Board Bytes- May 13, 2020

Submitted by Sarah Reimer on behalf of the Board

ZOOM! To the rescue!  We’ve had positive responses to the Zoom Budget meeting and would also like to express our thanks for the good turn-out, flexibility, patience and involvement at the Budget meeting.  

  Here is a synopsis of the work undertaken at our meeting on May 13, 2020 via Zoom.

• We met with a P&D representative for clarification discussion of the proposed UrbanMatters contract.  

  • P&D assured the board that no site has yet officially been identified either by membership or city decree for potential demolition and/ or development and that while discussion has focussed on one bedrooms, that these units have NOT, by member vote, been officially earmarked as the site for a building project.   

• P&D requested board signatories to be available to sign grant proposals which are complementary to our current endeavour and will potentially provide funding to match or supplement CMHC programs.  The obligations associated with these monies are in keeping with previously agreed mandates from membership.

• The Board signed contracts for an energy audit and for inspection of our foundation pilings. 

• The Board was informed that our current insurance requires a professional landscaping contract with a deadline of June 1, 2020, and therefore agreed to a summer-only contract.  

  • Further work will be undertaken over the summer to secure a more robust winter contract and to clarify insurance requirements so that committees and members can be assured of best value for money while meeting our obligations.  

• The board requests that members interested in working on the grounds committee contact the office.  (as of May 15, we have already received multiple replies)

  • Knowledge of and interest in gardening/ groundskeeping is helpful, but physical ability to undertake grounds maintenance tasks is not a requirement

• Although there is no penalty for a late submission of AGM this year, the board intends to schedule our AGM for the end of June

  • Exact date TBD

  • We have had a board vacancy this year, and request that members interested in standing for board election prepare for this meeting with a short blurb about their skill set and vision for how they will contribute to the work of the board as outlined in our bylaws and policy documents.

Ongoing Reminders - 

• Regarding household items left outside garbage enclosures, please be reminded that this is not in keeping with our co-op ethos.  We are looking into possibilities that this problem is sometimes caused by non-members, but request that members not participate

  • Please store items intended for kijiji/ community collection by your unit.

  • Please inform the office if the issue persists.  

• Our next scheduled Board meeting is June 10, but we anticipate meeting before that.  

It’s amazing how the Covid restrictions and change of work patterns for many of our members has changed the atmosphere and community dynamic.  It’s fabulous to see so many people out in their gardens, visiting in the common area and generally getting to know their neighbours all over again.  The resilience and strength of our community, showing itself by bonding together in a time of difficulty speaks to the value of co-op living.  

We’re stronger together!

Cooperatively yours,

Sarah Reimer

On behalf of the Board of Directors

Board Bytes April 14 & 15, 2020

Submitted by Sarah Reimer on behalf of the Board

Still no joke!  We’ve held board meetings on 2 back-to-back evenings in an effort to do justice to the major issue of the current global and local climate.     

  Here is a synopsis of the work undertaken at our meeting on April 14 & 15, 2020 via Zoom.

• We met with Anda for a thorough reading of our audit report.  The short version is that she feels it is a good report and that Sunnyhill has good internal financial management.   

• The Board met with a member to discuss a further re-working of the budget and will be recommending an 8% decrease to our operating costs/ housing charges for 2020.   We accept that this is unprecedented and presents its own challenges.  

  • This will relieve pressure on all members, as Covid affects us all.  We are still discussing implications for those on subsidy.  

  • We continue to look for ways in which we can reduce our operating costs while still maintaining co-op standards.

  • We will still be holding a virtual budget meeting via ZOOM to allow members an opportunity to voice concerns, dialogue and to vote on this recommendation.  

    • New budget meeting scheduled for April 26 from 2-4

    • A Zoom link will be emailed to you prior to the meeting; you can choose to join with or without video.  There is also a phone-in option for those wanting to use a landline. If you need support with this meeting forum, please contact the office.  

  •  We request that questions, concerns and general feedback be provided to the office email prior to the meeting to allow for clear presentation of issues and speakers.

• The board received and accepted the resignation of members of the grounds committee.

• In addressing member concerns re household items left outside garbage enclosures, please be reminded that this is not in keeping with our co-op ethos.  We are looking into possibilities that this problem is sometimes caused by non-members, but request that members not participate. 

  • When the snow clears, a large dumpster will be provided in the parking lot for your convenience. 

  • Please store items intended for kijiji/ community collection by your unit.

  • Please inform the board if the issue persists.  

Reminders from last month- 

• Normally, we would need to hold an AGM by June, but the Office of Co-ops has informed us that AGM deadlines have been extended.   

  • Previously scheduled AGM (April 18) has been cancelled.

  • The Board will look into setting a new AGM date at a later time.  

• SACHA’s AGM (April 25) has been cancelled. 

• CHF AGM (June 11-13) has been cancelled.  We thank all members who expressed interest in attending. 

• We still have one Board vacancy which we are currently seeking to fill.  Please communicate your interest in serving on the board to the office. 

• Our next scheduled Board meeting is May 13, but we anticipate meeting before that.  

We appreciate the outpouring of concern for individual members and for our community; the creative and varied means of maintaining socially distant contact is what we are all about!  Thank you, Sunnyhill, for showing up in caring ways for your neighbours across the co-op!    

Cooperatively yours,

Sarah Reimer

On behalf of the Board of Directors

Board Bytes- April 2, 2020

Submitted by Sarah Reimer on behalf fo the Board of Directors

No April Fool’s joke!  The Board held an emergency meeting via ZOOM to address the maelstrom that is COVID-19 and its effect on our community.  

  Here is a synopsis of the work undertaken at our meeting on April 1, 2020.

• The Board has re-worked budget projections using 0% and 2% increase options, and will be recommending that as a community, we prioritise our social needs for the upcoming budget year.  The Board will be recommending a 0% increase to our operating costs for 2020. 

  • We will still be holding a virtual budget meeting via ZOOM to allow members an opportunity to voice concerns, and to vote on this recommendation.  

    • New budget meeting scheduled for April 26 from 2-4

  •    We request that questions, concerns and general feedback be provided to the office email prior to the meeting to allow for clear presentation of issues and speakers.

• In regards to emergency Covid-19- related subsidy relief, the Board has moved that financial need be the only stipulation for support; best fit and non- member adult requirements will be suspended for emergency relief.  

  • All members will be provided with information on government relief and support programs, and we encourage members in need to make use of these resources.

• We are able to schedule ad hoc garbage collections as needed through BluPlanet.

  • If the nearest dumpster is full, please attempt another one and/ or pace your large clear-out dumps

  • If overflowing garbages persist, please email the office providing the location of the problematic dumpster.  

• The Board passed a motion to authorise grounds to utilise their remaining budget funds to ensure that communal pathways and garbage enclosures are cleared of ice and therefore safe for members to use.

  • We also requested that grit be supplied beside the 3 St N garbage enclosure; if the area is icy, please spread grit prior to using it to ensure your safety. 

• Normally, we would need to hold an AGM by June, but the Office of Co-ops has informed us that AGM deadlines have been extended.   

  • Previously scheduled AGM (April 18) has been cancelled.

  • The Board will look into setting a new AGM date at a later time.  

• SACHA’s AGM (April 25) has been cancelled. 

• CHF AGM (June 11-13) has been cancelled.  We thank all members who expressed interest in attending. 

• The Board accepted Member Selection’s recommendation for unit 762 (apologies for the previous type-o). 

• We still have one Board vacancy which we are currently seeking to fill.  Please communicate your interest in serving on the board to the office. 

• Our next scheduled Board meeting is April 14.  

We appreciate the outpouring of concern for individual members and for our community; the creative and varied means of maintaining socially distant contact is what we are all about!  Thank you, Sunnyhill, for showing up in caring ways for your neighbours across the co-op!    

Cooperatively yours,

Sarah Reimer

On behalf of the Board of Directors

Board Bytes- March 2020

Submitted by Sarah Reimer on behalf of the Board of Directors

Spring feels just around the corner, and yet, with current health concerns, rather than coming out of hibernation, we find ourselves self-isolating and avoiding human contact.  While digital contact cannot compete with the ‘real thing,’ I hope that we reach out and meet each others’ emotional, social and physical needs as best we can. Please reach out to the office, board and/ or relevant committees if you are in any need.  We truly are stronger together… even while we are apart… oh, the irony!

  Here is a synopsis of the work undertaken at our meeting on March 11, 2020.

• Further Budget review to prepare for our meeting on March 15 from 2-4.  

  • The Board will undertake an audit/ update of PMC’s tasks and responsibilities 

  • We also struck an ad hoc committee (open to 2 representatives from finance and 2 from Board) to work with Birgit (bookkeeper) to address membership requests to adjust the budget annual cycle, manage unspent budget dollars and re-work budget lines, categories and subcategories for future years for greater clarity, readability and transparency.  

• Sunnyhill’s AGM is scheduled from 1-3 on April 18, 2020 at the curling club.  We look forward to seeing you all there.  

• SACHA’s AGM is scheduled for April 25 from 830- 430.  Two directors will attend. 

• The CHF AGM will be held in Halifax from June 11-13 and the Board invites interested members to indicate their desire to represent the co-op at this important event.  The co-op covers the costs for this trip, and a written/ oral presentation at a GM of information gathered is required.  

• The Board met for a policy re-writing workshop and made good head-way in preparing policy/ handbook documents for membership approval.  Further such meetings are anticipated. Thank you for all the insight offered the board, and for the cooperation of committees to help reword policy.  

• Reminder that the lane between 3 St and 4 St blocks is an emergency vehicle access and turning lane and therefore is not available for member parking.  We will engage the city to see if appropriate signs can be posted. 

• We still have one Board vacancy which we are currently seeking to fill.  Please communicate your interest in serving on the board to the office. 

 Cooperatively yours,

Sarah Reimer

On behalf of the Board of Directors

Board Bytes - February 2020

Submitted by Sarah Reimer on behalf of the Board

Board Bytes- February 2020

We are stronger together!  When we offer ourselves, with our limitations, we will find that our strength complements another’s challenge, and our lack is buoyed up by those around us.  As we venture into new and often scary territory, may we increasingly learn to see each other as allies, trusting that the very effort of hearing each other and working together will create a brighter and more sustainable future than we could have envisioned alone or with people who simply agree.   

Here is a synopsis of the work undertaken at our meeting on February 12, 2020.

• The Board continues to consider and incorporate member feedback around policy/ handbook documents.  The number of inconsistencies, inaccuracies and misunderstandings within and between policy documents and practice that have been brought to our attention proves that the more differing voices we hear, the better the guiding documents that transfer knowledge and expertise to new leaders will be.  Thank you for all the insight offered the board, and for the cooperation of committees to help re-word policy.  

• Anda (auditor) attended the meeting, made a presentation and was retained to complete this year’s audit, as voted by members at 2019 AGM. 

• The Board has set a tentative date of April 18/19, 2020 for the AGM; we are working to secure the curling club for this meeting for our mutual convenience.  

• SACHA’s AGM is scheduled for April 25 from 830- 430.  The board requests that interested members contact the office to indicate interest in attending as an SHC representative. 

• The CHF AGM will be held in Halifax from June 11-13 and the Board invites interested members to indicate their desire to represent the co-op at this important event.  The co-op covers the costs for this trip, and a written/ oral presentation at a GM of information gathered is required.  

• The board has agreed on an operating procedure regarding email communication/ voting for directors, and we hope this will evolve to improve the democratic and efficient functioning of the board via email. 

•  We voted to uphold Member Selection’s recommendation regarding the new occupancy of unit 26.  

• Reminder that the lane between 3 St and 4 St blocks is an emergency vehicle access and turning lane and therefore is not available for member parking.  We will engage the city to see if appropriate signs can be posted. 

• We still have one Board vacancy which we are currently seeking to fill.  Please communicate your interest in serving on the board to the office. 

Cooperatively yours,

Sarah Reimer

On behalf of the Board of Directors

Board Bytes- December 2019

Submitted by Sarah Reimer on behalf of the Board

Happy Holidays!  From all the board to all of you!

Here is a synopsis of the work undertaken at our meeting on December 11, 2019.

• We continue to update the policy handbook and by-law revisions for clarity and tone based on member feedback as presented at the GM and via email.  

  • We appreciate and consider the member feedback provided.  

  • Expect re-issue of the relevant portions of the handbook before the January 2020 GM.  We aim for a late December distribution to allow for a close reading of this working document. 

• We reviewed the budget documents as prepared by Andrea in conjunction with committees.

• We continue to work on the development of a procedural template for committees to follow when undertaking projects that affect the community as a whole. 

• Reminder that the lane between 3 St and 4 St blocks is an emergency vehicle access and turning lane and therefore is not available for member parking.  We will engage the city to see if appropriate signs can be posted.  

• We still have one Board vacancy which we are currently seeking to fill.  Please communicate your interest in serving on the board to the office.  

Cooperatively yours, 

Sarah Reimer

On behalf of the Board of Directors

Board Bytes- November 2019

Submitted by Sarah Reimer

A recent conversation (with a non-co-op member) reminded me of the importance of community living.  On one hand, society tells us it is much easier (and better) to simply worry about our own concerns and to do our own thing, but at the same time, it became apparent that such an attitude creates division, isolation, resentment and erodes respect for others.  I feel so fortunate to live counter-culturally in a co-op with neighbours who also want to engage with the harder work of community living with benefit for all… it’s not always pretty or easy, but here’s hoping that we all feel more connected to each other and that we experience the benefits of working together.  That’s enough waxing philosophical, I think.  

Here is a synopsis of the work undertaken at our meeting on November 13, 2019.

• We fielded a request from the Education committee to present an environmental crisis workshop event.  

• We continue to update the policy handbook based on member feedback as presented at the GM and via email.  

  • Further member feedback is welcomed until Dec 1, 2019.  

  • Expect re-issue of the handbook before the January 2020 GM.  We aim for a late December distribution to allow for a close reading of this working document. 

• We continue to be challenged by the gap between our written guidelines and the corporate memory of how things have “always been done”.  We understand that the board mandate requires us to respect the decisions made by the collective membership as represented in policy and by-law motions that have been voted in, and to ensure that our current and evolving practices reflect those stated decisions.  This change isn’t always easy, and we hope to apply and receive grace and understanding as we all do our best to live cooperatively and in community.  

• We are working on the development of a procedural template for committees to follow when undertaking projects that affect the community as a whole. 

• Reminder that the lane between 3 St and 4 St blocks is an emergency vehicle access and turning lane and therefore is not available for member parking.  We will engage the city to see if appropriate signs can be posted.  

• Work is underway to develop operating budgets proposals for 2020 and we reviewed these documents.  

• We still have one Board vacancy which we are currently seeking to fill.  Please communicate your interest in serving on the board to the office.  

Cooperatively yours, 

Sarah Reimer

On behalf of the Board of Directors

Board Bytes October 2019

Submitted by Sarah Reimer on behalf of the Board

Happy Autumn.  The weather is crisp and clear as we all begin to hunker down for a long winter’s hibernation.  Hopefully, we’ll still have opportunities to connect through-out the cold months. 

• We continue to update the policy handbook based on member feedback as presented at the GM and via email.  

  • Further member feedback is welcomed until Dec 1, 2019.  

  • Expect re-issue of the handbook before the January 2020 GM.  

• We met with Grounds committee to begin a process of clarifying communication expectations and procedure regarding future projects, membership decisions and on-going project maintenance.   

• We signed the Curbside Contract and will be enjoying snow removal services for the rest of the winter.  

• We welcome Sarah Stephens onto the board.

• We still have one Board vacancy which we are currently seeking to fill.  Please communicate your interest in serving on the board to the office.  

Cooperatively yours, 

Sarah Reimer

On behalf of the Board of Directors

Board Bytes- August 2019

Submitted by Sarah Reimer

Happy Summer.  I can’t believe it’s nearly September.  

• We continue to work on formatting the updated Handbook- 

  • expect release prior to September 27 for discussion / approval at the GM

• We’ll be inviting P&D to provide a status update with Urban Matters at the GM

• We continue to look at effectiveness of co-op communication and will be exploring ways of developing greater connectedness of membership. 

• We continue to work with the Finance committee regarding an Asset Management Plan. 

• We have authorised a business credit card for use by Property Manager and monitored by Board/ Treasurer.

• We continue to work with Grounds on the food forest project, cleaning of the mud-filled stream bed and tree management.  

• We have approved Member Selection’s recommendation to fill unit #775 for October 1.

• We still have one Board vacancy which we are currently seeking to fill.  Please communicate your interest in serving on the board to the office.  

Cooperatively yours, 

Sarah Reimer

On behalf of the Board of Directors

Board Bytes- July 2019

Submitted by Sarah Reimer on behalf of the Board of Directors

We’ve had another busy month and commit to improving our board byte contributions.  

• We continue to work with the grounds committee with regards to the food forest project, garbage collection/ food waste/ recycling solutions and general co-op grounds maintenance

• We have agreed a draft buildings policy to be included in the revised handbook 

  • expect to see completed draft document in Autumn 2019 for your approval

• We have signed the contract with Urban Matters to begin the initial projects

  • time frame is early August until October

• Goldeye registration- Sarah (unit 30) is currently attending

  • One more spot available for a weekend away – Sept 20-22

• We welcome new co-op members, Beatrice Konan, Modeste Adje and their daughter Shirley, to unit 763 on 3rd St.

• We have one board vacancy, which we are working to fill.  

Cooperatively yours, 

Sarah Reimer

On behalf of the Board of Directors

November Board Bytes

Submitted by Helen Wirrell on behalf of the Board

Firstly, we’d like to welcome our new Board Member, Sarah Reimer – thanks for stepping into this new challenge, Sarah.

Policy Reviews

Over the summer, a subgroup of Board members reviewed the Buildings Committee’s policies. The revised document will be returned to Buildings for their feedback and should soon be available to present to the membership for review and approval.

General Meetings

The next will be held January 26th (Australia Day) – we will send out further details closer to this date. Following feedback from the last GM, Phil Cox will be bringing a projector to future meetings so that when items such as policy revisions, are being discussed, members will be able to view them more easily.

NOTE: if you have already indicated that you want to receive all SHC office notifications via email, all GM paperwork (i.e. agenda, budget info) for an upcoming meeting will be sent to you by email. You won’t be receiving paper copies.

General Business

• Motion Sensors ~ will be installed when the weather improves.
• New Contractor ~ The Board is reviewing the process of hiring co-op staff and ensuring this meets co-op policies, including the Board’s responsibilities for overseeing contracts and terms of work.
• Annual Inspections ~ have been completed for 2017.
• Finances ~ the SHC term deposit is not being renewed due to the very low interest rates being offered. The Board and Finance are currently looking for more competitive rates.
• SACHA (Southern Alberta Co-operatives Association) ~ has asked if Sunnyhill would be interested in hosting the SACHA 2018 city-wide Board course. This would take place on a Saturday in late January or during February. Providing we can get space at the Calgary Curling Club, we think this would be a great opportunity in terms of making this excellent course convenient for our members to attend.
• Smoking in Units ~ as various members have expressed a concern regarding smoking in units, the Board has been exploring various resources and ideas, and has found the following website provided by the Canadian Cancer Society ~ http://smokefreehousingab.ca/ . This website can help us “learn ways to implement smoking policies in [our] co-op”. With the upcoming legalisation of marijuana usage, we feel it particularly important to start this discussion in an informed way. so please review the website if you find this an area of concern.
• Andrea’s holidays ~ Andrea will be on vacation from December 20th to January 5th. SACHA will be supplying a replacement office co-ordinator for this time period.
• New Members ~ one of the areas we identified as a concern during our retreat a few months ago was how to help new members feel engaged in the co-op. One idea discussed was having individual Board members ‘adopt’ new members and offer to accompany them to various co-op events such as General Meetings. We will start doing this for our next big event – the annual Christmas party

Christmas party – will be held December 9th!!

Our next Board meeting will be held December 6th.

Board Bytes

Submitted by Helen Wirrell on behalf of the board

Board Bytes August 16th.

    After taking July off, the Board met Wednesday the 16th and had the pleasure of welcoming a prospective new Director.

    Policy Reviews

As part of reviewing the policies of all the co-op committees before presenting them to the general membership for further questions and comments, we looked at the Buildings Committee’s policies before deciding to have a smaller subgroup of Board members meet to review this document in greater depth. As the Buildings Committee plays such an important role in maintaining our homes, we felt their policy deserved this. And we wish to thank all members of this committee for the hours of discussion and debate that they have obviously devoted to fine-tuning this policy to its current stage.

    General Meetings

The next will be held September 8th and will include a presentation of the Grounds Committee, a very interesting and exciting project and a quick update by Phil Cox on behalf of the Planning and Development Committee.

    General Business

Motion Sensors ~ we approved a motion to give the Buildings Committee the go-ahead to install motion sensors outside units.

Garage ~ Andrea will ask the co-op handyman to divide the garage into two sections: one for the Social Committee in which to store their various items and the second for the handyman to store his tools etc.

Sign Off Sheet for Contractor’s Work: we will be asking the Buildings Committee to create a checklist/sign-off sheet for Members to fill in after having work done in their unit. Hopefully this will ensure both parties (co-op member and contractor) are satisfied with the final results of work done. This action will be added to the Buildings Committee policy document.

New Contractor ~ it was noted that the co-op has a new contractor. The Board will be reviewing the process of hiring co-op staff and ensuring this meets co-op policies, including the Board’s responsibilities for overseeing contracts and terms of work.

Finances ~ a motion was made to sign on to First Calgary Commercial Banking services, which are free to SACHA members and would allow us to pay contractor invoices online. One of the Board members is needed to release funds, which ensures that the co-op keeps control of what is paid. This motion was passed.

Member Involvement Committee ~ is not happening. Dorrie Derbowka has, however, volunteered to take on the Welcome Wagon duties, i.e. welcoming new members to the co-op. Thank you Dorrie.

New Members ~ we welcome Kiarra Spenst and Kris Ellestad, who will be moving into #2 SHL on September 1st.

Gold Eye Retreat 22-24 September ~ we have budgeted for 2 co-op members to attend this retreat. Robert Perry has eagerly volunteered to attend and so we are seeking one more person. I attended this a few years ago and had a blast, attending different workshops and meeting members of other co-ops, both in Alberta and in B.C. It was a great chance to learn from others, and to party. Room and board will be provided in a beautiful outdoor setting west of Rocky Mountain House. Please contact Andrea Bergen at the office if you’re interested in attending.

Board Retreat: In our January General Meeting this year we had small group discussions about Sunnyhill’s future. Notes from these discussions have been written up in subsequent Newsletters. In March, the Board took the ideas from these discussions and took them to our one-day retreat. We then came up with a draft set of priorities to guide the year ahead. And here they are:

• re-furbish our existing buildings - addressing the problems identified in our Building Condition Assessment report

• develop our skills in long range planning (including financial planning) so that annual budgeting is set within a three to five year time frame

• review the Board-Committee structure to make sure mandates are clear and still relevant and that communications and decision-making flows well between the membership the Board and the committees

• experiment with new ways of helping members feel engaged in the Coop - look at and beyond being on a board/committee

• get actively involved with SACHA as our second level cooperative - participate with expectations over how we can contribute to and take advantage of the services/supports and political/policy influence that SACHA can provide

• step up efforts at being “green” - encourage member innovation through a combination of financial incentives and showcasing initiatives

What do you think? Please drop us a line via email (sunnyhill@shaw.ca ) or on paper

Our Board meetings are held on the second Wednesdays every month.

And finally, a word from the Chair of the Board:

Hello Coop Members:

Some young members of the coop brought to my attention a concern with Bouncy Castles and the very real danger of bouncing into outer space.

The board discussed this last night, and we unanimously agreed that this is a concern. We are worried that the bouncer may bounce right out of orbit and never return. 

We caution all bouncers as to this danger and advise eating and drinking as much as possible before bouncing so as to increase body weight and reduce the chances of visiting space.

Robert Perry

Chair