Minutes of The West Village AGM
Wednesday, May 11th 2016
The meeting was called to order at 7:30pm by Madelaine Drohan, who chaired the meeting.
The quorum of a minimum of 34 households was met.
Madelaine introduced the other members of the co-tenancy committee: Norm Daigle, Trayten
Jensen, Sandra Bellemare, John Law and Robert Wolfsberger. Chris Sprysa, the accountant, was
unable to attend the meeting because of a family matter.
Adoption of the agenda:
There were no modifications made. Moved by 136 and seconded by 137. Carried.
Minutes of the 2015 AGM:
There were no errors or omissions. Moved by 215 and seconded by 212. Carried.
Presentation of the financial reports and budget for 2016:
John Law, the treasurer, explained various items in the financial reports and noted that The
West Village is in a good financial position in terms of setting monies aside for future
maintenance and repair of the common property. He also noted that the co-tenancy committee
had agreed it would be prudent to keep a minimum of $30,000 in the chequing and savings
accounts to cover unforeseen expenses. There have been small deficits in the operating budget
in the last couple of years. John said there may have to be a fee increase in the not-too-distant
future. Homeowners will be advised well in advance if the co-tenancy committee decides that
fees must rise in order to maintain a cushion of $30,000.
Following a question and answer session it was moved by 156 and seconded by 11 that the
financial reports for 2015 be adopted. Carried.
John Law, the treasurer, explained various items in the budget.
Following a question and answer session it was moved by 10 and seconded by 188 that the
budget for 2016 be adopted. Carried.
Committee reports:
Treasurer’s report: We are in good financial shape and have adequate reserves to cover
maintenance and repairs called for in the engineering study. That said, the committee will have
to examine later this year whether a small fee increase is needed in future. We are happy with
the work of Chris Sprysa, who compiled the 2015 financial reports and helped with the 2016
budget.
Website and Facebook: Both working well. The committee asks that those who have not signed
up to Facebook or email notifications from the website to do so as that is the easiest and
cheapest way to share information about The West Village.
Snow removal: We are happy with the service that Burns Landscaping have provided. There
were some minor problems this year because of the timing and size of some snow storms.
Homeowners were reminded to trim trees that hang over the road because this results in either
branches being broken or damage to the snowplow. Homeowners were also asked not to allow
visitors to park in the visitor’s lots when there has been a snow storm as that is the only place
Burns can pile up the snow.
Special sub-committee report: The special sub-committee met with municipal councillor Jeff
Leiper to discuss how the neighbourhood could be improved for children. Several safety
measures have been taken on Wilber and on Scott and the park on Lanark is being renovated.
Infrastructure: The annual inspection of fire hydrants, cleaning of the storm water catch basins,
and repair of road cracks were done. Visitor parking signs were replaced. In the coming year
these will be done again and the fire hydrants will be repainted. Some of the shut-off valves for
hydrants have been damaged because of road subsidence have been damaged and will be
replaced this year. A centre line will be painted on the three curves in the development for
safety reasons. The next engineering study will be in 2018.
Parking: We are happy with the service that Murray and Murray have provided. Homeowners
were reminded that visitor’s parking is for visitors, not residents, who should only leave their
cars there in exceptional cases and for brief periods.
Landscaping: Greenstar no longer provides services in our area so we are looking for a new
company to take over the contract. Several have been interviewed and a decision will be made
in the next couple of weeks. A dead tree in the area near the front entrance will have to be
removed and replaced.
A discussion period followed. The committee was asked to circulate a reminder to residents
before the next snow season that no cars should be left in the visitor’s parking lots after a snow
fall. It was moved by 211 and seconded by 2 that the committee reports be be accepted.
Carried.
New business:
Transfer of reciprocal agreement: Homeowners were reminded that when they sell their home
it is their responsibility to ensure that the new owner signs the reciprocal agreement and
provides banking details and a void cheque to the treasurer or the accountant to set up a direct
debit. Unless this transfer is made, homeowners remain legally bound by the reciprocal
agreement, including the payment of monthly fees.
Placement of satellite dishes: Homeowners discussed the placement of satellite dishes on
houses and agreed that it is the preference of homeowners in The West Village that satellite
dishes and antennae be placed on the roof or as near as to the roof.
Placement of community mailboxes: There was a discussion about the community mailboxes
that have been placed on municipal property near the pathways leading out of the
development to the south and southeast. People stopping their cars to pick up their mail are
compromising road safety and there have been several near-accidents. They are also an irritant
to nearby homeowners. Homeowners discussed whether they could be moved and if there
were a better location. No agreement was reached on this point.
It was moved by 194 and seconded by 121 that the committee circulate a notice to all
homeowners to say that no stopping is allowed at the mailboxes, and that such behaviour
compromises safety and irritates nearby homeowners. Carried.
It was moved by 136 and seconded by 137 that signs saying “Absolutely no stopping” be put at
the mailboxes. This motion was dismissed. The committee agreed to review the idea if the
problem continued.
Election of new co-tenancy committee members:
Madelaine Drohan and Sandra Bellemare are stepping down from the committee, having
completed their terms. Vivian Russell and Philippe Richer agreed to put their names forward to
join the committee.
It was moved by 212 and seconded by 108 that Vivian Russell and Philippe Richer join the
committee for a period of three years.
Members of the co-tenancy committee for the next year are:
Norm Daigle
John Law
Trayten Jensen
Robert Wolfsberger
Vivian Russell
Philippe Richer
There being no further business, the meeting was adjourned.