Tanglewood Condominium Corporation...

Tanglewood Condominium

Corporation (0111080)

October 23, 2012

Welcome to the

2012 Annual General Meeting

October 23, 2012 Tanglewood Annual General Meeting Presentation Page 2

October 23, 2012 Tanglewood Annual General Meeting Presentation

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


• 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?

Let’s Get Started



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)



• 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



• 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


City of Calgary defined

area of Tanglewood

Foothills Lutheran Church

c/w 80 to 160 multi-density

Housing development

Homes not within Tanglewood

Condominium Corporation

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.

Determined City of Calgary boarders

for Tanglewood include homes that

are not part of 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.


Landscaping Report

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

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

• 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 October 23, 2012 Tanglewood Annual General Meeting Presentation Page 2

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) October 23, 2012 Tanglewood Annual General Meeting Presentation Page 2

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


Thank you for coming!

Adjournment


Tanglewood Condominium Corporation...

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