JULY minutes

CCC 37 Board of Directors’ Meeting Minutes – 14 July 2025
Held in person at CCC 37
In Attendance:
Rob Kirwan President
David Jackson Vice President (attended via iPhone)
Jane Latour Treasurer
Peter Brekelmans Secretary
Jason Hickman Grounds and Pool Director
Tammy Zollinger Property Manager – Condominium Management Group

Quorum being present, the meeting was called to Order at 6:19 PM
Approval of May 2025 Minutes
Only 4 directors voted because Ms Latour was not on the Board in May
Motion to Approve: Moved by Jason Hickman, seconded by Peter Brekelmans.
Four votes, aye. Carried unanimously.

Approval of Financial Statements
It was noted that the Statements reflected unexpectedly higher costs to date for Fence replacement and repairs related to sections of the fencing damaged by recent storms.

Motion to accept Urban Mop’s bid: Moved by Jason Hickman, seconded by Peter Brekelmans, carried unanimously.

Draft Keller Reserve Study
Discussion Points –
Noted that the costs in the study did not reflect the potential costs associated with Keller’s outstanding siding assessment, the recent news relating to leaks in the Mechanical Room, and the report of leaks in either the pool or pool pipes and the investigations that would have to be undertaken to assess these
Discussion of the Keller estimate that costs for stucco replacement would vary significantly based on the kind of replacement undertaken

2025 Asphalt and Paving Repair
A significant number of potholes and at least one manhole need to be repaired, and a company has been engaged to prepare a cost estimate for this task. The Board will return to this topic once the estimate has been received.

Painting of the Parking Lot
Scheduled for Wednesday, 16 July, with a “rain day” of Thursday, 17 July.
The company hired for the painting accepted responsibility for an earlier mix-up in dates.

Pool Painting
Given the uncertain condition of the pool (see Draft Keller Reserve Study (Item 4) above), and the lateness of the season, this project was put on hold until next year

Pool Room Cleaning
There were two bidders, but the Board felt that Urban Mop’s bid was more specifically tailored to our needs.
Motion to Accept Urban Mop’s Bid: Moved by Jason Hickman, seconded by Peter Brekelmans, carried unanimously.

Capital Chimney Sweep Inc. Contract
The Board agreed to accept Capital Chimney’s request to move the scheduled fall chimney inspection/cleaning to July 31st.

Minutes of the August 24, 2024, Owners’ Requisitioned Rules Meeting
An Owner filed a request to examine the minutes of the August 24 Owners’ meeting. These minutes can only be approved at an Owners’ meeting so the Board is unable to comply.

Communication Strategy
Discussion Points –
New Rulebook. A letter will be drafted to advise Owners that the new Rulebook has been adopted and now accepted

Facebook.

The Board unanimously agreed that Board members should not post to the community Facebook page, and that all communications from the Board or its members to Owners should be made using the Board-approved channels (via emails from the Board or Property Manager, hand-delivered approved hard copies, or the CCC 37 website)

Tree Pruning
Two tree branches on the site had been identified as being dangerous to passersby or units. The Grounds Director removed one, but the other was not accessible from the ground and will require an arborist’s services to address.

Unit Signage
In light of concerns raised by Owners regarding the inability of Emergency Services to find particular units within our complex, it was agreed that the Board members would survey the back fences and unit fronts with a view to replacing missing numbers, and that the Grounds Director would explore alternatives including reflective signs and block numbers that could be placed on corner units.

Adjournment
Adjourned by general acclamation at 9:05 PM

CCC 37 Board of Directors’ Meeting Minutes – 28 July 2025
Held in Person at CCC 37
In Attendance:
Rob Kirwan President
David Jackson Vice President (attended via Zoom)
Peter Brekelmans Secretary
Jason Hickman Grounds and Pool Director
Michael Leber Director-at-Large
Tammy Zollinger Property Manager (attended via Zoom)

Purpose of Meeting: This was a special meeting held to discuss the three contract proposals we received to repair damaged asphalt around a number of manhole covers on the property.
Quorum being present, the meeting was called to Order at 6:02 PM
Discussion of Bids
The Property Manager summarized the bids and stated that all three would be saw-cutting the existing asphalt before replacing it with a hot patch rather than just overlaying the existing pavement.
Once all the questions from the board had been satisfactorily answered, the President recommended that the board approve the lowest bid.
Motion:
Michael Leber made a motion to accept the CB Contracting bid. It was seconded by David Jackson and adopted unanimously
Adjournment
The meeting was adjourned at 6:18 PM.