Minutes November 13

Carleton Condominium Corporation No 419 (GALLERY COURT) Agenda of the meeting of the Board of Directors November 13, 2008, at 7:30pm, Unit #311

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

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President Secretary Treasurer Director at Large Axia Management Ltd.

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Director at Large

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 and minutes of previous meetings. Agenda is approved with addition of Reserve Fund Study and Manager’s report. Minutes of October are tentatively approved; minor editorial corrections are required (sent in the following days, the minutes of Octobers were then approved). Status Certificate (SC) 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 presents the general version of the SC to Directors. Manager indicates that we can update and improving the wording of the SC as the current situation of the building is looking better. There is a need to update the Reserve Fund Study (discussed later). Signing authority forms: To be updated and reviewed, following clarification with TD representative (Alessandro will follow up). Review of finance with Management Review of the corporation accounts, for the period September-October 2008. The Manager reports that the operating account looks very good, we are below budget as there are less repairs than we had in the past. The Board indicates that this is a positive trend that should be maintained for this fiscal year to re-establish our reserves. Review of Reserve Fund accounts. Manager indicates that the Corporation will start putting money in the Reserve Fund starting next month (December). Manager confirms that it is expected to have about $100,000 by the end of the fiscal year, if the hallway renovations did not occurred by then. It is discussed whether the hallway renovation expenses should be charged to the current fiscal year or to the next fiscal year. Given the time frame, it is most likely that renovations will start by the end of the fiscal year. Hence, expenses will be carried to the next fiscal year (2009/2010). Expenditure reporting. A simple spreadsheet to track and monitor expenditure is presented. This file complements the accounting tabulation used by Axia. The file will be made available to owners online (or upon request). Review of maintenance and repairs The Board emphasizes the need to have a plan for forthcoming repairs. A simple planner file is provided to the Manager. All forthcoming repairs shall be listed in the file as soon as a problem is reported, forthcoming repair will discussed at board meetings before being implemented.

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Only minor repairs are currently reported by Manager. Patio door at 504 was repaired. Balcony repairs at 508 and 509 were completed, and leak at 417 is being repaired (ceiling to be fixed over the next week). These are minor repairs (about $1,700 and less than $1,000). Manager reports that the windows replacement has been completed, the scaffolding was removed. The bills for windows replacement (to date) are slightly above $40,000. The cost of scaffolding is $29,000. The total cost of the work (including window) will be about $100,000. Manager indicates that the hoarding (transparent plastic) used to secure the scaffolding was bought for about $2,500; we can store it or sell it (for about $1,500). For the time being, it is decided to store it and keep it for possible use in the future. Discussion followed on the assets of the corporation; a need to produce an inventory was identified. Forthcoming maintenance and repairs Problem with patio door at 509. The Manager reports that the problem is not severe, the door is not leaking and the glass/door is not broken. The Manager suggests that the glass can be replaced as the corporation has several extra glasses in storage (replacing the glass is less than $500, while replacing the door is about $3,500). The Manager and Board decided to go and inspect the problem. Other windows repairs needs to be made at 202 and 203; the manager indicates that these are not urgent and can be done during the spring. A leak at the art gallery was reported, but repairs can be done in the Spring. Some stone work will be needed in the Spring. The Board indicates that these repairs should be discussed in more detail before any contracting is done. Leak at 13 Murray is discussed. The problem was fixed. The manager reports that testing needs to be done on the pipe and the Board approves the testing (expected expenditure $500). Results will be reported by Manager to the Board. Manager indicates that most of window replacement in the building has been made. Some windows still need to be replaced next year. The Board asks the Manager to prepare a list of windows that still need to be replaced. Main decisions • Manager: to prepare an inventory of all assets of the Corporation (materials, stones, windows, tools, etc); • Manager: prepare (or provide) the list of windows that need fixing/replacement. • Alessandro: send to manager a template to be used as “maintenance and repair planner” file; all future project and estimated expenses to be entered in this file to keep track of them and have a clear picture of future expenditure.

Energy saving initiative. The Manager and Board discuss about possible energy saving initiative. Manager indicates that our garage has substantial lighting. Some saving could be done by reducing the amount of lighting in the garage (one possibility to be explored: one dummy light out of four in garage corridors, this would still maintain high illumination while saving some energy). The Board notes that during the past year the temperature in the hallways was very high. The Board asks the Manager to regulate the thermostat in the hallways at around 18-20 C. Future improvements/projects The Manager reports on a possible interphone system improvement (idea initiated by previous Board). The current system is getting obsolete and will need to be update in a few years. The preliminary cost estimate is about $5,000 (dialing system connected to the phone, placed on the outside of the building so that both entrance doors can be locked). The Board agrees that this is a good improvement. However, the planning of this work needs to be done once the overall picture of maintenance, repair and improvement becomes clearer.

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Some owners expressed concerns about the parking of bikes. The concern is noted. The board is considering adding some bike racks. Providing that the bike racks would be a small plus for the Corporation. A proposal is made by an owner to create additional storing space in the garage. These spaces would be rented to owners. A short term solution would be to use the web page to advertise demand/offer for renting space (parking, storage). (Following these suggestion, the Manager and Board members made a visit to the garage, some possible spaces were identified for these possible improvements). Main decision • The Board decided to create a list of improvements/projects to be prioritized and for some of these have feedback from owners. The key focus should remain on financial track until the end of the fiscal year and on establishing a list of priorities. Reserve Fund Study update. The Manager repots that Atelier292 has started the update of the Reserve Fund Study. The Board asks when Atelier292 was given mandate to start the Study update. The Board has no record that Atelier 292 received mandate to update the Study. The Board expresses dissatisfaction with the work conducted by Atelier 292 to date (evidence of this is discussed with particular reference to the renovation budgets, numbers were changed without providing information).. Upon motion duly made, seconded, and unanimously carried it is decided that the Corporation will no longer make use of professional services of Atelier 292. The Board asks the Manager to obtain estimates for an update of the Reserve Fund Study from 3-4 engineering companies. Update on hallways renovation. Various options are currently considered based on discussion with potential contractors. The option of applying drywall is considered, but some contractor is suggesting removing the wallpaper (less costly and less messy). Estimates of total costs (carpet upgrade and wall options) should be provided over the next few weeks. Preliminary estimate of carpet upgrade suggest that high quality residential carpet (for our volume of purchase) is in the order of $4/s.f. installed. Discussed other details of the required work (doors, baseboards, etc). Communication. The large majority of owners (and some resident) is now receiving communication by email. Few owners still need to be added to the distribution list. A paper copy of the commentary will be provided to some owners. The system needs improvements, but so far we have received several positive and encouraging feedback on the web page and email distribution system. Legal issues Two additional invoices from the lawyer are presented to the Board (the total legal bill incurred by previous Board is now about $7,400). Following the indication of the past Board meeting, the Manager requested the missing documents from the Solicitor. The documents are still missing; the Manager also indicated that the Corporation was overcharged by a small amount. The Board reiterated a request to the Manager to obtain all the documents listed in the invoices and make appropriate corrections to the invoices. Once the documents will be produced before the Board with corrected invoices, and given a reasonable time for a review of these documents, the Board will pay the outstanding balance. Upon motion duly made, seconded, and unanimously carried it is decided that the Corporation will no longer make use of legal services of Deborah A. Bellinger of Nelligan O’Brien Payne.

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Seasonal events. Christmas decorations are briefly discussed; the trees will be put up around the first week of December. Possible Christmas gathering of owners/residents in a lobby (for decorating the trees). To be confirmed. Neighborhood. The Manager provides update on NCC work, to be included in communication to owners (November/December). Adjournment Next Board Meeting December 15, 2008 (to be confirmed). 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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