STRATA NES2402 CORP Minutes for The Peaks Board of Directors Meeting May 19, :00 PM Location: Amenities Building

Transcription

1 STRATA NES2402 CORP Minutes for The Peaks Board of Directors Meeting May 19, :00 PM Location: Amenities Building a) Meeting Convened 3:02 pm Members in attendance: Joanne Buckley Purnima Gosavi Terry Larsen Wayne Loustel Kelly McGovern François Robert Carla Simoes b) Approval of Agenda Amendments/Changes: None MOTION: Approve the Agenda as presented. For: 7 Against: 0 (Approved) c) Approval of Minutes of Previous Board of Directors Meeting MOTION: Approve the April 14, 2018 Board Minutes as presented. For: 7 Against: 0 (Approved) d) New Business a. Board Development: Lead François. Brief discussion on the role of the Board. Distinction between Governance / Management / Implementation. Discussion re: routing of s sent to the Strata Corp ACTION: Carla and Kelly to develop an protocol to circulate with board and then communicate with owners. Communication with Board members: Some Board members felt that they were not being kept in the loop about owners' issues and actions by the strata. One example used was Board members did not know that the red tape to the left of the Birch main doors was put up by the strata to stop people from walking across the lawn and rocks, for safety purposes and the privacy of the ground floor unit owner. Learning: Communication is key. The communication process is being fine-tuned but all pertinent s are being circulated to board members. April 21, 2018 CHOA training in Cranbrook: Joanne and Kelly shared their impression of the training.

2 Information on insurance was extremely important, and the session was useful on a variety of topics including strata liability, conflicts of interest and templates for various communications with owners. ACTION: Owner insurance information will be communicated out to owners via newsletter, we will also encourage all owners to attend either a fall or spring session of CHOA training, as the information benefits all owners, not just board members and general managers. b. Board 101 (Board Policies & Procedures): Lead François Will update Board 101 manual later in Deferred to next meeting. c. Discussion on committees: Lead François The information regarding the Executive Committee (published in the May 2, 2017 EC Minutes) was made available to the Board members. Formation of EC and proposal that Carla, Purnima, Francois be elected to the EC. All full-time residents so that quick decisions can be made. MOTION: Members Purnima Gosavi, Carla Simoes, and Francois Robert to be elected to the Executive Committee. (7-0) Carried d. Changing the Bank signatories: Lead Carla Carla has assembled the letter and signatures to transfer the signatories. ACTION: Francois will bring the letter to the bank. e. Reviewing the authorization for The Peaks P.O. Box: Lead François Purnima Gosavi and François Robert are now the only signatories at the Post office and each has a key for the PO Box. f. Update on the two CRT Dispute Notice: Lead François Board went In Camera from 3:58-4:30 pm. MOTION: The Board affirms that Francois Robert is the spokesperson with respect to the CRT dispute with Lot 43 and that Mr. Robert is in regular communication with all board members. MOTION: We reaffirm the use of our attorney to provide legal advice as needed. Break 4:30-4:37 pm. g. Financial Update: Lead Carla

3 Carla updated the Board on our current budget situation. John Scalises, previous Board Treasurer and bank signatory cashed in the cashable 3 year GIC. The cashing in of the cashable 3 year GIC was necessary to ensure the Strata had enough funds in the contingency bank account to cover the costs of the Replacement of the Willow roof that was recently completed. Carla will work with the Maintenance Committee to create a schedule of payment for upcoming work to ensure there is enough funds in both the contingency and operating bank accounts to cover any future payments. MOTION: The Board will cash in both GICs. The cashable GIC will be cashed in immediately and the 5 year GIC will be cashed on its 1 year anniversary on July 27, Moved: Joanne Second: Carla Contract approval for Birch Building Dryer Vent MOTION: The Board will authorize the payment of a maximum of $4500 for Birch Dryer Vent Cleaning. Moved: Joanne Second: Wayne Expenditure for lawn mowing service Manfred will mow the grass with The Peaks equipment making a $3600 savings over using a landscaping company. Possible expenditure for tree removal and pruning in front of the Willow Building. ACTION: Deferred to September - October, h. Bylaws enforcement: Lead François Lot 43: May 15, 2018 deadline is now gone. ACTION: The Board will defer action until after the CRT resolution. Lot 134: Still in possession of 2 dogs, in contravention of the Bylaws. MOTION: Send a letter outlining the notice of complaint. Lot 111: Garbage in Parkade. No need to follow-up as garbage might have been left by someone else. Lot 50: Removal of railings without permission and possession of 2 dogs without permission. MOTION: Send a letter outlining the allegation of a Bylaw infraction (railing removal) and indicate that this infraction may also violate the building code. The caretaker will replace the railing at the owner s cost. Assess a fine of $50 if the allegation is proven correct.

4 MOTION: Send a letter outlining the infraction of the bylaw (dog bylaw) and assessing a fine of $50 if the allegation is proven correct.. Lot 45: ACTION: Joanne and Kelly will send an to Lot 45 updating him as to the status of his case. We need to prepare a contract between Strata Corp and owner to clearly state owner s responsibility. Note: The Strata Corporation recognize that the $50.00 fine was paid. Proposed Exemption for signs: MOTION: To allow real estate for sale signs on an exemption basis. (0-7) Defeated 5:27 pm Purnima Gosavi left the meeting. i. IT: Lead François (for GODADDY) and Carla (for G Suite) The GoDaddy Strata Corporation domain is now owned by the Strata Corporation. Carla will present what options we have regarding G Suite. ACTION: Carla and Phil Gorman (GM) will discuss our options and come back to the Board with a proposal. j. Update on registration of Bylaws: Lead François The Bylaws are now enforceable. This information will be put into the newsletter. 5:39 pm Purnima re-enters the meeting. k. Review of alteration requests: Lead François Review of flooring replacement situation based on current Bylaw. Discussion about setting an underlay standard for flooring requirements when installing hard surface flooring. MOTION: To include a specification for underlay with hard surface flooring to be STC 72 or higher rating, Delta IIC 21 or higher rating. (5-0) Carried. Carla and Francois abstain due to potential Conflict of Interest. W207 storage cage. Application to remove the front part of the storage cage. MOTION: To allow cage removal provided it is capable of being put back and the owner signs an agreement stipulating to replacement of the cage to its original condition when he leaves.

5 W114 flooring MOTION: Approved provided the flooring is installed with the approved underlay. W114 partial removal of railing MOTION: To have the caretaker replace the railing to its original condition at the owner s expense. B201 flooring MOTION: Approved provided the flooring is installed with the approved underlay. W313 flooring MOTION: Approved provided the flooring is installed with the approved underlay. (6-0) Carried. Carla abstained. l. Parkade security: Lead Joanne Review of Personal Information Protection Act Review of vandalism and theft incidents at the Birch parkade. Discussion on security needs in the parkades. Due to PIPA rules, we will need to bring the security camera installation to the next AGM. We will try to build a sense of community in the interim and a subcommittee will review our current camera situation. m. Update on Maintenance Committee and regular upkeep: Lead François Willow roofing is complete. Owners may need to clean their balconies. PTAC (packaged terminal air conditioners). Maintenance Committee will bring forward to the Board a proposal for PTAC replacements. Building envelope protection. Maintenance committee is going to provide recommendations to the Board. Pest Control completed on May 16, 2018 for ants and rodents control. Next visit will be in the fall. Pest control is completed twice annually. Pool opening (behind stated schedule); communication issue. We will send out an apology regarding the misunderstanding in the newsletter. n. Role of Administrator/GM regarding info required for real estate sale and rentals: Lead François

6 ACTION: Carla and Phil to review this issue so that the information can be provided to the realtors/owners while ensuring the Strata Corporation is properly reimbursed. o. W205 update: Lead François The current renter would like to find another tenant for her current unit so that she can move into a bigger unit. MOTION: To allow the tenant to break the contract at no cost, with the condition that the unit is professionally cleaned. p. Newsletter items people would like to add: Lead Kelly Additions for this month: Friday night live bands on Main Street in June. Francois will write an article on CHOA, British car show (mid-june). e) Next Meeting: July 7, 2018 at 1:00 pm in the Amenities Building. f) Motion to adjourn: 6:18 pm. May 19, 2018 Board Minutes Approved by the Board on August 18, 2018 Signature: François L. Robert The Peaks President Kelly McGovern The Peaks Board Secretary