Melrose Place LMS 2149 Council Meeting Minutes Thursday, November 1, 2012 PRESENT: President: Vice President: Treasurer: Secretary: Members: Strata Manager: Valerie Velander Wendy Friesen Jocelyn Vandergronden Jackie Bendell Patience Okantey David Hamilton Wilson Munoz Davin Management President: Valerie Velander604-596-7564 Vice President: Wendy Friesen 604-501-0215 Keys: Davin Management 604-594-5643 Treasurer: Jocelyn Vandergronden 604-319-8530 Secretary: Jackie Bendell 604-353-2149 Parking: David Hamilton Maintenance: Juri Mandla 604-908-2164 Guest Suites: Patience Okantey 604-505-9077 Amenity Room: Patience Okantey Enterphone list: Jackie Bendell Caretaker: Vic Ruzyski 604-505-2149 ABSENT: Member: Juri Mandla *M/S/C = Moved, Seconded and Carried 1. CALL TO ORDER The meeting was called to order by Council President, Valerie Velander at 7:15 PM. A quorum was established. 1A. GUEST BUSINESS An owner attended a hearing with Council to present their case with regard to the delivery of hard copies of Council minutes to the owners. This owner stated that they don t have a computer and therefore the Council is obligated to provide a hard copy of the minutes prepared by Davin Management. Council thanked the owner for attending the meeting and bringing this matter to their attention, dropping a brief note at Melrose s mailbox or mailing a request for hard copies of the minutes to the Strata Manager at # 1 10180 153 Street, Surrey, BC V3R 0B5. Thank you for your understanding and cooperation. A second owner was scheduled to have a hearing with Council with regard to excessive noise from their unit and requesting permission to replace their carpet with hardwood flooring but did not attend the meeting. Council then reviewed the information presented and hardwood flooring application, and directed the Strata Manager to write and advise this owner that permission for hardwood flooring installation is granted subject to: 1) this flooring not covering more than 60% of their unit; 2) using area rugs over high traffic areas; 3) installing the maximum amount of underlay under the hardwood flooring; and 4) not installing hardwood flooring in the bedroom. Thank you for your cooperation. 2. REPAIRS AND MAINTENANCE REPORT Vic Ruzyski, Resident Caretaker did not present his monthly repairs and maintenance report as he was on vacation. Council is reminding owners that a 48 hour notice will be distributed to identify parkade bylaw violations and any levy fines as required. There will be no further warning after notices are delivered to the violators, and routine inspections will continue. In addition, residents are advised that there are parking stalls available for rental if they need them. Please contact the Strata Manager at wmunoz@davinltd.com if you need further information. 1
3. FINANCIAL REPORT a) The financial statements for the period ending August 31, 2012 and September 30, 2012 have been adopted as prepared by Davin Management Ltd. b) The total arrears as of November 1, 2012 are approximately $ 2,617.94. Council wishes to advise owners that strata fees are due on the first of each month. Owners who have outstanding strata fees are requested to pay them as soon as possible to avoid penalties and /or other actions. If outstanding balances go over $ 500 and owners don t make any arrangements to settle their arrears after receiving this outstanding statement, delinquent owners will be referred to the strata s lawyer, who will be sending the corresponding lien-warning letters to the said owners and adding the respective legal charges to their account. Three Owners were sent demand letters prior to the meeting and will be referred to the strata s lawyer if no payment arrangements are made before the deadline stated on the demand letter. Please forward a cheque made payable to Strata Plan LMS 2149 to Davin Management for the amount on the delinquent statement that you have received to avoid further action and / or charges. If you are unsure about how much you owe or you have questions regarding your account, please contact Davin Management s Accountant at (604) 594-5643 X229. Owners should also note that a fine is applied every month to your account for outstanding payments and will be applied in the following manner: 1) a fine of $ 25 (twenty-five dollars) plus a 10% per annum fee when payments which are owed by you remain outstanding after the first of the month; 2) a written warning is issued if the outstanding amount is not paid by the 15 th of the following month; and 3) Council will decide on the further course of action to take if the outstanding amount is not paid by the 15 th of the following month. Owners please note that if you are in arrears of monies owed to the strata corporation, you receive notification on a monthly basis, via Canada Post. In addition, the minutes of Council meetings also prompt you to pay outstanding monies owed to the strata corporation. 4. APPROVAL OF PREVIOUS MEETING MINUTES The minutes of the Council meeting of September 27, 2012 with the noted corrections have been approved as prepared by Davin Management Ltd. 5. BUSINESS ARISING FROM PREVIOUS MINUTES 5.1 Plumbing Connections on the 2 nd Floor Hallway Update. Council reviewed the latest quotes for repairing the plumbing connections and directed the Strata Agent to ask the respective contractors for clarification on the estimates and specs for the required work. An update will be supplied at the next meeting. 5.2 Website for Melrose Place - Reminder. Owners are invited to visit www.melroseplacestrata.org to download their minutes and view other strata-related information. The password for access is melrose. Council is also reminding that Resident Owners who need a hard copy of the minutes write a letter to the Strata Manager at wmunoz@davinltd.com, 2
5.3 Elevator Contract and Upgrade/Repair Update. Council met with Otis representative to address the recurrent issues at the strata s elevators. Subsequent to the meeting, Council was advised: 1) the new estimate to replace the door operator at each of the elevators decreased from $ 22,500 to $ 10,000; 2) the current door operator on the elevators is fully obsolete with no part support available; and 3) a replacement door operator will be installed free of charge at the rear elevator only. Although the latter will not provide a solution to the ongoing issues with the back and front elevators, it will isolate the door operator at the rear elevator as the problem. Council will monitor the suggested changes and discuss the options available with Otis based upon the performance of the elevators at Melrose. 5.4 Envelope Warranty Inspection Update. Council is advising that the envelope warranty inspection will be conducted by Aqua-Coast Engineering on Friday, November 30, 2012 at 9:30 am and is asking owners to submit the requested data survey by Friday, November 23, 2012 before noon. Thank you for your cooperation. 5.5 Ruts Repair on the North Side and Restoration of Brick Rear Fire Lane Quotes. It was M/S/C to adopt the estimate by SWR in the amount of $ 2,780 plus taxes to repair the ruts (drainage issue) on the north side of the building and adopt the estimate by the Rite Handyman in the amount of $ 1,290 plus HST to restore the brick rear fire lane. Council directed the Strata Manager to advise the respective contractors of the quote approval and schedule this work accordingly. 5.6 LMS 2149 vs. Creekside Mediation for August 2012 Update. Council is advising requested information for the mediation case be collected and organized by Davin Management. An update for the case will be provided once it is forwarded by the strata s lawyer. 5.7 Annual Fire Inspection Revisit. Council is advising that the second revisit for the annual fire inspection will be conducted on November 5, 2012 by Elite Fire Protection, and no-access units will share the cost of the revisit and be fined $ 100 without further warning and until compliance. Thank you for your cooperation. 5.8 Water Incident due to Unsealed, Leaky Water Pipe in Upper Unit Update. Council was advised that this matter has been addressed by the insurance of the owner of the upper floor and is considered resolved. 5.9 Notice of Strata Lot Take Over. Council was advised there is no update. 5.10 Quote for Patio Repair. It was M/S/Cto adopt the estimate by the Rite Handyman in the amount of $ 278 plus taxes to repair one patio on the ground level and to refer another patio that requires similar repair to the same contractor. Council directed the Strata Manager to advise this contractor of the quote approval and additional repair, and to schedule the repair work accordingly. 5.11 Rental Tracking System Update / Reminder / Warning. Council is hereby notifying that Council members will be delivering the resident information form to all residents so that contact information for strata lots can be updated when needed for an emergency. Thank you for your cooperation. Council is advising that a template to monitor rentals within the strata will be updated once this information has been submitted by all owners of Melrose Place. 3
Council wishes to remind owners that the updated Form K has not been submitted by all rental owners. Therefore fines may be imposed on the offending Strata Lots if this information is not received within the time frame established before. Council is again reminding owners who applied for rental permission in the past confirm that they would like their names to remain on the rental wait list by contacting the Strata Manager by e-mail at wmunoz@davinltd.com or regular mail at Davin Management and submitting a copy of the original rental request. If Council does not hear from you, we will assume you are no longer interested in renting your unit. Council is further advising owners that no rental permission will be granted until all owners provide the above information requested by Council and Council updates the residents information at Melrose Place. Thank you for your cooperation and understanding. Any owner found in contravention of the rental bylaws is subject to a penalty of $ 500 per month retroactively and without further warning. Thank you for your cooperation. 5.12 Strata Bylaw Violations. Council wishes to advise that after a routine inspection was conducted within the property, the following items would be addressed: Letters and /or fines were sent for strata bylaws violation. An owner was fined $ 200 for failing to remove a satellite dish from their strata lot. Owners are reminded that Council will do periodic routine inspections, and residents who are found in violation of strata bylaws and sent a letter regarding these violations before will be fined without further warning, and every 7 days if the contravention to the strata bylaws continues. Thank you for your compliance. 5.13 Excessive Noise Reminder. Council is reminding owners to be mindful of their neighbours with regard to excessive and disturbing noise after 10 pm. Owners being affected by excessive noise issues are advised to address this matter with their offending neighbours, call the police as required and document the dates and times of these incidents, and finally submit the report to the Strata Manager if the offending owners don t comply. Thank you for respecting your neighbours and complying with strata bylaws. 5.14 Dogs Barking inside Strata Lots for a Long Period Notice. Council is advising dog owners that their pets should not be allowed to bark inside their strata lots for hours as this action is in contravention of strata noise bylaws. Affected owners should document these incidents and report offending owners to the Strata Manager at wmunoz@davinltd.com or at fax (604) 594-5071. Thank you for taking care of your pets and respecting your neighbours. 5.15 Throwing Cigarette Butts over the Balcony Notice. Council is advising owners to refrain from throwing cigarettes butts over their balcony as it is a fire and safety hazard and disrespectful to your neighbours. Offending owners should be reported with dates and times of incidents to the Strata Manager at wmunoz@davinltd.com or at fax (604) 594-5071. Thank you for your cooperation. 5.16 Smoking in Parkade or Common Areas Reminder. Owners are reminded that smoking is not permitted in common areas like stairwells or the parkade. 4
5.17 Items left in Strata Lot Locker by Previous Owner Reminder. Owners are reminded to follow this procedure when dealing with items left in their strata lot lockers by previous owners: 1) ask your realtor to address this matter with the realtor of the previous owner; 2) notify the Strata Manager in writing at wmunoz@davinltd.com that your locker was not emptied by the previous owner; 3) post a notice that locker # XX will be emptied within one week and include your contact number, and notify the Resident Caretaker at (604) 505-2149; 4) if these items are not claimed by any owner, please make a list of items left and take pictures as this information will be required if there is a claim and /or complaint in the future as per tenancy regulations; 5) provide a copy of the list of items left and their picture to the Strata Manager at wmunoz@davinltd.com or to the Resident Caretaker so it is forwarded to the Strata Manager at the next Council meeting; and 6) carefully remove items after having documented and taking pictures of them, and ask the Resident Caretaker to store them for you. Council will then dispose of the left items as required by tenancy regulations. Thank you for your cooperation. 5.18 Strata Manager Contact. Owners should be aware that the strata manager may be on site and not in the office, or in a meeting and unavailable. As such, you may be required to leave a message and your call may not be returned until the next business day. If your call is an emergency, and your Strata Manager is not available, please press 0 (zero) and you will be transferred to the receptionist during normal business hours. The receptionist will then get in contact with your Strata Manager, and they will return your call A.S.A.P. The procedure for emergencies after hours is to call the main office number (604-594-5643), push 1 (one) when prompted to do so, identify yourself, your building and the nature of your emergency to the operator who answers, and they will have your Strata Manager paged. 6. NEW BUSINESS 6.1 Winterization of Dry Sprinkler System in Parkade. Council was advised this item had been completed prior to the meeting and requires no further action. 6.2 Security and Facility Upgrade Plan. Council discussed the option of inspecting the building to upgrade its security, and engaging a security company to conduct an assessment and provide recommendations to improve building security at Melrose Place. A template to map the parkade was presented to Council and will be used to monitor cars, parking stall violations, expired car insurance and parking stall maintenance. Storage insurance violators will be fined and towed without further warning as cars without valid insurance are a liability to the strata. Council was also advised that parking stall dividing lines and numbers are fading and need to be redone. 6.3 Rental Bylaw Clarification. Council reviewed the rental bylaw and directed the Strata Manager to ask the strata s lawyer to re-write the rental bylaw based upon the 10% rental restriction and the immunity to owners of record up to November 20, 2003. The bylaw amendment will be presented for owners consideration at the next Annual General Meeting (AGM) to be held in February 2013. 7. CORRESPONDENCE Council is advising that letters / e-mails sent by owners will be addressed by Council and a reply to inquiries will be provided via the Strata Manager after the meeting. Other issues will be dealt with via reminders/ notices in the minutes. Thank you for submitting your concerns/ issues and keeping Council informed of different strata matters. 5
8. ADJOURNMENT AND NEXT MEETING There being no further business, the meeting was adjourned at 9:50 PM. The next Council meeting has been scheduled for Thursday, December 6, 2012 at 7:00 PM in the Amenity Room. Wilson Munoz Strata Manager (604) 594-5643 Extension: 230 wmunoz@davinltd.com #1, 10180 153 rd Street Surrey, BC, V3R 0B5 P: 604-594-5643 F: 604-594-5071 www.davinltd.com 6