STRATA COUNCIL MEETING MINUTES STRATA PLAN BCS 2251 - "THE EDGEWATER 2353 MARPOLE AVENUE, PORT COQUITLAM, BC Held on Thursday, August 6, 2009 In the Amenity Room PRESENT: Yuriy Shylov President Matthew St. Pierre Vice-President Jay Klassen Treasurer Zahir Nanji Secretary Harriett Vansaten Member at Large Ron Freeman Member at Large REGRETS: Eric Gruter Member at Large MANAGING AGENT: Susan Colosie, Controller, Ascent Real Estate Management Corporation CALL TO ORDER The meeting was called to order at 7:04 p.m. MINUTES It was MOVED, SECONDED and CARRIED to approve the April 1, 2009 council meeting minutes, as previously circulated. FINANCIALS 1. Financial Statements: It was MOVED, SECONDED and CARRIED to approve the financial statements ending June 2009. The July 2009 statement was provided at the meeting. 2. Accounts Receivables: The strata agent provided council with a copy of the accounts receivables. If you have any questions concerning the status of your account, please contact the Accounts Receivables Department at 604-431-1800. POLICY FOR COLLECTION OF OUTSTANDING STRATA ACCOUNTS Step 1: Step 2: Step 3: All outstanding accounts will receive a Statement of Account. This will show your account balance and remind you to please remit payment in full. A lien warning letter (Notice of Default) will be sent advising the owner that if the account is not paid in full within 21 days, a lien will be placed against the strata lot. A title search charge of $94.50 is added to the account of the owner receiving the lien warning. A copy of the lien warning letter is also sent to the mortgage company, as it is a default on the mortgage. If there is no response to the lien warning letter within 21 days of the date of the letter, a lien will be placed on the affected strata lot. Owners are advised that if a lien is placed against their unit, a $577.50 charge will be applied to their unit to cover the costs associated with the lien. The mortgage holder is also advised of the lien warning letter and pending lien as it is a default of the mortgage terms.
Step 4: If the account continues to accumulate after the lien has been applied to the strata lot, the next step in collection is a demand letter from a lawyer advising the owner that if payment in full is not received within 30 days, the Strata Corporation will proceed to the Supreme Court of British Columbia seeking a forced sale to satisfy the debt. 3. Contingency Reserve Fund (CRF): The Contingency Reserve Fund, as of July 31, 2009, is $33,737.69. 4. Contingency Reserve Funds: Funds have been borrowed from the Contingency Reserve Fund to cover operating expenses. The borrowing of funds is necessary when large invoices such as insurance are received, when owners do not pay their strata fees and when owners fail to remit payment of levies on time. 5. Deficit Recovery Levy: The operating budget deficit special levy was approved by all owners at the Annual General Meeting. This levy for convenience purposes only was due on December 1, 2008. Those owners in who have not remitted the levy have been forwarded written communication. BUSINESS ARISING OWNERS MUST SUBMIT A CHEQUE FOR THIS LEVY AS IT WILL NOT BE WITHDRAWN AUTOMATICALLY IF YOU ARE ON PAP. 1. Amenity Room/Guest Suite Bookings: All bookings for the amenity room and guest suite are made through your janitorial provider, Nessan Behan. Nessan Behan 604-910-2019 nessan@shaw.ca Please do not phone past 9 p.m. daily 2. Garbage Enclosure: The contractor who is currently designing the enclosure door which will permit the installation of a lock has advised that it will be completed shortly. 3. Website: Council would like to remind all owners that the council president has completed the strata corporation s website at no charge to the strata corporation. The strata corporation only pays the hosting fees, which are approximately $100/year. To view minutes and other information pertaining to the strata corporation, please visit www.bcs2251.org. 4. Window Cleaning: The exterior inaccessible window cleaning has been completed. 5. Cigarette Butts: Once again, council would like to remind all owners that cigarette butts are never to be thrown off balconies; not only is it a fire hazard but it is a nuisance to below owners and disrespectful to your neighbours. 6. Pressure Washing: Council has purchased a pressure washer which will be used to pressure wash the concrete stairs and retaining wall. 7. Dryer Vent Cleaning: The dryer vent cleaning has been completed. 8. Pet Reminder: Council would like to once again remind all owners that their pets are not permitted to relieve themselves on common property, which is unsanitary for the landscaper. Council would like all pet owners to familiarize themselves with the following bylaws:
3. Pets and animals 3.1 a) No resident shall contravene applicable City of Port Coquitlam bylaws (animals, noise, etc.). b) Throughout this bylaw, every resident shall be responsible in all respects for not only their pet(s) but also for the pet(s) of their guests. c) The terms "dog" and "dangerous dog" shall be as defined in the City of Port Coquitlam bylaws. d) Pets are defined as domesticated animals kept for pleasure rather than utility. Registered assistance animals are permitted regardless of other restrictions in these bylaws. 3.2 No resident shall keep any animals, livestock, fowl, reptiles or other pets in his her strata lot other than: a) a reasonable number of fish or other small aquarium animals. b) up to 2 small caged mammals; c) up to 2 caged birds; d) 2 dogs or 2 cats, or a combination of both, but no more than 2 in total. 3.3 No resident shall keep a "dangerous dog" or a "wild or exotic animal" in or around the building. 3.4 Every resident is responsible for control of their pet(s) and is liable for all costs incurred to correct any damage caused by their pet(s). 3.5 No resident shall permit his/her pet(s) on the common property without the animal being leashed. 3.6 No resident shall permit his/her pet(s) to urinate or defecate on the common property and, if such pet(s) should happen to urinate or defecate on the common property, the resident is responsible for the satisfactory and sanitary clean up of the mess and disposal of the waste. 3.7 No resident shall linger with his/her pet(s) in the building common areas, including the mail area. Pets are to be taken directly between the resident's strata lot and the nearest exit/entrance of the building. 3.8 A resident who keeps an animal which in the opinion of the strata council proves to be a nuisance, whether in the strata lot or on common property or which is an unauthorized pet, will be required, upon written notice, to immediately remove the animal permanently from the premises. 3.9 No resident shall permit his/her pet(s) to interfere with any other person, pet or object, or permit his/her pet(s) to disturb any other resident with uncontrolled barking or howling. No resident shall permit their caged birds to disturb any other resident with uncontrolled squawking or chirping. 3.10 All pets must be on a leash when on common property. 3.11 The strata council may, from time to time on behalf of the strata corporation, enact such rules with respect to the keeping of pets as the strata council, acting reasonably, deems necessary or desirable, provided that, in the event of any conflict between these bylaws and any such rule, the provisions of these bylaws will prevail. 3.12 A pet owner that is in contravention of any of the bylaws 3.1 through 3.10 will be fined $50.00 for the first contravention, $100 for the second and $200 for each subsequent contravention and the fine may be imposed every seven (7) days for a continuing violation. The pet owner will be liable for all costs including legal costs incurred by the strata corporation in remedying a pet bylaw violation. NEW BUSINESS 1. Annual Fire Inspection: The annual fire inspection will occur in September once the summer holiday season has ended, with notices being posted in advance to alert all owners of the mandatory in-suite inspection date to test their life safety devices. Council would like to remind all owners that if you do not provide access there is an extra cost to perform the inspection on another date and that this extra cost will be placed on each strata lot owner s account who did not permit access. 2. Mechanical Maintenance Contract: As the current contract with Latham s is due for renewal, the strata agent provided council with an alternate quote from Lazar Plumbing and Heating for their review. Council will be reviewing both options and with provide the strata agent with direction at the next council meeting.
3. Landscaping Improvements: As landscaping perished during the winter storms, council is currently researching the best replacement options. A line item for landscaping improvements has been included in the operating budget for the coming fiscal year in order to permit these improvements. 4. Elevator Safety Permits: The BC Safety Authority operating permits were provided for posting. 5. Notice of Call Annual General Meeting: Council reviewed the Notice of Call (agenda) for the coming Annual General Meeting (AGM). It was MOVED, SECONDED and CARRIED to present the draft budget, which represents no increase in strata fees to all owners. The AGM has been scheduled for Wednesday, September 16, 2009. The Notice of Call will be mailed to all owners in advance in accordance with the provisions of the Strata Property Act. 6. Bike Rack: An owner has advised council that they would like to donate a bike rack to the strata corporation. It was MOVED, SECONDED and CARRIED to accept the donation and extend appreciation to the owner. CORRESPONDENCE Correspondence was received from an owner requesting the reversal of a fine for non-compliance with the strata corporation s move bylaws. It was MOVED, SECONDED and CARRIED to not reverse the fine as the owner did not adhere to the bylaws. All owners are reminded that they must familiarize themselves with the strata corporation s bylaws. Please refer to the following move bylaw: 37. Moving in/out procedure 37.1 An owner must conform, and ensure that any tenants conform, to these move in and move out bylaws as well as any relevant rules established by council from time to time. 37.2 A resident or resident-to-be must provide notice to the strata corporation, through the strata management company (SMC), of all moving arrangements at least seven (7) days before the moving date. Only one move-in or move-out per day will be allowed. All moves must take place between 9:00 a.m. and 9:00 p.m., Monday through Friday, and 10:00 a.m. to 9:00 p.m. on Saturdays, Sundays and statutory holidays. Failure to follow this bylaw may result in denial of access to the building, and may be subject to a fine. 37.3 A resident or resident-to-be, requiring the use of the elevator must make arrangements with the strata agent for the elevator to be locked off. The elevator door must not be jammed open in any way, and the protective padding must be in place in the elevator. 37.4 A resident or resident to be must ensure that the lobby doors, or any other access doors, are not left open or unattended by having another responsible adult monitor the entrance throughout the entire move, to ensure that persons seeking entrance to the building have (a) in their possession a key, or (b) use the call-up system to be granted entry by a resident, and, failing these, to deny entry to that person, so that unauthorized persons do not gain entrance to the building. 37.5 A resident or resident-to-be must ensure that furniture and packing cases are not left piled in the lobby or corridors nor leaned against the walls, and that all common areas are left damage free and clean, and all hallways and lobby areas are vacuumed immediately upon completion of the move. 37.6 A resident or resident-to-be must pay a non-refundable move in fee of $100.00, seven (7) days prior to any move. 37.7 A resident who is having delivered large items of furniture and/or appliances, or are moving out such items, must notify the strata agent in case the elevator pads are required or the elevator needs to be locked off. 37.8 A copy of bylaws shall be provided by SMC to all real estate agents, residents or residents-to-be involved in a potential move. 37.9 A resident contravening any of the bylaws 37.1 to 37.9 shall, subject to section 135 of the Act, be fined $200.00.
All owners and residents who will be moving in or out of the building must contact the janitorial provider to obtain the elevator key and request the installation of the elevator padding. Arrangements must be made one week in advance of any move. Please either email your janitorial provider at nessan@shaw.ca or call 604-910-2019. Communication: All owners please note that the Strata Property Act requires that all comments and concerns must be forwarded to the strata council in writing (unless an emergency) to allow the entire strata council to review your concerns. Each letter will be reviewed at the next scheduled council meeting and responded to accordingly. All correspondence must be received seven days prior to a meeting, or it will be tabled until the next meeting. You may email it to abenoit@ascentpm.com, fax to 604-431-1818, or mail it to Ascent Real Estate Management -2176 Willingdon Ave., Burnaby, BC V5C 5Z9. ADJOURNMENT There being no further business, the meeting was adjourned at 8:05 p.m. The next council meeting is The AGM scheduled for September 16, 2009. Ascent Real Estate Management Corporation Managing Agents On Behalf of Owners Strata Plan BCS 2251 Susan Colosie Controller AB/mm STRATA CORPORATION WEBSITE: www.bcs2251.org. PLEASE BE ADVISED THAT ASCENT S STRATA AFTER HOURS EMERGENCY NUMBER IS 604-293-2459. Ascent Real Estate Management Corporation 2176 Willingdon Avenue, Burnaby, BC V5C 5Z9 Phone: 604-431-1800 Fax: 604-431-1818 Email: abenoit@ascentpm.com website: www.ascentpm.com All requests for renovations/alterations must be made in writing and submitted to the strata agent for council review. The requests must be received one week prior to each council meeting to be included on the agenda.