Minute June24

Carleton Condominium Corporation No 419 (GALLERY COURT) Minutes of the meeting of the Board of Directors June 24, 2009, at 7:00pm, Unit #311 Presents: Alessandro Alasia Henri Proulx Jack Cadieux Maria Lo James McHugh

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President Director at Large Director at Large Treasurer Axia Management Ltd.

Regrets: Mike Shaikin

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Secretary

Call to order. The meeting was called to order at 7:30 p.m. by the Board President Alessandro Alasia. A quorum was noted. The meeting is recorded. Approval of agenda. The Agenda is approved. Approval of Minutes of May is postponed. President requests to discuss some management issues. He asks the manager to move along a number of issues that keep appearing on the Management report or that needs to be completed. Example of these issues are window repairs needed at #509; a complete document on the window replacement schedule for the corporation; complete the inventory; provide the quarterly financial report, as indicated, to be made available to owners; remove the paragraph on request of legal document, as there is no response from Bellinger and the cheque were cancelled by the end of the past fiscal year. It is agreed that these issues will be completed. Status Certificate. Directors and Management confirmed that they were not aware of any circumstances that could affect the Condominium legally or may require a special assessment. Manager confirms that the current financial condition of the Corporation is good. Review of finance with Management Review of the accounts up to March is conducted the Manager. Currently the Corporation has approximately $110,000 between operating and reserve fund accounts. The Corporation is currently contributing about $17,000/month to the reserve fund. Hence, by August the Corporation should have approximately $160,000, which would allow us to cover the renovation costs and to maintain a security buffer in the reserve fund. The reserve fund is expected to be around $100,000 by the end of the fiscal year. The Board approves unanimously the proposal of Thomas Foran (Auditor) for the auditing services for fiscal year 2008/09. The cost of the services is $2,250+GST. Review of maintenance and repairs There is no new repair work reported by the Manager. The maintenance and repair file remains unchanged.

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It is noted that the tree grates on Murray Street from #9 to #35 need repairs and some of them have moved from their original position. Manager will contact the city representative and request repair. Two owners reported some problem with the window cleaning as window nets were removed and misplaced and other concern reported. The Manager was asked to address these concerns. The request of unit #209 to replace a handle is approved. A new model of handle is proposed, the owner is asked to adopt this model (or temporary another model). An email response was provided to the owner of unit #209 with regard to a request to paint the columns in the garage with a rubberized paint. The Board does not approve the request. An email response was provided to the owner of unit #209 with regard to a request to increase the salary of the superintendent. The Board does not approve the request for the time being, and remands it to the next AGM. Forthcoming/planning of maintenance and repairs Board approves the testing of the Dryview procedure for the windows at unit 201 and asks the manager to make arrangement for the work. The Board asks also to take picture of the windows before the procedure is applied, to document changes. The manager is instructed to make arrangement with the owner to verify the nature of window repairs needed at unit 509. The manager has confirmed the price for new racks that can be attached to the wall; the cost is $100.00 installed by Bike Up Canada, minimum order is 5 racks. The Board approves the purchase of (minimum of) 12 bike racks, these will be sold to owners interested in buying a rack. An announcement will be made in the next Commentary to see if more racks are needed. The manager reports about the opportunity to buy some second-hand videophone exactly of the same type of those currently installed in the condo units. These can be used to replace 5-6 videophones that are currently not working. The Board approves the purchase of 10 for $400 or 14 for $500. An offer will be made to the seller by the manager. Major projects. Henri requested a set of lighter shades of carpet, which were discussed by the House Committee and three options were selected, a final vote with the original option and three alternatives will be requested to owners, as soon as larger sample arrive. All the carpet options carpets are of comparable price and high quality and are good match for the selected wallcovering. Contacts were made with potential contractors to obtain final quotes and detailed specifications. Legal / regulation issues. In May, the Board was made aware of an issue that may arise between the Corporation and NCC. The renovation work completed by NCC on the western side of the building resulted in a modification to the area adjacent to one of the commercial unit on that side of the building. A letter exchange between an owner and NCC was put on record. The Manager has no updates on this issue. Next meeting and Adjournment The date for the next Board meeting will be confirmed be email. With no further business to come before the Board meeting and upon motion duly made, seconded, and unanimously carried, the meeting adjourned at 9:00 p.m. Respectfully Submitted, Mike Shaikin, Secretary Alessandro Alasia, President

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