Please find enclosed the Minutes of the Annual General Meeting held on September 12, 2011.

Transcription

1 September 13, th Avenue, Surrey British Columbia, Canada, V3W 6Y3 Phone (604) TO THE OWNERS OF STRATA PLAN NW 185 WESTHILL PLACE PORT MOODY, BC Dear Owners: RE: STRATA PLAN NW 185 WESTHILL PLACE 2011/2012 STRATA FEES Please find enclosed the Minutes of the Annual General Meeting held on September 12, A 2011/2012 operating budget was approved with a slight decrease in Strata s, effective October 1, 2011 (see attached schedule). All payments must be made payable to Strata Plan NW 185 by either post-dated cheques or pre-authorized payment plan. If you are on a preauthorized payment plan, the Strata s will be drawn automatically on the first of every month unless we are informed in writing of alternate arrangements. Should you have any questions regarding the information enclosed, please do not hesitate to contact the writer. Yours truly, BAYWEST MANAGEMENT CORPORATION On behalf of Owners of Strata Plan NW 185 Daryl MacLeod Strata Manager Direct line: fdmacleod@baywest.ca Encls.

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3 1 ANNUAL GENERAL MEETING MINUTES Monday, September 12, 2011 WESTHILL PLACE NW 185 LOCATION: 7:00 p.m. - Social Room 200 Westhill Place Port Moody, BC V3H 1V2 STRATA COUNCIL 2011/12 Norm Weseen - #130 Trevor LeMere - #203 Paul Watton - #316 Mary Stojcevski - #302 Jean Peltier - #105 Jackie Walker - #121 Jackie Ross - #207 STRATA MANAGER Daryl MacLeod Direct Phone: (604) Direct Fax: (604) fdmacleod@baywest.ca Accountant Catheleen Wakefield Direct Phone: (604) cwhomes@baywest.ca BAYWEST MANAGEMENT TH AVENUE SURREY, B.C. V3W 6Y3 Phone: (604) ATTENDANCE: 24 Owners registered and represented in person 28 Owners registered and represented by proxy Daryl MacLeod, Baywest Management Corporation Leslie Haycock, Baywest Management Corporation Monica Nicule, Baywest Management Corporation Oscar Conti, Baywest Management Corporation (1) CALL TO ORDER The meeting was called to order at 7:30 p.m. (2) CALLING THE ROLL/CERTIFICATION OF PROXIES Prior to the start of this evening s meeting, the roll was called and the Strata Manager, in accordance with the requirements of the Strata Property Act of BC certified all proxies. Also required by the Act is that a quorum of 1/3 of the Owners in good standing be present in person or by proxy in order for the meeting to proceed. There are 150 Strata Lots at Westhill Place, therefore a quorum of 50 Owners were required in order to proceed with the business at hand. The Strata Manager confirmed that there were 24 Owners registered on person and 28 Owners registered by Proxy totalling 52 Owners present. A quorum therefore established the meeting was deemed competent to proceed with the business at hand. (3) ELECTING THE CHAIR OF THE MEETING As per the bylaws of Westhill Place the President of the Council is to Chair the meeting. If the President is unable or unwilling to Chair the meeting the Vice President shall act as the Chair. Outgoing President Sonya Burdett was not in attendance; therefore outgoing Vice-President Billy Webb agreed to act as Chair. Daryl MacLeod of Baywest Property Management assisted the Chair by facilitating the meeting. (4) PROOF OF NOTICE/WAIVER OF NOTICE The Strata Property Act states the Strata Corporation must give at least 14 days notice of an Annual General Meeting, specifying the place, date, time and nature of the business. The Strata Manager stated that the notices for this meeting were mailed to each Owner in accordance with the Strata Property Act. It was then MOVED 342, proper notice had been received. SECONDED 325. CARRIED

4 2 (5) APPROVAL OF PREVIOUS MINUTES It was MOVED 121 to approve the Minutes of the Annual General Meeting held October 18, SECONDED 111. There being no errors or omissions noted, the vote was called by a show of voting cards. There were 52 in favour, 0 opposed and 0 abstentions. The motion CARRIED (6) PRESIDENTS REPORT The President had prepared the following written statement that was read aloud by the Chair; Thank you everyone for coming out tonight. Thank you to the council members and Daryl for the past year. A huge thanks to Suzanne and Paul for all their hard work around the building. Obviously, we have a new assistant manager, Paul, who we are very fortunate to have offered to take on the position. I would also like to thank Bill, who some of you might have seen around doing recycling; recycling of items left in the garbage rooms that would normally have to be hauled away at an extra expense to strata. Lastly, thanks to Wesley who continues to volunteer his time by hosting the Westhill Place website. The past year has also brought a few changes. As mentioned, a new assistant manager and also the interior painting, which looks great. Thanks Sonya (7) ANNUAL REPORT ON INSURANCE The Strata Property Act requires the Strata Corporation to report on and the Owners to review the Strata Corporation Insurance at each Annual General Meeting A copy of the current Summary of Insurance Coverage (Insurance Cover Note) was circulated with the Notice of Meeting for Owners review. The insurance coverage carried by the Strata Corporation is placed on an all risk replacement value basis, meaning if a building or portion of a building was damaged or destroyed by an insured peril, the building would be repaired or replaced as necessary with materials, fixtures and fittings of like, kind and quality as original. The Strata Corporation insurance renewal date is October 1 st annually. The buildings are insured for a replacement value of $22,595,900.00, based on a third party appraisal program to determine the cost of reproduction for insurance purposes. The Strata Manager reviewed the coverage and applicable deductibles which are as follows: All Risks - $1,000 Water Damage - $10,000 Sewer Back-up - $10,000 Earthquake - 10% Flood Damage - $10,000 Key & Lock - $250 Glass - $100 Directors & Officers Liability - $500 Owners should insure, on their personal policies, any betterments or improvements made to the strata lot over and above original construction. In addition, Owners on their personal insurance policies should insure all of those items brought into the strata lot that are typically subject of insurance (i.e. furnishings, clothing, artwork, jewellery, electronics, etc.).

5 3 Owners should also make sure their homeowner s insurance package includes coverage to pay all or at least part of the deductible on a claim filed on the Strata Corporation s insurance in the event the Owner is found to be responsible for the cause of the event that gave rise to the claim. As the Strata Corporation s insurance is currently with Coastal Insurance Services Ltd., those Owners who are renewing their personal policies may wish to contact Coastal at (8) ADOPTION OF 2011/2012 OPERATING BUDGET It was MOVED to adopt the 2011/2012 budget as proposed. SECONDED 121. The floor was open for discussion during which key items of the budget were reviewed. Questions were posed and answered. The majority of questions centered on the proposed Laundry fee increase to $1.00/load for both washers & dryers. The Council explained that this increase was necessary in order to offset the increasing costs of operating the machines and to bring the price of laundry more in line with other Strata Corporations. The Strata Manager verified that even at $1.00/load, Westhill Place was still cheaper then what is typical within the industry. The vote was called and there were 52 in favour and 0 opposed, with 0 abstentions. The motion CARRIED A copy of the adopted budget and new Strata schedule effective October 1, 2011 is attached to the Minutes. FEE PAYMENT Owners already set up on the automatic pay system need not take any action as the new Strata s will automatically be withdrawn from their account starting October 1, Owners wishing to pay by post-dated cheques are requested to forward a series of cheques to Baywest Management. Cheques should be made payable to NW 185 (the Strata Corporation's legal name) commencing October 1, 2011 to September 1, Should you have any questions regarding the payment of Strata s please contact Daryl MacLeod at (604) or fdmacleod@baywest.ca. (9) ELECTION OF 2011/2012 STRATA COUNCIL At this time, the Strata Manager thanked the present Council for their hard work and dedication over the past year. The Strata Manager explained that the Council is now deemed to have retired at the end of this meeting, and that a new Council would be elected - consisting of between 3 and 7 members. The Strata Manager then asked for nominations or volunteers from the floor. The following were received: Norm Weseen - 130, Paul Watton - 316, Trevor LeMere 203 Mary Stojcevski 302, Jean Peltier 105, Jackie Walker 121 Jackie Ross 207. The Strata Manager called to the floor on 3 successive occasions for any further nominations or volunteers. The nominations were then declared closed. It was MOVED 325 and SECONDED 215 to elect the above nominees. There were 52 in Favour, 0 opposed and 0 abstentions. CARRIED The new Council members were requested to meet following the evening s meeting to exchange contact information and discuss a date for the first meeting of Council. At the first meeting of Council the Council will elect Officers for the following positions from their membership; President, Vice- President, Treasurer and Secretary.

6 4 (10) GENERAL DISCUSSION A discussion followed the Election of Council. The following topics were discussed in varying degrees of detail; - Will the Pool area be painted? Council advised that Pro-Star Painting recommended not painting the pool until such time that the excessive humidity was resolved. Council is in the process of collecting information to increase the air flow & circulation for the pool area. - Windows: An Owner asked if they would be able to upgrade their windows on their Own or if they had to wait until the Strata Corporation voted to replace and upgrade the windows. The Strata Manager explained that the Council had set out some standards that could be followed if Owners wanted to upgrade their windows. As per the Strata bylaws Owners must seek written approval from Council in order to alter their Strata lot. The Strata Manager advised that if Owners replaced their windows on their Own and the Strata Corporation voted to undertake a full window replacement project in the future, those Owners who had already upgraded their windows would not be exempt from contributing to the funding of the project which would be based on Unit Entitlement. - Garbage & Recycling: Council reported that disposal of prohibited items in the garbage & recycling rooms continued to be a problem. There was discussion of possibly installing cameras (which can be costly) and the Council noted that education of the Residents is the most effective and least costly way of resolving this problem. The Strata Manager advised that Waste Management is currently upgrading their trucks so that Strata s who continually dispose of prohibited items can be identified and fined. These costs will ultimately be the responsibility of all Owners. - Building Keys: The question was posed if the Strata Council had considered re-keying the buildings. Council reported that they had initiated investigating this at the end of the last fiscal year and the newly elected Council would have to continue gathering information before a course of action would be determined. Owners were advised that if they were having problems with their keys they could obtain new copies from the Caretaker. (11) TERMINATION There being no further business, the meeting was terminated at 8:29 p.m. Daryl MacLeod Strata Manager Please be advised that you should retain copies of Council and General Meeting Minutes for a period of 2 years as there is a charge for replacement copies if you sell your unit.

7 Westhill Place - NW185 Adopted Budget - October 1, 2011 to September 30, /31/2011 9/30/ Year to Date Estimated Annual Adopted Account Account Name Actual Year End Budget Budget RECEIPTS / REVENUE Bylaw Penalties Chargebacks Interest Income Fobs/Keys/Remotes Late Payment Interest Laundry Income 11, , , , MoveIn/Out 1, , , , Other Income Parking Income 5, , , , Owners' Contributions 401, , , , Strata Unit Rental 9, , , , TOTAL RECEIPTS / REVENUE $ 431, $ 513, $ 510, $ 518, EXPENSES & RESERVES ADMINISTRATIVE EXPENSES Statutory Review of Trust Accounts Additional Services , Bank Charges Insurance Deductibles / Claims 4, , , , Insurance Premium 41, , , , Legal s Management s 28, , , , Postage/Copies/Office Exp. 3, , , , TOTAL ADMINISTRATIVE EXPENSES 78, , , , EMPLOYEE EXPENSES Benefits Employee / Caretaker 2, , , , EI/CPP Employer Share 4, , , , Wages Asst. Caretaker 17, , , , Wages Caretaker 29, , , , Workers' Compensation TOTAL EMPLOYEE EXPENSES 54, , , , UTILITIES Telephone 1, , , , Electricity 13, , , , Gas 84, , , , TOTAL UTILITIES 99, , , , CONTRACT / BLDG EXPENSES Elevator & License 6, , , , Fire Protection 3, , , , Garbage Collection 16, , , , Landscaping 21, , , , Pest Control 1, , , , Supplies 2, , , , TOTAL CONTRACT / BLDG EXPENSES 51, , , , REPAIRS & MAINTENANCE EXPENSES Carpet Cleaning 6, , , , Repairs & Maintenance 41, , , , Page 1 of 2

8 Westhill Place - NW185 Adopted Budget - October 1, 2011 to September 30, /31/2011 9/30/ Year to Date Estimated Annual Adopted Account Account Name Actual Year End Budget Budget Locks/Keys , , Snow Removal , , Structural 23, , , , TOTAL REPAIRS & MAINTENANCE EXPENSES 72, , , , RECREATION FACILITIES EXPENSES Repairs & Maintenance 1, , , , TOTAL RECREATION FACILITIES EXPENSES 1, , , , GROUND EXPENSES Pool 5, , , , TOTAL GROUND EXPENSES 5, , , , FINANCIAL EXPENSES Mortgage Principle 8, , , , Water and Sewer TOTAL FINANCIAL EXPENSES 9, , , , NON RECOVERABLE EXPENSES Payroll Expenses TOTAL NON RECOVERABLE EXPENSES TOTAL OPERATING EXPENSES 372, , , , CRF & OTHER BUDGETED RESERVE FUNDS Contingency Reserve Fund 45, , , , TOTAL RESERVE FUNDS 45, , , , TOTAL EXPENSES & RESERVES 418, , , , SURPLUS / (DEFICIT) 12, , Page 2 of 2

9 Westhill Place - NW185 Strata Schedule For the Year October 1, 2011 to September 30, 2012 Unit# SL# U/E Old Strata Operating CRF/Reserves Inc/Dec by New Strata $ $ $ $ (0.59) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.59) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.53) $ $ $ $ $ (0.59) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.53) $ $ $ $ $ (0.43) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.59) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.53) $ $ $ $ $ (0.43) $ $ $ $ $ (0.53) $ Page 1 of 4

10 Westhill Place - NW185 Strata Schedule For the Year October 1, 2011 to September 30, 2012 Unit# SL# U/E Old Strata Operating CRF/Reserves Inc/Dec by New Strata $ $ $ $ (0.53) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.59) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.53) $ $ $ $ $ (0.43) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.43) $ $ $ $ $ (0.59) $ $ $ $ $ (0.43) $ $ $ $ $ (0.53) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.53) $ $ $ $ $ (0.59) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ Page 2 of 4

11 Westhill Place - NW185 Strata Schedule For the Year October 1, 2011 to September 30, 2012 Unit# SL# U/E Old Strata Operating CRF/Reserves Inc/Dec by New Strata $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.53) $ $ $ $ $ (0.59) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.59) $ $ $ $ $ (0.53) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ Page 3 of 4

12 Westhill Place - NW185 Strata Schedule For the Year October 1, 2011 to September 30, 2012 Unit# SL# U/E Old Strata Operating CRF/Reserves Inc/Dec by New Strata $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.53) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ $ $ $ $ (0.59) $ Monthly Total 2,489 $ 40, $ 36, $ 3, $ (77.26) $ 40, Page 4 of 4