SUNRIDGE ESTATES COUNCIL MINUTES APRIL 16th 2009

Sunridge Estates Council Meeting

April 16th 20097:00 pm Unit #205
In attendance:
President Rob Johnson 103 Val Crocker 219 Regrets
VIP Terry Matuschewski 405 Amanda Parent 205
Eleanor Pederson 227 Quan Yung 104
Glen Pierce 516 Regrets AI MacLeod - Past President
Baywest Not in attendance

Quorum reached - Meeting started at 7: 08 pm

Minutes: Motion to accept March 22nd 2009 minutes as written- Motion 227/405 Passed unanimously
Final 2008 Financials received/reviewed - Motion to accept Motion 4051205 Passed unanimously

Motion 227/205 Any acct in good standing will have until June 01 st without penalty to make up the balance owing for
the increase from Jan -April. Those in arrears already will continue to accumulate fines. Passed unanimously

REOUEST FOR HEARING

FEB.09.01 - REF #50 - Owner attended the meeting at 7:35 pm - AI MacLeod left the meeting until hearing concluded.

OLD BUSINESS -

1. ADMINISTRATION
PLEASE NOTE - ALL UNIT & STRATA LOT NUMBERS THAT AFFECT PRIVACY HAVE BEEN REMOVED-
FUTURE ISSUES WILL BE IDENTIFIED WITH REF# ONLY.

TRANSITION FROM OLD COUNCIL

1. Acceptance of Council Directives 2008 (attached)
Council was presented with a complete list of guidelines developed over the previous year in keeping with the Strata
ActlBylaws for insurance of proper representation of all owners. Motion to accept & follow 205/405 Passed
2. Assignment of duties & responsibilities 7 categories (attached)
Council was presented with a breakdown of activities and areas of responsibility for each council member to ensure
compliance with our warranty issues and maintenance of the complex and fair distrib'ution of responsibilities.
3. Priorities and outstanding issues
Warranty - Repairs - Landscaping
Council was advised that while different priorities may surface over time, the priority is to maintain our warranty
and protect the buildings of the complex. Discussion ofthe appropriate process for completion oflandscaping was
discussed.
4. Tracking lists - Tbe president was given tbe strata tracking list used by council to record any and all actions/repairs,
bylaw infractions, documentation rcvd, etc. It was suggested that this process continue. All council members will
continue to record all their activities for insertion into tbis tracking list.
5. Contact IistJ~- owner emergency numbers/company numbers have been passed to the President - a few more to
follow.
6. Bylaw infraction notice - Due to the difficulty with some owners refusing to respect the bylaws and the difficulty in
getting notices to owners of such infractions in a timely manner - A form was presented for use by council to provide
instant notice to an owner, by advising that the owners action were under question and to expect tbe infraction to be
discussed at the next council meeting. Further occurrences will be treated separately from the original notice.
Owners can then deal with tbis via the procedures outlined in the Bylaws.
7. Keys for storage - electrical room - storage locker key - strata box were returned.
8. Partial information has been provided of the records to bring council up to speed on existing issues, and the rest will
be provided in the next week. Most of it in pdf format.

April6th/09 SCHEDULED COUNCIL MEETINGS - New council will set schedule with Teamwork.

Rob Johnson - Email -broncos@telus.net Page 1 of6

These minutes were generated by Strata Council.
 SUNRIDGE ESTATES COUNCIL MINUTES APRIL 16th 2009

FEB.03/0S COMPLEX COMMUNICATIONS - PLEASE CHECK THE MAILBOXES FOR UPDATES.

.. '. ~." p~R~·~cnON ~QUl)tED. " .' .'

ALL non-emergency issues need to be given tocoDDcil m writiJig. Please do not contact Teamwork directly.
.... . .. -. . USE THE STRATA BO.x AT 227.

FEB.05/0S OWNER INFORMATION SHEETS - Baywest has not performed well in providing up todate information on new
owners. This list will be dealt with by Teamwork as the contact sheets are received from their package. (ONGOING)

FEB.IO/08 EXISTING RECORDS - Data basing of all issues continues (see previous minutes for list)

OCT01.01/0S/ Baywest - Our relationship with Baywest will terminate on April 31st• Owners can greatly assist the new
management company by providing their contact information to Teamwork as per their package in a timely manner.

Mar.22.11/09 Unit 205 - New owners - Council got new owners info (CLOSED)

Mar.22.13/09 - Storage company contract has been renewed. (CLOSED)

The possibility of having all documents scanned is being explored.

Mar.22.15/09 - Council has been collecting owner email addresses and would like to set up a group mailing for important
issues and possible distribution of minutes. Timely notification of problems in the complex or owner actions can be addressed
in this manner, cutting costs and keeping owners informed. Those without computers or who do not wish to receive
notifications, will rely on notices at the mail boxes as per current operating procedures.

IF YOU HAVE NOT ALREADY PROVIDED YOUR EMAIL TO COUNCIL AND YOU WISH TO RECEIVE
EITHER MINUTES, TIMELY NOTIFICATIONS AND/OR REMINDERS BY EMAIL - PLEASE SEND AN
EMAIL WITH YOUR UNIT NUMBER AND APPROVAL TO ELEANOR PEDERSEN EMAIL ADDRESS
toodanes@hotmail.com
I If you are not authorized to communicate with Council bye-mail, please do not respond.

2. FINANCIALS
FEB.ll NOV 12TH/08 - DATABASE & REVIEW OF ALL INVOICES 200712008 - 2008 ongoing-

SEP 07.01/08 LIEN LETTERS - 4 lien letters have been sent. One owner has paid in full, another partial payment and on a
payment plan. (ONGOING)

FEB.17108 OWNERS HONOURARIM GUIDELINES - this program is being used for Project related activities and thus far
has resulted in substantial savings for work done. No current honorariums are outstanding.

Petty Cash fund - Treasurer was unavailable for the meeting but advised a $ 9.00 discrepancy had been resolved.

OCT 01.04 - NOV 12th/OS-Owners responsible for administration charges (chargeback discussion)
To be discussed with Teamwork (ONGOING)

OCT 01.14/08 - REF # 2 Letter from owner about insurance claim. Apr 16/09 Baywest has provided the documentation OD
this issue and more information is needed to clarify (common property) Council will approach CHOA (ONGOING)

DEC. 03.01/08 Snow Removal Contract - Final invoice received. Adjusted down by approx $1,000. Invoice to be sent to
Baywest for payment ( (ONGOING)

FEB.09.12- REVENUE CANADA - TAX RETURN - received a request to file an income tax return for the strata. This is
being addressed by an accountant.
3. BYLAW ISSUES
Two council members wiU need to be in attendance for any complaint/dispute resolution. H an owner has a concern, they
sbould put itin writing and it will be addressed accordingly.

Rob Johnson - Email -broncos@telus.net Page 2 of6

These minutes were generated by Strata Council.
 SUNRIDGE ESTATES COUNCIL MINUTES APRIL 16'" 2009
FEB.18/08 BYLAWS - All owners are responsible to know and abide by our bylaws.
Council is responsible for enforcement as outlined in the Strata Act and Bylaws.

WRlTfEN COMPLAINTS - any owner bas a rigbt to cbaUenge a decision of council and tbe process is clearly identified in
tbe Bylaws. An invesnganon wiU be undertaken to ensure proper procedures have been foUowed by Council andiif not, tben
tbe issu~ will be rectified. It is tbe owner's respOnsibility to follow tb()se steps. .. .

PARKING
OWNER'S ARE NOT RESPECTING THE BYLAWS, AND ARE USING VISITOR PARKING.
AUTOMATIC TOWING AND APPLICABLE FINES WILL BE IMPLEMENTED IMMEDIATELY.
OCT 01.14)08 REF # 6 - Unauthorized cbanges to unit - Baywest has provided a letter. Following amendments to tbis letter
by council, it will be presented to tbe owner for signature (ONGOING)

JAN 10.14 REF # 35 An owner was warned twice about parking in visitors. (CLOSED)

Mar.22.09/09 Ref# 49 - Bylaw infraction - parking - owner utilized visitor parking on several occasions. Baywest bas
provided Ietter for councils review. (ONGOING)

Mar.22.12/09 Ref# 50-- Owner bas requested a bearing to appeal a fine for exceeding tbe work in tbe original assumption
letter. APRIL 16TH - Owner attended a bearing. Council to respond in writing. (CLOSED)

Mar.22.14/09 Ref# 51 Motion to fine owner for dog offleasb - passed unanimously.

Mar.22.16/09 Garbage on site - Owners leaving probibited materials or garbage beside tbe bins will be fined for tbis activity.
Please be advised, that restricted materials as identified on the bins, are tbe individual owners responsibility and it is costly
for tbe Strata to bave tbis removed. The costs of removal and fine will be charged back to the owner.

Bylaw infraction letters allow for a bearing witb council to discuss the issue prior to tbe fines or other actions being taken. Failure
to request sucb a meeting will resuItin tbe stated actions being implemented against tbe owner involved following tbe next council
meeting.

4. LEGAL
FEB.24/08 PETER SLACK - 209 - Peter bas been assigned tbe authority of council to act as our liaison witb the Litigation
firm of Stephen Hamilton. As per notice given at AGM, tbey are working on a new mediation date.

FEB.25/08 STRATA LAWYER - Council to contact Adrianne Murray for bylaw direction as well as COHA.

FEB.09.02 -Insurance claim - visitor fell and hurt themselves on stairs -lawyer has contacted Baywest with summary of
injuries. Council will work witb insurance company on the matter. Mar 22/09 Council advised Insurer on snow removal
contract. Follow up with additional information is required. (ONGOING)

5. BUILDING ENVELOPEIWARRANTYIINSURANCE
OWNERS WHO HAVE DISCONNECTED FIREPLACES NEED TO ADVISE COUNCIL PRIOR TO
RECONNECTION. THIS IS A SAFETY REOUlREMENT.

FEB.3t/08 -NOV 12th BALCONY MEMBRANES Heatherbrae has contracted PBEM to do tbese repairs"

APR 30th /08- Nov 12th- PBEM - site review - -WILLIS INSURANCE - Council contacted our service provider for warranty
and with the existing report from PBEM, Council must clarify witbin the report all work done by strata, roof cleaning etc for
the yearly records. April ] 6th- Council to review all repairs and finalize reports for warranty coverage. (pRIORITY)

FEB.34/08 UNIT 206 - WATER INGRESS - stonework area front of unit - discussed with HlBrae - PBEM to repair.

FEB.35/08 - NOV tth RETAINING WALL REPORT - Oec 03rd update -Permit with city to be cleared (ONGOING)

JAN ]0.12 PBEM will inspect 1 unit - headers over old sliding glass doors. April 16th- Unit 423 will be given a 48 hr notice
for repairs to commence on April 21" (ONGOING)

Rob Johnson - Email - broncos@telus.net Page 3 of 6

These minutes were generated by Strata Council.
 SUNRIDGE ESTATES COUNCIL MINUTES APRIL 16'" 2009

6. COMMON PROPERTY
FEB.39/08 COMMON PROPERTY - The following table shows a list of outstanding issues for 2009 Council.

Hot water tank repairs Owners responsibility Final report Mav Olst -letters to follow
Ceiline: repairs - drainae:e inspection To be done 5 units require interior modification(ducts)
Wood retaining walls 41I Ene:ineer to inspect Clear permit with city hall
Concrete retainine: walls - To be cleaned /painted All-remainine: walls and front on Lansdowne
Rambler Gate fence To be repaired Shrubs planted to deter vandalism
Old Sliders 423 to be repaired Apr 21st Remainder to follow - contact Council
Pavinz repairs 4051327 Speed bumps to be installed
Curbiaz in complex Part of Iandseaptna
Rambler Gate - To be painted USE AT OWN RISK
Unit sensors - Semi-annual eleanina Problem on 2 buildine:s - 1 sensor replaced
Complex Iie:htine: 1 Needs repair
Flat roof- To be Cleaned
Balcony membranes Company on site Apr 16tb Needs material info/installer
Sie.nae.e To be painted
Landseapina - stump removal Quotes being sought
Fire alarm testine:IDuctlFireplace To be scheduled
Gutter / Window cleanine: To be scbeduled
PBEM site survey To be scheduled

FEB.42/08 GARAGE DOOR MAINTENANCE - Old doors need servicing on a regular basis, Council will get quote for this
service to prolong the life oC existing doors (ON HOLD)

FEB.46/08 BUILDING ENVELOPE - FEB 09TH Fed Ex claim - Council signed release. (CLOSED)

MAY 26th NOV 12TH/OS_HOT WATER TANK DRAINS- APR 16THAll units bave now been inspected, Awaiting final
report in May - Some owners will need to have repairs done to their tanks etc, prior to ceiling repairs (ONGOING)

APR 30th/OS-POWER WASHING - All remaining walls to be painted - Council will purchase paint (ON HOLD)

APR 30th 109 -PAVING REP AIRS - Alternatives to curbing are being sougbt (ON HOLD)

JULY03.10/08 GARAGE DOOR REPAIRS/ADJUSTMENTS - was repaired, but owner bas indicated a problem as of Sept
26th• Overhead doors to investigate (ONGOING)

Mar.22.04/09Unit 405 - water main break - repaired - driveway to be repaired (ONGOING

Mar.22.10/09 Unit 111 - pest control- mouse droppings in crawl space. Pest control to visit (ONGOING)

7. GATE - FENCING - DECKS

FEB.4S/0S RAMBLER GATE - No safety loop - USE AT YOUR OWN RISK
Nov 12th- 6 clickers are available at 40.00 each. Snow removal bas one. One for landscapers

FEB.49/ Apr 30th 1081 DECKS - DECK REOUESTS CURRENTLY ON FILE - 504, 326, 40S, 201, 409.402(ON HOLD)
Council will bave an information meeting to discuss the options prior to having the owner determinations sent to a lawyer.

JULY 03.19/08 Sunridge sign age - April 16th Unit owner 205 volunteered to paint (ONGOING)

JAN 10.04 SNOW REMOVAL - the front entrance post was hit by tbe snow backhoeand also parts of the speed bumps were
affected. APR 16th Company will attend site next week to review damage and initiate repairs (ONGOING)

JAN J 0.06 REF # 31 RAMBLER GATE - an owner hit the gate and has filed an ICBC claim. Gate has been repaired and
awaiting finalization of claim by ICBC (ONGOING)

Rob Johnson - Email- broncos@telus.net Page 4 of6

These minutes were generated by Strata Council.
 SUNRIDGE ESTATES COUNCIL MINUTES APRIL 16th 2009
8. LANDSCAPING
NOV12th/08- LANDSCAPING - Council to search for new bids for landscaping for next year (ONGOING)

OCT 01.10/08 Tree replacement - Trees identified. (ON HOLD)

NOV 12th/08- Stump removal- Apr 16th_further quotes being sought (ONGOING)

9. UNITS - OWNERS RESPONSmILITIES/ UNIT REP AIRSIIMPROVEMENTS

FEB.53/08 CHANGES TO INTERIOR OF UNITS - (pRIVILEDGE LETTER NEEDED)
(Council is logging all privilege letters as an insurance requirement, and it should be understood that work cannot commence
without Council approval first. Signing the letter and turning it in, (is NOT approval)

FEB.56/08 UNIT REF # 12--issue with flooding 2007 - Baywest has provided guidance that is contrary to previous precedents
in the complex. Council will take to CHOA. (ONGOING

FEB. 63/08 REF # 14 - Sidewalk safety - owner is requesting deck to alleviate (ONGOING)

JUL Y31.18/08 REF #18 - Electrical problems - unit needs breaker switch repair. Dec 03rd Letter sent by Baywest Feb 09th
Followup required to ensure this safety issue is resolved. An electrician on site has volunteered to review and repair this
problem (ONGOING)

OCT 01.13/08 REF #21 - reported a slow water leak from unit above. Baywest has sent a letter of responsibility to the
owner of the unit above. Repairs have been scheduled. Followuprequired. (ONGOING)

NOV 12.06/08 REF #23 Hot water tank - Council directed Baywest to follow up and get written confirmation that this
problem is resolved and can be closed • (ONGOING)

NOV 12.08/08 REF #24 - Council directed Baywest to followup to ensure that mold issue was done to a safe standard. A
letter is being reviewed by council (ONGOING)

NOV 12.15/08 REF #25 - Flooring request - signed letter received. Forwarded to Baywest (CLOSED)

JAN ] 0.03. REF # 29 - A safety valve on a dishwasher resulted in water - paperwork was received and all charges and
deductibles need to be charged to the owner (ONGOING)

JAN ]0.15 REF # 36 - An owner has requested permission to install flooring. New standards to apply. Letter of assumption
sent - awaiting response from owner. Owner is not responding. Baywest advised to take action. (ONGOING)

Mar.22.01/09 Ref #47 Owner indicated that replacement of retaining wall has loosened their hot tub on their deck and want
strata to repair. Hot tub to be removed following registration of bylaws. (CLOSED)

Mar.22.04/09 Unit 426 - Old hot water tank flooded unit below. Owner to initiate all repairs to both units. Owner from unit
below has not received any direction as yet about repairs. Council to address. (ONGOING

Mar.22.05/09 Unit 506 - Toilet supply line broke. Owner from unit below verbally stated that repairs were carried out to his
satisfaction. Council asked him to forward an email to council for the records (CLOSED)

Mar.22.06/09 Unit 22]1322 - Water problem in kitchen - result of broken hose bib. Owner of unit 221 is authorized to repair
drywall to match existing updates in unit. Strata's responsibility (ONGOING)

Sept 07.20 Owners are reqnired to clean and maintain the entrances to their buildings as per the bylaws. Please take a
few minutes to ensnre yonr area is clean. If Council has to pay to have this done, it will be charged back to the owner.
We are working diligently to get this complex in order, and EVERY owner needs to do their part.aws.

10. MISCELLANOUS
FEB.09/07 - REF # 42 - Animal under decking - no update from owner (ONGOING)

"NEW BUSINESS"

Rob Johnson - Email-broncos@telus.net Page 5 of6

These minutes were generated by Strata Council.
 SUNRIDGE ESTATES COUNCIL MINUTES APRIL 16th 2009

TH
APR.16/09.01 AGM RESOLUTIONS POSTED ON MAILBOXES APRIL 08 & (IN MINUTES WITH FEE INCREASES.)

APR 16/09.02 HOT TUBS - Following registration of the bylaws, all tubs, electrical and plumbing and piping will need to be
removed. As the strata has no record of authorization, all existing tubs will need to be removed within 30 days.

APR 16/09.03 DECK PAINTING - Council will purchase the paint, but cannot release it until registration of the bylaws at land'
titles office. (ONGOING)

APR 16/09.04 AGM minutes complete with summary of bylaws approved was sent to Baywest and they were instructed to
register at land titles office. (ONGOING)

APR 17/09.05 INSURANCE DEDUCTIBLES - our water damage deductible has been increased to $5,000 from $2,500. Owners
are urged to contact their insurance company to verify they are covered to tbat amount. .

APR.16/09.06 TEAMWORK PACKAGES WERE DISTRIBUTED IN COMPLEX. Please ensure your timely return of
requested information to teamwork, to allow for a smooth transition.

APR 16/09.07 Council received an invoice from Baywest for authorization to pay - our records showed it had been paid in
December. Under review.

APR 16/09.08 Discrepancy in Waste Mgmt contract and direction of Baywest in setting up service. Info sent to Baywest for
review.

APR16/09.09 Waste Mgmt Garbage collection - Council to contact about damages done to bins, and failure to pick up spilled
garbage during pickup.

APR 16/09.10 UNIT 327 Water Main Break - repairs will be completed on April 21st

APR 16/09.11 UNIT 108 - Owner reported a water problem. The roof vents were inspected and found to be ok, issue to be
monitored.

APR 16/09.12 Light Standard needs repair. Council to initiate with electrician

APR 16/09.013 REF # 52 Owner was given warning for parking on common property.

APR 16/09.14 REF # 53 Owners are utilizing VISITOR PARKING - warnings being given, automatic towing to follow.

APR 16/09.15 REF # 55 Letter received about parking spots. As per the landscape plan, due to the possibility of heavy
equipment ruining the paint, it is the last detail in the landscape plan. All owners are aware oftbe spots and should respect the
bylaws.

APR 16/09.16 REF # 56 Owner identified some kids climbed over the fence and it was evident they sought entrance to their
home, whicb was curtailed by the owner being borne. Tbey ask that all owners be vigilant for any sucb suspicious behavior.

APR.16/09.17 REF # 57 Dog running loose on commonpropertv - Council member advised owner to put dog on lease, it ran
away while discussing with owner. Letter to follow.

APR 16/09.18 REF # 58 A disgruntled owner bas created a blog and is bothering the professionals associated with our complex.
This can potentially create problems in baving Companies attend to our complex in the future. Council will get a legal opinion as
to what action can be taken to alleviate tbis barassment and ensure only accurate information is made available.

APR 16/09.1 9 REF # 59 500 SERIES LANDSCAPING - Two owners expressed tbeir concern tbat after many years of
contributing to fencing funds/landscapinglsnow removal that they did not receive any benefits from these activities and asked tbe
new Council to keep this in mind when establishing the final landscaping plan/snow removal etc. (CLOSED)

APR16/09.20 REF # 60 An owner will receive a letter requiring them to keep tbe common area free of paper and debris.

APRI6/09.21 REF # 5 Re-opened - PARKING ISSUE - An owner claims that 4 parking spots are not for parking and bas visited
the city and fire department. Council will address this issue when in receipt of a letter from a Civic Agency.
Council will seek out information on the current Federal Income tax improvement deduction and ask teamwork to keep a record
of all qualifying amounts during the coming year. Should any of our activities qualify, then the deduction will be broken down by
unit entitlement. Meeting ended at 11:30 pm
Rob Johnson - Email- broncos@telus.net Page 6 of 6
These minutes were generated by Strata Council.
 SUNRIDGE ESTATES COUNCIL DIRECTIVES

COUNCil DIRECTIVES FROM 2008

• ALL COUNCIL MEMBERS MUST READ AND KNOW THE BYLAWS AND STRATA ACT

•
• ALL COUNCIL MEMBERS MUST ENFORCE ALL THE BYLAWS ON EACH AND EVERY OCCASION

•
• ALL COUNCIL MEMBERS MUST BE ADVISED OF ALL DECISIONS REQUIRING SPENDING

•
• MINIMUM OF 3 MUST CONCUR TO ACT - UNLESS 4 ARE AGAINST

•
• ALL CORRESPONDENCE MUST BE ACTED ON IMMEDIATELY - MINUTES/DIRECTIONS/AUTHORITIES

•
• THERE CAN BE NO SELF INTEREST - OR PERCEIVED BENEFIT OF A COUNCIL MEMBER OVER OTHER OWNERS

•
• COUNCIL MEMBERS MUST RECUSE THEMSELVES IF THERE IS ANY PERSONAL/BUS. CONFLICT IN ANY DECISION

•
• COUNCIL MEMBERS ARE SUBJECT TO FINES THE SAME AS ALL OWNERS (GUESTS INCLUDED)

•
• ANY COUNCIL MEMBER NOT PULLING THEIR WEIGHT BY PARTICIPATING IN ALL FUNCTIONS OF COUNCIL, lE ONLY
RESPONDING TO ISSUES INVOlVING THEM, WILL BE ASKED TO STEP DOWN FROM COUNCIL, OR A SPECIAL
MEETING WILL BE CALLED WITH THE OWNERS TO REMOVE.

•
• HONORARIUMS MUST BE AUTHORIZED BY AT LEAST 3 COUNCIL MEMBERS BEFORE WORK COMMENCES

•
• ONCE A DECISION IS MADE BY COUNClL- ALL COUNCIL MEMBERS MUST SUPPORT THE DECISION

•
• NO SPOUSE OR UNAUTHORIZED PERSON MAY VIEW STRATA DOCUMENTS(INCLUDES EMAILS).THIS IS A SERIOUS
VIOLATION OF THE PRIVACY ACT

•
• COUNCIL MEMBERS CANNOT LIMIT THEIR ACTIVITY TO DECISION MAKING AND MUST PARTICIPATE IN
MAINTAINING A PORTION OF THE COMPLEX.

Reviewed by 2009 Council and accepted at April 16th 2009 Meeting.

 J. I1 I

MASTER LIST Sunridge Estates NW2671

·WARRANTY· YES YES YES NO NO SOME

...::::
I I I I I I , --+----

CONTACT- Eleanor 604-944·9141

- : I -------- up -, YES 1 NO 1 NO 1 NO _I NO 1 NO I NO 11----!

CONTACT· Amanda 604-41B-5nO