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THE CONSERVATORY AT MILL CREEK

CONDOMINIUM CORPORATION 062 4094


MINUTES -- ANNUAL GENERAL MEETING
April 29, 2014

The Annual General Meeting (AGM) of Condominium Corporation 062 4094 (The
Conservatory at Mill Creek) was held at St. Matthews Evangelical Lutheran Church, 7607 - 89
St, Edmonton, Alberta.
Clare Dechant acted as Chair of the meeting and Rachel Begley from Inland Property
Management acted as Recording Secretary.

1. CALL OF ORDER BY THE CHAIR:


The Chair called the meeting to order at 7:07 PM.

2. CALL THE ROLL AND CERTIFY PROXIES:


There were 62 units represented at the meeting including 18 by proxy for a total of 7,602
unit factors. Representation by one-third of all unit factors is required for a quorum. A
quorum is present.

3. PROOF OF NOTICE OF MEETING OR WAIVER OF NOTICE:


The Chair welcomed all attendees and advised owners that the meeting notices and
packages were provided to all owners (either hand-delivered to suites, emailed or mailed to
the registered address if off-site) on April 11, 2014.

4. READING AND DISPOSAL OF ANY UNAPPROVED MINUTES:


The draft minutes of the 2013 AGM were included in the provided package.
It was moved by Randilee Pettie (311), seconded by Arnold Wedman (210), that we
dispense with the reading of the April 29, 2013 AGM minutes. Motion CARRIED.
It was moved by Judith Prowse (014), seconded by Leon Lavoie (402), that the minutes of
the April 29, 2013 AGM be approved pending the following changes to items covered under
New Business: the wording in the 3rd bullet point was changed from a few owners to a
number of owners, and a sentence was added to the 5th bullet point to reflect the
consideration that an owner volunteered to help with the newsletter. Motion CARRIED.

5. REPORTS OF OFFICERS:
Clare Dechant presented the Report of the Board. He stated that a copy of the report will be
included with a copy of the draft minutes of the AGM sent to all owners.
He concluded the report by stating that the Board is continually striving for improvement
and welcomes constructive input from owners. He thanked the Board Directors for their
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work this past year. A special thanks was made to Dave Lochrie for his efforts related to
on-going building and property maintenance. He also thanked Richard Stelmaczonek for
his work with the bottle return program. Dave Lochrie also extended thanks to Richard
Mueller, Ellenor White, Martin Street and Merv Robillard for the individual contributions
they have made.
Frank Johnson included a copy of the Treasurers Report with the AGM package provided
to all owners in advance of the meeting. Mr. Johnson presented the Treasurer's Report and
reported that the Condominium Corporation remains in a good financial position. The new
Reserve Fund Study undertaken in 2013 indicated a shortfall of $162,000 that the Board
chose to make up over the next four years.

6. REPORTS OF COMMITTEES:
Frank Johnson briefly reviewed the financial report of Social Committee-related receipts
and expenses for the past year. A copy of this report was included with the AGM package.
He thanked the members of the Social Committee for their efforts throughout the year.
It was moved by Lee Jenkins (410), seconded by Martine Pellerin (206), to accept the
Report of the Board, the Treasurers Report and the Social Committee Report. Motion
CARRIED.

7. ELECTION OF DIRECTORS:
Rachel Begley noted that the terms of three directors were expiring this year. She then
asked the representative from the Nominations Committee for the names of any owners to
stand for election to the Board of Directors. The following names were placed in
nomination: Lee Jenkins (410), Clare Dechant (418), and Mark Asselin (016).
Rachel Begley called for nominations from the floor. Lorraine Durand (203) was nominated
from the floor by Barb Tarney (209), and she accepted the nomination. Donna Pressick
(309) was nominated from the floor by Randilee Pettie (311), and she accepted the
nomination. There were no further nominations. An election was then conducted.
The following owners were elected to serve on the Board of Directors for the next two
years:
Lee Jenkins (410)
Mark Asselin (016)
Clare Dechant (418)
The above-noted owners join with the following four owners who are entering the second
year of their two-year terms on the Board:
Frank Johnson (423)
Stan Solikoski (316)
Joanne Alford (123)
MaryAnne Hawryluk (324)
It was moved by Sue Lavoie (320), seconded by Ed Klarenbach (212), that the election
ballots be destroyed. Motion CARRIED.
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Clare Dechant thanked Maurice Gaudet for his service on the Board.

8. FINANCIAL REPORTS:
Refer to Section 5 - Reports of Officers for the Treasurer's Report. In addition, a copy of the
2013 Financial Statements of the Condominium Corporation were included in the AGM
package provided to all owners in advance of the AGM.

9. APPOINTMENT OF AUDITORS:
It was moved by Arnold Wedman (210), seconded by Larry McGale (306), that the
appointment of auditors be left to the discretion of the Board. Motion CARRIED.
It was requested that the audited statements be made available to owners. Frank Johnson
explained that the Board has chosen not to engage an external auditor to conduct a formal
audit of our financial statements. He commented that an external audit is a costly
undertaking, and the Board has considered that the present monthly preparation (by Inland
Property Management) and review (by the Board) cycle generally satisfies concerns about
the integrity of the process.

10. UNFINISHED BUSINESS:


There were no unfinished business items from the last AGM.

11. NEW BUSINESS:


There were two new business items on the agenda:
1) Special Resolution Sponsored by Owner:
Don Turner (118), sponsor of the Special Resolution, spoke to his proposed change to
Bylaw 17. The proposed change called for all meetings to be conducted according to
Roberts Rules of Order. Mr. Turner also commented that he would like the rules of
procedure to be clarified in writing and provided to all owners.
Clare Dechant stated that the current wording of the Bylaw offered discretion to a Board
in establishing some rules of procedure.
A vote on the Special Resolution was then conducted. The outcome of the vote was that
the Special Resolution was not passed.
2) Building Security:
Clare Dechant explained that as a result of the two break-ins earlier this year the Board
was undertaking a further review of building security. It was noted that the Police in
their investigations commented that the building was very secure, but also that most
security measures will not prevent determined people from gaining entry. The same
comment was made by security companies providing estimates for alternative security
options. The options under consideration include replacement of the main building key,
a card access control system, and a security camera system. Cost estimates for each
option were also discussed.
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Changes made to date to enhance security include installing interlocking security latches
on all remaining common property doors that previously did not have this feature
installed. Thus, all common property lockable doors that are not secured with a deadbolt
are now secured with some form of interlocking latch. As well, a security precaution tip
sheet was developed and distributed to all owners.
This item was included on the agenda for purposes of gauging owner reaction to what
could be a significant expenditure. A couple of owners commented that current security
measures seem adequate and that the key replacement option, given its lower cost, may
be a more cost-effective option. Another owner favoured a security camera system
option.
Mark Asselin commented that the Board will continue to analyze these options before
making a decision. Clare Dechant noted that owners should, in any event, periodically
review the provided security precaution tip sheet in order to maintain familiarity with all
possible personal measures.
The meeting was then opened for questions and the following items were raised for general
discussion purposes only:
A request was made that the Report of the Board be distributed with the AGM
package before the actual AGM. It was also requested that the matter of when
questions would be taken during the meeting be clarified before the start of the
meeting.
A question was raised as to when the rose bushes that were removed will be replaced.
Clare Dechant said that a number of the bushes were diseased and were of the
suckering variety and the Board wanted to ensure that the plants had died before
spending money on replacements. New plants will be considered in the near future.

12. ADJOURNMENT:
With no further business to come before the meeting, it was moved by John Takahashi
(303), seconded by Richard Mueller (205), that the meeting be adjourned. Motion
CARRIED.
Meeting adjourned at 9:53 PM.

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