CONDOMINIUM CORPORATION NO.

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

March 23, 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 6:28 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, Mark Asselin, Frank Johnson, MaryAnne Hawryluk, Lee Jenkins, Bill
Begley (Property Manager)
Absent:
Stan Solikoski

AGENDA:
The agenda was reviewed and accepted with the addition of New Business Item 9.

MINUTES:
The minutes of the meeting of January 19, 2015 were reviewed. It was moved by Ms. Hawryluk,
seconded by Mr. Johnson, that the minutes of the meeting of January 19, 2015 be adopted as
presented. CARRIED

FINANCIAL REPORT:
The financial statements as at February 28, 2015 were addressed by Mr. Johnson. He reviewed a
number of expense categories and noted that the performance of the condo was still very good with
substantial balances in both general and reserve funds. Mr. Begley will arrange for the purchase of
another GIC as recommended by Mr. Johnson and place this instrument with National Bank as our
banking will soon be moving there and the rates offered are superior to those at RBC. It was also noted
that the unanticipated but unavoidable increase in insurance premium will be addressed at the AGM next
month for all owners to be aware of the increasing costs faced by all condos and the resulting increase
anticipated in next years budget. After the review, it was moved by Mr. Johnson, seconded by Mr.
Jenkins, that the financial statements up to February 28, 2015 be accepted. CARRIED

NEW BUSINESS ITEMS:

1) 2014 Financial Statement for AGM Presentation:
The 2014 financial statements were presented by Mr. Johnson and the Board members agreed these
were in good order for presentation at the AGM. It was moved by Mr. Johnson, seconded by Mr.
Asselin, that the 2014 year-end financial statements be adopted for presentation to the owners at the
Annual General Meeting in April. CARRIED
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The Board considered the need for an audited statement as reassurance for the owners of the validity
of the financial reporting. After a brief discussion it was agreed the owners have the regular
opportunity to consider this when voting to leave the audit question to the discretion of the Board
and no additional action is required at this time.
Action: Closed
2) AGM Preparation:
A meeting package will be prepared in the next two weeks for distribution to all owners to include
the regular mandated items as well as copies of the Insurance Certificate, Privacy Policy, Procedural
Rules for Meetings, and check-lists for suite renovations and building security. The Nominating
Committee will seek out interested owners who would like to make a constructive contribution to the
work of the Board.
Action: Board
3) Pet Bylaw Violation:
The Board was aware of a unit owners apparent refusal to abide by the rules set for pet control. An
incident was reported but due to the passage of time the Board felt this violation should not be
prosecuted. In future, violations of bylaws should be reported in writing to the Board through Inland
Property Management in order to ensure prompt warnings to owners or implementation of fines or
other sanctions.
Action: Closed
4) Water Leak Under Adjoining Suites:
A small, intermittent leak has been detected under one of possibly two main floor units. This item
has been transferred for reporting purposes to Old Business Item 3 (Water-Related Issues).
Action: Closed
5) New Tenant Issue:
A director noted that an existing tenant had been joined in residence by another adult tenant and a
pet, and the question was raised as to Boards responsibility to inform the owner. It was determined
that the pet meets all Condo guidelines and no bylaws are being broken so it becomes a matter
between only the landlord and tenant. There was also a propane barbecue brought to the unit. A
copy of the pet and fire hazard bylaws will be provided to the tenant.
Action: Closed
6) Parkade and Foundation Water Leak Repairs:
This item was initiated to address the known leaks previously covered under Old Business Item 23
(Building Deficiencies). With an agreement reached with the property developer and the anticipated
receipt of funds from the developer, this issue will be dealt with likely starting in the spring.
Action: Inland/Board
7) Vehicle Parking Rules and Regulations:
The Board considered including the words insured and registered in describing vehicles
permitted to park in the parkade. It was moved by Mr. Jenkins, seconded by Mr. Asselin, that in
addition to the other descriptors, the words insured and registered will be added to Item 7(d) of
the Vehicle Parking Rules and Regulations effective immediately. CARRIED
Action: Closed
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8) Maintenance Exterior (Review Re-caulking Requirements):

This item was initiated to address any building exterior re-caulking requirements. This item has
been transferred for reporting purposes to Old Business Item 9 (Maintenance - Exterior).
Action: Closed
9) Carpet Cleaning:
20th Century Carpet Cleaning will be engaged to clean the common area carpets in late April or early
May this year depending on weather conditions. Mr. Begley will make the arrangement. An
advance notice for owners will be posted.
Action: Inland

OLD BUSINESS ITEMS:

1) Rights to Storage Unit Usage:
Inland has advised the involved owners that second storage units are not transferrable upon suite
sale and must be returned to the control of the Condominium Corporation.
Action: Closed
2) Plumbing Vent Repairs on Roof-Top:
Christensen & McLean Roofing has not provided their quote as anticipated. Follow-up action is
pending.
Action: Mr. Dechant
3) Water-Related Issues:
a) A ground floor unit which had experienced minor but persistent leakage had further repairs
completed and the repair appears to be holding but will be monitored for additional work subject
to conditions after the spring melt.
b) Federal Environmental is to address a permanent solution for a minor leak in a pipe above a
parking stall in the parkade.
c) Repairs for an occasional leak in the central drive lane of the parkade are pending determination
of the source of the leak.
d) 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.
e) Action is pending on the leak at the front entrance.
f) Royal Lock is to undertake further repairs to better weatherproof a terrace door in a suite.
g) The issue of some water in the atria of several suites will be further reviewed. It has not been
determined if this water is as a result of leaks or condensation. Additional window and wall
contractors may be called in to investigate. This item will also include replacement of a cracked
glass panel in the atrium of a suite.
h) A water leak detected in the parkade under a main floor suite is being monitored.
Action: Inland/Board
4) Fire Monitoring System Upgrade:
Chubb Edwards completed the cellphone backup connection for the system on March 20th. The
system is now fully operational. Final billing is pending.
Action: Closed

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5) 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
6) External Water Faucet Line Ruptures:
Replacement of the faucets in two suites will be deferred to the spring. Replacement of damaged
flooring in one of the suites is pending.
Action: Inland/Mr. Dechant
7) 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
8) 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
9) Maintenance - Exterior:
a) Landscaping repair plans are to be considered in the spring. Re-grading on the north and west
sides of the building will be addressed.
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 spring to identify specific areas
requiring caulking repairs.
Action: Inland/Board
10) Tree/Bush Removal and Replacement Plan:
Canadian Tree Care provided pricing on some work last fall. This will be followed-up this spring.
Some tree pruning may be done this spring by an experienced owner.
Action: Mr. Dechant
11) Install Missing External Vent Caps:
Eddies Eavestroughing will be reminded to look into this work as previously approved.
Action: Mr. Dechant
12) Request to Move Eavestroughing Downpipe:
Eddies Eavestroughing will be reminded to look into this work as previously approved.
Action: Mr. Dechant
13) Re-Install Balcony Glass Panel:
This work is to be done this spring.
Action: Mr. Dechant

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14) Stair Railing for Patio:

This work is to be followed-up this spring.
Action: Mr. Asselin
15) Fire Safety Plan:
A final review was undertaken. The requirements have been fulfilled.
Action: Closed
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. The Board is considering fines against 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 was later determined by
the Court that a change in the owners counsel resulted in improper notice been provided so the
hearing will be rescheduled. Mr. Dechant and Mr. Begley will be attending with our counsel.
Action: Inland
21) Water Treatment Provider:
There is no update to this item. Federal Environmental is to provide further service options.
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 a proposal by CDL for a settlement of the developers responsibility on
identified issues with water leaks. It was moved by Mr. Dechant, seconded by Ms. Hawryluk, that:
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The Board ratifies its email vote to approve and accept the settlement offer of CDL as presented by
Mr. Begley. The funds are to be received along with a release form to be signed by the President on
behalf of the Condominium Corporation subject to review of its contents. CARRIED
Action: Mr. Begley/Mr. Dechant

PENDING BUSINESS ITEMS:

1) Insurance Individual Versus Corporation Liability

DEFERRED BUSINESS ITEMS:

1) Alarm Inspections in Suites (August 2015)
2) 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 following the AGM on April 28, 2015. Subsequent meetings are
scheduled for May 11, June 22, August 17, September 21, November 23, 2015 and January 18, March
21 and April 26 (AGM), 2016.

TERMINATION OF MEETING:
At 8:17 p.m. with no further business to bring before the meeting, it was moved by Ms. Hawryluk,
seconded by Mr. Asselin, that the meeting be terminated. CARRIED

-Original Signed______________________________
Clare Dechant, Chair

-Original Signed______________________________
Bill Begley, Recording Secretary

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