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 - President
Mike Shaikin - Secretary
Maria Lo - Treasurer
Henri Proulx - Director at Large
James McHugh - Axia Management Ltd.
Regrets
Jack Cadieux - 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