AGM 2016

The Colonial NW – 2777
12296 224St Maple Ridge BC V2X 0M3

ANNUAL GENERAL MEETING APRIL 27TH 2016

COUNCIL MEMBERS PRESENT: Erik Nielsen President
Ken Hall Vice President
Sharon Bull Secretary
Robin Knowles Treasurer
Anna Levesque Officer
Linda Saari Officer

Meeting called to Order at 7pm by President Erik Nielsen.

President Erik Nielsen welcomed new Owners: Stan & Gwen #6, Eduardo #18, Ryan #28, Ed #20 and Dave #52.

1. Roll Call:
Voting Owners Present: 32
Proxies Certified: 7
Total 39
Owners present exceed the necessary quorum by Section 48(2)(a) of the BC Strata Property Act.

2. Proof of Notice:

Notices were delivered April 8th 2016

3. Approval of the Agenda

The Agenda was read by the Secretary Sharon Bull. Motion to accept as read was unanimous.

4. Adoption of Previous Minutes:

The Minutes of the Annual General Meeting dated April 29th 2015 were read by the Secretary Sharon Bull. Motion to accept as read was 37 YES. Carried.

5. Presidents Report:

-Brick work at the front planter bed was re-pointed and cleaned to help with extending the life of the flower bed and improve the overall appearance. New shrubs were planted by the landscapers.

-A web site for The Colonial was created by our Secretary Sharon Bull. Owners should avail themselves to become a member as you will have access to documents and current information. Thank you to Sharon for maintaining the site on behalf of all Owners. The site is www.thecolonial.ca

-Council repaired the concrete sidewalk in front of #54.

-New gutters and some new downspouts, and clean out traps were installed. This not only provided much needed improvement in the performance of the gutters and downspouts, but visually updated the complex as a whole. We have had many positive comments on the overall look.

-Council fixed 6 patios, posts and vinyl deck coverings and some plywood was replaced as well. We are preparing to fix an additional 6 patios, decks and posts this Summer.

-Council received approval from the City of Maple Ridge to take down specific trees at the rear of the property, due to liability to persons or property. Unfortunately a wind storm took down a tree that took out 3 fence panels. Council’s forethought in this situation avoided any damage to vehicles as they had asked Owners to relocate the vehicles elsewhere on the property.

-New electrical conduit with GFI outlets were installed in 3 carport stalls where Owners have mobility scooters. Scooters must be charged in these outlets only.

-Three fence panels were replaced and painted due to the windstorm damages and Council would like to thank Don Zaharuk for assisting in that project and taking care of dumping the damaged panels. Thank you to Don as well for painting some of the curbing in the safety yellow color this past year.

-A BIG thank you to Shirley Anne Hudson for delivering the monthly minutes and volunteering for this job. A small gift of appreciation was presented to Shirley Anne.

-Thank you to Shelley Johnson and Joan Wylie for stepping in when Shelley was unavailable for being our Elections Officer and to Lisa LeBlanc for assisting as well.

-Council did some small minor repairs around the property.

-Council would like to remind Owners that Council members are not a handyman service. If Council members are able to assist you, there is a cost involved for providing a service related request.

-I would like to thank Council Members on their efforts and hard work, diligence and being conscientious in all our decisions that we have been faced with this past year, as well as having the forethought for the future ahead.
Special thank you to Ken Hall for all the work he has achieved here, in spite of his many holidays, which he tells us ”he is so deserving of”…

Dan from Mountain Enterprises who does our Reserve Data Analysis Report made the following comments:
-Repairing of the cracks in the asphalt of the driveway that we did was necessary and in his assumption has given us an additional ten years of life for the driveways.
-Dan suggested that we go away from the cedar fencing and go to a chain link style fencing to reduce the ongoing future maintenance wherever we can, when the time is appropriate. Chain link fencing would be primarily the back fence only at this time, but the side fencing looks to be in good shape and would remain with some minor repairs and fresh paint.
-Dan said our strata was well managed by the Strata Council, even being compared to other strata properties that have outside management teams, and Dan reviews dozens of strata properties per year.

-Dan said he was very pleased with our Financial statements and that the Strata Council had taken his recommendations and done the appropriate fee increases to continue the maintenance and repairs that this property requires. By the same token Council appreciates that the messages we were conveying were voted on by the Owners to reflect the direction that Council was taking.

-Dan was complimentary of our buildings particularly considering the age of our buildings. Dan indicated that the buildings did not look the actual age that they are, which was a credit to the Strata Council by repairing and or replacing in order of priority and keeping esthetics in mind wherever possible.
-The Strata Council appreciates that Owners have listened to the messages that Council has presented and voted accordingly at the AGM. Council wants Owners to know that improvements, repairs and fee increases will be duly noted in our upcoming Reserve Data Analysis Report and we have improved our grade standing considerably.

6. Financial Report

Read by Mr. Ken Hall on behalf of the Treasurer Mr. Robin Knowles. Mr. Hall reviewed the upcoming budget for 2016/2017 and answered questions from the floor. Mr. Hall went onto explain the recent review of our property and financial statements by Dan from Mountainside Enterprises who prepares our Reserve Data Analysis Report. Financially we have improved our position considerably, but still had a ways to go to ensure that our largest expenses of water mains, roadways and windows was still ahead of us. Council has adopted that the yearly increases in the strata fees has been a better approach for our owners whereby we hope to avoid a costly levy down the road.

MOTION: To approve the 2016/2017 Budget. YES 35 CARRIED
An Owner made a suggestion that the wording for approving the new budget should be prefaced by saying ”the increase in the monthly strata fee is included in the new budget presented”. Council will ensure that this is clearly worded for next years vote.

-Proposal to transfer the surplus/loss to the general bank account for expenditures that will be coming up in the months ahead.
MOTION: To approve the surplus of the 2015/2016 budget to remain in the general bank account. YES 39 CARRIED

7. New Business:

-Proposal to review the removal of the upper balcony stairs of the two northern buildings only.
MOTION: To approve the removal of the upper balcony stairs of the two norther buildings only.
YES 35 CARRIED

8. Ratification of the following Bylaws and Rules

-NEW RULE 1.2(10) The Colonial does not have and will not have any charging capabilities for an electric car, a smart car or a hybrid car. These types of vehicles can be owned and parked only at The Colonial NW 2777.
MOTION: To ratify Rule 1.2(10) YES 39 CARRIED

-NEW RULE 1.11(a) Only items listed on recycling bins can be disposed of at the recycling shed area. Any other items must be taken to the recycling depot personally or via a private recycling pick up company. Owners are not permitted to leave unwanted items on the floor or the walls of the recycling sheds.
MOTION: To ratify Rule 1.11(a) YES 39 CARRIED

-NEW BYLAW 8.1(VIII) If the alteration to an individual Strata Lot requires and or involves altering or modifying any plumbing or electrical a certified, bonded and insured plumber or electrician must be used. The Owner must apply for approval from the Strata Council prior to commencing the said work, in conjunction with Bylaw 8.2. Proceeding with this type of renovation without prior Council approval could result in a Fine being assessed.
MOTION: To ratify Bylaw 8.1(VIII) YES 33 CARRIED

-NEW BYLAW 40.1(a) Parking and Battery Charging for Mobility Scooters.
-Parking of Mobility Scooters are not permitted in the common hallway of fourplex units as per the B.C. Building Code 3.4.4.4. Integrity of Exits 6) An exit shall be designed for no purpose other than for exiting, except that an exit is permitted also to be designed to serve as an access to a floor area. Exit corridors are designed to facilitate exiting only, they are not to be used for storage. Confirmed and validated by the Maple Ridge Fire Department.

-Mobility Scooters being used by an Owner must be parked at the end of their individual carport stall. Securing of the scooters to the concrete wall can be requested to the Strata Council with all costs incurred being paid by the Owner of said unit.

-The charging of the battery on the mobility scooter must be done via the GFI outlet provided in the rear carport area. Charging of these batteries is not permitted on common property and residential extension cords are not permitted for charging these types of batteries on Commercial/Strata property.

The cost of using ”common hydro power” will be a nominal fee charged back to the individual Owner that makes use of this service provided to them specifically. The proposed charge will be $5 per month in advance or paid with monthly post dated cheques for the 2016/2017 fiscal year.
MOTION: To ratify Bylaw 40.1(a) YES 30 CARRIED

9. Retirement of the 2015/2016 Strata Council
Mrs. Joan Wylie thanked the Strata Council for all their hard work and efforts on behalf of all owners. Many hours of work and discussion and forethought go into the many decisions the Strata Council is faced with each year.

10. Election of a New Strata Council

Conducted by Elections Officer Mrs. Joan Wylie.
Council Members from 2015/2016 were willing to run again as follows, Erik Nielsen, Ken Hall
Sharon Bull, Robin Knowles, Anna Levesque and Linda Saari. Mrs. Wylie asked the floor if anyone else would offer to serve on the Strata Council, one call, second call to which there was no response from the floor. Mrs. Wylie asked if anyone wanted to nominate a person to Council, Mr. Ken Hall nominated Don Zaharuk. Mr. Zaharuk accepted the nomination to serve on Council, which fellow Council members were pleased to have Don join them.

11. Adjournment

Motion to adjourn by Lisa Le Blanc and seconded by Maya Moore.

PLEASE SUBMIT NEW POST DATED CHEQUES

NEW PAYMENTS FOR FOURPLEX UNITS IS $240 PER MONTH

NEW PAYMENTS FOR END UNITS IS $271 PER MONTH

PLEASE SUBMIT 12 POST DATED CHEQUES COMMENCING MAY 1ST 2016

THROUGH TO APRIL 1ST 2017. PLACE YOUR CHEQUES IN AN ENVELOPE AND

PLACE IN THE LOCK BOX INSIDE THE CLUBHOUSE TO THE RIGHT OF THE

ENTRY DOOR. THE LOCK BOX WILL BE EMPTIED DAILY.

THE STRATA COUNCIL THANKS OWNERS FOR THEIR PROMPT

ATTENTION IN SUBMITTING THEIR STRATA FEE CHEQUES.