MINUTES
Carleton Condominium Corporation 37
Arlington Place Board of Directors (“in-person”) Meeting
July 25, 2024 (7:00 p.m.) Pool House.
Unit owner names and/or unit numbers may be modified in these minutes to protect unit owner identity in compliance with Provincial legislation. Further, any redaction is made in accordance with Section 55 of the Condominium act of Ontario.
Board Members:
Rob Kirwan President 2022-2025
Judy Harper Vice President 2022-2025
Peter Brekelmans Treasurer 2024-2027
David Jackson Secretary 2024-2027
Judy Adelberg Director at large 2024-2027
Micheal Leber Director at large 2023-2026
Jason Hickman(absent) Grounds Director 2022-2025
Call to Order at 7:00 p.m. (President)
Agenda approved (All)
The Owner’s Requisition, dated July 16, 2024, says the Meeting purpose is to: “the Board proposal to create, amend or repeal a rule.”
In addition to the Owner’s Requisition, the Property Manager received an e-mail from XX, requesting inclusion of her package request which sets out “suggestions” to change the Board adopted RULES and, that her request be assigned placement early in the Agenda.
President provided Board members with his understanding of the norms of order for Meetings would require XX share with all Owners her e-mail and the attached proposed motions / amendments, as part of the fifteen (15) day advance meeting notice. Delivery of XX e-mail with motion/amendment proposals to all Owners affords each to fully consider and assess the individual motion / amendment proposals with open debate of each item, if her request is approved by the Assembly (Owners) as an Agenda item.
The Board understands the Owners Meeting will likely be very difficult for all Owners, Board members included given the Board is aware of some unfounded and unsubstantiated community suggestions that the Board conspired to deny Owners their full rights and intentionally set the Meeting’s timeframe to occur while Owners were on summer holidays and further, wilfully failed to include the Rules package on the AGM Agenda so as to manipulate information availability and timeframes.
Board members expressed their dismay that neighbours would advance such allegations. It was noted that the Board did not add the Rules package to the AGM Agenda because it was not finalized for inclusion in the AGM package timeframe, and even if it had been ready a combined AGM / Rules Agenda would have required numerous hours to present, accept motions/amendments, debate and vote on each portion of what would likely be upwards of four (4) plus or more hours.
A Board colleague expressed that he is fully appreciative that the Board did not conduct itself in a fashion to deny Owners their rights. However, he also assured all Board colleagues that his read of the Owners is, they are absolutely against the proposed Rules and suggested firmly that the Board consider an alternative, including withdrawal of the Rules in favour of another approach. The Board President reminded Board members that the prerogative to cancel the Meeting does not lay with the Board of Directors. The Requisitions signatories are the only legal entity permitted to propose withdrawing the Requisition.
Another Board member suggested, depending on the flow of the Meeting it may be practical for the President to propose the formation of a Work Group (WG) made up of two (2) Owners and two (2) Board members. The idea was discussed and positively received. The President suggested that should the idea seem practical approach during the Owners Meeting, the President will advance the option. In the event the idea is received by the majority of Owners, David J will be appointed the lead Board member along with the President. Further discussion suggested an early September commencement, that the Board’s proposed RULES form the template, incorporating community proposals received by the Board and presented to a WG by David J., at which point they would begin drafting a revised set of Rules with a target completion date for presentation of a DRAFT from the WG to the Board by the end of December 2025 / early January 2026, with a final Rules Package presentation to the Owners by mid to late February 2026
The Work Group will share its progress with the Board, in turn the Board and Owner Representatives will jointly share their progress with the Condominium Owners.
RULES e-mail to Owners
The Board reviewed and approved the attached “background” e-mail for possible delivery to Owners prior to the August 20, 2024, Owners Meeting.
Agenda business having been concluded; the Meeting was adjourned at 8:30 p.m.
Arlington Place 