May 19, 2025 | Courtyard Committee Meeting

Attendees

• Jordan Dawe
• Terry Brown
• Debra Rolfe
• Claire Wood
• Ryanne James

Agenda

1. Check-in on legal, regulatory and property issues

   • Membrane, legal and other issues. Where do we document that we have considered and resolved?

     • Membrane and parkade leak: resolved - we will accept the letter from BC Building Sciences saying that we are highly unlikely to need a membrane replacement within 10 years and that leak is outside the courtyard 

     • Notice to strata next door: we own the courtyard, but doing the work might create issues. We don’t have to do anything unless it’s obstructing access to the courtyard.

       • ACTION:Terry: when we release the RFP, notify strata next door that we are doing so and approximate construction schedule

   • Board approvals thus far (February 2025):

     • Motion: approve budget for up to $2k for Courtyard Committee to consult with lawyer about the relationship with the neighbouring strata any responsibilities related to courtyard maintenance. M/S/C

       • Courtyard Committee advises consulting with the lawyer at construction tender. To Do

     • Motion: approve release of RFP for courtyard design services if lawyer advises it is ok to proceed and after confirming the budget with the AMP Committee. M/S/C

       • TO DO: Debra to return to the Board with a new motion cutting out the lawyer

       • TO DO: Jordan to confirm with the AMP committee. Last chance to revise budget.

   • Are there any other legal, regulatory or permissions issues we need to resolve before issuing the RFP?

     • ACTION: As Board Liaison, Debra to send meeting minutes to the Board and/or upload to Igloo site

2. Youth Committee letter

   • Interest in covered area within courtyard

   • How can we want to work with them?

   • ACTION:Terry:  invite Youth Committee to the next meeting and Jenny if she wants to be on our mailing list

   • ACTION: In future -  direct the successful proponent to engage with the Youth Committee and other specific stakeholders

3. “Owner’s rep” and ideas for how to move this forward in a more timely fashion

   • Can we provide an honoraria to a member to serve as the “owner’s rep”? Definition of what this person does (from Claire, Feb. 27th email): “ie the person speaking on behalf of the coop to whomever the consultant is. Responsibilities include: providing the consultant with required information, providing direction on the design process, approving the design at various phases, ensuring the consultant gets paid. In my opinion this should be a coop member who is supported by the committee, board, Coho and CHFBC. This person would be required to respond in a timely manner.”

   • Commitment would be 1 hour meeting per week & answering emails from consultant

     • ACTION: Jordan to check the rules about if we can compensate a community rep and pay them an honoraria? 

     • ACTION: tbd - would a community member do it if there was no honorarium? Could Coho do it? What would the time be?

4. Have we obtained the full drawings?

   • TODO: Claire to keep working on. If not possible to get through request, try to get from the City.

5. RFP: Thank you. Claire, for drafting the RFP and Ryanne for edits! Next steps? Some ideas:

   • Complete edits on RFP

     • RFP is overdone

     • TO DO: Claire and Ryanne to edit and clean up.

   • Confirm budget with AMP Committee

     • TO DO: as above, Jordan to confirm budget - especially around paving budget (what’s been used elsewhere and what we need to save for future)

   • Coordinate with Coho on RFP management (e.g. being contact to receive submissions and questions)

     • TO DO: Jordan to talk to Katie about how Flooring Committee’s sent out their RFP

     • TO DO: Terry has volunteered to be the contact during the open RFP period

   • Develop new timeline

     • Meet in 2 weeks

     • Get RFP out by mid-June

     • Have preferred proponent and budget identified for Board approval at July meeting

6. Project documentation: how can we ensure we are documenting appropriately?

   • Discuss more fully next meeting if needed

7. Engagement with wider co-op membership

   • Set next meeting: Sunday, June 8th 7pm in the lobby

   • Someone to inform membership:

     • TODO: Debra to open events calendar in elevator and write in