CCC 486 Condominium Annual General Meeting
October 23rd, 2013 – 7:00 P.M.
Merivale High School, Gymnasium
The Annual General Meeting of Carleton Condominium Corporation No. 486 was held on October 23rd 2013 in the Gymnasium at Merivale High School, 1755 Merivale Road, Ottawa.
1. Call to Order and Announcement of Quorum
The President of the Board of Directors, Gerry Dupont introduced himself and welcomed the owners to the Annual General Meeting.
The meeting was called to order at 7:01 P.M. The President announced that a quorum was established with 54 owners present in person and 24 represented by proxy for a total of 80.
2. Introduction of Head Table
The President opened the meeting by welcoming everyone and introducing the head table:
Gerry Dupont President
David Dupont Vice-President
Josée Deslongchamps Property Manager
Ronald Smedmor Secretary
Albert Lynch Treasurer
Sue Morneau Director at Large
Rachel Walter Minute Taker
In light of the auditor’s absence, the audited report found in the AGM package was presented by the Treasurer, Albert Lynch.
3. Proof of Notice of Meeting
It was announced that the Declaration of Service document signed by the Property Manager, Josée Deslongchamps certifying that the Notice of Meeting and related package was sent to all registered owners is available for review at the head table.
4. Approval of the Minutes dated October 18th 2012, Annual General Meeting
Motion to dispense with the reading of the Minutes of the Annual General Meeting dated October 18th 2012
Moved by: R. Wilson, Unit #1006
Seconded by: G. Yeldon, Unit #113
Motion Carried
Motion to approve the minutes of the October 18th 2012, Annual General Meeting as presented
Moved by: D. Deknatel, Unit# 1101
Seconded by: S. Farrell, Unit # 705
Motion Carried
6. Audited Financial Statements / Auditor’s Report
The Treasurer, Albert Lynch reviewed the Report from the Independent Auditors for the period ending April 30th 2013. These financial statements had been prepared in accordance with Canadian accounting standards for not-for-profit organizations. Full details can be found in the Auditors report which was included in the Notice of Meeting package.
Questions from the Floor:
Owner of unit #913 (Joe Duffy) inquired as to the reduced surplus in the General Fund in comparison to previous years. It was answered that this is mainly attributable to cost of electricity as it has increased significantly. However, the slight fee increase in owner’s contribution should allow the Corporation re-establish the funds by the end of the fiscal year.
Referring to the Reserve Fund portion of the Financial Statement, one owner asked for clarification with respect to the funds allocated for the replacement of the roof. It was explained that this amount is simply a reserve fund allocated in the plan in the event major repairs to the roof are warranted; however use of those funds may not be required.
Motion to approve the audited financial statements for the year ending April 30th 2013 as presented
Moved by: E. Zwicker, Unit #506
Seconded by: P. Rodriguez, Unit #810
Motion Carried
8. Appointment of Auditors
Motion to appoint Ouseley Hanvey Clipsham Deep LLP as our auditors for the fiscal year of 2013-2014 and to set remuneration of auditors
Moved by: J. Duffy, Unit 913
Seconded by: L. van den Berg, Unit #1005
Motion Carried
9. Treasurer’s Report
Albert Lynch presented the Treasurer’s Report. A copy of the Report was included with the AGM package. There were no questions from the floor.
10. President’s Report
The President’s Report was included in the meeting package. Several owners re-iterated their recognition of the fine work performed by Gerry Dupont in the redecoration project.
11. Election of two (2) Directors
At this time, the election process began and the floor was declared open for nominations. There were two (2) vacancies to fill for two (2) two-year terms.
The following owners have consented to stand for re-election to the Board of Directors.
Ø Gerry Dupont, Unit #205
Ø Ronald Smedmor, Unit #1113
There were no nominations from the floor.
Motion to cease the nominations
Moved by: E. Sparling, Unit #505
Seconded by: D. Lamontagne, Unit #1213
Motion Carried
Motion to re-elect Ronald Smedmor to the Board of Directors
Moved by: R. Wilson, Unit #1006
Seconded by: D. Stewart, Unit #302
Motion Carried
Motion to re-elect Gerry Dupont to the Board of Directors
Moved by: D. Lamontagne, Unit #1213
Seconded by: G. Yeldon, Unit #113
Motion Carried
12. Other business
The President addressed the meeting and discussed the following issues:
1) Windows: In response to the numerous feedback received, the Board will undertake a new initiative beginning next summer to address the issue of cold windows; expert advice will be sought in assessing options. The next reserve fund study will incorporate any necessary changes. Two of the options to be considered are either replacing all the windows, which would in all likelihood result in a special assessment; or investigate upgrading the sliders to improve their air tightness. Owners interested in submitting additional input should submit it in writing to the Property Manager.
2) Balconies: A new acceptable option available to owners who wish cover their balcony concrete slab was presented. Representatives from the company, Kandy Outdoor Flooring, will be available in the Party Room to show their product, answer questions and discuss rates on October 24, 2013. It was stated that while the product is approved for use, the Condominium Corporation, the Board of Directors and the Property Manager neither warrant nor guarantee the product. Further, in accordance with the Corporation's governing documents, Owners are required to request authorization in writing prior to the installation of this product or any other proposed balcony slab covering.
13. Meeting adjournment
Following the motion to adjourn, the meeting adjourned at 8:20 P.M.
Motion to adjourn the meting
Moved by: G. Wentzloff, Unit #702
Seconded by: S. Farrell, Unit #705
Motion Carried
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