Hayley Common Board Meeting
June 14, 2022
Called to order: 7:10 pm
Present: Brian, Wayne, Lori , Lynda (MAL: Tavia)
Motion: approve minutes from previous mtgs – 1st:Lynda, 2nd: Wayne
President’s Report:
● Insurance renewal underway, initiated with Rod Fox
● DB would like approval to replace 1 shrub by Bldg D west end - approved
Treasurer’s Report:
● Requested missing monthly cashflow worksheet from Candice (NT)
o Financials were last posted Apr7, need May update
● Reviewed monthly account balance & paid vendor invoices
o On-site restoration, Window cleaning, Roofing fixes & pigeon issue (paid)
o Freedom Fire – deficiencies & inspection (to be paid)
● Reserve Fund study – working with Alex and NT, NT said they were already working with another company
● Budget to be worked on near end of June/early July
Committee Reports:
Parking
· On track, visitors are reporting use and/or requesting passes
· No visitor violations from prior mtg, no tows
Maintenance
● Fire inspection / some units not inspected in 2 yrs, notifications send and included on deficiencies report with Freedom Fire
○ HC board also contacting those that were inspected (8 units) and those with deficiencies (12 units)
● Intercom systems – ongoing review and options, provided another quote with 4 options from Dakota Lock, no changes at this time
● Eavestroughs – some quotes received, additional quotes are pending with vendors and requested additional info/clarification for one of the quotes received
● Units with water damage requiring various restoration – most repaired with ongoing work being completed in 1 unit
○ Subcontractor with primary vendor caused counter damage to be repaired, vendor working directly with subcontractor to resolve
● Snow and lawn agreement revised by VDM & ok’d
● Frequent question re: original paint colours – suggestion to obtain and post on HC website
Social Media / FB
· Valley Fiber – requesting to be an option on site for another internet provider
· Minutes and financial have been posted on HC website
o May cashflow worksheet has been requested
· FB updates are ongoing
Old Business:
· property management services review
o prior mo required 75+ emails for general questions, communications
o door repairs – west end of E and east end of F – thresholds need to be installed again and adjusted as needed to open/close properly
New Business:
● garage motors have been checked and multiple motors were anchored by B&T maintenance team
● send general housekeeping reminders to all owners/residents, including a reminder for pet owners to be mindful of pet waste disposal – waste bags cannot be left anywhere but in garbage bins
● review option to compensate board member for managing all communications
o Motion to pay LF $300/mo: 1st Lynda / 2nd Wayne
▪ All in favour
Next meeting: July 5th @ 7pm, location TBD
Concluded: 8:30pm
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