Board Minutes January 2025

Carleton Condominium Corporation No. 37
Minutes of the Board Meeting
Held in person at CCC 37 – January 20th, 2024
In attendance:
Rob Kirwan President
Judy Adelberg Director
Judith Harper Vice President
Jason Hickman Director
Michael Leber Director
Peter Brekelmans Treasurer
David Jackson Secretary
Tammy Zollinger Property Manager – Condominium Management Group

  1. CALL TO ORDER & AGENDA
    Rob Kirwan called the meeting to order at 6:06 pm.
    The following amendments to the agenda were proposed:
    Move item 1 to “Board of Director Reappointment”
    Move item 2 to “Approval of Minutes”, which will include both October 21st and November 18th minutes.
    MOTION: To approve the agenda as amended.
    MOVED: Jason Hickman
    SECONDED: Judy Harper CARRIED
  2. BOARD OF DIRECTOR REAPPOINTMENT
    Due to non-compliance regarding the Directors’ course, David was removed from the Board by CAO. David has completed the course and can now be reappointed to fill the vacant position.
    MOTION: To reappoint David Jackson to the Board of Directors.
    MOVED: Rob Kirwan
    SECONDED: Michael Leber CARRIED
  3. APPROVAL OF MINUTES

The following amendments to the minutes of October 21st, 2024, were proposed:

Include the last names for Michael and Peter in the attendance list.

Under “Garbage”, change the sentence to “The Board subsequently discussed the payment of a stipend in appreciation for Amy’s dedication to her community.”
MOTION: To approve the minutes from October 21st, with the above amendments.
MOVED: Rob Kirwan
All in favour. CARRIED
MOTION: To approve the minutes of the meeting held on November18th, 2024.
MOVED: Rob Kirwan
SECONDED: Michael Leber CARRIED

  1. APPROVAL OF FINANCIAL STATEMENTS

Tammy and the Board reviewed the most recent financial statements.

A Board member mentioned that the carry-over balance for Operating has changed. Tammy will check on this with the controller at CMG.

Rob mentioned that Unit XX has prepaid for parking but has not been using the spot for some time. Tammy will look into this.
MOTION: To approve the most recent financial statements.
MOTION: Jason Hickman
SECONDED: David Jackson CARRIED

  1. GENERAL DISCUSSION

Keller report

The Board discussed the Keller report. They discussed sending a notice to Units XX, XX, and XX (and others that have had work done), asking them to report any leaks/issues as soon as possible.

Roof leak

The Board discussed the issues at Unit XX. They are waiting for a report on this unit.

Reserve Fund Study (RFS)

The Board discussed the on-site RFS that needs to be done this year. This will be done by Keller Engineering.

Unit 63 – Title amendment

The Board discussed the title amendment to Unit XX that the owner has agreed as well as the documentation on record for this.

Unit owner communications

Request for records: The Board discussed a request for records. A formal online response was sent to the owner. The Board has not heard from them since then.

Unit XX: The Board discussed the owner of Unit 48 wanting to speak to the Board about asphalt. They will notify the owner when they are prepared to discuss this.

Upcoming work & contractors

The Board discussed comments received about contractors. They discussed the upcoming RFS and available funds.

Asphalt: The Board agreed to discuss asphalt, speed bumps, and painting in the spring once all snow is gone.

Fences: Tammy will make a list of repairs needed during the spring inspection. The Board agreed to discuss painting at a later date.

Lighting & signage

The Board discussed lighting around site and the audit done by DanCan. Tammy will get quotes for the additional lighting proposed by the Board.

The Board discussed the possibility of installing private property signs.

Tree pruning

The Board discussed tree pruning. Tammy said that a list can be made during the spring inspection, and she will send it to Tree Climbers.

Smoking & idling

The Board discussed a resident smoking and tossing cigarette butts. This has been dealt with. The Board discussed idling, which is enforced by the City of Ottawa.

Leap AP

The Board discussed Leap, the electronic invoicing system. Tammy encouraged the Board to contact Sophie Charlebois about the implementation of this system.

The Board discussed the possibility of having a policy statement regarding the President, Vice President, and the Treasurer approving invoices.

Jason left the meeting at 8:16 pm.

Rob will contact legal counsel and XXXXX XXXXXXXXX CMG. He will update the Board on their recommendations on how to proceed with this.
The next meeting will be held on February 18th.

ADJOURNMENT
MOTION: To adjourn the Board meeting at 8:19 pm.
All in favor. CARRIE