Special Edition Newsletter

DECEMBER 2023 | SPECIAL EDITION

RESIDENT RELATIONS E-NEWSLETTER The Official e-Newsletter of Auburn Bay Residents Association

In this Edition

Hello Auburn Bay, As part of our commitment to improve our communication with our valued residents, please take a moment to read through this

ABRA Board of Directors Governance Board

special edition newsletter detailing the

AGM Procedures

following:

Capital & Reserve Fund

Introduction of the current ABRA Board of Directors Explaining how a governance board operates Detailing Annual General Meeting procedures Insights on past and future capital and reserve fund projects ABRA Values, Vision, Mission, and Guiding Principles Alongside this newsletter, the ABRA board and management team are devoted to organizing additional face-to-face conversation opportunities in the coming New Year.

C h r is s ie R

ozak

ABRA GENERAL MANAGER

RESIDENTS E-NEWSLETTER | SPECIAL EDITION

DECEMBER 2023

Meet Your Board of Directors Andrew Lewis, Board President Andrew Lewis, a resident of Auburn Bay since 2013, was raised just outside of Edmonton and has called Calgary home since 2007. His wife and three children, aged 10, 8, and 6, constitute the most significant and cherished part of his life.

Professionally, Andrew serves as an IT director at a national law firm. He holds a degree in Management from the University of Lethbridge, a Master’s Degree from Edinburgh Business School, and is certified in project management. Driven by a commitment to community service, Andrew holds an ecclesiastical and administrative leadership role within his local church congregation. Additionally, he has dedicated over 5 years to serving on the ABRA board of directors. Having lived in various countries across Europe and North America, Andrew has a passion for travel and outdoor adventures. Simplicity, efficiency, and innovation are core values that he applies to all his pursuits.

David Fida, Board Vice President David Fida has been a resident and active member of Auburn Bay since 2015, and a Resident Director for ABRA since December 2020. He is now part of the executives and sits as the Vice President. David's interest to join the board was based on his love for the community and his desire to see the community continue to prosper for all its members. David brings firsthand operational knowledge of working under a governance board, directly similar to ABRA, in a private membership-based setting as he is currently the Food and Beverage Manager for the Glencoe Golf and Country Club, previously he ran food and beverage operations at the Glencoe Club downtown. His knowledge of working under a governance board and now sitting on the board provides a unique ability to understand roles and responsibilities on both sides of the table. He has an extensive 28 year hospitality background, operating well know establishments in the city with fiscal acumen, culture leadership and guest/member experience top of mind. In his spare time, he enjoys spending time with his wife and two beautiful daughters, enjoying all that Auburn Bay has to offer. He is also proud to share this community with his parents and his wife’s extended family. He likes to share a good drink with neighbors and cook, especially behind the grills where he has spent many summers competing in BBQ competitions around the province.

David previously sat on the SAIT's Hospitality Management Advisory Board for 9 years, where he played a role in helping turn the 2-year diploma into a 4-year hospitality degree.

RESIDENTS E-NEWSLETTER | SPECIAL EDITION

DECEMBER 2023

Meet Your Board of Directors Ed Oke, Board Treasurer Ed Oke, his wife and two children moved to Auburn Bay in June of 2007. Ed was elected to the Board in 2010 and has served a number of consecutive terms since then. Ed was elected to the Board before the by-laws were changed to add term limits for directors but is now serving his last eligible term as a resident director.

Ed showed interest in the Association and its Board based on his desire to ensure that the financial security of the Association was protected for the benefit of the community and its members over the long term. Ed has been an executive member and Treasurer of the Board since the handover from Brookfield Residential in 2017 and has participated in the growth of the Association, its facilities and the establishment of the Association's capital reserve fund during his tenure. Ed is an executive in the energy services industry and has over 30 years of experience in management and board governance. He has worked for a number of public and private companies during his career and managed teams with global operations in 6 countries. He holds a Bachelor of Commerce (Honors) from Memorial University and a Masters of Business Administration from Athabasca University.

David Bissett, Board Secretary David Bissett and his wife moved to Auburn Bay in June of 2008. David believes in taking an active role in the community and ran for the board to be able to provide his valuable experience as a previous President of the Sun Valley Business Park Condominium Association. David was elected to the Board in 2012 and has served a number of consecutive terms since then. David was elected to the Board before the by-laws were changed to add term limits for directors but is now serving his last eligible term as a resident director. David has been an executive member and Secretary of the Board since the handover from Brookfield Residential in 2017 and has been an active participant in the Association during his time. David is a senior executive in the high voltage utility sector and has over 35 years of experience in the industry, working entirely in the private sector throughout his career. David is a Professional Engineering Technologist who believes in giving back to his industry by volunteering his time on various provincial and post-secondary institutes committees.

RESIDENTS E-NEWSLETTER | SPECIAL EDITION

DECEMBER 2023

Meet Your Board of Directors Carla Obuck, Resident Director Carla Obuck has been a resident of Auburn Bay for the past 17 years and was one of the founding members of the Auburn Bay Community Association established in 2010. Before that she sat on the steering committee for the Maquis De Lorne CA (Copperfield / Mahogany). And was instrumental in helping Cranston and New Brighton form their own CA boards. For the first (6) years of the Auburn Bay Community Association she sat as the Secretary and had many meetings with past Alberta Finance Ministers, Trustees, and MLA's to see how we could expedite schools coming into our community. She has attended countless meetings with our City Councillors office, MLA, and MP to discuss a variety of issues around the community. She was quite involved in developing the Auburn Bay Community Garden, (and hopes to improve on it in the coming years). She is quite dedicated in planning our Parade of Lights and Stampede Breakfast which host over 7k and 4k of event goers at no cost for them to attend. Every year she helps plan the YYC clean up and Auburn Bay Clean Up (to collect garbage in parks & greenspaces) to help keep our neighbourhood looking tidy. In addition to trying to apply for grants so that events the CA hosts can remain free for the community to enjoy.

Currently she holds the title of VP for the CA and Sports and Events Director while working full time and she would love to have some more passionate people get involved in our community to see it continue to flourish for the future.

Rob Gray, Resident Director Rob Gray has been a resident of Auburn Bay since October 2019 but has lived within the City of Calgary since July 2011. Originally from Newfoundland & Labrador, he spent a few years in Mississauga On., before moving to Calgary making it his home. Rob currently works as a Community Resource Officer for the Calgary Police. He has a Diploma in Law & Security as well as a Diploma in Graphic Arts. Since residing in Calgary, Rob has volunteered at different organizations such as Big Brothers Big Sisters, The Rainbow Society and as a Eucharist Minister with St Joseph’s Parish. Rob has been on the ARBA Board of Directors since 2020. Rob enjoys the outdoors and likes to maintain an active physical lifestyle. He currently plays on various sports teams during the summer and is currently involved with his son’s swimming and skating. He enjoys camping during the summertime and traditional east-coast music.

Thank you for your cooperation!

RESIDENTS E-NEWSLETTER | SPECIAL EDITION

DECEMBER 2023

Meet Your Board of Directors Victoria Winder, Resident Director Vicky was born in Manchester, UK, and made the leap across the pond to Calgary in 2013, alongside her partner and two boys. The allure of Auburn Bay community quickly captured her heart. Vicky’s professional journey began in England, where worked she in operational risk and compliance. After settling in Canada, Vicky transitioned into the realm of Homeowners Associations/Resident Associations (HOAs/RAs), immersing herself in the development of operational procedures, logistics, and safety protocols. Her dedication to safety in Auburn Bay garnered recognition, with two nominations for the Alberta Justice Award. She also proudly received the DB Perks Award for her unwavering commitment to drowning prevention advocacy. Vicky is passionate about being a community board member, with a decade of experience in RA HOAs, and her understanding of operations, logistics, and budget management. Vicky embraces challenges, advocating fearlessly for the community's best interests. Outside of work she enjoys expressing her creativity through millinery and stained glass. As a book enthusiast, she is particularly drawn to historical fiction.

Fred Lauzon, Resident Director Fred Lauzon and his wife started building their home in Auburn Bay in 2005. The lake hadn’t even been excavated yet. Fred watched the lake being built, including how the aeration system and lake liner were installed. Prior to 1997, Fred worked at jobs where he obtained skills such as class 1 truck driver, oilfield equipment operator, millwright, welder, electrical, and power engineering. In 1997, he started a business that provided industrial millwright, welding, electrical, and crane services. Some projects that his company did were: installing passenger boarding bridges for the Calgary Airport, shutdowns for clients such as Lafarge and Prudential Steel, relocating a fertilizer plant from Calgary to Irricana, and installing new production lines at manufacturing businesses such as Carpenter Foam. Fred's business also did work for Auburn Bay, such as repairing the lake's aeration pumps, building picnic shelters, and putting up Christmas lights. In 2018 Fred was ready to retire so he sold the business. Fred has also volunteered with the Calgary Beach Volleyball Association (CBVA) since 2007. He attended meetings with the City of Calgary Planners to obtain a grant to expand the league from 12 to 19 courts. In November 2023, Fred was elected to the board of directors for the Auburn Bay Residents Association. He hopes his background in repairs and maintenance will be helpful to Auburn Bay. Fred wants to help Auburn Bay maintain its profile as a desirable community to live in.

Thank you for your cooperation!

RESIDENTS E-NEWSLETTER | SPECIAL EDITION

DECEMBER 2023

Meet the Board of Directors Heather Cook, Resident Director I’m excited for this opportunity to work with the board. As a resident of Auburn Bay since 2013, I have enjoyed seeing how this community supports one another even as it’s grown. As a mom to high school and elementary aged children, as well as an LPN specializing in paediatric homecare, I have firsthand experience balancing the needs of many. I love that this community values diversity, and I look forward to bringing ideas and people together so each of us can fully enjoy the amenities Auburn Bay has to offer. I have been a member of both a housing cooperative board, and a condo board so I understand the need for transparency from the board.

Marc Demeter, Resident Director Having recognized Auburn Bay as a community strong in family values with many appealing facilities, Marc Demeter and his wife Brittany decided to move their family to Auburn Bay in the fall of 2020. Since then, they have planted firm roots in the community and welcomed their second child. Marc is a newly elected member of the board. His evolving interest in the Association stemmed from a fulfilling experience this past summer, providing subject matter expertise and guidance on the presence of the ‘orange lake slime’. Marc holds a Bachelor of Science and a PhD in Environmental Microbiology, both from the University of Calgary. Professionally, Marc has served the energy industry in a variety of roles ranging from applied sciences to management, and most recently within executive leadership of a multi-national oilfield services company. He has two primary objectives for his term on the board of resident directors. The first is to continue to provide the ABRA operations team with expertise and guidance pertaining to the management and stewardship of our lake and recreational spaces as required. The second is to provide collaborative leadership in a manner that fosters responsible and sustainable, data-driven decision making.

Collectively, these goals serve the larger Association objectives of financial security, growth and facility and asset management so that residents may continue to enjoy them for years to come. If not skiing, camping, or playing at the lake with the family, Marc can be found in his garage or yard. He has a deep passion for learning and applying new skills unlocked through DIY home and automotive projects.

RESIDENTS E-NEWSLETTER | SPECIAL EDITION RESIDENTS RELATIONS E-NEWSLETTER

DECEMBER 2023

HOW DO GOVERNANCE BOARDS WORK? The Auburn Bay Residents Association (ABRA) is incorporated under Part IX of the Companies Act of the Province of Alberta, as a non-profit corporation. It was incorporated on February 5, 2005.

ABRA is governed by a volunteer board comprised of ten (10) resident directors: 4 Executive Members - President, Vice President, Secretary, and Treasurer 6 Resident Directors ABRA is a governance board. Governance can be defined as the framework of rules, relationships, systems, and processes within and by which authority is exercised and controlled.

Governance boards have four (4) roles: oversee management, finances, and quality set strategic direction and advance the organization’s purpose build community relationships establish ethical standards, values, and compliance The ABRA board of directors has seven (7) responsibilities: organizational purpose and planning legal responsibilities create an ethical culture and practice good governance manage risk and liability financial responsibilities demonstrate leadership and work as a team relationship management

nsi espo bilities 7R 4 Roles ABRA Board

RESIDENTS E-NEWSLETTER | SPECIAL EDITION RESIDENTS RELATIONS E-NEWSLETTER

DECEMBER 2023

WHAT IS FIDUCIARY DUTY? The ABRA board has a fiduciary duty to ensure the financial success of the association. A ‘fiduciary” is a legal term intended to refer to a person who, because of the position they hold, has a responsibility to act primarily for another’s benefit.

The ABRA board members each have a fiduciary duty to act in the best interests of the members of the Residents Association.

RESIDENTS E-NEWSLETTER | SPECIAL EDITION RESIDENTS RELATIONS E-NEWSLETTER

DECEMBER 2023

WHAT ARE THE ANNUAL GENERAL MEETING PROCEDURES? Three Months Prior Financial information has been submitted to our accountant for preparation of the financial statement.

One to Two Months Prior The board reviews the bylaws and considers any items that need updating.

Date of the AGM has been set and meeting location has been secured.

Advertising to our community on our website, social media and resident newsletter.

The audited financial statements are prepared and approved by the board.

Call for board nominations are made publicly on social media and in our resident e-newsletter to be included in the AGM package. Nominations may still be made on the AGM floor if nominations are not received by the advertised deadline.

Three Weeks Prior The AGM package is prepared and ready to send to all residents, which includes: Cover letter, Notice of AGM, Previous AGM meeting minutes, Directors report, AGM Information Circular, and Proxy Form.

AGM packages has been provided to all community residents. Method of notification is as per bylaws (email and postal mail).

One Week Prior Proxies must be submitted at least two days before the AGM. Day of the AGM The ABRA management team has prepared the meeting space.

The board of directors arrive one (1) hour before the AGM start time.

Homeowners must register with ABRA staff to receive their voting card and ballot.

Quorum must be established. As per our bylaws we require a minimum of twenty (20) voting members via proxy and/or in person before proceeding. If quorum can not be met, the meeting will be postponed and rescheduled, to a later date, that will allow for a 2-week notice.

The board adheres to a strict script throughout the formal AGM portion of the evening. During this phase, the following occurs: motion to elect the secretary - signs off on the meeting minutes motion to elect the scrutineer - tallies the votes with the General Manager quorum is established financial statements are discussed the board is elected the auditor is appointed *Although ABRA adhered to the correct AGM protocol, the association is considering engaging a third-party company to oversee and tabulate all votes. This is being done to prevent any allegations of mishandling the outcome.

RESIDENTS E-NEWSLETTER | SPECIAL EDITION RESIDENTS RELATIONS E-NEWSLETTER

DECEMBER 2023

WHAT MAJOR CAPITAL & RESERVE FUND PROJECTS HAVE BEEN UNDERTAKEN TO DATE? 2018 - Amphitheatre Project In 2017, ABRA management applied and was the successful recipient for the Federal Community Facility Enhancement Grant for $125,000. This is a matching grant designated to enhance the lifespan and support the creation of public-use community facilities.

Originally, the project was going to expand Auburn House to facilitate more office space, create a commercial kitchen, and expand the existing banquet space.

However, when the project was about to commence, the architect stated that they quoted ABRA on a ‘warming kitchen’ and not a ‘commercial kitchen’. This oversight would have cost ABRA approximately $65,000 - $85,000 in additional expenses to proceed.

As we did not want to lose the matching grant, ABRA management and the board quickly pivoted and we changed the scope of work to construct an Amphitheatre in the park, and it was approved by the Federal government.

The Amphitheatre was constructed with the goal of creating a special space where residents can enjoy music in the park, a place to stay warm by the fireplace when their children are tobogganing, special events, yoga in the park, or even their very own wedding.

These types of events and programs would provide an additional revenue source for ABRA. Description

Cost

Building - This includes: all designs and drawings; rough in stage covers in installation of the basic framework required; excavation and site survey; framing all the walls, ceiling, and subfloor; electrical work; plumbing & gas fitting; all permits.

$284,176.13

Fire Place - This includes: construction of the hearth; gas fitting.

Total Cost

$284,176.13

CFEP Grant

-$125,000

ABRA Cost

$159,176.13

RESIDENTS E-NEWSLETTER | SPECIAL EDITION RESIDENTS RELATIONS E-NEWSLETTER

DECEMBER 2023

WHAT MAJOR CAPITAL & RESERVE FUND PROJECTS HAVE BEEN UNDERTAKEN TO DATE? 2023 - Deck In 2017, ABRA management started to notice areas of concern on the previous deck with early signs of rusting. We brought in an engineer who assured us that it did not pose a safety concern at the moment, but that aesthetically we should have it addressed.

ABRA quickly sought out three (3) quotes from contractors with the clear objective that this was an interim measure until a more permanent solution could be implemented.

Of the three quotes received, ABRA moved forward with Fred’s Industrial to sandblast the rust and paint the underside of the deck - $23,496.90 In early 2022, our concerns for safety had now become an issue as the rust had completely eaten through several areas on the deck. See images below.

ABRA contracted Ace Architect to provide project management and assist with the design and permits for this project.

ABRA released a RFP in September 2022, and we received three (3) proposals: Jax Builders - $575,046.26 Akela Construction - $851,214.00 Carlson Construction - $836,850 Ace Architect advised ABRA board and management to proceed with Jax Builders as they had worked with them in the past and they were happy with their work.

ABRA awarded the job to Jax Builders with the anticipated completion date of May Long Weekend 2023.

As with all construction projects, we ran into some delays. There were unmarked lines exposed during excavation, mold on the building exposed when we removed the old deck, and delays with materials.

RESIDENTS E-NEWSLETTER | SPECIAL EDITION RESIDENTS RELATIONS E-NEWSLETTER

DECEMBER 2023

BUDGET BREAKDOWN - DECK Description

Cost

General Requirements

$75,410.00

Site Construction

$137,189.00

Concrete

$68,200.00

Wood & Plastics

$188,284.11

Thermal & Moisture Protection

$3,000.00

Finishes

$3,000.00

Electrical

$29,300.00

Contingency & Insurance

$43,280.00 Subtotal

$547,663.11

GST 5%

$27,383.16

TOTAL

$575,046.26

RESIDENTS E-NEWSLETTER | SPECIAL EDITION RESIDENTS RELATIONS E-NEWSLETTER

DECEMBER 2023

WHAT ABOUT FUTURE CAPITAL PROJECTS? In 2022, ABRA collaborated with WSP Canada Inc. to conduct a ten (10) year life cycle study for our association. This report will support the General Manager and the ABRA Board in responsibly planning and managing the association's finances and amenities.

The study indicated that the following items are due for maintenance, repair, or replacement within the next five (5) years, in no particular order: 1. Replacement of all the windows in Auburn House 2. Replacement of the roofing 3. Replace or enhance the existing Playground 4. Replace or enhance the existing Splash Park 5. Replace Water Heater 6. Replace Furnace/Condenser System 7. Replace the 1445 Tractor(s) Certainly, the timelines provided are approximations, and the management and the Board assess these schedules annually to decide whether the lifecycle can be prolonged or if replacement is necessary.

ABRA must prioritize maintaining a robust balance in the Reserve Fund to avoid imposing special assessments on our community members.

RESIDENTS E-NEWSLETTER | SPECIAL EDITION RESIDENTS RELATIONS E-NEWSLETTER

DECEMBER 2023

Message from the Board On behalf of the ABRA Board, we are dedicated to the well-being of the residents who consider Auburn Bay their home. Our pledge is to uphold the following principles in every decision we make.

We value the privilege of representing our community and are committed to making informed choices that not only support the long-term financial sustainability of our association but also prioritize the well-being of the Auburn House staff and management team.

ABRA BOARD GUIDING PRINCIPLES To represent the community’s interest by implementing ABRA’s vision.

Provide the best possible services to residents of Auburn Bay as directed by the board of directors ensure management has the necessary resources for staff to deliver high quality services guide toward adoption of environmentally sustainable practices Function as an open and honest board that adheres to the duties of due diligence, loyalty, and care.

Effective use of the Association’s funds and strict adherence to fiscal responsibility, as directed by the Association’s bylaws.

It is clearly understood that the Board Members are placed in a position of trust by the community, and management is placed in a position of trust by the board.

A promise to communicate any major developments with our residents in a timely manner.

ABRA MISSION STATEMENT To enhance the enjoyment of members’ lives and promote community spirit by offering amenities, facilities, and programs for members’ benefits in a financially and environmentally responsible manner.

ABRA VISION STATEMENT Connecting you to programs, events and each other.

ABRA VALUES

Communication

Respect

Integrity

Excellence

Andrew L

e w is

ABRA BOARD PRESIDENT