June 26, 2026 HC Board Minutes

Hayley Common Board Meeting

Date: June 18, 2026

Time: 6:10 pm

Location: TC Energy Centre – second floor boardroom

Present: Evan Race, Ken Jennings, Patrick Lyttle, Kristine McCallum, Brenda Ahrens, Jenny Carloni, Brody Trach, Meaghan Alleyne, Adrien McConney

Absent: Harman Singh

Guest: Aaron Albas, Prospect Management

1.       Call to order – Quorum Validated

2.       Approval of Agenda

3.       Approval of May minutes:

                Krstine McCallum motioned to approve the minutes

                Ken Jennings seconded - approved

4.       Reports

4.1.   President’s Report - Brody gave a presentation on how he can fix the door plate on building G. Board in agreement to try the fix. Brody volunteered to do the repair.

4.2.   Treasurer’s Report + Monthly financials (review of latest financials) Kristine requested a CertaPro invoice for work done in Building F - Aaron will provide

4.3.   Reserve fund study is scheduled for 2027

4.4.   Garage owner meeting minutes for review - Minutes to be tabled

4.5.   Parking Report -Resident will be contacted regarding the length of time still needed to park in visitors

4.6.   Maintenance Report – Down Spout re; garages –- Prospect will investigate purchasing needed supplies

5.       Old Business

5.1.   Garage engineer suggestions – Update

5.1.1.1.   Aaron spoke of a conversation with resident from building E regarding the garages

5.1.1.2.    Aaron will be meeting with an Engineer on site at the cost of $300

Kristine motioned, Patrick Seconded, Engineering site visit for $300 - passed

5.2.    Garage owners next meeting - will be set for July or August 2026

5.3.    Website updates –Prospect will contact a website contractor, requesting a quote for updates including, ensure that parking / meter request will send out a copy of email to the sender, Prospect and Hayley Common Board, create a page dedicated to the listing of rules and regulations of Hayley Common as opposed to just a link.

5.4.    Transformer cleaning quote – Kristine motioned to accept quote and Patrick - Second – passed

5.5.    Fence Repair quotes – Discussion took place regarding the quotes, one was $210 per hour. A second quote, from Midwest, tabled until a third quote is received from them which will include steel posts as an option as opposed to wood.

5.6.    Roof Inspection and Building F, fibreglass board repair - Update – Inspection has been completed but work has not yet been completed.

5.7.    Hydro bills – Past history – data collection not yet complete

5.8.    Building F bulletin board Trial – Seems to be working very well.

5.9.    Stucco Repair Quotes – Update – Aaron, will consult with Rachel as to when the quotes will be received and get back to board. Evan will meet with company to do a walk through with company to view damage.

5.10 Weeding of Gardens: in-between buildings C and D, dead bush needs to be taken out, building D highway side and any other bushes that need to be replace on the property. Suggestions of other greenery to replace the current dogwoods were discussed. Whipper snipping is only done on sidewalk side of property. Evan to meet with company and do a walk through of the property to list and review items of concern.

6.       New Business

6.1.    Monthly Email newsletter – Last newsletter not yet sent out?  Completed June 18, 2026.

6.2.    Window Cleaning – June 26, reminder to be sent out on Friday and will be announced in newsletter

6.3.    Fire inspection quotes – looking for 3 new company quotes.

6.4.    Request Prospect provides a Budget of actual itemized expenses when sending financials reports every month. – Aaron will provide this starting in July 2026.

7.       Board Discussion

7.1.    Creation of a list of preferred venders with discounts - Who would like to take on the task of getting a list of vendors with discounts that we can put on the boards? (Vent cleaning, plumbing, HVAC, and so on with all year-round discount for those living in the HC condos, Local is preferred) – Adrien will take the task of searching for vendor of choice for electrical interesting in providing discounted quotes.

7.2.    Facebook page - tabled

7.3.    Cleaner issue – no improvements to date on vacuuming, high reach areas are monthly items to be cleaned. Ken will check in with the company.

8.       In Camera

8.1.    Item A – Pet rules and regulations

8.2.    Item B – Outstanding Condo Fees

9.       Park It

9.1.     Smoking By-Law – How to start approaching this?

9.2.    Electric vehicles Issue / Bylaws – Start discussion make plan to start moving forward on getting information.’

9.3.    Rule / Bylaw suggestion on replacing water heaters at 10-year mark

Meeting Adjourned: 8:02 PM