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MINUTES OF ANNUAL GENERAL MEETING
CITYGATE 1 – STRATA PLAN LMS 195
Held On July 12, 2011 Within
Townhouse Lobby Of Citygate 1
1182 Quebec Street, Vancouver, BC.
(Printer
version)
REGISTRATION OF VOTERS AND
CERTIFICATION OF PROXIES
The registration was taken at the door at 6:30 p.m. All proxies were
certified. Gateway Property Management Corporation was represented by Anca
Ciobanu, Property Manager.
CALL TO ORDER AND QUORUM REPORT
The meeting was called to order at 7:00pm by Olga Volkoff, Council
President who chaired the meeting.
Before any business can come before this meeting a quorum has to be
established.
It was noted at the time the meeting was called to order 7:00 pm. there
were 22 (twenty-two) Owners were present in person and 18 (eighteen)
Proxies for a total of 40 (forty).The Council President advised that as
per the Strata Property Act, a quorum had not been reached. Therefore, as
per the Strata Bylaw;
“2.1 One third of the persons entitled to vote, present and in person,
or by proxy, constitutes a quorum. If within half-hour from the time
appointed for a general meeting a quorum is not present, the persons
present in person or by proxy and entitled to vote will constitute a
quorum”.
The meeting was adjourned and was to be reconvened at 7:30 pm. When the
meeting was called to order at 7:30 there were 44 owners represented in
person and/or by proxy.
PROOF OF NOTICE
The Strata Property Act states that 14 day notice of every general
meeting, specifying the place, date, time and nature of the business must
be given. The notices of the Annual General Meeting were mailed to all
owners on June 20, 2011.
It was moved/seconded and carried that the notice dated June 20, 2011
complied with the notice requirements.
The Council President Olga Volkoff welcomed everyone and further
introduced all of the Strata Council Members in attendance.
AGENDA
A Motion was made to accept the Agenda as presented. Seconded. Carried.
APPROVAL OF THE MINUTES
A Motion was made to approve the Minutes of the July 13, 2010 Annual
General Meeting as distributed. Seconded. Carried.
PRESIDENT’S REPORT
The President addressed the ownership and provided a detailed verbal
report.Olga Volkoff advised that this past year was another busy year as
Council had to deal with an unusual large number of maintenance issues. It
was noted that more and more problems tend to arise in a building of this
size and age.
Some of the projects undertaken this past year were: new fire panel was
installed; a manual containing revised Fire and Earthquake emergency
procedures for Citygate 1 was drafted; the gym room was renovated: also
new equipment has been purchased and the floor has been partially re-done.
Olga Volkoff thanked all council members who volunteered this past year
and very generously gave their time to help keep City Gate 1 a safe and
pleasant place to live for all residents.
She also extended the following thanks:
● Thank you to Anca Ciobanu of Gateway Property
Management for her expertise, patience and guidance.
● Thank you to Ted McGrath for his tremendous
help in dealing with day-to-day building maintenance, looking after the
building’s facilities, and administration of the strata office.
● Thank you to Zoran and Zdravka, for dealing
with day-to-day building maintenance and cleaning matters, and excellent
administration of the strata office.
Following the President’s report the owners present brought the following
issues for discussion:
1. Security concerns –Exiting/ entering the parkade.
OWNERS ARE KINDLY REMINDED THAT SECURITY IS ONLY AS GOOD AS THE
RESIDENTS MAKE IT.
Please take an extra 10 seconds and watch the gate close before
driving away.
When you drive through the visitor or residential gate please stop on the
other side of the gate and wait for the gate to close behind you before
proceeding. This is for security reasons and it helps protect you and the
buildings. Each resident is urged to use their own fob when entering or
exiting the parkade so that the office is aware who is in the buildings so
that should there be an emergency and we or emergency response crews are
trying to account for all residents we should be able to accurately
account for residents by accessing the fob histories.
Security procedures should be followed at all times for everyone's well
being and safety.
2. Security System - Upgrades
It was noted that like many things the security system is getting old and
has not seen any upgrades in a long time. Also the current set-up does
have limitations, a major one being the quality of video recording. The
Owners were advised that funds were budgeted to complete this project and
additional information will be reported through the Council meeting
minutes.
3. Parkade – Cleanliness
Concerns were expressed with respect to the lack of cleaning during the
last year . It was mentioned that the pressure washing of the parkade is
not a solution as the cement is unsealed and therefore, water would get
into and rust the rebar. The Council is still investigating the options of
buying/renting a garage scrubber to be used by the Resident Manager.
Additional information will be reported through the Council meeting
minutes.
REPORT ON STRATA INSURANCE COVERAGE
In accordance with the Strata Property Act, the Strata Corporation is
required to maintain full replacement value coverage for the building and
may require added additional coverage for liability, Council errors and/or
omissions, etc.
The Strata Corporation’s insurance was renewed. The insurance is effective
April 1, 2011 to March 31, 2012.The property is currently insured for
$66,913,000.00.The Certificate of Insurance was included in the Notice of
The AGM.
There are significant deductible amounts and all owners are encouraged to
consult with their own insurance provider to ensure that deductible
coverage is included in the owner’s personal insurance coverage. If a
strata lot is found to be responsible for an insurance claim, the cost of
the repairs if less than the deductible will be charged back to the strata
lot. If the claim is more than the deductible, then the cost of the
deductible will be charged back to the strata lot.
The owners are kindly advised that the Strata Corporation’s water loss
insurance deductible is currently $10,000.00.
A question arose regarding whether the current insurance policy covers the
property in case of the earthquake damage. The property manager noted that
the Strata Corporation is covered for the full value subject to the
deductible of 10% of the property value.
INDIVIDUAL INSURANCE COVERAGE
Obtaining individual insurance coverage is strongly recommended.
It is the responsibility of individual owners to obtain their own
content/liability insurance for their strata lots. Owners are also
responsible for improvements made to their units and should also obtain
“betterment” insurance in this regard.
Residents, owners and tenants are also strongly urged to ensure that they
maintain a “secondary living expense fund” in the event that an incident
within the building keeps them from living in their residences for an
extended period of time. The Strata Corporation’s insurance is not
responsible for these costs.
Owners should also be aware that if, in the course of a fire, flood or
some other unforeseen occurrence, a resident’s possessions are damaged,
that person must make a claim for compensation through their own insurance
company as this is NOT covered under the building’s insurance policy.
Non-residents should also ensure that their tenants clearly understand
this.
BFL Canada, the building’s insurers, has a Regal Homeowner policy that
provided additional private coverage in conjunction with the Strata
Corporation’s insurance which owners could enquire about by calling them
at (604) 669-9600.
It was moved/seconded and CARRIED that the report on insurance coverage
had been received.
APPROVAL OF THE BUDGET
It was moved/seconded to approve the proposed operating budget(s) as
circulated for the fiscal year May 1, 2011 to April 30, 2012.
Discussions:
The Treasurer advised that there is a surplus in the current year’s
Operating Budget and there will be no increase in strata fees .Information
was relayed to the ownership with respect to expenditures, projections for
the upcoming fiscal year, costs and contracts currently in place, services
that had been provided to the Strata Corporation over the past year and
other projections for the upcoming fiscal year.
An owner spoke with regard to allocating an increased contribution to CRF.
The treasurer advised that a contribution of $125,000 has been considered
in the budget already.
A Motion was made to increase the budget by 1%. The motion was not
seconded.
There being no further discussion the Chairperson called for the vote, the
result being 44 IN FAVOUR, 0 OPPOSED, 0 ABSTAINED. CARRIED.
NEW BUSINESS
Painting of the Residential Doors
At the last AGM the ownership approved the repainting project as the paint
has started to scratch and peel on most suite doors. The scope of work was
to fully repaint the resident doors and frames, hall facing side only.
However, a decision was made to cancel the project as the quality of the
work offered by the chosen contractor was not satisfactory.
Owners are advised that they do have the choice to paint their door at any
time. The resident manager will provide with the code of the paint in
order to mach the original color of the doors. Also Strata Corporation
will reimburse the owners for the cost of the paint.
ELECTION OF STRATA COUNCIL
The Strata Council was thanked for all their work during the past fiscal
year. Prior to proceeding with the election of a new council, a loud round
of applause was offered to Olga Volkoff who has contributed to the
building with her knowledge and guidance for the last two years.
The following Strata Council members will continue on to their second year
as Strata Council members: Don Calder, Christine Wallsworth, Kenn Coblin
and Charles Siegel.
The following owners agreed to join the Strata Council for a two year
term:
Norm Gallinger, Russell Law and Maria Zeldis.
A Motion was made to elect the Strata Council members as presented.
Seconded. Carried.
There being no further business, the
meeting was terminated at 9:15 p.m.
Please retain at least 24 months of Strata Council and General Meeting
minutes. Should you decide to sell or remortgage your suite, these minutes
will be required by the potential purchaser or lending institute. The
Property Management company has copies of the minutes however there would
be a charge for obtaining a copy of the minutes.
Gateway Property Management Corporation
Main Switchboard (604) 635-5000
400-11950-80th Avenue Fax (604) 635-5001
Delta, B.C. Property Manager (604) 635-5063
V4C 1Y2 Administrative Assistant(604) 635-5050
Property Manager: Anca Ciobanu
aciobanu@gatewaypm.com
Assistant: Jesse Sulaiman
jsulaiman@gatewaypm.com
24 Hour Emergency: (604) 777- 3890
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