Hayley Common Board Meeting
June 4, 2020
Called to order: 7:00pm
Present: Brian (Pres), Doug (Director), Wayne (VP), Lynda (Secretary) & Dennis (MAL)
Absent: Marc (Treasurer), Gord Macpherson (Northtowne)
Motion: approve minutes from previous mtg – 1st: W, 2nd: D
President’s Report:
Recycle bins – small bins removed, large 8 yard bin delivered with twice/wk pick up, board approved change which will incur $2/owner increase on property taxes
Fire Inspections completed – extinguishers have all been charged and alarm batteries were charged/replaced
Insurance claims – builder caused water damage due to deficiency with install
Expecting quotes from insurance providers which G will be receiving
Business zoning variance application – reviewed/approved & signed
Treasurer’s Report (covered by B):
All prior month financials – ok’d, no variables
Motion: approve – 1st W, 2nd D
Condo fee owing – in arrears for 1 condo, asked Northtowne to provide written notice in person or via mail
Landscaping (Dennis):
2 dead trees to replace/remove, 2 lilacs moved
Motion: spend $500 on shrubs, 2 ash, 2 poplars, 2 flowering
Approved: 1st L/2nd W (all in favour)
Maintenance Report:
Water issues (unit X & X) – resolved at present and completing repair/refinishing
Issue previously (unit X) was a roof issue/also repaired
Roof on Building A needs replaced due to poor deficiencies from builder, build was not to code and minor repairs to D & E will also be provided by Trudel (email June 5/2020)
Motion to approve: 1st L/2nd D
Acrylic repair under review – will be assessing current issue and obtaining a quote for repairs – to be accessed tomorrow
Electrician needed – to come inspect/repair/replace outdoor plugs which are damaged
Gates: obtaining quotes for owners interested in purchasing a gate (G sent email to all owners – see email sent July 30/2020 – pricing from Windeck (and maintaining uniformity) is 1 gate $750 plus GST, 4 gates $650 plus GST, 10 or more $600 plus GST w/ all payments to admin@northtowne.ca and price includes material, removal of panel and installation of gate
Bldg A door threshold issue – fixed
Garage X – water complaint
Concrete/garage issues (and related snow removal) – will require VDM to remove ALL snow between all garage banks including between 20 & 21 by green hydro box
Door lock issues – contact Dakota Lock & Safe
June 5, parking lot painting scheduled, June 8 & 9 window/glass cleaning, June 10 carpet cleaning
New Business:
Reviewed reports from roofing companies with summary of repairs needed and pricing quoted (see Maintenance, approved Trudel Roofing – also see email from B sent June 9 with additional info re: Trudel quote)
Via email June 22 – request for dog size approval ok by all board for units X & X
All current board members are willing to volunteer again for the upcoming year & depending on mobility, D may need to direct an apprentice/helper
Sent the following question to G (June 5/2020 via email)
re: planning/options for AGM if it can be arranged or virtual, etc
Annual Audit – has auditor been contacted?
Unit vs condo insurance, once new company signed, invite rep to attend 1st board mtg to outline what is covered by condo insurance vs unit owner’s insurance
Parking Report:
Review parking lot cracks, may need to be tarred (old business to be reviewed)
Parking permits all ok
Garage dimension question related to parking – reviewed & measured
Old Business:
Social media: LJ has info from RC for ongoing plan for the website updates & setting up access for monthly updates with a helper – bumped until after July due to LJ’s job
Next meeting: TBD for July or August - will plan to use common area, weather permitting
Concluded: 8:30pm
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