Hayley Common Board Meeting
August 6, 2020
Called to order 3:30pm
Present: Brian (Pres), Doug (Director), Wayne (VP), Lynda (Secretary), Marc (Treasurer), Gord Macpherson (Northtowne)
Motion: approve minutes from previous mtg – 1st: M, 2nd: D
President’s Report:
Petty Cash – should set up a Petty Cash float to be managed on site - begin with $500.00 etransfer to L who will reimburse any approved receipts (under $100.00) rather than individual reimbursement requests to Northtowne – all Petty Cash transactions will be recorded and shared with all board member monthly or more often as needed
Motion by D: approved by all (in favour)
G to arrange etransfer of $500.00 to L for on-site Petty Cash float commencing asap
Looking into options available to plan an AGM or equivalent communication to ensure all owner are updated and have opportunity to address any questions (pending)
Treasurer’s Report (covered by B):
All prior month financials – ok’d, no variables
Motion: approve – 1st L, 2nd W
Insurance claims for to units in process to be paid
Late fee for Hydro $600 – G to check with K why it was paid late & any late processing fee should be covered by Northtowne as delay was not HC issue
Landscaping (DB):
Landscape plan made with VDM, needs updated re: drainage improvement and site plans will be standardized between all buildings to ensure adequate drainage while maintaining a property ‘curb appeal’
No issues with overland flooding into units but the situation is being monitored prior to drainage improvements being implemented and pumps are on site should an issue arise
Maintenance Report:
Eavestrough slope fixed – 2 garages – quote of $400.00 approved from Moe Eavestroughing
Roofing repair to start Aug10 – Bldg A
Acrylic repair to start Aug17 – various locations as identified
2 units repaired from old water damage – site repairs by Roger in collaboration with D
Electrical issues – contracted for 1 parking lot outlet repair to evaluate service and will contact another electrician for additional repairs if unsatisfactory
Gates: orders require deposit of $200 paid to Northtowne – quote for 10 gates $600 plus GST w/ all payments to admin@northtowne.ca and price includes material, removal of panel and installation of gate (addendum Aug13/2020 – 17 gates ordered, Northtowne submitted order to Windeck requesting an additional price improvement based on the quantity of orders well exceeding 10 – TBD)
Northtowne Report:
15 interested buyers for gates (see addendum above) – will request pricing improvement for order being over 10 - TBD
Insurance for property – still pending & must be resolved ASAP – current broker unable to renew – Northtowne are now working with Marsh Canada/Doug Ketler
(addendum – B contacted an additional insurance option via the Condo Resources – a contact: Mr Fox has been put in contact with Northtowne/G and insurance options are also being pursued)
Parking Report:
Parking permits all ok & 1 parking spot for sale #X – could sell for another & change to visitor
Blog post (see below) added by RC to advise of contact for parking permits/tags
Old Business:
Social media: L met with RC (August) – revised website to add a section header titled ‘Updates and Announcements’
RC shared access with L who will administer updates to the blog with back up from RC if needed
Tab will function as a blog with post categories that can be used to separate news from minutes, etc. First minutes to be posted late Aug2020 (earliest).
New Business:
Parking in-fill between garages/gravel - $2800 to fill both using Focus Design
Motion to approve: 1st M/2nd W
Issue with a garage keypad
Duct cleaning – previously owners used Power Vac – will request group rate again via B_ / email to be sent to all owners to contact Britney if interested in group discount
Next meeting: TBD for September or AGM Concluded: 5:00pm
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