www.wynford.com Airport Square, 815 1200 West 73 rd Avenue, Vancouver, B.C., Canada V6P 6G5 604-261-0285 FAX 604-261-9279 PROPERTY MANAGEMENT SERVICES MINUTES OF THE MEETING OF THE STRATA COUNCIL OF OWNERS OF STRATA PLAN LMS 445, WESTROYAL, HELD ON MONDAY, JUNE 15, 2015, AT 6:00 P.M., IN THE RECREATION LOUNGE, 328 TAYLOR WAY, WEST VANCOUVER, BC Present: Barbara Brink President Marlene Hayes Vice-president Patricia Burr Treasurer / Grounds & Garden Bella Tata Secretary Raymond Wong Building Committee Strata Manager: Tracey Lutz The Wynford Group Regrets: Arash Atash Building Committee 1. CALL TO ORDER The meeting was called to order at 6:03 p.m. Council Member Anne Taylor has sold her unit and resigned from Council. Council discussed possible options of either appointing an Owner to Council for the remainder of the fiscal year, or continuing to operate with six Council Members until the Annual General Meeting. Council will monitor the situation and advise the Strata Manager should a decision to appoint be made. 2. COMMITTEE REPORTS A. Resident Manager s Report As the Resident Manager Jimmy Chu is off work on disability, no Building Manager s Report was provided for discussion. B. Grounds & Garden Further to the Minutes of May 19, 2015, the Strata Manager provided Council with answers on how the water feature has been drained and cleaned in the past. Council reviewed two responses, one from KUA and one from Imperial Paddock Pools. Council decided to have the water feature drained and cleaned by KUA. The Strata Manager will follow-up and schedule a date and time with KUA for the work to be completed. Council discussed the wet grass behind the townhomes. Despite the dry weather, the area still appears to be waterlogged and damp. The Strata Manager was directed to contact Parklawn Sprinklers to test the sprinklers behind the townhomes and deactivate the one in front of TH 348, if possible. The Building Committee will continue to monitor the situation.
June 15, 2015 Page 2 C. Park Royal Development There were no updates for this period. 3. MINUTES OF PREVIOUS MEETING It was MOVED / SECONDED (Tata/ Burr) to approve the Minutes of the Council Meeting held on May 19, 2015, as presented. CARRIED 4. FINANCIAL REPORT A. Operating Statements It was MOVED / SECONDED (Burr / Tata) to approve the May 2015 Financial Statements, as prepared by The Wynford Group. CARRIED B. Receivables The Strata Manager reported on the current status of the receivables. 39 Owners are in arrears for the Special Levy that was due in instalments beginning April 1, 2015. As the final payment of this Special Levy was due on June 1, 2015, the Strata Manager will be issuing lien warning letters to all affected units. Council reviewed three pieces of correspondence from three separate Owners regarding the following: reversal of a title search charge reversal of a lien administration charge a payment plan for outstanding charges The Council instructed the Strata Manager on appropriate responses as required. Council discussed a unit that is significantly in arrears and has a lien in place. It was agreed to begin foreclosure proceedings against this unit in an effort to collect the outstanding charges. C. Invoices for Approval There were no unusual invoices requiring approval for this period. 5. BUSINESS ARISING FROM THE MINUTES A. Annual General Meeting Follow-up 2013 AGM 1. Security Fusion Security met with Council and has agreed to reposition the camera as per Council s request. 2014 AGM 1. Gutter Assembly Repairs West Coast Building Coatings has completed all gutter assembly repairs. 2. Exterior Maintenance Council reviewed a tender bid summary provided by Read Jones Christoffersen (RJC). A lengthy discussion ensued regarding the scope of work and the prices quoted by the three companies.
June 15, 2015 Page 3 It was MOVED / SECONDED (Wong / Hayes) to award the bid to West Coast Building Coatings. CARRIED Council will be following up with RJC to finalize the contract documents and negotiate applicable change orders with West Coast Building Coatings. 3. Sealant Remediation West Coast Building Coatings advised the building sealant remediation is 70% complete at the 328 and 338 buildings. 4. Phase 3 Pond Remediation West Coast Building Coatings advised that this project is approximately 98% complete, and only awaiting perimeter top soil and seeding. Council discussed a couple of options for filling the pond. Council directed the Strata Manager to obtain quotes for both artificial turf and rocks. Once quotes are received, Council will meet with the contractors to discuss design options. 5. Lockers The Strata Manager issued correspondence to the remaining units who had not responded regarding locker allocations. The Strata Manager will begin assigning second lockers to those units entitled to receive them. Locker rental fees will commence in July 2015. Council reviewed correspondence from an Owner and instructed the Strata Manager on a response as required. 6. Budget Items West Coast Building Coatings advised that the EIFS remediation at anchors was delayed and has now commenced as of the week of June 8, 2015. Council reviewed a quote from West Coast Building Coatings to repair addition locations as noted during the 2015 roof anchor testing. It was MOVED / SECONDED (Hayes / Burr) to approve the quote to repair these additional locations at an added cost of approximately $5,356.00. CARRIED Further to the Minutes of May 19, 2015, Council spoke with Finning Canada regarding a secondary back-up generator for vault maintenance. Council decided not to proceed with this matter at this time and will obtain competitive quotes for vault maintenance for discussion at a future Council Meeting. The Strata Manager was requested to inform Finning Canada accordingly. B. Water Leak The Owner has been approved for renovations to be undertaken at the time of their final repairs which are scheduled to get underway shortly. C. Regular Maintenance Council reviewed the regular maintenance schedule. 1. Dryer Vent Cleaning / Ducts Modern Purair attended the site with a locksmith on June 2, 2015, for the final dryer vent cleaning. The Strata Manager is awaiting a report on any recommended maintenance items. Upon receipt of the deficiency report from Modern Purair, the Strata Manager will issue letters to affected units.
June 15, 2015 Page 4 2. Annual Fire Inspection Mircom attended the site for a second time on May 21, 2015, for deficiencies. Mircom reported that access was not provided to three units, and that these three units remain uninspected. The Strata Manager will be scheduling a third visit by Mircom and a locksmith to attend to these three units. All costs associated with the third visit will be charged back to the affected unit Owners. 3. Grounds The City of West Vancouver provided Council with an update regarding the sewer repairs and advised regarding tree removals that will be required in order to complete the repairs. The report did not clearly identify what trees in and around WestRoyal need to be removed to gain access to the sewer; as such, a Council Member will be meeting with a city representative to discuss tagging and marking the trees being removed. Council will also be considering any noise and privacy implications associated with the removal of any trees and how they will be replaced. 4. Spring Cleaning / Junk Removal Tidy Trailers attended the site from May 29 to June 1, 2015 with bins for junk removal. Council discussed the positive feedback from the Residents, and will explore the possibility of having spring cleaning and junk removal done annually in the future. 5. Window Replacements Council reviewed a quote from West Coast Building Coatings to supply and install glass and hardware for the deficient windows at WestRoyal. As the amount quoted $13,444.00 (plus GST) is greater than what is budgeted for in the 2014-2015 Operating Budget, which is $10,000.00, it is expected that this work will continue into the 2015-2016 fiscal year. It was MOVED / SECONDED (Tata / Hayes) to approve the quote from West Coast Building Coatings, in the amount of $13,444.00 (plus GST), with the expectation that a portion of this work will be done in the next fiscal year. CARRIED Council raised concerns regarding the scheduling of the window replacements and how to prioritize the work. Council will be following up with West Coast Building Coatings to identify which windows are most critically damaged and to prioritize the work based off of this criteria. 6. Annual General Meeting / Budget Preparation The Annual General Meeting has been tentatively scheduled for Tuesday, October 27, 2015. The Strata Manager will prepare a preliminary draft budget for Council prior to the next Council Meeting. The Strata Manager was requested to obtain quotes for re-keying master locks, reviewing the pool shower drains and to investigate whether the trellis over the townhomes could be power washed and / or painted. D. 2014 Window Repairs No further updates from West Coast Building Coatings have been provided regarding the timeline to repair the final window deficiencies. E. Toilet Tank Overflow There continues to be no contact from the unit Owner so there were no updates for this period.
June 15, 2015 Page 5 F. Organic Waste Disposal Now that the organic waste bins have been delivered and are being used, Council discussed the possibility of allocating fewer bins to garbage and increasing the number of organics or recycling bins. Council will continue to monitor the situation and discuss the replacement / transfer of bins at the next Council Meeting. The Strata Manager contacted Recycle4U to get some more information regarding options for recycling; however, no further information has been provided. Recycle4U is a Vancouver-based recycling company that assists Stratas by picking up, recycling, and reimbursing them for refundable containers. G. Office Computers There were no updates for this period. H. Elevator Damage Elevator interior damage repairs are scheduled for June 17, 2015. I. CleanTech Review Council received a report from CleanTech with respect to the Resident Manager s disability and continued involvement with WestRoyal. Council discussed at length the performance of the Resident Manager and the needs of the building. The Strata Manager was asked to provide Council with the current Resident Manager s job description and to arrange CleanTech to meet with the Council for further discussions. J. Spa Filter Further to the Minutes of May 19, 2015, Council authorized Imperial Paddock to replace the filter in the spa. The work has been completed. 6. NEW BUSINESS A. Elevator Safety Order Council reviewed a Safety Order brought forward by the British Columbia Safety Authority regarding recent changes to the Elevating Devices Safety Regulations, which now requires all elevators in the building to be operable by the same key. ThyssenKrupp Elevator quoted $7,200.00 for this work to be completed. Council agreed that this expense would be added to the next fiscal year s operating budget. B. Fall Protection Upgrades Council reviewed a report from RJC which recommends additional fall protection systems for WestRoyal. Council will be meeting with a representative from RJC to determine if this work is mandatory and what the next steps would be. C. Fan Council reviewed correspondence from an Owner in respect to a noisy fan and instructed the Strata Manager on a response. D. Possible Deck Leaks Council reviewed a report from West Coast Building Coatings regarding a possible deck leak. West Coast Building Coatings proposed flood testing the deck to source any possible membrane damage at a cost of $1,050.00 (plus GST). It was MOVED / SECONDED (Brink / Tata) to approve this quote and have the deck flooded. CARRIED (1 abstention)
June 15, 2015 Page 6 E. Leaky Dryer Vent Council reviewed correspondence from an Owner regarding a dryer vent that is dripping water out of the exhaust vent and onto the balcony. Council will arrange a time with the Owner to inspect the vent. F. Landscape Ties Council reviewed a quote from Talon Contracting Services for the removal, disposal, and replacement of decaying landscape ties along the retaining wall at WestRoyal. Council agreed to include this quote of $420.00 (plus GST) into the budget for the next fiscal year. G. Parkade Leak Council is awaiting an update from West Coast Building Coatings regarding the parkade leak in stalls #229 and #230. H. Gas Services Council reviewed an unsolicited information package from Cascadia Energy Ltd. regarding natural gas services. Council agreed not to explore this option further at this time. 7. CORRESPONDENCE 328 Taylor Way 1. To seventeen Owners re: A/R reminder 2. To seven Owners re: locker allocation follow up 3. From / To an Owner re: request to install laminate flooring 4. To four Owners re: locker allocation follow up 5. From / To an Owner re: Bylaw infraction fine reversal 6. From / To an Owner re: Bylaw complaint washing of balcony Council response 7. To five Owners re: Bylaw & Rule reminder visitors parking 8. From an Owner re: alteration agreement flooring signed 9. From / To an Owner re: Special Levy payments 10. To an Owner re: notice of lien registration 11. To an Owner re: arrears lien & fine 12. From / To an Owner re: window replacement 13. To an Owner re: lien warning 14. From / To an Owner re: dryer vent cleaning charge back reversal 338 Taylor Way 1. Welcome letters to #4D Sauder, #5E Cohen & #24B Rossi 2. To thirteen Owners re: A/R reminder 3. From / To an Owner re: locker concerns follow up 4. To two Owners re: Bylaw & Rule reminder visitors parking 5. To eight Owners re: locker allocation follow up 6. From / To an Owner re: completion date May 14, 2015 7. From an Owner re: alteration agreement carpets signed 8. From / To an Owner re: Special General Meeting Special Levy 9. From / To an Owner re: locker rental / Strata storage 10. From / To an Owner re: request confirmation 11. From / To an Owner re: Special Levy payment 12. To six Owners re: locker allocation follow up 13. To two Owners re: notice of lien registration
June 15, 2015 Page 7 14. To two Owners re: arrears lien & fine 15. To an Owner re: account arrears (RETURNED MAIL) 16. From / To an Owner re: locker allocation follow up 17. To an Owner re: charge back 18. To two Owners re: window replacement follow up 19. From / To an Owner re: cheques received 20. From / To an Owner re: dryer vent cleaning charge back reversal 21. From / To an Owner re: request for flooring renovations Townhouses 1. To an Owner re: notice of lien registration 2. To an Owner re: arrears lien & fine 3. To an Owner re: A/R reminder General 1. Notice to Owners / Residents re: Resident Manager 2. Notice to Residents re: annual fire inspection deficiencies 3. Notice to Residents re: locker clean up 4. Notice to Residents re: dryer vent cleaning 5. To Canadian Imperial Bank of Commerce re: notice of lien registration 6. To Toronto Dominion Bank re: notice of lien registration 7. To Royal Bank of Canada re: notice of lien registration 8. To Bank of Nova Scotia re: notice of lien registration 9. To West Vancouver Police Department re: video surveillance footage 8. MEETING TERMINATION There being no further business, the meeting was terminated at 8:10 p.m. The next Council Meeting has been scheduled for Monday, July 20, 2015, at 5:30 p.m. FEEDING WILDLIFE All Residents are reminded not to feed any birds on the property. Feeding of wildlife encourages a higher amount of birds to attend the site which can cause disruption for Residents. Thank you in advance for your cooperation. SECURITY To enhance security, please do not leave your remote or valuables in your vehicle. Do not allow anyone to follow you into the building through the front doors. If these people are entitled to be in the building, they will either have their own access, or will be let into the building by the person they are visiting. ATTENTION Please keep these Minutes on file as a permanent legal record of your Strata Corporation s business. Replacement of either Minutes or Bylaws will be at the Owner s expense and not the Strata Corporation s.
June 15, 2015 Page 8 THE WYNFORD GROUP S OFFICE HOURS & CONTACT INFORMATION Office Hours: Monday to Friday (except for statutory holidays) 9:00 a.m. to 5:00 p.m. Contact Numbers: Main: 604-261-0285 Fax: 604-261-9279 Website: www.wynford.com After-hour Emergencies: Please call our main number and press 1 to be connected to the answering service. Note this is for emergencies ONLY. Accounts Receivable: Please call our main number and press 3. CANADA DAY OFFICE CLOSURE Please be advised that the offices of The Wynford Group will be closed for Canada Day on: Wednesday, July 1, 2015 24-hour emergency service is provided via 604-261-0285 These Minutes have been reviewed and edited by Council prior to distribution. (T:\Properties-Day-to-Day\LMS 445\Meetings\Meetings-Council Mtgs\Minutes.06-15-2015.445.docx)