Board Minutes Febuary 2025

Arlington Place Board of directors meeting

CCC37

Feb 13 2025 6:30 in-person (pool house)

Board Members:
Rob Kirwan President 2022-2025
Judy Harper Vice President 2022-2025
Peter Brekelmans Treasurer 2024-2027
Micheal Leber Director at large 2023-2026
Jason Hickman Grounds Director 2022-2025
David Jackson Secretary 2025-2027
Vacant Director at large 2024-2027
*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. AGENDA
1.
Resignation: The Board was informed that Judy Adelberg has resigned her position from the Board of Directors.
2.
January 20, 2025, Board Meeting Minutes, approved.
Moved: Judy H.
Seconded: Jason H.
Carried – unanimous
3.
LEAP aka Condo Works: The Board reviewed the business Accounting Process (AP) adopted by CMG during the business years 2023 and 2024. The Board engaged CMG staff and our contracted Property Manager, Tammy, in discussions regarding: the accounting process (formerly known as CondoWorks, now known as LEAP AP), the Corporation’s role and responsibility in the AP, the cost associated with the service provision, role and larger responsibility. The Board acknowledged that this process would / could have to potential for improving the processing of Invoices and payment to our Contracted Vendors.
The Board will have further discussion with CMG regarding the cost and related services.
In the meantime, the Board Policy Motion was adopted as follows:
Be it resolved, the Board of Directors, CCC37, effective February 13, 2025, approve and designate the President, Vice-President and the Board Treasurer as the three (3) designated Board positions having business invoice and payment
approval authorities for transaction on behalf of the Board of Directors, Carleton Condominium Corporation 37 (CCC37).
Further, given that the business transaction approvals for invoices and payments require two (2) of the above designated positions, the Board of Directors also agree, within the intent, meaning and application of this Policy that, the Board President shall always be a mandatory signatory to any invoice or payment approvals transaction.
If the Board President is unable to exercise their role in the invoice or payment approvals process on any occasion, the Vice-President and the Treasurer shall assume an interim function of invoice / payment approvals signatories.
As part of this Policy, all Board Members shall have the ability to view all AP on-line vendor, invoice and payment transactions which are or may be approved for action by the authorized Board Officers.
Moved: Rob
Seconded: Dave
Carried, unanimously
4.
*Snow Clearing / Removal February 2025: The Board was advised, given the anticipated significant snow fall accumulation during the period February 13th through February 17th our snow clearing Contractor will deposit snow on multiple green spaces and as needed in some visitor parking spaces.
5.
**Roof Clearing: Snowstorm February 12 / 13 / 14 /15 /16, 2025. The Board will identify roofs requiring snow clearing during the Family Day weekend. The Board approved the engagement of a Contractor for roof snow clearing.
6.
FILE Retention / Destruction: The Board has commenced the designation of Corporate Records which will be retained and or shredded in accordance with the Condominium Authority Ontario (CAO) Guide to condominium Corporation Records.
7.
FACEBOOK: The Board agreed that a recent posting warranted communication with the broader community, in order clarify the purpose, intent and very timely actions taken to alleviate the Owner’s issue regarding their Unit.
8.
Meeting adjourned: Business concluded 8:00 pm.
*The Board was informed that the cost of remove snow from the property would be approximately $300.00 / tri-axle, plus any additional expenses fees that may be incurred.
**Snow clearing: $85.00 / hour per Labourer clearing 96 roofs = $16, 000.00 approx. Some roof may not require clearing. Several roofs will require ice removal, increasing the cost.