Board Meeting - Special - April 22 2023

Hayley Common Board Meeting

April 22, 2023

Called to order: 11:30am

Present: Brian, Wayne, Lori, Brad, Lynda @ Unit 73

Motion: approve previous minutes from December 16th – 1st: Brian, 2nd: Lori

General Items - Catch Up:

• Unit 101

  • Servicemaster Invoice: #12173

    • Motion to approve for payment: Lori, Brian, Brad, Lynda

  • Granite invoice:

    • ok’d and approved for payment previously

• Unit 97

  • Onside invoice: in review with legal

    • incorrect charges were removed, some new costs were added & existing charges inflated

    • Estimate #: 22-30-328942-V2

      • not approved for payment and nothing will be paid until legal ok’s

      • owner & board are reviewing detail prior to next mtg with legal

• Drainage: requested quotes (including VDM) still waiting for final, comprehensive quotes

• Electrical charging stations: planned to use 2 AOP spots at the lane end of the A & D

• Pigeon issue: spike strips are 1 ft, limited effectiveness and would require thousands of $$ to install everywhere - partial install would just move the issue, considering other options (under review)

• Landscaping contract:

  • (VDM) current contract set to expire Apr30

  • 1 quote rec’d (VDM), 1 quote pending (A Fencing) & contacted a 3rd (Grounds Guys)

  • If retaining VDM, contract specs to be reviewed/detailed with requirement for improved communication

• Motion for expense approval (Lynda): all expenses will require at least 1 other board member to approve - email all Board Members, only require 1 to reply to approve, then submit expense to NT

  • All in favour

• Parking Spot change request - not available at this time

  • XX (currently has XX & XX), lives in Bldg X - Wayne will notify

• Visitor Parking spots - Lori audited all - 12 available on the inside lanes (primarily located mid property towards C/G) and 9 spots on the outside lanes (also primarily located mid property towards C/G)

• Reserve Fund analysis - Brad requested hard copy to review again for familiarity/understanding

• Roofing - Brian will contact Trudel Roofing, request to reinspect and include garages & verify if garage roofs have been resealed/caulked or if any deficiencies are present

  • Garage XX has water coming in on the wall, mid garage (Lynda/Lori review & have photos) - may be coming from the roof, snow dam was present

• Fire Inspection - pending early May (8th and 9th)

  • all owners will be notified in advance

  • Lori will flag unit owners where locks were changed and master doesn’t work - those owners will need to be present or provide a key/alternate for access

  • fire inspection cost is a condo board expense if managed May 8 or 9…OR it will become @ owner expense if access isn’t provided and has to be rescheduled

• Proposed Budget - being revised due to errors, will rework for Monday board mtg (Apr24) and will review then to plan proposed increase required

• Website: hayleycommon.ca - allowed 3 emails but limited recipients, changed limit so now requires a $15/mo fee (or $150/yr which saves $30) which equals 1.33 per unit/year to enable us to send addition “send all” email communications each month - recommended:

  • Motion (Lori): need approval to support 1.33/unit per year - all in favour

• Canada Post: issues started with Bldg C but there are broader issues & varied from one building to another

  • access issues are ongoing, panel key doesn’t always work, CP uses back up keys

    • priced CP lock boxes which are special order with panel key access ($5600)

    • new intercom panels are $5K/building and should be installed on mailbox side of all buildings (non-garage side)

      • would require moving F to opposite end for consistency

      • propose cost costs and options at AGM

• AGM item for consideration: request 1 Rep/Contact per building

  • board will Rep buildings C, E, F & G - need Rep for A & B for building unique issues to aid with communication

• Vendor invoices - monthly invoices will continue to send to NT directly but one-off, special service vendors will be required to email HC board email first and once approved, the board will send to NT to process payment

• Master mail keys (individual unit box) when needed are in a secured room/E

Concluded: 2:15 pm