m i n u t e s of the strata council meeting the owners...

S:\BCS\Bcs2103\cm\2010\August 25.doc

M I N U T E S

OF THE STRATA COUNCIL MEETING THE OWNERS STRATA PLAN BCS 2103

YALETOWN PARK 1 & 2

Held on Wednesday, August 25, 2010 Within the 1st Floor Meeting Room, Tower 1

928 Homer Street, Vancouver, B.C. COUNCIL IN ATTENDANCE: Darren Jang President/Co-Treasurer Jessica Funk Secretary/Co-Treasurer Carole Jackson Bylaws/Rules Suzanne Van Egmond Maintenance/Deficiency Miriam Sklar Gold Bylaw Enforcement REGRETS: Kevin Miles Vice President GUESTS IN ATTENDANCE: Richard Jones Neil Malik RESIDENT MANAGER: Jaran McKenzie ASSISTANT GENERAL MANAGER, STRATA: Bruce Adanac Crosby Property Management Ltd. ______________________________________________________________________________________ The meeting was called to order at 6:00 pm by Strata Council President, Darren Jang. GUEST BUSINESS Two owners were present as guests for this meeting. An owner addressed Council with respect to commitments made at the recent Annual General Meeting regarding a dedicated email addressed direct to the Strata Council. The Strata Council President discussed this noting that there is no one on Council at this time who is willing to monitor on a regular basis. The Strata Corporation email as such this is not being implemented. The owners who do have concerns are reminded to forward their concerns in writing to the attention of the Strata Manager, Bruce Adanac c/o Crosby Property Management Ltd. who in turn will forward concerns to representatives of Strata Council for review at subsequent meetings. An owner was present with respect to recent water damages sustained within his Strata lot. The damages were isolated to only his Strata lot and this owner has been advised that this is a personal Homeowners Insurance matter and not one for the Strata Corporation to be involved on. The owner is asking for further clarification and presented numerous items of information to support his position on the matter. The Strata Manager present advised that he will refer the matter to both the Strata lot owner’s home insurance provider and also BFL Insurance, the Strata Corporation’s insurer, so that the two separate insurance parties can determine who is responsible, so that this Homeowner’s issues can be resolved shortly. The owner then, left the meeting.

Minutes of the Strata Council Meeting The Owners Strata Plan BCS 2103 Held on August 25, 2010


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RESIDENT MANAGER’S REPORT Resident Manager, Jaran McKenzie presented a detailed written and verbal report to representatives of Strata Council on items which have transpired in the last month. These were inclusive of:

Inspection organization and cleaning of locker areas Liaising with Paraspace Landscaping as they resume work at the Property Installation of televisions and video surveillance cameras in the gyms in both towers Reorganization of garbage rooms and installation of security cameras in the garbage areas Pressure washing of the front entrances to the buildings as well as all gates Liaising with Pest control company on property to review various issues Liaising with representative from National Home Warranty as Tower 2 inspections were carried out Regular maintenance and replacement of light bulbs throughout the Property Construction of shelving for the as-built room for better reorganization of building/property plans

Representatives of Strata Council then directed various queries to Mr. McKenzie. Clarification was also provided with respect to the recent notices which were posted in the elevators regarding the hours for the Resident Manager. The Resident Manager’s office hours are defined as 9:00 am to 5:00 pm. However, the Resident Manager does commence his work day at 8:00 am. It is during the first hour of the day, he utilizes this to do a walk through of the entire property. SECURITY/CONCIERGE/RESIDENT MANAGER MEMORANDUM The Strata Manager provided a copy of a recent memorandum distributed to security, concierge and the resident manager with respect to unauthorized individuals gaining access into the building. This pertains to reports of a homeless individual accessing the garbage room for collection of recyclable products. The Strata Manager has advised that this is not acceptable as this is compromising building security. The matter has been reviewed with representatives of Eureka Security as well as the Resident Manager and in addition also representatives from Five Star Building Maintenance and all parties are on board in agreement that no unauthorized access will be granted and they will monitor situation and should anyone attempt to gain access, the local authorities will be contacted. APPROVAL OF STRATA COUNCIL MEETING MINUTES The Minutes of the Strata Council Meeting held on July 27, 2010 were presented for review. Those members of Strata Council in attendance at that meeting verified that the minutes were accurate with no errors or omissions. It was then MOVED/SECONDED to approve the minutes of the Strata Council meeting held on July 27, 2010 as circulated. CARRIED. APPROVAL OF FINANCIAL STATEMENTS The financial statements for the month ending in July, 2010 were presented for review. The Co-Treasurer and Council President, Mr. Darren Jang, then presented a detailed written and verbal report on the status of the Strata Corporation’s finances to date. Mr. Jang commented that the Strata Corporation is roughly on budget. There are some minor overages, but the amounts are negligible. Of reference for the month of July were large expenses in cleaning and janitorial. This is due to the janitorial company not providing consistent billing and they were 3 months behind on their billings as such catch up did take place during July and invoices did go through during that month. Also of note, permits for the elevator came through and these



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were billed in July. There are still some legal fees associated with the recent Annual General Meeting which were also billed to July, 2010. Also of note, we’re cost associated with landscape improvements to address drainage issues along the breezeway area. And lastly, the invoicing for painting in Tower 2 in the amount of $15,540.00 was quoted during this month. Overall, it is the opinion of the Co-Treasurer of the Strata Corporation is running at 5% under budget. A discussion on the repair and maintenance category took place with the comment being Strata Corporation is currently running at 81% of budget for this category. A representative Council queried the cost of janitorial supplies. This following the recent renewal of the contract for janitorial with Five Star Building Maintenance inclusive in this contract is a change whereby Five Star Building Maintenance is ordering janitorial and cleaning supplies for the property moving this responsibility away from the onsite Resident Manager. It was reported that the cost of purchase of sub-cleaning and janitorial supplies is significantly lower than during the times when this was being carried out by the previous onsite Resident Manager. In addition to the cost savings, these obviously freeze up time in which the Resident Manager can use on general maintenance items around the property. After further review, it was agreed that the financial statements for the month ending July, 2010 were in order. It was then MOVED/SECONDED to approve the financial statements for the month ending July, 2010 as presented. CARRIED. REVIEW OF ACCOUNTS RECEIVABLE The Co-Treasurer and President, Mr. Darren Jang, reported that overdue accounts receivable are slightly higher than in the previous month. However, overall this is not much of a concern. Strata Council will continue to monitor accounts receivable. REPORT ON UNAPPROVED EXPENDITURES There are no unapproved expenditures to report. The Strata Property Act requires that all owners be notified as soon as possible of unanticipated expenditures. REPORT ON LITIGATION To the best of our knowledge there is no litigation to report. The Strata Property Act requires that all owners be notified as soon as possible of any legal action that the Strata Corporation is part of. BUSINESS ARISING FROM PREVIOUS MINUTES 1) Directives to Strata Manager

A detailed listing of the directives to the Strata Manager resulting from the July 27, 2010, Strata Council meeting were presented for review. Those directives which have now been completed were inclusive of the following:

Review with Resident Manager of proper placement of the blue recycling bins in the garbage room

areas.



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Correspondence to Novus Entertainment with respect to digital cable boxes for the exercise room TVs. Correspondence to Eureka Security to arrange for Khadar Haybe to do relief caretaker work every

Monday and Tuesday. Arrangement of an orientation meeting with new Co-Treasurer, Jessica Funk and representatives of

Crosby’s accounting team. Mail out to all Homeowners the new visitor parking passes along with the memorandum approved by

Strata Council governing use of visitor parking. Implementation of new contract with Para Space Landscaping. Arrange for an onsite meeting of the President and Owner of Para Space Landscaping with

representatives of Strata Council to discuss overall landscaping needs. Arrangement for separate building for landscaping of the Breezeway area. Separate building to be

between ___________respective Strata Corporations. Coordinate with Latham’s dates for down drain cleaning. Correspondence to Five Star Building Maintenance advising of need for their staff to patrol the

perimeter of the property and pick up garbage and litter. Review matters with adjacent Strata pertaining to overall site cleanliness. Directing correspondence to the City of Vancouver asking for more frequent cleaning of the City park

area in front of Starbucks at 1195 Mainland Ave. Correspondence to an owner with respect to a pest control issue. Not reviewing with concierge staff and resident caretaker issues of building security being

compromised. Implementation of an on call snow removal contract for winter 2010-2011 with Five Star Building

Maintenance. 2.) Cost Sharing with Yaletown Park 3

Mr. Adanac followed up discussion on this matter from previous meeting where it was noted that this remains under review and recommendations for rules and guidelines will be forthcoming to be vetted through both the Strata Council at Yaletown 1 & 2 as well as Yaletown 3.

3.) Visitor Parking

The Strata Manager reported that the visitor parking regulations and passes had been distributed by mail to all Strata lot owners. These rules are now enforced.

4.) Landscaping

A detailed verbal report on the status of the Strata Corporation’s landscaping was provided with reference being made to Para Space having resumed landscaping at the property. Para Space have done a lot of work to help restore the grounds to earlier condition. Para Space continue to do work in this area and a quotation from Para Space for additional work to taxus trees was discussed. The amount is for $422.00 plus HST for root weevil and the taxus trees. The Strata Council did accept this quote and arrangements will be made to have this work carried out as soon as possible. Directives were also given to the Strata Manager to discuss with Para Space the need for European Chaffing control. Lastly, decision on winter flowering annuals will be deferred until the next meeting.



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5.) Strata Corporation Audit

The Strata Council resumed discussion on the approved resolution from the recent Annual General Meeting to have an audit carried out on Strata Corporation’s finances as previously reported. Only one auditing firm has submitted a quotation to provide this service. The Council President did provide the Strata Manager late last week with a list of 5 more firms to contact for submitting a proposal to carry out the audit. The Strata Manager has confirmed this has been done and it is hope to make a decision on this matter at the next Strata Council meeting.

6.) Common Area Deficiencies

Suzanne Van Egmond addressed Strata Council on the status of common area deficiency remediation noting that representatives of Wall Financial have been on the property and are currently working on the Tower 2 deficiencies. Strata Council is pleased with progress in this area after a long period of inattention to deficiency matters.

7.) Down Drain Cleaning

The Strata Manager reported that Latham’s have been onsite and have been performing the necessary works to complete down drain cleaning. This was previously reported that it had been approved by Strata Council. The process required access to the underground parkade under the Townhomes and also required access to all the 4th floor suites. Strata Council member, Suzanne Van Egmond was acknowledged for assisting in contacting those residences on the 4th floor who were not granting access initially. It is because of Ms. Van Egmond’s involvement that the majority of this work has now been completed.

8.) Concierge To follow up on what was reported at the previous Council meeting. The review of the job description for

the concierge staff is underway. Strata Council representatives, Suzanne Van Egmond and Carole Jackson will be reporting on this at subsequent meetings.

CORRESPONDENCE Company/Trade Correspondence Various items of correspondence to companies/trades servicing and requested to service the Yaletown 1 & 2 property were reviewed. These were inclusive of:

Correspondence both to and from the City of Vancouver with respect to the need for increase cleanliness in the city parks outside of the Starbucks at Yaletown 3. The Strata Manager advised that the City of Vancouver has responded and have increased the frequency of cleaning at this area.

Correspondence to Eureka Security Services to advise of Strata Councils authorization for extra building to this company for staffing of the caretaker’s office on Mondays and Tuesdays every week, so that the Resident Manager can be free to perform general maintenance and handyman duties around the property.

Letter to Five Star Building Maintenance advising of need for staff to perform regular patrols in cleaning of the perimeter of the property to collect garbage and litter left by various individuals.

Correspondence to Novus Entertainment advising of need for digital cable boxes for the newly installed



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TVs in the exercise rooms. Correspondence to a local English language college situated near Yaletown Park asking that their

students refrain from use of bike racks on the property as these are for the exclusive use of guests to Yaletown Park.

Correspondence to customer service at Starbucks asking that their staff increase cleanliness of areas outside of their retail outlet in Yaletown Park 3. And also that their deliveries be amended to not occur during the early morning hours of 2:00 am as the noise generated is disturbing to residence in the entire Yaletown Park complex.

Correspondence to a local Property Management Company who manage various individual suites on behalf of absentee owners asking them to address issues with their tenants.

Owner/Resident Correspondence Various items of correspondence directed to both Owners and Residents residing at Yaletown Park 1 & 2 were reviewed. These were inclusive of:

An owner submitted a written request to alter their windows by installing a film on the inside part of the windows to minimize the effects of heat and excessive sunlight within their suite. The owner in question was a member of Strata Council and the Strata Council representative was asked to temporarily leave the meeting while the matter was discussed. The Strata Council then proceeded to review this in the absence of the member and noted that the sample of the film provided did not significantly alter the exterior appearance of the window and as such was agreed to accept their request. The Strata Manager will notify the owner.

Correspondence addressed to an owner regarding the frequency of pest control visits to their suite was reviewed. The owner has had a recurrence of the same pest control matter necessitating frequent call outs by the Strata’s pest control provider. The owner has been advised now that similar such call outs will result in charges being billed back to their Strata lot with this being deemed an owner’s expense.

Correspondence was addressed to a Strata lot owner regarding their tenant’s inappropriate use of the outside bike racks for regular bike storage.

Various similar letters were forwarded to 4th floor Strata lot owners in both Towers regarding their requirement for suite access to facilitate the down drain cleaning.

NEW BUSINESS

1. Access Control Batteries: Strata Council had prior to this meeting approved by way of an online vote. A quotation from Smart Tek to replace the backup batteries in the access control system. The Strata Manager reported that this work is now complete.

2. Air Conditioner in Generator Room: The Strata Council prior to this meeting had approved by way of an online vote. A quotation received from Latham’s for repairs to the air conditioning unit and the generator room. The air conditioning unit had failed and it is required to keep generator room cool at all times to avoid damages to the boiler and generator.

3. Tower 1 Garbage Room Damage: Damaged had previously occurred to the door frame to the entrance of the Tower 1 garbage room. The Strata Manager has contacted the garbage/waste removal company and they have agreed to repair the damage at their cost.

4. Fire Pro Fire Protection Quotation: The Strata Manager provided representatives of Council with a quotation received from Fire Pro Fire Protection following the recently completed fire safety inspections. There were some repair and maintenance items which were recommended. The cost



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was just under $800.00. The Strata Council agreed to proceed with all the recommended repairs.

5. Other Per Council: A request from an owner was received to install security metal shatters on the outside of the building overtop of her windows on the ground floor townhome. As this owner is a representative of the Strata Council, the Strata Council member was asked to remove herself temporarily from the meeting while this matter was discussed.

Strata Council then reviewed a sample of the product material that would be installed and determined that it would render the exterior of that Strata lot inconsistent in appearance to those adjacent Strata lots. Representatives of Strata Council voted on this and then all were opposed to this.

TERMINATION OF MEETING There being no further business, the meeting was adjourned at 8:15 pm. The next scheduled meeting date will be held on Wednesday, September 22, 2010 at 6:00 pm. CROSBY PROPERTY MANAGEMENT LTD. Agent for the Owners ______________________________________ Bruce Adanac Assistant General Manager Strata Email: [email protected] Direct Line: (604) 689-6944 General Office: (604) 683-8900 (24 Hours) www.crosbypm.com Please keep a copy of these minutes for future reference. They will be required at the time of sale and a charge, as per the Strata Property Act, will be assessed for replacement copies.

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