Hayley Common Board Meeting #40 - May 22, 2024
Hayley Common Board Meeting
Wednesday, May 22, 2024
5pm
Unit 90, Building 5
Present: Heather, Evan, Ken, Lynda, Lori
MAL: Kristine, Brad
Called to order 5:06 pm
Review of Previous
● Motion to approve minutes of April 18, 2024 by Heather, seconded by Lynda, all in favor.
President/Treasurer’s Report:
● Monthly financials - Currently waiting for Northtowne to send invoices for Augerz Fencing to review. Agreed to change the process so that Northtowne sends all invoices for approval moving forward. Heather to let Terry know.
● Voting in Kristine - Motion for Kristine to be a member of the Board by Evan, seconded by Ken, all in favor.
● Budget Review - a copy of the latest draft budget was circulated at the meeting. Changes were made to the maintenance budget. Lori will verify the actual budget amount to ensure accuracy.
● AGM - Still waiting for financials from Northtowne. May have to wait until September as difficult to get a quorum in the summer.
● Interest options - Heather is going to set up a meeting with the account manager at the credit union to review our current banking options.
Parking & Maintenance Report:
● Parking – no update
● Maintenance - Evan will speak with Sunshine Landscaping about quotes to fix some of the larger grading issues around the buildings. Will bring to the next meeting for discussion. Concerns were discussed about some areas of the sidewalks. Quotes would have to be obtained before anything further can be done. Evan suggested we have a door company out in the fall to ensure all door latches are working well and are lubricated properly before the winter.
Old Business:
● Painting - Heather will email the interior designer in July to follow up.
● 3D Drone Image - Lori wasn’t able to access the images as the link had expired. Heather contacted the company who will be reestablishing the link.
● Property Management - Evan sent Heather a few names of other property managers that are used in the area and Heather will follow up in the next month or two to find out what they handle and the cost involved in switching.
● Security Camera on Building A - Discussion about potentially putting a security camera on Building A facing the entranceway. It was decided that cameras will remain an owner responsibility.
● Intercoms - Building F has been fixed and is fully functioning. This issue is resolved at this time. Will be on the agenda for the AGM.
● Manhole repair - We confirmed this but are still waiting for scheduling to contact us with a date.
New Business:
● Notices - Heather will email Terry to send out a notice to owners about garbage, new emergency number, and window cleaning.
● New Emergency Line - communication will go out and Lori will update the website. Stickers will be placed on the rules at the entrances with the new number as well.
● Reserve Fund - It was discovered that the correct amount was not being transferred to the reserve fund as was budgeted in 2023/24. Motion made to move $26,880 from the operating fund to the reserve fund to correct this and also change the monthly amount to be transferred to the reserve fund to $5,240/month by Kristine, seconded by Ken, all in favor. Lori will email Terry to have this completed.
● Freedom Fire - waiting for report as there were a number of issues discovered during the visit.
● Manitoba Hydro - Ken will be getting a quote for the damage that was done to the eavestrough when the transformer was replaced and Calado Crane will be paying for the repair.
● Stucco Quotes - Although we reached out to multiple vendors we only received one quote. Motion made to spend a maximum of $10,000 on stucco repair in July by Heather, seconded by Lynda, all in favor.
● Garages - Discussion regarding garages and ongoing water issues. Motion made to have our lawyer review the declaration for us and recommend a decision regarding responsibility by Kristine, seconded by Ken, all in favor.
Concluded: 6:15pm
Next Mtg: 3rd Wed in June - location TBD
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