Board Meeting #19 Mar 29, 2022 & Special Apr 4, 2022

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