CONDOMINIUM CORPORATION NO.

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

May 11, 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 AB.
Clare Dechant, Board Chair, called the meeting to order at 6:30 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, Mark Asselin, Marilyn Solikoski, MaryAnne Hawryluk, Charles Heard,
Bob Anderson, Bill Begley (Property Manager)
Absent:
Lee Jenkins

AGENDA:
The agenda was reviewed and accepted.

MINUTES:
The minutes of the meeting of March 23, 2015 were reviewed. It was moved by Mr. Asselin, seconded
by Ms. Hawryluk, that the minutes of the meeting of March 23, 2015 be adopted as presented.
CARRIED

FINANCIAL REPORT:
The financial statements as at April 30, 2015 were addressed by Mr. Dechant. He reviewed the
corporations financial position and stated that while a few expenses were not in line with the budget, it
is still early in the year and these figures are expected to come into line as the year progresses. After the
review, it was moved by Mr. Dechant, seconded by Mr. Heard, that the financial statements as at April
30, 2015 be accepted. CARRIED

NEW BUSINESS ITEMS:

1) Review Role and Responsibilities of the Board and its Directors:
Mr. Dechant referred the members to the pages of the Roles and Responsibilities of the Board and
Directors and briefly described them in an overview of the role the condo Board plays in the
operation of the condo.
Action: Closed
2) Review Directors Code of Ethics:
As with the Role and Responsibilities, Mr. Dechant referred the members to the page headed as the
Code of Ethics. All members are bound by this code. The importance of the Board acting
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cohesively and in accordance with the bylaws with fair treatment of all owners was stressed.
Action: Closed
3) Establish Board Committees:
The only continuing Committee is the Social Committee. It was suggested that the owner who has
played the lead role in the committee this past year be asked to continue. The funds of the
committee have been managed by Mr. Johnson as Treasurer. Mr. Dechant invited a new volunteer to
manage the committees funds. Mr. Asselin offered to assume this responsibility.
Action: Closed
4) Establish Board Meeting Schedule:
The schedule for future meetings was previously set. There were no requested changes so this
schedule will be continued.
Action: Closed
5) Update Signing Authorities:
Mr. Begley confirmed he has prepared the new resolution for the signing authorities and will advise
when it is time to have the officers attend the bank to complete the signature cards.
Action: Inland
6) Update Change of Directors with Service Alberta:
Mr. Begley has prepared the Change of Directors form and Mr. Dechant has signed it on behalf of
the Condo Corporation. It will be submitted to Land Titles Office immediately.
Action: Closed
7) Update Call List for Monitoring System Troubles/Alarms:
The list of people to call by the monitoring company (Chubb Edwards) will remain as is. The
company will call, in order, Mr. Dechant, Mr. Lochrie, Mr. Asselin and Inland Property
Management.
Action: Closed
8) Update Director Contact Information:
This list has been updated and distributed to the members.
Action: Closed
9) Assign Building Key Sets:
Three complete sets of keys for the building are held by two Directors and the Building Manager and
are passed among them as needed to ensure that a full set is always in the hands of someone who is
available in case of emergency. Mr. Begley will give Mr. Dechant the Inland set of keys to ensure
they are up to date.
Action: Inland/Mr. Dechant
10) AGM Review:
Several topics were raised at the AGM to be considered by the Board.
a) Communal gardens were suggested by an owner. After some discussion, the Board decided that
it was preferable to allow no re-purposing of common property for any specific purpose which
would be geared for only a small number of residents such as the proposed gardens and that
approval of this request could lead to other requests to re-purpose parts of the grounds.
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b) Extraordinary general meetings were proposed to enhance communication between the Board
and owners. The Board decided to hold an initial and informal information meeting in October
2015 at which some Board members would be available to answer questions in addition to
providing updates on topics of interest to owners.
c) Liability for volunteer service was a concern for some owners. It was noted that the condo has
considerable liability insurance as well as WCB coverage for both general uninsured labour and
directors who may provide labour.
d) In response to questions regarding meeting procedural rules, it was agreed that the rules in place
meet legal requirements and provide the Board and owners with greater procedural clarity in an
effort to promote inclusive, effective and efficient meetings.
Action: Closed
11) Asphalt Repairs:
Contractors will be sought to complete repairs to cracks appearing in the asphalt of the property.
Action: Inland
12) Electrical Repairs:
Mr. Dechant will contact A-Lite Electrical to carry out some replacements of light ballasts and other
small electrical repairs.
Action: Mr. Dechant
13) Balcony Repairs:
A third floor balcony, covered in Duradek vinyl is potentially suffering from some degree of rot due
to holes in the covering. A contractor will be sought to investigate and repair the balcony as soon as
possible.
Action: Inland
14) Removal of Propane Tank:
A suite owner was verbally advised that propane barbeques were prohibited. The propane tank is
still on the balcony so Inland will send a letter to the owner requesting the tank be removed.
Action: Inland
15) In-suite Insurance Matter:
An owner had some renovations done and it resulted in a leaking water line. Inland will advise the
owner in writing that the Board will not be able assist financially.
Action: Inland
16) Bylaw Violation:
An owner who has previously been cited for violations of the pet bylaw has been seen on a few
occasions permitting a pet to run on an extendable leash far beyond the three-foot limit. Given this
action, it appears to be a flagrant violation by the owner and a further monetary sanction is
warranted. It was moved and seconded that as previous fines have been levied against this owner, a
new fine of $500.00 is hereby charged against the related unit for the cited violations occurring on
April 13 and April 24, 2015. CARRIED
Action: Inland

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17) Door/Gate and Lock Repairs:

Some 15 separate door/gate and lock issues have been inventoried for repair. Mr. Dechant has called
Royal Lock & Key for servicing of these items. It was moved by Mr. Dechant, seconded by Mr.
Heard, that the Board approves the repairs of the items by Royal Lock & Key. CARRIED
Action: Mr. Dechant
18) De-scale Cooling Tower:
Federal Environmental noted that the cooling tower of the air-conditioning system has become
heavily coated in calcium deposits and has recommended that we have it cleaned. It was moved by
Mr. Dechant, seconded by Mr. Asselin, that the condo contract with Federal Environmental to descale the cooling tower. CARRIED
Action: Mr. Dechant

OLD BUSINESS ITEMS:

1) AGM Preparation:
This item is completed.
Action: Closed
2) Parkade and Foundation Water Leak Repairs:
Action is pending Board approval of General Release Form from Christenson Developments. Refer
to Old Business Item 23.
Action: Mr. Dechant/Inland
3) Carpet Cleaning:
Carpet cleaning was performed May 6/7/8 by 20th Century Carpet Cleaning.
Action: Closed
4) Plumbing Vent Repairs on Roof-top:
Follow-up action is pending.
Action: Mr. Dechant
5) Water-Related Issues:
a) A ground floor unit which had experienced minor but persistent leakage continues to be
monitored with additional water testing to be carried out. The last sealant application appears to
be holding.
b) Another ground floor unit has also experienced some water penetration. Further water testing is
pending.
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) Royal Lock is to undertake further repairs to better weatherproof a terrace door in a suite.
h) 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
6) 2013 Safety Systems Inspection Deficiency Reports:
The only remaining item from the report is a valve replacement on the sprinkler system. This item
does not affect the operation of the system. Installation by Troy Life and Fire Safety is pending.
Action: Mr. Dechant
7) External Water Faucet Line Ruptures:
Replacement of the faucets in two suites is pending. Replacement of damaged flooring in one of the
suites is pending.
Action: Inland/Mr. Dechant
8) Insurance Claim External Water Faucet Line Ruptures:
The work is ready to proceed. Mr. Begley was asked by the adjuster to locate more invoices if
possible.
Action: Inland
9) 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 requirements are also under consideration.
Action: Inland/Board
10) Maintenance - Exterior:
a) Landscaping repair plans are to be considered this year. Re-grading on the north and west sides
of the building will be addressed. Mr. Dechant is to speak with Delta Valley Landscaping.
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 this year to identify specific areas
requiring caulking repairs.
Action: Inland/Board
11) Tree/Bush Removal and Replacement Plan:
Canadian Tree Care provided pricing on some critical work last fall. They will now be asked to
schedule the work.
Action: Mr. Dechant/Inland
12) Install Missing External Vent Caps:
Eddies Eavestroughing will be reminded to look into this work as previously approved.
Action: Mr. Dechant
13) Request to Move Eavestroughing Downpipe:
Eddies Eavestroughing will be reminded to look into this work as previously approved.
Action: Mr. Dechant

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14) Re-install Balcony Glass Panel:

This work will be done this spring.
Action: Mr. Dechant/Mr. Lochrie
15) Stair Railing for Patio:
This work will be followed-up this spring.
Action: Mr. Asselin
16) 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/Mr. Dechant
17) Owner/Resident Emergency Contact Information:
Some owners have provided the requested information but some have still not responded. A new
request will be sent out.
Action: Inland/Mr. Dechant
18) Website Update:
A web building site has been identified and work is ongoing.
Action: Mr. Dechant
19) Update New Resident Welcome Package:
Update is pending.
Action: Mr. Dechant
20) Legal Action Against Suite Owner:
The Pre-trial Hearing on February 12 was not attended by the unit owner. It will be rescheduled.
Mr. Dechant and Mr. Begley may attend with our counsel.
Action: Inland
21) Water Treatment Provider:
Federal Environmental provided a contractor name to Mr. Dechant and he will seek a quote from this
company. Mr. Begley will check with Multigas Detection to see if they also provide the service.
Action: Inland/Mr. Dechant
22) 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
23) Building Deficiencies:
The Board was provided with the proposal by CDL for a settlement of the developers responsibility
on identified issues with water leaks. While this was approved by the previous Board, it was
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determined that the new Board with new members should be afforded the opportunity to consider the
matter. It was moved by Mr. Dechant, seconded by Ms. Hawryluk, that The Board approves and
accepts the settlement offer of CDL as presented and authorizes and directs Mr. Dechant to sign the
agreement on behalf of the Condominium Corporation. CARRIED
Action: Mr. Begley/Mr. Dechant

PENDING BUSINESS ITEMS:

1) Insurance Individual Versus Corporation Liability

DEFERRED BUSINESS ITEMS:

1) Building Key Replacement Plan (August 2015)
2) Alarm Inspections in Suites (August 2015)
3) 2016 Budget (September 2015) Reminder to review implications of insurance premium and power
transmission rate increases, and to review user rates.

NEXT MEETING DATES:

The next Board meeting will be held June 22, 2015. Subsequent meetings are scheduled for August 17,
September 21, November 23, 2015 and January 18, March 21 and April 26 (AGM), 2016.

TERMINATION OF MEETING:
At 8:30 p.m. with no further business to bring before the meeting, it was moved by Ms. Solikoski,
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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