Board Meeting Thursday, February 16, 2017 1 SIERRAS OF EVERGREEN OCP#0510913 Board Meeting Minutes – February 16, 2017 Present: Reg Earle, Darlene Curzon, Bob Darrah Bob Swanberg, Karen Dandie-Walks, Leslie LeRouge Marion Rodriguez (Diversified Management Southern) Meeting Called to Order at 6:00 pm. Approve Agenda: Motion Carried Approval of Minutes: January 23, 2016 Motion to approve: Leslie Lerouge Second: Karen Dandie-Walks Motion Carried Financial Report - DMS Operating Reserve - $209,375. Budget Comparison - surplus $10,521. Reserve Fund balance - $1,580,819. Retained Earnings - $207,277. Motion to Accept December Financial Report: Moved Bob Darrah, Seconded: Darlene Curzon Motion Carried Investment Maturity Maturing March 31, 2017 for $100,000 – to be renewed for 2 years with $1,400 interest deposited to Reserve Fund Motion: Bob Swanberg Seconded: Bob Darrah Motion Carried Outstanding Invoices/Income All A/R accounts are current & up to date. Managers Report - DMS Maintenance Committee Report – Item 6 (February 15, 2017) The Maintenance committee has suggested contracting with Restoration Calgary to inject insulation into the attic space only in Building D to prevent the ice build up along the roof line. Quote is $2,520. + GST Motion: Bob Darrah Seconded: Darlene Curzon Motion Carried Garage Ramp Repairs – ramp repairs have been completed by Trotter & Morton, invoice to come. The ramp temperature has been set to 130 degrees for 1-2 hours to melt snow. Temp can be reset to 120 degrees. The system automatically shuts off when temperature reaches 13 degrees.
Transcript
Board Meeting Thursday, February 16, 2017
1
SIERRAS OF EVERGREEN OCP#0510913
Board Meeting Minutes – February 16, 2017
Present: Reg Earle, Darlene Curzon, Bob Darrah
Bob Swanberg, Karen Dandie-Walks, Leslie LeRouge Marion Rodriguez (Diversified Management Southern)
Meeting Called to Order at 6:00 pm.
Approve Agenda: Motion Carried
Approval of Minutes: January 23, 2016
Motion to approve: Leslie Lerouge Second: Karen Dandie-Walks Motion Carried
Financial Report - DMS
Operating Reserve - $209,375. Budget Comparison - surplus $10,521. Reserve Fund balance - $1,580,819. Retained Earnings - $207,277. Motion to Accept December Financial Report: Moved Bob Darrah, Seconded: Darlene Curzon Motion Carried Investment Maturity
Maturing March 31, 2017 for $100,000 – to be renewed for 2 years with $1,400 interest deposited to
Reserve Fund
Motion: Bob Swanberg Seconded: Bob Darrah Motion Carried
The Maintenance committee has suggested contracting with Restoration Calgary to inject insulation into
the attic space only in Building D to prevent the ice build up along the roof line. Quote is $2,520. + GST
Motion: Bob Darrah Seconded: Darlene Curzon Motion Carried
Garage Ramp Repairs – ramp repairs have been completed by Trotter & Morton, invoice to come. The
ramp temperature has been set to 130 degrees for 1-2 hours to melt snow. Temp can be reset to 120
degrees. The system automatically shuts off when temperature reaches 13 degrees.
Board Meeting Thursday, February 16, 2017
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Building Maintenance
Trotter & Morton will repair a copper pipe leak in the garage requiring the building water to be shut
down for a day. A required notice to owners has been posted throughout the building. The shower in
the men’s room of the pool will also be repaired at the end of the day to correct the hot water.
New Rules & Regulations Committee
With passing of our new Bylaw registered January 25, 2017, Jan Brooks organized a meeting of
interested owners held at 10 am February l6 to establish a new committee to update our rules and
regulations to comply with changes in the Bylaw. Committee Chairperson is Rosemary Wiens.
Next committee meeting date is March 10th, 2017.
The Board liaison will be Leslie Lerouge. Motion: Reg Earle, Seconded: Karen Dandie-Walks - Carried.
Receipt of Wood Shelving
A donated delivery of wood shelving was received and temporarily placed in a parking space in the
garage. A request was received to use some of the shelving as flower stands in the courtyard. The
remaining wood is to be dismantled and used in the workshop. Motion: Darlene Curzon - not to
approve request for courtyard Seconded: Reg Earle Motion Carried (all shelving to be dismantled by
Saturday February 18, 2017 and repositioned in the workshop or storage space)
Mircom
Service by Mircom was inadvertently charged to our operating account with respect to deficiencies, fire
extinguisher replacements & batteries. DMS will reallocate these expenses to the Reserve Fund.
Discussions between Reg Earle and Mircom asking them to take over ALL aspects of work at our building
instead of Mircom sub-contracting to DS Security as DS Securities work has not been totally satisfactory.
DMS will follow up with Mircom on this issue.
Vehicle Parking Stickers Our supply of 200 additional vehicle ID stickers has been obtained and are in the office. Unit Dishwasher Flood Determination that all costs relating to replacement of any damage to the unit is the responsibility of the owner’s insurance coverage. DMS has forwarded all invoices to the owner’s insurance company. Board Members Hosted a Reception for New Owners / Tenants Who Moved in During 2016 / 2017 This event scheduled for Tuesday, January 31st in the Evergreen Room. All new residents over past year invited to attend and a review of our various committees was given by the chairperson of each committee. The Craft Room Committee provided refreshment.
Tabled Items
Multi-family Composting begins November 2017
Eaves trough cleaning – at driveway entrance Spring 2017
Board Meeting Thursday, February 16, 2017
3
2017-2018 Budget
A preliminary Budget Preparation meeting was held Thursday, February 9th to discuss expenses in
consideration of our 2017-2018 operating expenses and reserve fund considerations.
Landscape Contract
Following a review of our current contractor plus receiving additional Landscaping estimates, the Board
decided to renew the contract of Personal Touch for another 5 years. There will be no increase in the
base contract amount over that period. Motion: Karen Dandie-Walks Seconded: Leslie Lerouge Carried
Window Cleaning – 2017-2018 Budget Item
Two quotes have been received for consideration.
Carbon Tax
The new Alberta Carbon Tax will be included in our January 2017 billing and will be reviewed when
received to determine if the % allocation in the new budget is sufficient.
Pool Liner
Pool companies will be contacted for estimates on replacing the pool liner. This is a Reserve Fund
expense.
Meeting Adjourned at 8:10 pm.
Next meeting scheduled for Thursday, March 16, 2017
Respectfully Submitted:
Karen Dandie-Walks, Secretary
Approved: By Directors Accepted: ____________________
On Date: Thursday, March 16, 2017 Board Chair – Reg Earle
