Below you will find documented procedures and tasks that are regularly performed at the Pavilions. This information is applicable to the Board of Directors and Property Manager to help facilitate management of the property. Note that the below procedures may be performed differently from time-to-time as rules, regulations and management styles change. Laptop & DocumentationTo ensure continuity and transfer of information, the Board of Directors must store all files in the Google Docs repository. Do NOT rely on the Pavilions Laptop for data storage needs as there is high risk of theft and/or hard-drive failure. As custodians of the corporations records, Board members must follow this strict rule to ensure data is always available and never lost.
Website Domain RegistrationThe Pavilions website domain "www.thepavilions.ca" was renewed for 9 years starting in June of 2011 at a cost of $106 dollars. The website domain will need to be renewed in 2020 before the June time-frame. Go-Daddy.com is the registrant and will send email to our local Pavilions GMail account as a reminder before expiration. Please see the Google Docs "Website Registration" collection for full details including login information.
Snow & Ice Removal ProceduresWith many hills and slopes, The Pavilions has created the below guidelines and subsequent map highlighting problematic areas. In addition to the guidelines, sandboxes & Ice Chippers are provided so residents may spread sand as needed, on icy areas. Note: Salt may only be used by the contractor as it can rapidly deteriorate concrete and the wooden steps to Richmond Road - it is also has "adverse impacts on the environment and are therefore toxic under Section 64(a) and (b) of the Canadian Environmental Protection act, 1999 (CEPA 1999)".
 Water Shut-down Procedures for Bathroom RenosFrom time to time, there will be requests from unit owners may wish to renovate their bathrooms. Should they be replacing a shower or tub, the water will need to be turned off at the isolation valve (building riser - not the whole building). This way, the number of units affected by a service disruption is minimized. Please follow the below procedures to schedule a water-shutdown.
Parking Enforcement When you would like the lot patrolled, call the CPA and ask the dispatcher for an LOA; the process is very easy. The CPA will then send out an enforcement officer who will ticket anyone without a permit between the required hours. If a vehicle has a permit and is violating our Visitor Policy, then WE must use our By-Laws and Rules/Regulations to levy fines for enforcement. The CPA will NOT ticket anyone whom has a VALID permit nor, do they enforce our Visitor Parking restrictions - that is up to the Board and Committee. If someone alters the permit then that permit is not valid and is subject to towing. A vehicle without a permit between the required hours can be towed -at the owners expense- by calling the CPA and meeting with the enforcement officer. An authorized LOA member must meet with the officer, note the vehicle and assist in documentation (it is a very easy process). However, because towing can only occur at night between 11PM and 8AM, we recommend $30 dollars be paid to the Committee or Board member for each towing. Violation Notices & Fines  This form is available here:
Once the notice has been served, if the vehicle continues to remain on common property in contempt for the rules, then levy a fine against the unit. Enforcement is critical to help keep traffic and vehicular noise down along with ensuring fair-use of the common property. About 140 units face onto the courtyard so it is important to ensure their quality of life is not impacted by those who have many vehicles. Everyone has one titled stall and can choose to rent another or, park on the public street if they have more than one vehicle.
Parkade Cleaning ProceduresThe parkades are cleaned annually in the early spring (preferably end of April) and usually require that the contractors be booked in advanced (due to availability). Residents should be provided ample notice with at least two weeks before the scheduled cleaning. For reference, previously posted notices are in the docs.google.com repository.It is required that a Bulk Item disposal bin be placed on-site for a week during the parkade cleaning so that residents may dispose of unwanted large items and, so that we can clean out the parkades. Board members and/or the Property Manager need to walk the parkades each morning and note stalls that have left debris and other articles and dispose of the articles -you may levy a fine for disposal of articles. Parkade cleaning takes about 1 day per building so if possible, schedule it over three days. Two days is do-able but a lot of folks end up parking in the Church parking lot. In that case, the board should coordinate with the Church (be neighbourly). Check-list
Annually, the Pavilions must have the general fire alarms tested along with individual unit fire alarms. Below is the general notice and approximate time scheduled used at the Pavilions every year for in-suite testing (please increase the time schedule). In 2009, it took about 6 hours per building to test as the lock smith would need to be called near the end to come and unlock all the unattended units. It is highly recommended that a locksmith be pre-arranged to come at 3PM each day to open the units that did not provide a key or were not home. Keep track of those units and bill them accordingly. |
| Bldg 10 | 8 AM - 12 AM |
| Bldg 20 | 1 PM - 4 PM |
| Bldg 30 | 8 AM - 12 PM |
Your unit must be accessible for the entire 4-hour period posted above for your building. The time window is the best we can do to narrow down the time when your unit must be accessible. The inspector will proceed from unit to unit in a fashion that makes sense from an inspection perspective regarding zoning.
You may leave a key with a board member. Put a copy of your key into an enveloped labelled with your name, unit and building number and a contact phone number and put this into the suggestion box in the main lobby of your building. Alternatively, you can call or email the Board to make alternative arrangements.
Locksmith fees will be charged back to the unit owner. We need to have 100% compliance per the City Bylaws therefore we have no choice but to engage a locksmith if no one is home when the inspector reaches your unit. Locksmith fees will be charged back to the owner.
Alberta Fire Code Bulletin
What To Do During False Alarms
At times, there may be false alarms caused by flaky detectors. In these instances, it is important for someone to note which zone is giving false readings and report that to the Property Manager and/or our Fire-Alarm systems contactor. Without knowing the zone, there is now way to take corrective action. Also, note that the contactors usually have 24HR response so repairs can be conducted any time.Building Evacuation Maps
Intercom Programming Procedures
The intercom programming procedures are stored in the Google Docs repository under the folder "Intro & How-Tos"Irrigation Procedures
Watering Schedule
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| From Irrigation Maps |
Water Consumption & Zone Run Times
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| From Irrigation Maps |
Zone Map & Head Map (2010)
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| From Irrigation Maps |
Fountain Operation
After two years of not working, the 2010 board/Larlyn had the fountain repaired by High View Irrigation for a cost of $800 dollars. The pump housing was replaced and setup such that water is able to drain away from the pump. The fountain is on timer located in 30's electrical room so that the fountain turns off at night (due to noise complaints).
The fountain requires water to be added manually by turning a valve on/off as required. The valve is located in the irrigation box beside the Gazebo (different box from the pump housing). Water can be added by anyone so the board 'needs' to ensure that someone is always keeping an eye on the fountain to prevent it from running too low on water. Water typically needs to be added every three days and only takes about 15 minutes.
Cleaning of the fountain 'needs' to
be done on a regular basis as there is no filter to protect the pump
from debris. Our landscaper is best suited to do this and it should always form part of their contract. There is a sump pump in the boardroom which can be
used to help clean the fountain.
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| From Irrigation Maps |
Balcony Repair & Caulking
Garage Door Openers
The garage door openers for Building 10 are currently available from the Property Manager. We have been charging $45 dollars for these. Once these run out the building 10 door openers will then be only available from Creative Door services as well.The garage door openers for 20 & 30 are obtained from Creative Door. The resident must be authorized. If a resident/tenant makes the request, then they must have written authorization from the Property Manager, who sends Creative Door an authorization letter.
Annual General Meeting Procedures
The Annual General Meeting (AGM) occurs annually in April. At the discretion of the Board of Directors (BOD), a date is chosen. The property manager will book the venue, communicate logistics to the venue and post formal notification of the meeting for owners once the BODs have confirmed their choice of dates. Notice posters must be posted in all common areas by the BOD. The date, location and time must be included in these posters.Promotion
Formal Notice of AGM must be given by the property manager at least ??? days from the AGM, according to our bylaws. This is mailed to each owner.The date, location and time of the meeting should be published in the newsletter the month prior to and the month of the AGM
Posters containing the date, location and time of the meeting should be posted in common areas 14 days from the AGM
Begin recruiting volunteers well in advance of the meeting
Venue
The venue booked must have capacity to hold all owners, at least 100 seats. It must be equipped as follows:- Two rectangular tables at least 4 ft long at entrance of the venue with 3-4 chairs behind for sign-in procedures
- Podium at the head of the room
- Seating for attendees in rows facing a podium
- Two rectangular tables at least 4 ft long to side of, and slightly behind the podium with enough chairs to accomodate BOD’s, the property manager, the note-taker and mediator or M.C.
- One flipchart, with pens and paper placed on either side of the podium
- LCD projector with laptop hookup capabilities (if needed)
The current venue and contact for the AGM is:
Management
The Agenda for the AGM is in the bylaws. The entire BOD and property manager should familiarize themselves with it. Members of the BOD have the following responsibilities for the AGM:- President: Chair the meeting
- Vice-president: Co-chair the meeting
- Secretary: Minute taking, prepare Welcome Packages for the newly elected BOD and deliver them at the AGM after the election
- Officer 1: Attendance and sign-in management and quorum check (must recruit 2-3 volunteers or officers to assist)
- Officer 2: New BOD election management including ballot collection, tally and announcement (must recruit at least 1 other volunteer or officer to assist)
The BOD may choose to elect a mediator or master/mistress of ceremonies to facilitate the agenda to free the President for the Agenda presentations and reports. This may be done prior to the AGM but must be noted at the AGM.
Property Boundaries of Condominium Units
The Pavilions Condominium Plan is available online – very detailed plans are located in the board room. The "Legend" section of these plans define the property boundaries of our units. For the most part, our boundaries are determined by the Alberta Condominium Act. Thus, unless otherwise stipulated in the condominium plan, if
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a boundary of a unit is described by reference to a floor, wall or ceiling,
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or a wall located within a unit is a load bearing wall,
the only portion of that floor, wall or ceiling, as the case may be, that forms part of the unit is the finishing material that is in the interior of that unit, including any lath and plaster, paneling, gypsum board, panels, flooring material or coverings or any other material that is attached, laid, glued or applied to the floor, wall or ceiling, as the case may be.
All doors and windows of a unit that are located on interior walls of the unit are part of the unit unless otherwise stipulated in the condominium plan, and all doors and windows of a unit that are located on exterior walls of the unit are part of the common property unless otherwise stipulated in the condominium plan.
A reference to a door
includes the door, the door frame and the door assembly components,
if any, but does not include the door casing, trim or moldings, and
a window includes the glazing, the window frame and the window
assembly components, if any, but does not include the window casing,
trim or moldings.
Do We Use Energy Efficient Bulbs?
You indeed use H.E. bulbs and our records indicate the following:
- 4 foot – 32W bulbs
- Compact Florescent – 15W 27K warm white hallway bulbs