Tanglewood Condominium Corporation (0111080) Welcome to the 2012 Annual General Meeting October 23, 2012
Agenda Let s Get Started Call to order Call the roll and certify proxies Proof of notice of meeting or waiver of notice Reading and disposal of January 23, 2012 AGM Meeting Minutes Summary of Board Efforts Reports of Officers & Committees Operations Traffic Landscaping Parking Financial Report/Budget Appointment of Auditors Tanglewood Website
Agenda Tanglewood Bylaws Bylaw Compliance and Enforcement Owner initiated Unit Enhancement Applications Alberta Condominium Act Compliance and administration of Bylaws Bylaw review Architectural Guideline and Standards review Board of Directors Code of Conduct and Terms of Reference Board Roles and Responsibilities Resignation of Board Election of members of the Board New business Adjournment
Let s Get Started Call to order Call the roll and certify proxies Proof of notice of meeting or waiver of notice Reading and disposal of January 23, 2012 AGM Meeting Minutes Motion from the floor Second from the floor All in favour?
Summary of Board Efforts Communications Website Updates Redesign in the works Additional content in development Mailboxes continually damaged, so removed Finance Developed 2012 2013 budget Conducted reassessment of Reserve Funds invested and diversified investment accounts to increase rate of return Appointed auditors (same as previous year)
Summary of Board Efforts Long term plan and operations schedule Adhered to long term vision for community based on original concept; used as a guidance tool for decision making Outlined long and short term goals & objectives Reviewed operations and maintenance targets and scheduled same Adhered to Calendar of Activity
Summary of Board Efforts Day-to-day operations of the community 7 Board meetings were conducted between April and October 2012 Maintain common properties including the roads and signage Monitor and update community website Enforce bylaws Address owner concerns Engage Community, Municipality and Province to facilitate mutually beneficial relationships and communicate the goals and vision of Tanglewood.
Operations Report Routine Operations Garbage Removal (City of Calgary) Recycling (Residential Recycling) Snow Removal (Green Side Up Landscaping) Street Cleaning (Dependable Maintenance) Fire Hydrants: tested, flushed and certified (Completed Fall 2012) Drainange system Maintenance scheduled for Fall 2012) Landscaping maintenance and enhancements (Green Side Up Landscaping) General Repairs (Walk Construction) including Tanglewood Entrance Feature repairs and relocation of deer statue
Operations Report Routine Operations Drainage Swales - It is the homeowner s responsibility to maintain any drainage facilities on their property (e.g. keep swales free of debris, ensure proper grading to swale, clean drains, etc., this is a City of Calgary bylaw that Tanglewood Owners are expected to comply with. Unit Storm Drainage, some units are in conflict with the City of Calgary bylaw detailing the minimum distance a units drainage pipes may be placed with regards to public sidewalks and pathways. Some units are in conflict with the City of Calgary bylaws detailing drainage encroaching on theirs neighbors property Maintenance of Storm and Sewer Systems has been requested for Fall 2012 Renewed Tanglewood Optional Amenities Agreement with the City of Calgary at no additional cost.
Community Report Established working relationship with Tuscany Residents Association to Ensure proper maintenance of public Lands surrounding Tanglewood. Engaged Tuscany Community Association to address concerns about traffic and land use resignation for the Foothills Lutheran Church to include multi-density housing development. City of Calgary defined area of Tanglewood Foothills Lutheran Church c/w 80 to 160 multi-density Housing development Determined City of Calgary boarders for Tanglewood include homes that are not part of Tanglewood Condominium Corporation. Homes not within Tanglewood Condominium Corporation
Traffic Calming Report History Much detailed work by Tanglewood board prior to 2007, to document and build case for Traffic Calming on Tusslewood Drive NW. Temporary traffic calming measures implemented by the City of Calgary based on Carma Developments request in October 2007. City and Carma ignored Tanglewood request for postponement. Current Status The Board has initiated new Traffic Calming Initiative utilizing historical studies previously completed by board on behalf of Tanglewood. Engaged Calgary Police Special Traffic Deployments to police violations on Tusslewood Drive NW and Tuscany Springs Blvd. Engaged Alderman Dale Hodges to lobby on behalf of Tanglewood and Tuscany Community Association with City of Calgary Traffic management departments. Developing City of Calgary Traffic Calming Reports for Tusslewood Drive NW and Tuscany Springs Blvd NW
Parking Review Parking History Due to the non-standard width of our streets the Fire Marshall was asked to designate a fire lane to ensure emergency vehicles will be able to access all areas in the event of an emergency The City of Calgary Parking Authority advised on No Parking sign placement to ensure enforceability Signs were installed spring 2009 Current Status The City of Calgary is not enforcing the no parking zones with regular monitoring. Tanglewood is no longer on the Calgary Parking authority list of zones to monitor. Annual agreement has not been renewed since 2010. City of Calgary Parking Authority maintains an agreement with Tanglewood, requiring annual renewal. Parking Agreement currently in Renewal Process.
Parking Review Based on safety issues, potential liability issues for the Condominium Corporation and residents complaints, the Board reviewed the parking situation with the City of Calgary. Current Tanglewood Bylaw states: No Owner nor any of his family members, guests, tenants, occupiers, servants, agents or contractors shall park a motor vehicle or automobile on any part of the Parcel except in the garage upon his unit and the area in front of such garage, and except that the guests or invitees of an Owner or his tenant may park a motor vehicle or automobile in areas, if any, upon the Common Property designated by the Board for parking and during such times as designated by the Board. Current Calgary Land Use Bylaws and RV Parking Bylaws define locations and times for parking and/or storing RVs, Trailers, Storage Units, etc.
Parking Status It is recognized that this is a Bylaw without infrastructure. Letters distributed to all Tanglewood Owners stating bylaw and requesting compliance. Majority of Owners have complied. Tanglewood Board of Directors Administers actions and engages Calgary Parking Authority based on Owner complaints. Tanglewood Agreement with Calgary Parking Authority is renewed annually. Currently out-of-status. Request to re-instate agreement pending.
Dark Green is City of Calgary Managed Provincial Reserve. Maintained through Tanglewood relationship with Tuscany Residents association. Light Green is City of Calgary Managed Municiple Reserve maintained by Tuscany Residents Association in cooperation with Tanglwood. Tusslewood Drive NW and Tuscany Springs Blvd NW are City of Calgary Transit routes maintained by the city of Calgary. Tanglewood can remove snow from sidewalks Landscaping Report
Landscaping Report Landscape maintenance of condo-owned areas was provided through a contract with the Green Side Up Landscaping. re-engaged Tuscany Residents Association (TRA) and have established collaborative working relationship with Parks Supervisor standards/expectations for maintenance of city and provincially managed natural areas (i.e. grass trimming, weed control, reseeding/sodding of grass, pruning of shrubs, watering as required) It was determined that Tuscany Club is responsible for most of the areas surrounding our community and efforts were made through the spring and summer to ensure grass cutting of boulevards and entrance areas were done on routine schedules in line with other well maintained areas of Tuscany
Landscaping Report Tanglewood Enhancements Engaged City of Calgary, the Province and TRA to begin open discussion about the possibility of feature and landscape enhancements. Proposal to be developed and submitted by new board. Have full support of all stakeholders to proceed with developing a proposal that follows Low Impact Development and Local Action for Bio-Diversity to minimize the impact any improvements will have on the surrounding natural areas. Began Developing Tanglewood Long-Term Enhancement Strategy Re-locating Deer statue from existing location to Tanglewood Entance Feature after engaging with City of Calgary on how best to proceed with repairing replacing the damaged stone wall and Statue.
Tanglewood Website Tanglewood Website currently not effectively maintained Redesign to communicate Tanglewood activities, goals and vision Overall goal is to support operational transparency and increase owner engagement
Financial Report
2011-2013 Financial Results 2012-2013 Forecast 2011-2012 Actuals $ % of revenue $ % of revenue Revenue 191,050 191,123 Administration Expense 26,010 14% 28,925 15% Operating Expense 68,363 36% 72,091 38% Maintenance Expense 8,574 4% 3,938 2% Reserve Provision 45,900 24% 45,895 24% 148,847 150,849 Income from Operations 42,203 22% 40,274 21%
Reserve & Operating Funds The Board has invested the reserve and operating funds in various GIC s Investments consist of term deposits and interest savings accounts Term deposits were done for terms of 1-2 years Objective to get similar amounts on deposit with staggered maturity dates All investments are covered by CDIC
Appointment of Auditors Recommend leaving the appointment of auditors to the discretion of the incoming Board of Directors Contract has been with Cremers & Elliott and will likely continue Motion from the floor Second from the floor All in favour?
Tanglewood Bylaws Bylaw History (Alberta Condominium Act, Alberta Condominium Property Act) Purpose of Bylaws Preserve architectural standards and property values Protect infrastructure (such as drainage systems and hydrants) Ensure emergency response access safety of jointly owned property Fair and equitable administration and enforcement of bylaws, covenants, guidelines and standards Determining Bylaw Violations Inconsistent complaint resolution and Board reviews for bylaw compliance Enforcing Violations Letters issued to residents often deemed to be noncompliant with Bylaws and possibly prejudicial in nature. This is the result of a lack of continuity and equitable consideration when enforcing bylaws. Typical issues include swale blockage, fencing, satellite dishes, sheds, landscaping and yard maintenance (weed control)
Tanglewood Bylaws Tanglewood Bylaw Enforcement Tanglewood guidelines for enforcing bylaws, covenants, rules, policies, architectural guidelines and standards (in development) Fines (Not currently instituted as an enforcement option); Internal resources; External resources (City of Calgary Bylaw Enforcement and Parking Authority; Alternative Dispute Resolution (ADR); Lawsuit to obtain a Court Order; and No action. Identify a standard process for application, approval, dispute resolution and legal action Objective is Voluntary Compliance and promotion of a community consideration (good neighbor behaviour) Establish or in this case re-establish community values and set expectations for Tanglewood Unit Owners Compliance Board works with and/or follows up with residents to achieve compliance through collaborative transparent processes (in development)
Purpose of Tanglewood Purpose of the Tanglewood Condominium Corporation managed by the Board of Directors on behalf of owners. Corporate compliance with Alberta Condominium Act Manage Reserve Fund or capital replacement fund Initiate Reserve Fund Studies at pre-set timelines Day to day joint operational activities Propose and review enhancements intended to enhance property values Administer Owner Applications for Unit Enhancements in a consistently fair and equitable manner Administer Tanglewood Bylaws Engage city and community organizations to ensure best interests of Tanglewood owners are communicated and represented.
Becoming a Director Officers President Daily execution of business of corporation Chairs meetings Vice President Acts on behalf of president in his/her absence Secretary Minutes, correspondence Treasurer Monitors flow of funds Prepares budget
Becoming a Director Terms of Reference and Code of Conduct Conflict of Interest Policy Workload Subcommittees (may be open to residents of the community) Operations Landscaping Traffic Calming Bylaw Review Architectural Guideline and Standards Review Community Engagement
Questionnaires New Tanglewood Website will be posting small surveys to garner feedback about; Bylaws, covenants, rules, architectural guidelines and standards. Unit enhancement requests and approval process Community Engagement Other Topics? Tanglewood Owner email addresses have been requested by Condominium First on behalf of board
Board of Directors Mandatory Actions: Resignation of the 2012 Board Election of the 2012-2013 Board Nominations I move that Mrs. X be elected to the Board Motion from the floor to cease nominations Voting If 7 or fewer individuals are nominated, the group can run as a slate, and a single vote can be taken by attending unit holders. If more than 7 individuals are nominated, attending unit holders must vote for/against each individual.
New Business Please raise your hand if you have an issue, question, suggestion, comment or concern you would like to identify
Adjournment Thank you for coming!