costs.

·         We have one quote for the scoping of the sewers. Require another quote to take to SGM for discussion and approval.

·         Beth investigating insurance renewal options with Co-operators Insurance. Franci obtaining quote from Barton.

·         Franci had arranged for a football team to do clean-up on this site for a donation to their team. Since the recent violent activity at the complex, their coach and parents have disallowed the offer. 

·         Get Working for Youth project: Alpine to apply and be accepted as project before we can hire grounds keeper and helper for Mike.  Franci setting this up. Have good responses and prospects.

·          Update: We have received a grant for $2800 towards hiring one new employee.

8.  New Business:

·         New bylaw infractions noted on walk around by Council on Sunday.

Motion: by Franci Meerholz  to  instruct Office Manager to send out infraction letters to owners for by-law infractions.

Seconded: by Beth Beeson

Carried

·         Lighting of complex requires replacement of lighting fixtures and adding  larger spotlights.

Bart and Mike to identify some dark areas and test-trial some new LED c/w photocell light fixtures.

 Bart to get quotes on new fixtures once quantity has been determined.

·         Lighting of areas around garbage bins once we are  sure that the bins are in the right spots.

·         City and BC Hydro can offer ideas involving better lighting for complex perimeter. Bart to investigate.

·         Motion:  by Beth Beeson, to include  Bart Hobson for signing authority at the bank AND any two of the five to sign and they are: Derek Fullerton; Beth Beeson; Sharon Hordy; Franci Meerholz;  and Bart Hobson

Seconded: by Derek Fullerton

Carried

·         Motion by Beth Beeson, to accept Phyllis Thorkelson’s resignation letter of May 9^th 2014

Seconded: by Derek Fullerton

Carried

·         To do: Advertise for  new office manager. Consider proposal from Flagship Accounting

·         Motion: by Beth Beeson to approving hiring of construction workers, grounds keeper and helper

Seconded by Franci Meerholz

Carried

10.  Next Meeting:  to be determined

11.  Meeting termination time: 8:00 PM

April 16th 2014

Alpine Strata Council #173

Meeting Minutes

Present: Beth Beeson, Sharon Hordy, Franci Meerholz, Derek Fullerton,

 PhyllisThorkelson (office manager),

Regrets: Bart Hobson

1.  Call  to  order  time:  5:37 PM

2.  Additions to Agenda: None

3.  Motion: (by Franci Meerholz) to approve agenda.

     Seconded : by Derek Fullerton

     Carried

4.  Motion: (by Sharon Hordy) to approve Minutes of Last meeting March 26/2014.

     Seconded: by Franci Meerholz

     Carried

5. Motion: ( by Franci Meerholz) to acknowledge receipt of correspondence.

    Seconded: by Sharon Hordy

    Carried

6.  Old Business: 

·         Discuss proposed budget

·         Waste Management contracted null and void. Their bins to be removed from Alpine Strata property

·         All Points Waste Disposal is new provider with blue bins. Will lock bins along Strathcona and ‘H’ drive.

·         Notice to go out to residents and owners regarding $10 security deposit for key.

·         Scoping of all sewers in complex was a recommendation from Douglas Neimi ( Depreciation Report Nov 20, 2013). Instruct office Manager to obtain quotes to take to SGM, when it is called.

·         Fencing project along 20^th Ave:  replacing soil under fence line and reseeding is required. Instruct Office Manger to contact Superior Link Contracting to complete final tasks. No new fencing to be started until funds can be approved at SGM.

·         Water leak in unit has been an on-going problem: Derek Fullerton to investigate

8.  New Business:

·         Motion: (by Beth Beeson)  to increase Mike’s wages to $17.50 (effective Thursday April 17^th ) and when he supervises workers on site, his pay is to be increased to $20.00 per hour.

       Seconded: by Sharon Hordy

       Carried

·         Motion: (by Franci Meerholz) to  instruct office manager to send out fines to owners for by-law infractions

Seconded: by Sharon Hordy

Carried

·         Sweeping and line painting, pot hole patching: Continue to obtain quotes

·         Motion: (by Franci Meerholz) to hire a grounds keeper.

Seconded: by Sharon Hordy

Carried

·         Lighting of complex; replace lighting fixtures, add larger spotlights: Bart Hobson to investigate adding spotlights and replacing old fixtures.

·         New bylaw infractions noted on Strata Council walk around Sunday April 14/2014. Instruct Office Manager to send out infraction letters and issue fines where appropriate

9.  Maintenance and Office Manager Report:

·         Report from Office Manager:

-There are currently 45 owner occupied units and 194 rentals in the complex.

- Another request for ‘K’ forms to be sent out to owners and property managers

- Contingency Account balance at end of March $264,048.00

- Operating Account balance s oft March 14th $134,144.00

- Fencing and snow removal bills have been paid

- March Financials

Motion: (by Sharon Hordy) to accept March Financials

Seconded: by Franci Meerholz

Carried

Motion: (by Sharon Hordy) to accept Maintenance and Manager Reports

Seconded by Derek Fullerton

Carried

·         Council Walk around Strata complex on Sunday April 13^th : areas requiring repair have been noted.

·         Insurance claims and coverage: Franci Meerholz to check with Barton Insurance for quote as our insurance will be up for renewal in June and Co-operator’s has advised on a 30% increase.

·         Get Working for Youth project: Franci Meerholz to investigate grants for hiring young workers

10.  Next Meeting:  May 14^th / 2014 at 5:30 PM

11.  Meeting termination time: 7:30 PM