CCC 37 Board of Directors’ Meeting Minutes – 2 October 2025
Special Meeting to Elect a New Board President
Held via Zoom
In Attendance:
Rob Kirwan President
Jane Latour Treasurer
Peter Brekelmans Secretary
Jason Hickman Grounds and Pool Director
Michael Leber Director-at-Large (via Cell Phone)
Quorum being achieved, the meeting was called to order at 4.55 PM
Motion: Rather than resign as Board President on October 6, 2025, Rob will resign effective October 2, 2025. The Board will then elect Jason Hickman as Board President effective immediately. Further, Rob will remain on the Board for a temporary period, thus enabling the Board to maintain quorum while endeavouring to secure a new Member, preferably two. It is also understood that Rob will step away from the Board in due course.
Moved: by Rob Kirwan, Seconded: Peter Brekelmans. Passed unanimously
Adjournment
The meeting was adjourned by general acclamation at 7.59 PM.
CCC 37 Board of Directors’ Meeting Minutes – 6 October 2025
Special Meeting to Appoint New Board Members
Held via Zoom
In Attendance:
Jason Hickman President, Grounds and Pool Director
Jane Latour Treasurer
Peter Brekelmans Secretary
Rob Kirwan Director-at-Large
Michael Leber Director-at-Large (via Cell Phone)
Quorum being achieved, the meeting was called to order at 6:59 PM
Appointment of New Members
Three Owners had agreed to have their names put forward for appointment to the Board – Ms. Lois Lake, Ms. Nazali Bashiri, and Ms. Kathe Atwood.
Motion: That all three be appointed to the Board – Ms. Lake and Ms. Bashiri with immediate effect, and Ms. Atwood with immediate effect upon the imminent resignation of Mr. Kirwan.
Moved by Mr. Hickman, seconded by Mr. Kirwan, and passed unanimously with Mr. Hickman agreeing to notify the Property Manager of the change in the Board membership, supplying her with the CVs of the new members as well as any other documents required.
Resignation of Mr. Kirwan
Mr. Kirwan then resigned, and, quorum (and the Zoom connection) being lost, the meeting de facto adjourned at 7:09 PM.
CCC 37 Board of Directors’ Meeting Minutes – 20 October 2025
Held in person at CCC 37 Pool House
In Attendance:
Jason Hickman President
Jane Latour Treasurer
Peter Brekelmans Secretary
Kathe Atwood Director at Large
Nazli Bashiri Director at Large
Lois Lake Director at Large
Michael Leber Director at Large
Quorum being achieved, called to Order at 7:04 PM
Approval of Agenda
Minor corrections to the agenda were made to correct spelling, date, and title errors.
Motion to accept the corrected agenda. Moved by Ms. Latour, seconded by Mr. Brekelmans, and approved unanimously
Approval of Minutes
A brief explanation of the minutes process was made to bring the new Directors up to speed on the process.
Four sets of minutes were up for approval – those of September 15, September 30, October 2, and October 6
Minutes of September 15, 2025.
Ms. Latour correctly pointed out that the wording of section 7 of the General Discussion implied that the Board approved the modification requests. In fact, the President just reported that two requests satisfied the requirements of the Rules and could go forward. The Board unanimously agreed and authorised the Secretary to change the minutes accordingly.
Motion to Approve the Corrected Minutes of 15 September proposed by Mr. Leber, seconded by Ms. Latour, and approved unanimously by those members of the Board present who attended that meeting.
Minutes of September 30, 2025
Ms. Latour contested the wording of point 9, Paragraph 1 in the minutes, stating that it implied that all members of the Board agreed that Owners were always responsible for any damage done by animals in the interior of units, and asked that the wording be changed from “all owners (..) should be reminded that they are responsible for any damage done by animals” to “all owners (..) should be reminded that they may be responsible for any damage done by animals”.
Motion to Accept the Proposed Change and Approve the Minutes of the 30 September passed by a vote of 3 to 1 (the dissenting Board member had been too occupied with his arguments against the amendment to notice who moved or seconded the motion).
Minutes of October 2, 2025
Motion to Approve the minutes of October 2, 2025 moved by Mr. Hickman, seconded by Ms. Latour, and approved unanimously by those members of the Board present who attended that meeting.
Minutes of October 6, 2025
Motion to Approve the minutes of October 6, 2025 moved by Mr. Hickman, seconded by Ms. Latour, and approved unanimously by those members of the Board present who attended that meeting.
November Financial Update
Mr. Hickman updated the Board on the status of the work to be done to repair the pool prior to the opening of the 2026 season.
Mr. Hickman has contacted someone familiar with the heater mechanism and that person had volunteered to come in, evaluate the situation, and give an informal estimate of the likely cost to repair it.
While PoolWorks will be contacted to run a Pressure test to discover the extent of a potential leak in the pool, and the Board still must arrange to have the pool ‘pressure washed’ and painted prior to the 2026 opening.
Keller Siding and Reserve Study Reports. Nothing yet received.
Ms. Lake noted that there are still some roofs scheduled for repair this year.
Mr Brekelmans asked about the chimneys Capital Chimneys had identified as needing repair (ref minutes of 13 September).
New Business
Fall Walk Around: Ms. Atwood, Ms. Bashiri, and Ms. Latour will conduct a walkaround either on the first or second weekend of November.
Garbage. Ms. Latour presented her amended version of our Letter to Residents about garbage collection. The idea of immediately amending the Rules to require Residents to use cans or bins rather than standalone plastic bags when putting out their garbage had been floated in the meeting of September 30, but the Board decided to go ahead with just the advisory letter for the moment (note that a hard copy of the letter is to be hand delivered to each unit to ensure that the Residents, and not just the Owners, received copies).
Zoom Contract. Ms. Bashiri volunteered to explore free alternatives to Zoom.
Pool Works Pressure Test (see November Financial Update above).
Eavestrough Cleaning. The Board confirmed its late November target date.
Tree Pruning. Ms. Latour will reach out to the Property Manager to arrange for an inspection with the arborist from Tree Climbers.
Property Management Contract. The Board noted that Ms. Zollinger’s contract would come up for renewal in the spring and reaffirmed its desire to retain Ms. Zollinger in the role.
Parking. The Board accepted Mr. Kirwan’s offer to manage this on behalf of the Board, noting that it desired to reach out to other Owners or Residents who might be willing to work on issues that interested them (such as the pool or grounds) but did not want to be on the Board at this time.
Backyard Tree Removal. Two units (xx and xx) had inquired about having a tree removed from their respective backyards. Both will be put on the list of sites to be inspected by the arborist (see Tree Pruning above).
DanCan Lighting. DanCan has now identified the breaks to be repaired in the condominium’s outdoor lighting network. It was noted that, once repaired, the solar light stands currently deployed could be relocated to other areas on the property.
Unit xx Request to Modify/Repair a Deck.
Mr. Hickman reported that the owner had now completed the required forms to modify and repair the back deck of Unit xx. The Board agreed that the modification could be approved but wanted the notification of approval to contain a warning to the Owner that the Owner would be responsible for any potential damage caused by the modification, as well as for any future costs associated with removing all or part of the deck if the Board needed to repair any common element on the property.
Moved to approve the modification with the warning moved by Mr. Hickman, seconded by Mr. Brekelmans, and passed unanimously.
Letter of resignation. The Board received a letter of resignation from David Jackson dated Sept 18th 2025.
Dogs. The President notified the Board that the Board’s letter formally warning the Owner of the unit whose dogs had escaped had been sent.
Adjournment
Adjourned by general acclamation at 9:08 PM with an agreement to meet again on November 17, 2025
Arlington Place 