Hayley Common Board Meeting
April 24, 2023
Called to order: 7:04 pm
Present: Brian, Wayne, Brad F (via phone), Lori , Lynda, Terry (NT), Heather (nom. new member to be), Evan (nom. new member to be)
Motion: approve previous minutes – Special Catch-Up Mtg April 22 - 1st: Lori 2nd: Brian
Notes: Freedom Fire – date change to May 8 through May 11 (scheduled emailed to all owners)
Mail key masters moved to secure room X/xxxx
President’s & Maintenance Report:
Tom from EZ Flow – re: electrical charging stations (6km/hr) from regular charging station
Owners needing charging station will required updated AMP install to be installed at owner’s expense
Level 2 charging station - $1300
Motion: any install @ owner’s expense – 1St Lori, 2nd Lynda
Roofing – Andrew @ Trudel will come inspect garage roofs – will likely require re-caulked or sealed in places that have worn or may never have been completed properly
Any expense to be reviewed – may utilize garage fund
Quorum required with vote to make any HC regulation change, new bylaw or change
Original HC declaration states that 50% required for quorum, condo act requires 33% for quorum
AGM – scheduled for May 2nd @ 8pm at the TC Energy Centre
Brian will post signs on all doors
Terry will chair AGM
Lori will take attendance & is tracking proxies
Lynda will take minutes
Terry will request a Rep from Buildings A, B & D (other bldgs represented on the board)
Terry will intro condo board roles to clarify requirements including need of complete engagement
Will post latest income statement update on the website and the AGM agenda – Lori will also send to all owner’s via email
Run a fiscal year report from Jul2021 to Jun2022 for prior audit year financial balance statement
@ AGM, we’ll have a handful of printed audit report hard copies, available on request with copies that can float around at the mtg
Agenda: same as last year, main hall
See more detail in special mtg minutes from Apr22
Leaking window
Garage Roofs/draining
Snow & Lawncare contracts – current expires Apr2023, 2 others requested, total of 2 rec’d for consideration
Both provided references
Detailed info added to contract & will require a site visit/walk around before signing
Motion to sign with Augerz (Chris K): 1st Wayne, 2nd Lori, 3rd Lynda
All in favour via email (Apr29)
Canada Post – workaround / access fix – other future options to consider:
$5600 install postal bank outside of all 7 buildings + new keys for each unit (option A)
$3700 one postal lockbox (option B)
On pause, no immediate action required, access available
Intercoms – required on both sides? no?
$3175/building + phone line (est. cost 1 year ago)
2 panels on each building would cost $8K/building
Will provide #s in the near future to break down costs by unit for varied scenarios
Treasurer’s /Financial Report:
Audit Report – all Board members to sign draft – Terry will confirm what needs signed
Final Audit printout to be provided once signed draft complete
Unit XX (rental levy due) – outstanding and due in full or paid in 3 monthly payments
2 cheques pd to Bristol, one check + 3months of invoicing, (asked T @ NT) is Bristol behind with invoicing or NT with payments – T: Bristol is often behind with invoicing
3 invoice #s given to T/NT
Invoices process clarification/update:
Regular (monthly) service invoices will go directly to NT to payment
Special service invoices will come to HC board to approve first, then the Board will forward to NT for payment
Reimbursement requests for expense will require at least 1 other board member review/approval before submitting to NT for reimbursement
Unit XX – still owes 1 month of condo fee & unit was sold – transfer confusion/issues, T @ NT will follow up
One condo unit behind this month – under review
Unit XX sold – 1 parking spot of theirs was rented monthly, notified to end effective June 1st
Proposed Budget review: necessary to increase for the first time in 3 years
Increase $45/mo = $60,480 ($540/unit per year)
Increase $50/mo = $67,200 ($600/unit per year)
Increase $60/mo = $80,640 ($720/unit per year)
Motion to raise condo fee $50/mo, effective with one month’s notice:
1St Wayne / 2nd Brad
Committee Reports
Parking
One parking spot swap request – no available spots to swap at this time
Parking payments must be processed online (on the Hayley Common website)
Xxxx X – regular visitor spot over night & always pays – will need to pay online going forward
New Business
Efficiency MB – lighting review & grant available to switch to LEDs
“Amazon” attempting a delivery service promo in some complexes, requesting to install a pod that enable access at any time, not advised by NT and should never be ok’d
Northtowne Properties is changing its legal name to Northtowne Condos Inc – same logo, same staff, not change is business/service
Requires new contract to be signed with customers, including Hayley Common
Motion to sign with NT: all in favour
Old Business
Service invoices (2 vendors) under review for 2 units (X and X) – will be provided legal advice to resolve this week
Next meeting: May 9th – 7pm, Unit 75
Concluded: 8:58 pm
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