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

Annual General Meeting

Wednesday, November 20, 2013

Meeting called to order at 7:10 p.m.

Have quorum.

Motion made by G62 to have Derek Fullerton chair the meeting. Motion seconded by C79.

All in favour. Motion passed.

Motion made by E2 to have presentation on siding. Motion seconded by A12.

Motion voted down.

Motion made by G62 to have budget moved to first on the agenda. Motion seconded by C79.

Motion carried.

Questions asked: Why are expenses not broken down on the budget, why were all soffits done and not just the ones needed without informing owners, where is the general ledger on the soffit work.

Issue brought up: Lack of communication between council and owners.

Solution: Breech of conduct. Check minutes from last AGM about soffits.

Discussion: A1 wants an independent report on soffit spending. Immediate repairs needed should have been done, but not all of it. Council did not let owners know about continued work on soffits in proper time. Council had a list of four contractors. Only one called back. Council thought price of $10 per lineal foot fair. Council used $20,000 marked for soffits from last year’s budget.

A105 suggests that if 3 quotes not available in the future, then owners should be contacted to phone around and help get quotes. A1 wants contractors from Vancouver to be able to quote.

Break down of number of units considered emergency: 40. Number of units done without permission: 199. Contractor doing the work was paid by the hour. Many are upset because they feel contractor milked it.

Question asked on who determines if something is an emergency. Which expert does Alpine use? City consultant on issues, Convoy consulted for material costs.

Motion made to have better communication from council on expenditures exceeding allowable limits placed into bylaw at future meeting by F43. Seconded by E6.

Motion carried.

Motion made by the representative properties managed by Li-Car to amend bylaws to limit the spending power of council. Motion seconded by G62.

Motion carried.

Other questions and discussion: C79 asks where unit entitlement schedule is. A105 requests that it be done in the future. Representative of Li-Car properties asks where budget for spending from CRF is. Council’s understanding was that no monies could be spent from CRF unless it was an emergency. Strata Property Act says that CRF is for repairs. Suggestion that special meeting be held to lay out budget for CRF spending. 30% of strata fees should be going toward CRF. May need to raise fees to accommodate all repairs.

Motion made by E3 that no money come out of CRF, other than emergencies, until a special meeting held. Motion seconded by E25.

Motion carried.

Motion made by H110 to postpone voting on siding until 3 bids obtained.

Representative of Li-Car managed properties points out that special levy on siding is moot because it could come out of CRF.

Recommendations in depreciation report should be used to schedule long term repair needs. Draft of depreciation report was not available until the day of the meeting and had not been read yet.

Question asked on what happens if budget not passed. No one would get paid (bills, etc.)

Vote on budget: Motion made by A2 to vote to pass the budget. Motion seconded by A12.

Vote passed with one abstention. Budget approved.

E3 asks for clarification of previous budget.

Election of Council:

Motion made by A2 to do secret ballot. Motion seconded by E25.

Motion carried.

Independent counters for vote are Glenis Edgeworth and Bill Manders, both of Prince George.

Standing for council:

Peter Schut

Kerri Godin

Derek Fullerton

Beth Beeson

Sharon Hordy

Dan Veller

Dave Henderson

Sherry Powney

Votes:

Dan Veller – 66

Dave Henderson – 65

Sherry Powney – 63

Peter Schut – 91

Derek Fullerton – 111

Keri Godin – 86

Beth Beeson – 96

Sharon Hordy – 92

Amount of Error: 4

New Council:

Derek Fullerton

Beth Beeson

Sharon Hordy

Peter Schut

Keri Godin

Approval of meeting minutes for Nov 29, 2012 AGM minutes

Motion made by E3 to approve. Motion seconded by H110.

Motion carried.

Unfinished business:

No unfinished business.

President’s Report read by owners before meeting

Pet By-Law

Approval of wording in draft: Motion made by representative of Li-Car managed properties to approve. Motion seconded by F57.

Motion carried. New pet bylaw to be registered within 60 days of AGM.

Insurance Report:

New insurance company, premiums lower.

Only strata can make an insurance claim, not the owners. The broker is on the hook for money if owner makes a claim.

Motion made: New council will talk with new insurance broker before any new claims. Motion seconded by C79.

Motion carried.

Recommendation: Letter to go out to all owners to have condo insurance to cover deductible.

Financial Statements for 2012-2013

Motion to approve made by A53. Motion seconded by E28.

Question: Can not approve due to inconsistency in statements above balance forward from previous year. No operating statements: so financials not accurate.

Motion failed.

Recommendation: Financial statement to be properly presented to next general meeting.

Motion: Accounting firm retained by strata council to be instructed to prepare financials in accordance with strata law.

Motion carried.

New Business:

Motion made: In future, strata to be professionally managed. Hire professionally trained office manager instead.

Motion carried.

Hire professionally for contracting and networking.

CHOA May & September seminars in town.

Feb 18 & 19 – BuildX for education in Vancouver.

Motion made to have alleyways cleaned.

Motion carried.

Better communication with owners & strata utilizing technology: Blog and emails networking.

Important on communication & education on business utilize info & technology.

Meeting date for new council. All turned into office manager.

Consultant to help new council.

Motion to destroy ballots. Seconded by A53.

Motion passed.

Meeting adjourned at 11:29 p.m.

Meeting Minutes October 17th

STRATA MEETING MINUTES FOR OCTOBER 17TH 2013

Cal to order 6:12

In attendance Karrie, Sherry, Dave, Dan

Strata had purchased 3 motion sensor solar lights to see how they work, so far they are quite bright enough, depends on how many batteries the lights go through to see if they are feasible and whether to purchase more.

One unit has put in a request for re-payment from when the soffiting issues we had this past winter Karrie to find out more information.

Strata have had more complaints about A-Drive, tried contacting the owner at our last meeting on the phone but no answer so we left a message.

Strata has had the same unit complain about the lattice again, strata will not pay for the replacement of lattice. The property manager is to look after this complaint.

Karrie is still trying to collect fines on some of the  units outstanding..

Karrie is to write letters to owners whom have let their units go until it is affecting the other units.

Karrie to contact the company that did the deprecation for the complex so it is ready for AGM.

Strata is getting ready for AGM.

Meeting Minutes October 3rd

STRATA MEETING MINUTES FOR Oct. 3^rd 2013

In attendance Dave, Dan, and Sherry.

Call to order 6:00pm

Karrie has been  collecting back strata payments. Some units Strata has had to put liens on.

D-Drive wants better parking, Karrie to have garbage cans moved to Visitor parking out front of office

Strata got 2 quotes on redoing the gutters and Karrie to let MT gutters know they got the contract.

Strata got 2 quotes on Snow removal, Karrie  to contact Aurora that they have the contract for 2013/2014 snow removal. They will come to remove the snow no sooner than when it is 4” deep.

Strata has received many different complaints these are barking dogs, noise, and again children Karrie to issue fines where applicable

Karrie to have an Electric company come and re-run wires to the Office sign on Upland so it will light up that corner.

Strata has been receiving letters back on the siding being replaced.

AGM DATE SET

Our AGM date has been set for November 20, 2013. AGM packets are in the mail!

In addition, I have made the AGM packet available online through this link: https://docs.google.com/file/d/0B3RrSu7mNL1gVlAyVG0zLWtjNXc/edit?usp=drive_web

Photo of proposed siding colors can be viewed here: https://docs.google.com/file/d/0B3RrSu7mNL1gWXFJTTN6b2lfNUU/edit?usp=drive_web

Council Meeting Minutes August 2013

Aug. 28^th Strata Minutes

~ Meeting called to order at 6:15. In attendance Dan, Dave Lorna and Sherry

~ Grevman Court had some damages and want Alpine village to pay for them as the fence is down. Alpine Village Strata could not find anyone to do until Sept.  Karrie is away on holidays when she gets back she is to contact our lawyer and to send a letter to Grevman Court with our intentions.

~ Council is to phone owners about siding the front of the building to see if everyone is in support of the moving forward with siding of the complex.

~ Karrie has been doing a very good job of collecting past due Strata payments.

~ Strata has received one snow removal quote and is waiting for more to come before decision is made.

~ Karrie and Lorna are going to the CHOA meeting as it is a Monday and all other council is working.

~ Council got Mikes report and are very happy with his progress.

~ Strata has talked about  building a Storage area for RV’s, trailers, or Cars, Karrie is to send out a letter to find out how much interest there is, there will be a charge to be determined.

~ Budget for soffit work is on par with what was projected.

~ Cal is almost done.

~ Meeting adjourned at 7:30pm