Board Minutes Sept 18 2008

Carleton Condominium Corporation No 419 (GALLERY COURT) Minutes of the meeting of the Board of Directors Held September 18, 2008, at 7:00pm, Unit #311

Presents: Alessandro Alasia Mike Shaikin Maria Lo Henri Proulx Jack Cadieux Regrets James McHugh

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President Secretary Treasurer Director at Large Director at Large

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Axia Management Ltd.

Established board member positions (7:00pm)

Maria nominated Alessandro for President, Michael seconded the motion. All in favour. Alessandro nominated President. Henri nominated Maria for Treasurer, Alessandro seconded the motion. All in favour. Maria is nominated Treasurer. Henri nominated Michael for Secretary, Alessandro seconded the motion. All in favour. Michael nominated Secretary. Jack and Henri are Directors at Large.

Review of finances

The Board discussed about the current status of the reserve fund, this was identified as a major concern. On the other hand, it was indicated that this is the result of having many problems fixed. The Board acknowledged that as of March 31, 2008 the corporation is significantly below the financial target indicated by the Reserve Fund Study (i.e. a gap of $100,000). The key issue to be faced is how to replenish the reserve funds. This was discussed as one of the priority for the Board. The need to develop some plan to address financial situation was presented. The need to keep expenditures under strict control was discussed. Action to be taken: • Jim: to present detailed financial situation at the next Board meeting. • Maria: to review the current financial record provided by Jim and make suggestion to the Board. • Alessandro: to update financial files in Excel, with tabulations of outflows by budget line and suppliers.

Review of maintenance

Scaffolding issues need to be discussed at the next meeting with Jim. Need to have an update on what windows have and haven’t been changed, and what are the next maintenance works. Action to be taken: • Jim: to present and update on maintenance and maintenance plan. High electricity costs were discussed. This item to be considered in the list of issues to be further discussed by the Board.

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Communicating with owners

Discussion about announcing meetings to owners in advance and if we should meet with them personally at board meetings. Concluded that owners can contact us via email/in person/telephone if they have issues they would like to discuss. Date of the Board meeting to be announced in advance to owners. Manager and president should meet once a week and what was discussed be circulated to owners. Remind owners that for normal management/repair issues, the first contact should be with Mike or Jim and not the board. However, owners should make the Board aware of reports to Mike or Jim (or contact the board for complaints) and the board will monitor responses of management. Communication through the newly established web page was discussed. There was unanimous consensus on the fact that this is an important tool of communication that should be further expanded and strengthened. Need to collect emails of owners so we can send emails with link to our discussion. Currently 60% of owners are covered by this service. Close to 100% can be reached by this service, although some might still prefer receiving a hard copy of the commentary. A format for the new Commentary to be posted on the elevator was discussed. Need to develop a common look for commentary and other documents of Gallery Court. Action to be taken: • Jim: to update list of condo owners and residents. Henri: to develop a new letterhead for Gallery Court, possibly to be integrated in the format of the Commentary/elevator notice. The font and design of the letters should be changed to a more modern look. • Alessandro: to complete the list of emails, by calling the owners who are currently not covered by the service. • Alessandro: to present a draft of the Commentary that will be posted in the elevator and will make reference to the online (longer and more detailed version) of the commentary. Make sure what is posted is shared and approved by the board prior to releasing information. Suggestion for future upgrade: Elevator plastic board could be upgraded to locked, glass board. New post for the Commentary. Contact for the new directors. It was decided that the online information will include name and email for all, and other information such as phone number for those who want to have it posted. Action to be taken: • All: review Vision and Core values – read and review the document, which can then be posted on the online commentary (Board of Director page).

House Committee & Hallway Renovations

Discussion on the current status of the project, following the Special Meeting. We need to find 3 companies that can provide estimate of costs. Contact the architect and request documents and presentation. Henri was nominated Chair of the House Committee, and was given indication to resume the work of the Committee and call a meeting before the next Board meeting. All in

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favour. Mike will join the House Committee, while Alessandro will also support the activities of this Committee. Action to be taken: • Alessandro: to email B. Baum, thanks him for his work and communicate the appointment of the new Chair of the House Committee. • Alessandro: to email architectural company and request a copy of all technical documents and presentation produced so far as a result of their professional services. • Henri to email B. Baum and get information on contractual arrangement with architectural company. • Henri: call a meeting of the House committee meeting before Board meeting [the date of the meeting was subsequently postponed to October 16 to allow for greater preparation and to better accommodate participants]. • Mike: to be actively involved in the House Committee. • Alessandro: to ask Mike to remove and store in a save place the posters of the hallway renovation.

Review of actual or pending litigation

Discussion and update on legal issues concerning the corporation. The Board discussed the nature and the costs for past litigations involving the corporation. The need to develop a policy to avoid costly and unproductive litigation was outlined. Action to be taken: • Alessandro: to write an email to the Solicitor of the Corporation and ask whether there are any actual and pending litigation and provide update and clarification on services recently provided. Adjournment (9:00pm) The President made a motion to adjourn the meeting. Motion seconded by all. Next board meeting (first meeting with Management): October 8th, at 7:00pm Unit 311 (to be confirmed).

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