Hayley Common Board Meeting
March 29, 2022
Called to order: 5:12pm
Present: Brian, Wayne, Lynda, Marc - Lori (absent)
Motion: approve minutes from previous mtgs – 1st: Lynda, 2nd: Marc
President’s Report:
● Kristina – no longer at Northtowne / Candice is taking over & doing our Financials
● Need a new service agreement from Northtowne
● Board needs to establish roles
● Current service agreements with Lori monitoring calls/emails and redirecting as needed with/to the Board
Treasurer’s Report:
● 2 units with damage deposit/from tenants owing – follow up with NT/Candice
● Reserve fund study – needs updated by law (required each 5 yrs)
● $350 charged to VDM for electrical damage (2 spots)
● Brian researching new auditor – additional options
Social Media Report:
● Website updated with all minutes and latest financials posted (under “news and announcements” – each mtg minutes will be posted once approved
Maintenance Report:
● Screens in Unit X – installed
● Acrylic repair (Dan) – booked for 1 week of repairs on site
● 3 roofing quotes for pigeon control, blocks, eave cleaning & roof inspections
○ Quote from Trudel (black cladding, incl inspection, installation, cleaning & repair
○ Motion to approve with with Trudel: 1st Marc / 2nd Brian
● Snow removal review/deconstruct – advise starting on backside, moving out of property, always rushed/incomplete or vehicles are obstructing, timing & communication improvements needed, sidewalks poorly cleared, no clearing completed between garages despite multiple requests, left windrows front/back of garages, large piles always left by garages/narrowest area of the lane = unsafe, clear access to fire hydrants, clear doorways by the electrical rooms on greenspace side
Parking Report:
· Owner’s cannot park in visitor spots
· Parking spot adjustment w/ visitor stall for owner with medical needs
· Paid visitor spots – reminder to report usage to Wayne (email), failure to do so will result in additional parking charges
New Business:
· Handi-person/team needed for general maintenance repairs and services – seeking help in this area
· Need a communication to go out to owners about old business re: Patio door locks (contact Lori?), duct cleaning (contact Lynda), patio gates (contact Evan?)
· Hallway heaters – if adjusted, we’ll turn them off – remind all residents and owners do NOT touch/adjust – if an issue, contact the board
· Invoices from vendors/service providers – must be approved by the Board first, paid 1st week of each month
Next meeting: No date set
Concluded: 7:10 pm
Hayley Common Board Meeting – SPECIAL re: Maintenance
April 4, 2022
Mtg held at 7pm
Attended by: Brian, Wayne, Lynda, Marc (Lori – absent)
Special Mtg called – board met at Garage 25 to discuss Maintenance
Volunteers (MAL) – Brad & Tavia – on-site maintenance for general services
· Not required to attend regular mtgs but offer to attend as able as members at large (non voting members)
· Priorities: parking lot repairs/railings, doorsweeps, thresholds, etc
· Hourly rate to be offered/reviewed/approve
· Motion to approve: All in favour
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