Board Meeting #2 Minutes - Oct 3, 2019

Hayley Common Board Meeting

October 3, 2019

Called to order: 7:03pm

Present: Brian (Pres), Wayne (VP), Doug (Director), Marc (Treasurer), Lynda (Secretary)

Motion: approve minutes from Aug26 meeting – 1st: M, 2nd: D

Committee Report: landscaping, maintenance, social media (video call planned with MAL – RC, SR, LF, LJ & BF)

Old Business:

• Unit X – Pure Clean Recovery & Restoration – coming to inspect and will updated Monday or Tuesday once he finishes inspection

  • Will bring high pressure pump

New Business:

• Owner has a drone and has offered to take images for a full roof inspection - pending

• Snow clearing quotes (incl some landscaping quotes) – 3 in total, VDM, SV, FL

  • need a few clarifying questions answered re: hauling

  • SV and VDM (snow only)

  • FL (snow & landscaping)

  • Board favours VDM at this time but will review all further

  • Northtowne/G advised they have a quote as well

• Landscaping – VDM has requested to meet on site re: 12 mos care for our property

• Social media – MAL working on prepping a FB page/website and will review with board to plan info to post such as Landscaping, financials, etc

  • Motion to set LJ as Board Admin for the Social Media MAL team – 1st: M, 2nd: W

  • MAL team: RC, SR & LF

• Parking – W met with Northtown/G and asked for all info to be emailed/text to him

  • 1 nite free/month

  • Missing some parking passes

• Welcome wagon volunteers & stuff – items stored under the stairs in A (east) and C (east)

  • LM has volunteered to help

• Duct Cleaning – dryer vents & furnace ducts/vent cleaning – B_ has shared a PowerVac quote for any interested owners (owner responsibility)

Maintenance Report:

• Unit X, water leaks at the patio door, upper board – water is coming from above (unit X)

• Bldg F intercom – have 1000’ cable – need to run the cable from electrical room through to the door for panel

  • Motion to pay for $300 cable – 1st: M, 2nd: L

• Bldg E unit X - intercom issue

• Less stucco repair expected so far for next year – Castel is booked for next May

• Concrete cutting – need to look into options for managing various concrete issues on site

President’s Report:

• Audit – s/b complete no later than Sept27

• B contacted Auditors again and will follow up Oct 7th or 8th.

• New board email – plan to be shared: hayleycommon2019@gmail.com – pw: XX

  • Each member has access

Treasurer’s Report:

• M would like Northtowne Accountant/K to attend our next meeting to review Financials

• All invoices paid once & correct

• Cheques from Glass cleaning, courier, TCE & HF – ok’d

• Charge from PL for $45.74 Aug8

• Cheque rec’d – D will drop off at Northtowne to be applied to general revenue

• Motion to approve Treasurer’s Report – 1st: L, 2nd: W

Next meeting: Oct24 Thurs @ 3:30pm

*items for next meeting – LJ, RC, SR, BF etc to meet about social media, FB, website, etc

Concluded: 9pm