7 cosmos earescomen.saNerss aaa Sunridge Estates Council Meeting MAY 26TH 2008 7:00 pm Unit #518 In attendance: President - Al Macleod 518 Treasurer- Kiron Duncan 104 Peter Slack 209 Wayne Bryson 205 Regrets— Eleanor Pederson 227 Glen Pierce 516 Mae Reid 510 = Meeting started 7: Motion to accept April 16th 2008 minutes as written 104/518 Passed [Motion to accept April 30th 2008 minutes as written - 104/205 Passed inances The treasurer is reviewing invoices and finances for the change over —no financials were passed. |OLD BUSINESS - Feb/Mar/Apr/April 30 special meeting incorporated into this set of minutes. Refer to number }02.xx or date Apr 16 ~ Apr 30 for reference purposes to when the issues were raised or updated. 1. ADMINISTRATION COMMUNICATIONS with Ascent - Our relationship with Ascent ends May 31 2008. Council had requested a ‘meeting with Management for several late payment charges and a full review of the records prior to the end of their services. This meeting was denied. After review of the tracking records, service levels and financial problems it was determined that Ascent’s business practices have incurred major hardship for council and members and has resulted Motion to file a formal complaint with the Real Estate Council of B.C. 209/104 Passed Motion to file a small claims suit to recover costs 205/518 Passed Apr 30" - Council has signed a management agreement with Baywest effective June O1st. Council needed to establish requirements for future representation and in discussions with our new Property Manager, all were accepted to improve our level of service. 02.01 COUNCIL ACTIVITIES — Council is monitoring each members participation to ensure the best representation to the complex is made available. 02.02 SCHEDULED COUNCIL MEETINGS= To be discussed with Baywest 02.03 COMPLEX COMMUNICATIONS - PLEASE CHECK THE MAILBOXES FOR UPDATES. ‘*«**Unit 227 - locked box on side of staircase for any correspondence with council**** 02.04 ELEANOR PEDERSEN — UNIT 227 has been assigned the authority of council to act as our contact person with owners. She will be provided a list of all owners with phone numbers to contact on our behalf when the need arises. Please have the courtesy to respond to her voice message when revd. 02.05 OWNER INFORMATION SHEETS ~ After 5 months our owner records are still incomplete. 17 individuals were hand delivered info sheets, with a return of 5. This is a time consuming process and council requests your co-operation, In the event of an emergency we haye no contact numbers. 02.06 STORAGE LOCKER CONTRACT — Couneil has pre-paid the storage fees for one year to eliminate the possibility of further late charges. This resulted in 1 % months cost saving. Contract to go to Baywest. Email —maclal@telus.net Phone 604-617-7653 Page 1 of 10SUNRIDGE ESTATES COUNCIL MINUTES MAY 25,2008 92,08 SNOW REMOVAL CONTRACT ~ The budget for snow this year was 2,500 and the actual costs are close to $11,000. This shortfall needs to be rectified by savings in other areas. 02.09 - YEAR END FINANCIALS. (CLOSED) 02,10 EXISTING RECORDS - Databasing of all issues continues ‘Owners contact information Tmissi Reports on unit repairs 2007108 Ongoing Financial invoices 2007/2008 ‘Ongoing | Warranty issues Outside 2006 [Complete Gas/Wood/fireplace inventory | Complete _| Warranty issues Inside Deck inventory — to be reviewd Ongoing | Remediation Records -Locate Unit repairs — itemize — followup 07/08 ‘Company contacts [Bylaw infractions 2006/07/08 Legal issues ‘Ongoing Apr 16/12, UNIT 512 ABSENT OWNER NOT RECEIVING MINUTES - (CLOSED) 2, FINANCIALS 02.11 DATABASE & REVIEW OF ALL INVOICES 2007/2008. - ongoing — 02.12 MAINTENANCE FEE ARREARS ~ Baywest will initiate Lien process on outstanding arrears. Failure to pay the accounts during changeover will Iead to further fines and penalties, plus legal costs. (2.13 FENCE LEVY - Some owners are still in arrears and fines and penal 02.14 PST REBATE - ongoing (2.15 UNIT 205,101,510,227, 221 ~ reimbursement for fireplace service and new alarms, garage door repairs, ete. Will be given to Baywest June 01 - Approved for payment. are being applied. = an owner’s spouse contacted Ascent over the litigation monies, resulting in ‘Ascent seeking a legal opinion. These charges will be charged back to the unit involved. 02.17 OWNERS HONOURARIM GUIDELINES - a call out for owners, interested in doing unskilled labour, ie power washing, painting etc, is needed. If interested please contact council. Depending on the number of people and tasks required, it will be done on a rotational basis. Requirements — over 18, no serious medical conditions. Rate of $ 90.00 for 6 hrs. A form will be created and used for submission and approval. Apr 30 Council reviewed the proof of payment information provided by 5 owners, of outstanding maintenance fees, fence levy and other charges actually paid during the grace period. Their fines will be reversed and cleared from their accounts. Ascent has failed to respond to this directive as of May 26, Baywest will be advised. 3, BYLAW ISSUES 02.18 BYLAWS ~ Bylaws were photocopied and distributed to all owners prior to Dec. 31°, A the Strata Act and Bylaws responsible for enforcement as outlines Council is pleased to announce a significant deerease in the number of violations. 02.19 BYLAW CHANGES — Bylaw amendments have been registered in land titles office and will be distributed. 02,20 OWNERS COMPLAINTS - Council has agreed that any owner attending a Council meeting or hearing that does not want their name published will be identified by their Strata lot #. It is an owners right to question council on their actions/inactions without notoriety. Email—maclal@telus.net Phone 604-617-7653 Page 2 of 10SUNRIDGE ESTATES COUNCIL MINUTES MAY 26, 2008 WRITTEN COMPLAINTS - any owner has a right to challenge a decision of council and the procedures are clearly identified in the Bylaws. An investigation will be undertaken to ensure proper procedures have been followed and if not, then the issue will be rectified 02,21 NOISE COMPLAINTS - we live in units where there is considerable sound transference. This has increased, ice the introduction of laminate and hardwood floors. Please respect your neighbours and do not slam doors, stomp on the floors, or run the washer/dryer/dishwasher before 8 AM OR AFTER 10 PM May 26 - With the increase in complaints, Council discussed a 60 percent floor coverage with area rugs for anyone with hardwood/laminate. This dramatically reduces sound transference. Council will bring this to the next owners information meeting for discussion. 02.22. WINDOW COVERINGS - only white or cream coloured window coverings may be used - (ONGOING) 02.23 SATELITE DISH ~ Unit 412 - Dish removed with thanks CLOSED Apr 16/14. POTENTIAL ILLEGAL RENTAL - awaiting receipt of proof of ownership, will be given to Baywest Sune 01%. ‘Apr 30" - PARKING — No infringement into the fire lane is acceptable based on the protrusion issues identified as ‘a hazard in the bylaws. Please ensure your delivery trucks and friends do not use the common property to park their vehicles on. 4. LEGAL (2.24 PETER SLACK — 209 — As previously noted, Peter has been assigned the authority of council to act as our liaison with the Litigation firm of Stephen Hamilton. No council members, agencies or individual owner inquiries will be responded to by the legal firm. Any incurred costs as a result of individual owners unauthorized attempts to contact the firm will be charged back to the unit owner or agency. For owners with side agreements on their purchases, please notify the previous owner of this stipulation, 02.25 STRATA LAWYER - Council chair to initiate contact with Lawyer for current issues in complex PASSED ‘Only one member of couneil will be appointed as the liaison, and no other council members, agencies or individual owners inquiries to the firm will be responded to. Any incurred costs as a result of owners unauthorized attempts to contact, will be charged back to the unit. 02.26 LITIGATION - the medii §. BUILDING ENVELOPE/WAI ion process has been temporarily delayed due to an unfinished report by M/H. NTY/AINSURANCE 02.27 WOOD FIREPLACES - inventoried (CLOSED) 02.28 FIREPLACE maintenance - There are still several fireplaces with owner required repairs. 3 units 206, 211 and 109 were serviced May 14" & 17th. - OWNERS WHO HAVE DISCONNECTED FIREPLACES NEED TO ADVISE COUNCIL PRIOR TO RECONNECTION. THIS IS A SAFETY REQUIREMENT. 02.28 DRYER DUCT CLEANING- 5 units need additional work done to bring their ducting up to code. This item is moved to the Hot Water tank issue and will be addressed during that process (CLOSED) 29 FIRE ALARM TESTING — 3 owners were no shows ~ access by locksmith. No-show owners will be billed the cost of the locksmith and fined for the bylaw violation upon receipt of invoices. 02.30 BUILDING ENVELOP! interior repairs need to be addressed. — ongoing. (221 has been repaired) Email — maclal@itelus.net Phone 604-617-7653 Page 3 of 10