HC Board Meeting Minutes Sept 24, 2026

 Hayley Common Board Meeting Minutes

September 24, 2026

TC Energy Centre – second floor boardroom

Board Members in Attendance and Quorum Validation: Evan Race (President), Ken Jennings (Vice-President), Patrick Lyttle (Parking), Kristine McCallum (Treasurer), Rae-Lynn Rempel (Recording Secretary)

Guests: Aaron Alblas (Property Manager), Richard Suderman, Civic Roofing

Absent: n/a

1.       Call to order – 6:05 pm 

2.       Review of previous minutes – minutes were reviewed no items noted for omission or correction.

3.       President’s Report – Evan Race

4.       Treasurer’s Report + Monthly financials (review of latest financials and budget to actual expense) Kristine McCallum – report approved

5.       Parking Report – Patrick Lyttle

6.       Maintenance Report - List sent out to Board and MALS

7.       Old Business

a)      Unit 55 Roof leak - Update by Prospect and Civic roofing 

Richard from Civic roofing provided a report on the roof leak on building D, which created the leak in unit 55. Ice damning and structure of the eves and roof has caused the leak. As all buildings have same design this needs to be investigated further.  For interim unit 55, remediation quotes are:

i)        Floodgate invoice for remediation: demo and decontamination $2,958.38.

ii)       Will wait for Local Handyman to quote on the renovation.                     

b)      Garage downspout flex mesh extensions that garage owners requested to complete the project – Update  Tabled

c)       Garage 40 MPI damage / claim – Update 

i)        After discussion regarding the pro-rated cost of the repair only from MPI, it was decided to go directly through the company that caused the damage to collect for damages. Current quote from Floodgates restorations is $6.339.38

d)      Parking stall 182 – 183 (Visitor) Damage- Update 

i)        Received two quotes

e)      Baseboard Heaters – Remove the screens on heaters or leave on?

i)        After brief discussion the screens will remain.

f)        Intercom Instruction Labels for each building – Prospects to make and install labels on each intercom screen (eg. A- unit 1 to 16 with instructions how to use) Design is completed and will be installed in the few days.

g)       Snow clearing for 2026-27

Five quotes presented:

i)        Kindret  - $5,550

ii)       Green Rock Snow Clearing - $5,500 per month plus extras

iii)     Papa Bear and Sons - $4,550 per month plus extra

iv)     Sunshine Maintenance and Landscaping Ltd. - $3,100 per month plus extra

v)       Augerz Fence & Yard - $5,550 per month plus extra  

vi)     Van Der Meer Greenhouse - $7,500 per month plus extra

Review and discussion took place. Still waiting on further information from one or two venders before final decision can be made.

h)      Reserve fund study – One quote from Kach Jablonski at $3,900 - Approved Kach Jablonski, study set to start Sept 23rd

i)        Fire inspection – Completed by freedom fire – Board reviewed report which included a list of over 300 smoke detectors that were out of date in the 112 units. Board is requesting a quote for bulk smoke detectors that residence will purchase to replace the out-of-date ones in their units. Board will also request a quote for purchase and install for those residents who may not be comfortable to install their own.

j)         Landscaping work – Completed

8.       New Business

a)      Handyman – Aaron has interview Local Handyman to perform daily maintenance requests. Will report back on whether it would be as a good fit for Hayley Common needs.

b)      Roof inspection report from spring– Have prospect reach out for quotes for repairs suggested. Tabled pending report on new repair issues.

c)       Electrical work that needs to be repaired:

i)        Garage 28 outside light (overhead door)

ii)       garage 40 outside light (man door)

iii)     sensor for garages 30 to 40 lights

iv)     building C highway side upward facing lights at entrance

v)       light sensor for lamp posts between F and G

vi)     Light sensor on lamp post between D and E garage side falling off.

Prospect to request quotes for the repair of above items.

d)      Monthly Email newsletter – Following items to be included for October 2026.

Tabled

9.       IN CAMERA

a)      Units not caught up on condo fees.

i)        How many units still in

b)      Garage discussion

i)         initial report

c)       Residents Concerns Item

d)      Communication Concerns

10.   BOARD DISCUSSION

Dryer vent cleaning quote – Discussion

Meeting Adjourned: 8:00 pm

Next meeting: October

“PARK IT”

a)      Electric vehicles Issue / Bylaws – Start discussion make plan to start moving forward on. Start October

b)      Rule / Bylaw suggestion on replacing water heaters at 10-year mark. Start October

c)       No Smoking By-Law – How to start approaching this? Start November

d)      Stucco Quotes – Waiting on for Spring 2027 due to budget and needing more quotes

Note – All items that require voting on needs a motion and a seconder then the vote can happen. Motions must state what the motion is for and what the vote is for. President cannot make motion or have a vote unless its to be a tie breaker.