SUNKIDGE ESTATES COUNCIL MINUTES September 72 Sunridge Estates Council Meeting September 07th 2008 6:00 pm Unit #518 ‘In attendance: President - AI Macleod 518 Peter Slack 209 Glen Pierce 516 Regrets ~ Wayne Bryson 205 juorum reaches Minutes: ing started at Motion to accept July 31" minutes as written Val Crocker 219 Eleanor Pederson 227 Mae Reid 510 6:12pm Visitors— Strata Lot # 47 Strata Lot # 44 Baywest Not in attendance 03 pm Motion 209/516 Discussion - |Amend July 31 “minutes” motion to read June 30 minutes as written Motion 209/227 Passed |Accept July 31” minutes with amendment - Mc [Finances Baywest and council ‘Motion to accept May —June financials n 209/227 Passed. — July - all finances under review. jpologize for the lateness of the July 31% minutes. [Strata Lot # 47 - Due to short notice of request — presentation of appeal of charge backs was moved to 7:30 pm OLD BUSINESS - May 26" ASCENT - Formal complaint with the Real Estate Council of B.C Small claims suit to recover costs ADMI ION Ongoing Ongoing FEB.01_COUNCIL ACTIVITIES — Council is monitoring each member’s participation to ensure the best representation to the complex is made available. FEB.02 SCHEDULED COUNCIL MEETINGS — next scheduled meeting ~ October 01" , November 05th FEB.03, JMMUNICATIONS - PLEASE. CHECK THE MAILBOXES FOR UPDATES. ****Unit 227 - locked box on side of staircase for any correspondence with council"*** PLEASE NOTE - UNSIGNED COMPLAINTS WILL NOT BE ACTED ON. YOUR UNIT NUMBER AND ‘SIGNATURE ARE NEEDED. Council is required to protect your identity. FEB.04 ELEANOR PEDERSEN — UNIT 227 has been assigned the person with owners. Please have the courtesy to respond to her voice message when received. FEB.05 OWNER INFORMATION SHEETS been sent to new owners requesting their contact info. Units 104,207,415, (S14 sent error) uithority of council to act as our contact Baywest provided an updated contact list Sept 06th. Letters have FEB.10 EXISTING RECORDS - Data basing of al sses continues Reports on unit repairs 2007/08 Ongoin; Financial invoices 2007/2008 ‘Warranty issues Outside 2006 ‘Complete Gas/Woodifireplace inve [Warranty issues Inside ~~~ Ongoing ‘| Deck inventory — to be reviewed | Ongoing Remediation Records -Locate | Complete Unit repairs — itemize follow-up 07/08 | Ongoing | Company contacts Complete | Bylaw infractions 2006/07 complete -i08 | Ongoing Legal issues Ongoing | Email — maclal@telus.net Phone 604-617-7653 Page | of IL “These minutes were generated by Strata Counc and reviewed by Haywes,SUNREDGE ESTATES COUNCIL MINUTES September 7" 2008 July31.06 Baywest to book PoMo Rec centre, Sept 11 & 18™"_Litigation lawyer will attend to discuss upcoming mediation meeting on October 17". 2/3 owners needed to attend Mediation. Sept 18 meeting is for the landscape architect to outline plan for project affected areas and approval of owners. 2. FINANCIALS FEB.08_SNOW REMOVAL CONTRACT ~ (Baywest was given names and dates of invoices to correct budget to. date issues relating to snow removal FEB.11 DATABASE & REVIEW OF ALL INVOICES 2007/2008. - 2007 complete - 2008 ongoing~ Several issues have come to light regarding failure to chargeback costs of repairs that were owner responsibilities. Baywest will be directed to follow up on these charge backs. FEB.12 MAINTENANCE FEE ARREARS — -Any fees over 500.00 will be given a letter of lien. | A previous lien letter to Strata lot # 31 resulted in a large payment of all but 56.00 of their acct. Baywest is directed to send a letter to all owners not on automatic payment plans to provide post dated cheques. Failure to comply with this request, will result in a 200.00 fine as per the bylaws. FEB.13_ FENCE LEVY - Some owners are still in arrears and fines and penalties are being applied. FEB.14 PST REBATE - The majority of cheques have been issued to the current owners as per the Strata act. Please keep in mind any side agreements with previous or future owners are not the responsibility of Strats. EEB.15 UNITS 205,101,510,227(2), 221 ~ 205, 227(1), 221, have been reimbursed to date. (ONGOING) During the change over several invoices were misplaced. Confirmation by council members of the existence of these invoices was made and a Motion was made to pay Unit 101,510,219, $58.00 fireplace servicing rebate and the fire alarm replacement in 227(2)- Motion 516/209 Passed . Council to sign waiver with Baywest. FEB.16 Strata Lot # 47_- INVOICES - CLARK-WILSON - Baywest was directed not to use the Strata’s resources to resolve individual owner's personal issues and (o pursue the return of funds from the existing owner. Owner attended meeting to seek clarification of charges and remove late fees. 7:30 pm Owner and friend provided documentation for the circumstances leading up to the charges and these were compared with existing records obtained from Baywest. The owner was seeking resolution to the charge back and also the waiving of the late penalties. The owners were thanked for their time and they left the meeting. 7:50 pm After careful consideration of the circumstances and the requirement to protect the interests of the strata in a return of funds, council voted unanimously to uphold the charge backs, Motion 227/516 Passed. Based om the time lines and the delay in the owner seeking resolution, a lengthy debate ensued regarding owner’s responsibilty to review accts on a regular basis and timely reporting to council. Also the need for compassion in this situation, or other situations as they arise. In order to remain consistent with the bylaws and regulations and previous decisions, Council voted to uphold the late’ charges on the acct - Motion 516/219 Passed unanimously. FEB.17 OWNERS HONOURARIM GUIDELINES ~ a call out for owners, interested in doing unskilled labour, i.e. power washing, painting etc, is needed. If interested please contact council. Depending on the number of people and tasks required, it will be done on a rotational basis. Requirements — over 18, no serious medical conditions. Rate of $90.00 for 6 hrs. A form has been created and used for submission and approval. IS PROGRAM HAS PROVEN VERY SUCCESSFUL AS A COST SAVING MEASURE. ‘Council will review documentation regarding WCB coverage and will investigate if this coveage is required for ‘owners doing this type of work. Apr 30° Council reviewed the proof of payment information provided by 5 owners, of outstanding maintenance fees, fence levy and other charges actually paid during the grace period. (CLOSED) Email — maclal@telus.net Phone 604-617-7653 Page 2 of 11 ‘These mises were generated by Strats Council and reviewed by BaywestSUNRUDGE ESTATES COUNCIL MINUTES September 72008 July 34° - Baywest was advised to remove additional charges from units 415. (CLOSED) July03.03 Strata Lot 25 -. Baywest has resent a copy of the Strata lawyers legal direction to this owner regarding communications, costs, and harassment of Council. (CLOSED) July03.08 Reimbursements/Honorariums ~ Owners have undertaken general labour tasks under supervision for landscaping, power washing , painting etc. JULY 30™ authori payments made. (CLOSED) AUGUST honorariums reviewed — 17 in total. Motion to pay honorariums - 510/219 ~ Passed 3 council members as per the guidelines signed each honorarium, May — Strata Lot #_13 In dispute of late charges. Baywest instructed to identify notification date and apply only fines 30 days following that date. Earlier to be reversed. Waiting on Bayside (ONGOING) July31.09 Unit 221 — Letter asking about reimbursement Paid (CLOSED) July31.02 Waste Management quote Baywest initiated to provide cost savings. Quote was reviewed but futher investigation is required based on our existing contract terms. (ONGOING) July31.16 Unit 415- Late payment Fine reversal — FINE reversed (CLOSED) July31.17 Unit 210- Fine reversal — parking (car not theirs) FINE reversed. (CLOSED) July31.19 Petty Cash fund ~ The treasurer has received the cheque for $ 500.00 and established the procedures for reimbursement. Council Authorized invoices will be paid from this fund only. July 31.22 Strata Lot #25 - Emergency call out for plumbing problem was result of plugged drain. Letter prepared and being sent to owner outlining chargeback. (CLOSED) 3. BYLAW ISSUES [AS oF May 26%, to council members will need to be in attendance for any ComplainUdispute resolution. Ifan E ____owner has a concern, they should put it in writing and it will be addressed accordingly. : ‘we live in units where there is considerable sound transference. This has increased since the introduction of laminate and hardwood floors. Please respect your neighbours and do not slam doors, stomp on the floors, or run the washer/dryer! dishwasher before 8 AM OR ARTER 10 PM FEB,22_ WINDOW COVERINGS - only white or cream coloured window coverings may be used. Owners in violation will be notified by Baywest. $100.00 fine every 7 days for non compliance (ONGOING) Apr 16/14, POTENTIAL ILLEGAL RENTAL - Strata lot # 28 Baywest identified owners by use of FORM F (CLOSED) Apr 30" - PARKING ~ No infringement into the fire lane is acceptable based on the protrusion issues identified as a hazard in the bylaws. Please ensure your delivery trucks and friends do not use the common property to park their vehicles on and are aware of our bylaws. Fire lane intrusion is automatic towing. Coquitlam towing will be directed to make random sweeps of the complex and remove any vehicles illegally parked. This will be at the owners expense and fines will be applied. MAY26.10 Strata Lot # 26~ An issue has been investigating and will take the appropriate action. Owner will need to prove residence. ised with the possibility of another illegal rental, Baywest is (ONGOING) Em: Page 3 of 11 — maclal@telus.net Phone 604-617-7653 ‘These minutes were generated by Stata Coane and reviewed by Baywest