Board Meeting #39 - April 18, 2024

Hayley Common Board Meeting #39 – April 18, 2024

Hayley Common Board Meeting

Wednesday, April 18, 2024

5pm

Unit 73, Building E

Present:  Heather, Evan, Ken, Lynda, Lori 

MAL: Linda, Brad (absent: Kristen)

Called to order 5:05 pm

Review of Previous minutes: all reviewed & ok’d

President/Treasurer’s Report:

• Heather followed up with Terry regarding standard process for approvals as this is not being followed by Northtowne – they will send invoices to shared email for approval going forward

• There was a question about the snow clearing charge on March’s finances but this was related to the snow removal near the north side of the garages.    

• Budget vs actual – still hasn’t been received

• Evan brought up concerns about not making any interest of the money in the operating fund and also recommending that we put extra funds in the reserve fund.  Heather was going to follow up with the bank about the interest rates and recommended at a minimum that we transfer some of the funds into a savings account for extra interest.   

• Everyone was reminded not to share the bank statements with others not on the board as they have confidential account information on them.   

Parking & Maintenance Report:

• Parking – no update

• Maintenance - $311.00 was purchased for supplies for the door sweeps

• Evan and Ken have been replacing light bulbs in the buildings – they need to order an additional 6 – 8 boxes for the remaining buildings and to have some leftover

• Evan got a quote from Trudel Roofing for the current cost of replacing one building roof for future planning purposes. 

• Linda questioned if the door sweeps in Building B would be repaired but we are currently waiting for more sweeps that have been ordered. 

Old Business:

• Intercoms – still waiting for the part to arrive to do the repair.  Was told it would be 7 or 8 weeks.

• Painting – confirmed to start September 3rd.  Heather will keep in touch and book a time for a few board members to meet with the interior designer to select the colors in June or July.   Notice will go out in August to the affected buildings.

• Sunshine Maintenance – Set to start on May 1st.  Will probably do the spring clean up now due to the weather.

• 3D Drone Imaging – Discussion about how to save the images.  Might be enough room on the google drive so will try that route first.

• Northtowne communication issues – Lynda and Heather had a phone meeting with Terry to discuss concerns with communication/attention to detail etc.  Will continue to monitor.

• Pigeon Issue – Pigeon issue seemed to have resolved itself for the most part.  We recently had one complaint but the companies haven’t had any good solutions in the past.

New Business:

• Garage Issues – Mudruckers quoted $/block of garages to lift them with a 15% discount if we did more than one block in 2024.  There would also be approximately $ to disconnect and reconnect the electrical.   A quote was obtained from Superior Asphalt Paving Co on regrading the lot to resolve the garage issues but this was over $ and so will not be pursued.  Board members agreed that we will do a survey of garage owners in early May to try to determine which garages have the most water issues as well as mold and will then decide further at the May meeting how to proceed.  

The quote also included $ to repair the manhole issues by building D and E.   Board members approved this repair and Evan will coordinate – all in favour.  

The quote also included $ for the installation of two speed bumps.  The board decided not to proceed with this at this time.

• Security Camera on A – deferred.

• AGM – Waiting on financial documents from Northtowne before we can schedule.

• Parking lot sweeping and line painting – We had two quotes for parking lot cleaning from RCB Manitoba and Augerz fencing.  RCB quotes on painting lines as well.   Board members agreed to proceed with lot cleaning and line painting with RCB Manitoba – all in favour.  Lori will coordinate ASAP.

• Window Cleaning – We had two quotes from Class A as well as Picture Perfect.  The board agreed to proceed with window cleaning with Class A – all in favour.  This will be coordinated to occur after the lot has been swept.

• Carpet Cleaning – We had two quotes from Class A and Superior CD.  The board agreed to proceed with carpet cleaning from Class A – all in favour.

• Unit XX and burst water tank – currently both owners insurance companies are working together.  We will assess further if there is damage in the space between the two units.  

• Next mass email – Will include duct and laundry vent cleaning reminder, no pressure washing balconies and a reminder to keep balconies neat and tidy.

Round Table:

• Linda questions if the bench on the greenspace beside Building G is acceptable.   The board agreed nothing should be on the greenspace and Terry will be asked to notify the owner to have it removed.  

Concluded:  6:15pm

Next Mtg:  3rd Wed in May - location TBD