1 GENERAL MEETING MINUTES Saturday September 23, 2017 STELKIA HOMEOWNERS CORPORATION BOARD OF DIRECTORS 2016-2017 President Ralph Mork Secretary Trish Stevens Treasurer Dave Clubine Directors at Large Jody Curnow Linda Forrester Mark Hodgson PROPERTY MANAGER Greg Flack (604) 858-7368 Fax: (604) 858-7380 HOMELIFE GLENAYRE REALTY CHILLIWACK LTD., PROPERTY MANAGEMENT DIVISION 45269 Keith Wilson Road, Chilliwack, B.C. V2R 5S1 Phone: (604) 858-7368 CALLTO ORDER 10 AM (1) ROLL CALL In attendance:ralph Mork, Dave Clubine, Trish Stevens, Linda Forrester, Jody Curnowand Greg Flack Property Manager Conference call: Mark Hodgson (2) Adoptionof Agenda Motion bylindaand seconded bydave. CARRIED (3) Approval ofaugust 26, 2017 Minutes Motion to approve the minutes by Lindaand seconded by Ralph. CARRIED (4) Approval of August Financials Motion by Trish and seconded by Linda. CARRIED (5)Sales Update Sales to date are 197and 143possessions. The sales office has had 35 sales for the year and 5 owners will be moving in October. Boat slips 106 sold, 78 closed and 11 more are available for sale with the rest reserved for phase 2 purchasers. Slips range from $39,000 to 49,900. (6) Landscaping update and contract information Greenscape quote is to come in on Sept 25th and other options are being investigated. There has been an improvement in the landscaping. Replacement of dead plants has been budgeted for in the next budget. (7) Cart purchase loan This has been finalized and the papers will be signed today. $9000.00 over 24 months. (8) Carpet cleaning Great Room and Gym Cleaners will be in to do the show homes Oct 2 and have quoted $250 for the great room, the gym will be added to the cost. To be done in the afternoon. Motion to pay up to $500.00 for the carpet cleaning by Ralph and seconded by Dave. CARRIED
(9) Water well registration status Greg Curnow has completed and sent in the paperwork. 2 (10) Bylaw amendments and proposals The final 11 have been sent to Homelife and will be posted on the website. (11) President s Report See attached. (12) New Business a) Greg Flack will look to see if we can get a bulk rate on services, dryer vents and gutters cleaned, perhaps windows. All work will be done from the exterior only. There will be a sign up sheet. b) Purchase of a washer/dryer (scratch and dent model) to be put in the treatment plant. Greg deals with dirt and pathogens at the sewage treatment. This is in the new budget at $2200.00 including hookup. Clubhouse rags, etc can also be cleaned there. c) Nominees It was decided to ask owners if they would prefer to vote on nominees or simply acclaim all 7, Jody will be voted in by the developer as his representative. We have no resolution determining the number of directors required. d) Old business clarity was requested on paying homeowners to work onsite. Insurance and Worksafe would be required.. (13)Next meeting is AGM, October 28, 2017 10 am is registration and the meeting starts at 11am. NO late entries will be permitted. There will be no spare AGM packages, shareholders must bring the one mailed to them. (14) Open for questions for 15 minutes Concerns about the wooden staircase were raised, Board to follow up with letter to developer. Signs to warn to take care. Boat slip fees in excess of what expenses are. In new budget the fees have been suggested to be $20 per month. (15) Adjournment 10:45 am (16) In Camera a) Kayak racks more, selling to owners, fairness of access to present owners and future owners b) Service cart discussion on how to expense it c) Unpaid fine. d) AGM discussion on procedure; agenda; explanation of audit/notice to reader/ contingency reserve fund; bylaws; scrutineers. Jody, Linda and Trish will do the registration of owners at the AGM. Adjourned at 12:25 Trish Stevens
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8 Stelkia Homeowners Corporation President s Report - Ralph Mork 20170923 COMMITTEE REPORTS The Social Committee report dated August 28 th notes that recycling brought in double the amount from last summer. The account has $2492.79 in it. $3259.04 was spent to purchase tables and chairs for the patio. There will be no more outdoor furniture purchases made. A community directory is proposed that would have contact information such as name, unit,and email if desired, for owners and would only be distributed to those that provided their information. There will be a sign up list at the AGM. Future events in the Great Room will not be sit down dinners as numbers will have to be limited to 92. There has been no community input with regard to artwork for the Great Room. CLUBHOUSE & COMMON PROPERTY Quail Security will begin doing one check per night as of September 22 nd. That will be the closing of the hot tub and locking of the change rooms at 10 PM anda site check.. The second site check will not be done. The pool was to be open until the 27 th or 28 th but much cooler weather has pushed the main pool closing date forward to September 18 th. It waswinterized on the 20 th. Pool, hot tub and change room users are also reminded to please make sure they lock the doors from the change rooms to the pool deck when they leave if they are the last ones out. The planned tower pool light was to be installed by mid September but once again the contractor has been delayed in the completion of road paving in phase 2 which has pushed back the availability of equipment to place the heavy concrete base. A 500-gallon propane tank will be installed within the next few weeks once the trenching for the gas lines is completed and the lines installed. There has been an arborist on site to cut back one of the large cottonwood trees in the off leash area for safety reasons. They used a boom truck and a crane truck to safely hoist down the large cut off sections. The old owl tree was not touched and we now have a second roost for the owls. The off-leash area is still closed due to the construction. BYLAWS
9 The deadline for submissions for new bylaws has passed. There will be 11 put forward for voting at the AGM. Approximately 40 bylaw violation warning letters have been sent out in the past months. Once again owners are strongly urged to read and understand their obligations as per the bylaws and rules. STORAGE FACILITY Eric has met with Sam Baptiste to discuss the possibility of building a boat trailer and RV parking area near the Cottages property with access to the boat launch on the property. Erichasreceived a response to his proposal that looks promising for the facility to be built. Further details have yet to be finalised. WASTE HANDLING The Board is currently looking at options to handle the garbage and recycling during the summer peak season and has budgeted for increased pickups. Further research will be done by the current Board and will continue when the new Board takes over to find cost effective solutions.