BCS 2176 THE BENTLEY STRATA COUNCIL MEETING MINUTES ... 2016 Minutes.pdf · by letter or email to the attention of the Strata Manager, Mr. Don Cook, at Crossroads Management. This

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LOCATION:

Amenity Room 295 Guildford Way

Port Moody.

STRATA COUNCIL

PRESIDENT Doug B.

VICE PRESIDENT

Gord A.

TREASURER Doug M.

COUNCIL MEMBER

Janice W.

COUNCIL MEMBER Eve K.

COUNCIL MEMBER

Eileen M.

COUNCIL MEMBER Lilian Z.

STRATA MANAGER

Don Cook E-Mail: [email protected]

CROSSROADS MANAGEMENT

CROSSROADS CONTACT

& 24 HOUR SERVICE Call 778-578-4445

ATTENDANCE: Doug M., Gord A., Janice W., Eileen M., Eve K., Doug B. Regrets : Lilian Z. PROPERTY MANAGER: Don Cook, CrossRoads Management. (1) CALL TO ORDER It was MOVED / SECONDED to call the meeting to order at 4:40 pm. (2) MINUTES It was MOVED / SECONDED to approve the minutes of the council meeting held November 19th, 2015. CARRIED To access Council meeting minutes, Bylaws, Rules and other information, please sign into the strata maintained website at:

bentleyportmoody.ca

(3) FINANCIALS It was MOVED / SECONDED to approve the financial statements for November & December, 2015. CARRIED ARREARS (Owner Strata Fees) The Strata Council wishes to acknowledge the owners that pay their strata fee payments on time. (4) REPORT ON LITIGATION: nothing to report (5) REPORT ON UNAPPROVED EXPENDITURES: nothing to report (6) BUSINESS ARISING FROM PREVIOUS MINUTES -The research into upgrading the elliptical machine is in the final stages and will be finalized at the February meeting.

-The prior approved Fibre Optics upgrade, to provide a better internet service, is in progress and anticipated to be completed by March - April. -Two contractors are in the process of working up proposals to comprehensively upgrade the common area lighting within the building, storage rooms and the parkade. The initial purchase & installation costs for LED lighting upgrades have been projected to be able to be recouped within about 4 years. Thereafter, the energy cost savings for the strata would be significant. LED lighting is coming down in price as well, so the timing of a major upgrade will be time sensitive to supply cost reductions.

BCS 2176 THE BENTLEY STRATA COUNCIL MEETING MINUTES

JANUARY 18, 2016

BCS 2176 The Bentley Strata Council Meeting Minutes January 18, 2016

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(7) CORRESPONDENCE Issues, concerns or complaints that an owner would like to bring to the Council’s attention should be sent by letter or email to the attention of the Strata Manager, Mr. Don Cook, at Crossroads Management. This procedure will ensure the correspondence is properly documented and distributed to all Council members appropriately. Once received by Crossroads, all written correspondence will be reviewed and discussed by the full Council at the next scheduled meeting. (8) NEW BUSINESS -A unit has had some interior drywall damage by their window due to some water penetration from a crack in the 5th floor concrete eyebrow on the building exterior. Temporary repairs will take place to waterproof the area for the winter, with more comprehensive repairs to this concrete structure all around the exterior to be scheduled in the spring. -A 7th floor unit has suffered water damage from a washer overflow. The overflow source’s unit representatives were contacted. The restorations company will be reimbursed directly by the property management company representing the owner. -Two units have reported some ceiling staining within their units in the vicinity of the dryer vent ducting running in the ceiling. A restorations company was dispatched in an emergency response for drying and to assess and mitigate damages. Further investigations, to include a camera scope of the dryer venting, will be done to determine any compromises in the actual ducting. As a further note to the above paragraph, the dryers should be kept on a good five minutes after removing the clothes from the dryer to allow additional hot air to pass through the venting. In addition, both the primary and secondary lint traps need to be kept clean. The bathroom fans also play a major factor in lowering the humidity levels within the unit and preventing damage. These fans should be used and left on after showering until the humidity levels have been significantly reduced. Kitchen fans also reduce the steam and cooking humidity levels. Damage resulting from high humidity levels in the unit is normally the responsibility of the owner. -The strata will be looking into the logistics and Strata Act legal complications involved with installing charging stations or electric plug-ins for electric vehicles in the parkade. -Additional folding tables will be purchased for the amenity room. These will be used primarily on the popular games night held on Monday evenings at 6:30 but will also add utility for other functions. Insurance Renewal After a review of the renewal terms presented to the strata council by BFL, it was moved and seconded to renew again with BFL effective February 1, 2016 with a significant reduction in the base premium. It was moved and seconded that the premium will be paid from the Contingency Reserve Fund (CRF) to be paid back from the operating account within the next budget year. The approval to renew with BFL and to borrow from the CRF motions both CARRIED. Owners are reminded that when they renew their personal content insurance policy they definitely should discuss the $50,000 strata water claim deductible with their broker to ensure they are properly insured. (9) ADJOURNMENT There being no further business, the meeting was terminated at 6:40 pm. The date for the next Council meeting has been set for February 23rd at 6:30 pm. Don Cook, Senior Strata Manager, CrossRoads Management Ltd. [email protected] 778 578-4445

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LOCATION:


Port Moody.

STRATA COUNCIL

PRESIDENT Doug B.

VICE PRESIDENT

Gord A.

TREASURER Doug M.

COUNCIL MEMBER

Janice W.


COUNCIL MEMBER

Eileen M.


STRATA MANAGER



CROSSROADS CONTACT


ATTENDANCE: Doug M., Gord A., Janice W., Eileen M., Lilian Z., Doug B. Regrets : Eve K. PROPERTY MANAGER: Don Cook, CrossRoads Management. (1) CALL TO ORDER It was MOVED / SECONDED to call the meeting to order at 6:30 pm. GUEST BUSINESS Two contractor guests had booked in advance to address the Council regarding their respective proposals. Mr. Kevin Hughes, from Lumenix, provided information about upgrading the common area lighting systems to LED. Rebates are directly available from Hydro over a 3 year period. Currently, the common area electricity is budgeted at $45,000.00. Potential annual savings, as projected by the Lumenix proposal, could be as much as $15,000.00 once the lighting has been changed to LED. Mr. Jason Ewert, from Remdal, addressed the Council regarding Remdal’s experience with buildings that have had issues related to dryer vent ducting. He reported that many cement slab buildings such as the Bentley are experiencing problems resulting from excess condensation escaping from the ducting and entering the units. Contributing factors include: long runs of ducting, poor maintenance by owners by not keeping the lint traps cleaned, owners not running the dryer on high for at least 5 minutes after removing the clothes and, in some cases, the actual separation of the sheet metal ducting.

As a further note to the above paragraph, the dryers should be run on high a good five minutes after removing each load of clothes from the dryer. This procedure will allow additional hot air to pass through the venting and should remove any residual moisture in the duct. Failure to follow this procedure may result in water damage to the unit. In addition, both the primary and secondary lint traps need to be kept clean. The bathroom fans also play a major factor in lowering the humidity levels within the unit and preventing damage. These fans should be used and left on after showering until the humidity levels have been significantly reduced. Kitchen fans also reduce the steam and cooking humidity levels. Damage resulting from high humidity levels in the unit is normally the responsibility of the owner.


FEBRUARY 23, 2016

BCS 2176 The Bentley Strata Council Meeting Minutes February 23, 2016

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(2) MINUTES It was MOVED / SECONDED to approve the minutes of the Council Meeting held January 18th, 2016. CARRIED

To access Council meeting minutes, Bylaws, Rules and other information, please sign into the strata maintained website at: bentleyportmoody.ca

(3) FINANCIALS It was MOVED / SECONDED to approve the financial statements for January, 2016. CARRIED ARREARS (Owner Strata Fees) The Strata Council wishes to acknowledge the owners that pay their strata fee payments on time. (4) REPORT ON LITIGATION: nothing to report (5) REPORT ON UNAPPROVED EXPENDITURES: nothing to report (6) BUSINESS ARISING FROM PREVIOUS MINUTES -The research into upgrading the elliptical machine has been concluded and a new machine will be installed in March. -The prior approved Fibre Optics upgrade, to provide a better internet service to the Bentley, is in progress and is anticipated to be completed by March - April. -Two contractors are in the process of working up proposals to comprehensively upgrade the common area lighting within the building, storage rooms and the parkade. The initial purchase & installation costs for LED lighting upgrades have been projected to be able to be recouped within about 4 years. Thereafter, the energy cost savings for the strata would be significant. LED lighting is coming down in price, so the timing of a major upgrade will be time sensitive to supply optimum cost reductions. At the AGM, we hope to present a funding proposal related to the LED installation to owners for their approval. It is anticipated that this proposal will involve funding the installation through the application of future electricity savings rather than by an assessment against owners. (7) CORRESPONDENCE Issues, concerns or complaints that an owner would like to bring to the Council’s attention should be sent by letter or email to the attention of the Strata Manager, Mr. Don Cook, at Crossroads Management. This procedure will ensure the correspondence is properly documented and distributed to all Council members appropriately. Once received by Crossroads, all written correspondence will be reviewed and discussed by the full Council at the next scheduled meeting. Correspondence discussed at this meeting included various noise/nuisance complaints, flooring upgrades, fireplace replacement, window coverings and interior remodeling. Correspondance was also received requesting a hearing before Council. Once the steps have been taken by the owner, as per the Strata Bylaws section 19, this formal request will have been duly received and a hearing will be granted within 1 month of that date.

BCS 2176 The Bentley Strata Council Meeting Minutes February 23, 2016

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(8) NEW BUSINESS Building Maintenance -A 4th floor unit had some interior drywall damage near their window due to some water penetration from a crack in the 5th floor concrete eyebrow on the building exterior. Repairs have now taken place to waterproof the outside wall immediately surrounding this damaged area. More comprehensive repairs to this concrete eyebrow structure all around the exterior are being planned for the spring. Preparatory to these repairs, it was Moved/Seconded to have Bemco Contracting conduct an updated comprehensive exterior building inspection to accurately identify and prioritize maintenance issues. CARRIED Once the exterior surfaces have been inspected, and caulking, sealing, weather proofing and selected building cleaning has been concluded, all of the olive green surface areas, all around the building, will be painted. Fire Protection Contractor It was Moved/Seconded to have the strata manager contact alternative contractors to negotiate a new service contract that will accurately identify and prioritize maintenance issues. CARRIED Owner Insurance Coverage Owners are reminded that when they renew their personal content insurance policy they definitely should discuss the $50,000 strata water claim deductible with their broker to ensure they are properly insured. Bylaw Amendments The Council will be reviewing the Bylaws and will be presenting a couple of amendments at the AGM. One amendment will be a hard surface installation Bylaw that will detail the criteria and guidelines for the replacement of an existing carpet or linoleum surface with tile, hardwood or laminate. In the interim, it was Moved/Seconded to adopt the attached specifications for hard surface flooring installations as an immediate rule for owners to follow when renovating. CARRIED. (9) ADJOURNMENT There being no further business, the meeting was terminated at 9:20 pm. The date for the next Council Meeting has been set for March 22nd at 5:00 pm. On behalf of the Strata Council BCS 2176 Don Cook Senior Strata Manager CrossRoads Management Ltd. [email protected] 778 578-4445

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LOCATION:


Port Moody.

STRATA COUNCIL

PRESIDENT Doug B.

VICE PRESIDENT

Gord A.

TREASURER Doug M.

COUNCIL MEMBER

Janice W.


COUNCIL MEMBER

Eileen M.


STRATA MANAGER



CROSSROADS CONTACT


ATTENDANCE: Doug M., Gord A., Janice W., Eileen M., Lilian Z., Eve K. Regrets : Doug B. PROPERTY MANAGER: Don Cook, CrossRoads Management. (1) CALL TO ORDER It was MOVED / SECONDED to call the meeting to order at 5:05 pm. (2) MINUTES It was MOVED / SECONDED to approve the minutes of the Council Meeting held February 23rd, 2016. CARRIED To access Council meeting minutes, Bylaws, Rules an d other information, please sign into the strata maintained website at: bentleyportmoody.ca

(3) FINANCIALS It was MOVED / SECONDED to approve the financial statements for February, 2016. CARRIED ARREARS (Owner Strata Fees) The Strata Council wishes to acknowledge the owners that pay their strata fee payments on time. (4) REPORT ON LITIGATION: nothing to report (5) REPORT ON UNAPPROVED EXPENDITURES: nothing to report (6) BUSINESS ARISING FROM PREVIOUS MINUTES -Information about purchasing an additional piece of fitness equipment has been reported in at least 3 sets of Council Meeting minutes, without any owner feedback to the management company.

As discussed at the AGM last year, the Council proceeded with the research and purchase of a new elliptical machine this month. It has been reported that there have been electrical issues with either one of the treadmills, or with outlets, a breaker or wiring. An electrician has worked on this problem in the past and Council has contacted another electrician to trouble shoot / source the problem(s). -The approved Fibre Optics upgrade, to provide a bet ter internet service to the Bentley, is anticipated to be completed by April. At that time , their no obligation service programs and specials will be offered to the residents .


MARCH 22, 2016

BCS 2176 The Bentley Strata Council Meeting Minutes March 22, 2016

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-The Council has now reviewed three contractor proposals to comprehensively upgrade the common area lighting within the building and the parkade. The initial purchase & installation costs for LED lighting upgrades have been projected to be able to be recouped within 4 years. At the AGM, there will be a funding proposal relate d to the LED installation presented to owners that would authorize the Strata to spend up to $50K on this upgrade from the Contingency Reserve Fund (CRF). This CRF expense would be paid back over time from the energy savings and resulting reductions in the strata’s electricit y bills. FIRE PROTECTION CONTRACTOR Levitt Safety will be the contractor performing the annual fire inspection this year and notices will be sent out in April once the dates have been established. LANDSCAPING CONTRACT RENEWAL Blue Heron Landscaping has worked hard and been flexible in the performance of their contract last year. They have been renewed for another year at the same contract price. (7) CORRESPONDENCE Issues, concerns or complaints that an owner would like to bring to the Council’s attention should be sent by letter or email to the attention of the Strata Manager, Mr. Don Cook, at Crossroads Management. This procedure will ensure the correspondence is properly documented and distributed to all Council members appropriately. Once received by Crossroads, all written correspondence will be reviewed and discussed by the full Council at the next scheduled meeting. Correspondence discussed at this meeting included various noise/nuisance complaints, maintenance requests, visitor parking issues, speed bump installation and interior remodeling requests. (8) NEW BUSINESS Building Maintenance This spring, once the exterior surfaces have been inspected, and caulking, sealing, weather proofing and selected building cleaning has been concluded, all of the olive green surface areas, all around the building, will be painted. The Parkade cleaning will be scheduled about mid April. An advance notice will be posted for owners. REMINDERS Owner Insurance Coverage Owners are reminded that when they renew their pers onal content insurance policy they definitely should discuss the $50,000 strata water claim deductible with their broker to ensure they are properly insured. Dryer Venting Maintenance Reminders A number of units in the building have experienced water related damage to their ceilings and around their windows. Factors contributing to this damage include: long runs of exhaust ducting, poor maintenance by owners by not keeping the lint traps cleaned, owners not running the dryer on high after removing the clothes, and poor air circulation and venting.

BCS 2176 The Bentley Strata Council Meeting Minutes March 22, 2016

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To prevent water vapour damage in their unit, residents are advised to:

a) run their dryers on high for at least five minutes after removing each load of clothes from the dryer. This procedure will allow additional hot air to pass through the venting and should remove any residual moisture in the duct.

b) keep both the primary and secondary dryer lint traps clean to maintain a high volume air flow through the ventilating duct.

c) run the bathroom fans when bathing or showering and leave these fans running until the humidity level has been significantly reduced (at least 30 minutes).

d) when cooking, use the kitchen fans to reduce steam and cooking humidity levels.

e) open a window at least 2 centimeters to allow the moist inside air to mix with the cool outside air and prevent condensation to form on windows. This procedure is highly recommended if moisture forms on bedroom windows.

Damage resulting from high humidity levels in the unit is normally the responsibility of the owner. FINAL BUDGET DISCUSSION / AGM PLANNING The budget to be presented the owners at the Annual General Meeting will not have a strata fee increase. The AGM is scheduled for Wednesday, April 27th. (9) ADJOURNMENT There being no further business, the meeting was terminated at 7:35 pm. The date for the next Council Meeting has been tentatively set for May 25th at 5:00 pm. On behalf of the Strata Council BCS 2176 Don Cook Senior Strata Manager CrossRoads Management Ltd. [email protected] 778 578-4445

ANNUAL GENERAL MEETING MINUTES, APRIL 27, 2016

BCS 2176 THE BENTLEY

1011-7445 132nd Street Surrey, B.C., V3W 1J8 Tel: (778) 578-4445 Fax: (778) 578-4447

www.crpm.ca

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REGISTRATION / CERTIFICATION OF PROXY At registration, 45 owners were represented in person. There were 28 owners represented by proxy, for a total of 73.

CALL TO ORDER: The meeting was called to order at 6:30 p.m.

ELECT A CHAIR: As allowed by the Strata Property Act of British Columbia, the Strata Manager may Chair the meeting. It was MOVED/SECONDED to have Mr. Don Cook, the Strata Manager, Chair the meeting. MOTION CARRIED.

DETERMINATION OF QUORUM At the time the meeting was called to order, 73 owners were present in person or by proxy. The Quorum is 46, or 1/3 of the total number of owners. As that number was reached, the meeting had a quorum and proceeded.

PROOF OF NOTICE OF MEETING: The Strata Manager stated that the AGM notice had been mailed to all non-resident owners from the Crossroads Management office on April 5th, 2016. This mailing complied with the notice requirements of the Strata Act. Owners residing at the Bentley had their AGM notice package hand delivered on April 5th, 2016.

APPROVE MINUTES OF PREVIOUS AGM: It was MOVED/SECONDED to approve the minutes of the Annual General Meeting held on April 21st, 2015. The question was called and the results were (73) IN FAVOR, (0) OPPOSED, (0) ABSTAINED. MOTION CARRIED

REPORT ON INSURANCE:

The Strata Corporation Insurance Certificate was distributed with the notice of the AGM. This certificate should be retained as it may be required for renewing/purchasing condo insurance. (see attached)

Owners are reminded that they should have personal content insurance. When they renew their policy, they should definitely show their insurers the Bentley’s policy and ensure that their deductible amounts match those of the strata’s policy, particularly the $50,000 water claim deductible. They should also make sure that any upgrades made to their unit are properly insured.

LOCATION: The Bentley

6:30 p.m. – Amenity room

295 Guildford Way, Port Moody B. C.

STRATA COUNCIL 2016/2017

PRESIDENT

Doug B.

VICE PRESIDENT

Gord A.

TREASURER

Doug M.

COUNCIL

Janice W., Eileen M., Eve K., Lillian Z.

STRATA MANAGER:

Don Cook; E-Mail: [email protected]

CROSSROADS MANAGEMENT LTD.

1011, 7445 132ND

STREET,

SURREY, B.C. V3W 1J8

Phone: (778) 578-4445

Fax: (778) 578-4447

EMERGENCY CONTACT

24 HOUR SERVICE

(778) 578-4445




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RESOLUTION “A” PREAMBLE; HARD SURFACE FLOORING INS TALLATIONS.

Preamble

It is deemed necessary to set conditions on the installation of hard surface flooring in order to control noise and inconvenience to other residents during and after installation. Setting a standard for the quality of such flooring would minimize sound transmission between floors.

WHEREAS the Owners, Strata Plan BCS 2176 – The Bentley Strata Corporation proposes to include additional provisions in its bylaws. And Whereas the Owners, Strata Plan BCS 2176 – Bentley wish to make an addition to their bylaws;

BE IT RESOLVED by a ¾ vote of the Owners, Strata Plan BCS 2176 (the “Strata Corporation”), at this

General Meeting held April 27, 2016 to add Subsection 9.9 to the Bylaw Section 9 – Renovations and

Alterations. The new Subsection reads as follows:

9.9 Strata Lot Owners who install laminate/hardwood flooring in their strata lots must meet the following conditions:

(a) Prior written permission being obtained from Council before commencement of the work. (b) An underlay being installed which will retain the same sound absorption properties as the existing carpet and underlay, which must have a Sound Transfer Class (STC) rating of 55 or better, as well as an Impact Insulation Class (IIC) rating of 70 or better. (c) The existing carpet and underlay is to be removed in a fashion which does not soil the common areas. The carpet and underlay are not to be disposed of in the Strata Corporation’s refuse containers and must be removed from the site by the Owner and/or contractor. (d) The existing carpet and underlay not being stored anywhere on common property prior to disposal. (e) The work being done in such a way as to not affect the quiet enjoyment of adjacent strata lots, and under no circumstances is the work to begin before 8:00 a.m. nor go beyond 6:00 p.m. (f) All work being done at the Strata Lot Owner’s risk and expense. (g) Any damage to the Strata unit as a result of such installation, and the costs of any resulting repairs to the unit, remain the responsibility of the Strata Lot Owner.

The strata manager informed the owners that more recent changes in the standards of underlay and new products on the market have increased the Sound Transfer Class (STC) rating to be 70 and or above.

It was therefore MOVED/SECONDED to propose an amendment to the above Resolution A. Section 9.9 (b)

“An underlay being installed which will retain the same sound absorption properties as the existing carpet and underlay, which must have a Sound Transfer Class (STC) rating of 70 or better, as well as an Impact Insulation Class (IIC) rating of 70 or better.” The question was called and the results were (73) IN FAVOR, (0) OPPOSED, (0) ABSTAINED. MOTION CARRIED to approve the amendment to Resolution A.




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It was then MOVED/SECONDED to approve Resolution A, as amended. The question was called and the results were (73) IN FAVOR, (0) OPPOSED, (0) ABSTAINED. MOTION CARRIED

Resolution “B” Barbequing Hours

Preamble

The strata council has received numerous complaints from residents who are disturbed by smoke and odours caused by other residents using their barbeques late in the evening.

WHEREAS the Owners, Strata Plan BCS 2176 – The Bentley Strata Corporation wish to make an addition to their Bylaws regarding the hours that barbeques may be used.

BE IT RESOLVED by a ¾ vote of the Owners Strata Plan BCS 2176 (the “Strata Corporation”), at this

General Meeting held April 27, 2016 to add Subsection 4.2 (l) to the Bylaw Section 4 – Use of Property.

The new Subsection reads as follows;

4.2 An owner, tenant, occupant or visitor must not :

(l) Use a barbeque between the hours of 10:00 p.m. and 8:00 a.m.

The question was called and the results were (73) IN FAVOR, (0) OPPOSED, (0) ABSTAINED. MOTION CARRIED.

RESOLUTION "C" LED LIGHTING UPGRADE

Preamble

The strata council has solicited estimates for the replacement of all lighting in the parking garage, corridors, stairways and other common property with LED lighting. The cost of the upgrade will be in the range of $45,000 to $50,000. It is estimated that this upgrade will save us approximately $15,000 per year on our electricity bill so the cost will be recovered in three to four years. The proposal is to borrow funds for the upgrade from the Contingency Reserve Fund. Such funds would then be paid back to the fund from the savings on electricity.

WHEREAS Section 96 of the Strata Property Act states that a Strata Corporation must not spend money from the Contingency Reserve Fund unless first approved by a ¾ vote resolution at an Annual or Special General Meeting, or authorized under Section 98(3).

BE IT RESOLVED by a ¾ vote of the Owners Strata Plan BCS 2176 (the "Strata Corporation"), at this General Meeting held April 27, 2016, to authorize the withdrawal of $50,000 from the Contingency Reserve Fund to be used for LED lighting upgrades. Any funds not used for the stated purpose shall be returned to the Contingency Reserve Fund.

There was discussion on this proposal, including a suggestion to incorporate motion sensors on the parkade lighting as well as it being anticipated that the new LED lighting would not be less bright. Many owners that




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have had first hand knowledge of these types of upgrades or who are contractors familiar with LED lighting, unanimously supported the proposal.

The question was called and the results were (73) IN FAVOR, (0) OPPOSED, (0) ABSTAINED. MOTION CARRIED.

PROPOSED BUDGET 2016/2017

The Depreciation Report, prepared for the strata in 2014, was intended to provide the Strata Council a financial management report to forecast and budget for the capital maintenance replacement expenses over the next 30 years. In almost all cases, the recommendations that come from depreciation reports are to increase, over time, the contributions to the Contingency Reserve Fund. One financially positive step owners can take is to support a budget that supports, over the years, increases in the CRF contributions. The Bentley Depreciation Report analyzed the current amount the Strata had in their Contingency Reserve Fund and identified the level of increased contributions that would be necessary to prepare for financially major capital expenses over the coming 30 year period. Through your monthly strata fee payments last year, $63,000.00 was contributed to this fund. The projected 2016/2017 budget will again contribute $63K to the CRF. The total CRF contributions are segregated into $25,000.00 designated towards the exterior building reserve and $38,000.00 designated for the General CRF growth.

Obviously the more funds the Strata has in its long term savings (CRF), the more money the owners will have available to them when large maintenance projects like parkade re-surfacing, roofing, painting and other exterior building restorations come due.

The second financially positive step is to support a budget that includes funding for significant ongoing maintenance projects. The projected 2016/2017 budget reflects $105,000.00 forecasted for maintenance projects. This process of proactive ongoing maintenance is being performed so that the replacement time line for a major building restoration project is pushed out into the future. If the owners continue to support a budget, like that proposed at this year’s AGM, future levies and major maintenance costs will be minimized.

An owner expressed his request that there be more itemization of the various maintenance expenditures anticipated for this year. In addition, this owner was thanked for his submission of a 5 year spreadsheet of financial analysis of the operating fund expenditures. Other comments included having the monthly financial statements made available to the owners. This suggestion will be considered by the new Council. Other questions from the owners included how much due diligence was performed in the renewal process of the strata insurance policy. Further questions regarding insurance included whether the $50,000.00 water claim deductible would be reduced in the foreseeable future.

The strata manager explained that 3 different insurance brokers were shopped prior to renewing the policy again with BFL. In competitive bidding/negotiation, the current policy was renewed with about $15.000.00 reduction in the policy premium The water claim deductible portion of the policy is strictly determined by the claims history and it is projected that it will take a couple of years before the deductible is lowered.

It was MOVED/SECONDED to approve the proposed 2016/2017 Operating Budget. The vote was called and the results were: (73) APPROVED, (0) OPPOSED, (0) ABSTAINING – CARRIED




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ELECTION OF COUNCIL

The Strata Manager then noted that it was the obligation of the Ownership present to elect 4 Council members. It was explained that in accordance with the Bylaws, Council members are elected to a 2 year term. This year there are 3 Council members serving out their second term and therefore are already elected to the current Council. The following Owners were then nominated to the Strata Council as follows:

Doug B., Doug M., Eileen M. and Janice W.

There being no further nominations, it was moved and seconded to close nominations. MOTION CARRIED

It was moved and seconded to elect the nominated Strata Council members. The question was called and the results were (69) IN FAVOR, (1) OPPOSED, (0) ABSTAINED. MOTION CARRIED

GENERAL DISCUSSION

The owners were advised that Strata Council matters, communication, complaints, maintenance issues, requests and feedback should be directed to the Strata Manager. Once received, all communications will be documented and appropriately forwarded to the Strata Council to discuss and decide upon. The Strata Manager would then be directed to respond to the owner with any applicable information and or decisions. General comments made by the owners were in regards to Council consideration of further updating equipment and adding exercise options the fitness room. Other maintenance concerns were brought up including repair to the parkade membrane near the entrance ramp and painting of the exterior of the building. It was explained that a comprehensive exterior maintenance report had just been commissioned and the findings will be used to schedule prioritized repairs this year. Once the routine caulking, sealing and general repairs are completed, the exterior of the building will be washed and then the entire green section, about 5 floors, will be painted this year. TERMINATION OF MEETING : It was MOVED/SECONDED to terminate the meeting. CARRIED. The meeting was terminated at 8:30PM. Respectfully submitted on behalf of the Strata Council

Don Cook

Senior Strata Manager

Crossroads Management Ltd.

2015-16 President’s Report New Property Manager In June, after interviewing several applicants, the Strata Council retained a new Property Management Company, Crossroads Management Ltd., and welcomed the new Strata Manager, Mr. Don Cook. Mr. Cook is the senior strata manager for Crossroads and has been influential in guiding the efficient operation of the Strata. Building Maintenance On behalf of Bentley owners and residents, the Council acknowledges the outstanding services of our primary caretaker, Ms Mara Savic, and our auxiliary caretaker, Mr. Mike Savic in maintaining the condition of the building and supervising its day-to-day operation.

Care of the building’s landscape was transferred to a new company, Blue Heron, in 2015. This contractor has been systematically improving the condition and contents of the building’s garden areas. Residents should expect to see further improvements next year as further improvements are introduced. Their contract has been renewed for another year at the same price.

During the summer, some repairs to the irrigation system were completed.

The Bentley experienced frequent problems with the elevators during the past year. Many of these problems appeared to be related to the building’s water damage that occurred in 2013. Council worked diligently with the elevator maintenance company until the issues were resolved. Council would like to thank the owners and residents for their patience during the frequent elevator shutdowns. During the year, the lack of hot water was a periodic problem on several levels in the building. Our contractor, Total Energy Systems, detected and repaired a number of valves and controllers, and made adjustments to the system. The problem now seems to be resolved. A number of owners reported broken windows seals in their units. Since a bosun chair drop from the outside is required to perform such window repairs, these reports were assessed, consolidated and repaired as a group.

A new elliptical machine was purchased for the fitness room. Council is currently investigating reports of a problem with one of the treadmills.

Several units reported some ceiling staining in the vicinity of the dryer vent ducting running in the ceiling. Upon investigation, it was determined that, with the exception of one unit, the cause of this staining was not a building defect, but rather a build-up of moisture in the dryer duct. A build-up of moisture in the unit can also potentially result in the growth of mold near the window areas. To prevent moisture-related damage to their units, residents are strongly urged to keep their dryers running on high a good five minutes each time after removing the clothes from the dryer to allow additional hot air to pass through the venting. In addition, both the primary and secondary lint traps need to be kept clean. The bathroom fans also play a major factor in lowering the humidity levels within the unit and preventing damage. These fans should be used, and left on, after showering until the humidity levels have been significantly reduced. Kitchen fans also reduce the steam and cooking humidity levels. Owners are advised that damage resulting from high humidity levels in the unit is normally the responsibility of the owner.

Quotes and options for the repair and painting of the peeling, green-painted areas of the building are currently being evaluated for work to be completed late in the spring of 2016.

Building Security As a means of increasing building security, upgrades to access doors, storage locker doors, mailboxes and security codes were completed this year. As well, the security system was reprogrammed to provide better security tracking of key fob usage, parking gate access and storage locker entry. The most common security breach for buildings is someone gaining illegal entrance via garage gates. This year, signs were posted to remind residents and visitors to wait by both parkade doors until the doors are completely closed before proceeding, whether entering or leaving the building. This procedure takes only about 10-15 seconds but is highly instrumental in preventing unauthorized persons from entering the building. The storage locker break-ins that occurred in mid 2015 were done by individuals who were video-recorded while following residents into the building. These break-ins could have been prevented had residents ensured that the parkade gate closed behind them before proceeding. If residents follow another car through the gates, they are asked to allow the gates to partially close before using their own fob to re-open the gates thereby signaling the front car that they have authorized access to the parking area. Similarly, residents are asked to ensure that they open the front door only to persons that they recognize as Bentley residents. Council hopes that residents will take it upon themselves to be diligent in complying with these simple security measures.

Smoking outside the building, but still on common property, has increased and the smokers are continuing to be irresponsible regarding extinguishing and disposing of butts properly. This practice is not only a contravention of the Bylaws, but poses a serious fire danger. Several small fires had to be extinguished on the Bentley property last summer. An ashtray has been posted at the edge of the common property for butt disposal.

Financial Matters Through due diligence and with the help of our new Strata manager, Council is pleased to report that all operations this year were completed within budget and that for the third consecutive year, there will be no increase in Strata fees. A major factor contributing to our sound financial position is the significant reduction in the base premium the Bentley was able to negotiate for 2016 with our building insurer, BFL. The absence of any major insurance claim from the building helped secure this rate reduction and Council thanks residents for their diligence in preventing accidents. As a further measure to keep costs down, Council temporarily borrowed funds from the CFR, as permitted by the Strata Act, to purchase this insurance thereby avoiding monthly financing fees. Owners are reminded that they should have personal content insurance. When they renew their policy, they should definitely show their insurers the Bentley's policy and ensure that their deductible amounts match those of the strata's policy, particularly the $50,000 water claim deductible. They should also make sure that any upgrades made to their unit are properly insured.

Building Upgrades

The Fibre Optics upgrade, being installed in the Bentley by Urban Fibre, will be completed this spring, at which time, they will offer their no obligation service programs and specials to the residents.

Two contractors are in the process of working up proposals to comprehensively upgrade the common area lighting within the building, storage rooms and the parkade. The initial purchase and installation costs for LED lighting upgrades have been projected to be able to be recouped within about 4 years. Thereafter, the energy cost savings for the strata will be significant and will help to maintain strata fees at an optimal level. LED lighting is coming down in price as well, so the timing of a major upgrade will be time sensitive to supply cost reductions.


SPECIFICATIONS FOR HARD SURFACE FLOORING INSTALLATION Strata lot owners are permitted to install laminate/hardwood flooring in their strata lots, subject to:

(a) Prior written permission being obtained from Council before commencement of the work.

(b) An underlay being installed which will retain the same sound absorption properties as the existing carpet and underlay, which must have a Sound Transfer Class (STC) rating of 70 or better, as well as an Impact Insulation Class (IIC) rating of 70 or better.

(c) The existing carpet and underlay is to be removed in a fashion which does not soil the common areas. The carpet and underlay are not to be disposed of in the Strata Corporation's refuse containers and must be removed from the site by the Owner and/or contractor.

(d) The existing carpet and underlay not being stored anywhere on common property prior to disposal.

(e) The work being done in such a way as to not affect the quiet enjoyment of adjacent strata lots, and under no circumstances is the work to begin before 8:00 a.m. nor go beyond 6:00 p.m.

(f) All work being done at the Strata Lot Owner's risk and expense. (g) Any damage to the Strata unit as a result of such installation, and the

costs of any resulting repairs to the unit, remain the responsibility of the Strata Lot Owner.

BCS 2176 The BentleyBalance Sheet

As of February 29, 2016

ASSETSPetty Cash $ 500.00Bank Shares 5.00Bank - Operating Account 54,067.17Bank - Reserve Account 211,148.52Reserves Invested in GIC's 224,939.83Accounts Receivable 639.32Prepaid Insurance 69,063.50Prepaid Expenses 147.00

TOTAL ASSETS $ 560,510.34

LIABILITIESAccounts Payable $ 11,449.60Accrued Liabilities 1,026.58Due to CRF from operating 69,546.46Total Liabilities $ 82,022.64

EQUITYRESERVES Contingency Reserve Fund $ 246,435.28 Building Maintenance Reserve Fund 189,653.07TOTAL RESERVES $ 436,088.35

Prior Period Surplus 36,048.30Current Income 6,351.05Total Equity $ 478,487.70

TOTAL LIABILITIES AND EQUITY $ 560,510.34

Reserve Funds Analysisfor the period from March 1, 2016 to February 28, 2017

Opening balance - March 1, 2015 $ 438,971.07Interest earned 3,663.74Contributions as per budget 63,000.00Insurance prepayment -69,546.46Closing balance - February 29, 2016 $ 436,088.35Insurance prepayment reimbursement 69,546.46Proposed 2016/17 contribution 63,000.00

Forecasted Balance February 28, 2017 $ 568,634.81

BCS 2176 The Bentley Approved Fee Schedule

for the period from March 1, 2016 to February 28, 2017(No change from 2015/16)

Strata Unit U/E Operating CRF Monthly Strata Unit U/E Operating CRF MonthlyLot No. Number Fund Payment Lot No. Number Fund Payment

1 101 117 $310.25 $43.31 $353.56 36 606 117 $310.25 $43.31 $353.56

2 102 87 $230.70 $32.21 $262.90 37 607 90 $238.65 $33.32 $271.97

3 201 99 $262.52 $36.65 $299.17 38 701 102 $270.47 $37.76 $308.23

4 202 84 $222.74 $31.10 $253.84 39 702 84 $222.74 $31.10 $253.84

5 203 99 $262.52 $36.65 $299.17 40 703 102 $270.47 $37.76 $308.23

6 204 89 $236.00 $32.95 $268.95 41 704 89 $236.00 $32.95 $268.95

7 205 117 $310.25 $43.31 $353.56 42 705 117 $310.25 $43.31 $353.56

8 206 117 $310.25 $43.31 $353.56 43 706 117 $310.25 $43.31 $353.56

9 207 90 $238.65 $33.32 $271.97 44 707 90 $238.65 $33.32 $271.97

10 301 99 $262.52 $36.65 $299.17 45 801 102 $270.47 $37.76 $308.23

11 302 84 $222.74 $31.10 $253.84 46 802 84 $222.74 $31.10 $253.84

12 303 99 $262.52 $36.65 $299.17 47 803 102 $270.47 $37.76 $308.23

13 304 89 $236.00 $32.95 $268.95 48 804 89 $236.00 $32.95 $268.95

14 305 117 $310.25 $43.31 $353.56 49 805 117 $310.25 $43.31 $353.56

15 306 117 $310.25 $43.31 $353.56 50 806 117 $310.25 $43.31 $353.56

16 307 90 $238.65 $33.32 $271.97 51 807 90 $238.65 $33.32 $271.97

17 401 99 $262.52 $36.65 $299.17 52 901 102 $270.47 $37.76 $308.23

18 402 84 $222.74 $31.10 $253.84 53 902 84 $222.74 $31.10 $253.84

19 403 99 $262.52 $36.65 $299.17 54 903 102 $270.47 $37.76 $308.23

20 404 89 $236.00 $32.95 $268.95 55 904 89 $236.00 $32.95 $268.95

21 405 117 $310.25 $43.31 $353.56 56 905 117 $310.25 $43.31 $353.56

22 406 117 $310.25 $43.31 $353.56 57 906 117 $310.25 $43.31 $353.56

23 407 90 $238.65 $33.32 $271.97 58 907 90 $238.65 $33.32 $271.97

24 501 99 $262.52 $36.65 $299.17 59 1001 102 $270.47 $37.76 $308.23

25 502 84 $222.74 $31.10 $253.84 60 1002 84 $222.74 $31.10 $253.84

26 503 99 $262.52 $36.65 $299.17 61 1003 102 $270.47 $37.76 $308.23

27 504 89 $236.00 $32.95 $268.95 62 1004 89 $236.00 $32.95 $268.95

28 505 117 $310.25 $43.31 $353.56 63 1005 117 $310.25 $43.31 $353.56

29 506 117 $310.25 $43.31 $353.56 64 1006 117 $310.25 $43.31 $353.56

30 507 90 $238.65 $33.32 $271.97 65 1007 90 $238.65 $33.32 $271.97

31 601 102 $270.47 $37.76 $308.23 66 1101 102 $270.47 $37.76 $308.23

32 602 84 $222.74 $31.10 $253.84 67 1102 84 $222.74 $31.10 $253.84

33 603 102 $270.47 $37.76 $308.23 68 1103 102 $270.47 $37.76 $308.23

34 604 89 $236.00 $32.95 $268.95 69 1104 89 $236.00 $32.95 $268.95

35 605 117 $310.25 $43.31 $353.56 70 1105 117 $310.25 $43.31 $353.56

BCS 2176 The Bentley Approved Fee Schedule

for the period from March 1, 2016 to February 28, 2017(No change from 2015/16)

Strata Unit U/E Operating CRF Monthly Strata Unit U/E Operating CRF MonthlyLot No. Number Fund Payment Lot No. Number Fund Payment

71 1106 117 $310.25 $43.31 $353.56 106 1606 117 $310.25 $43.31 $353.56

72 1107 90 $238.65 $33.32 $271.97 107 1607 90 $238.65 $33.32 $271.97

73 1201 102 $270.47 $37.76 $308.23 108 1701 102 $270.47 $37.76 $308.23

74 1202 84 $222.74 $31.10 $253.84 109 1702 84 $222.74 $31.10 $253.84

75 1203 102 $270.47 $37.76 $308.23 110 1703 102 $270.47 $37.76 $308.23

76 1204 89 $236.00 $32.95 $268.95 111 1704 89 $236.00 $32.95 $268.95

77 1205 117 $310.25 $43.31 $353.56 112 1705 117 $310.25 $43.31 $353.56

78 1206 117 $310.25 $43.31 $353.56 113 1706 117 $310.25 $43.31 $353.56

79 1207 90 $238.65 $33.32 $271.97 114 1707 90 $238.65 $33.32 $271.97

80 1301 102 $270.47 $37.76 $308.23 115 1801 102 $270.47 $37.76 $308.23

81 1302 84 $222.74 $31.10 $253.84 116 1802 84 $222.74 $31.10 $253.84

82 1303 102 $270.47 $37.76 $308.23 117 1803 102 $270.47 $37.76 $308.23

83 1304 89 $236.00 $32.95 $268.95 118 1804 89 $236.00 $32.95 $268.95

84 1305 117 $310.25 $43.31 $353.56 119 1805 117 $310.25 $43.31 $353.56

85 1306 117 $310.25 $43.31 $353.56 120 1806 117 $310.25 $43.31 $353.56

86 1307 90 $238.65 $33.32 $271.97 121 1807 90 $238.65 $33.32 $271.97

87 1401 102 $270.47 $37.76 $308.23 122 1901 102 $270.47 $37.76 $308.23

88 1402 84 $222.74 $31.10 $253.84 123 1902 84 $222.74 $31.10 $253.84

89 1403 102 $270.47 $37.76 $308.23 124 1903 102 $270.47 $37.76 $308.23

90 1404 89 $236.00 $32.95 $268.95 125 1904 89 $236.00 $32.95 $268.95

91 1405 117 $310.25 $43.31 $353.56 126 1905 117 $310.25 $43.31 $353.56

92 1406 117 $310.25 $43.31 $353.56 127 1906 117 $310.25 $43.31 $353.56

93 1407 90 $238.65 $33.32 $271.97 128 1907 90 $238.65 $33.32 $271.97

94 1501 102 $270.47 $37.76 $308.23 129 2003 144 $381.84 $53.31 $435.15

95 1502 84 $222.74 $31.10 $253.84 130 2001 145 $384.49 $53.68 $438.17

96 1503 102 $270.47 $37.76 $308.23 131 2002 173 $458.74 $64.04 $522.78

97 1504 89 $236.00 $32.95 $268.95 132 2103 144 $381.84 $53.31 $435.15

98 1505 117 $310.25 $43.31 $353.56 133 2101 144 $381.84 $53.31 $435.15

99 1506 117 $310.25 $43.31 $353.56 134 2102 173 $458.74 $64.04 $522.78

100 1507 90 $238.65 $33.32 $271.97 135 2203 144 $381.84 $53.31 $435.15

101 1601 102 $270.47 $37.76 $308.23 136 2201 144 $381.84 $53.31 $435.15

102 1602 84 $222.74 $31.10 $253.84 137 2202 173 $458.74 $64.04 $522.78

103 1603 102 $270.47 $37.76 $308.23 U/E Total: 14182

104 1604 89 $236.00 $32.95 $268.95

105 1605 117 $310.25 $43.31 $353.56 Monthly Totals: $37,606.17 $5,250.00 $42,856.17

Yearly Totals: $451,274.00 $63,000.00 $514,274.00

1

LOCATION:


Port Moody.

STRATA COUNCIL

PRESIDENT Doug B.

VICE PRESIDENT

Gord A.

TREASURER Doug M.

COUNCIL MEMBER

Janice W.


COUNCIL MEMBER

Eileen M.


STRATA MANAGER



CROSSROADS CONTACT


ATTENDANCE: Doug M., Gord A., Janice W., Eileen M., Eve K. Regrets : Doug B., Lilian Z. PROPERTY MANAGER: Don Cook, CrossRoads Management. (1) CALL TO ORDER It was MOVED / SECONDED to call the meeting to order at 5:06 pm. (2) MINUTES It was MOVED / SECONDED to approve the minutes of the Council Meeting held March 22nd, 2016. CARRIED To access Council meeting minutes, Bylaws, Rules an d other information, please sign into the strata maintained website at: bentleyportmoody.ca

(3) FINANCIALS It was MOVED / SECONDED to approve the financial statements for March & April, 2016. CARRIED Council has approved the posting of year-to-date financial statements in the "Other Strata Documentation" section of the strata website. ARREARS (Owner Strata Fees) The Strata Council wishes to acknowledge the owners that pay their strata fee payments on time and to urge those owners in arrears to forward payments as soon as possible. (4) REPORT ON LITIGATION: nothing to report (5) REPORT ON UNAPPROVED EXPENDITURES: nothing to report (6) BUSINESS ARISING FROM PREVIOUS MINUTES

-The approved Fibre Optics upgrade, to provide a better internet service to the Bentley, is close to being completed. The Council will be meeting with the two providers that have requested service access to have them fully explain their service programs and the specials that would be offered to the Bentley residents. In addition, each of the two providers has been asked to provide Council with at least 3 local building references where they currently provide their services. At the AGM, there was a $50K CRF funding proposal approved related to the LED lighting upgrade installation. The Council is in the final process of selecting the contractor and having this project completed this summer.


JUNE 1, 2016

BCS 2176 The Bentley Strata Council Meeting Minutes June 1, 2016

2

Fire Protection Mandatory Inspection Levitt Safety performed the annual fire inspection this year. A notice was posted well in advance of the inspection and owners were provided with staggered inspection times throughout the day. The Council would like to thank the owners who cooperated with these arrangements and organized access to their suites. Despite these arrangements, 19 units were inaccessible during the 3 day inspection period. This annual inspection is mandatory under the Provincial Fire Code . Accordingly, another inspection date will be schedu led and posted. Any unit not providing access or making arrangements for access on that da te will be fined $100 and the unit’s owner will be required to have a fire safety inspection d one at their own cost and provide a certification of that inspection to Crossroads Management. Exterior Building Cleaning & Maintenance The Council is aware that many owners look forward to the annual cleaning of the balconies and windows. Regretfully, this cleaning must be delayed this year. A very comprehensive exterior maintenance report was commissioned this spring that revealed exterior maintenance issues that need to be addressed before the building can be cleaned and or painted. Council reviewed four quotes for addressing these issues and selected Prostar to complete the following projects this summer: -Cement crack repair and sealing, flashing repairs and caulking on all exterior surfaces of the building -Complete repair, sealing and a new membrane coating applied to the 5th floor “eyebrow” cement protruded separation where the green painting stops. -Complete painting of all green painted areas of the building -Balcony rinsing -Window washing Unfortunately, the exterior maintenance issues will have to be completed before the cleaning items can be undertaken. Speed Bumps The Council has approved the installation of speed bumps on the parkade ramp. These bumps will provide significant additional safety for pedestrian traffic in the visitor parking area as well as reduce a source of noise disturbance by slowing vehicles as they cross the grates at the bottom of the ramp. (7) NEW BUSINESS Parcel Locker The Council has approved a proposal received from Canada Post to install a parcel locker in the lobby. This locker will be installed at no cost to the strata corporation in the alcove next to the elevators and will make it unnecessary for residents to be at home when parcels are delivered. Canada Post will be providing residents with instructions on the use of the locker. (8) CORRESPONDENCE Issues, concerns or complaints that an owner would like to bring to the Council’s attention should be sent by letter or email to the attention of the Strata Manager, Mr. Don Cook, at Crossroads Management. This procedure will ensure the correspondence is properly documented and distributed to all Council members appropriately. Once received by Crossroads, all written correspondence will be reviewed and discussed by the full Council at the next scheduled meeting.

BCS 2176 The Bentley Strata Council Meeting Minutes June 1, 2016

3

Correspondence discussed at this meeting included various noise/nuisance complaints, maintenance requests, and interior remodeling requests/notifications. In addition, there were several building improvement recommendations submitted by owners at the AGM. These recommendations were reviewed and taken into consideration by the Council. (9) REMINDERS Owner Insurance Coverage Owners are reminded that when they renew their pers onal content insurance policy, they definitely should discuss the $50,000 strata water claim deductible with their broker to ensure they are properly insured. Owners are also advised that, if they are planning to be away from their unit for more than a few days, they should ma ke arrangements to have someone visit their unit on at least a weekly basis to ensure continuan ce of their insurance policy. Dryer Venting Maintenance Reminders A number of units in the building have experienced water related damage to their ceilings and around their windows. Factors contributing to this damage include: long runs of exhaust ducting, poor maintenance by owners by not keeping the lint traps cleaned, owners not running the dryer on high after removing the clothes, and poor air circulation and venting. To prevent water vapour damage in their unit, residents are advised to:






Damage resulting from high humidity levels in the unit is normally the responsibility of the owner. (10) ADJOURNMENT There being no further business, the meeting was terminated at 7:30 pm. The date for the next Council Meeting had yet to be determined. When a date is set, it will be shown in the "Strata Meeting Minutes" section of the strata website. On behalf of the Strata Council BCS 2176 Don Cook Senior Strata Manager CrossRoads Management Ltd. [email protected] 778 578-4445

1

LOCATION:


Port Moody.

STRATA COUNCIL

PRESIDENT Doug B.

VICE PRESIDENT

Gord A.

TREASURER Doug M.

COUNCIL MEMBER Janice W.


COUNCIL MEMBER Eileen M.

COUNCIL MEMBER

Lilian Z.

STRATA MANAGER Don Cook

E-Mail: [email protected]


CROSSROADS CONTACT & 24 HOUR SERVICE

Call 778-578-4445

ATTENDANCE: Doug M., Gord A., Janice W., Eileen M., Doug B., Lilian Z. Regrets : Eve K. PROPERTY MANAGER: Don Cook, CrossRoads Management. (1) CALL TO ORDER It was MOVED / SECONDED to call the meeting to order at 5:05 pm. (2) MINUTES It was MOVED / SECONDED to approve the minutes of the Council Meeting held June 1, 2016. CARRIED To access Council meeting minutes, Bylaws, Rules an d other information, please sign into the strata maintained website at: bentleyportmoody.ca

(3) FINANCIALS It was MOVED / SECONDED to approve the financial statements for May, June & July, 2016. CARRIED Although the current budget was in a surplus position as of July 31, Council was advised that most of the exterior building maintenance and cleaning invoices had not yet been posted. BEMCO was contracted in April to provide the Council with an exterior maintenance inspection report. Prostar Painting was hired to perform the exterior repairs identified in BEMCO’s report. This repair work was bundled together with exterior building cleaning as well as the painting of all the green exterior surface areas at a significant cost savings. In the process of working through the exterior sealing of concrete cracks and routine repairs, Prostar identified additional maintenance issues that required immediate attention. These priority repairs amounted to an additional $20,000.00 of unexpected costs above what was budgeted for the combined project work.

Incorporated into the ongoing strata budgeting is an annual reserve amount of $25,000.00 that is specifically designated for exterior building expenditures. As reflected on the strata corporation balance sheet, the total, to date, for that reserve fund is $180,000.00. The strata manager and Council discussed paying the invoice for the additional exterior repairs of $21,895.00 from this reserve fund as an emergency contingency expense, as per the purpose of this fund. Council approved this expenditure. Council has approved the posting of year-to-date financial statements in the "Other Strata Documentation" section of the strata website.


AUGUST 31, 2016

BCS 2176 The Bentley Strata Council Meeting Minutes August 31, 2016

2

ARREARS (Owner Strata Fees) The Strata Council wishes to acknowledge the owners that pay their strata fee payments on time and to urge those owners in arrears to forward payments as soon as possible. (4) REPORT ON LITIGATION: nothing to report (5) REPORT ON UNAPPROVED EXPENDITURES: nothing to report (6) BUSINESS ARISING FROM PREVIOUS MINUTES At the AGM, a $50K CRF funding proposal related to the LED lighting upgrade installation was approved. This project was well received by the owners at the AGM. The lighting upgrades are nearing completion now and the cost savings in electricity expenses will be monitored and used to pay for this upgrade project. The Council wishes to thank all owners for their attention to the annual fire protection inspections. Unfortunately, there were about 20 units that were not able to provide access at the time of the initial scheduled inspection. All 20 units were inspected on the second scheduled date. This inspection procedure is an important matter for all residents and 100% compliance / cooperation in allowing access when these fire inspections are scheduled is expected. As a reminder, any unit not providing access or making arrangements for access on the scheduled dates will be fined $100 and the unit’s owner will be required to have a fire safety inspection done at their own cost and provide a certification of that inspection to Crossroads Management. (7) NEW BUSINESS Parcel Box The Council has approved a proposal received from Canada Post to install a parcel locker in the lobby. This locker will be installed at no cost to the strata corporation. It will be installed in the alcove next to the elevators and will make it unnecessary for residents to be at home when Canada Post parcels are delivered. Canada Post will be providing residents with instructions on the use of the locker. These instructions will also be placed in the alcove area in September. (8) CORRESPONDENCE Issues, concerns or complaints that an owner would like to bring to the Council’s attention should be sent by letter or email to the attention of the Strata Manager, Mr. Don Cook, at Crossroads Management. This procedure will ensure the correspondence is properly documented and distributed to all Council members appropriately. Once received by Crossroads, all written correspondence will be reviewed and discussed by the full Council at the next scheduled meeting. (9) REMINDERS Owner Insurance Coverage Owners are reminded that when they renew their pers onal content insurance policy, they definitely should discuss the $50,000 strata water claim deductible with their broker to ensure they are properly insured. Owners are also advised that, if they are planning to be away from their unit for more than a few days, they should ma ke arrangements to have someone visit their unit on at least a weekly basis to ensure continuan ce of their insurance policy.

BCS 2176 The Bentley Strata Council Meeting Minutes August 31, 2016

3

Dryer Venting Maintenance Reminders A number of units in the building have experienced water related damage to their ceilings and around their windows. Factors contributing to this damage include: long runs of exhaust ducting, poor maintenance by owners by not keeping the lint traps cleaned, owners not running the dryer on high after removing the clothes, and poor air circulation and venting. To prevent water vapour damage in their unit, residents are advised to:






Damage resulting from high humidity levels in the unit is normally the responsibility of the owner. (10) NEW BUSINESS A Notice has recently been posted regarding ant activity that has been reported by some residents. The Council is in process of categorically identifying the specific type of ant being reported and researching the appropriate treatment options. In order for the strata to address this issue appro priately, it is very important that any ant activity be reported to Crossroads management. Don Cook 778 578-4445 [email protected] If you have seen any ant activity within your unit, please do not use any household ant spray as this will make the problem worse to treat and eliminate. Building WIFI access. Residents are advised that WIFI access is now available in the common areas on the first floor of the building. A general Notice regarding this WIFI availability will be posted and WIFI access details and terms of use will be posted in the Exercise room. Fitness room upgrades / additions. The Council heard from a number of owners at the AGM requesting additional fitness upgrades be considered. This matter will be fully reviewed at the next Council Meeting. (11) ADJOURNMENT : There being no further business, the meeting was terminated at 6:40 pm. The date for the next Council Meeting has been scheduled for October 5th, 2016. On behalf of the Strata Council BCS 2176 Don Cook, Senior Strata Manager, CrossRoads Management Ltd. [email protected] 778 578-4445

1

LOCATION:


Port Moody.

STRATA COUNCIL

PRESIDENT Doug B.

VICE PRESIDENT

Gord A.

TREASURER Doug M.




COUNCIL MEMBER

Lilian Z.





Call 778-578-4445

ATTENDANCE: Doug M., Gord A., Janice W., Eileen M., Doug B., Eve K. Regrets : Lilian Z. PROPERTY MANAGER: Don Cook, CrossRoads Management. (1) CALL TO ORDER It was MOVED / SECONDED to call the meeting to order at 5:05 pm. (2) MINUTES It was MOVED / SECONDED to approve the minutes of the Council Meeting held August 31, 2016. CARRIED To access Council meeting minutes, Bylaws, Rules an d other information, please sign into the strata maintained website at: bentleyportmoody.ca

(3) FINANCIALS It was MOVED / SECONDED to approve the financial statements for August, 2016. CARRIED The current budget is now in a deficit position as of August 31, 2016. The Council was advised that most of the exterior building maintenance and cleaning invoices have now been posted. The prior year surplus will be used this year to supplement funding for these projects. This exterior repair work was bundled together with the exterior building cleaning and the painting of all the green exterior surface areas resulting in a significant cost saving. Council approved the posting of year-to-date financial statements in the "Other Strata Documentation" section of the strata website. ARREARS (Owner Strata Fees)

The Strata Council wishes to acknowledge the owners that pay their strata fee payments on time and to urge those owners in arrears to forward payments as soon as possible. GIC Investing The strata manager reported that he had negotiated a GIC rate of 1.3% at Westminster Savings on a maturing GIC that had been transferred from Scotia Bank. After reviewing further recommendations & options presented by Crossroads Management, a motion was made by the Treasurer that an additional $200,000.00 be invested in another redeemable GIC at Westminster Savings. MOTION CARRIED


OCTOBER 5, 2016

BCS 2176 The Bentley Strata Council Meeting Minutes October 5, 2016

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(4) REPORT ON LITIGATION: nothing to report (5) REPORT ON UNAPPROVED EXPENDITURES: nothing to report (6) BUSINESS ARISING FROM PREVIOUS MINUTES Ant Activity A Notice will again be posted regarding ant activity that has been reported by some residents. The Council has reviewed multiple treatment option proposals. Based upon this review, a number of units will be put on a 3 month treatment program with Blue Vest Pest Control. The units to be treated will receive direct Notices to the unit. Notices will also be sent to any non-resident owners. Please note that the type of ant being treated is n ot the common variety black ant that is typically attracted to sugar sources for food. The ant being targeted by this treatment program is a very tiny, reddish brown ant that coul d easily be overlooked by residents, and would most likely be found in the bathrooms or near greasy surfaces. In order for the strata to address this issue appro priately, it is very important that any ant activity be immediately reported to Crossroads mana gement. Don Cook 778 578-4445 [email protected] If you have seen any ant activity within your uni t, please do not use any household ant spray as this will make the problem w orse to treat and eliminate. Fitness room upgrades / additions The Council heard from a number of owners at the AGM requesting that additional fitness upgrades be considered. This matter has now been reviewed and a committee formed to provide the Council with recommendations. The committee report will include proposals to completely modernize the fitness equipment over time as well as more immediate steps that would add versatility to the facility such as dumbbells with a bench, and stretching and flexibility equipment. Parcel Box Canada Post has now installed a parcel locker in the lobby that will make it unnecessary for residents to be at home when Canada Post parcels are delivered. This locker has been installed at no cost to the strata corporation. Canada Post will be providing residents with instructions on the use of the locker. These instructions will also be placed in the alcove area near the box in October. (7) CORRESPONDENCE Issues, concerns or complaints that an owner would like to bring to the Council’s attention should be sent by letter or email to the attention of the Strata Manager, Mr. Don Cook, at Crossroads Management. This procedure will ensure the correspondence is properly documented and distributed to all Council members appropriately. Once received by Crossroads, all written correspondence will be reviewed and discussed by the full Council at the next scheduled meeting. Items of correspondence reviewed by the Council at this meeting included; in-suite renovation requests, improper amenity room usage, parkade membrane damage by vehicle tire skid marks, owner charge backs and maintenance issues.


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(9) REMINDERS Owner Insurance Coverage Owners are reminded that when they renew their pers onal content insurance policy, they definitely should discuss the $50,000 strata water claim deductible with their broker to ensure they are properly insured. Owners are also advised that, if they are planning to be away from their unit for more than a few days, they should ma ke arrangements to have someone visit their unit on at least a weekly basis to ensure continuan ce of their insurance policy. Important Dryer Venting Maintenance Reminders A number of units in the building have experienced water related damage to their ceilings and around their windows. Factors contributing to this damage include: long runs of exhaust ducting, poor maintenance by owners by not keeping the lint traps cleaned, owners not running the dryer on high after removing the clothes, and poor air circulation and venting. To prevent water vapour damage in their unit, residents are advised to:






Damage resulting from high humidity levels in the u nit is normally the responsibility of the owner . Dryer Vent Cleaning The strata will be scheduling Air Vac Services, a Dryer Vent Cleaning company, to clean all unit dryer vents from the outside of the building in November. As they did last year, the company will offer an in-suite dryer vent cleaning service for any owner who contacts them and schedules this service in advance. This service would be an owner expense of $60 plus GST. An additional upgrade offered by the company is to change the dryer vent grill screen, situated on the balcony, to a wider mesh grill. The owner expense for a new grill would be $30 plus GST but again, this service must be coordinated in advance with Air Vac directly. Further information will be provided to owners in a Notice posted mid month. (10) NEW BUSINESS Security System Upgrade Council is currently attempting to replace a failed computer which is used for adding, deleting and changing fobs in the building’s security system. While the security system is performing well, it is outdated, no longer supported by the manufacturer and only operates on an obsolete PC system. It is hoped that we will be successful in replacing the failed computer to meet the


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immediate need and allow time for Council to fully review comprehensive upgrade proposals to the security system. Preliminarily research indicates the cost for such an upgrade might be at least $30K. Maintenance Contract Total Energy Systems is the current mechanical maintenance contractor for the building. They have proposed about a 5% increase in their annual service agreement. It was Moved/Seconded to approve a new contract reflecting this contract increase. CARRIED The Council have been working with Total Energy Systems by having them trouble shoot an intermittent issue with the lack of, or slow, hot water supply to some suites on a few floors. The new contract includes 2 extra cleanings of the Booster Water Heaters located on the 7th and 14th floors. Caretaker Vacation Time Mara Savic has been the building caretaker for several years now, overseeing the building cleaning, acting as the owner contact person for all elevator & amenity room bookings and Fob programming, as well as interfacing with maintenance contractors and service vendors. The smooth daily operation of the Bentley is credited to her. The Council is pleased to award her a well-earned, additional week of annual vacation time. Pet Bylaw Council has received numerous questions regarding the reason for the part of Bylaw 5.2(d) which restricts dogs at the Bentley to animals weighing no more than 25 lbs. As far as long time residents can recollect, there were no incidents in the building involving trouble with large dogs in the period before March 10, 2009 when this part of the bylaw was enacted and, when canvassed, residents of another local building which allows larger dogs report no problems related to the size of owners' dogs. To give owners a chance to reconsider this issue, Council is considering the presentation of a resolution at the Annual General Meeting next spring to repeal the dog size restriction. Repeal would require the approval of 75% of the owners attending the meeting. Owners who have concerns or comments regarding this issue are invited to pass them on to Council through the property manager. (11) ADJOURNMENT There being no further business, the meeting was terminated at 7:25 pm. The date for the next Council Meeting has been scheduled for November 1st, 2016. On behalf of the Strata Council BCS 2176 Don Cook Senior Strata Manager CrossRoads Management Ltd. [email protected] 778 578-4445

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LOCATION:


Port Moody.

STRATA COUNCIL

PRESIDENT Doug B.

VICE PRESIDENT

Gord A.

TREASURER Doug M.




COUNCIL MEMBER

Lilian Z.





Call 778-578-4445

ATTENDANCE: Doug M., Gord A., Janice W., Lilian Z., Doug B., Eve K. Regrets : Eileen M. PROPERTY MANAGER: Don Cook, CrossRoads Management. (1) CALL TO ORDER It was MOVED / SECONDED to call the meeting to order at 5:20 pm. (2) MINUTES It was MOVED / SECONDED to approve the minutes of the Council Meeting held October 5, 2016. CARRIED To access Council meeting minutes, Bylaws, Rules an d other information, please sign into the strata maintained website at: bentleyportmoody.ca

(3) FINANCIALS It was MOVED / SECONDED to approve the financial statements for September, 2016. CARRIED Reminder, as previously stated in the October meeti ng minutes: The current budget is still in a deficit position as of September 31, 2016. The Council was advised that most of the exterior building maintenance and cleaning invoices have now been posted. The prior year surplus will be used this year to supplement funding for these projects. This exterior repair work was bundled together with the exterior building cleaning and the painting of all the green exterior surface areas resulting in a significant cost saving. Council approved the posting of year-to-date financial statements in the "Other Strata Documentation" section of the strata website.

ARREARS (Owner Strata Fees) The Strata Council wishes to acknowledge the owners that pay their strata fee payments on time and to urge those owners in arrears to forward payments as soon as possible. (4) REPORT ON LITIGATION: nothing to report (5) REPORT ON UNAPPROVED EXPENDITURES: nothing to report


NOVEMBER 1, 2016

BCS 2176 The Bentley Strata Council Meeting Minutes November 1, 2016

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(6) BUSINESS ARISING FROM PREVIOUS MINUTES Ant Activity A number of units have been put on a 3 month treatment program with Blue Vest Pest Control. The units to be treated will receive direct Notices to the unit. Notices will also be sent to any non-resident owners. Please note that the type of ant being treated is n ot the common variety black ant that is typically attracted to sugar sources for food. The ant being targeted by this treatment program is a very tiny, reddish brown ant that coul d easily be overlooked by residents, and would most likely be found in the bathrooms or near greasy surfaces. In order for the strata to address this issue appro priately, it is very important that any ant activity be immediately reported to Crossroads mana gement. Don Cook 778 578-4445 [email protected] If you have seen any ant activity within your uni t, please do not use any household ant spray as this will make the problem w orse to treat and eliminate. Security System In the minutes of the last meeting it was noted that council had been advised by our system contractor that the failure of the control computer for the building's fob access system might require a very costly upgrades to our entire access system to make it compatible with newer control software. We are pleased to report that council engaged a different contractor who was able to replace the failed computer and restore our existing system to full functionality, thus avoiding the need for a costly upgrade at this time. The Council will be obtaining quotes to upgrade our video security system to include more cameras with much better picture resolution. Residents are advised that, with the opening of the Evergreen Line Inlet Station, property crime in the area may increase. Hence, attention to security issues is important for everyone. It is particularly important to restrict access to the building to persons you know. Accordingly, residents are asked to wait for each parkade gate to close behind them before proceeding - both when entering the parkade and when leaving. Fitness room upgrades / additions The Council heard from a number of owners at the AGM requesting that additional fitness upgrades be considered. A committee report is being prepared that will include proposals to completely modernize the fitness equipment over time as well as more immediate steps that would add versatility to the facility such as dumbbells with a bench, and stretching and flexibility equipment. Dryer Vent Cleaning The strata will be scheduling Air Vac Services, a Dryer Vent Cleaning company, to clean all unit dryer vents from the outside of the building in November. As they did last year, the company will offer an in-suite dryer vent cleaning service for any owner who contacts them and schedules this service in advance. This service would be an owner expense of $60 plus GST. Further information will be provided to owners in a Notice to be posted this month.

BCS 2176 The Bentley Strata Council Meeting Minutes November 1, 2016

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Pet Bylaw Council has received numerous questions regarding the reason for the part of Bylaw 5.2(d) which restricts dogs at the Bentley to animals weighing no more than 25 lbs. To give owners a chance to reconsider this issue, Council is considering the presentation of a Resolution at the Annual General Meeting next spring to repeal the dog size restriction. Repeal would require the approval of 75% of the owners attending the meeting. Owners who have concerns or comments regarding this issue are invited to pass them on to Council through the property manager. The Council will be gathering information on this topic from multiple sources in order to provide informed and updated information to the owners regarding dog behavior and incident history. The Pet Bylaw will also be comprehensively reviewed for other amendments / restrictions that would provide residents a balance between dog ownership and safety & control restrictions. (7) CORRESPONDENCE Issues, concerns or complaints that an owner would like to bring to the Council’s attention should be sent by letter or email to the attention of the Strata Manager, Mr. Don Cook, at Crossroads Management. This procedure will ensure the correspondence is properly documented and distributed to all Council members appropriately. Once received by Crossroads, all written correspondence will be reviewed and discussed by the full Council at the next scheduled meeting. Items of correspondence reviewed by the Council at this meeting included; in-suite renovation requests, parkade gate damage being charged back to an owner, owner insurance charge backs, maintenance requests, and comments on the proposed amendments to the Pet Bylaw. (8) NEW BUSINESS Elevator Brake Testing The Safety Code requires annual elevator brake testing and inspection documentation to be filed with the provincial regulatory body. Both elevators passed their testing and their reports have been filed. Strata Corporation Appraisal Renewal Annually, the strata corporation’s building, assets and grounds are appraised. The valuation is primarily used by the Strata insurance company to calculate the Strata Corporation assets replacement costs and to determine the total premium each year.

(9) ADJOURNMENT There being no further business, the meeting was terminated at 7:15 pm. The date for the next Council Meeting has been scheduled for January 11, 2017. On behalf of the Strata Council BCS 2176 Don Cook [email protected] 778 578-4445 Senior Strata Manager CrossRoads Management Ltd.

Documents

BCS 2176 THE BENTLEY STRATA COUNCIL MEETING MINUTES ... 2016 Minutes.pdf · by letter or email to the attention of the Strata Manager, Mr. Don Cook, at Crossroads Management. This