Minutes: June 2005
MINUTES OF STRATA CORPORATION KAS2464
COUNCIL MEETING
HELD JUNE 27, 2005
AT THE MAIN HALL, BALMORAL CLUBHOUSE LIBRARY
CALL TO ORDER:
Greg Smart, of Kelowna Condominium Services Ltd., called the Meeting to order at 9:00 a.m., being that there was no President elected at the start of the Meeting.
WAIVER OF NOTICE OF MEETING:
Moved and Seconded, to waive the seven day requirement of Notice of Meeting. Carried.
PRESENT:
Council: Keith Skinner, Brian Moir, Les Walkeden, Carol Hayter, Bob Kendel, Garry Hunter, Jeff Samin
Note: One Strata Council Member was present by teleconference.
Regrets: Peter Brenneman, Developer
Management: Greg Smart, Strata Property Manager
ELECTION OF THE COUNCIL EXECUTIVE:
President: Two nominations were put forward for President of the Strata Corporation, Keith Skinner and Brian Moir.
Secret ballots were cast. Brian Moir was elected President of the Strata Corporation.
At this time, President Brian Moir took over.
Vice President: Keith Skinner was elected by acclamation.
SIGNING AUTHORITY:
Moved and Seconded, that two members of the Strata Corporation and two members of Kelowna Condominium Services Ltd. would sign on all cheques. Carried.
Brian Moir, Les Walkeden and Keith Skinner would be the signers for the Strata Corporation; two of the three would be needed for all cheques.
Secretary/Treasurer Les Walkeden was reminded that cheques for accounts payable are issued after the 20th of each month and 2 of the 3 signors would be required to come in at that time.
COMMITTEE APPOINTMENTS:
Bob Kendel was appointed for the Gate/ Parking/Snow/Lamp Lighter Group
Garry Hunter and Jeff Samin were appointed for the Social/Clubhouse Committee.
Carol Hayter was appointed for the Gardening and Architectural Landscape Committee Committee.
Carol Hayter, as the only past Council Member to attend this Meeting, reviewed with the newly elected Council Members the basic outline of all Committees and their reporting duties. A handout of committee responsibilities and info from Okanagan Strata Communities is to be circulated amongst new Council members
It is also recommended from the retiring Council that the Gardening Liaison person chair the Gardening Committee and meet directly with the contractor. It was also suggested that between now and the first full Council Meeting that the new Council Members meet with their respective committees and review committee structure and get feed-back from the committees.
UNFINISHED BUSINESS FROM THE ANNUAL GENERAL MEETING:
Architectural Landscaping Guidelines Review and Gardening Report: Moved and Seconded, to table till the next Strata Council Meeting. Carried.
Water Sensors – Bob Kendel’s Report: Basically the water sensors are not a feasible option for our community as far as cost recovery is concerned. Past council was going to report only that at this time and attach the report to the minutes.
Moved and Seconded, to table until the next Strata Council Meeting. Carried.
The reports from the Grounds Committee was given to Council at this Meeting for their review and the water sensor report was also made available by Bob Kendel and given to the newly elected Council.
MEETING SCHEDULE:
Strata Council, decided after discussion, to have their meetings on the 3rd Tuesday of every month in the evening with meetings beginning at 6:30 p.m. The first Meeting under the new schedule will take place on Tuesday July 19, 2005 in the Main Hall of the Balmoral Clubhouse at 6:30 p.m.
Moved and Seconded, Carried.
NEWLY ELECTED COUNCIL – OTHER BUSINESS:
Photocopying: Council was made aware of the account that they have available at Staples, which allow them to do photocopying.
Chair Rental: Moved and Seconded, to approve for payment the $270.00 invoice for the rental of the chairs that were needed for the Annual General Meeting. Carried.
Stamp Approval: Moved and Seconded, to approve the purchase of a stamp with a space for signatures of council members on circulated documents. Carried.
Guest Passes: Moved and Seconded, to authorize the purchase of “25” Guest Passes to satisfy the Rules & Regulations passed at the June 22, 2005 Annual General Meeting. There will be a $25.00 deposit fee for any guest passes. This is to ensure that they are returned when the visit is over Carried.
Note: The guest passes are expected to be of a different color than the name badges that are used by the other homeowners in the Corporation.
Correspondence: Correspondence from a homeowner requesting that there be some sort of pool furniture made available on the deck around the pool.
Moved and Seconded, that Jeff Samin look into purchasing two or three benches to accommodate this request. Management was instructed to contact the homeowner telling her that this item will be taken care of. Carried.
Moved and Seconded, to purchase cubicles for the deck area so that the people using the pool can feel comfortable that their valuables can be left in the cubicles on the pool deck instead of in the change room. Carried.
Privacy Concerns: There have been concerns that due to the location of the doors to the hallways from the washrooms that the rights of privacy from homeowners changing for the pool could become a concern. Notices will be posted in the change rooms to bring this to the homeowner’s attention. The issue of privacy curtains was looked at, however it was decided not to proceed.
Hall Rental: Moved and Seconded, to authorize the request and the homeowner to be advised by Management. It is reminded that there will be no admission to the pool billiard area, the library, craft room, or the exercise room. Carried.
Interior Locks: It has come to Council’s attention that there are still some concerns of the security of the Clubhouse.
Moved and Seconded, that the Library, Craft Room, Exercise Room, and the doors from the bathroom to the Swimming Pool have locks installed and keyed to be the same key as the front door. These doors can then be locked during rental functions. This is now a new policy of the Strata Corporation.
Management was instructed to have Pro Lock contact Garry Hunter. Carried.
Complaint: Council reviewed an item from the past Council regarding a Dog Run. This item is tabled until the next Council Meeting as Council wishes to review all correspondence.
Moved and Seconded, Carried.
Three homeowner who were attending as guests were thanked and the Council went into an in camera Meeting.
CORRESPONDENCE:
Security Items: Moved and Seconded, that the necessary password protections be put into place and that every 2-3 months the computer technician be called to make sure that the computer is still password protected properly and that any files that are not necessary are cleaned up.
The computer technician will report to Jeff Samin.
Moved and Seconded, Carried.
The necessary passwords, which are restricted to the use of the Strata Corporation, will be passed onto Keith Skinner.
Security of Clubhouse Computer: It was brought to Council’s attention that a dial-up modem was necessary to run the gate program and an external firewall was necessary for security reasons.
Moved and Seconded, that this be purchased and installed as soon as possible. Carried.
Security Camera: Council will make the necessary arrangements with Spy vs. Spy to have a demonstration put on regarding the camera and how to monitor the mailroom.
Electrical Motion: Moved and Seconded, to rescind the motion put forward by the past Council to have Isaac Electric install another light in the mail hut. It was decided that this electrical light was not needed thus the reason for rescinding the motion. Carried.
ADJOURNMENT:
With no further business to discuss, the Meeting adjourned at 11:53 a.m.
_______________________________________________________________________
CALL TO ORDER:
The Meeting was called to order at 4:30 p.m., by Carol Hayter, Strata Council Vice President.
PRESENT:
Council: Tom Combs, Carol Hayter, Ron Grunert, Bob Kendel, Irene Cornellier
Regrets: Doug Kaulbach, Neil Collette, Peter Brenneman
Management: Greg Smart, regrets
Guest: Brent Cheal, Brenco Landscaping
BUSINESS:
This Special Council Meeting was called to discuss with Brent Cheal details of his contract, cost of specific tasks and to clarify some issues discussed on June 10, trying to come up with solutions that everyone can live with. Council agreed to finalize the contract details or recommended changes but rather to make a list of recommendations, which had been discussed with Brent Cheal and pass them on to the next Council. Council also wanted to clarify at whole expense that the trenching is being done.
Moved and Seconded, not to finalize any landscape contract changes. Carried.
Council will make recommendations to the next Strata Council for the coming year.
ADJOURNMENT: