CENTRAL PLACE STRATA PLAN LMS 3981

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1 COUNCIL MEETING MINUTES TUESDAY, FEBRUARY 17, 2015 CENTRAL PLACE STRATA PLAN LMS 3981 LOCATION: 6:00 p.m. Common Room 5355 Boundary Road Vancouver, BC STRATA COUNCIL 2015 PRESIDENT Alex Psomiadis - # 202 VICE PRESIDENT Li Anna Marie Chinack - # 302 TREASURER Atef Abdelkefi - # 211 SECURITY Selima Mumani - # 105 AT LARGE Heather Bailey - # 209 Maria Garcia - # 205 STRATA MANAGER Larry Zhang Direct Phone: (604) Fax: (604) BAYWEST MANAGEMENT WEST BROADWAY VANCOUVER, B.C. V6H 3X5 24 Hour Line: (604) ALL ACCOUNTING INQUIRIES Toll Free: [email protected] ATTENDANCE Atef Abdelkefi Li Anna Marie Chinack Selima Mumani Heather Bailey Maria Garcia REGRETS Alex Psomiadis Larry Zhang, Baywest Management Corporation (1) CALL TO ORDER The Interim President, Atef Abdelkefi, called the meeting to order at 6:12 p.m. A quorum was established. 1.1 COUNCIL POSITION ELECTION The elected officials decided to hold the following positions for the new fiscal year of 2015: Alex Psomiadis, President; Li Anna Marie Chinack, Vice President; Atef Abdelkefi, Treasurer; Selima Mumani, Security; Heather Bailey, At Large; Maria Garcia, At Large. 1.2 OPERATING PROCEDURES It was agreed to renew the Operating Procedures as a guideline for Council members and the Strata Manager to ensure a smooth operation of Strata Corporation. 1.3 COUNCIL CODE OF CONDUCT A Code of Conduct document for Council members was distributed to Council for their reference. (2) ADOPTION OF PREVIOUS MINUTES It was moved and seconded to adopt the Strata Council meeting minutes of November 13, 2014 as distributed. (3) FINANCIAL REPORT 3.1 FINANCIAL STATEMENTS It was moved and seconded to adopt the financial statements for the periods ending October 31, November 30 and December 31, 2014 as distributed. 1

2 3.2 ACCOUNTS RECEIVABLE As of the meeting date, an amount of $11, was owing to the Strata Corporation in strata fees, charges and Strata insurance water damage deductible of $10,000 which was charged back to the third floor unit from which a water leak was originating. A reminder note was (will be) forwarded to the owners in arrears to inform of the outstanding amount on a monthly basis. Council will monitor payment status. (4) BUSINESS ARISING FROM PREVIOUS MINUTES 4.1 LANDSCAPING Council was in receipt of an annual landscaping service proposal from Terra Nostra Gardens in the amount of $500 plus GST per month. It was moved and seconded to renew the contract for a ten month period from mid-february to mid-december this year. 4.2 BALCONY SOFFIT STAIN Prior to the meeting, Council reviewed the correspondence from Care Pest & Wildlife Control and concluded that this item was completed as per the scope of work which was approved by Council last year. 4.3 SANITARY SUMP PUMP CLAIM As Council decided, subsequent to the last meeting, the full amount reimbursed by insurers in the amount of $12, as a settlement for sanitary sump pump claim was transferred to Contingency Reserve Fund (CRF). 4.4 WATER DAMAGE CLAIM Prior to the meeting, repairs to water damage due to a flood occurred in a third floor unit last August were completed. Water damage deductible invoice issued by A1-Archers Restoration ($10,000) is to be paid by Strata Corporation and the amount was charged back to the unit from which the water leak originated. 4.5 MAINTENANCE ITEMS It was noted that Arbutus Roofing performed roof maintenance in January and that they contacted a Council member for a re-visit. Subsequent to the meeting the roofing contractor advised that they need to return to complete the caulking and access to the roof is required. In response to Council s inquiry regarding installation of a metal cage to protect the sump pumps, Latham s advised that they do not think it is a good idea as placing the cages over the pumps will restrict the flow to the volute on the bottom of the pump. It was agreed to drop this item. Romex Envelope Waterproofing completed gutter repairs at a third floor unit (balcony membrane issue as reported by the unit owner) and submitted a copy of their liability insurance and WorkSafe BC clearance letter. The Secretary arranged to purchase and install a bulletin board in the elevator for posting Strata related notices and memos. Council thanked Ms. Mumani for her time and effort in getting it done. It was noted that the new garbage bin lock recently placed by Smithrite appeared sticky and hard to be locked. The Strata manager will follow up with the garbage collection contractor for a replacement as soon as possible. It was agreed that Council will continue to monitor the older hot water tank in the mechanical room and will make a decision on replacement when needed. It was brought to Council s attention that a canoe is hung in the bike storage locker without obtaining prior permission by Council. In accordance with the Strata Bylaws (bylaw 3 (e)), a notice will be 2

3 posted in the building to request that the resident who left the canoe in the bike storage locker remove it from the common property without delay. Failure to do may result in the Strata Council taking further actions to solve the issue, including hiring a contractor to remove it from the bike storage locker. Council will monitor the status. (5) CORRESPONDENCE 5.1 NOISE COMPLAINT & BATHROOM CEILING WATER DAMAGE REPAIR Council reviewed correspondence from a ground floor unit owner to complain about the reoccurring music emanating from a neighbouring unit late at night. As the President was unable to attend the meeting, it was agreed that the President will continue to investigate the source of the music late at night and report to Council on the findings. Council will monitor the status and consider enforcing the bylaws as soon as the source of the music late at night is identified. Owners / tenants are requested to be considerate of their neighbors and not to create noise disturbance to others particularly late at night. Violators will be notified and fined accordingly. The unit owner also ed to request repairs to the water damage in their bathroom ceiling. Upon receiving their request, the Treasurer replied to the owner to inform of the situation, where the recent water leak from the toilet in the unit above is to be dealt with by that unit owner s private insurance. 5.2 CEILING WATER LEAK REPAIR & DIRT IN PARKADE An was received from a second floor unit owner to report a water leak from the washing machine upstairs, which caused damage to a part of their ceiling, and to seek assistance in dealing with repairs to the damaged ceiling. Upon receiving the report, the owner was advised to contact the upper floor unit owner for repairs directly, as the upper floor unit owner is held responsible for repairs to the resultant damage caused by the leak from their washing machine. The upper floor unit owner was also informed of the water leak down to the unit below and was advised to contact their home owner s insurance for coverage without delay. Owners / tenants are reminded to check their in-suite facilities for signs of potential water leakage on a regular basis. If needed, a professional plumber shall be engaged for service at the owner s / tenant s expense. The purpose is to prevent water damage incidents from occurring. The unit owner also ed to complain that both of their vehicles were covered in dirt on January 7 th after the parkade was swept cleaned by the janitor on the day. After reviewing the correspondence from the janitorial contractor, Council was in agreement that the parkade is to be power washed this year (refer to Section 6.1 Annual Maintenance Plan). 5.3 HOT WATER ISSUE s were received from a second floor unit owner to report hot water issue in their suite and to request repairs. It was brought to Council s attention that Anytime Plumbing was unable to attend as no replies were received from the company. It was agreed to contact another unit owner to replace the shower cartridge in above noted unit as Council recently arranged that owner to replace the shower cartridge at a different unit at Central Place. The Treasurer will inform the President of the decision made by Council so that arrangements will be made accordingly. 5.4 SILVERFISH ISSUE Council reviewed correspondence with respect to silverfish issue in suites and would like to advise those owners / tenants having silverfish issue in their suite to consider choosing the pesticide 3

4 named as Ortho Home Defense MAX Insect Control. A Council member has found that it is successful in getting rid of silverfish in suite. More details can be found from the link below: home- defense- max mlnbspnbspnbspnbspnbspnbspnbspnbspnbspnbspnbsp/ Other correspondence being received from owners with respect to kitchen ceiling water leak repair at a ground floor unit, etc., were dealt with. (6) NEW BUSINESS 6.1 ANNUAL MAINTENANCE PLAN A spreadsheet of annual maintenance plan was presented to Council for consideration. It was agreed that dryer vent cleaning (exterior only), gutter cleaning, carpet cleaning, sump pump cleaning and parkade power washing will be scheduled within the year. A quote will be obtained for Council to approve in due course. It was also agreed that the President is to look at parkade power washing including both walls along parkade entrance ramp and to provide a quote for Council to consider. Other items were deferred to the next year or a future time. 6.2 GARBAGE AREA CONCRETE FLOOR RE-SURFACING Council was in receipt of a quote from City Wide Environmental Cleaning to resurface garbage area ground floor in the amount of $3,000 plus GST. The Treasurer reported that, according to another concrete repair company, this work is not recommended as it may compromise the membrane of underground parkade. It was agreed to drop this repair item. Council will continue looking at options to solve the issue and will continue applying ice melt in the garbage bin area in the winter season to prevent slip-and-fall from occurring. 6.3 FIRE EQUIPMENT DEFICIENCY REPAIR Council was in receipt of a report from Elite Fire Protection regarding deficiency repairs. According to Elite, the fire alarm bell by unit 111 is faulty and requires replacement at the cost of $133 plus GST and thirteen smoke alarms in different suites are over 10 years old and should be upgraded as per manufacturers and BC Fire Code requirements. Following discussion, Council was in agreement that a notice letter is to be sent to all owners to inform of the expired smoke alarms and the requirements by BC Fire Code. Council determined that owners of above noted thirteen units having an expired smoke alarm in their suite are required to contact Elite or another professional fire prevention company to replace the smoke alarm in question at their own expense as early as possible. If it is not complete until the annual fire inspection later this year, Council will authorize Elite to replace all in-suite expired smoke alarms during the annual inspection this year and the cost of the replacement will be charged back to the units involved. Owners are reminded that failure to comply with the Provincial Regulations may jeopardize their home owner s insurance policy. To prevent potential risk from occurring, owners of above noted 13 strata lots are strongly recommended to contact their home owner s insurance to verify validity of their insurance policy and to contact Elite ( ) or another professional fire prevention company for service without delay. 6.4 SANITARY PUMP REPAIR Council was in receipt of a quote from Latham s to pull and inspect the sanitary sump pump by using a confined space monitor safety system in the amount of $885 plus GST. It was agreed to follow up with Latham s to verify what the added cost is for using this confined space monitor safety system and why this was not needed in the past. 4

5 6.5 WATER LEAK INTO COMMON ROOM On February 14 th Council noted a water leak coming through the ceiling conduit into the common room and put a bucket in the common room to collect the water drips. As a big water stain was shown on the carpet, Council left the common room door unlocked until the carpet is dry. According to the President, one of the two units above the common room was checked and no signs of leaks were found in that suite. There were no answers from another unit. The water drips stopped later on the same day. On Monday, February 16 th the Strata Manager phoned the owner and tenant of the other unit above the common room to inform of the water leak down to the common room and to request that they check their suite for leaks and arrange repairs to fix the problem in their suite (if any) as soon as possible. Following discussion, it was agreed that Council is to monitor the status and to arrange repairs to resultant damage in the common room when needed. The repair costs (if any) will be charged back to the upper floor unit from which the water leak originated. 6.6 FORM K & BYLAW INFRACTION It was noted that a third floor unit has recently changed tenants without submitting an updated Form K. Given a letter was sent to the unit owner last July to request the Form K and no response was received, Council was in agreement that effective February 18, 2015 a bylaw fine of $50 is to be applied against the strata lot every week until above noted requirement is met. A letter will be sent to the unit owner to inform of same. 6.7 SECOND-HAND SMOKE ISSUE Council reviewed an article with respect to recent court cases in BC Human Rights Tribunal and BC Supreme Court on second-hand smoke issues and determined that Strata Council will act on similar complaints by following the protocols accordingly. 6.8 LETTER FROM LATHAM S Council reviewed a letter from Latham s with respect to their proposed annual rate increase by $16.00 effective February 1 st and agreed with it. 6.9 STRATA MINUTES DISTRIBUTION & STRATA WEBSITE Owners are reminded that, effective April 1, 2011, the Strata minutes are to be posted on the Strata s website at and no hard copy of the minutes will be distributed to owners except for non-resident owners. Owners are encouraged to go to the Strata s website to view and / or download the minutes online after each Strata meeting. Owners with questions or concerns regarding Strata minutes distribution on the website are requested to contact either the Strata Manager or a Council member. (7) TERMINATION There being no further business, the meeting was terminated at 8:20 p.m. The next scheduled Council Meeting will be held on Tuesday, May 5, 2015 at 6:00 pm within the common room. Please be advised that copies of Council & General Meeting Minutes should be retained for a period of two years. There will be a cost for additional copies. 5