Morrison Creek Commons - Strata Plan VIS7100 Strata Council Meeting

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1 Date: June 13, Call to order: 2: Election of executive officers for 2016/ Approval of Agenda Approval of previous minutes Correspondence Financial statements for two months Business arising from previous minutes Signage Storm Drainage Maintenance Landscaping Bylaw Infractions Discussion Transition to new Management Company Communication Terms of positions Year's Focus - Depreciation Report Frequency of Council meetings Block Party Confirmation of next council meeting Meeting Adjourned. Date: July 11, Call to order at 2: Approval of agenda, rearranged to accommodate Dave Osborne and Dick Dave Osborne - Who are the signing officers? (Ken and Dick) Financial statements from Proline Dick demonstrated the Wild Apricot website Approval of previous minutes Business arising from previous minutes Signage: Landscaping Depreciation Report Block Party Transition Terms of positions Bylaws of 19

2 34. Welcome package Date and time of next meeting - September 12 at 2:00. Place - #306, Ken's house Meeting adjourned at 4: Date: August 9, Call to order at 10: Insurance Review of strata bylaws Meeting adjourned at 12:00 PM Date: September Call to order at 1:00. Approval of agenda Amended to move item 8(a) to 2(a) Dave Osborne proposed a set monthly management fee of $500 for the remainder of this term. He will attend all strata meetings and will be free to do what needs to be done for our strata without always waiting for council approval. (As a comparison, Proline used to charge us over $700 per month.) Don moved that we approve Dave's proposal. Seconded by Brenda. Unanimous approval Approval of previous minutes ) Review and approval of Financial Statement. Unanimous approval of statement provided by Dave Osborne Final Proline adjustments. Moved by Brenda and seconded by Don that we accept Proline's last and final financial statement. Unanimous approval Addition of Richard Divine and Brenda Taylor as approved signatures on cheques. This makes 4 council members who can sign. All 4 must go to Canadian Western Bank to give them sample signatures Correspondence Business arising from previous minutes Upcoming Maintenance New Business Council vacancy replacement. Moved by Don and seconded by Ken that we invite Ralph Boroschuk to join Council. Ralph is one of the builders who have purchased multiple lots in Morrison Creek Commons, and we hope that he will be an effective liaison between Council and the other builders. Approved by Don, Brenda and Ken. Abstaining from the vote were Dick and David. Since this motion passed by a majority of 3 to 2, Ken will invite Ralph to join our Council, beginning with the next meeting Other business. None Date of next meeting is October 24 at 2:00. Ken's house, # Adjournment at 4: Date: October of 19

3 57. Call to order at 2: Approval of Agenda. Unanimous approval after moving Shawn's presentation up to item # Approval of previous minutes from Sept. 26, Unanimous approval Shawn Vincent's proposal from Builders re: Building Guidelines Approval of financial statements to Sept. 30. Moved by David and seconded by Brenda that we approve these statements. Unanimous approval Correspondence - a) Ken Glover. Received and filed Business arising from Previous Minutes Upcoming Maintenance New Business Any other business Date of next meeting - Mon. Nov. 14, 2:00 at Ken's house Adjournment at 4: Date: November of 19

4 2016. Date: June 13, 2016 Attendee: Ken, Don, Dave, Heidi, Tony, Brenda, Dick Regrets: Call to order: 2: Election of executive officers for 2016/ President - Ken Rydman Vice President - Don Kulak Secretary - Brenda Taylor Treasurer - Dick Divine Members at Large - Tony Rider, Heidi Leus, David Durupt Approval of Agenda All in favour Approval of previous minutes Amendment to paragraph 7, sub. C. Amend "K. Ryder" to read "K. Rydman Approval of amendment to previous minutes. All in favour Correspondence Steve Wilson followed up on painting gazebo and Arden Road maintenance. New City Parks Supervisor, Mike Kearns, met with Ken Rydman and Steve Wilson and agreed to use summer student labour to paint gazebo. We have been compensated for the stain we purchased for this The city will also mulch and add watering bags to the trees on Arden Road Our strata is responsible for watering on Arden Road and maintaining the rain garden Don Kulak will ask Steve about the big plant growing in the rain garden and see how to get rid of it, if it has deep roots The city will also plant two replacement trees on Arden Road, in the fall. 4 of 19

5 Financial statements for two months Unanimous approval Business arising from previous minutes Signage For 6 signs on two posts, the capital cost will be under $1000, with labour extra and provided by us. More research is needed to determine the minimum height the signs must be on their posts David will ask the City if they will provide the signs and where they should be located on the property It was moved and seconded that we leave out the Playground signs as the 30 kms./ hour signs mean essentially the same thing For parking area in cul de sacs, Tony Rider will investigate reflective flags instead of parking bumpers Storm Drainage Maintenance We are still waiting for a third quote from Pipe Eye. Don Kulak will Landscaping. follow up Royal Property Services (RPS) is doing a good job of maintaining common areas Don Kulak will talk to the owner about workers wearing safety gear, so that we are not responsible if one gets hurt Is WCB coverage up to date by RPS, and liability insurance? Don will ask about these when he talks to the owner of RPS Don will also start discussing de-icing in the winter Bylaw Infractions Discussion Homeowners need to alert council if bylaw infractions will be happening so that council knows in advance If an infraction is noted, various members of council volunteered to speak to the homeowner personally. 5 of 19

6 If the violation continues to occur, a letter will be sent reminding the homeowner of the bylaw If the infraction is not corrected, the bylaw will then be enforced, with applicable penalty or fines All bylaw infractions to be kept in camera. (Separate minutes to be kept of bylaw infractions, just to be shared with Council) Transition to new Management Company Two signatures needed on cheques. President and Treasurer will give the bank their sample signatures. This transition is ongoing Effective July 1, 2016, all strata fee cheques should be made out to VIS 7100, and sent to Dave Osborne at Comox Condominium Services Ltd., 301 Alpine Street, Comox, B.C. V9M 1G If homeowners wish to pay by automatic bank withdrawal each month, they need to fill in the form that they can get from Ken Rydman and attach a void cheque Ken will contact Daryl Foster, of Proline, to facilitate the transfer Communication. of information to the new management company It is essential that every homeowner confirm their account. Council will have two gmail accounts - one for council internal s and one for general s to all homeowners, such as council minutes Dick Divine and Brenda Taylor will set up the accounts and Terms of positions. Brenda will verify addresses with all homeowners Tony proposed two year terms for council positions. No consensus was arrived at. This item will be explored further in future meetings Year's Focus - Depreciation Report Issues are : underground systems, roads, rain garden, mailboxes, lighting and fencing on Arden Road. 6 of 19

7 David Durupt has a son who works for McElhanney Consulting Services and can do a report for us. David and Dick and Tony will work on this Frequency of Council meetings Will remain at once per month during the transition from Proline to Block Party. CVCS Ltd., but then will probably move to once every two months and eventually to once per quarter Council felt that July 1st is too soon for planning this year's party, so we will try for the second weekend in September. Council will provide burgers, hotdogs and ice cream bars. Homeowners will bring whatever they wish to drink, lawn chairs and an appetizer, salad or dessert to share Brenda will generate invitations, with an RSVP included, and go door to door to verify addresses and later to deliver invitations Confirmation of next council meeting Next meeting will be on July 11, 2016 at 2:00. Address : #306, 303 Arden Road ( Ken's house) Meeting Adjourned. 7 of 19

8 Date: July 11, 2016 In attendance - Dave Osborne from CVCS, Ken Rydman, Don Kulak, Dick Divine, Brenda Taylor, Tony Rider, David Durupt and Heidi Leus Regrets: Call to order at 2: Approval of agenda, rearranged to accommodate Dave Osborne and Dick Dave Osborne - Who are the signing officers? (Ken and Dick) Are there any bills we want paid today? Those who have credits will have their strata fees paid until the balance is depleted The owner of Lot 9 will have the pet deposit returned to her by council. Ken will her Proline may have charged us for photocopies of documents we already have David got the plans for our complex development from City Hall for clarification. They show where the underground services etc. are We need to address the size of signage on the spec house lots. This is an enhancement to the current bylaw (as opposed to a new bylaw) Financial statements from Proline Approved. There is a $200 difference between Proline's statement and Dave s Dick demonstrated the Wild Apricot website We were all in favour of using it for communicating with all Council members and homeowners Approval of previous minutes Business arising from previous minutes Signage: David reported that the City advised us that we can put up any signs we want but white is a posted speed limit that is enforceable, so we 8 of 19

9 Landscaping. will go with that, pending approval by City. On the signs, we will have 30 km. and Private Road. There will be 2 signs, one at each entrance to our Commons, on our property. As soon as the signs are done, David and Tony will pick them up and we will form a work party to dig holes and install them Don is still collecting estimates, and will update the three that we had Depreciation Report. from last year. Pipe Eye in Nanaimo is out of the mix and Don will notify them. Thanks to Steve for planting the poppies and removing noxious weeds from the Rain Garden. Don will contact our landscaper with expectations for sanding during icy weather David has begun work on this but it will be several months before Block Party. anything will be ready for presentation. Dick will assist David with this Set for Sept. 10. Brenda will post the invitation on our website by the Transition. beginning of August. Replies to Brenda will be due by Aug. 15. We will need volunteers to help set up tables, music, coolers and barbecues, purchase food and supplies and block off the street. A budget will be determined when we know the final number of attendees Ken has a data base started, but we still need renter info. We voted Terms of positions. not to keep key holder info and emergency contact info, as it is Motion proposed that Council positions be restricted to a maximum Bylaws. two year term, but does not preclude members from extending their terms if the positions are vacant. Motion passed Ken will ask Dave O. what he is working on re: bylaws and share the response with Council Welcome package. 9 of 19

10 Our website will be given to potential buyers by real estate agents so they can read minutes and relevant info. Council will send cards and flowers to homeowners in case of a death in their immediate family. Individuals will welcome their new neighbours. As council's contact person for CVCS, Ken will forward s that he receives from Dave Osborne to all Council members Date and time of next meeting - September 12 at 2:00. Place - #306, Ken's house Meeting adjourned at 4: of 19

11 Date: August 9, 2016 Attendee: Ken Rydman, Brenda Taylor, Tony Rider, David Durupt and Heidi Leus, Dick Divine Regrets: Don Kulak Call to order at 10: Insurance Unanimous approval of using Seafirst Insurance Brokers to provide our Common Area insurance policy for this year. Premium is $1830/ year Review of strata bylaws Review of existing bylaw s underway Bylaws were reviewed and comments forwarded to Dave Osborne Meeting adjourned at 12:00 PM. 11 of 19

12 Date: September Attendee: Ken Rydman, Brenda Taylor, David Durupt, Dick Divine, Dave Osborne Regrets: Tony Rider Old Business New Business Call to order at 1:00. Approval of agenda Amended to move item 8(a) to 2(a) Dave Osborne proposed a set monthly management fee of $500 for the remainder of this term. He will attend all strata meetings and will be free to do what needs to be done for our strata without always waiting for council approval. (As a comparison, Proline used to charge us over $700 per month.) Don moved that we approve Dave's proposal. Seconded by Brenda. Unanimous approval Approval of previous minutes July 11 minutes. Ken and Don are current signatures on cheques, but we will add Dick and Brenda today Items and should be combined Ken and Don will ask one of the builders to dig holes for our speed signs and set the bases, then council will assemble signs Unanimous approval of July 11 minutes, with above 3 items included August 9 minutes. Add "Bylaws were reviewed and comments forwarded to Dave Osborne Unanimous approval of August 9 minutes, with above sentence added ) Review and approval of Financial Statement. Unanimous approval of statement provided by Dave Osborne. 12 of 19

13 Final Proline adjustments. Moved by Brenda and seconded by Don that we accept Proline's last and final financial statement. Unanimous approval Addition of Richard Divine and Brenda Taylor as approved signatures on cheques. This makes 4 council members who can sign. All 4 must go to Canadian Western Bank to give them sample signatures Correspondence Heidi Leus. Dick will send her an electronic "thank you" card from council for her services, as she has now moved and cannot continue as a council member Don Owens. Don K. has contacted Don Owens to give him the names of all the lot owners. He will be withdrawing from Morrison Creek Commons when all the lots are sold, as he works for the Receiver. The City does not care about anything but Code compliance. Who will ensure that new home exteriors comply with our Strata Building Guidelines? Moved by Ken that David and Ken and Dave O. will ask for a one hour appointment with a Swift Datoo lawyer to ask his/her opinion on what to do about this. Seconded by Don. Unanimous approval Business arising from previous minutes Bylaw review. After a short discussion, Dave O. suggested that he draw up Draft 2 of our Bylaws and bring it to our next meeting Wild Apricot website. Brenda and Dick will create a one page instruction sheet for all homeowners and new buyers to teach them how to navigate the website. David moved that we purchase a domain name and our own website address. Seconded by Dick. The information page must be created after our MCC website has been created. Info that is posted on WildApricot comes from Council and is uploaded by Dick. In future, any homeowner can upload pertinent information onto our website. Motion passed by unanimous approval Signage. Discussed above. 13 of 19

14 Landscaping. The sprinklers on Arden Road are coming on every evening, so we are in violation of city water restrictions. Don has been unable to contact RPM to have them come and turn them off, so Dave O. will call 4C's to do this immediately. All were in favour of this solution. Dave O. will also talk to the owner of RPM about the other aspects of the contract that we have with them Depreciation Report. David will borrow a wheel metre from McIhenny Engineering in Courtenay and physically measure our common property. He is planning on getting a rough draft of the Depreciation Report ready to share with Council by mid January so that the final report can be ready in plenty of time for our next AGM, in the Spring. Periodic updates will be made from January, 2017 on David suggested that the driver in our streetlights be replaced to accept LED bulbs. This would increase the lumens and decrease the need to keep replacing bulbs. David will check into gov't rebates to do this and get back to us Block party. Our First Annual Morrison Creek Commons Block Party was successful, with 31 attendees! Less than $200 was spent on food and supplies. Plans are in the works for a December progressive appie party. (Brenda will organize a committee to help make this happen.) Upcoming Maintenance Hydrant flushing is complete as of September, De-icing. Dave O. will be speaking with Sean Nixon of RPM and will contact Don when he has information to share Steve will stain the common area signs and posts that need it and New Business Council will pay for the stain and materials Dave Osborne's proposal was covered above in Bylaw compliance procedures. Dave O. suggested that we ask for letters of complaints, then send the offender a letter outlining the applicable fines that will be imposed. He feels that no Council members should be going around looking for violations and talking to individuals. 14 of 19

15 Security/Lighting - covered, above in Council vacancy replacement. Moved by Don and seconded by Ken that we invite Ralph Boroschuk to join Council. Ralph is one of the builders who have purchased multiple lots in Morrison Creek Commons, and we hope that he will be an effective liaison between Council and the other builders. Approved by Don, Brenda and Ken. Abstaining from the vote were Dick and David. Since this motion passed by a majority of 3 to 2, Ken will invite Ralph to join our Council, beginning with the next meeting Other business. None Date of next meeting is October 24 at 2:00. Ken's house, # Adjournment at 4:05 15 of 19

16 Date: October Attendee: Ken Rydman, Brenda Taylor, David Durupt, Dick Divine, Dave Osborne Ralph Borschneck Regrets: Tony Rider Old Business Call to order at 2:05. Also in attendance were Sarah Braithwaite and Kathy Slater. Regrets - Tony and Don Approval of Agenda. Unanimous approval after moving Shawn's presentation up to item # Approval of previous minutes from Sept. 26, Unanimous approval Shawn Vincent's proposal from Builders re: Building Guidelines. Dave O. will be the arbitrator, representing Strata Council, that the builders will submit their plans to and he will either approve or ask for revisions before building commences. Moving forward, Council will read original Building Guidelines, note the changes proposed and any questions or suggestions to Ken by Fri. Oct. 28. He will then forward them to Shawn. When the document is complete, it will be dated so that there is no confusion over which set of guidelines the Builders should follow Approval of financial statements to Sept. 30. Moved by David and seconded by Brenda that we approve these statements. Unanimous approval Correspondence - a) Ken Glover. Received and filed Don Owens. Received and filed. Don is no longer active in the business of Morrison Creek Commons Sarah Braithwaite. Received and dealt with in new Building Guidelines discussion. 16 of 19

17 Business arising from Previous Minutes Bylaw review. After we review and deal with the Building Guidelines, Dave O. will submit Draft 2 of proposed Bylaws Wild Apricot website to remain as is until more owners come in and we start paying for the site, when we can rename it Depreciation Report. David and Dick have completed the initial draft and it will be on the agenda at our next AGM, in the Spring Motion by Ken, seconded by David, that Dave. O. increase our insurance to $1.2M, effective ASAP. Unanimous approval Upcoming Maintenance De-icing. Dave O. will get us a quote on salting and Ralph will get a quote on plowing before we sign a contract for winter maintenance Fence on Arden Road. This fence now belongs to individual New Business. owners so maintenance is up to them Shawn Vincent - see above (Item 4) Security/Lighting - dealt with at last meeting. Suggestion by Dave O. that all Homeowners in Morrison Creek Commons leave their outside lights on all night on October 31 for safety and security. New Business Any other business Bank Signatures Dick will be sure to sign at the bank before he leaves for an Catch basins. extended holiday in mid November Ken will contact Steve Wilson and David will contact Tony to find out what the original request to Edgett was and, if possible, will ask them to come back and replace the felt filters in our community 17 of 19

18 drains. If not, how much will new ones cost and how much would they charge to install them Date of next meeting - Mon. Nov. 14, 2:00 at Ken's house Adjournment at 4: of 19

19 Date: November Attendee: Ken Rydman, Brenda Taylor,, Dave Osborne, Tony Rider, Ralph Borsch neck Regrets: David Durupt, Dick Divine Old Business New Business 19 of 19

Morrison Creek Commons - Strata Plan VIS7100 Strata Council Meeting

Morrison Creek Commons - Strata Plan VIS7100 Strata Council Meeting Date: January 9. 2017 Call to order at 2:10. In attendance - Ken, Don, Brenda, Dave O., Tony and Ralph. Regrets - David and Dick. 1. Approval of Agenda. - Approval of previous minutes from November. 14,