Board Meeting #8 Minutes - Apr 8, 2020

Hayley Common Board Meeting

April 8, 2020

Called to order: 3:06pm

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

Absent: Gord Macpherson (Northtowne)

Motion: approve minutes from previous mtg – 1st: M, 2nd: D

President’s Report:

• 2020 Audit – invoice rec’d $2800/year

• PWC requesting to book next year

• Motion to approve: 1st M/2nd D

• Property insurance – pending/waiting for more info and quotes

Treasurer’s Report:

• All prior month financials – ok’d

• Audit invoice – see above

Maintenance Report:

• Property Maintenance quote for Summer & Winter months – rec’d 4 more quotes

  • Rec’d quote from Grunthal, low but hasn’t come on site to accurately quote & details needed to confirm

  • Rec’d quote from VDM, would prefer to keep service with them for 12 mo contract if price can be reduced to be comparable with other quotes – benefits of local service provider and very positive reviews/service for snow removal months with last service provided n/c

• Spring carpet cleaning (after spring lot sweeping) = some quotes, asking for available dates now and clarification for drying time required, lead times and service times

  • Down to 2 companies but neither offer evening service so will need to be set up for daytime

  • Drying times vary from 6-24hrs (Supervalue) – 1-3hrs (Superior) who use a ChemDry cleaning and do not recommend a stain guard

  • Both require 2 week notice to set up service

  • Motion to approve Superior Chem Dry: 1st L /2nd M

• Painting quotes – in progress

• Window cleaning – G getting quotes – will review/finalize at May Board Mtg

• D has new master keys – given to all Board members except L/will get from D

New Business:

• Freedom Fire – local business /comparable price – quoted for fire inspection

  • motion to use for 2020 fire inspection: 1st D/2nd M

• Fire inspection – postponed until COVID restrictions are lifted (*now booked for May 19 – 21)

  • Inspectors will have PPE, will need access to each unit, etc – notice to be posted on FB 1st week of May – will post a reminder a few days prior & G/Northtowne should email a reminder prior

Parking Report:

• Continuing to manage tags

Old Business:

• Social media: LJ connecting with RC(ongoing) re: updating website – website released & FB remains active – will get RC to post updates for the website & checking re: access/training for monthly blog updates on website

• Garage water issues – (pending) concrete drill was used previously to help drain water in garages & driveway – purchase drill for property maintenance

  • Motion: 1st M/2nd D

  • Used cost is approx. $500.00 in good condition /may or may not include bits

  • Found 2 used, will check them out

Next meeting: TBD – again due to covid virus restrictions (L requested evening next mo. mtg)

Concluded: 3:35pm