Board Meeting #20 - May 4, 2022

Hayley Common Board Meeting May 4, 2022 Called to order: 5:20 pm Present: Brian, Wayne, Marc, Lori (Lynda and Tavia - absent) Motion: approve minutes from previous mtgs – 1st:Marc, 2nd: Wayne President’s Report: ● Northtowne has said they will continue to work on our property insurance for 2022. This is still under discussion. ● Marc and Brian are going to review the existing contract for lawn/snow and review issues/concerns that were discussed at the last meeting to update the contract going forward. ● Van Der Meer agreed they are going to repair the trees that were damaged during the snow removal. Treasurer’s Report: ● The Exchange Group will be completing the audit this year. ● Reserve Fund Study is currently in process. Committee Reports: Parking · Nothing to report. Maintenance ● Brian is getting 3 quotes on commercial grade extensions and elbows for the downspouts. ● The locksmith is coming tomorrow to fix Building E east and C west doors. ● Fire inspection is scheduled for May 16 – 20th. When we send an email with the schedule need to include that if owners have changed their locks they need to ensure someone has access to their unit. ● Agreed we use the same company for window cleaning and carpet cleaning. Lori will get updated quotes. ● Parking lot cleaning put on hold this year. Next year we will have to get the parking lot painted and will get it cleaned prior to that occurring. ● Agreed we would use the same janitorial company this year. Need to get a contract in place. ● Marc is going to follow up with plumbers about preventative steps we can take to prevent anymore water damage from the hot water tanks. ● Brian will follow up with the roofing company about the soffits on the north east corner of Building D. ● Brian is still looking into solutions for the drainage issues on the greenspaces. ● The fence panel on the south side of the property needs to be replaced. Lori will follow up with Brad if he has contacts. ● Jeff Richards will be fixing the south side fence. ● Brian has asked for quotes on a second intercom for Building F. He has also asked for quotes on a new building as the intercoms are starting to have issues. He has asked for a second quote to move all buildings from keys to fobs. ● Lori is going to get quotes for patio door locks for those interested and will follow up with Evan and Lynda about gates and duct cleaning. New Business: ● Northtowne sent a new service agreement right before the meeting so Brian will circulate to members for their review. Next meeting: No date set. Concluded: 6:34 pm