ANNUAL GENERAL MEETING MINUTES JUNE 30th, 2015 ENGLEWOOD VILLAGE HOMEOWNERS CORPORATION

Transcription

1 ANNUAL GENERAL MEETING MINUTES JUNE 30th, 2015 ENGLEWOOD VILLAGE HOMEOWNERS CORPORATION BOARD OF DIRECTORS PRESIDENT Jan Fuhr VICE PRESIDENT Sheila Boyd TREASURER June Duff SECRETARY Jan Fuhr MEMBERS AT LARGE Karen Bunner Jerry Beznochuk PROPERTY MANAGER Greg Flack (604) Fax: (604) HOMELIFE GLENAYRE REALTY CHILLIWACK LTD., PROPERTY MANAGEMENT DIVISION Tuesday, June 30th, 2015, 1900 to 2100 Sardis Community Church at 4625 South Sumas Way, Chilliwack, B.C. Board of Directors : Jan Fuhr, Sheila Boyd, June Duff, Karen Bunner Absent: Jerry Beznochuk Manager: Greg Flack Jan Fuhr, President of the Board of Directors welcomed everyone. The purpose of the Annual General Meeting is mainly to involve the Village regarding the business decisions concerning the operation of the Village, and specifically, approve the financial results for the past year and the budget for the coming year. Jan reminded everyone that the meeting was two hours in length, necessitating strict adherence to the agenda. Towards the end of the meeting, there will be an open discussion period as time permits. Jan asked the shareholders not to mark their ballots until after all discussion of resolutions had taken place. 0.0 Certification of Proxies, and Establishment of Quorum Prior to the start of this evening`s meeting, Jan, in accordance with the requirements of the Company Articles, Part 9, Section 9.3, confirmed that a quorum consisting of 10% (13) of the Shareholders in good standing either in person or by proxy must be established in order for the meeting to proceed. Of a total of 126 shareholders eligible to vote, 80 were present in person and 9 by proxy, therefore, the quorum requirement was met Keith Wilson Road, Chilliwack, B.C. V2R 5S1 Phone: (604)

2 1.0 Proof of Notice of the Meeting Part 9, Section 8.6 of the Company Articles states that the Corporation must give 21 days notice of an Annual General Meeting, specifying the place, date, time and nature of the business. The notices of this evening's meeting were either hand delivered or mailed to each Shareholder`s last known address on or about June 4th in accordance with the time frame set out in the Company Articles. 2.0 Elect Chair Under the Company Articles, as President, Jan agreed to chair the meeting. There were no objections. 3.0 Call to Order Jan called the meeting to order at 7:07 pm. 4.0 Adopt the Standing Rules of Order It was MOVED by Bob Adams and SECONDED by Shirley Pedersen to adopt the Standing Rules of Order. A vote was called by a show of hands. CARRIED 5.0 Adopt the Agenda for the Meeting It was MOVED by Marlene Hogarth and SECONDED by Roy Lyonnais to adopt the Agenda for the 2015 Annual General Meeting as distributed. When discussion was called for, it was MOVED by Bill Zilinsky to amend the agenda to add under New Business, the scheduling of a Town Hall Meeting to revisit all agreements between the developer and Englewood Village prior to sign off, and SECONDED by Bobbie McGregor. Bill agreed to the Board his list of issues for consideration. A vote was called by show of hands to amend the Agenda. CARRIED A vote was called by show of hands to adopt the Agenda for the 2015 Annual General Meeting as amended. CARRIED 6.0 Approve minutes from last Annual General Meeting of September 17th, It was MOVED by Rick Inrig and SECONDED by Pauline Taylor that the Minutes of the 2014 Annual General Meeting be approved as distributed. A vote was called by show of hands. CARRIED 7.0 Insurance Report Greg Flack advised that an appraisal be sought when the Village is completed. This would likely result in an increase in the cost of our commercial insurance policy. There was no interest this year to change to another insurance company for our property coverage as HUB Barton did not increase its rates. Due to the sublease, Hub Barton and Envision are the only two insurance companies currently prepared to handle our insurance needs. An insurance seminar is being scheduled this Fall so that we can all better understand what our insurance coverage means, and we will once again call upon the Village to do their due diligence for comparison quotes early in the New Year so that we ensure the best rate possible.

3 8.0 Review of Year End Financials Treasurer, June Duff gave a review of the Year End Financials stating that all items are reviewed by the Treasurer and the HomeLife Management team. We are confident that the accounting is being done correctly. June advised shareholders that a detailed description of the Year End Financials and the Operating Budget is available upon request. There is currently some surplus income which cannot be accessed until it is transferred by shareholder vote. This will be voted on after the proposed budget has been voted on. Ron Thompson asked for clarification of the 'other expenses' (gate advance) and 'charge back' (water utility reimbursement) on the Profit and Loss Budget and his questions were answered. Resolution to Waive Requirement of an Audit in 2015 Greg Flack explained that a full audit was a costly process and he suggested waiving the audit at this time and perhaps look into considering a Notice to Reader in a year or two. Any resident can review the financial books by contacting Greg. It was MOVED by Gary Fourn and SECONDED by Tom Scott that the requirement for an audit in 2015 be waived. A vote was called by show of hands. CARRIED UNANIMOUSLY 9.0 Presentation of the Proposed Operating Budget for June presented a summary of the important details of the proposed Operating Budget. After review of a proposal from the RV Committee and verifying the RV expenses, it was determined that an across the board RV rental stall fee of $1.00 per foot monthly be part of the proposed budget retroactive to May 1st, This decision is in compliance with the current RV Bylaws and is included in the proposed budget. The RV expenses will be part of the Common Facilities Expenses Agreement. It was MOVED by Larry Closs and SECONDED by Ray Taylor that the Operating Budget for the fiscal year starting May 1st, 2015 and ending April 30th, 2016 be adopted as presented. A vote was called by show of hands. CARRIED Surplus Income June advised that there is surplus income in the amounts of $ for , $ for , and $11, for totaling $15, in our general account balance and these funds cannot be accessed until they are transferred by shareholder vote. June said that we have a good solid budget and proposed that these funds be transferred to the Contingency Reserve account from the general account. It was MOVED by Alanna Keating and SECONDED by Steve Armstrong that the surplus income be transferred from the general account to the Contingency Reserve account. A vote was called by show of hands. CARRIED As a result of our strong financial position at this early stage of the development of our complex, we are able to keep our maintenance fees at $ for the coming fiscal year.

4 10.0 Resolutions Resolution 1: Resolution of Englewood Village Homeowners Corporation Photo Use. WHEREAS, the Homeowners Corporation would like to post photos of events held by the Homeowners Corporation with owners in the photos on the Corporation's website and any other Corporate public manner; and WHEREAS, it has been determined that the Homeowners Corporation needs the permission of the individual homeowners to post these pictures; BE IT RESOLVED, by the Shareholders of Englewood Village Homeowners Corporation that: If an owner does not want their picture posted in a public fashion on the website or any other Corporate public display, that the homeowner must contact the Board of Directors in writing indicating that they do not want their picture posted. If not, the Corporation can proceed under the assumption that they have permission; It was MOVED by Donna Inrig and SECONDED by Erik Bruggen-Cate that Resolution 1 be adopted as read. Shareholders were asked to vote on the Resolution 1 by marking their ballots with an (x). The scrutineers, Jerry Becker, Tom Wolanski and Barb Whalen tabulated the results. There were 81 ballots and 1 spoiled ballot: 57 in favour, 23 opposed, 1 abstained. Resolution 1 was CARRIED Resolution 2: Resolution of Englewood Village Homeowners Corporation Main Gate Operations. WHEREAS, it has been suggested that the new Main Gates to the complex be closed 24 hours a day, 7 days a week once construction is completed; BE IT RESOLVED, by the Shareholders of Englewood Village Homeowners Corporation that: The main gates for the Homeowners Corporation be kept closed 24 hours a day, 7 days a week; It was MOVED by Laura Kenyon and SECONDED by Dave Long that Resolution 2 be adopted as read. When discussion was called for, Ray Taylor moved to amend the motion to have the gate open 8:00 to 5:00 weekdays and closed on weekends. Rick Inrig suggested gate open 8:00 to 5:00 weekends as well and Ray Taylor agreed to this. It was MOVED by Ray Taylor and SECONDED by Rick Inrig to amend the resolution to read gate open 8:00 am to 5:00 pm 7 days a week. A vote was called by show of hands to amend the resolution. CARRIED Shareholders were asked to vote on Resolution 2 as Amended by marking their ballots with an (x). The scrutineers, Jerry Becker, Tom Wolanski and Barb Whalen tabulated the results. There were 81 ballots and 1 spoiled ballot: 52 in favour, 29 opposed, 0 abstained. Resolution 2 as Amended was CARRIED

5 11.0 New Business The current and former Board members were acknowledged and thanked for helping the Village move towards becoming a community that we are proud to be a part of. The Board also acknowledged and thanked the committee volunteers, along with our unsung heroes, who have contributed to the many successes in the Village. The Landscaping crew has been working hard to meet the expectations of the Village. Jeff Babcock, the owner of Transformations will personally come and work with you to solve any landscaping issues you may have. Contact Jeff or the Landscaping Committee by . The Irrigation system continues to be a challenge. Roy Lyonnais is on site and has volunteered to be our go to man. Please Roy with any irrigation issues. Signage costs for safety and direction will be shared by the developer. Front Gate. Construction has been slower than anticipated but completion is expected by the end of July. Ray Taylor and Roy Swallow have been instrumental in persevering to get the job done. Mailbox Relocation. Our mailboxes have been relocated. Please be careful accessing the mailboxes. We are negotiating signage with the developer for the safety of pedestrians and vehicles in the roundabout. Contact Canada Post if you have any issues with your mailbox. Common Facilities Expenses Agreement and Amendment. This agreement between the Village and the Courtyard is currently in the hands of the lawyers and the document will be presented to the Village at a Town Hall to outline the details. The Water Metering Agreement is included in this document. The Courtyard Clubhouse and Condos are metered and a third party has been hired to read the meters. Our Property Manager, Greg Flack was thanked for standing by us through some pretty tricky times, availing us of his knowledge, and consistently giving us more time and attention than we have contracted for. The Bylaws Chairperson, June Duff said that any structural changes require an alteration form. All alterations must comply with the bylaws and questions should be directed to the Bylaw Committee. The bylaws have been undergoing revision and will be presented to the Village at a Town Hall meeting. Greg outlined the process to pass the bylaws. Town Hall meetings will be scheduled by the Board to inform residents of details of agreements prior to sign off by developer and to discuss bylaw revisions. A Special General Meeting can be called to vote on issues prior to the next AGM as required. Open Discussion The shareholders participated in an informative question and answer period. Residents were reminded that the monthly Board meetings are open to shareholders and issues can be discussed during the question and answer period. A written request to put an item on the agenda can be sent to the Board. The Board will review any written complaints received and take appropriate action.

6 12.0 Introduction of Candidates Greg Flack introduced Jerry Becker, Sheila Boyd, June Duff, Jan Fuhr, Heather Garofano, Gary Kenyon, Dave Long, Ann Powers, and Karen Summers as the nominees for the Board of Directors. As there were no objections, these shareholders were then presented as the new Board of Directors for the Englewood Village Homeowners Corporation for Adjournment There being no further business, the meeting was adjourned at 8:59 pm. Addendum Following the adjournment of the Annual General Meeting, the newly elected Board of Directors met for the first time. The elected Board is composed of the following members: President: Jan Fuhr Vice President: Sheila Boyd Treasurer: June Duff Secretary: Ann Powers Members at Large: Jerry Becker, Heather Garofano, Gary Kenyon, Dave Long, and Karen Summers. The trust account signatories from the Board will be Jan Fuhr and June Duff. The next meeting of the Board of Directors will be held on Thursday, July 30, 2015 at 7:00 pm at the Clubhouse. As there was no further business, the first meeting of the new Board of Directors was adjourned at 9:27 pm.

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