Confirmation of Quorum

Confirmation of Quorum

• Confirmation of Quorum

• Introductions: Board of Directors, Property Manager, Auditor, Chair

• Presentation of Audited Financial Statements: Annette Jensen, WG Chartered Accountants

• Appointment of the Auditor for Current Fiscal Year

• Approval of the November 18, 2015 AGM Minute

• President’s Report

• Appointment of Scrutineers

• Nominators

• Election of one (1) Director

• Election of 1 position for a 3 year term for which Resident Owners only may vote

• Election Results

• Motion to Destroy Ballots

• General Discussion

• Adjournment

Introductions

• Introductions

• Reserve Fund Study Update

• Financial Summary

• Items of Interest

• General Reminders

• Questions

Board Members

• Board Members

• Marty van Gaal (term ending Fall 2018) – President

• Rick Butson (term ending Fall 2017) – Secretary

• Krista Nonnenmacher-Biddiscombe (term ending Fall 2016) – Director

• Property Manager (Taggart Realty Management)

• (1 year contract – May 31, 2017)

• Michelle Compton (email: [e-mail])

• Viktoriya Neadow (assistant)

• Concierge (employee of the Condominium Corp)

• Patrick Lebrun (email: [e-mail])

Objective

• Objective

• Set up a schedule for the anticipated repair and replacement of common element items
• Create a special account for major repair items and replacement of common elements and assets of the Corporation
• Determine the annual contribution necessary to maintain an adequate balance - for the 30 year period of the study
• Satisfy the legislation regarding the Condominium Act, 1998 and related regulations
• Follow Investment Rules
• All investments must be 100% guaranteed
• Federal or Provincial (no limit), Banks ($100,000 CDIC insured)
• Update study every 3 years (paper followed by full inspection)
• Paper Study - spring of 2016 (completed)
• Full Study – spring 2019
• Study cost is paid from the reserve fund

Current GIC Investments (as of May 31, 2016)

• Current GIC Investments (as of May 31, 2016)

• Future Investments - $50,000 GICs (approx. every 2 months)

• $32,701 in interest saving account (as of May 31, 2016)

2015-2016 Year End

• 2015-2016 Year End

• Operating Cash Surplus - $206,109 (previous year -$239,525)
• Reserve Fund - $1,190,005 (previous year - $894,867)
• Surplus is invested ($95,000 at 1.9% maturing May 26, 2017, $57,084 in high interest saving account)

• 2016-2017 Financials

• Hydro /Water - over budget by $24,353
• Sept 2016 financials – projecting a surplus
• 2.0% increase (previous year - 5.06% reduction)
• 2% increase in Operating Budget
• 2% increase in Reserve Fund
• 46.2 cents/sq ft/month (previous year was 45.3 and before 48.0)
• Green Loan Retirement
• $95,042 balancing owning on October 1, 2017
• Will utilize portion of operating surplus to pay out the balance remaining

Information Session – June 7, 2016 (presentation of annual budget)

• Information Session – June 7, 2016 (presentation of annual budget)

• New rules

• rolling screen door
• bike tags (free) – control abandoned bikes
• Saturday moving ($) and use of McLeod elevator
• locking ring (for bikes) in parking spaces
• Fitness Room – 5:30am (M-F)
• Pet wording (dog to pets)

• Proposed Bylaw and Rules coming:

• To reduce insurance cost – change to standard unit description and deductible
• Christmas lights on railing

• 10 additional bike racks installed in P1/P2

• Smoking Survey – not conclusive, 50/50

Bars for Real Estate lock boxes (Gladstone/McLeod drive through area) – other real estate boxes in and around building will be removed

• Bars for Real Estate lock boxes (Gladstone/McLeod drive through area) – other real estate boxes in and around building will be removed

• Minimum of 6 Month Leases

• Short term use of units (e.g. Air BnB) not allowed

• Issues with HVAC (heat pumps) in Units – Unit owner responsibility

• Screen door bulk purchase – 40 units took part

• HVAC maintenance – bulk discount

• Glass Breakage – Thermal Shock – keep blinds a bit open during extreme temps

• Bundled telecom from Roger’s (saving of $510 per month)

• Monitor to be installed at Gladstone Desk – visibility of security guard

Scheduled Items

• Scheduled Items

• Regular Maintenance (every 2 months)
• Garage Doors, Garbage Chute/Compactor, Boilers, Closed Water Loop, Fitness Equipment, Elevators, Landscaping
• General Cleaning (7 days per week, 5 days - entire building – 2 days - elevators and lobbies)
• Carpet Cleaning (entire building 2 times/yr, 2nd Floor 4 times/yr)
• Spot cleaning between
• Window Cleaning (annual)
• Garage Floor Cleaning (spring and fall)
• Weekend Security (Friday and Saturday – 7:30pm to 2:30am, Sunday 7pm to 11pm)

Landscaping

• Landscaping

• What to do with Courtyard and Gladstone
• Ongoing maintenance (spring – summer – fall)

• Enercare Replacement Options

• Monthly Financial Reviews and Comparison to Budget

• Report to Board

Owner to Owner for issues that are impacting each other (e.g. noise, general water leaking/damage, smoke)

• Owner to Owner for issues that are impacting each other (e.g. noise, general water leaking/damage, smoke)

• ONLY the owner (except for emergencies) is to communicate with the Property Manager

• Owner can make a request to communicate with the Board (via Property Manager or Suggestion Box)

• Renter – (except for emergencies – e.g. water leaks) report issues/concerns to their LANDLORD ONLY

• Owner is responsible to communicate the name (s) and contact information of their tenant to the Property Manager and provide a copy of the lease

• Owner is responsible for the actions of their tenant

• Owners are responsible to inform their tenant of declarations, bylaws and rules

• Serious problems in a unit (e.g. fire, major water spill) that will seriously impact other units are to be reported immediately (911, Concierge, Property Manager, After-Hour Emergency Line)

Communication with Concierge

• Communication with Concierge

• Booking the Amenity Room and Elevator (for moving)
• Reporting possible Declaration, Bylaw and Rule infractions
• Parcel pickup
• Reporting Common Element Issues (e.g. Garbage Room/Chute, Amenity Room – AV system, Fitness Equipment, Garage Doors)
• Changing Unit Lock Cylinder (must stay on building master key system)
• Not involved with issues within the unit (e.g HVAC and thermostats, HRV) or issues from other units (unless deemed an emergency)
• Hours at Gladstone Desk (between these hours, somewhere in building)
• Monday to Thursday, 8:00am to 8:30am and 4:30pm to 5:00pm
• Friday, 8:00am to 8:30am and 2:30pm to 3:00pm

• central1condo.com (continually upgrading)

• Booking forms (elevator, amenity room)
• Abloy cylinder order form
• General Information (e.g. programming thermostat)
• Declarations, Bylaws, Rules
• Amenity Room Booking (must book if 8 or more in attendance)
• Contact Information

Reminder notices will be issued to residents, followed by warnings, administration fees, etc.

• Reminder notices will be issued to residents, followed by warnings, administration fees, etc.

• Balconies/Terraces

• Permitted: Plants (completed form to property manager), Screen Door (completed form to property manager) quality seasonal furniture, electric barbeques only
• Not Permitted: items on hanging on railings, gas/charcoal barbeques, bikes, non-patio items (e.g. tires, picnic coolers, sports equipment, boxes), non-outdoor rugs, camping chairs, dead plants, laundry racks/clothes drying, pet litter pans/grasses, etc.
• Weeding of terraces is an owners responsibility (extra strength vinegar)

• Parking Spots

• No storage of any items, only bikes allowed.
• Can only be rented to residents and sold to unit owners

• Noise & Disturbances:

• All residents are entitled to quiet enjoyment of their unit.
• Report disturbances to Concierge/Security Guard
• Keep Log and Report to Ottawa By-Law (3-1-1)
• City Councillor (Catherine McKenny) for issues outside the building (613-580-2424)

• Bicycles – not allowed on balconies/terraces nor in elevators or lobbies

• Water Escape – largest condo insurance claim - locate your units water shut-off – normally in back of bathroom vanity panel

Smoking:

• Smoking:

• Not permitted in any common area, including 2nd level courtyard and stairwells
• Do not throw cigarette butts from balconies
• Dispose of cigarettes in disposal receptacles (e.g. not in plant pots)

• Control Your Pets:

• – Not allowed in Courtyard, Fitness Room, Amenity Room.
• Must be on leash in all other common element areas of the building (ingress and egress)
• – “No dog business” on exterior landscaping beds and exclusive use common element balconies/terraces.

• Damage & Theft:

• Residents are responsible for the actions of their guests
• Theft and damage of condo assets cost everyone
• AV System, Damaged Walls, Pool Table, Fire Exit Map, Fire Extinguishers, Glued Door Bolts, Open Fire Hose

The Condo Corporations responsibility ends at a unit door. The owner is responsible for all items within their unit, such as

• The Condo Corporations responsibility ends at a unit door. The owner is responsible for all items within their unit, such as

• Entry Doors - handles/locks
• Replacement and/or cleaning of filters
• Issues with the HRV (Heat Recovery Ventilator) and HVAC (Heating, Ventilating and Air Conditioning)
• Items related to interior plumbing and fixtures
• Noises generated from within the unit
• Wood flooring

• Importance of Unit Owner’s carrying their own personal insurance

• Provide a copy of the standard unit description and corporation’s updated insurance certificate to their insurance company to ensure that you are properly covered
• Included with your purchase and sale documents
• Can request documents from our Property Manager