Board Minutes Feb 2024

Carleton Condominium Corporation No. 37
Minutes of the Board of Directors Meeting
February 20th, 2024


In attendance:
Rob Kirwan President (2022–2025)
Michael Leber Secretary (2023–2026)
Judith Harper Treasurer (2022–2025 – acclaimed 2023)
Errol Foster Director (2021–2024)
Jason Hickman Director (2022–2025)
Vicki Tait Director (2021–2024)
Lois Lake General Manager (2021–2024)
Tammy Zollinger Property Manager – Condominium Management Group


*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.

  1. CALL TO ORDER & AGENDA
    Rob called the meeting to order at 7:05 pm. He proposed moving “approval of previous
    minutes” to item No. 2 and “approval of financial statements” to item No. 3.
    MOTION: To approve the agenda as amended.
    MOVED: Vicki Tait
    All in favor. CARRIED
  2. APPROVAL OF PREVIOUS MINUTES
    MOTION: To approve the minutes of the meeting held on January 15th, 2024.
    MOVED: Jason Hickman
    SECONDED: Judy Harper CARRIED
  3. APPROVAL OF FINANCIAL STATEMENTS
    Tammy reviewed the financial statements ending January 31st, 2024.
    The Board discussed three outstanding cheques that the Auditor is asking about. Vicki
    explained that the two regarding the pool are void. PoolWorks had double billed us for 2023 Summer services resulting in a need to cancel two (2) cheques. CCC37 met with PoolWorks at which time they concurred. Tammy will investigate the subject of a third cheque issued.
    The Board discussed the arrears list and the lien process. The Board understands that Unit xx is reducing the arrears, the PM will advise the Board of the status at the March
    Board Mtg.
  4. ITEMS FOR DISCUSSION OR ACTION
    Roofs
  • The Board reviewed a quote to add flashing and heating cables to Units XX and XX.
    They discussed the history of roof leaks and repairs. Vicki suggested looking into
    heating plates instead of cables.
  • Rob suggested hiring an engineer to assist going forward. He suggested Keller, as they
    are already familiar with the roofs.
  • Tammy and the Board discussed Unit XX, which may have a leak issue.
  • Unit XX had a roof leak, Tammy was authorized to issue a PO to Richie’s to remove
    the rear Vmax vents, apply torch-on and re-shingle, check the flashing of Unit XX.
  • The Board agreed that Tammy is arrange a Meeting with Keller Engineering to discuss
    a proposal for: a detailed inspection, assessment, and evaluation of the attics and the rooves of a number of Units presenting with recurring seasonal leaks.
  • The Board agreed to have Richie’s inspect the roof of Unit XX. PM to follow-up and report to the April Board.
  • The Board discussed the leak reported by Unit XX. The Board agreed to have Ritchie’s inspect the issue.
    There is one attic remaining to be insulated by Great Northern Insulation (Unit XX) which should be complete in March.

  • Site services
    Standpipe No. 3 needs repairs and a top. Standpipe No. 6 isn’t listed but is near Unit 88.
    It needs to be dug out and checked. Vicki suggested keeping this on the agenda and getting the work done this spring.

  • Capital Chimney
    The Board discussed the chimney report, fire code, and ownership/responsibility of
    fireplaces versus chimneys.

  • Pool maintenance
    The Board discussed an email from Amenity group (H2O). Lois agreed to contact H2O to clarify some information associated with our 2024 Pool Season.. There is one year left on the H2O contract.
  1. NEW BUSINESS
    Reserve Fund
    Vicki discussed the Reserve Fund projects for this year. She proposes roofs ($70,000 for 10 units), eavestroughs ($17,000 for the front and back of 19 units and the front of another one), fencing ($20,000 for painting), and paving ($45,000 for potholes).

  2. Water shutoffs
    The Board agreed to have the contractor do it at the same time as the standpipe work.

  3. AquaDrain was sent a PO for the purpose of tagging interior “Common shutoff valves.

  4. Roof shoveling
    Unit xx suggests the Corporation conduct roof shoveling as a preventative maintenance measure. The Board acknowledged the practice as a normal approach to prevention. The Board agreed that Unit xx would be on a snow shoveling roster for the balance of the 2023-24 Winter season.

  5. DanCan solar lights
  6. The lights were not affective during the winter. The Board will revisit this in spring.
  7. Door numbers
  • The Board discussed replacement of door number signs. Tammy suggested looking at
    Home Depot or somewhere accessible.
    Roof leak repairs
  • The Board discussed a Unit XX with a roof leak. The repairs have not yet been done
    because the owner is unresponsive. The Board agreed for Tammy to send a PO to Pivot.
    Unit xx leak
  • The Board agreed, this matter is closed. Information available indicates the Unit Owner did not engage “GoPro” to perform renovations outside of the Corporation

contracted work.

  1. OTHER BUSINESS
    Parking control
  • The Board discussed parking control companies and rental spots.
  1. ADJOURNMENT
    MOTION: To adjourn the February 20th Board meeting at 9:14 pm.
    MOVED: Judy Harper
    SECONDED: Michael Leber
    All in favor. CARRIE