MINUTES OF STRATA COUNCIL MEETING Eldon Place VIS 1052 January 16th, 2014

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1 Eldon Place VIS 1052 January 16th, 2014 Amenity Room; 3225 Eldon Place, Victoria, BC PRESENT: Wendy Wall President Ernie Lyle Vice President George Bowden Treasurer Sandy Wagner Secretary Doreen Kitchen Member at large Liisa Saarinen Member at large Robin Perkins Member at large Gateway Property Management was represented by Nathan Enns. CALL TO ORDER The meeting was called to order at 6:30 P.M. APPROVAL OF THE AGENDA Following several additions, it was Moved / Seconded to approve the Agenda as presented. MOTION CARRIED APPROVAL OF THE MINUTES It was moved by George Bowden, seconded by Ernie Lyle to approve the Minutes of the November 14th, 2013 Strata Council Meeting as distributed. MOTION CARRIED PRESIDENTS REPORT See attached with these minutes a summary report provided by the Council President, Wendy Wall. TREASURERS REPORT As year end statements for the month of October are still being finalized. Treasurer George Bowden provided a limited summary report the highlights being; Main activities of closing and moving accounts: Dec $221, moved from National Bank to HSBC, closing National Bank CRF account Dec $73,744 deposited in Coast Capital 3-Yr Rising Rate GIC earning 1.5%, 2.05%, 2.60% Dec $73,743 deposited in 1-Yr Coast Capital GIC earning 1.45% Dec $73,745 deposited into CIBC CRF account Dec $55.41 cash withdrawal from HSBC. Account closed. Jan $55.40 deposited in CIBC Operating account Bank balances CIBC Operating Dec 1=$47,248; Dec 31=$75,401 CRF at CIBC Dec 1=$148; Dec 31=$73,893 CRF at Coast Capital Dec 31=$147,487 Total CRF Dec 31=$221,380 BUSINESS ARISING FROM PREVIOUS MINUTES Operations Report A summary report was provided for Council s benefit the highlights being; Eldon Place Strata Council Meeting Minutes

2 Page 2 Perimeter Drain Inspection The necessary inspections and cleaning of the perimeter drains was completed in late November. The trade has been reminded that a summary report was requested, indicating any additional repairs that might be required. Elevator Permits Elevator Permits have been renewed. Security Signage Council had earlier passed a motion to purchase improved security signage to include No trespassing. Premises under video surveillance signage made up and installed in several areas, particularly leading to the parking lot areas. Costs from FastSigns are within the $300 budget approved in November. It was agreed that installation would be coordinated by a handyman. Property Appraisal The Property Manager confirmed that efforts are underway to have an updated property appraisal completed by NORMAC. Property Insurance renewal The Property Manager confirmed that requested information had been passed onto BFL Insurance Services to assist in preparing a quote in time for the February 12 th renewal date. Waste removal services / new contract A new service agreement with WasteManagement is in the process of being placed that lowers costs and will allow for food waste collection service. Council was in agreement to hold an information meeting on January 30 th at 7pm so that residents to have a better idea of how this service will be implemented. Parking / storage locker lists Verification of the parking list and wait list for covered and underground parking spaces is nearly completed. Sandy has begun checking the storage locker list and wait list for accuracy. These lists will be provided to the management company once completed. Bike Room update Council member George Bowden confirmed that as per earlier notice, several bikes previously tagged as not in good working order have been physically removed from the premises. Monitoring efforts will continue, and Council was in agreement that more bikes be tagged as not in good working order and be removed after 60 days if not remedied as per bylaw 37 a). Heating System Review In December, a brief system review was done to diagnose problems with the heating system and possible solutions. It was proposed that in the future, owners may wish to incorporate in the budget or make a special resolution to have air vents installed in the units at the end of the lines. Intercom Repairs Council member George Bowden confirmed that efforts are ongoing to have enterphone services restored for the several units currently unable to use the enterphone system.

3 Page 3 CORRESPONDENCE Previous correspondence received was reviewed and responded to. New correspondence of interest to the general ownership was reviewed: A complaint regarding excessive noise was received from a ground floor owner. This issue had been noted previously and responded to. Council agreed that a further response be provided. A unit complained of exterior flashing that appears to have failed and is requiring some repair. Council agreed that repairs are needed. A 3 rd floor unit requested permission to replace the flooring within his unit. Council has requested specifications of the underlay and a signed indemnity agreement before authorizing this request. A ground floor unit requested permission to renovate a kitchen. As work is already underway, Council has requested information about the contractors and insurance with the understanding that this installation is being done in accordance with Building Bylaws. Residents are reminded to request permission before beginning any renovations and that it is the owner/resident s responsibility to haul away carpet, underlay, appliances, wood, countertops, sinks and other construction materials. Several units requested to have repairs completed to in suite radiant heat systems. A trade will be contacted to perform any necessary repairs. Several owners complained that the enterphone is not working to their suites. A trade has been contacted to perform any necessary repairs. An owner inquired regarding repairs needed to a balcony. Council reviewed the strata plan and the bylaws and noted that it is the owner s responsibility to do maintenance and repairs of balconies. An owner requested information about cost and efficiency of hallway lightbulbs. This information will be provided. Concern from an owner was expressed regarding inappropriate use of an exterior parking stall (personal storage). Council noted the owner in question had been contacted previously, and was in agreement that a further letter be sent reminding this owner as to the usage restrictions in place. Residents are reminded that use of parking stalls is for licensed motor vehicles only. If storage insurance only is in place, proof of insurance should be on display. Rental requests were received from several units. See below a summary of current Rental List and the Rental Waiting List. NEW BUSINESS AGM related Business Items of business arising from the Annual General Meeting were discussed, these being: Boilers / chemical treatment install Authorization was given to proceed with this upgrade as authorized. Lighting for covered parkade The Property Manager was requested to get an alternative quote for this work to be done. Legal review of Bylaws Council was in agreement that the Strata s lawyer be contacted to commence this effort and that it would be more economical to file the new and amended bylaws at a later date.

4 Page 4 Transfers to CRF The Property Manager confirmed that the transfers as authorized at the AGM will be acted on. Pool / Janitorial Services Council has received notice from the current service provider, C1 Property Services, that they can no longer provide service to the pool and hot tub. Council has received an alternative quote from Cook Building Maintenance for pool and janitorial services at a similar cost. Council was in agreement that given the limited nature of the pool and janitorial services being provided by the contracted trade, that both these services be switched over to Cook Building Maintenance. It was moved by George Bowden, seconded by Liisa Saarinen to authorize this change. In suite heating repairs As noted in correspondence, heating problems in several units will be investigated. MOTION CARRIED Hot Tub Council Member George Bowden noted that there is a problem with air in the hot tub system. It was agreed that he contact Bayside Pools to investigate. Proposed Meeting Schedule 2014 A list of proposed meeting dates was provided for Council s review. Rental Wait list See attached with these minutes a summary of the current rental list and waiting list. NEXT MEETING The next Council meeting will be scheduled for Wednesday February 26 th. 6:30 P.M. TERMINATION There being no further business, the meeting was terminated at 9:00 P.M. Please retain at least 24 months of Strata Council and general meeting minutes. Should you decide to sell or re-mortgage your suite, these minutes will be required by the potential purchaser or lending institute. While Gateway Property Management Corporation maintains files on all minutes; there will be a charge for obtaining any requested copies. Gateway Property Management Corporation Victoria Switchboard: # Dallas Road Fax: Victoria, BC After Hours Emergency: V8V 5A6 Nathan Enns CPRPM Property Manager ext nenns@gatewaypm.com Betty Polsky Administrative Assistant: ext bpolsky@gatewaypm.com Director of Property Operations: Branko Cvoric bcvoric@gatewaypm.com

5 Rental List as of Jan 16, 2014 (1) June 1, May 30, 2014: #302 (2) Sept 1, Aug 31, 2014: #307 (-) #5 Waived rental permission. (3) Jan 1, Dec 31, 2014: #315 (4) #326 (Has until April 1 st to find a tenant) (5) #225 (Has until April 1 st to find a tenant) Grandfathered Rental: 127 Page 5 Waiting: 1) #314 2) #207 3) #317 4) #323

6 PRESIDENTS S REPORT Jan 16, 2014 FIRE SAFETY INSPECTION: Western Canada Fire Protection completed the annual inspection on Nov owners gave access to their suites. No major issues were found and small repairs/adjustments were completed. HANDYMAN REPAIRS: To be cost effective, a list of tasks is compiled and a qualified maintenance person is called in when several items can be done simultaneously. In November and December, a variety of repairs were done such as repairs to the ladies toilets, ceiling repairs in men s changeroom and elevator room, exercise room door, and wall/door stop repair near unit 127. TRENCH: The trench near unit #11 will be filled in soon. The owner requested that council wait until after a few heavy rains to ensure that repaired area is no longer leaking. BURST PIPE: Dec 8 a water hose pipe burst in the underground parking. It had not been serviced by the sprinkler company. The water shut off was found on level one. This should be labeled as it is in an unusual location. HEATING SYSTEM: Dec 5-13, repairs were made to the heating system to address two units which had no heat. Mac s Heating reviewed several units at no charge to ascertain the overall performance of the heating system. Subsequent leak in main heat pump repaired. Later reports of units with no heat are being investigated. WATER LEAK: Manager will follow up to coordinate repair to an owner s unit due to water damage caused by another owner on Dec 20 at that owner s expense. LOCKS: Dec 27, Locks were changed to utility rooms and rooms that are locked up nightly. Records are being kept to keep track of all persons who have these keys. DEPRECIATION REPORT: Jan 4, John Grubb from Unity Services began his inspection. In order to assist the process, Council provided plans, documents, reports, maintenance notes and past invoices for major repairs. LAUNDRY ROOM: Jan 8, Dryers fully serviced by JBD Electric Appliances and dryer vents cleaned by Phillips Power Vac. Owners are asked not to move the dryers. They are pulled out from the wall intentionally. Pushing them in will crush the vents and decrease performance. SAUNA: Jan 9, In response to reports that the sauna was not shutting off properly, a new timer was installed. In December the door was repaired. HOT TUB: Jan 7-10, The hot tub was closed for repairs to cracked flange. Appears to be cause of higher than normal water loss in hot tub. The situation is being monitored. STRATA FEES: Council is communicating with Gateway Property Management to improve timeliness of deposits and updated amounts for pre-authorized payments.