MONTANA BCS COUNCIL MEETING MINUTES WEDNESDAY, January 21, Tanya Fleck Mike Fernie Larry Johnston, CrossRoads Management (1) CALL TO ORDER

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1 1 MONTANA BCS 2227 COUNCIL MEETING MINUTES WEDNESDAY, January 21, 2009 LOCATION: 7:00 p.m. Unit st Street Surrey, B.C. STRATA COUNCIL 2008/2009 PRESIDENT Danielle Lemieux Unit 16 VICE-PRESIDENT Ben Lytwyn Unit 86 TREASURER Alane Nelmes Unit 82 SECRETARY Tanya Fleck Unit 95 STRATA MANAGER Larry Johnston CrossRoads Management Ltd nd Street. SURREY, B.C. V3W 1J8 Phone: Fax: EMERGENCY CONTACT 24 - HOUR SERVICE Press local 223 And then press 7 ***MOTIONS MADE BY COUNCIL MEMBERS ARE UNANIMOUSLY UNLESS NOTED*** ATTENDANCE: REGRETS: Ben Lytwyn Danielle Lemieux Alane Nelmes Gord Adams Tanya Fleck Mike Fernie Larry Johnston, CrossRoads Management (1) CALL TO ORDER The Council Meeting was called to order at 7.05 p.m. by Ben Lytwyn, Vice- President, and a quorum being present. (2) ADOPTION OF PREVIOUS MINUTES It was MOVED/SECONDED to adopt the Minutes of the meeting held on November 26, (3) BUSINESS ARISING FROM PREVIOUS MINUTES (a) Towing contract- The new contract is in force with Guildford Towing. They will be patrolling on a nightly basis from 6:00 PM until 2:00 Am. Please be warned that if the tow truck driver sees a car parked in a fire lane, he will be authorized to tow it immediately. (b) Website-the Council has decided to hold off on the website until the AGM. A presentation will be given at that time to give the owners the necessary information and an opportunity to ask questions before a decision is made. (c) New Management 3 Month Review-As per the owners request at the last AGM, council is now conducting a review of the new management company. Council is pleased with the current situation and the progress made by Crossroads, and the much improved communication with both the owners, as well as council. However, any comments or concerns from owners would be appreciated so that we can ensure that a full review is done with owners having the opportunity to express their opinions. Please forward any correspondence to bcs2227@shaw.ca, or to one of the council members prior to February 25, for review by council.

2 2 (4) CORRESPONDENCE A letter was received from Leigh Tougas. Leigh has resigned from his position on council effective immediately. Council would like to thank Leigh for his service over the past 3 months. Ben Lytwyn has assumed the vacated position of Co-Chairperson. A letter was received from an owner requesting permission to rent their unit. Permission was granted. A concern was raised by an owner regarding the driveways in the complex not having the snow removed. A reply was sent to the owner that this would be discussed at the council meeting. Council subsequently dealt with the correspondence and where deemed necessary, the Property Manager was directed to correspond with the various authors. Others will have their concerns addressed in the minutes or be contacted by council directly. (5) Financial Report 5.1 Financial Statements After a review of the Financial Statements for December, 2008, it was MOVED/SECONDED to adopt the financial statements to December 31, Strata Fees There are a number of units that have balances owing for past strata fees. Letters have been sent to these owners and fines will be applied if balances owing are not paid promptly. We have also had to apply liens to 3 owners who have not remitted their balances owing after written requests from Crossroads. One owner s account has been now forwarded to a lawyer for action. (6) COMMITTEE REPORTS 6.1 Buildings Phase 3 Inspection- The deficiency inspection for Phase 3 has been completed by Emerald Inspections and has been forwarded to Palladium and Travelers for follow up. Palladium has responded and a report is to follow in the near future. 6.2 Landscaping Council is pleased with the snow removal and salting by Coastal and Contour during the unusually large snowfall that we had to endure. This was the biggest accumulation of snow in over 40 years, and despite the huge demand placed on the companies, they managed to keep the roadways and sidewalks in very good condition.

3 3 6.3 Maintenance Winterization- with the cold weather here, it is important that residents continue to take appropriate measures to ensure damage to their units does not occur from a frozen pipe. We strongly recommend that you follow these steps: 1. If you plan to go away, please leave your heat on at a reasonable temperature so that pipes in your walls and inside your unit do not freeze 2. Remove the hoses from the exterior hose bibs. Cover the hose bib with a Styrofoam cover. (These can be purchased from Rona or Home Depot) This will insulate the hose bib and reduce the chance of freezing. 3. Shut off the water supply to the outside tap (Note-the shut off for the external tap is located under your kitchen sink or under the bathroom sink on the main floor or nest to your hot water tank) 4. Drain the last small amount of water within the tap by jiggling the small black device at the end of the hose bib. Exterior lights staying on during the day- the exterior lights in some areas are remaining on during the day. The reason for this is the poor placement of the sensors. They have been placed in a location that receives very little light and therefore, on a dark, dingy winter day they do not receive enough light for the sensor to shut them off. Council will look into the possibility of replacing the sensors with timers if the problem persists. (7) NEW BUSINESS 7.1 Rule to have owners responsible for clearing their own driveways and sidewalks on limited common property- council discussed the removal of snow from driveways as well as sidewalks that are on limited common property. With the size and location of the driveways, a plow cannot be used; therefore they would need to be hand shoveled. Council felt that this could become very expensive, and because the driveway pads are so small, it was MOVED/SECONDED to add the following as a rule: NEW RULE It will be the responsibility of the owners or tenants to remove snow from their driveway and entranceway, and any sidewalks on common property. Please note that this rule becomes effective immediately and must be ratified by the owners at the next AGM. 7.2 Insurance- The insurance policy has been renewed for the coming year. A copy is attached for your perusal. Please note the deductibles on this policy, and when you renew your personal contents insurance, ask your insurer to make sure that your policy covers the deductibles from the Strata policy.

4 4 Bylaw Infractions Important Notice to all Residents Council is very concerned about the unusually large number of bylaw infractions that have been reported over the past few months. The management company has written 75 letters to residents regarding bylaw infractions in the past 2 months. Warning letters have been issued, fines have been applied and some liens have been placed against strata lots. Residents should understand that the bylaws must be adhered to by all residents, and that council is obligated by the Strata Property Act to enforce the bylaws. If they receive a complaint, they are required to deal with the resident or owner until that resident or owner are in compliance with the bylaws. If the owner does not comply, your bylaws have remedies, including fines and liens if necessary, and legal action will be taken if no resolution has resulted. Following are the most common infractions that have been occurring in recent months: Late Payment or nonpayment of strata fees This is the most serious of all bylaw infractions, as the entire operation of the strata is funded through the strata fees. Strata fees must be paid by the 1 st day of each month. If they are not paid by the 15 th of the month, a reminder letter will be sent. If they are not paid by the end of that month a fine of $50.00 plus 10% of the balance owing will be charged against the strata lot. If not paid by the end of the next month, a lien will be filed against the title of the strata lot with all related expenses charged to the account, and a further fine of $50.00 plus 10% of the balance owing will be charged. If still not remedied, the file will be sent to a lawyer for collection with all related costs charged to the strata lot. Parking in visitor parking and in the fire lanes We have received numerous complaints regarding this. Unfortunately, the visitor parking is very limited in the complex, which only makes the problem worse when visitors cannot park due to residents using the spaces. Once a complaint is received, a letter is sent to the offender, and if a further complaint is filed, a $50.00 fine will be applied against the strata lot for each occurrence. If the fines are not paid, further action can be applied including sending the file to a lawyer for collection. Garbage/debris and garbage cans left outside We have had several complaints regarding garbage and debris left outside for days at a time. This practice brings two concerns to the complex: 1.garbage left outside can attract rats and raccoons 2. When the complex allows garbage and debris to be left around the complex this generally lowers the property value of everybody s unit and the chance of selling to prospective buyers is lessened when they walk around the complex and see how untidy the complex is. These complaints will be dealt with as with parking, and if not removed in a timely fashion, the strata can have the garbage removed and bill the strata lot for all associated costs.

5 5 Noise infractions We have received numerous complaints regarding excessive noise around the complex, mostly regarding stereo equipment and surround sound TV systems. Unfortunately, the walls between units are not very soundproof and the sound travels between units. To help lessen the travel of sound between units, move speakers off the floor and away from the adjoining walls and if you have a subwoofer, move it off the floor. Please consider your neighbours and adjust the sound level when using your stereo or TV later in the evening and early morning hours. Dog droppings not being cleaned up There have been several complaints regarding dog droppings not being cleaned up promptly. Your bylaws are very explicit that all animal waste must be removed immediately from common property. Dog droppings are a very strong attraction to rats and therefore should not be left on the property. Rats can be a huge problem and any damage that they do is not covered by insurance. We manage another complex that recently had a rat problem and it ended up costing the complex $45,000 to get rid of the rats and repair the damage. Please govern yourselves accordingly. Strata Fees/Fines If you have unpaid strata fees or have been issued a fine, please ensure that you pay these promptly, as the issue will not go away, only get more expensive. Council cannot let an issue go unresolved and must follow through with enforcing the bylaws. (8) ADJOURNMENT There being no further business the meeting was adjourned at 8:25 PM. The next meeting of Council is scheduled for Wednesday, February 25, 2009 at 7:00 PM Larry Johnston Strata Manager