CONDOMINIUM CORPORATION NO.

062 4094
The Conservatory at Mill Creek
MINUTES -- BOARD OF DIRECTORS MEETING

August 17, 2015

The meeting of the Board of Directors of Condominium Corporation No. 062 4094 was held in the
Guest Suite of The Conservatory at Mill Creek, 7510 - 89 Street NW, Edmonton Alberta.
Clare Dechant, Board Chair, called the meeting to order at 6:28 p.m. and confirmed that a quorum was
present for the conduct of business. Bill Begley from Inland served as recording secretary.

ATTENDANCE:
Present:
Clare Dechant, Lee Jenkins, Mark Asselin, Marilyn Solikoski, MaryAnne Hawryluk,
Charles Heard, Bob Anderson, Bill Begley (Property Manager)
Absent:
None

AGENDA:
The agenda was reviewed and accepted as presented.

MINUTES:
The minutes of the meetings of June 22, 2015 were reviewed. It was moved by Ms. Hawryluk,
seconded by Mr. Anderson, that the minutes of the meeting of June 22, 2015 be adopted as presented.
CARRIED

FINANCIAL REPORT:
The financial statements as at July 31, 2015 were addressed by Ms. Solikoski. She noted that the
$25,000 payment by CDL will be shown as a deferred income item in the future to keep it separate from
general revenue. After the review, it was moved by Ms. Solikoski, seconded by Mr. Jenkins, that the
financial statements as at July 31, 2015 be accepted. CARRIED

NEW BUSINESS ITEMS:

1) Cleaning Services Agreement:
The current contract will expire at the end of September. After a discussion of the quality of work to
date, the pricing of the contract and alternatives to a renewal, it was moved by Mr. Jenkins, seconded
by Mr. Asselin, that the Board authorizes Mr. Dechant to negotiate a new contract with Anmol
Janitorial Services Ltd. and if possible sign a new contract at not more than $2,000 per month in fees
for the same service or some additional service. CARRIED
Action: Mr. Dechant
2) Building Security:
Following the July break-in, the Board is considering additional security measures. Royal Lock &
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Key will be brought in to better secure the front opening windows. Some other measures regarding
replacing some door handles, etc. will also be reviewed. The mailbox enclosure will be left as is
based on advice from Canada Post. Other options intended to deter or obstruct easy passage into the
west yard and then access to the west doors will be further considered.
Action: Board
3) Parkade Overhead Door:
The parkade door was hit by a resident who immediately contacted Mr. Dechant to take
responsibility. The bottom panel will require replacement which has been ordered through Overhead
Door Company. Due to some previous damage to the door resulting from an attempted forced entry,
the Board decided a cost-sharing arrangement with the owner would be fair so it was moved by Mr.
Dechant, seconded by Mr. Jenkins, that the Condominium Corporation share the expense of
replacing the door panel equally with the owner who reported colliding with the door. CARRIED
Action: Inland/Mr. Dechant
4) Schedule Safety Systems Inspections:
The annual safety system inspections will be scheduled for late September.
Action: Inland
5) Building Key Replacement Plan:
As a discretionary use of funds, replacement of the main building key will be deferred until more is
known about the cost to repair the current water leakage problem.
Action: Deferred (March-2016)
6) Alarm Inspections in Suites:
There is approximately one-quarter of the suites requiring alarm inspections (as part of the Annual
Safety Systems Inspections) by Chubb Edwards as these alarms have not been inspected for two or
more years. This refers to the building-wide fire alarm system with local in-suite alarms that are
located in every bedroom, not the in-suite smoke detectors which are an owners responsibility. The
suite owners will be given notice at least two days prior to a planned inspection with alternative
dates provided if possible for their convenience. Should a suite not be made available for inspection,
the Board will refer it to Edmonton Fire Rescue Services to order entry.
Action: Inland/Board
7) Fire Inspection Report:
An inspection was recently conducted by Edmonton Fire Rescue Services. Noted deficiencies were
addressed the same day the inspection report was issued. In discussion with the Property Manager,
the fire inspector commented favourably about the present state of the building.
Action: Closed
8) Owner Inquiries:
An owner who questioned the fire safety was advised that all emergency lighting was tested and
where required, batteries were replaced. This is a safety system that is part of a formal annual
inspection. A second owner requested a copy of the financial agreement made with Christenson
Developments. While the basis of the request was not accurate in that the agreement does not deal
with structural deficiencies, the Board noted that other owners may also be interested and therefore,
the agreement will be posted on the bulletin board of the condo for all interested parties to review.
Action: Board
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9) Request to Replace Patio Door:

An owner made a preliminary inquiry about an interest to replace an existing patio door. The Board
will consider such a replacement provided that a professional engineer provides a report and
confirms that any necessary steps to maintain the structural integrity of the building are taken.
Action: Closed
10) Canada Post On-site Parcel Locker:
In conjunction with the continuing roll-out of changes to the mode of mail delivery, Canada Post
offers the free installation of a parcel locker for the convenience of residents in buildings over 40
units. Subject to determining a reasonable location for such a locker, the Board will work with
Canada Post on this installation.
Action: Inland/Board
11) Property Insurance Appraisal:
The Board agreed that Gardiner Appraisals should perform a new insurance appraisal of the building
to ensure our coverage is up to date.
Action: Inland

OLD BUSINESS ITEMS:

1) AGM Minutes:
The draft minutes from the AGM were reviewed and a copy sent to all owners in late June.
Action: Closed
2) Storage Unit Status:
The record for one of the units will be checked to ensure accuracy of the billing.
Action: Closed
3) Fire Safety Issue:
The Board is continuing to consider the possibility of a bylaw change to convert the building to full
non-smoking status, including within suites, with the acknowledgment that any current resident who
smoked inside a suite would be grandfathered. Mr. Begley will look into drafting a bylaw
amendment to give effect to this change and whether or not additional sources of ignition could be
covered in the ban.
Action: Inland
4) Exercise Equipment Repair:
Mr. Asselin is still looking for a company to complete repairs to the weight machine. The Board
agreed that if repair of this machine is not possible given the difficulty in obtaining parts for a
machine of its age, removal will be undertaken.
Action: Mr. Asselin
5) Assign Building Key-Sets:
Mr. Dechant and Mr. Begley will meet to review the key-set held by Inland.
Action: Inland/Mr. Dechant

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6) Asphalt Repairs:
Mr. Begley is seeking another quote for the repair of potholes and cracks on condominium property.
Action: Inland
7) Electrical Repairs:
Mr. Dechant is working with A-Lite Electrical on replacement of ballasts in several problem lights.
Action: Mr. Dechant
8) Balcony Repairs:
Mr. Begley will provide the name of another contractor who can work on Duradek balcony covers.
Action: Inland
9) Bylaw Violation:
Mr. Begley confirmed that a bylaw infraction fine will be reflected in the books of the Condominium
Corporation for the next statement.
Action: Closed
10) Door/Gate and Lock Repairs:
Royal Lock and Key will be installing a replacement suite door and undertaking some adjustments to
a few other common area doors. The Board will also seek some advice on possible improvements to
security.
Action: Mr. Dechant
11) Parkade and Foundation Water Leak Repairs:
Contractors will now be sought to repair various parkade leaks. Regarding the foundation leak, an
exploratory trench was dug opening the foundation wall and the contracted engineering firm will be
co-ordinating some further water testing. This testing will continue until the source of the problem is
determined as the factors normally causing such leakage have been ruled out. The Board was
pleased to note that the engineer involved in this matter is highly regarded in this field.
Action: Inland/Board
12) Plumbing Vent Repairs on Roof-top:
Mr. Begley will source a new contractor to quote on this repair as the last two have failed to make
scheduled appointments.
Action: Inland/Mr. Dechant
13) Water-Related Items:
a) Refer to Old Business Item 11.
b) Refer to Old Business Item 11.
c) Federal Environmental is to address a permanent solution for a minor leak in a pipe above a
parking stall in the parkade.
d) Repairs for an occasional leak in the central drive lane of the parkade are pending determination
of the source of the leak.
e) A leak in a ground floor patio ceiling will require further investigation and testing including the
possibility of removing the soffits to expose the leak area.
f) Action is pending on the roof leak at the front entrance.
g) The issue of some water in the atria of several suites is ongoing. It has not been determined if
this water is as a result of leaks or condensation. Additional window and wall contractors will be
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called in to investigate. This item will also include replacement of a cracked glass panel in the
atrium of a suite.
Action: Inland/Board
14) External Water Faucet Line Ruptures:
Federal Environmental is to replace external faucets running through two suites. Replacement of
damaged flooring in one of the suites is pending.
Action: Inland/Mr. Dechant
15) Insurance Claim External Water Faucet Line Ruptures:
The work is ready to proceed. Mr. Begley and Mr. Dechant will work to complete this item.
Action: Inland
16) Capital Expenditure Planning:
a) Carpet replacement quotes have been received from two flooring contractors. Further work will
be undertaken with these contractors to explore the best replacement options.
b) Common area re-painting quotes have been received. The details of these items will be worked
out and a proposal brought to the Board for approval.
Action: Inland/Board
17) Maintenance - Exterior:
a) Landscaping repair plans are to be deferred until the water leakage problems are resolved.
b) An additional exterior contractor will be contacted to determine the best solution to the window
cap issue.
c) An inspection of the building exterior will be undertaken to identify specific areas requiring
caulking repairs.
Action: Inland/Board
18) Tree/Bush Removal and Replacement Plan:
Canadian Tree Care will be contracted to remove some dead, dying and problem-located trees.
Some columnar aspens have bronze leaf disease which can kill trees in 3 to 5 years without attention.
Pruning of diseased branches on the Schubert Chokecherry trees will also be included. A plan for
replacement is pending.
Action: Inland/Mr. Dechant
19) Install Missing External Vent Caps:
Eddies Eavestroughing failed to call-back as expected. Inland will ask Ardent Roof Systems to deal
with this matter.
Action: Inland/Mr. Dechant
20) Request to Move Eavestroughing Downpipe:
Ardent will also look into this work when dealing with item 19 above.
Action: Inland/Mr. Dechant
21) Re-install Balcony Glass Panel:
This item will be followed-up later this year.
Action: Mr. Dechant/Mr. Lochrie
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22) Stair Railing for Patio:

This item will be followed-up by Mr. Asselin.
Action: Mr. Asselin
23) Fire Prevention Inspection Report:
A letter has been drafted to be sent to owners whose deployment of tarps as well as placement of
stored items in their storage units in the parkade may interfere with the effective operation of the
sprinkler system in the event of a fire. A clearance space of a minimum 18 inches below the
sprinkler head is required. In addition, a couple of owners have items stored in their parking stalls
rather than their storage units. A letter will also be sent to these owners.
Action: Inland/Board
24) Owner/Resident Emergency Contact Information:
Some owners have provided the requested information but others have still not responded. A new
request will be sent out.
Action: Inland/Mr. Dechant
25) Website Update:
A new website has been developed and continues to be tested.
Action: Mr. Dechant
26) Update New Resident Welcome Package:
Update is pending.
Action: Mr. Dechant
27) Legal Action Against Suite Owner:
The action against a suite owner is continuing. A new hearing has not been scheduled as yet.
Action: Inland
28) Water Treatment Service Provider:
Federal Environmental provided a referral in KeyTech Water Management. Mr. Dechant met with
the company and the Board was advised of the probable annual cost. It was moved by Mr. Dechant,
seconded by Mr. Anderson, that the Condominium Corporation will engage KeyTech Water
Management to perform the chemical treatment of the heating/cooling system at the agreed price and
Mr. Dechant is authorized to sign the contract with them on behalf of the Board. CARRIED
Action: Mr. Dechant
29) Sewer System Operation:
The sewage tank lid is badly rusted and needs to be replaced. A replacement lid will cost $2,500
based on a previous quote. We are awaiting further input from Federal Environmental on the
replacement plan.
Action: Mr. Dechant

DEFERRED BUSINESS ITEMS:

1) 2016 Budget (September 2015) Reminder to review implications of insurance premium and power
transmission rate increases, and to review user rates.
2) Insurance Individual Versus Corporation Liability
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NEXT MEETING DATES:

The next Board meeting will be held September 21, 2015. Subsequent meetings are scheduled for
November 23, 2015 and January 18, March 21 and April 26 (AGM), 2016.

TERMINATION OF MEETING:
At 8:25 p.m. with no further business to bring before the meeting, it was moved by Ms. Hawryluk,
seconded by Mr. Heard, that the meeting be terminated. CARRIED

-Original Signed______________________________
Clare Dechant, Chair

-Original Signed______________________________
Bill Begley, Recording Secretary

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