LOREM IPSUM!
TABLE OF CONTENTS 03 INTRODUCTION
04 UNDERSTANDING STRATA COUNCIL
05 HOMEOWNER RESPONSIBILITIES
06 STRATA COUNCIL 07 COMMUNICATIONS & SOCIAL
08-09 FINANCIAL INFORMATION 10-12 HELP CENTRE 13 STRATA AGENT 14 EMERGENCY NUMBER
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INTRODUCTION This guide will serve as a useful tool for new homeowners, current homeowners, renters and prospective buyers in Eaglewood. Becoming a strata property owner can be a very positive experience. You are no longer tied to home maintenance. The price for this is reasonable and involves complying with certain responsibilities and following procedures for communicating any problems or concerns you may have so that they can be addressed effectively, and in a timely manner.
For newcomers to Eaglewood Welcome! You’re now part of the best Oceanside strata – what we call “Oceanside’s Garden by the Sea”. Many retirees populate our 51 homes. But we’re not old! Many moved here to enjoy an active lifestyle year-round. Eaglewood has golfers, bikers, skiers, curlers, yoga and gym enthusiasts, boaters, tennis and pickle ball players, writers, musicians, singers, kayakers and even a few skydivers. We’re all proud to call Eaglewood home. It doesn’t get any better than this! Since initial construction, Eaglewood hasn’t lost its beauty and charm. The west coast design, custom construction, unique landscaping surrounding each home, and our close to the ocean location, set us apart. Going forward, the challenge will be to preserve Eaglewood’s special character and lifestyle while minimizing the impact on maintenance fees. Your support of, and participation in, Eaglewood’s strata council and its committees will be essential to achieving this goal. Please become familiar with this guide. Keep it handy for future reference. Become familiar with our strata agent’s website: Kelly@bayviewservices.ca (see Appendix for access to key Eaglewood documents). | 3
UNDERSTANDING STRATA COUNCIL
We’re all in this together.” Strata living means that important matters affecting you directly, such as your home maintenance costs, as well as rules and bylaw changes, are voted on by the Eaglewood community. You do have a say in this at the Annual General Meeting (AGM) when you can vote on the annual budget, resolutions, and who will sit on strata council. It can be a challenge to effectively manage strata homeowner expectations. While Eaglewood has outstanding landscaping and excellent maintenance, not everyone will have the same view when changes are required. It is up to the strata council to manage the budget approved by homeowners. Council hires contractors who are experts and relies on their advice. Ultimately, the goal is to maintain our property to the same general appearance as when we purchased our beautiful home. Eaglewood has been consistently well managed thanks to talented and dedicated homeowners on council. We also have an excellent strata agent. Going forward, the best management oversight will be achieved if homeowners temper their expectations and understand both their obligations as strata homeowners, and strata council’s responsibilities. STRATA COUNCIL RESPONSIBILITIES Your strata council: • Maintains the common landscape property around our homes and in areas such as the front entrance. Landscape contractors provide bed maintenance, lawn cutting, fertilizing, aerating and liming, shrub and tree pruning, large tree work, selective spraying for insects, and irrigation. • Maintains the external structures of the buildings, for example siding, garage doors, painting and caulking, windows, and eavestrough clearance. • Maintains the roadway and community lighting. • Provides additional services such as cleaning dryer vents and de-mossing roofs. Some of these services are completed with volunteer assistance. 4 |
HOMEOWNER RESPONSIBILITIES Eaglewood homeowner responsibilities are set out in our bylaws and the B.C. Strata Property Act. • In terms of our buildings, homeowners are responsible for heat pumps, HRV systems, hot water tanks, and the internal parts of the house (e.g. decorating, painting, appliances, lighting), plus outside patio areas and front driveways (e.g. snow removal). • With regards to landscaping, you are ‘responsibility free’. To ensure that our landscapers can do their jobs effectively, you should not alter or add anything in the common property around your house. Your patio and front porch are yours to maintain with whatever pots and flowers you choose. Following are the few requests we wish to highlight: • place annuals only in pots, not in the ground • refrain from giving instructions to landscaping and maintenance contractors • allow contractors on your property at the times strata council designates • obey the speed limit posted at the entrance • pick up your dog waste and keep dogs leashed at all times when on common property • keep a watchful eye on neighbours with disabilities • become familiar with town emergency procedures • turn off your main water valve if away for an extended period * water shrubs during periods of drought * do not park on internal roadways or in visitor parking * ask visitors to park in designated visitor parking
The ‘Help Centre’ at the end of this document contains important guidance on some key issues.
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STRATA COUNCIL Strata Council members (maximum 7) are elected at each annual general meeting in August when the budget is also approved by homeowners. Strata Council works closely with our strata agent when hiring contractors and approving operating expenditures, making sure all services are performed satisfactorily and in accordance with contract specifications. Council authorizes preparation of a depreciation report, prepares the annual budget, manages strata investments, secures strata insurance on Eaglewood homes, and deals with homeowner requests and complaints. From time to time, proposals for new and revised bylaw and rule changes will be developed in consultation with our lawyer. Directors for Landscaping and Maintenance work with the committees and contractors they oversee. Maintenance Committee: * cleans lower eavestroughs, paints outdoor lamp fixtures, and removes roof moss * arranges for contractors and develops contract specifications * authorizes payment for services satisfactorily completed * assists in development of depreciation report Landscaping Committee: • prepares contract specifications and recommendations for hiring of contractors • conducts regular walkabouts to identify any deficiencies and seek remediation • recommends services of landscape professionals to Council • authorizes payment of invoices once services are satisfactorily completed • deals with homeowner concerns referred by strata manager
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COMMUNICATIONS AND SOCIAL EVENTS Good communication between homeowner and strata council is vital. Homeowners receive minutes of council and annual general meetings. As well, council is anxious to keep homeowners apprised of general landscaping and maintenance issues and how they are being addressed. This is dealt with in the committee reports that are sent to all homeowners. For activities that will infrequently impact individual homeowner s such as exterior painting, moss remediation, gutter cleaning, snow removal, dryer vent cleaning, and special lawn maintenance, notices are sent out indicating the expected timing. Of course, weather may impact on the planned service dates/times. If you have any suggestions or concerns about ongoing procedures or practices, please do not hesitate to communicate with council via the strata agent’s office. Eaglewood has one community-wide social event, a summer picnic. This is always well attended and an excellent opportunity to greet new homeowners and make new friends. | 7
FINANCIAL INFORMATION Eaglewood Budget Once approved, our budget sets the limit for annual operating expenditures and contribution to the contingency reserve fund. The budget then determines the amount of the homeowners’ strata fees for the ensuing year. Landscaping and ground maintenance consume almost 50% of Eaglewood’s operating expenses due to the vast array of trees and plantings. Eaglewood has never had a special assessment and one is unlikely in the foreseeable future. Our contingency fund is healthy and the only major drawdown will be exterior painting to be spread out over a number of years. Eaglewood’s strata fees are very reasonable. They cover: * the annual contribution to the Contingency Reserve Fund * grounds maintenance * pruning * exterior water and hydro * building insurance * professional services * building repairs, * roof maintenance * gutter and dryer vent cleaning * snow removal (roadway only) * pest control Homeowners are left with minor maintenance such as driveway power washing and window washing. You could not possibly get all of these services owning a similar value private residence, and you would still have to deal with contractors.
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FINANCIAL INFORMATION Depreciation Report Provincial legislation requires stratas to prepare a depreciation report unless a majority (three quarters) of homeowners reject having one. The report outlines the useful life of all capital assets and projects how the strata corporation intends to pay for them through drawdowns of contingency reserves and special assessments. Eaglewood has a depreciation report which can be reviewed on our strata agent’s website. Insurance The strata corporation maintains full replacement value insurance on your home: building and original fixtures only. A copy of the policy is included in the AGM package and can also be obtained on the strata agency’s website (see Appendix page 14). Please take careful note of the deductibles: $15,000 for sewer backup and water damage, 10% of the insured value of your home for earthquake damage, and $10,000 for flood damage. (current policy expires April 1st, 2018). You will have to take out separate insurance coverage on all of your home’s contents, including any improvements. You might wish to ensure that your policy covers the $15,000 deductible for water damage as well as the deductible for earthquake damage. If there is more than
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HELP CENTRE You may occasionally need guidance on procedures and obligations in the Ea-
glewood bylaws or the BC Strata Property Act. Below are some key issues your strata council feels worth highlighting. They are presented in question format with answers and sections of our bylaws or legislation where you will find more details. Who do I contact in event of an emergency? Call the 24-hour emergency number listed in the Strata Agent Information Sheet in the Appendix. Who do I contact if I wish to sell my home? Notify the strata agent by email or phone (see contact list in the Appendix). The strata agent will inform you of procedures for documentation requirements and cost. Can I rent my home? You must submit a request to strata council. Council can approve up to five rentals with a term of between 6 months and 2 years. Other provisions apply (Section 38 bylaws) Is there a restriction on the size of truck that can enter Eaglewood? Yes. An Eaglewood rule requires that a vehicle entering Eaglewood must not exceed 26 feet in length (single axle), 30,000 lbs. GVW, and 13 feet in height except for emergency and utility providers. Please inform moving and delivery companies of this rule. Are there any signage restrictions? Yes. If you are selling your home a sign can only be placed on the common post at the front entrance. For other signage rules see Sections 3 (13) and 35 of the bylaws. Can I use visitor parking? Visitor parking is reserved for visitors only. Homeowners should not park recreational vehicles onsite (Section 34 bylaws). (cont’d next page‌.)
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HELP CENTRE (cont’d) Can I make alterations to the exterior of my home or to common property? You must first obtain strata council approval prior to making alterations such as a patio extension, sun tunnel, screen door or any attachment to the outside of your home. Please use a Request for Undertaking form provided on the strata agent’s website (see Appendix, Sections 5 and 6 bylaws) What does the strata insurance policy cover? The strata policy covers only the structure of your home and original fixtures. You should personally insure your home contents, and upgrades if applicable. You should also consider taking out coverage against the $15,000 water deductible on the strata policy that may be charged to you, as well as the earthquake deductible equal to 10% of the value of your home. Can I store hazardous materials in my home? No, do not store hazardous materials such as oil-based paint, paint thinners, gasoline, or propane tanks in your home (Section 3 (18) bylaws). How many pets may I own, and what are my obligations with pet ownership? You may own up to two dogs and two domestic cats. Refer to Section 3, subsection #2 to 10 of the bylaws for other applicable provisions. What is Eaglewood’s fiscal year? Our fiscal year encompasses 12 months ending June 30th. What are the procedures if I wish to sponsor a community event such as a picnic or garage sale? Submit your request to strata council, noting the nature, date and time of the event. For a garage sale, the homeowner must ensure that the front entrance is monitored to restrict non-resident vehicles from entering the internal roadway. How do I obtain a copy of the address and phone numbers for Eaglewood residents? Click on “documents” on the strata agent’s website - see Appendix (cont’d next page….)
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HELP CENTRE (cont’d) Do I have any responsibility for maintenance outside my home? Yes. You are responsible for maintaining your patio and for removing snow from your driveway (Section 8 & 33 bylaws) Who enforces Eaglewood bylaws? The strata agent enforces the bylaws, and fines may be imposed for ongoing contravention (Sections 23 & 24 bylaws). Can I attend strata council meetings? Only strata council members can attend, unless authorization is provided by a resolution of council (Section 17 bylaws). Can I request a hearing at a council meeting? Yes. You must submit a written request, stating the reason for your request (Section 15 bylaws) Can I request a special general meeting of the strata corporation? Yes. Persons holding at least 20% of strata corporation votes may, by written request, require the strata corporation to hold a meeting to consider a resolution or other matter specified in the request (Section 43, BC Strata Property Act). Can I get access to strata corporation records? Yes. Submit a request to council or the strata agent (Section 36, BC Strata Property Act). Can I request to have a resolution added to the AGM agenda? Yes. Persons holding at least 20% of strata corporation votes may, by written request, propose a resolution or raise a specific matter to be included in the meeting agenda. Please submit your request well before the AGM. The agenda is usually sent to homeowners late July (Section 46, BC Strata Property Act).
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STRATA AGENT Eaglewood has always employed a strata agent. After careful study, self-management was rejected due to the limited savings and considerable issues involved if council assumed the numerous management functions. Under the direction of council, the strata agent: • facilitates council meetings, prepares meeting agendas and minutes, • prepares the information package for Eaglewood’s AGM, • assists in preparation of the strata annual budget, • invests surplus strata funds, • arranges for contractors and pays their invoices, • enforces strata bylaws and rules, • imposes fines for violations, • deals with homeowners’ requests and complaints, • assists in the preparation of bylaw/rule changes and documentation to register same with the Land Titles Office. The strata agent maintains all strata records and bank accounts, maintains a website providing information and key documents to Eaglewood homeowners, assists in the tendering of the strata insurance contract, collects homeowner strata fees, prepares strata monthly and year-end financial statements. The strata agent provides advice on interpretation of legislation, provides 24 hour emergency service for homeowners, and maintains an updated list of strata homeowners and council members.
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APPENDIX Strata Agent Information Sheet Strata Agent Bayview Strata and Rental Service 2nd Floor – 141 Memorial Avenue, Box 939, Parksville, B.C., V9P 2G9 Website: www.bayviewstrataservices.com TERRY KERR Phone: 250-586-1100 CEO & MANAGING BROKER Fax: 250-586-1102 Email: terry@bayviewstrataservices.ca EMERGENCY CONTACT: If you have an emergency after hours, please call 250-586-1100. You will receive a call back or a visit by a contractor as soon as possible. In the meantime, please take all reasonable steps to mitigate any further damage to your property. Accessing Strata Documents You can access several documents such as council meeting minutes, the strata depreciation report, financials, insurance policy, AGM minutes, and homeowner contact list. Take the following steps: * go to www.bayviewstrataservices.com * click on Power Strata Client Login to access the client login page. The tabs at the top of the page direct you to locations where specific documents can be found. (N.B. If you have forgotten your login name or password, contact Kelly Goddard at Kelly@bayviewservices.ca
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WE LOVE WHERE WE LIVE!
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