Jay then acknowledged the following volunteers who assisted over the past year in various important Capacities:

Transcription

1 1. Call To Order: 9:07 a.m. THE OWNERS: STRATA PLAN NES 2402 (THE PEAKS OF RADIUM) THIRTEENTH ANNUAL GENERAL MEETING AMENITIES BUILDING, THE PEAKS CONDO COMPLEX, RADIUM HOT SPRINGS Held Saturday March 28, 2015 Jay Forbes, Board President, welcomed all the Owners. Jay then introduced and thanked Curtis Franklin, the Property Manager and Miriam Wolfe the Assistant Property Manager and thanked them for the good work that they have been doing at the Peaks. Jay Forbes introduced the remaining current Board Members: Jay Forbes Board President David Mowbray Vice President/Building Maintenance/Landscaping John Scalise Treasurer / Financial Reporting Susan Rathgeber Communications/Newsletter/Secretary Jay then acknowledged the following volunteers who assisted over the past year in various important Capacities: Rob Feddema, Finance D Arcy Johnston, Special Projects Don Clayton, Web Master and Administrator Carol Nell, Landscaping Committee Gerry Nell, RDH Study Brenda Mowbray, Landscaping Committee Jim Parker, Canfor Community Advisory Board Representative 2. Roll Call, Certify Proxies, Issuance of Voting Cards and Determination of Quorum: Jay advised that the roll call and issuance of voting cards (one card for each Strata lot) has been completed at the meeting check-in process There were 68 owners either present or represented via signed proxy which meets the Strata quorum requirement 3. Filing of Proof of Notice of Meeting Notice of Meeting was sent out in the AGM information package to the owners on the current information list on March 12, 2015 via 4. Approval of Agenda W304 noted that on the page with the motions to be presented, 9B has an extra dollar sign that is to be removed. 1 P a g e

2 Moved by W301 that the agenda be approved as presented. Seconded by W Approval of Minutes of Last Annual General Meeting March 29, 2014 A correction was noted in the minutes on page 10 item #11 to strike out unanimous as B207 was not in favor Moved by P201 and seconded by W115 that the Minutes of the March 29, 2014 Annual General Meeting be approved as presented. 6. Business Arising from Last Annual General Meeting Business arising will be addressed in the updates. 7. Reports: a. Board President Update Jay Forbes Jay reported on some highlights over the past year: RDH Study was very organized and is very strategic considering the maturity of the our Strata Corporation The insurance premium for this year was $99,888 vs. $129k last year (the estimate for renewal was $133k) with better coverage: o Boiler & Machinery Coverage $10k deductible vs $25k deductible and better extensions o Insured for $37m value vs $35.9m Jay also reported on the Board s focus for the Next Year : Continued Awareness and Education Continue to establish, amend and formalize various Board Policy and Procedures Overall Property Management Some continued challenges are The Peaks owners, tenants, visitors and renters not abiding by all the Strata by-laws and rules. Jay then reviewed how owners can help out by getting involved. For example, if you notice someone violating a by-law or being inconsiderate bring it to their attention or volunteer to become a board member or volunteer on a sub-committee. 2 P a g e

3 b. Depreciation Report & Maintenance Planning System Update- Gerry Nell Background/history: Depreciation report is required every 3 years Previous report completed in 2011 We have long wanted a maintenance planning system Close to a dozen companies offering planning services were reviewed RDH s Building Asset Management System (BAMS) fit our needs Goals: Prepare a depreciation report in 2014/15 as required by BC Strata Act Establish a formal maintenance planning system to move from reactive band-aid maintenance to proactive preventative maintenance To provide a tool for current & future Boards that will give them professional guidance as to what & when specific maintenance is required To reduce maintenance costs where possible & to maximize value of our investments at The Peaks RDH Background: Vancouver-based building engineering company Multi-disciplined; great depth of experience Have written or co-authored many CHOA guides Used as consultants for our deck repair work The only consultant identified that could meet our requirements Costs of Report: An amount of $20,000 was voted on and approved by owners at the 2014 AGM for preparation of a depreciation report & establishing a maintenance planning system Actual cost will be approx. $21,200 including an extra $2000 spent on detailed exploratory work carried out to check for water damage Six condo suites were used to help the RDH check for moisture damage. No water damage was found. RDH Onsite Sept 2014 Two building technologists onsite for 2½ days Inspected, catalogued & photographed significant aspects of our buildings & site Carried out detailed exploratory work checking for moisture ingress Provided strategic input on several ongoing issues RDH Deliverables Final reports have now been issued Highly detailed reports will facilitate short & long term planning 3 year access to BAMS software for maintenance project planning & tracking Maintenance binder (2 copies) plus keyed site map still to come. All data remains at the Peaks. 3 P a g e

4 RDH Findings No major surprises; our buildings are in relatively good condition Confirmed our contingency fund and contribution levels to be well within guidelines Near-Term Recommendations Negotiate annual contracts for inspection & maintenance of all mechanical assets Repair Willow & Birch shingles in 2015 Reroof Poplar in 2016 Repair delaminated balcony membranes on Poplar Upgrade non-repaired balconies on Willow & Poplar Next Step Implementation Board will need to discuss & implement most or all RDH recommendations Maintenance person must be willing to work with job plans and complete maintenance log sheets on a daily, weekly & monthly basis A couple of owners required for data entry & management of maintenance plans, logs, etc. It was suggested 3 people check everything ( maintenance /subcommittee) c. Lawyer and Birch Structural Assessment Update D Arcy Johnston Mediation Process with NHW We provided drawings and all requested documents to NHW (November 2014) Expert report from RDH was provided to NHW (January ) NHW needs to provide their expert report to us by March 27, 2015 Requesting $300,000 in suit We need to provide a mediation brief by April 8, 2015 NHW needs to provide a mediation brief by April 15, 2015 Mediation is scheduled for April 22, 2015 in Vancouver Our lawyer wants D Arcy to attend the mediation meeting. *The board appointed D Arcy to represent the board. This will be recorded in the next board minutes. d. Canfor Property Manager Update Jim Parker Jim reported Canfor continues to listen to committee complaints and suggestions, below is his report: Canfor has been working hard with paving of several busy areas in 2014 Reused chipped blacktop from Park repaving used on loop road that logging trucks use in the yard. More yard paving to be done in 2015 The Forest Service Road past the mill & parts of the yard have been and will continue to be sprayed in order to control the dust 4 P a g e

5 Some lights moved to face downwards. Canfor will continue to look for options. Jim reviewed the hours of operation of the mill To report a Canfor trucker who is speeding or Jake Braking call their office at Canfor truckers have a white Canfor sign with a number Many of the log trucks are from across the river. To report them get the truck info and call village office The Village has a radar speed sign that is being used in the village. It tracks speed & volume The Village is responsible for cleaning the roads. They expect the road cleaning to be complete by Easter. They will do their best to reduce dust e. Landscaping Committee Update Michelle Robinson Michelle reviewed the landscaping 2014 success: Held two workbees (May and June) with great turnout of owners Filled under many decks Finished 2 beds in front and one east end of Willow Finished bed on east side of propane enclosure Created one bed west side of Willow Planted three new trees Pruned all trees and shrubs on property Replaced dead shrubs at each entrance Added a new irrigation zone on north side of Poplar Repaired irrigation zone in front of Amenities Weed control ongoing by outside contractor Changed to granular slow release fertilizer once in spring once in fall Fertilized trees Potted plants at entrances and around pool For 2015 Updated budget and the 5 year rolling-plan Committee requires a new chairperson No plans for 2015 at this time New landscaping committee suggestions: Install flower pots and hanging baskets like last year Arrange to purchase fertilizer for trees and lawn Irrigation repairs are numerous and require one new zones behind Poplar (north and east side) Add shrub beds at main entrance at base of sign with lighting on sign Add rock beds around each of the garbage buildings Michele Robinson stepped down from the landscaping committee but has agreed to continue to handle the budget and paper work. Everyone applauded Michelle for all her great work! 5 P a g e

6 9. Financial Report Jay Forbes a. Acceptance of the Draft Financial Statements as of January 31, Moved by P310 and seconded by P104 that the audited financial statements as of January 31, 2015 be approved as presented. b. Motion to Approve 2014/2015 Expenditures from Contingency Reserve Fund Moved by B103 and seconded by P106 that the 2014/2015 Expenditures from Contingency Reserve Fund in the amount of $6, be approved as presented in Schedule 1 as per Section 96 of the Strata Property Act. Moved by W304 that the Owners of Strata Plan NES 2402, operating as the Peaks appoint Carl Roberts Seely as our Chartered Accountants for the year ended January 31, Seconded by W303 second Budget Jay Forbes a. Motion to approve draft budget in accordance with section 103 of the Act Moved by P104 and seconded by P304 to approve the budget for fiscal as presented. b. Motion to approve Strata Fee increase of 2.86% for each strata owner. Moved by W103 and seconded by P201 to approve Strata Fee increase of 2.86% for each strata owner effective May 1, 2015 as presented. 6 P a g e

7 It was discussed that in this year s budget the Board should consider window cleaning/repairs as well as looking at the dryer vents in each from the oldest buildings to newest 11. Ratify any new rules made by the strata corporation under section 125 of the Act There were no new rules proposed by the Board 12. New Business including any matters about which notice has been given under section 45 of the Act The Chair noted that they are proposing that a deposit fee of $200 for damages be charged to any owner wishing to use the Amenities Room for a private function. This would be returned after confirmation that the room has been cleaned and there is no damage to the property. Moved by B306 that a refundable damage fee of $200 be charged to owners who wish to rent the Amenities Room for a private function Seconded by B Information and Questions from the Floor There was a discussion motion here about the additional cost of landscaping/mowing, re: extra fertiliser P201/W115 At approximately 11:40 a.m. the meeting went in-camera. Moved by B312 that the meeting go in-camera. Seconded by W304. After returning to the main meeting, Jay Forbes, current Peaks President reported he is stepping down as President due to other commitments. Everyone thanked him and appreciated all his work this past year. 14. Establish number of directors for 2015/2016 fiscal year Moved by W304 that the number of Directors for the 2015/2016 fiscal year be set at (7) seven members. Seconded by P106 7 P a g e

8 15. Election of Strata Board Directors for 2015/2016 term Given that there were more than 7 nominees, an election was held. Members were asked to record the names of 7 Directors on the back of their voting cards and put these cards in the ballot box. There was a motion to appoint D Arcy and Susan Gal as scrutineers. All accepted There was a vote for seven board members, D Arcy Johnston announced the 2015/2016 Peaks Board as follows: 1. David Mowbray (current Vice President) P John Scalise (Treasurer for the past 3-4 years) B Susan Rathgeber (current Secretary/ Newsletter & communications) P Pam Gray B Garth Litzenberger P Dustin Amara B Paul McNeil B Adjournment motion Prior to the meeting being adjourned W 303 thanked the Board on behalf of all the owners for their contributions during the past year, to running the Peaks. The meeting adjourned at 12:49 p.m. 8 P a g e