Board Minutes April 2024

Carleton Condominium Corporation 37
Board of Directors’ Meeting Minutes April 9, 2024,
Held VIRTUALLY – ZOOM

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.

Attendance: Quorum met, Rob Kirwan President
Judy Harper Vice President Lois Lake General Manager Michael Leber Director
Jason Hickman Director
Tammy Zollinger Property Manager, CMG

The Meeting convened at 4:45 pm and Chaired by the President. Agenda: Approved by the Board of Directors, as follows:
Receipt of three (3) Rooﬁng and Eavestrough Bids.
The Board sought clariﬁcation regarding the Bids, the experience with the Bidders and the need for some of the Bid materials presented.
Having received sufficient clariﬁcation on the queries, the President inquired as to whether there any further questions or follow-up questions.
Hearing none, Michael moved, seconded by Jason, that the Board award the rooﬁng / eavestrough contract to “Richie’s Rooﬁng.” The vote was carried, unanimously.

Tammy was given the go ahead to inform Richie’s Rooﬁng and inquire as to their anticipated commencement date.

Receipt of a proposal from KELLER Engineering to conduct an extensive infrastructural assessment of the attics

and roofs of Unit 45 and Unit 90 for the expressed purpose of determining what steps may be taken to effectively remedy the seasonal inclement weather leaks having recurred over several decades.

Members of the Board and our Property Manager met with a representative of KELLER several weeks ago to convey our concerns and express the expectations we have, should we engage their Firm.

The proposal received from KELLER seemed to present a reasonable understanding of the recurring circumstances as they seem to exist.
The Board, moved by: Lois and seconded by Judy, voted unanimously to engage KELLER in this initiative to remedy the issue, allay concerns of the Owners, and permit the Corporation’s Board of Directors to move forward constructively.
Having concluded the Meeting’s Agenda, the Meeting adjourned at 5:10 pm.

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Carleton Condominium Corporation No. 37
MANAGEMENT REPORT
FOR THE MEETING OF THE BOARD OF DIRECTORS

Tuesday April 15, 2024 @ 6:30PM., at VIA ZOOM

DISTRIBUTION LIST:

Rob Kirwan
Jason Hickman Lois Lake
Judy Harper Micheal Leber EF – absent Vacant
President

General Manager
Vice President/Treasurer Secretary
Director at large Director at large

Tammy Zollinger
2022-2025
2022-2025
2021-2024
2022-2025 (acclaimed in 2023)
2023-2026
2021-2024
2021-2024 (Vacant as of March 2024)

Property Manager, Condominium Management Group

PREPARED BY: Tammy Zollinger
Property Manager, Condominium Management Group

AGENDA

CALL TO ORDER & ADOPTION OF AGENDA

APPROVAL OF PREVIOUS MEETING MINUTES
Review and approval of minutes of previous Board meeting held on February 20 and April 9, 2024

APPROVAL OF FINANCIAL STATEMENTS
Review and approval of March 2024 Financial Statements
Review of current Aged Accounts Receivable as of March 2024

Items for discussion or Action

Roofs – 4 back roofs were repaired, units xx, xx, xx and xx, 3 gable flashings done on units XX/XX, XX/XX and XX/XX – By Richie’s Roofing –
PO sent to “Richie’s Roofing” for 10 new roofs and 19 new eaves.
KELLER Engineering has been engaged to conduct a detailed structural assessment and analysis of Unit XX and Unit XX, to ascertain next steps in the prevention of structural leaking.

Siding/Stucco painting
Spray Net – Status for 2024, TBD

Site service
Main unit shut off are labelled by Aqua Drain
Standpipe #1 and #3 – quote attached.

Chimney and Fire Compliance
Capital Chimney fire inspections due to occur in November 2024
Trees
By-Law #4 stipulates that Board approved planting of a tree(s) within the “exclusive use” back-yard must be at least 5 feet from the exterior wall of the Unit and at least 2 feet from the fence. Ther Board will reiterate the specifications on each occasion that an Owner requests to plant a tree.

Pool Maintenance
H2O – The Board confirmed with H2O the opening and closing contract and “Life Guarding provisions, stipulating the opening and closing dates. The first weekend of opening is June 22nd & 23rd.

Spring Inspection Notices – Inspections will be May and July
Complete spring inspections – completed, notes to follow to be provided to the Board in due course.
Winter damage repairs to be completed by “No Limits”.
Spring Clean-up and Parking lot sweeping To be determined (TBD).

NEW BUSINESS

Property Manager includes:
Rules I Handbook update – In progress
Roof Shoveling – Unit XX would like this to be done for preventative maintenance.
DanCan Solar Lights.
Asphalt Tendering.
Fence Tendering.
Unit XX wants a new door number; she states it is the Board’s responsibility.
Unit XX states he still has ceiling damage from last year’s roof leak.
Tree trimming

OTHER BUSINESS
Rodent Program – There is no Winter Reporting. The 2024 Budget provided funding to renew the Program services.
Eaves-troughs and downspout installation budgeted for this year (2024) due to commence in the closing days of April 2024, along with roofs also provided for in the 2024 budget

DATE OF NEXT MEETING –
Next Meetings, July 15, AGM June 17,@ 6:30pm, Sept. 16, November 18 BUDGET

ADJOURNMENT
Business having concluded the Meeting was adjourned.

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April 28, 2024 8:30 p.m. (Mountain Standard Time) Virtual – ZOOM
MINUTES

Carleton Condominium Corporation 37
Arlington Place Board of Directors Meeting

Called to Order at 8:30 (President)

Call for Quorum: In attendance: Judy Harper, Jason Hickman, Rob Kirwan, Lois Lake and Michael Leber.
Agenda
Paint, Gardening Earth and Seed

Jason to contact Tammy (PM) regarding paint.
Jason and Rob to connect regarding annual supply of earth and seed and follow-up on the Paint situation for May Long Weekend
Legal – Rules Ad-hoc Committee Report(s): The Board will review the last DRAFT with modifications shortly, for delivery to GOWLINGS, for a final review by Legal Counsel.

Annual General Meeting (AGM): We have confirmation that the joint “In-Person” & Virtual AGM will held out of KNOX United Church on Gibbard Av. Tammy will be sending out the “pre-Notice” to all Owners, 35 days prior to the AGM, slated for June 17, 2024. Tammy was reminded that some Owners do not receive official documents by any means other than Canada Post or courier.

The Final Notice to all Owners, announcing the AGM containing the official Agenda and related package will go out 15 days before the AGM.
Audited Statement (McCay Duff) for the AGM has been signed and will be provided to the Board well before the AGM.

KELLER Engineering: Will commence the detailed inspection and analysis of the structural leaking issue at Unit’s XX & XX

Legal – GOWLINGS: Unit XX, Soloway Wright, Solicitor’s Notice of undertaking. The Corporation received a written notice of intent on behalf of Unit 45 to proceed with legal action in the Superior Court of Ontario regarding the remediation of the Structural Leaks and repair to a wall socket in her Unit. Gowlings was informed of the review to begin by KELLER Engineering regarding the whole package. Once the KELLER Report is delivered to the Board, the appropriate discussions will proceed between the Solicitors.

Owner complaints:
Unit XX is posting signs on “common elements regarding “poop, stoop and scoop” and restriction of dog walking on Condo property. The Owner was instructed to take down the signs. However, she does want the Board to take action to prevent dog walking.

Unit XX Owner contacted the Board Chair regarding an allegation of physical threats and intimidation by another Owner.

New Business: No additional Business

Adjournment: Agenda’s Business having been completed, the Meeting was Adjourned, approximately 9:30 p.m. (Mountain Standard Time).