Board Meeting #42 - August 21, 2024

Hayley Common Board Meeting #42 – August 21, 2024

Hayley Common Board Meeting

Wednesday, August 21, 2024

5pm

Unit 36, Building C

Present:  Heather, Evan, Ken, Lynda (by phone), Lori, Kristine

Called to order 5:05 pm

Review of Previous minutes of June 19, 2024

·         Motion to approve minutes of June 19, 2024, by Kristine, seconded by Evan, all in favor. 

President/Treasurer’s Report:

·         There was a late fee to Michaela noted on the financials.  Since this was a Northtowne issue they will be reimbursing us for the charge. 

·         The financial audit had been circulated to all board members, no outstanding issues were brought forward, Heather signed off on it.  

·         AGM is scheduled for October 3rd.  The agenda will be drafted and circulated for review prior to distribution.  Terry will send out the emails and coordinate RSVPs for the AGM. 

·         Motion to approve the 2024/2025 budget that had previously been distributed by Kristine, seconded by Ken, all in favor.

Parking & Maintenance Report:

·         Parking – no update

·         Maintenance – Lynda is looking into pricing for eavestrough clamps.  We will then need to find someone to install them. 

Old Business:

·         3D Drone Imaging – Heather will follow up as there has been no word about the rescheduled drone imaging. 

·         Garage water issue – After discussion with the lawyer it was confirmed that garage maintenance and repairs would come out of the garage reserve fund as per the declaration 3.03 (e).  He recommended we create a by-law that clearly spells out the specifics.  A by-law will be drafted and brought to the AGM for voting. 

New Business:

·         New Emergency Line – Heather or Lynda will reprint the rules and replace the posters at each of the entrances with the correct phone number for emergencies.

·         Mass Email – Discussion about what to include in the next mass email included: 

o   AGM Notice

o   Request for 48 hour’s notice for meter readings

o   Reminder about cleaning up in common areas if spills etc. ie. carpets/walls

o   Reminder to break down recycling and that large items must be taken to the dump. 

o   Manitoba Hydro repair to eavestrough – Ken will follow up again as this work has not been completed yet.

·         Landscaping quote - still on hold due to outstanding sidewalk issue.  The quote from Gerry’s Concrete had previously been shared. 

·         Painting – Meeting occurred with interior designer and paint colors were suggested by the designer.  They will try to match the interior doors as much as possible, but owners will have to be home to keep the doors open until the paint dries.

Motion to approve paint colors by Kristine, seconded by Evan, all in favor. 

·         Stucco repairs are starting this week.  There are a couple of issues noted that just happened so quotes will be obtained for the two new areas. 

·         Quotes – discussion about what needs to be included when getting a quote includes specific details of the quote, wherever possible a breakdown (in case not everything can be done), warranty information if applicable. 

·         Freedom Fire – All deficiencies were fixed.

·         Cleaning Contract – Suggested updates to the cleaning contract were discussed.  Heather will update the contract.  She will also follow up regarding the bugs in the hallway light fixtures.

Round Table:

·         The question was raised if the repair work to the roofs was ever done in May 2022 as suggested by Trudel Roofing.  Lynda will look into this further. 

Concluded:  6:11pm

Next Mtg:  3rd Wed in September - location TBD