STRATA COUNCIL MEETING MINUTES
STRATA PLAN BCS 3295 – "Esprit South"
7328 Arcola Street, Burnaby, BC
Held on: Monday, May 17, 2010
Lounge – 7328 Arcola Street, Burnaby
PRESENT: Shawn DeNevers, President Johnny Yeung, Treasurer
Chris Adolph Sherry Moore, Vice President
REGRETS: Diane Douville, Secretary
MANAGING AGENT: Kevin Duguid, 604 Real Estate Services Inc.
CALL TO ORDER
The meeting was called to order at 6:45 p.m.
REVIEW OF MINUTES OF LAST MEETING
After discussion, it was MOVED, SECONDED and CARRIED to approve the minutes of the meeting dated March 23, 2010 as distributed.
RESIDENT MANAGER’S REPORT
The resident manager provides regular reports to the strata council on his duties and building services. A weekly report is reviewed by the managing agent and strata council. Several cleanliness issues were discussed along with littering and vandalism inside the elevator and in the common areas.
FINANCIAL REPORT
1. Financial Statements: The financial reports ending March 2010 were presented to the treasurer and strata council for review. After discussion, the financial reports were approved as circulated.
2. Accounts Receivable: The agent conducts collection in accordance with the bylaws each month on all outstanding accounts. Owners please are advised that your monthly maintenance payments are due and payable on the first of each month. Non-compliance may result in the strata council assessing fines, applying interest charges on outstanding balances, and/or having a legal lien placed on the suite. Owners are encouraged to correspond with council if they expect payment delays, or experience financial difficulties.
Liens were placed on three units whose owners have not paid their monthly maintenance fees for several months. Fines and interest are also being charged to these owners for non-payment. The managing agent is working diligently to contact them so that they meet their financial obligations.
3. Audit: Barris Megan Chartered Accountants have been contracted to perform a review of the financial statements to date for the strata corporation.
PREVIOUS BUSINESS
1. Bosa Properties (Edmonds) Ltd.
a) List of Design and Deficiency Items: The council discussed the following,
i) A water circulation issue that has been forwarded to the builder for review
ii) Landscaping deficiencies (dead plants)
iii) Brick settlement
iv) Fire stopping between floors (stairwells)
v) Crack in the concrete of the ramp
b) Interior Deficiencies: Owners are requested to please contact Bosa Properties (Edmonds) Ltd. in writing with any interior unit deficiencies. Owners are encouraged to check their occupancy date on their warranty documents and complete an inspection of their unit prior to the 12-month warranty. Please note that the strata council manages the common area deficiencies only.
c) 15-Month Building Review: Bosa Properties, through their envelope consultant Spratt Emanuel Engineering, have performed an exterior inspection of the building (at no charge to the strata in years 1, 3, and 5). The strata corporation has also hired the independent engineering firm of Morrison Hirschfield to complete a mechanical and electrical review for the building. The council is awaiting the reports.
2. Security: Cobra Security has completed the camera installation in the elevators and upgrade to the garage gate.
4. Visitor and Fire Lane Parking: A towing contract is in place for the removal of resident vehicles using the fire lane and using the visitor parking spaces. Automatic towing is in place and a list of resident vehicles has been provided to the towing company.
5. Bylaws: A final draft of bylaws is now completed. The bylaws include a rental and pet limitation bylaw for owners’ consideration. The details are outlined in these minutes for your review and comments. Please respond in writing c/o 604 Real Estate by June 15, 2010 with any comments, concerns or suggestions.
6. Landscaping: The landscapers issued their report for this month for council review.
7. Management Contract: The managing agent discussed an updated management agreement for Esprit South. The current agreement was included in the Disclosure Statement and a new agreement is required after the AGM as outlined by the Strata Property Act of BC when a developer assigns a management company to a new project. Final review pending.
8. Annual Fire System Testing: The annual fire service was performed in May. Only minor deficiencies were noted and they were subsequently redirected to the appropriate party under warranty.
CORRESPONDENCE
1. A letter was received from an owner in regards to the cleanliness of the common areas, specifically by residents and their guests leaving waste around the common property.
2. A letter was received from an owner in regards to damage their tenants caused. The strata has requested and awaits pertinent details to file a claim before proceeding.
3. A letter will be issued to an owner who has been paid out for a claim for damage to their suite requesting invoices for the repairs once completed.
Communication: All owners please note that the Strata Property Act of BC requires that all comments and concerns be forwarded to the strata council in writing (unless an emergency). This allows the council to document and review your concern. Each letter will be reviewed at the next scheduled meeting and responded to accordingly. You may send your concern by email or fax 604-689-0910.
NEW BUSINESS
1. Maintenance Issues: The council discussed the following maintenance issues in process.
i. Power sweeping of the parking area (complete)
ii. Carpet cleaning (complete)
iii. Parking area/lobby/elevator floor care (complete)
iv. Window cleaning including balcony railing glass (June 4 to 7)
v. Stairwell #4 doorknob P3
vi. Signs for the visitor parking entrance directing guests to the lobby (2)
2. Vehicle Oil leaks: After the recent power sweeping of the garage that cleaned up only the dust and dirt, it was noted that several vehicles are leaking oil. The resident manager will provide notice to residents to have the oil cleaned or the vehicles will need to be removed from the parking garage until repaired.
3. 2009/2010 Expenses: After review of the year’s expenses, it was noted that a significant surplus is expected for the year. The surplus is due to a better than normal year for gas and electricity consumption and no expenses for the building envelope and other major items as this is being addressed by the builder under warranty. Cost overruns did occur on security upgrades, elevator maintenance, and access system lease payments.
4. 2010/11 Budget: The strata council discussed the annual contracts and services for the coming year in preparation for a new budget. Cost adjustments are required due to the new HST tax that is coming into effect on July 1, 2010. After a year of maintenance for the property consideration was given for additional security upgrades, corridor and lobby painting, additional cleaning relief on the weekends and an additional window cleaning (twice a year). After discussion, it was concluded that some of the surplus will be carried forward from last year into the budget so there is no increase in maintenance fees for owners being proposed.
5. AGM: The Annual General Meeting is set for Monday, July 12, 2010 @ 6:30 p.m. in the Burnaby Library (next door). Everyone is encouraged to attend. New council members will be needed as some current members will not be returning.
BYLAW REMINDERS
Parking: The visitor parking spaces are for guests only. No parking is permitted in the fire lanes or the loading areas (without permission) at any time.
Speed Limit: Residents are reminded that the speed limit in the parking garage is 15 km/h.
Pet Owners: Owners are reminded to keep their pets on a leash at all times when on the property and to clean up after their pets.
ADJOURNMENT
There being no further business, the meeting was adjourned at 9:05 p.m.
604 Real Estate Services Inc.
On Behalf of Strata Plan BCS 3295
Kevin Duguid, Managing Agent
Email:
Strata Plan BCS 3295 - Strata Council Meeting Minutes (May 17, 2010) Page 3 of 3