- 1 - Yellowknife Condominium Corporation No. 13. Annual General Meeting Minutes. August 11 th, 2013, 7:00pm

Transcription

1 - 1 - Annual General Meeting Minutes August 11 th, 2013, 7:00pm At The 7th Day Adventist Gym 5008 Forrest Drive, Yellowknife Start time: 7:20pm Unit Owners Present: Lesleigh Grice Unit 15 Dawn Rybchynski Unit 14 Peter Sheldon Unit 5 Kelly Bourassa Unit 21 Elizabeth Purchase Unit 11 Elizabeth Crewe and Dale Johnson Unit 12 Diane Hrstic Unit 8 Santo Taskov Unit 7 Amber Naveed Unit 4 Michael Ganon Unit 10 1) Introduction, Appointment of Secretary for the meeting, Attendance Sheet, Follow up on previous meeting assignments (Mark and Alana) All members present did brief introductions Peter Sheldon was appointed Secretary for the meeting Attendance sheet was filled out and given to Peter Sheldon Alana did not have an update on how to approach the city about the desire to have the roads fixed. Amber wants a note written to make an official request with the city. Michael thinks we need to get request in before this falls budget. Michael thinks we should get on it. Peter pledges on behalf of Alana to figure out whose ear we need to reach. On going conversation about the fact the road is built on muskeg, and this is cause of doubt any resolutions will work. Chris Greenhorn is the director of public works. He is likely the one we need to reach. Alana is to speak with him directly to figure out what action we need to take to get our road improvement on the city s to do list. The shared lot has not been cleaned. Some suspicions Mark hasn t been able to get equipment rented to clean up. Mark is away on vacation. Diane wanted to know what would stop us from cleaning the little things first. Santos says better to do heavy stuff first. Mark was going to keep costs down by renting equipment. Santos says he can find cheaper towing option to tow trucks. Dale is going to

2 - 2 - take the lead and follow up with Mark. He can find men and equipment; maybe not a flat bed. Santos will get a quote for towing. Kelly will call the city about amnesty week at the dump to see if it makes sense to wait and bring materials then. Dale and Kelly are going to follow up with Mark and keep this assignment alive. The goal is to have it cleaned by end of the summer. 2) Approval of June 23 rd 2013 special meeting minutes and any new items to agenda decision made to approve minutes by a show of hands. VOTE: Group votes in favor of approving minutes from last meeting. New items: - Diane wants to talk about concerns with unit renters beside her. - Revisit discussion about board website 3) Financial Statements and Funds Position Amber made some copies of financial statements to circulate. Amber says financial statements from previous years were looked at, at special gathering between Amber, Dawn and Elizabeth (our special Forrest Park auditing crew) on Thursday August 8 th from 7 9pm. Auditing Crew says bank fees and property taxes are our only expenses right now. They went through the general ledger of all money in and out of account. Dawn says things were just fine. There were 1500 dollars in fees for unpaid interest on communal lot over the years. Some discussion about amber s history handling the money. He talked about how he was happy the other unit owners looked at the books. Michael says the presence of interest fees from the city suggests they should be treated just as sternly, insinuating we deserve to have our roads fixed. Dawn says she is happy to say there is no fraud. $ is how much money we have in our account as of today. We don t have enough money to cover the next property tax. VOTE: Group votes to approve financial statements. Then the conversation drifted for a while, and historical payments to Amber and Michael were discussed. Amber says in 2011 there was a meeting. Amber told Michael to charge Condo Corp for legal work checking books. Michael did get paid from communal pot for legal work. The amount was not discussed at this meeting. Amber was compensated a small amount to do the accounts.

3 - 3 - Michael acknowledges it looks like conflict of interest for board members to be paying themselves out of communal pot for work. Diane wants to know whether if she purchases the communal lot will that prevent us from paying property taxes. She doesn t have to pay property taxes for reasons I m not fully certain of. She may have said it had to do with the fact she s old but I may have heard her wrong. Michael expresses concern about Diane purchasing the unit because it changes everyone s mortgage and would make things much more complicated. Diane and Amber had some discussions about historical board members. Terry (an old member) was worried about it being turned over to developers. Diane and Amber discussing historical board meetings. Diane says she s never paid a condo fee since Feb Diane asks: as an older member should she cover her old condo fees? Consensus last meeting was that owners wouldn t be asked to pay back fees for previous years. Michael wants to talk about what comes out of this meeting. Michael says we ll have a board, the board will meet, and the members will give directions to people on the board. We ll set another agenda item to have a meeting where Board presents what the condo fee should be. Condo fees should be paid quarterly, not monthly. Bylaw has to change between now and January to move from monthly payments to quarterly payments. Michael says we ll send letter to all lawyers, real estate agents, etc. saying we charge condo fees, so they can ultimately put leans on homes when sales take place. People who don t pay will get charged interest. Diane was concerned about who is liable for condo corp finances. Michael says it s the board. Michael says board members shouldn t worry about the responsibility as long as they do their job to the best of their ability. The time is now 8:05 4) Counting of Proxies and Election of New 7 Board Members (Secret Ballot) Amber has a proxy vote for Sherry Pellerin. Not a lot of people wanted to be on the board. There was some discussion of making it just 5 members instead of 7, because there were 5 volunteers. Peter and Kelly then volunteered rounding the number up to 7. The group decided it wasn t necessary to have a vote since only 7 people could be convinced to run in the election. Everyone clapped and the board was announced. Elizabeth Crew Unit 12 Elizabeth Purchase Unit 11 Amber Naveed Unit 4

4 - 4 - Michael Gannon Unit 10 Peter Sheldon Unit 5 Kelly Bourassa Unit 21 Dawn Rybchynski Unit 14 The roles of the board members are to be decided at subsequent board meetings. 5) Common Property (Vacant Lot 21) issues: Michael says board needs to get together. Says mid November should be a vote on fees, bylaws. Says there should be meeting dates set for when the board is meeting and when the group is meeting. Michael suggest mid January, end of January for collection of first payment but we need to have people aware of fees by November. The issue is the dead zone in December/January when everyone is busy and not around. Lot liability insurance/board members liability insurance Board will look in to the insurance issue and come back with numbers. Michael suggests pay as little insurance as possible. Amber looked in to whether our existing individual lot insurance would cover the communal lot. Amber says it doesn t cover. Michael wants us to decide how it s going to be used. Do we want to keep access to the lot. Michael wants to introduce idea of communal garden or playground. We could rent storage spaces for other people in town. Rental space could be used to pay condo fees. Insurance is not necessary for the empty space, we will have to decide our comfort on the level of risk; the board will look in to it and report back Condo fees the board will address this and come back to members ship with a number. Amendments in YKCO Corp. By laws from Nov. 27, 1992 (especially 7E 12 monthly payments) Michael says need at least 15 owners to vote to change of bylaws. Board will review bylaws. Michael suggests voting to change obvious ones by next meeting, but not necessarily changing all bylaws. Among the priorities is changing the bylaw so payments are made quarterly and not monthly. Diane wants to know whether the city is interested in the land. Maybe they want to buy it off of us. YK Co Fiscal Year VOTE: Everyone votes in favour of keeping the fiscal year from January December.

5 - 5 - Direction for new board At the next owner meeting, the board will present a proposed condo fee and how we got to that number. There are a few other directives in the minutes above that were presented earlier in the meeting. New items added at start of meeting Renters: Diane raised issue of Unit Number 9 being a mess. Owner is a man named Ian. Diane has approached the city about the mess. He used to have a renovation permit, but now that s gone. There is a bylaw in Condo Corporation that addresses messy units. The city has similar bylaws. Diane says she s going to call the city again because the renovation permit is gone. Michael is concerned his neighbour Ian leans stuff against the fence between their properties, which Michael built, paid for and painted on both sides. Diane will ask the city if there s anything the board can do to help. There was some discussion about renters in general. At least 5 units have renters. website: vince has done research on how to build a website. Vince is exploring what the privacy issues are. He wants everyone to get usernames and password. We can put pdf s of all old files up there. Vince wants to know what we want online. Suggestions are: calendar. Amber suggests that board discuss what things should be online. Elizabeth says that Vince is researching potential costs associated with hosting, naming a website. Elizabeth did not say whether Vince intends to charge us, and how much. Ykcondocorp13 is proposed website name. auditor: Amber wants to know if we should hire an accountant for books. Legal and accounting issues will be decided at next meeting. Has been suggested by Kelly that we audit by committee, in much the same way the audit crew (Amber, Dawn, Elizabeth) went over the historical books. New meeting date for unit members NOVEMBER 17 th, 2013 In order for a meeting to take place on that day, the board must send out an agenda and notification of any proposed bylaw changes on October 17th. New meeting date for board members August 18 th at 730 at Unit 11 Meeting adjorned at 9pm Michael moved Seconded by Diane