ALPINE VILLAGE STRATA

PGS173

COUNCIL MEETING 

AGENDA 

JANUARY 25, 2017

CALL TO ORDER: 5:37pm

ATTENDANCE:

Roberta	Glen	Bill
Gabby (via phone)	Desiree
ABSENT:
Anneliese

OLD BUSINESS

1.      Meet with 5^th member nominees

a.      Walter Babicz

                              i.      Has lived in Prince George for over 20 years, is renting his unit to a relative

                              ii.      Sees complex improvements as key to attracting more owner occupants and increased value of property

                              iii.      Would like to see more 1^st time and senior homeowners

                             iv.      Experience in real estate law and currently does rules of order on City Council

b.      Richard Kunka

                              i.      Has lived in the complex for three years

                              ii.      Has concerns about the complex and feels he could help

                              iii.      Over 25 years’ experience in real estate

                              iv.      Is good at analyzing group conversations and making group decisions

c.       Council Decision: Walter is the 5^th council member, with Richard to head a committee

d.      Council to look into amending bylaws to allow up to 7 council members

2.      Siding

a.      Financing

                              i.      Glen has been in discussion with several lenders:

1.       BMO, they state that having some monies collected already will help in securing financing. BMO requests reports on how many owners’ accounts are in arrears

2.      Integris

3.      CWB Financial, private lender that Glen hasn’t yet met with

                              ii.      Discussion regarding looking into the availability of grants to the complex

b.      Contractors

                              i.      There will be separate contractors for siding and windows/doors

                              ii.      Look at possibility of insulated siding

1.      Could cause mold issues

2.      Roberta to research insulated siding

                              iii.      Gabby and Bill to look at current soffits to estimate need for repair/replace

                              iv.      Desiree to create spreadsheet with window and door sizes per unit

3.      AGM Minutes for approval

a.      APPROVED

NEW BUSINESS

1.      Security cameras

a.      Recommendation from RCMP to add cameras at lower levels to catch license plates and faces, add higher quality cameras throughout, add more lighting

2.      Bill

a.      Propose solution for draining issues around complex

                              i.      Tabled to later date

b.      Dumpster lockup 10pm – 7am

                              i.      Approved for trial run. Send notice to complex, dumpsters will be locked over night for one month

3.      Desiree – proposals to catch up office

a.      Casual p/t employee

                               i.      Approved on condition

1.      Max of 40 hours @ $15/hr

4.      Set date for SGM

a.      Tabled to mid-February

5.      Water leak at D80-office and D81

a.      Break underground has been repaired

b.      Water lines between D80-office and D81 have been separated

c.       New hot water installed in D80

6.      Form K listing out of date

a.      Request updated forms from owners of rental units

ADJOURNED:  7:10pm

ALPINE VILLAGE STRATA

PGS173

COUNCIL MEETING 

MEETING MINUTES 

JANUARY 4, 2017

CALL TO ORDER: 5:33pm

ATTENDANCE:

Roberta	Glen	Bill
Anneliese	Gabby (via phone)	Desiree
Dan	Walter

GUEST SPEAKERS

      ·         Walter Babicz

o   Wanted to be brought up to date on issues, siding in particular

o   Only bought here because he was aware of the siding project, and urges for the project to go ahead for several reasons

§  Increased value

§  Easier to purchase

§  Research shows that minor kitchen repairs and siding are the leading reasons homeowners renovate

o   Would like to help the council and strata in any way possible

o   Put his name forward as 5^th council member

·         Dan Veller

o   Showed council emails proving legality of the strata fee increase for the siding.

o   Put his name forward as 5^th council member

OLD BUSINESS

1.      Elect positions

a.      President:                   Anneliese Paasch       

b.      Vice President:            Roberta Johnson        

c.       Secretary:                    Gabriel Tecson           

d.      Director:                      Glen Blair                   

e.                                                                             

2.      Discuss/Elect 5^th member

a.      Nominated

                               i.      Walter Babicz – E29 – to be interviewed by council

                               ii.      Richard Kunka – A79 – to be interviewed by council

3.      Why are ballot counts secret?

a.      Counts to be made available

4.      Siding – contractor

a.      We will get new quotes from three contractors with each of the following layouts:

                               i.      All vinyl

                               ii.      All Hardy plank

                               iii.      Vinyl siding with Hardy trim

b.      Contractors must have adequate WCB coverage and employee base to be efficient.

c.       Council discussed the merit of doing the siding in small sections as opposed to the whole complex at once. This would allow for small loans which could be paid off before the next section was started

d.      Also discussed, getting a line of credit instead of a loan, as we could get a smaller amount and pay it off with each section completed.

e.      Suggested to look into how to and the cost of changing the complex name and numbering

5.      Siding – Return fees or get new plan in place asap

a.      Letter to be sent to owners as a non-official poll

6.      Credit Card for office expenses

a.      Request limit increase

b.      As a name must be on the card, Desiree’s name as office manager will be on the card.

7.      Office needs new Computer

a.      New computer to be purchased from Premiere Computer Care

8.      Snow removal

a.      RockTech to be awarded the snow removal contract for this season

NEW BUSINESS

A.      Raise for Desiree

a.      Council to contact Desiree after they’ve discussed

B.      Ideas for other ways to clean up complex

a.      tabled

C.      Anneliese – discuss rentals in complex

a.      Will write letter to owners in regards to ways to ensure better type of tenants

D.      Updated council contact list

E.      Bill Thomason – introduce self to new council members

a.      Request table saw – Canadian tire, on sale $150 (reg $250)

                              i.      Approved for purchase

ANNUAL GENERAL MEETING

STRATA CORPORATION PGS173

“Alpine Village”

DECEMBER 17, 2016

2:00 PM @ Alpine Village Office

 MEETING MINUTES

Meeting called to order at 2:34 PM

Determine there is quorum
Need 159 in attendance in person or by proxy
            Quorum reached with total 166 in attendance, of which
            118 were by proxy, and 48 were in person

Elect a person to chair the meeting
            Motion by Dan Veller, Multi Unit, for ALICIA FITZPATRICK from LICAR to chair
            Seconded by Diana Tecson, Multi Unit
PASSED

Present to the meeting proof of notice or waiver of notice
PASSED

Approve Agenda
            Motion by Dan Veller, Multi-Unit
            Seconded by Elaine Nothstein, E6
PASSED

Approve the minutes from the Annual or Special General Meeting
            Motion by Elaine Nothstein, E6
            Seconded by Dan Veller, Multi Unit
PASSED – with provision from Roberta Johnson, A80, regarding majority vote on siding project as she believes it was not valid and would like the minutes amended.

Approve the operating income and expense account as at September 30, 2016
            Motion by Jody Fremlin, E25
            Seconded by Elain Nothstein, E6
DEFEATED – requests for better documentation of income and expenses by Greg Bosworth, Multi Unit.
            Motion to amend budget and balance sheets by Jody Fremlin, E25
            Seconded by Valerie Conklin, A10
PASSED

Confirmation that all siding monies collected are indeed in a separate trust account.

Approve the contingency reserve account statement as at September 30, 2016
            Motion by Dan Veller, Multi Unit
            Seconded by Gord Rapson, A46, and Jody Fremlin, E25
DEFEATED
            Motion to amend budgets and resend to all owners by Dan Veller, Multi Unit
            Seconded by Valerie Conklin, A10
PASSED

Deal with unfinished business this is for any business which was not complete last meeting

Valerie Conklin, A10, asked if we need to call a new meeting to approve the budget and contingency fund. Alicia conferred with Helen DeGroot at Licar before answering: No meeting needed.

Greg Bosworth, Multi Unit, stated he will bring it up at the next AGM about the siding.

Report on insurance coverage in accordance with Section 154 of the Act
            Insurance is approximately $93,000/year, with $8240 payable monthly.

Resolutions:

Retain surplus in operating – majority vote needed
      Motion by Dan Veller, Multi Unit
      Seconded by Elaine Nothstein, E6
Currently appear to have a deficit per current balance sheet
DEFEATED

Approve operating budget – majority vote needed
– Strata fee increase 15%

Roberta Johnson, A80: Siding expenses need to be removed from operating expense, siding monies collected and spent need to be reported separately in income statement

Greg Bosworth, Multi Unit:
Contingency Reserve account needs to be separated from the rest of the bank accounts.
Is the siding amount in the contingency fund contributions?
How has money accumulated in the contingency fund?

Motion by Jody Fremlin, E25
Seconded by Valerie Conklin, A10
DEFEATED – to be examined again after budget and balance sheets are properly broken down

Deal with unfinished business, including any matter about which notice has been given under Section 45 of the Strata Property Act.

General discussion about holding an SGM once the new council has had a chance to review the siding project and discuss the best options for the complex.

Election of Council
All five current members standing for council.
New Nominees:
                        Greg Bosworth
                                    Motion by Roberta Johnson
                                    Seconded by Sharon Hordy
                        Sharon Hordy
                                    Motion by Roberta Johnson
                                    Seconded by Rick Long
                        Robert Bingham
                                    Motion by Sharon Hordy
                                    Seconded by Shawn Stubbs
                        Anneliese Paasch
                                    Motion by Sharon Hordy
                                    Seconded by Dianna Tecson
                        Roberta Johnson
                                    Motion by Sharon Hordy
                                    Seconded by Jody Fremlin

Motion to nominate scrutineers

Scrutineers: Alicia Fitzpatrick, Dianna Tecson, and Chris Sandau
166 valid voter cards, 1 spoiled ballot due to proxy being assigned to two people
Scrutineers took 84 minutes to count votes, counted three times each.

New Council:

Anneliese Paasch

Gabby Tecson

Glen Blair

Roberta Johnson

5^th council member to be elected at a later time by council.

Motion to destroy ballots by Sherry Powney
Seconded by
PASSED

Meeting terminated at 5:30pm

Many apologies to all who look here for the meeting minutes and updates. I am just now figuring out how to use this blog. Please be patient, I will get all minutes since I've been here uploaded as soon as possible. -- Thanks, Desiree

Council Meeting: June 7^th, 2016

Present: Gord Rapson, Glen Blair, Dan Veller and Shaun Davis

Regrets: Gabby Tecson

 

Called to Order: 5:30pm

• Daryl (a tenant)had a discussion with council regarding a noisy neighbour
• Chris Cosariu, the new owner from F44 came in to meet the council members
• Art Meise (Essential Exterior Finishers) came to the meeting to discuss the siding project
   
  Old Business:

• 3 Dome Climbers were purchased for the playgrounds 3 @$190.38 each. $571.14
• Insurance renewal: The same insurance company as last year. Hub International –Barton Insurance
   
  New Business:
• Council has agreed to get a small Company Credit Card to be used in the office. $500.00 limit
• Pet Bylaws: it was agreed that the pet bylaws need to be addressed and put to a vote at the next AGM
• Wage increase for David, Bill and Phyllis-this will be addressed after staff evaluations have been completed.
• Roto Rooter-It was agreed to set up a scheduled maintenance for the problem sewer lines
• Letter to council-A letter was sent to council regarding a reimbursement for a front door. The answer was no. The doors are being replaced with the siding contract.
• Color choices for the siding project-it still has not been decided which colors to use
  Report from Office Manager:

• The GIC at the Scotia Bank-this needs to be held as security for the Electronic Funds Transfers from Owners
• Contingency Reserve Account balance-$334,175.32
• There are now only 2 undesirable units in the complex
• Watering the lawns-do we want to take the time and the wage to have the grounds watered in the common areas? Yes. This will begin in the hot weather
• Plumber- It was discussed that no call will be made to a plumber unless the owner or property manager sends a request in writing and agrees to pay the bill if the problem is internal.
• Tree beside A34-A35. There was a request to have this tree removed. It is dripping sap on the vehicles. The answer is yes.
   
  Next Council meeting to be held: July 5^th, 2016
   
  Meeting Adjourned: 7:30

Alpine Village Strata Corporation - PGS173

 

Special General Meeting

 

 

Sunday May 1^st, 2016,

 

The meeting was called to order 3:05 pm.

Certify Proxies and Corporate Representatives and Issue voting cards

•  Proxies were certified and voting cards were issued.

Determine Quorum and Call to Order

 

• Quorum was reached. There were 28 owners present and 125 by proxy. 153 votes. There were 2 spoiled ballots as the owner was not eligible to vote due to strata fee arrears. Total votes 151.

 Elect a Person to Chair the Meeting

 

• Gord Rapson moved to elect Helen DeGroot to chair the meeting. Dan Veller seconded the motion. All were in favor.

Proof of Notice of Meeting

• All present were in agreement that they had received notice of the meeting.

Approval of Agenda

• Gord Rapson moved to approve the agenda. Glen Blair seconded the motion. All were in favor.

 Approval of Minutes from the last SGM

• Elaine Nothstein moved to approve the minutes from the last SGM. Diana Tecson seconded the motion. All were in favor.

 Unfinished Business

• There was a small discussion as to hiring a Lawyer to draft the paperwork for the project to reside Alpine Village. No vote was taken.

 Resolution – to obtain ¾ votes for the building envelope

• Helen DeGroot requested a motion be made to amend the agenda to approve a majority vote for the resolution. Motion was made by Gord Rapson, Seconded by Lisa Jacques to approve the resolution by majority vote as the building envelope was identified in the depreciation report. All in favor. Carried. 

• Gord Rapson made a motion to have 2 attending home owners count the voting cards. Seconded by Sharon Hordy.
• The voting cards were counted by April James (home owner) and Bob Bingham (home owner) 153 total votes. YES-105
•    NO- 46

• The siding project for Alpine Village is to go ahead.

 

The meeting was adjourned at 3:35 pm

 

Council Meeting: May 3^rd, 2016

Called to Order: 5:31

Present: Dan Veller, Glen Blair, Gord Rapson, Shaun Davis

 

Guest: Art Meise-siding contractor: there was a discussion regarding start date, windows, doors and anything else to do with the project.

 

Old Business:

• Roofing-there was a discussion regarding the 5 roofs that still need to be replaced. One will be chosen later in the summer.
   
  New Business:

• GIC-discussion to turn over the Strata GIC at maturity date
• Playground Equipment-to purchase 3 Geo domes for the playgrounds. It was agreed to purchases them.
• Boot Allowance-it was agreed that each maintenance employee would get a reimbursement of  $100.00 3 months after purchasing the foot wear.
• Insurance policy renewal-instructed office manager to request 2 quotes from 2 different Insurance providers.
• Look at the pet bylaws to see about revision-office manager will have a review for the next council meeting
• A new owner requested that he be able to cut a hole in the exterior wall for a kitchen exhaust fan. Everyone was in agreement as long as a certified contractor was hired do the work.
   
  Report for Office Manager:
• Collections-There is only one unit left that has not responded to the demand notices. This unit has been taken to court and Strata have been awarded a default order.
• Superior Link Contracting-The office manager submitted to the courts a request for reimbursement of the money paid to have the fence erected along the highway. The office is waiting for a reply.
• Fencing-the fences are now being erected behind A49-A53 and A44-A48
• The office manager is to meet with Roto Rooter and set up a scheduled maintenance program to help keep the main sewer lines clean
   
  Insurance claims: None
   
  Council Notes:

• Strata fee increase to begin June 1^st 2016
   
   
  Next Council meeting to be held: June 7^th 2016
   
   
  Meeting Adjourned: 6:45

 

Council Meeting: April 5, 2016

Meeting was called to order: 5:35PM

Present: Dan Veller, Glen Blair, Gordon Rapson, Gabby Tecson and Shaun Davis

Old Business:

• The wiring for the roof lights above the office has been completed.
   
  New Business:

• Roofs that still need replacing-E13-E24, F43-F54, G61-G74, G87-G100, H101-H114. These roofs that still need replacing will be addressed at a later date.
• Patching the pavement- The office will be getting quotes for repairs to the pavement in the complex.
• Parking lot sweeping-2 quotes- Rock Tech has been hired to sweep the gravel from the complex. This is taking place on Tuesday April 12, 2016.
• 3 units suspected of drug distribution – We are looking into this with the RCMP.
• The French drain in the courtyard needs to be cleaned out of built up sludge and gravel. Getting quotes from contractors.
• It has been decided to close up the fence at the end of D Drive. No gate or opening.
• It was decided to rent an auger to dig the holes for the fencing.
• The front gate for A40 needs to be repaired.
• The office has been asked to file a claim in Small Claims Court regarding the fencing project that was completed in 2014. In many place it is falling down and the company will not return to repair it.
   
  Maintenance:
           Report from Office Manager
• All downspouts in the complex have been repaired
• Fencing has commenced behind A14-A23. Also the back yards for A44-A48 and A49-A53.
• Checked window well for A43- no sitting water, downspout is draining down the area that we dug up the cement.
   
   
  Next Council meeting to be held: May 3^rd, 2016
   
  Meeting Adjourned: 6:20 PM

March 31, 2016

Homeowners, Tenants

Well it looks like spring is trying to get here in a hurry. It is time for spring cleanup. Just a few things I would like to address.

• Cigarette butts are considered garbage. Please do not just throw them on the ground by your steps. The maintenance personal has cleaned up around every set of steps in the complex. Now when he does his daily rounds, if there are butts beside your steps or your front lawn, you will be sent an infraction notice. After 3 of these there will be fines imposed of $50.00 a week or every time the butts need to be cleaned up by maintenance.
   
• The same goes for garbage bags, tires, or anything else left by the front steps.
   
• It is time to clean the back yards also. This is the responsibility of the occupant. All garbage, dog feces and anything else that can cause rodent infestation must be cleaned up. If you don’t have the proper tools (rake, shovel) just come to the office and I will provide you with the necessary tools.
• I will be sending out infractions regarding window coverings. Flags and sheets are not to be used as window coverings. Ratty blinds are also included. This is stated in bylaw 3.05 b) Sun reflectors, foil, or awnings not to be allowed. All permitted drapes, curtains and blinds are to be of a neutral color and acceptable design, unless otherwise approved by Council. Use of blankets or sheets as window coverings is prohibited without the prior consent of Council.
  Please have these changed to the proper window covering.

Help us keep the complex as clean as possible. This makes it a much better place to live.

 

Phyllis Thorkelson

Office Manager

Alpine Village Strata PGS173