THE MINUTES OF THE STRATA COUNCIL MEETING OF OLD YALE HEIGHTS STRATA PLAN BCS 2202 HELD ON TUESDAY, APRIL 3, 2012 AT 7:00 PM

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1 THE MINUTES OF THE STRATA COUNCIL MEETING OF OLD YALE HEIGHTS STRATA PLAN BCS 2202 HELD ON TUESDAY, APRIL 3, 2012 AT 7:00 PM ATTENDANCE President Daniel Wiebe Present (Fobs/Enterphone) Vice-President Lyle Menagh Present Secretary/Treasurer Nick Coman Present Bylaws Brent Messam Present Member Shallon Heinzig Present Member Steve Iliesu Present ALSO IN ATTENDANCE Teamwork Property Management Ltd. Alexia Stan Strata Agent 1. CALL TO ORDER The meeting was called to order at 7:00 pm. Peter Frizzell from Abbotsford Police was present at the Meeting to discuss the security around the building. He noted the biggest thing for safety is to ensure that Owners screen their tenants. It was also noted for security reasons that the front enterphone be deactivated to allow entry into the building but to have the residents open the door for their guests. He also stated that a security guard would help and/or an onsite caretaker. Peter Frizzell spoke with the Council and stated that Owners should do background checks and also Google the renter s name and possibly use Social Networking sites for further investigation. Peter Frizzell also stated he would further information to Council for further review in assisting the Council in securing the building. Council thanked Peter Frizzell for coming to the building and discussing the issues in the building and for his help. Nick Coman came to the Meeting at 7:39 pm. A unit Owner was present to discuss previous Bylaw Violations. Council discussed a fine that was assessed for an illegal move out and it was noted that the Owner was not moving out but removing items from the storage room. Council decided to remove the fine against the unit Owner s account for the illegal move out. The unit Owner also discussed their tenant bringing in a dog and Council decided that the fine stand for the pet violation and notes there are no dogs allowed at the complex. Another unit Owner was present to discuss an illegal substance letter they received. Council will be holding this fine until the next Council meeting for further investigation

2 regarding this matter and a decision will be made when further information is provided. 2. ADOPTION OF STRATA COUNCIL MEETING MINUTES It was moved by Daniel Wiebe and seconded by Brent Messam to adopt the minutes of the February 9, 2012 Council meeting as amended: January 26, 2012 and February 9, 2012 minutes: Council reminded owners to pay strata fees in order to be eligible to vote at an Annual General Meeting. The funds are necessary to pay monthly expenses. Although there may be additional charges and financial penalties incurred by owners who fail to pay strata fees, it may cause short term challenges in meeting the building's financial obligations as the remaining budget, especially towards year end may be close to spent. Strata s are not in the business of "financing" non-paying owners and will use the powers given them under the Strata Property Act to collect. The wording of the previous reminder was not meant to imply that the owners who pay strata fees on time need to pay more to cover those who don't. 3. BUSINESS ARISING FROM THE MINUTES Website: The Old Yale Heights Website is up and running, and documents are still being sent in for posting on the website. The website is: Council encourages Owners to visit the website as there are a few forms online such as a Form K and Bylaws to be reviewed. Interior Painting: Council to review a quote for painting the unit doors. It was moved by Shallon Heinzig and seconded by Daniel Wiebe to approve the outside of the unit doors on Common Property be painted by AHH for $4, plus taxes. Please be advised that if anyone is interested in having the inside of the unit door painted at the same time, a sign in sheet will be posted in the lobby. Please be advised that any extra cost will be paid directly to A Helpful Handyman. Parkade Washing: Council reviewed the previous quote from Atlas to clean out the parkade. It was moved by Shallon Heinzig and seconded by Steve Iliesu to have Atlas clean the underground parkades for $1, plus taxes. Please be advised that Atlas will be onsite on Friday, May 11, 2012 from 9:00 am 4:00 pm, Council requests that all vehicles and any other items be removed from the parkade or Council may arrange to have the remaining vehicles towed at the Owner s expense.

3 Ashtrays: Ashtrays have been installed. Council is satisfied with the installation. Inside Recyclable: The recyclable bin in the front has been installed; Council is satisfied with the installation. Fob Audit: Council is finalizing the Fob audit and is attaching a Form for Owners to fill out the fob numbers that are assigned to the units and send the form back to the Teamwork Office by May 1, 2012 as the system needs to be updated. Any fobs that are not registered will not work after this date. Council will be having another fob scanning on April 19 Thursday at 7:30 pm 8:00 pm and a Sunday April 22, 2012 at 10:30 am 11:00 am. Please be advised that these fob scanning s are for Owners tenants and residents who are not able to read the numbers on the back of the fobs. Water Leak: Unit 108 s garburator back flowed into the unit and out into the Common Hallway. It was moved by Brent Messam and seconded by Steve Iliesu to charge back the unit Owner the $ deductible and have the invoice paid from the Contingency Reserve Fund. Council reminds all Owners they need to contact the Teamwork Office if there is any damage that occurred inside the unit that could possible become an insurance claim. Maintenance Operating Program: AHH is repairing the items from the Maintenance Operations Report. Line Painting: A-1 Line Painting was approved to paint the lines in the parking lot. This will be done weather depending. Still in process. Parking Contract: Council reviewed the quote from Parkade P.I. Council has decided to table this and continue with Diamond Parking at this time. Landscaping Contract: Council has decided to table this at this time and continue with Morning Glory Landscaping. Security: Council reviewed the security and this will be proposed in the Budget for the Owners to decide. Fire Protection: It was noted that some units did not provide access for the last fire inspection. It was moved by Lyle Menagh and seconded by Daniel Wiebe to reinspect the missed units and provide owners that did not provide access, a 48 hour notice to allow a locksmith to open the unit to ensure that the smoke alarms are tested throughout the complex. Council reminds Owners that any/all costs of reinspection will be assessed against the Strata Lot.

4 4. FINANCIAL REVIEW: Management reviewed the February and March 2012 financial statements with the Strata Council. It was moved by Lyle Menagh and seconded by Nick Coman to approve the February and March 2012 financial statement as presented. 5. CORRESPONDENCE: a) A unit Owner sent in a letter regarding the uninsured vehicle. A letter was sent back to the unit Owner stating they still have not provided the proper insurance papers as per the Bylaws. b) A unit Owner sent in a letter responding to a parking violation. Council reviewed the letter and thanks the unit Owner for ensuring their tenant will not be parking in the visitor parking. c) A unit Owner sent in a letter regarding a real estate charge of $ as per the Bylaws. Council reviewed the letter and stated that this charge must be applied as this is part of the Bylaws. d) A unit Owner sent in a letter responding to a pet violation. Council stated that all fines stand and requested Management to send a letter accordingly. e) A unit Owner sent in a letter regarding a move out. Council reviewed the letter and thanks the unit Owner for their correspondence. f) A unit Owner sent in a letter regarding noise violations around the complex and is requesting a security guard for the complex. g) A unit Owner submitted a letter regarding a fine for the real estate lock box which was removed as soon as the letter was received. Council reviewed the letter and requested Management to send a letter accordingly. h) A unit Owner sent in a letter stating they only received one fob for the unit; Council requested Management to look at previous records noting that two fobs were allocated to each unit and denied the unit Owner s request. i) A unit Owner sent in a letter regarding the previous letters regarding illegal activity around the complex. Council reviewed the letter and requested Management to send a letter accordingly. j) A unit Owner sent in a letter responding to a noise violation letter. Council noted that this unit does not make noise as they work night shifts and requested no further action with this unit. Administrative Assistance: Gregg Vallieres sent in a letter regarding some vandalism that happened around the building and exit signs were damaged and fire extinguishers were stolen. He noted that this is an ongoing issue and suggests that Council look further into having a security guard for Old Yale Heights. 6. NEW BUSINESS: Annual General Meeting: The Annual General Meeting will be held on May 8, 2012 notices will be mailed to all units as per the Strata Property Act.

5 Budget: Council reviewed the Budget and this will be mailed out with the Annual General Meeting Notice as outlined in the Strata Property Act. Bylaws: Council reviewed a Bylaw and this will be proposed to the Owners at the Annual General Meeting. Depreciation Report: Council reviewed this and this will be brought up at the Annual General Meeting. Insurance Appraisal: Council reviewed the insurance appraisal for 2012 and noted that the cost to re-build the complex would be $14,906, NEXT STRATA MEETING: will be the Annual General Meeting 8. ADJOURNMENT: The Meeting adjourned at 9:47 pm. Please Put All Concerns including those about Common Area maintenance and repairs in writing and submit to Strata Agent. Thank You. Alexia Stan Strata Agent Teamwork Property Management Ltd. # Marshall Road, Abbotsford BC V2S 1L8 Office: (Loc. 325) Fax: Please only contact the caretaker between the hours of 9:00 am to 5:00 pm. If there is an after hours emergency (water/fire damage) please contact the Teamwork Office. Please be advised that if anyone is seen contravening the bylaws not to follow these contraventions but to report them to either Council or Management to ensure that the building runs smoothly. Council would like to remind the Owners that moves are occurring without advance notice. Please be advised that Teamwork needs to be contacted before any move occurs, as per the Bylaws. Effective May 1, 2012 the enterphone system will no longer buzz/unlock the lobby door for security purposes. This Means residents will receive calls from guests at the enterphone but will now personally meet and open the lobby door for their guest. This is to ensure only their guest enters the building.