HARBOUR HEIGHTS STRATA PLAN LMS 2243

Transcription

1 HARBOUR HEIGHTS STRATA PLAN LMS 2243 STRATA COUNCIL MEETING MINUTES MONDAY, JANUARY 16, 2017, 3:00PM CLUBHOUSE SHORELINE CIRCLE, PORT MOODY, B.C. COUNCIL PRESENT: Robyn Moulson (SL20) President Gayle Robson (SL7) Vice President David Burdett (SL17) - Treasurer REGRETS: Judith Fraser (SL61) Member GUEST: Mona Elkhayal (SL32) Owner MANAGEMENT PRESENT: Arlet Barolo, Property Manager RE/MAX dwell Property Management arlet.barolo@dwellproperty.ca 1. CALL TO ORDER There being a quorum present, the meeting was officially called to order at 3:04 p.m. 2. ADOPTION OF PREVIOUS COUNCIL MEETING MINUTES November 14, 2016 Vetting through the minutes of November 14, 2016 council meeting, council made changes on item 5. Business Arising a. Building Project second point. The words Geothermal were corrected and replaced with Geotechnical. There being no further changes, council adopted the minutes as amended. 3. OWNER HEARING The owner of strata lot 32 requested a hearing before council regarding a fine received for late payments on the special levy for the targeted repair project. The owner attended the meeting at 4:50 pm and provided details on the late payments. Having heard the owner s explanation, council thanked the owner for her time attending the meeting and was told that a letter containing council s decision will be sent to her following the meeting. The owner was then excused at 4:55 pm. P a g e 1 Council Meeting Minutes January 16, 2017

2 4. COUNCIL COMPILATION a. SPABC CRT Guide for Strata Council Council was provided with some documents from SPABC to provide guidance with respect to the newly adopted legislation on Civil Resolution Tribunal (CRT). The CRT is a resolution process for strata disputes related to bylaw enforcement, disputes with owners and tenants, collecting fines, chargebacks, insurance deductible and other amounts not secured by a lien. The CRT encourages agreement and settlement between parties. A copy of the document can be found on this link ( for reference. b. Trees in Neighbouring Property An was sent to the owner of the neighbouring property across from Phase 2 regarding trees that fell during the snow fall. It was noted that the City cannot take part in the resolution since it is a private property. A follow up to the owner of the property was requested to provide more information on the potential issues with the trees. c. Residents Communication In light of some ongoing issues with residents sending aggressive communications, council has sought legal advice on the matter. The lawyer has clarified that the strata corporation is not required to respond to each and every piece of correspondence that an owner sends, that correspondence that is insulting or abusive will not be responded to, nor will correspondence that seeks information or documentation that has previously been provided. 5. FINANCE a. Financial Statements Following council s discussion, the 2015 financial audit was approved. Council will forward the signed financial audit to the management office for filing. In relation, the Strata Corporation s 2016 tax return was filed by the management on behalf of the strata. The treasurer is in direct contact with the accounting department for any questions or clarifications. As of November 30, 2016, the operating account is at $231, and that the contingency reserve fund (CRF) is at $242, of the same period. b. Arrears The accounts receivable list for January 2017 was presented to Council for review where a number of units were noted behind in paying their strata fees and special levy payments, along with some Owners with unpaid chargebacks and other miscellaneous charges. Following discussion and majority vote, Council instructed the strata agent to fine delinquent owners for non-payment of strata fees and special levies, as well as owners who are not on pre-authorized payment nor have provided cheques in advance as per the strata bylaw. P a g e 2 Council Meeting Minutes January 16, 2017

3 c. SL54 Foreclosure A demand letter was sent to the owner by the strata lawyer to bring their account up to date, otherwise legal proceedings will be engaged should there be no response from the owner to settle their arrears. At the time of the meeting, no correspondence was received from the owner regarding the strata corporation s demand. The lawyer will be requested to provide updates regarding the matter at which time council will review for subsequent action. d. Insurance Renewal The Strata Corporation has renewed its insurance policy with BFL Canada effective December 31, 2016 to December 31, A copy of the insurance policy is posted on the strata website for owners perusal ( Please note that the sewer and water deductible has changed from $25,000 to $5,000. Please forward a copy of the new strata insurance policy to your own insurance broker for your home insurance so they can update your files accordingly. 6. BUSINESS ARISING a. BUILDING PROJECT PH 2 Targeted Restoration Update Project updates were posted online for residents attention regularly. At this point, scaffolding has been removed in Phase 4/5. The work in Phase 1, 2 and 3 is in progress. Stair Structure 121 Shoreline Circle In light of a complaint received from the City Fire Department following their site visit, the strata corporation was ordered to remove the barricade on the stairs to allow emergency passage. A notice was posted to remind residents that they can exit the 2 nd floor east door going to the stairs but the stairs can only be used in the event of an emergency. Since the lower stairs and landing are at risk of collapse as per the geotechnical report, a secondary temporary stairwell will need to be built. A quote has been requested for council s review and consideration. Trellis Structure Assessment Council is waiting for quotes in removing the trellis and to rebuild a new one that will be in compliance with building codes. Structural concern was cited on the assessment and the removal of the trellis was recommended for safety and liability reasons. Depending on the costs of the trellis removal and rebuilding, and the stair structure remediation, a special general meeting (SGM) may be held to discuss funding options on both matters. b. C&C Maintenance Report Council was provided with the maintenance report and relevant repair quotes to address noted mechanical and plumbing related issues. Following discussion, council has P a g e 3 Council Meeting Minutes January 16, 2017

4 approved to proceed with the repairs as quoted. An instruction to proceed will be provided to the contractor accordingly. c. Townhouse Mailbox Project The cage installation is scheduled on January 27, Each townhouse unit will get two (2) copies of the mailbox cage key for their use. Council will arrange for the distribution of the keys where the owner or their representative will have to sign for the keys. Relevant notice will be posted for the key distribution. d. Gutter Cleaning - Deficiencies A notice was posted where residents were asked to report any deficiencies following the gutter cleaning. Some concerns from residents were received and a list was provided to the contractor for corrective action. Due to the snow and icy weather, the deficiency work has been pushed back. The work will be done in late January or early February 2017 weather permitting. e. Cleantech Report Apartment Cleaning A maintenance report from Cleantech was provided to council for their review. No action is required at this time. 7. CORRESPONDENCE Owners may write to Strata Council, via Re/Max dwell Property Management on Strata related matters (i.e. suggestions, concerns, etc). Correspondence can be sent to 4311 Viking Way, Suite 270, Richmond, BC Canada V6V 2K9, or by to arlet.barolo@dwellproperty.ca. Please include your name and address. All correspondence is forwarded to Council for their review at the next council meeting. Correspondence received from Owners was presented to Council for review and instruction was given to the Strata Agent on how to respond. APARTMENTS An owner sent a complaint regarding dirty light covers in the hallways. The cleaner has since addressed the issues. An owner reported that someone had propped the garage door open with a pipe and restricted the garage door operation. A technician had been called to attend and ensure that the motor was in proper operation. Unfortunately, there is no camera to determine who tampered with the garage gate. A complaint was received from the City of Port Moody with respect to a handicap parking issue brought forward by a resident. The City of Port Moody bylaw officer advised that they do not have authority to ask the strata to do anything and advised the complainant about their position. The handicap parking stalls in question are assigned to the recreation centre which at the time no rental request had been scheduled and no request to accommodate parking was required. A few owners inquired about the snow and ice removal surrounding the apartment parking access. Contractors were dispatched on several occasions but P a g e 4 Council Meeting Minutes January 16, 2017

5 at some point had issues with salt supplies and used sand instead to help with traction. Two (2) owners sent instruction to settle their outstanding account balance. An owner sent various concerns and inquiries with respect to lighting fixtures, signage and a parkade sensor issue. The issues were addressed accordingly. An owner reported a leak in their ceiling which was subsequently determined was coming from a sprinkler pipe. The leaking pipe has been repaired. Two (2) units reported leaks in their windows which were related to the repair project. Both incidents were forwarded to the contractor s attention for corrective action. A representative of an owner replied to an infraction for not booking a move properly. A letter containing council s decision will be sent to the representative. An owner reported that the contractor was using their outlet during the targeted repair work. The same owner sent a concern regarding exposed piping while the balcony work was being done. Both concerns were addressed by the contractor. An owner reported a leak in their ceiling. A technician was dispatched to investigate and noted that it was condensation and not a leak. An owner inquired about renting out their unit to a tenant that had a retired service dog which was larger than the bylaws allow. This owner ended up renting the unit out to another tenant. TOWNHOUSES An owner reported a leak in their unit which was found originating from the roof. A contractor was dispatched to make the necessary repairs. In relation, council has approved further repairs on the roof as recommended to ensure a permanent solution on the issue. The owners are working with their insurance company and put the strata on notice for a potential claim. An owner sent various inquiries. Council is drafting the response letter to the owner to provide feedback and relevant information. An owner inquired about the scope of work in their unit. Council has approved a site visit with the contractor and the owner so the contractor can investigate the issue further and provide details to Council. An owner reported cracked tiles on their roof. A contractor has been instructed to do the relevant repairs once the weather improves. An owner reported a damaged window in relation to the targeted repair project. The replacement window has been ordered which will be installed once delivered. A complaint was received from an owner regarding snow removal. The agent advised that snow removal is being done in the complex but with the extreme weather conditions, their tenant will need to be more cautious when outside. P a g e 5 Council Meeting Minutes January 16, 2017

6 8. NEW BUSINESS a. Apartment Garage Gate In relation to the power outage that resulted in the parkade gates not operating, a quote was solicited to install new operators with battery backup to maintain operation in the event of a power failure. In addition, council was also provided with a quote for the garage doors maintenance. Additional quotes will be solicited for council s further consideration. b. Landscaping Upgrade Council was provided with a quote from the strata landscaping contractor, Eternal Spring Landscape Ltd. to install bark mulch on plant beds in different areas of the complex. In relation, council is also planning to have a tree assessment done throughout the complex and establish a tree management program. This item was tabled for further discussion. c. Various Quotes Council was provided with various quotes for consideration which will include landscaping and drainage repairs, visitor parking landscaping ties, curb extension cap, beam and trim replacements and concrete retaining wall repairs. Additional quotes from another contractor is being solicited for consideration. d. Roof Assessment and Maintenance Proposal The roof assessment and maintenance proposal from Design Roofing was provided to council which was discussed at the meeting. The property manager was requested to confirm with the contractor that they will honour their pricing since the quote has passed the effective date. Also to confirm if the moss treatment will be applied to all phases as it was not explicitly stated on their proposal. The information will be provided to council once available. 9. ADJOURNMENT There being no further business to discuss, the meeting was terminated at 6:09 p.m. NEXT MEETING: STRATA COUNCIL MEETING MONDAY, MARCH 13, 2017 AT 3:00 P.M. CLUBHOUSE 155 SHORELINE CIRCLE, PORT MOODY, B.C. ONLINE ACCESS TO YOUR STRATA CORPORATION To access Strata Documents online for Strata Plan LMS Harbour Heights: Please visit: Login: LMS2243 Owners are encouraged to subscribe to the newsletter to receive notification of important notices, meeting minutes and other Strata Corporation related documents. Information to subscribe is on the website, lower right side. P a g e 6 Council Meeting Minutes January 16, 2017

7 HARBOUR HEIGHTS STRATA PLAN LMS 2243 STRATA COUNCIL MEETING MINUTES MONDAY, MARCH 13, 2017, 3:00PM CLUBHOUSE SHORELINE CIRCLE, PORT MOODY, B.C. COUNCIL PRESENT: MANAGEMENT PRESENT: Robyn Moulson (SL20) President Gayle Robson (SL7) Vice President David Burdett (SL17) - Treasurer Judith Fraser (SL61) Member Arlet Barolo, Property Manager RE/MAX dwell Property Management arlet.barolo@dwellproperty.ca 1. CALL TO ORDER There being a quorum present, the meeting was officially called to order at 3:10 pm. 2. ADOPTION OF PREVIOUS COUNCIL MEETING MINUTES January 16, 2017 There being no error or omission, the minutes of January 16, 2017 council meeting was adopted as presented. 3. COUNCIL COMPILATION a. Strata Lots in Phases 4 and 5 (Strata Lots 62-87) A letter of claim from the legal counsel representing the owner of Phase 4 and 5 pertaining to the lost revenue from their rental units due to the repair project was forwarded to council s attention. Consequently, council retained a lawyer to review the letter and to provide a response on behalf of the strata. The strata insurance broker was put on notice for a potential claim which may have coverage under the policy. This item is in progress. b. Targeted Repair Project Interior Repairs Legal Advise Council sought legal advice with respect to the interior damage as a result of the targeted repair project. The strata lawyer stated that to put the unit back to paint ready condition is reasonable but an owner can claim against the contractor directly for the resulting damages in the unit. The strata can facilitate the process between the owners and contractors. P a g e 1 Council Meeting Minutes March 13, 2017

8 4. FINANCE a. Financial Statements It was moved, seconded and carried to approve the financial statements from January to December 2016, following council s discussion. The January 2017 financial statement was deferred until the next council meeting for further review. As of January 31, 2017, the operating account is $254, and the contingency reserve fund (CRF) is $260, for the same period. b. Arrears The accounts receivable list for March 2017 was presented to Council for review where a number of units were still behind in paying their strata fees and special levy payments, along with some Owners with unpaid chargebacks and other miscellaneous charges. It was also noted that some of the owners in arrear have either settled their account or made some payments for their arrears. The management will continue to send statements of accounts to the Owners in arrears and apply fines as per the discussion in the meeting. c. Insurance Appraisal Council was provided with a copy of the Insurance Appraisal from Normac dated February 16, 2017, in which the property value of the strata corporation has increased from $29,344, to $31,000, Consequently, an endorsement from BFL Canada was received due to the change in insured property value which incurred additional premium of $2, BUSINESS ARISING a. BUILDING PROJECT PH 2 Targeted Restoration Update Project updates were posted online for residents attention regularly. Work is now completed at Phase 4 and 5 (townhouses ). It was advised in August 2016 that the repair project would continue for 8 9 months but due to the recent snow and icy conditions, the project is delayed by approximately 1 2 months from the original projected timeline. Trellis Structure Assessment This item has been tabled. A discussion ensued that a resolution may be brought forward for owners consideration at the upcoming AGM in July 2017 for the removal and replacement of the trellis. b. C&C Maintenance Report A report was provided to council for their reference. It was noted that one exhaust fan requires service but since it s located inside an owner s locker, access will need to be arranged to facilitate the work. The owner of the noted locker will be contacted to coordinate access for the required work. c. Townhouse Mailbox Project The mailbox project is near completion. The cage has been installed, but additional footings will need to be installed as well to provide proper support on the new cage. Keys were distributed to the respective units. Any owner who hasn t received their keys should contact the property manager for direction. In relation, council is looking into installing a gutter or extend the roof on the mailbox structure to provide more coverage during rain. P a g e 2 Council Meeting Minutes March 13, 2017

9 d. Gutter Cleaning Deficiencies Council was informed that the gutter deficiency work has been completed. Council requested to post a notice for further deficiency update before releasing the payment to the contractor. e. Design Roofing Report Reports from Design Roofing regarding the three (3) individual townhouse units they have visited to conduct investigations and repairs that pertain to roof leak issues. All issues had been addressed accordingly. 6. CORRESPONDENCE Owners may write to Strata Council, via Re/Max dwell Property Management on Strata related matters (i.e. suggestions, concerns, etc). Correspondence can be sent to 4311 Viking Way, Suite 270, Richmond, BC Canada V6V 2K9, or by to arlet.barolo@dwellproperty.ca. Please include your name and address. All correspondence is forwarded to Council for their review at the next council meeting. Correspondence received from Owners was presented to Council for review and instruction was given to the Strata Agent on how to respond. Council would like to acknowledge and thank the owners and residents who helped clear the snow on roadways and sidewalks in addition to their own driveways during the winter season. APARTMENTS Seven (7) owners responded and took action on the infraction letters that were sent with regards to improper storage in the parking stalls. An owner responded to an infraction letter and inquired about owners having a business license when renting out their unit. The Strata Corporation require owners to submit a form K for their tenants, however, a business license is governed by the City of Port Moody and not strata. An owner sent an authorization to pay their fine and debit the amount from their account. An owner sent an inquiry regarding dryer vent cleaning. Council had a discussion and approved to schedule dryer vent cleaning in the complex. An owner sent a comment on the handicap parking stalls. Council noted that the handicap parking stalls are common property. An owner sent comments with regards to gutter cleaning and the painting project in the apartments. The comments were provided to council for consideration. An owner sent a concern with regards to their sink backing up. A technician has been dispatched to investigate and address the issue. An owner sent concerns regarding the repairs in their unit relating to the targeted repairs project. The concerns were brought forward to the contractor s attention for corrective action. P a g e 3 Council Meeting Minutes March 13, 2017

10 TOWNHOUSES A representative of an owner requested for an approval to install signage on their assigned parking stalls. The request was approved following council s review. An owner sent various correspondence to council including reimbursement requests and a correspondence from their legal representative in response to council s communications to the owner. Council will be drafting responses to the owner for the concerns brought forward. Two (2) owners sent concerns with regards to interior damages relating to the targeted repair project. The concerns were directed to the contractor for corrective action. An owner sent a complaint regarding their window replacement work. The issue has been resolved to owner s satisfaction. An owner requested repairs on a failed seal glass door. The work has been completed following council s approval. An owner sent a concern about their door repairs and balcony rot which are related to the targeted repairs project. The contractor was requested to look into the issues and address accordingly. A correspondence from a tenant was received which was reviewed by council. The rental property manager was informed that all communication will need to go through proper channels. The tenants will need to be represented by an owner or an owner s representative to deal with strata matters. 7. NEW BUSINESS a. Apartment Garage Gate Motor Upgrade and Maintenance Proposals Council was provided with proposals from three (3) different companies to upgrade the garage gate motors to allow the gate to operate in the event of power outage. Following discussion, council approved the proposal from Versatile Door to install new operators for both overhead gates. In addition, council also approved to have a bi-annual scheduled maintenance on the two gates to ensure proper operation. b. Apartment Vertical and Horizontal Drain Cleaning SWR Drain Service Ltd. will be retained to conduct the drain stacks cleaning in the apartment building. Once the scheduled is confirmed with the contractor, a relevant notice will be posted for residents information. c. Apartment Enterphone Security Bar Quote Council was presented with a quote to install a security bar across the enterphone panel as a deterrent for vandalism. This item is tabled and will be revisited at a future council meeting. d. Landscaping Upgrade Council has approved the landscaping upgrade recommendations from Eternal Springs to install bark mulch at different locations along the complex s plant beds. In relation, council also approved some repairs on landscaping ties, curbs and retaining walls. The relevant works will commence shortly. P a g e 4 Council Meeting Minutes March 13, 2017

11 e. Roof Assessment and Maintenance Proposal The roof assessment and maintenance proposal from Design Roofing was tabled, subject to budget review. The property manager was requested to provide the latest financial statement once available for council s reference. Council will be voting on how to proceed via and will provide instruction to the property manager once a decision is made. f. Dryer Vent Cleaning Council has authorized Michael A. Smith to conduct dryer vent cleaning in the Apartments and Townhouses. Relevant notice will be posted once the schedule is confirmed. 8. ADJOURNMENT There being no further business to discuss, the meeting was terminated at 5:53 pm. Respectfully Submitted, NEXT MEETING: STRATA COUNCIL MEETING MONDAY, MAY 8, 2017 AT 3:00 P.M. CLUBHOUSE 155 SHORELINE CIRCLE, PORT MOODY, B.C. Per: Arlet Barolo, Strata Agent RE/MAX dwell Property Management As Agents for Strata Plan LMS Harbour Heights arlet.barolo@dwellproperty.ca RE/MAX dwell Property Management 4311 Viking Way, Suite 270, Richmond, BC Canada V6V 2K9 Dir ph (24 HOUR EMERGENCY SERVICES) f ONLINE ACCESS TO YOUR STRATA CORPORATION To access Strata Documents online for Strata Plan LMS Harbour Heights: Please visit: Login: LMS2243 Owners are encouraged to subscribe to the newsletter to receive notification of important notices, meeting minutes and other Strata Corporation related documents. Information to subscribe is on the website, lower right side. P a g e 5 Council Meeting Minutes March 13, 2017

12 HARBOUR HEIGHTS STRATA PLAN LMS 2243 STRATA COUNCIL MEETING MINUTES MONDAY, MAY 8, 2017, 3:00PM CLUBHOUSE SHORELINE CIRCLE, PORT MOODY, B.C. COUNCIL PRESENT: GUEST PRESENT: MANAGEMENT PRESENT: Robyn Moulson (SL20) President Gayle Robson (SL7) Vice President David Burdett (SL17) - Treasurer Judith Fraser (SL61) Member Raymond Vandyk (SL54) - Owner Arlet Barolo, Property Manager RE/MAX dwell Property Management arlet.barolo@dwellproperty.ca 1. CALL TO ORDER There being a quorum present, the meeting was officially called to order at 3:04 p.m. 2. ADOPTION OF PREVIOUS COUNCIL MEETING MINUTES March 13, 2017 Vetting through the minutes of March 13, 2017 council meeting, council made changes under item 6. CORRESPONDENCE TOWNHOUSES, first point and rephrased the statement as per below: A representative of an owner requested for an approval to install signage to identify stalls designated to their units for real state marketing purposes. The request was approved following council s review. There being no further changes, the minutes of March 13, 2017 council meeting was adopted as amended. 3. OWNER HEARING An owner attended a hearing before council at 3:15 p.m. regarding their account and to dispute the fines imposed for late fees. Having heard the owner s testimony, the owner was told that council will further review his case and a decision will be sent to him following council s deliberation. Council thanked the owner for their time and was excused at 3:37 p.m. P a g e 1 Council Meeting Minutes May 8, 2017

13 4. COUNCIL COMPILATION a. Strata Lots in Phases 4 and 5 (Strata Lots 62-87) A response letter prepared by the strata lawyer was sent to the representative of the owner of Phase 4 and 5 regarding their claim. A response back is yet to be received from their party. Council was presented with the letters from both HUB and BFL stating that this particular claim for the lost of revenue from the owner s rental units is not covered under the policy but should the owner move forward with the claims and takes the case to court, BFL the current insurance broker will respond to that claim and provide a defense lawyer for the strata. This matter is in progress. b. Cease and Desist Directives (Strata Lot 15) An owner was sent a cease and desist letter due to excessive s and unwarranted claims and comments towards strata council. The owner was informed that all communications will go through the strata lawyer, then the strata lawyer will forward to council and the property manager for council s consideration. c. Recreation Centre Rentals and Tenants Communication For the recreation centre rentals, the owner or their representative must be the one to register on behalf of their tenants. The owner or their representative must also provide their tenants with the relevant information regarding rules and bylaws of the strata corporation. Any communication of tenants to the strata corporation must follow proper channel which is through their landlord, and their landlord will then present their concerns to the strata council. 5. FINANCE a. Financial Statements The approval of the January to March 2017 financial statement was deferred until the next council meeting for further review. As of March 31, 2017, the operating account is $257, and the contingency reserve fund (CRF) is $257, for the same period. b. Arrears The accounts receivable list for May 2017 was presented to Council for review where a number of units were still showing outstanding accounts where one owner still has a lien place on their account. Account statements are being sent to Owners in arrears on a monthly basis to remind them of their account status. c. Council Member Reimbursement Council has approved the reimbursement of a council member for the cost incurred for purchasing snow salt last winter. 6. BUSINESS ARISING a. BUILDING PROJECT PH 2 Targeted Restoration Update Council was provided with the project cost summary provided by the contractor for their reference. At this time, council is still waiting for the new proposals on the options to address the stair structure issues between the apartment building and the tennis court. A landscape designer will be required for the landscaping work related to this area. P a g e 2 Council Meeting Minutes May 8, 2017

14 Trellis Structure Assessment Council was provided with the quote to reinforce the trellis structure as an option to address the safety hazard concerns. The option will be submitted to the Engineer for consideration. If this option is approved by the Engineer, the cost will be cheaper compared to the removal and replacement. Otherwise, a resolution will be included at the next AGM on some options to address the trellis. b. C&C Maintenance Report A report was provided to council for their reference. Following discussion, council approved the recommendations from the contractor to address maintenance items outside the scope of the contract. The property manager was requested to confirm with the contractor regarding the 10% discount on the bundled work approved and proceed with the necessary repairs. c. Landscaping Updates Council continues to work with the landscapers in improving the overall look of the landscaping in the complex. Bark mulch had been installed in several areas with more planned. Pruning and trimming is also in progress. The landscaping improvement is still in progress. Several trees have been identified as diseased and/or damaged and a meeting with an arborist is scheduled to review their condition and next steps. d. Apartment Drain Cleaning The apartment drain cleaning is scheduled from May 9 th to 13 th, Some units were requested to provide access in their unit to facilitate the drain stack cleaning. Relevant notice was posted for residents attention. e. Garage Gate Operators Replacements This work has been completed. f. Roof Maintenance Council approved the roof maintenance for Phase 1 and Phase 3 following discussion. Council noted that the contractor honored their original pricing from 2014 and since that time, more moss accumulated overtime. The contractor will be asked on how much additional cost per bag if it exceeds the quantity stated in the original proposal for council s consideration. This work will be scheduled shortly. 7. CORRESPONDENCE Owners may write to Strata Council, via Re/Max dwell Property Management on Strata related matters (i.e. suggestions, concerns, etc). Correspondence can be sent to 4311 Viking Way, Suite 270, Richmond, BC Canada V6V 2K9, or by to arlet.barolo@dwellproperty.ca. Please include your name and address. All correspondence is forwarded to Council for their review at the next council meeting. Correspondence received from Owners was presented to Council for review and instruction was given to the Strata Agent on how to respond. APARTMENTS Four (4) owners responded and taken actions on the infraction letters that were sent with regards to improper storage in the parking stalls. An owner replied to an infraction letter confirming that the hose reel that was installed in the common property has been removed. P a g e 3 Council Meeting Minutes May 8, 2017

15 An owner sent an authorization to pay for the insurance deductible chargeback to be debited from their account. An owner reported some issues on the common area door in the parking area. A technician was dispatched and attended the issue. An owner sent a concern regarding gutter issues and concerns with the repairs project. The gutter issue is already included on the list of the technician to provide repairs costs. The concerns about the repairs project was forwarded to the contractor s attention for corrective action. TOWNHOUSES Council received some concerns regarding an ad for The Views which pertains to the units being sold in the strata complex by an independent real estate firm. Upon further review, the official MLS listing contains correct information of the units and properly identified the strata corporation details. An owner sent an regarding gutter repairs in relation to targeted repairs project. The contractor was advised and will do the proper repairs. An owner reported a leak coming from their roof. A technician was dispatched and repaired the section of the roof where the leak is coming from and addressed the issues. An owner reported a leak in their crawl space area. A technician was dispatched to investigate and requested to provide the relevant report along with their recommendation and the cost of repairs for council s consideration. An owner reported an issue with their gutter. The unit is included in the list of the technician to provide pricing on repairs. An owner requested to attend the next council meeting to bring forward some concerns to council s attention. The request was acknowledged and will be included in the next council meeting s agenda. An owner s contractor damaged a unit s gutter which they took full responsibility for the repairs. An owner representative reported a leak in the unit which is coming from the roof. A technician was dispatched and done necessary repairs to rectify the situation. 8. NEW BUSINESS a. Dryer Vent Cleaning The dryer vent cleaning for the complex will be scheduled in June The scope of work will include cleaning the dryer ducts from both the interior and exterior. Relevant notice will be posted once the schedule is confirmed. This work will require unit access to facilitate the work. b. Drain Work Council reviewed the proposal from All Elements for the drainage work in Phase 1. Following discussion, the work was approved with a provision of minor changes on the scope. The revised scope will be requested from the contractor for the work intended. c. Parking Pass Council has approved to purchase new parking passes and re-issue passes to the owners for their visitor s use while parking in the complex s designated visitor parking areas. In relation, towing patrol will be put in place to monitor the visitor parking areas and remove any unauthorized vehicles. P a g e 4 Council Meeting Minutes May 8, 2017

16 d. Apartment Painting The strata corporation will retain CertaPro Painters to do painting of the baseboards, trim and railings in the apartment building. Notice will be posted once the schedule is confirmed for residents information. e. Roof Assessment and Maintenance Proposal The roof assessment and maintenance proposal from Design Roofing was tabled, subject to budget review. The property manager was requested to provide the latest financial statement once available for council s reference. Council will be voting on how to proceed via and will provide instruction to the property manager once a decision is made. 9. ADJOURNMENT There being no further business to discuss, the meeting was terminated at 6:12 p.m. Respectfully Submitted, NEXT MEETING: STRATA COUNCIL MEETING MONDAY, JUNE 19, 2017 AT 3:00 P.M. CLUBHOUSE 155 SHORELINE CIRCLE, PORT MOODY, B.C. Per: Arlet Barolo, Strata Agent RE/MAX dwell Property Management As Agents for Strata Plan LMS Harbour Heights arlet.barolo@dwellproperty.ca RE/MAX dwell Property Management 4311 Viking Way, Suite 270, Richmond, BC Canada V6V 2K9 Dir ph (24 HOUR EMERGENCY SERVICES) f ONLINE ACCESS TO YOUR STRATA CORPORATION To access Strata Documents online for Strata Plan LMS Harbour Heights: Please visit: Login: LMS2243 Owners are encouraged to subscribe to the newsletter to receive notification of important notices, meeting minutes and other Strata Corporation related documents. Information to subscribe is on the website, lower right side. P a g e 5 Council Meeting Minutes May 8, 2017

17 HARBOUR HEIGHTS STRATA PLAN LMS 2243 STRATA COUNCIL MEETING MINUTES MONDAY, JUNE 19, 2017, 3:00PM CLUBHOUSE SHORELINE CIRCLE, PORT MOODY, B.C. COUNCIL PRESENT: Robyn Moulson (SL20) President David Burdett (SL17) - Treasurer Judith Fraser (SL61) Member REGRETS: Gayle Robson (SL7) Vice President MANAGEMENT PRESENT: Arlet Barolo, Property Manager RE/MAX dwell Property Management arlet.barolo@dwellproperty.ca 1. CALL TO ORDER There being a quorum present, the meeting was officially called to order at 3:08 p.m. 2. ADOPTION OF PREVIOUS COUNCIL MEETING MINUTES May 25, 2017 Vetting through the minutes of May 8, 2017 council meeting, council made changes under item 4. b. Cease and Desist Directives (Strata Lot 15), to rephrase the statement to state: Due to what the council view as abusive and aggressive correspondence received by the council and the strata manager from the owner, the strata corporation s lawyer sent an to the owner s lawyer dated April 20, 2017 confirming the council s advice that all further correspondence that is addressed to the strata council, any of its members, the managing agent and/or any of the strata corporation s other contractors is to be directed to them c/o the strata corporation s lawyer s attention. There being no further changes, the minutes of May 8, 2017 council meeting was adopted as amended. The council apologizes for any confusion regarding of the communication to the owners of SL COUNCIL COMPILATION a. Strata Lot 15- Lawyer Correspondence Council was forwarded correspondence from strata lot 15 s lawyer containing the owner s requests and comments. The strata lawyer is drafting a letter to relay council s position on the matters brought forward by the owner through their lawyer. P a g e 1 Council Meeting Minutes June 19, 2017

18 b. Fire Department Visit Parking Storage A report from City of Port Moody Fire Department following their site visit at 121 Shoreline Circle was forwarded to council for their attention. In the report, some parking stalls were noted storing various articles. The owners of the parking stalls in question were sent an infraction letter along with the copy of the letter from the fire department for their attention and subsequent action. Any fines assessed by the fire department for non-compliance will be charged back to the offending units. 4. FINANCE a. Financial Statements Following council s discussion, the financial statements from January to April 2017 were approved as presented. As of April 30, 2017, the operating account is $253, and the contingency reserve fund (CRF) is $268, for the same period. b. Arrears The accounts receivable list for June 2017 was presented to Council for review. It was noted that the unit who had a lien placed on their account has since setup pre-authorized payments. Account statements are being sent to Owners in arrears monthly to remind them of their account status. c. Council Member Reimbursement Council has approved the reimbursement for a council member for the cost incurred for key cuts and garbage disposal. 5. BUSINESS ARISING a. BUILDING PROJECT PH 2 Targeted Restoration Update/Retaining Wall Repairs Council was provided with the latest project cost summary provided by the contractor for their reference. Since the proposal to repair the stair structure and landing at the Apartment building is within the project contingency and within the scope of the project, council has approved to proceed with the work following deliberation. This work will commence as soon as feasible. In relation, the contractor updated council that the targeted repairs will be completed by July 2017, except for the stair structure and landing repair which will commence in the fall. At which time the whole targeted repair project is completed, and if there are remaining funds which will exceed $100 for each strata lot, the remaining funds will be distributed back to the owners based on unit entitlement in accordance with the Strata Property Act. b. C&C Maintenance Report A report was provided to council regarding the work completed on the two (2) air handling units on the roof top. No further action is required at this time. P a g e 2 Council Meeting Minutes June 19, 2017

19 c. Landscaping Updates/Arborist Assessment In addition to bark mulch applications and trimmings, council has approved to retain an arborist to provide tree assessments and tree pruning/removal services in the complex. It was noted that permits for tree removal will not be granted during nesting season but the arborist will be instructed to proceed as soon as they acquire permits. d. Apartment Drain Cleaning This work has been completed. A deficiency was noted in one unit but has since been addressed by the contractor at their own costs. e. Apartment Painting Council will provide options for the residents of the Apartment building on the colors that will be adopted for the baseboard, trims and railings. A notice will be posted for the survey. The painting project may commence in late July or sometime August f. Dryer Vent Cleaning This maintenance work is scheduled on July 4 th and 5 th. Notice has been circulated reminding residents that access is required to complete the interior vent cleaning in the unit. If no access is provided during the posted schedule, only the exterior of the unit will be done. g. Parking Passes The proof for the signage is being finalized by council. This item is in progress. h. Roof Maintenance The roof maintenance for Phase 1 and Phase 3 has been completed. After review of the budget, there is enough funds to complete the roof maintenance for Phase II units. Council has approved the work which will be scheduled shortly. Relevant notice will be posted once the schedule is confirmed. 6. CORRESPONDENCE Owners may write to Strata Council, via Re/Max dwell Property Management on Strata related matters (i.e. suggestions, concerns, etc). Correspondence can be sent to 4311 Viking Way, Suite 270, Richmond, BC Canada V6V 2K9, or by to arlet.barolo@dwellproperty.ca. Please include your name and address. All correspondence is forwarded to Council for their review at the next council meeting. Correspondence received from Owners was presented to Council for review and instruction was given to the Strata Agent on how to respond. APARTMENTS An owner sent an in response to the parking notice reminder posted on their visitor s vehicle. An owner sent a request for changing their tenants. The owner was advised that the move in fee is applied whenever there is a change in tenancy. An owner sent a complaint about a leaking sink pipe following the drain cleaning. The contractor addressed the issues at their cost. An owner sent a reply regarding a smoking infraction. The property manager was requested to relay council s decision regarding the infraction. P a g e 3 Council Meeting Minutes June 19, 2017

20 An owner inquired about installing a charging station for an electric car. The owner will be requested to provide further information for consideration. An owner sent various concerns including a complaint against a neighbour smoking, the janitorial staff service, a stack of bags left at the front door for donation, and balcony cleaning. Relevant actions were done including sending an infraction letter to the alleged party for smoking and the bags for donation have been removed. Council will further review the janitorial issues and the balcony cleaning. An owner sent a request for reimbursement for removing a dead rat from their gutter. Council has noted that it was not considered an emergency and there was no proper notification to council or the property manager before the owner called the pest control on their own accord. No reimbursement was approved. An owner requested to rent their unit and requested for a parking pass. Council has approved both requests. A tenant has reported that their key was lost but was eventually found. No further action is required. TOWNHOUSES A situation on two adjoining units concerning raccoons. Regrettably, there is a family of raccoons that are not able to be relocated now. The animals are too far inside the soffits and the younglings still cannot move on their own despite the pest control technician installing predator scent. This is being monitored actively. Council approved a quote to repair the crawl space area which was reported leaking. The work will be scheduled shortly. An owner reported sunken concrete which left a few inches gap from the stair bottom step. A quote is being solicited to repair the area of concern. An owner sent an apologizing on the inconvenience their contractor had caused due to improper parking. An owner sent a reply regarding council s letter pertaining to landscaping improvement which will affect their unit. The owner will be advised of council s position regarding their request. A tenant sent a reply to an infraction regarding improper bin storage. The rental property manager was advised of the protocol that all correspondence should go through the registered owner or the owner s representative and forward the concerns to the strata on their tenant s behalf. An owner sent some concerns following a neighbour s activities which resulted in police being called. The offending party will be sent a letter regarding the concerns. A representative of the owner forwarded a request from their tenant to remove some plants from their area. Council will have the landscaper assess the area and address where necessary. A representative of the owner sent a concern regarding dead tree branches near their unit. An assessment will be done by an arborist to address areas of concerns. 7. NEW BUSINESS a. Apartments LED Lighting Upgrade Council was provided with a proposal for LED lighting upgrade for the apartment building. This item was tabled and will be revisited in future council meeting for further discussion. P a g e 4 Council Meeting Minutes June 19, 2017

21 b. Phase II Stamped Concrete Council has noted that the stamped concrete driveways need to be resealed every two (2) or three (3) years and was last completed June This item will be revisited when the new council is formed. c. Fencing Quote Council is soliciting proposals for fence replacement project for Phase 1, 4 and 5 which will be included as a resolution at the upcoming annual general meeting (AGM) for owners consideration. d. Annual General Meeting Proposed Budget A proposed budget with no strata fee increase was presented to council for review and consideration. Council has accrued some maintenance items which the budget still allows prior to the fiscal year end. The draft AGM package including the revised budget will be sent to council for approval. Council Representatives/Types Representation Council will consult the strata lawyer if a bylaw amendment setting specific number of representatives from the respective types in forming a council at annual general meetings. This is to ensure that both the apartment building and townhouses have representations in council and have a broader perspective for the whole complex. Special Levy Fence Project A resolution to fund the fence project will be presented to owners for consideration at the upcoming AGM. This item was noted in the depreciation report which needs to be addressed soon. 8. ADJOURNMENT There being no further business to discuss, the meeting was terminated at 5:07 p.m. Respectfully Submitted, NEXT MEETING: ANNUAL GENERAL MEETING THURSDAY, JULY 20, 2017 AT 7:00 P.M. CLUBHOUSE 155 SHORELINE CIRCLE, PORT MOODY, B.C. Per: Arlet Barolo, Strata Agent RE/MAX dwell Property Management As Agents for Strata Plan LMS Harbour Heights arlet.barolo@dwellproperty.ca RE/MAX dwell Property Management 4311 Viking Way, Suite 270, Richmond, BC Canada V6V 2K9 Dir ph (24 HOUR EMERGENCY SERVICES) f P a g e 5 Council Meeting Minutes June 19, 2017

22 ONLINE ACCESS TO YOUR STRATA CORPORATION To access Strata Documents online for Strata Plan LMS Harbour Heights: Please visit: Login: LMS2243 Owners are encouraged to subscribe to the newsletter to receive notification of important notices, meeting minutes and other Strata Corporation related documents. Information to subscribe is on the website, lower right side. P a g e 6 Council Meeting Minutes June 19, 2017

23 HARBOUR HEIGHTS STRATA PLAN LMS 2243 STRATA COUNCIL MEETING MINUTES SUNDAY, JULY 30, 2017, 7:10PM CLUBHOUSE SHORELINE CIRCLE, PORT MOODY, B.C. COUNCIL PRESENT: Lucille Parsons (SL52) President Rune Fenger (SL03) Vice President Rania Knox (SL27) Treasurer Suzie Allen Logie (SL29) Secretary David Burdett (SL17) Councillor REGRETS: MANAGEMENT PRESENT: None No Representation 1. CALL TO ORDER There being a quorum present, the meeting was officially called to order at 7:10 p.m. 2. COUNCIL EXECUTIVE ELECTION First order of business was to introduce each other to each other and elect Officers of the Council. After discussion, the following was decided by all: President: Vice President: Treasurer: Secretary: Councillor at large: Lucille Parsons Rune Fenger Rania Knox Suzie Logie David Burdett Discussion ensued regarding plans for the complex and how Councilors want to manage the business of the complex. Agreed by all to form 3 committees: Landscape oversight Treasury oversight and review Repairs and Maintenance P a g e 1 Council Meeting Minutes July 30, 2017