PRESIDENT’S LETTER
Happy Fall, friends:
It’s a BIG spicy month for our property, it’s governance, and it’s direction. As such, I’m asking for unprecedented owner (or proxy) support at our AGM on October 26, please.
With changes to the Condominium Property Act (that impact our bylaws and governance) coupled by an impending Special Resolution vote and ongoing operational challenges, we truly need increased owner engagement in the coming weeks. For transparency, I think it would be helpful to share your Board’s primary pain points with you. Your understanding and anticipated action will enable us to more effectively and efficiently serve this community.
Owner Apathy: I know this all too well from personal experience, that until you are on this Board of Directors, it’s impossible to understand everything that goes on behind the scenes. It’s easier to spot perceived shortcomings instead of progress, and then simply disengage — the reality is, you’re not privy to the hundreds of hours spent by your volunteer Board solving capital and operational challenges for the fiscal benefit and safety of this community. Given the size and age of our property, this Board of Directors has developed a reputation as one of the most involved in the city; not by choice, but necessity. Trust that we are fighting the good fight for you.
You might assume that because we pay handsomely for a property management company, that they do everything for us — and that your volunteer Board simply attends a monthly meeting. The reality is, all property mangers have multiple properties under their purview at all times. As much as a property of our size warrants 100% of a property manager’s time and resources, this simply isn’t how their business model works. Knowing this, you might now empathize with your property manager a little more, and also understand why this Board is as involved as it is. Herein lies the paradox of external property management. We work within its limitations.
Outdated Owner and Tenant Contact Information: Though it is the responsibility of the property manager to contact owners with relevant property information, they are only as good as the information they have on file. And the accuracy of owner (and tenant) information is poor. As an owner at Red Haus, bylaws require that you provide up-to-date phone numbers, email, mailing address (if you live off-site), pet and vehicle registration and tenant info. This can be done via Condo Control or with your property manager. Please use the AGM as a personal deadline to ensure Simco has all they need to ensure you — and your tenant — are kept in the know.
Streamlining Support. It’s become apparent that owners and residents are not clear who they should be contacting — the onsite supervisor or property manager or Condo Control (Simco’s communications portal) — when you are experiencing a billing issue, a move, noise complaint etc. The inefficiency of this process has increased response times, which the Board would like to rectify. We have sought external support to help us simplify and streamline these roles. As such, we will be rolling out a promotional campaign in the coming weeks through email and onsite signage. You'll also find a handy directory under your door for ease.
Upcoming Special Resolution Vote. Required by law, our existing bylaws must now align with the new Condominium Property Act. This has been a lengthly, exhaustive and costly exercise to get us to this point, significantly delayed by COVID-19 restrictions. Now that we’re here, we now require 75% of Red Haus owners to ratify these updates by way of a Special Resolution. I must reiterate, this is not an optional exercise — the amendments to our new bylaws must be approved. (A Special Resolution requires approval of at least 75% of people entitled to vote and representing at least 75% of total unit factors.)
Should revisions to our bylaws be received from the lawyers in time for our AGM, we will have our first vote then. If they are not, we will communicate voting options in coming weeks, and continue to do so until our 75% quota is met.
Thank you kindly for your attention. We look forward to seeing you in-person or virtually this week and your support in improving our ability to serve you.
— Don McKenzie | President, Red Haus Board of Directors
ANNUAL GENERAL MEETING
In-Person & Virtual Options
Tuesday, October 26, 2021
6:00 PM CHECK-IN / 6:30 PM START
Royal Oak Victory Church, 450 Royal Oak Drive NW
Virtually via Zoom
Bill 53 (passed March 26, 2021) now allows the Condominium Corporation to hold AGMs virtually. The Board has opted for a virtual option for two reasons: general safety and higher attendance.
In-person meeting owners and proxies will be required to wear a mask, to social distance inside the venue, and be seated six feet apart from each other. If you are planning to attend in person, you will be required to sign a release form prepared by Scott Venturo Rudakoff LLP.
Notice of AGM has been sent to owners, which contains:
Virtual Login Instructions (bottom of package), Agenda, Proxy Form, Copy of the AGM Minutes of the September 28, 2020, Audited Financial statement from November 30, 2020, Report on the Reserve Fund Expenditures for the past fiscal year and the plan for the fiscal year, Copy of the Budget for December 1, 2020 to November 30, 2021, Board Candidate Profile, Special Resolution to Amend Bylaws, Send Us Your Questions (to be submitted by October 19).
If you have NOT received your Notice of AGM package either via surface mail or email, please contact Property Manager, Leisa Reinwald by email (redhaus@simcomgt.com) or phone, (403) 234 0166, ext 4062.
HOUSEKEEPING
Call for Two New Board Roles
To align with the Condominium Property Act, unit factors and increased responsibility placed on condo boards, the Red Haus Board of Directors is required to add two additional positions — moving us from five to seven positions.
One of these roles will include a Privacy Officer position. This role will be responsible for ensuring the Corporation and property management company adheres to the Personal Information Protection Act (PIPA) when collecting, using and disclosing personal information of Red Haus owners and residents.
The election of these roles (and your Board) takes place at the AGM.
More information regarding PIPA and condo corporations is available here.
Courteous Waste Disposal
Please be reminded that garbage, recycling and organic waste must be carried (not dragged) from your unit to the appropriate bin.
Kindly double-bag waste that may leak. Soiling common property is not only inconsiderate and unsanitary, but is costly to the Corporation for unscheduled clean-ups.
Should you witness waste left in the hallways and lobbies or remnants of waste leakage, please report it to the On-Site Supervisor via email here.
Process for Booking Moves
All moves must be booked a minimum of 72 hours in advance with the OnSite Supervisor, or Late Move Fee applies.
To book your move, submit Move Form + Moving Fee to the Site Office.
Move Policy & Delivery form is available at redhauscondos.com OR on Condo Control Central (Simco’s portal).
Moving Fee: $150 / Late Moving Fee: $300*
Cash or Cheque via Site Office
Credit Card accepted via Condo Control Central
Fees are non-refundable. Pays for security guard.
*Late Moving Fee is required for moves booked within 72 hours
Once confirmation by the security guard company is received, you will be notified that your move is approved and successfully booked.