M I N U T E S OF THE ANNUAL GENERAL MEETING THE OWNERS STRATA PLAN VR 2383 DISCOVERY

Transcription

1 Please note the Annual General Meeting Minutes originally sent were the Draft Minutes. Please replace with these Minutes and accept our sincere apologies. M I N U T E S OF THE ANNUAL GENERAL MEETING THE OWNERS STRATA PLAN VR 2383 DISCOVERY Held on July 14, 2010 Within the Party Room 1500 Howe Street, Vancouver, B.C. The meeting was called to order at 7:08 by Lini Evans, Council President. Crosby Property Management Ltd. was represented by Terry Newell. CALLING THE ROLL AND CERTIFICATION OF PROXIES The attendance register confirmed at the time of commencement of the meeting there were 49 eligible voters in attendance and 25 represented by proxy for a total of 74. The quorum requirements had been achieved, and the meeting proceeded. PROOF OF NOTICE & RECEIPT OF FINANCIAL STATEMENTS It was MOVED/SECONDED that the notice dated June 24, 2010 complied with the notice requirements and that the financial statements had been received. CARRIED UNANIMOUSLY. APPROVAL OF GENERAL MEETING MINUTES It was MOVED/SECONDED to approve the Minutes of the Annual General Meeting held July 15, 2009 as circulated. CARRIED UNANIMOUSLY. PRESIDENT S REPORT Thank you all who took time to participate in this AGM as the council operates best with owners interest and participation. We serve on a voluntary basis and besides dealing with building maintenance, staff, rules, bylaws, and resident concerns, we take care of many ongoing issues of which you may or may not be aware, such as: - Successful completion of our 3-elevator Re-fit/Modernization last August; improving reliability, property values & especially safety. - We completely overhauled & renovated our 2 Guest Suites; now each featuring new floors, flatscreen TV, microwave, duvet & modern décor and came in UNDER budget. Thanks to a S:\VR\VR2383\AGM\10minJuly14.doc

2 Held on Wednesday, July 14, 2010 Renovation Committee led by Mr. Rob Pompu, along with others and his wife Rhonda (Pompus are not on Council) who stepped up to work on this very worthwhile 6-week project. - Partially thanks to the guest suites being renovated, we brought in extra income to Strata by increasing prices for Olympic & Paralympic rentals. - We also hosted a Dec. gathering to mingle with neighbours, toast the holidays plus offer viewing/open House of the renovated Suites. - Recently completed the upgrade to our security cameras & recording system. All of us regret having to resort to fines, but have had to do so recently due to ongoing dumping of unwanted items at the Loading Bay. Otherwise, it seems unfair that each of us owners must bear the costs to remove abandoned items, namely through higher strata fees. - Despite lack of encouragement or guidance from the predecessors of current LSA Terry Newell, we chose to be proactive in collecting serious arrears. At worst, 4 Residential owners owed nearly $39,000 and I took on this 9-month project out of concern this situation could get further out of control. This involved innumerable hours liasing, ing & directing Crosby CFO & Strata lawyers. I m pleased to report those arrears are now down to just $10,000 (almost entirely from 1 missing owner). - We ve dealt with unusual challenges and upheaval of 4 different Crosby LSAs this term plus many concerns with our staff and Security & Janitorial companies. These require ongoing, considerable attention & input from Council, and unfortunately slow progress for us on other matters & new initiatives. - Finally, since spring 2009 several of us have felt it s important to reach beyond the boundary of this building, to engage in our community. I know many of you share our relief to see a successful end to the City of Vancouver s no-barrier HEAT shelters one year ago and a much-improved shelter this past winter. I continue work in our community as the contact person with the City this year as well as our MLA s office. I have no doubt our success was due to dogged efforts, teamwork and cohesiveness. It therefore brings me great sadness to report that such spirit of cooperation and teamwork amongst some council members no longer exists. Six weeks ago without forewarning or anyone coming to talk to me, I was asked by some members to resign. I have not resigned as I feel strongly it is not in the best interests of owners for me to do so. In fulfilling my fiduciary duties to look out for the greater good of all residents, I have asked questions such as Is our security guard licensed? and How is it that 10 parking stalls are now enclosed as private rooms or garages? Doing that would require ¾ vote of owners. We should all be able to ask questions, with debate and differences of opinion allowed. This is healthy and vital and is what I hope for moving forward with whoever is granted your trust on Council. S:\VR\VR2383\AGM\10minJuly14.doc 2

3 Held on Wednesday, July 14, 2010 REPORT ON INSURANCE COVERAGE It was MOVED/SECONDED that the report on insurance coverage had been received. CARRIED UNANIMOUSLY. STRATA CORPORATION INSURANCE COVERAGE The Strata Corporation s policy typically insures against all risks of direct physical loss or damage to the property insured, subject to exclusions and applicable deductible. Insured property is the building as it was delivered by the developer at the time of completion of construction. Insured property includes the fixed structure, permanently installed original fittings and fixtures, mechanical equipment and machinery, fire suppression systems and common assets. The Strata Corporation s policy notable does NOT provide coverage for loss or damage to: * Strata Lot owner s and/or tenant s personal property, * Strata Lot owner s betterments and/or improvements to strata lot, * Strata Lot owner s and/or tenant s additional living expenses, * Strata Lot owner s rental income loss. STRATA LOT OWNER AND/OR TENANT INSURANCE COVERAGE RECOMMENDATION It is recommended that all Strata Lot owners and/or tenants acquire the applicable coverage: * Personal property, such as furniture, clothing and similar personal property in the Strata Lot or designated storage space in the building, subject to a deductible. * Strata Lot betterments and/or improvements completed at a Strata Lot owner s expense, such as upgraded flooring, millwork, fixtures, etc. * Additional Living Expenses incurred by a resident as a result of the insured premises being uninhabitable as a direct result of an insured loss or damage. * Loss of rental income incurred by a Strata Lot owner as a result of the insured premises being uninhabitable by the tenant as a result of an insured loss or damage. * Strata Corporation s Deductible Chargeback (e.g. Water, Fire) incurred in the event of a claim that originated from within an owner s Strata Lot. **Example** In a rental situation there are three separate parties therefore there should be three separate insurance policies (Strata Corporation Policy, Owner s Policy and Tenant s Policy). Claim Example: Property Damage (i.e. Water damage or fire in a Strata Lot) * The Strata Corporation s insurance policy handles the damage to the building s common areas subject to the applicable deductible; * The Strata Lot owner s policy in a rental situation handles the damage to betterments / improvements and loss of rental income. The Strata Lot owner s policy in an owner occupied Strata Lot handles damage to the Betterments and Improvements, Damage to Personal Contents And Additional Living Expenses for the owner. * The tenant s insurance policy handles damage to Personal Contents and Additional Living Expenses if the tenant has to move out as a result of the damage. S:\VR\VR2383\AGM\10minJuly14.doc 3

4 Held on Wednesday, July 14, 2010 APPROVAL OF PROPOSED OPERATING BUDGET It was MOVED/SECONDED to approve the proposed operating budget(s) as circulated for the fiscal year May 1, 2010 to April 30, Following a lengthy discussion and review of all expense categories, the Chairperson called for the vote, the result being 73 IN FAVOUR, 1 OPPOSED, 0 ABSTAINED. CARRIED. PAYMENT OPTIONS (Monthly Strata Fees ONLY): 1. OWNERS CURRENTLY ON PRE-AUTHORIZED PAYMENT (PAD): There is no action required from these owners as any new strata fees and/ or retroactive fees adjustments (if any) will be automatically adjusted. 2. OWNERS WHO PAY BY POST-DATED CHEQUES: Please send in 12 post-dated cheques payable to Strata Plan VR 2383 for the new amount. Any change in strata fees is effective from May 1, 2010; therefore, owners may also be required to send in a cheque for the retroactive fees increase (if any). 3. OWNERS WHO PAY BY AUTOMATIC E-BANKING: Owners will have to re-submit the new strata fees amount for future months as well as any retroactive payment if necessary. If you have any questions regarding your account, please contact Poonam Benning in our accounting department at CONSIDERATION OF RESOLUTION "A" 3/4 VOTE ELIMINATING PREVIOUS YEARS DEFICIT COMMERCIAL SECTION (Owners Strata Lots 177, 178, 179 & 2 through 11 inclusive) Preamble The Strata Council notes that the Commercial Section has a deficit in the budget that should be eliminated. The Commercial Section currently has a balance of $17, in their Contingency Reserve Fund. Removing $9, from their CRF will leave the Commercial Section with a balance of $7, It is felt by the Commercial Executive that this is a better route to take rather than raising fees or levying a special assessment for this amount. It was MOVED/SECONDED to approve Resolution "A" as follows: BE IT RESOLVED by a 3/4 vote of the Owners, that the Strata Corporation VR 2383, The Discovery be authorized to expend a sum of money not exceeding $9, for the purpose of eliminating the prior year's deficit. This expenditure will be funded by a transfer from the Commercial Contingency Reserve Fund and no special levy will be required of the commercial owners. S:\VR\VR2383\AGM\10minJuly14.doc 4

5 Held on Wednesday, July 14, 2010 As there was no discussion needed, the Chairperson called for the vote, the result being 9 IN FAVOUR, 0 OPPOSED, 0 ABSTAINED. CARRIED. CONSIDERATION OF RESOLUTION "B" 3/4 VOTE SPECIAL LEVY - PAINTING OF NORTH AND EAST SIDES OF TOWER Preamble The Strata Council notes that the Strata Corporation has a legal responsibility to maintain the exterior structure of the building. As it is not feasible to paint the entire building in 2010, it is thought best to paint the sides which have the most exposure to the harshest weather, those being the north and east sides, with the south and west sides following as soon as possible, it is anticipated, in Scope of Work: As part of the regular building maintenance program Paint the north and east sides of the tower building The Strata Council recommends strongly to the Owners that this Resolution be passed. It was MOVED/SECONDED to approve Resolution "B" as follows: BE IT RESOLVED by a 3/4 vote of the Owners, that the Strata Corporation VR 2383, The Discovery be authorized to raise a sum of money not exceeding $75, for the purpose of carrying out painting of the North and East sides of the tower building. This project is to be completed in the year This expenditure will be funded by a special levy assessed to the owners in proportion to the unit entitlement of their respective strata lots. (Schedule attached). Included in this levy is the 2% Special Projects fee ($1, plus HST) for capital improvement projects as outlined in Schedule B item 3 and 7(b) of the Agency Agreement between the Strata Corporation and Crosby Property Management Ltd. and the management company s processing fee of $2.00 (plus HST) per levy payment per strata lot (per Schedule A Section 5.2 (e) of the Agency Agreement) totalling $2, Discussion The Strata Manager advised an error was made and initially only residential owners were going to be charged for this painting levy. However, as painting the exterior of the building, in fact any exterior building maintenance is a joint responsibility of all strata owners; the commercial owners are also included in this special levy. As owners registered at the door of this AGM, they received a document setting out the amended fee schedule for all units for the special levy. It was noted the work is expected to go ahead in August, which is the best month to do building painting. S:\VR\VR2383\AGM\10minJuly14.doc 5

6 Held on Wednesday, July 14, 2010 In answer to an owner s question, the Strata Manager advised that if the owners chose to amend the resolution, they could opt to use Contingency Reserve Funds for this project. If they decided to proceed with a special levy but not all owners had paid the amount due by the time the painting contractor was to be paid, then, by amending the resolution, the owners could opt to pay the remaining amount needed from the Contingency Reserve Fund with the proviso that the CRF be paid back when owners paid their special levy. It was MOVED/SECONDED that the due date of special levy payment be changed from August 1, 2010 to September 1, 2010, and, if all special levy monies have not been received from owners by the time the invoice is due and payable to the painting contractor, and the work has been confirmed and signed off on, then the remaining funds required will be borrowed from the Contingency Reserve Fund, to be paid back as owners pay their portion of the special levy. The question was called and the result being 74 IN FAVOUR, 0 OPPOSED, 0 ABSTAINED. CARRIED. Several owners commented that a building envelope review should be carried out and a detailed report obtained in order to formulate a 5-year maintenance plan for the buildings. It was noted exterior painting has not been done in approximately 12 years, although caulking was done more recently. Owners asked that Council not use the lowest cost quotation for the painting but rather choose the best contractor. Owners also suggested Council hire a consultant to work with who would write the scope of the work, put the job out to tender, help choose the painting company and oversee the project, if at all feasible. Following the discussion, it was amendment MOVED/SECONDED to adopt Resolution B with the BE IT RESOLVED by a 3/4 vote of the Owners, that the Strata Corporation VR 2383, The Discovery be authorized to raise a sum of money not exceeding $75, for the purpose of carrying out painting of the North and East sides of the tower building. This project is to be completed in the year This expenditure will be funded by a special levy assessed to the owners in proportion to the unit entitlement of their respective strata lots. (Schedule attached). Included in this levy is the 2% Special Projects fee ($1, plus HST) for capital improvement projects as outlined in Schedule B item 3 and 7(b) of the Agency Agreement between the Strata Corporation and Crosby Property Management Ltd. and the management company s processing fee of $2.00 (plus HST) per levy payment per strata lot (per Schedule A Section 5.2 (e) of the Agency Agreement) totalling $2, The levy payment is due September 1, Any special levy payment due outstanding after this date (September 1, 2010) shall be assessed a fine of $50.00 and a subsequent fine on the first of each month following until paid in full. The Strata Corporation may, under Section 116(1) of the Strata Property Act, register a Certificate of Lien against the owner s strata lot for any unpaid special levy. If not all special levy monies have been received from owners by the time the invoice is due and payable to the painting contractor, and the work has been confirmed and signed off on, then the remaining funds required will be borrowed from the Contingency Reserve Fund, to be paid back as S:\VR\VR2383\AGM\10minJuly14.doc 6

7 Held on Wednesday, July 14, 2010 owners pay their portion of the special levy. Pursuant to Sections 108(5) and 108(6) of the Strata Property Act, if any owner is entitled to receive a refund of over $ from any unused portion of this special levy, a refund will be issued to the current owner(s) at the time of the refund. In the event of a sale, strata lot owners are responsible to make their own private arrangements with the purchaser with regards to the disposition of any refund. The Chairperson called for the vote, the result being 73 IN FAVOUR, 1 OPPOSED, 0 ABSTAINED. CARRIED. IMPORTANT! Please be advised that the Resolution B for Painting of North and East sides of Tower has been approved, the 1 st instalment of the Special Levy payment MUST arrive in our office no later than September 1, 2010 in order to avoid a fine of $50.00 being assessed. If you are currently on our Pre-Authorized Debit (PAD) plan for strata fee payment, you MUST STILL complete the attached Special Levy Payment PAD form and submit to our office BEFORE August 20 TH for payment to be withdrawn on 1 st of the following month. Alternatively, you could issue a cheque to our office or go on-line to pay for your portion of the special levy to avoid the risk of being fined. If you have any questions on your account, please contact Poonam Benning at Thank you for your immediate attention. GENERAL DISCUSSION 1. Website: John Roberts advised that it costs between $8, , per year to photocopy and mail documents to owners. If the documents most owners need access to could be posted online at a special website, this could potentially save the Strata Corporation thousands of dollars. The Council asked for owners to send in their addresses to the Strata Manager in last month s minutes in anticipation of being able to set up a website for owners and to them minutes each month. John advised he looked into several websites and was the one he had found to be the most practical and cost effective. Someone asked if the guest suite could be rented online. An interactive calendar is not part of this particular website but is something Council can look at in the future. The owners present agreed that a website is a good idea and would save costs if we can manage to get people to use it. 2. Security: John Roberts advised Council has not been happy with Garda s security services for quite some time and over the past six months have looked at other companies proposals. One company being considered provides a sensor system that tracks the guards S:\VR\VR2383\AGM\10minJuly14.doc 7

8 Held on Wednesday, July 14, 2010 activities. The guard would do a set route several times each night and would have to tag in at various check points throughout the patrol. Council has considered some changes to the current security set up at the building. They are looking at not having consistent 24/7 guard service but on Monday, Tuesday, Wednesday and Thursday evenings, have the (new) security company drive by the building every two hours; where the guard would arrive at the building and do a complete patrol before driving away. This would be quite costeffective and would cut costs from the budgeted $125, considerably. If there were noise complaints etc, the security guard would come back to the building to deal with them. It is possible that this could be looked at on a trial basis. There were questions from the owners regarding having a concierge instead of security staff and resident manager; to which John stated costs are much higher for concierge services. The incoming Council received a mandate from the owners present at the meeting to review the entire security and building representation procedures, including the Resident Manager, current security company and in-house position and also consider a concierge service. A show of hands indicated unanimous interest to look into concierge. It was noted, if a concierge system is adopted, a desk would need to be built in the main lobby and the Resident Manager s suite would be either sold or rented out. Several owners expressed frustration that the guest suites are not available to rent on short notice on weekends. As well, some owners commented the Resident Manager should not keep suite keys as any problems that arise from this activity would not be covered by the insurance policy. Other owners disagreed and wanted to keep their keys in the Resident Manager s office. It was noted that a concierge would be bonded and may help in this regard. The situation concerning the in-house security guard, Pat Price, was discussed in detail, including the situation where keys from several owners were stolen when Pat s backpack was taken at the security desk several months ago. The situation when Pat was off for a while was also discussed and an explanation offered. There was a concern about Pat s training and a Council Member found online through a Google search that it is mandatory for anyone acting as a security guard in the province of British Columbia to hold a security workers license. Pat did not hold her license although she had the necessary training. The decision to suspend Pat until she could fulfil the requirements of the license was made by the executive at Crosby Property Management in order to protect the Strata Corporation from possible litigation. Pat was off work for a total of 9 days while she got her paperwork and other requirements completed and got her security workers license. Terry Newell believes Crosby made the right choice in suspending Pat Price; however, she also admits she did not take the next step and ensure there was a security guard on duty to work Pat s shifts and the building had no coverage for 3 nights. It is fortunate no mishaps occurred during that time and Terry apologized to the owners for her oversight. The decision to suspend Pat Price was not communicated to Council as quickly as they would have liked. It was noted Crosby declined to pay Pat Price for the days she was under suspension and by a unanimous vote at the time, the Council also declined to pay Pat for the days she was off work. S:\VR\VR2383\AGM\10minJuly14.doc 8

9 Held on Wednesday, July 14, Key/Fob System: An owner asked if a key fob system, which had been discussed at the 2009 Annual General Meeting, was going to move forward. The Strata Manager advised she received instruction from Council in the spring to look into quotations for a key fob system. Although the quotes have not yet been received, one of the contractors noted it will be more expensive to install this system at Discovery as the actual infrastructure needed for the electrical component must be installed from scratch. Council is hoping to bring options to the owners in the near future. One owner stated he dislikes that once a fob system is in place residents will have access only to their own floor and not be permitted to go to other floors. Other owners say this is a plus to the system. 4. The Party Room: An owner commented the party room needs updating and modernizing as well as air conditioning. He suggested the next Council could look into bringing this room up to a higher standard to generate more income for the Strata. A Council Member didn t like the idea of charging owners a lot of money to use this amenity, however, thinks that using funds generated by the rental of the room to update it is a great idea. Others agreed. 5. An owner expressed his view that the outgoing Council members were an extremely hard working and dedicated group and in his 17 years in the building, he had not seen a Council work this hard, stating the results of the Council s work speak for themselves. They have been very pro-active and he is very impressed. However, this owner also advised he believes many owners are not pleased with the level of service provided by the Resident Manager. This was echoed by other owners in attendance. As well, this owner advised that apart from the work of Terry Newell (recently-appointed), many people in the building were not pleased with the service provided by Crosby and suggested the next Council looks at putting Crosby on notice to improve their service. The outgoing President advised that Crosby had been put on notice in the last year, and had in fact refunded one month s management fees of approximately $3, and waived overtime fees for 8 months of meetings worth over $ The President further advised that Council Members had requested and met with senior members from Crosby to bring forward grievances and ongoing issues of concern. This satisfied the owners that the Council is definitely pro-active and working on the situation. 6. An owner mentioned he has a closet ceiling that needs repairing. 7. An owner mentioned he would like to be involved in any decision made with the City of Vancouver regarding the tree whose roots are starting to lift the pavement in front of the hair salon, as his suite s privacy would be affected if the tree were removed. 8. Garbage and Recycling: The Strata Manager discussed the problem of residents at Discovery putting their garbage into the recycling bins (and vice versa). There have been many occasions in the past few months when Waste Management has not picked up the recycling due to the amount of garbage in these bins. Large fines are levied against buildings where recycling is found to have garbage in it. Luckily, Waste Management has noticed the garbage each time and notified the Resident Manager. He has emptied the S:\VR\VR2383\AGM\10minJuly14.doc 9

10 Held on Wednesday, July 14, 2010 garbage from the recycling bins by hand to ensure the garbage is placed in the garbage bins and the recycling in their own bins. It is mandatory that people learn how to use recycling in this building. The fines will be levied against the entire building for the actions of one or a few residents. The Strata Manager also noted that residents were leaving large household objects in the loading bay and/or garbage room, expecting other owners to pay to get rid of them. Recently someone had disposed of 8 blinds down the garbage chute, which luckily did not get stuck inside the chute. ELECTION OF COUNCIL Those persons elected to the Council at this meeting will hold office until the next Annual General Meeting. At this point the current Council stepped down. The Strata Manager thanked them for their dedicated service and a round of applause was received by the Council. The following persons agreed to stand for Council: Stephen Brown Lini Evans Anne Harkema Terry Kellogg Rhonda Pompu Mark Schulhof John Roberts Peter Rezansoff Mr. Rezansoff is the only commercial member willing to stand on the Strata Council and as per Bylaw 11.2 the Commercial Executive shall elect one (1) executive member; Mr. Rezansoff s place on Council is acclaimed. After the ballots were counted, the following were chosen to represent the owners as Council. Peter Rezansoff Stephen Brown Lini Evans Terry Kellogg Rhonda Pompu Mark Schulhof John Roberts It was MOVED/SECONDED to elect the Council as noted. CARRIED. S:\VR\VR2383\AGM\10minJuly14.doc 10

11 Held on Wednesday, July 14, 2010 There being no further business, the meeting was adjourned at 10:00 p.m. Terry Newell Strata Manager CROSBY PROPERTY MANAGEMENT LTD. General Office #(604) 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. S:\VR\VR2383\AGM\10minJuly14.doc 11

12 STRATA PLAN VR 2383 Pre-authorized Debit (PAD) Form for Special Levy Payment(s) For Owners Currently on PAD Plan ONLY 1. Use this form only if you wish to pay your special levy by PAD. 2. This form must be received in our office no later than the 20th of the month in order for us to be able to withdraw payment from your bank account on the 1st of the following month. This service is for: Individual PAD Business PAD (Please check) PERSONAL INFORMATION Name of Owner(s) Strata Plan Strata Lot Address of Strata Lot City Province Postal Code Mailing Address (If different from above) City Province Postal Code Phone Number (Res.) (Bus.) (Cell) Address As an added security feature, please choose a personal password that you will provide when accessing account information by telephone -up to 10 letters (suggest mother s maiden name) AUTHORIZATION I/We are currently on the Pre-authorized Debit Plan and authorize Crosby Property Management Ltd. to debit the amount of the following special levy* payment(s) from my/our bank account where my/our existing monthly strata fee is debited from. * The special levy amount(s) is/are the amount(s) in accordance to the fee schedule(s) as approved at the AGM/SGM held on July 14, Resolution(s) Title of Special Levy Special Instructions "B" 3/4 VOTE Painting of North & East Side of Tower Date Date Owner's Signature Owner's Signature When the form is complete, mail, fax, or to: Crosby Property Management Ltd. Accounting Department Hornby Street, Vancouver, B.C., V6Z 1S4 Tel: Fax: crosby@crosbypm.com Note: For Owners who wish to enrol in our pre-authorized debit (PAD) plan for the 1 st time, please fill out our PAD Agreement which can be downloaded from our website at or contact our office for a copy. Do not use this form.

13 Crosby offers convenience! 1) Pre-Authorized Debit Payment (PAD) For owners who wish to enroll in our PAD for the 1 st time, a copy of our PAD Agreement can be downloaded from our website at under the Forms section. 2) OnLine/Telephone Banking Crosby offers convenience! Our office has established electronic banking relationships with the major chartered banks and all participating credit unions in BC (i.e. Vancity, Coast Capital Savings, etc.) to make it easier for you to remit your strata fees, special levies, etc. I M INTERESTED, HOW DO I DO THIS? 1. Go to bill payment option and set up Crosby Property Management Ltd. (Strata) as a vendor. 2. You will be required to provide your Crosby personally assigned unique reference number (without dashes or spaces). This number can be found in your Crosby correspondence. 3. Enter your payment amount and payment date. You should also be able to set this up as a recurring payment every month. WHEN SHOULD I MAKE MY PAYMENTS? It takes 1 to 3 business days for us to receive your payment depending on your financial institution. Please note it is the customer s responsibility to ensure that payments are received by Crosby Property Management Ltd. by the due date to avoid any late payment fines.

14 M I N U T E S OF THE ANNUAL GENERAL MEETING THE OWNERS STRATA PLAN VR 2383 THE DISCOVERY Held on Tuesday, July 15 th, 2009 Within the Party Room 1500 Howe Street, Vancouver, B.C. The meeting was called to order at 7:10 p.m. by the President, Lini Evans. Crosby Property Management Ltd. was represented by Roger Brandon. CALLING THE ROLL AND CERTIFICATION OF PROXIES The attendance register confirmed at the time of commencement of the meeting there were 56 eligible voters in attendance and 9 represented by proxy for a total of 65 votes represented. The quorum requirements having been achieved the meeting then proceeded. PROOF OF NOTICE & RECEIPT OF FINANCIAL STATEMENTS The Property Manager answered any questions owners had with respect to the year end financial statements. It was moved/seconded that the notice dated June 23, 2009 complied with the notice requirements and that the financial statements had been received. CARRIED. APPROVAL OF GENERAL MEETING MINUTES It was moved/seconded to approve the Minutes of the Special General Meeting held May 6, 2009 as circulated. CARRIED. REPORT ON INSURANCE COVERAGE The Property Manager reviewed the basics of the Strata Corporation s insurance coverage and answered questions the owners had with respect to various insurance matters. In regards to non-insurable water damage claims under the buildings insurance policy the Property Manager reported that as a result of some decisions that had been made lately in the courts, in conjunction with the Strata Property Act, that they (the owners) and not the Strata Corporation, or management company, are responsible to cover the cost of repairs to their suites. Owners have to arrange for repairs to be done to their own suite in the event their suite is affected by water damage arising from another strata lot (not common property) and is below the water damage deductible ($10,000.00) for the Strata Corporation policy. The Strata Corporation will coordinate and pay for all in-suite repairs if the loss is the result of common area property (building envelope, common area pipes, etc.) failure. S:\VR\VR2383\AGM\09minsJuly15.doc

15 Held on Monday, July 15, 2009 The Property Manager recommended that owners contact their own private insurers to ensure they were adequately protected with respect to what insurance the building was able to provide for individual owners. It was noted that the building s insurers, BFL Canada had a Regal Homeowner Policy that provided excellent coverage (contact Lana: for more information). As noted in previous minutes: Owners are reminded that they have to ensure their water heating tanks are maintained in good working condition (and not older than 8 years old) to avoid the possibility of the water heating tanks failing which could lead to water damage in their suites and the suites below. It was recommended that owners not leave dishwashers and/or washing machines on when they were not in the suite, in case the water shut off valves did not work, or they leaked, which in turn could lead to a significant water damage claim. In addition, owners are requested to ensure the drains under the drain pans located beneath the water heaters are kept free and clear of debris to ensure they will drain properly in case the water heater failed. It was moved/seconded that the report on insurance coverage had been received. CARRIED. PRESIDENT S REPORT Council is proud to serve on a voluntary basis and in addition to dealing with building maintenance and resident concerns, and matters in regards to the Rules and Bylaws of The Discovery, we continue to take care of many ongoing issues of which you may or may not be aware. I ve found this has been a very cohesive Council combined with solid and attentive teamwork with the assistance of the Resident Manager, James LeClaire, now with us almost 2 yrs, and the Property Manager, Roger Brandon. The Discovery Contingency Reserve fund is over $200, and the owners have very reasonable maintenance fees which will not be increased this year Update Report: The elevator project is nearing completion which is expected to be mid August. This major refurbishment project improves not only reliability, convenience, and property values, but also addresses any safety issues in the future. The caulking and dryer vent maintenance project is currently in progress on the final south and west sides of the building and is expected to take approximately 8 weeks to complete weather permitting. Through the Property Manager s efforts the City of Vancouver reversed approximately $40, in water usage costs initially charged to the Strata Corporation which the Council felt was in error. The budget has turned around from a deficit, to a positive cash flow, leaving us now with small operating surplus. S:\VR\VR2383\AGM\09minsJuly15.doc

16 Held on Monday, July 15, 2009 Money Saving Measures (small or large all add up): Researching/pursuing the Home Reno Tax Credit program. Recovered money from Otis elevator regarding overpayment of the maintenance contract. Chose a less costly type of financial audit and insurance premium this year. Removed the old plants from the lobby and health club saving approximately $1,400 per year in plant service maintenance costs. Pursuing a Forced Order of Sale of a strata lot which is in significant strata fee arrears. Considering a website for the building where minutes, notices, etc. would be posted. The Strata Council Listens and Acts on your Concerns and is Proactive and Innovative: Agree cleaning is unsatisfactory and will be hiring new janitorial company starting August 1. Moving toward longer term capital planning of major projects, e.g., building envelope, painting, hallway carpets, and will keep the owners better informed. Have had success with elevator cab-design committee and will be looking for more involvement from residents with others such as security, lobby design committee, etc. And a SPECIAL THANK YOU FOR ALL THOSE WHO HAVE VOLUNTEERED. Once again it is apparent all agree that they are needed, so this year a Lobby Committee was created and we are prepared to move forward immediately with some improvements as noted in the proposed operating budget. A THANK YOU TO ALL OF THOSE WHO VOLUNTEREERED FOR THE LOBBY COMMITTEE. The Council is constantly monitoring and strengthening the security of building (ie: security camera upgrade proposal, review of security protocols and measures). The Council is reaching beyond the boundary of this building to engage in our community and the new challenges we face and are working towards building a False Creek North Residents Association. With some recent area challenges regarding property vandalism I m happy to report the City of Vancouver complied with my request to cover the cost and repair to our building exterior which had been vandalized. The Discovery continues to be a desirable building. It is incumbent upon us to persevere in bringing the building up to a higher standard of care; as always, this takes time, direction and dedication to implement. Your attendance here tonight proves people care about the welfare of the building and we thank you for your support and please make an effort to join any committee you are interested in. The owners responded with a heartfelt round of appreciative applause. OLYMPICS GUEST SUITE RENTALS Stephen Brown provided the Owners with a proposal for renting out the Guest suites during the Olympic period (see attachment which shall form a part of these minutes). It was proposed that Owners (only) could purchase tickets for a draw that would enable the winning ticket holders to select three day blocks at a nightly rate of $ which they could use during the period of February 2 through March 21 st, S:\VR\VR2383\AGM\09minsJuly15.doc

17 Held on Monday, July 15, 2009 A general discussion ensued whereby questions were answered with respect to the proposal. It was noted that the Guest suites were in the process of being renovated. The Owners and Council thanked Stephen for his work in organizing the proposal which the Owners seemed to be pleased with. A notice will be sent out to the Owners in the near future providing further details on the purchase of tickets and draw selection. RESOLUTION "A" 3/4 VOTE COMMERCIAL BUDGET SHORTFALL RECOVERY It was moved/seconded to adopt Resolution A which reads as follows: Be it resolved that the Owners (Commercial Section Only) of the Strata Corporation VR 2383 be authorized to raise a sum of money not exceeding $4, for the purpose of paying off last year s (2008/2009) Commercial budget deficit. This expenditure will be funded by a special levy assessed to the owners in proportion to the unit entitlement of their respective strata lots. Any special levy outstanding after September 1, 2009 shall be assessed a fine of $25.00 and a subsequent fine on the first of each month following until paid in full. Discussion: A commercial strata lot owner was concerned about the 12.5% increase in strata fees for the commercial section. The Property Manager explained that last year s fees had been subsidized by an operating surplus which had been carried over from previous years and that overall costs were rising year to year due to the cost of living and the aging of the building. In answer to a question the Property Manager reported that all snow removal costs had been re-coded to Joint Use as confirmed at the last council budget meeting. After a general discussion it was decided that the commercial owners would pass the Resolution and thereafter the Commercial Section representative on Council could sit down with the Finance Officer, and Property Manager, and review the prior year s expenses for this section to ensure they were appropriate. There being no further discussion, the Chairperson called for the vote, the result being 7 in favour, 0 opposed, 0 abstaining. CARRIED. APPROVAL OF PROPOSED OPERATING BUDGET Budgets: The Property Manager and Strata Council reviewed the proposed operating budget(s) with the owners and answered any questions they had with respect to the proposed budgets. S:\VR\VR2383\AGM\09minsJuly15.doc

18 Held on Monday, July 15, 2009 Discussion With respect to the Joint budget there was a general discussion regarding security issues where it was noted that the Council was in the process of changing security companies to improve service levels, and the back door exiting onto Beach Avenue had been made into an exit only door to strengthen the security of the building. The Property Manager explained that the Special Projects budget line item in the Residential budget included funding for various projects, noted as follows: Re-placement of lobby carpets ( ), funding for elevator cameras ( ), security camera upgrade ( ), guest suite(s) upgrade (20,000.00), new lobby furniture (10,000.00), plus taxes. It was noted that measures were being taken to wire the building (including the elevators) for future FOB access control throughout which would significantly improve the overall security supervision and control within the property. Anne Harkema mentioned there was a great turnout for the Lobby Committee and everybody on it wanted to fully renovate the entire lobby. It was noted that this entire lobby renovation matter had been brought before the owners twice before to vote on which was turned down. A show of hands indicated that all owners present wanted something done to improve the lobby, while a majority wanted a full renovation of the lobby. On Owner mentioned consideration should also be taken into account to make better use of the Party and Video room spaces. It was noted that the priority for the time being was to ensure the building envelope including the future painting of the building was completed. John Roberts mentioned that a Committee would be formed in the near future to do a 5 year capital plan for the building to determine what major projects would require attention in that time period, including replacement of the hallway carpets. It was moved/seconded to approve the proposed operating budget for the Commercial Section as circulated for the fiscal year May 1, 2009 to April 30, 2010, noting it could be reviewed at a later date. The Chairperson called for the vote, the result being 7 IN FAVOUR, 0 OPPOSED, 0 ABSTAINED. CARRIED. It was moved/seconded to approve the proposed operating budget for the Residential Section as circulated for the fiscal year May 1, 2009 to April 30, The Chairperson called for the vote, the result being 58 IN FAVOUR, 0 OPPOSED, 0 ABSTAINED. CARRIED. It was moved/seconded to approve the proposed Joint operating budget as circulated for the fiscal year May 1, 2009 to April 30, The Chairperson called for the vote, the result being 65 IN FAVOUR, 0 OPPOSED, 0 ABSTAINED. CARRIED. S:\VR\VR2383\AGM\09minsJuly15.doc

19 Held on Monday, July 15, 2009 PLEASE SEND (12) TWELVE POST-DATED CHEQUES PAYABLE TO STRATA PLAN VR ANY CHANGE IN STRATA FEES IS EFFECTIVE FROM MAY 1, ANY OWNER ON P.A.P. WILL AUTOMATICALLY HAVE THEIR WITHDRAWAL FOR STRATA FEES ADJUSTED ON SEPTEMBER 1, PLEASE NOTE, THIS WILL BE RETROACTIVE BASED ON THE FISCAL YEAR END. OWNERS THAT PAY THEIR STRATA FEES THROUGH AUTOMATIC E-BANKING MUST RE-SUBMIT THE NEW STRATA FEE AMOUNT FOR FUTURE MONTHS AS WELL AS ANY RETROACTIVE PAYMENT IF NECESSARY. If you have any questions regarding your account, please contact Poonam in our accounting department at RESOLUTION "B" 3/4 VOTE BYLAW AMENDMENTS Preamble: The Strata Council reviewed the current bylaws of the Strata Corporation and as a housekeeping measure, in consultation with the Property Manager, recommended the following bylaw changes be made to help administrate the affairs of the Strata Corporation in accordance with the Strata Property Act. It was moved/seconded to adopt the following bylaw, read as follows: Be it resolved the owners of Strata Corporation VR 2383 (The Discovery) amend the bylaws of the Strata Corporation, noted as follows: By amending bylaw 37.1 which currently reads: Moving in procedures A one hundred dollar ($100.00) move-in fee is payable by any owner to the Strata Corporation by any owner upon taking possession or re-possession of a strata lot and by any owner who is leasing a strata lot on each occasion that a tenant moves in. To Read: 37.1 A one hundred fifty dollar ($150.00) move-in fee is payable by any owner to the Strata Corporation by any owner upon taking possession or re-possession of a strata lot and by any owner who is leasing a strata lot on each occasion that a tenant moves in. After a brief discussion the Chairperson called for the vote to adopt Resolution B, the result being 61 IN FAVOUR, 4 OPPOSED, 0 ABSTAINED. CARRIED. S:\VR\VR2383\AGM\09minsJuly15.doc

20 Held on Monday, July 15, 2009 GENERAL DISCUSSION Owners mentioned they were pleased that the Visitor parking area time limit had been changed from 12 hours to 24 hours (and visitors will be required to leave a note in the vehicle with the suite number they are visiting and phone number where they can be contacted). There was a general discussion about the pros and cons of extending the time limit which shall remain as noted above for the time being. An Owner mentioned that the carpets were in dire need of attention. It was noted that they had been cleaned three times this year with additional spot cleaning being done on a regular basis. The carpets are at the end of their life cycle and the owners will be required to replace them in the near future. It was noted that the carpets on the top floor in particular were not in poor shape due to the work being done on the elevator project. An Owner asked if larger pets would be allowed in the residential tower which the Council stated no that the bylaws regulating pets would remain the same for the residential section in particular. A concern was brought up about the sea gulls that were residing on and around the building which were causing problems for residents. OWNERS AND RESIDENTS ARE REQUESTED TO PLEASE NOT FEED THE SEA GULLS! ELECTION OF EXECUTIVE COMMITTEE MEMBERS AND STRATA COUNCIL Those persons elected to the Executive Committees and Council at this meeting will hold office until the next Annual General Meeting. In accordance with the Bylaws of the Strata Corporation those owners elected to the Residential and Commercial Executive shall constitute the Strata Council. It was moved/seconded that those elected as representatives of the Executive Committees (Residential/Commercial) shall also be the elected representatives of the Strata Council. CARRIED. The following persons agreed to stand for Council and the respective Executive Committees: Lini Evans (Residential) Suite1702 Anne Harkema (Residential) Suite 2004 Terry Kellogg (Residential) Suite1105 Peter Rezensoff (Commercial) #787 Seabreeze Walk Sharlene Tabata (Residential) Suite 1504 Stephen Brown (Residential) Suite 2107 John Roberts (Residential) Suite 502 It was moved/seconded to close nominations. CARRIED. The following were declared elected to the Strata Council and their respective Executive Committees by acclamation. S:\VR\VR2383\AGM\09minsJuly15.doc

21 Held on Monday, July 15, 2009 A Special Thank You The Owners thanked the Members of Council for their hard work and dedication during the past year and in particular, Lini Evans and John Roberts for the work they did with respect to dealing with the issues surrounding the two no barrier shelters founded in the neighbourhood (one which was recently closed) which were causing problems for area residents. There being no further business, it was moved/seconded to terminate the meeting at 9:45 P.M. Roger Brandon, Senior Property Manager CROSBY PROPERTY MANAGEMENT LTD. General Office #(604) 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. S:\VR\VR2383\AGM\09minsJuly15.doc

22 ONLINE/TELEPHONE BANKING Crosby offers you convenience! Crosby Property Management Ltd. has established electronic banking relationships with the major chartered banks and all participating credit unions in BC (i.e. Vancity, Coast Capital Savings, etc.) to make it easier for you to remit your strata fees, special levies, etc. I M INTERESTED, HOW DO I DO THIS? 1. Go to bill payment option and set up Crosby Property Management Ltd. (Strata) as a vendor. 2. You will be required to provide your Crosby personally assigned unique reference number (without dashes or spaces). This number can be found in your Crosby correspondence. 3. Enter your payment amount and payment date. You should also be able to set this up as a recurring payment every month. WHEN SHOULD I MAKE MY PAYMENTS? It takes 1 to 3 business days for us to receive your payment depending on your financial institution. Please note it is the customer s responsibility to ensure that payments are received by Crosby Property Management Ltd. by the due date to avoid any late payment fines. S:\VR\VR2383\AGM\09minsJuly15.doc