MINUTES OF THE BOARD OF DIRECTORS MEETING OF CITY PARK CO by gjjur4356

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									MINUTES OF THE BOARD OF DIRECTORS MEETING OF CITY PARK CO-
OPERATIVE APARTMENTS INC. held on October 26, 2010 6:30 p.m. in
the Board Room at 31 Alexander Street.

PRESENT:      Bob Fisher              President
              Colleen Tripp           Vice President
              Barry MacDonald         Treasurer
              Deana O’Reilly          Corporate Secretary
              Richard Labelle         Director
              Else Kesonen            Director
              Dennis Darnley          Director
              Michael Shelley         Director
              Thomas Hannan           Director

Staff:       Philip Eram              Property Manager
             Andrea Wilson            Executive Assistant



ITEM DESCRIPTION                                            ACTION

1.   Call to Order
     The meeting was called to Order at 6:33 p.m.

2.   Declaration of Conflict of Interest
     No conflict of interest was declared.

3.   Approval of the Agenda
     “Move to approve the agenda as amended”.
     Moved by R. Labelle, Seconded by D. O’Reilly
     Motion Carried

4.   Approval of the minutes of September 28, 2010 Meeting
                “Move to approve pages 5 & 6 of the minutes as presented.”
                Moved by B. MacDonald, Seconded by D. O’Reilly
                7 in favour
                1 opposed
                Motion Carried

                “Move to approve the minutes as amended”.
                Moved by C.Tripp, Seconded by E. Kesonen
                Motion Carried

       5. Approval of the in-camera minutes of Sept. 28, 2010 Meeting

          “Move to replace section 4) with Mr. Thomas Hannan’s version.”
          Moved by T. Hannan, Seconded by R. Labelle
          1 in favour
          6 opposed
          1 abstention
          Motion Failed

          “Move to delete section 4) from the in-camera minutes”
          Moved by R. Labelle, Seconded by C. Tripp
          4 in favour
          3 opposed
          1 abstention
          Motion Carried

          “Move to approve the in-camera minutes as amended.”
          Moved by E. Kesonen, Seconded by R. Labelle
          5 in favour
          2 opposed
          1 abstention
          Motion Carried

      6. Approval of the in-camera minutes of October 7, 2010 Special
     Meeting
     “Move to approve the in-camera minutes of October 7, 2010 Special

Minutes of the meeting of the Board of Directors Oct. 26 2010      page 2 of 8
     Board Meeting.”
     Moved by R. Labelle, Seconded by B. MacDonald
     Motion Carried

    7. Matters Arising
       - Proposed TV Channel Change
    The deadline for feedback regarding changing channel 36 Much More
    Music to SportsNet1 was on October 15, 2010. The co-op office received
    4 members in favour of the change and 14 members opposed to the
    change. The Board decided that this item will be brought to the
    membership at the January General Members’ Meeting. No changes will
    be made at this time.

     8. Property Manager’s Report

                The Property Manager reported that there were 6 unit turnovers within the
                month of October. There are 4 units scheduled for turnover for the month of
                November.

                The contract for the air make up units was awarded to Rainbow Mechanical
                and they have already commenced the project. Additional costs will incur as
                a result of asbestos abatement required in the boiler room and penthouse.
                “Move to approve the asbestos abatement proposal for all three buildings at
                $5,520.00 per building plus HST.”
                Moved by R. Labelle, Seconded by B. MacDonald
                Motion Carried

                The obsolete boiler at 31 Alexander St. will be replaced. Three different
                contractors submitted bids for this project. The Board was provided with the
                various company bids. The Board agreed to award the contract to Woodham
                Combustion Inc.
                “Move to award the contract to Woodham Combustion Inc at $112,050.00
                plus HST to replace the boiler at 31 Alexander Street.”
                Moved by C. Tripp, Seconded by T. Hannan
                Motion Carried



Minutes of the meeting of the Board of Directors Oct. 26 2010       page 3 of 8
       9. Volunteer Christmas Party
       The Board discussed using the PMG Hall or the Courtyard Marriott Hotel for the
       Volunteer Christmas Party. The Board decided to use the Courtyard Marriott Hotel
       and have a similar menu as two years ago. The availability of the room will be
       checked for either December 7th or December 14th.
       “Move to have the Volunteer Christmas Party at the Courtyard Marriott Hotel.”
       Moved by B. MacDonald, Seconded by D. O’Reilly
       Motion Carried

       10. Meeting of Board with Committee Chairs
       Bob Fisher recommended the Board meet with all members of the committees
       rather than just the committee Chairs. The proposed date for the meeting will be
       January 11th, 2010 in the PMG Hall.

       11. Committee Expenditure Approval
       Bob stated that committee expenditures must be recorded in committee meeting
       minutes and all receipts must be provided. The finance committee will create a
       process and bring it to the Board for review.

       12. Request for Use of PMG Hall
       The Board received a request to use the PMG Hall on November 7th. The Board
       decided that not enough information was provided regarding how many guests
       are anticipated. The office will be in touch with the member and request more
       information so the Board can make a decision as soon as possible.

       13. Board Liaison Reports

       Member Selection Committee
       The committee presented Else Kesonen with a small gift to show their
       appreciation. Bob Fisher attended the meeting as liaison. The following were
       elected by acclamation: Chair - Andrew Kennedy, Vice Chair - John Williams,
       Secretary - William James.

       The eight people require approval for membership.
       “Move to approve Lester Williams, Marva Suku, Sheri Elaine Mcewen,
       Dushyanthan Manickam, Hee Chain Ho, Esther Balogh, John Edmunds, Oswald

Minutes of the meeting of the Board of Directors Oct. 26 2010   page 4 of 8
       Skerlj and Marinel Recomanta (LTG) as new members of the co-op.”
       Moved by E. Kesonen, Seconded by R. Labelle
       Motion Carried

       There were two requests for priority moves. Case #1 is a second request for a
       move from a bachelor to a one bedroom unit. The member has lived in the co-op
       since 2007 and requested a one bedroom in March 2010. The member is
       currently 150 on the one bedroom waiting list. The committee recommended that
       the Board of Directors make a decision. Not all Board members received the most
       recent letter from the member. A copy of the letter will be forwarded to the entire
       Board and a decision will be made at the next meeting.

       Case#2 is a request to transfer to another unit. The member lives in the unit that
       faces the dry waste area. The member moved into that unit December
       2009. The member is willing to take any one bedroom unit above the second
       floor. The committee will make a decision at its meeting on November 10th
       pending a discussion at the Board regarding the problems with residing in that
       unit.

       John Williams presented the interview/applications report. Raymond Bakey is
       recommended for membership. Another applicant raised concerns for the
       interviewers. The applicant may not be able to live independently. A medical
       document will be requested to supply proof of the ability to be
       independent. Three applicants will be interviewed over the next two days. All are
       from Housing Connections and are priority requests.

       The committee budget request will be $500. An itemized request will be sent to
       the Finance Committee.

       The 2010 committee meetings will be November 10 and December 8.

       LINK
       The committee did not meet.
       Richard reported that the committee will begin making 800 copies rather than 850
       copies.



Minutes of the meeting of the Board of Directors Oct. 26 2010     page 5 of 8
       Landscape Committee
        Deana reported that Jeff Kirby is the Chair, Anne Lumbreras is the Vice Chair and
        Noreen Peters is the Secretary. City Park received an award for the gardens and
        it is the first time ever award for outside gardens.
        The committee will meet again in April.

       Floor Rep
       Colleen reported that Alice Dwornick is the Chair and Peter St. Louis is the Vice
       Chair as well as the Secretary.

       Welcome Committee
       Colleen reported that committee is working on the volunteer information sheets
            for the various committees.
       Marge Yearwood will be the Chair and Secretary. Lyle Kersey is the Vice Chair.

       Finance Committee
         Barry reported that the committee will meet on November 17th, 2010 as they do
         on a quarterly basis.

       Thomas Hannan stated that he was on the committee last year and the
       committee met on a monthly basis and therefore there is no reason for the
       finance committee not to be able to review everything before coming to the
       Board. The Property Manager stated that to his knowledge there was no official
       finance committee meeting and that the by-laws stipulate that the committee is to
       meet on a quarterly basis. The Property Manager stated he will clarify this with
       the Chair of the finance committee and report back to the Board.

       City Park Historical Preservation Society

       Barry went to the meeting in Else’s absence and reported that the committee
       wanted to change the name from Historical Committee to City Park Historical
       Preservation Society.
       “Move to approve the replacement of the title Historical Committee to City Park
       Historical Preservation Society.”
       Moved by B. MacDonald, Seconded by E. Kesonen
       Motion Carried

Minutes of the meeting of the Board of Directors Oct. 26 2010    page 6 of 8
          Laurel Tate is the Chair and Peter St. Louis is the Secretary. The committee will
          present the budget once they are more organized. An inventory of the items in
          the room needs to be completed. They committee will meet again November
          1st, 2010.

      CDC
     Michael Shelley reported the meeting was cordial and run as per usual with Rod
     Bessette acting as chair and Lee Konik offering a lot of input and guidance.
     Committee seems to be leaving the planning of some of its event too close to
     deadline. For example, planning for an event should be at least two Board
     meetings prior.
     Members are still not putting their hands up to volunteer for an event which means
     Lee and Rod carry much of the responsibility for an event.
     Rod handed out instructions on how to run a committee.
     John Fowler attended meeting and is interested in becoming a member.
     Ian Cornish attended with a question on establishing a chess club and room
     reservations.
     Field to table project: Comment made that cheque seems slow in forthcoming.
     Have one more participant, so up to 10 now. (Lee received advance, a cheque, for
     Halloween purchases, but didn’t include taxes.)
      Clarification seems to be needed on process to get an advance.
     As usual movie night well received. Very sociable.
     Halloween: Lee is looking for volunteers to help with food prep on the Friday and
     Saturday. Ditto the event. (Right now just Rod helping.)
     Rod told committee that deadline required submitting budget (now $5,000) for
     2011-12 without committee approval. Said would address getting budget to
     committee in time next year.
     Rod Bessette is the chair and Bertrand Villeneuve the vice-chair and Gerry
     Lagendyk the secretary.
     Members told committee no longer involved in vet visits. Doctor was told by her
     professional body can’t do this. Can still have a house call.
     Food and clothing drive: Will undertake planning next meeting. Committee seems
     to feel it gets pulled about on this one when Board receives prelim plans.
     CDC posters: Lee wants a glass case installed on wall above elevator buttons
     because he finds his posters are torn down.
     Judging of Xmas lights on balconies: Would like a member from Board to
     participate. Will likely take place 8th or 9th of December.
     Bridge: attempts underway to revitalize. Ditto mah-jong.



Minutes of the meeting of the Board of Directors Oct. 26 2010     page 7 of 8
       By-Law
        Thomas reported that Dennis Duquette is the Chair and Maeve Barham is the
        Vice Chair. Notices will be posted to attract new members to the committee.
       14. New Business

       -Staff and Board Relations
       Bob reminded the Board that they must be careful with the accusatory tone and
            the things that are written in emails. Respect is essential.

       15. Adjournment
           “Motion to Adjourn at 9:05 pm”
           Moved by C. Tripp, Seconded by R. Labelle
           Motion Carried.
           Meeting Adjourned

                Approved by the Board of Directors November 30, 2010



                ____________________ c/s _______________________
                Bob Fisher               Andrea Wilson
                President                Executive Assistant




Minutes of the meeting of the Board of Directors Oct. 26 2010   page 8 of 8

								
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