Author: Joe Bechta

6.9 Responsibilities of Individual Directors In addition to the responsibilities that any Director may have as an officer, the responsibilities of each Director shall be as follows: Amended 28.01.13 Amended 21.09.02 Amended 28.01.13 ORGANIZATIONAL BY-LAW 13 a) to attend all meetings of the Board and of Members, unless excused by the Board; b) to prepare for all meetings by reading any relevant reports; c) to act honestly, in good faith and in the best interests of the Co-op at all times and to place this duty before the Director’s personal interests; d) to be familiar with the Articles of Incorporation, by-laws and standing resolutions of the Co-op; e) to respect the confidentiality of matters considered by the Board or coming to their notice or attention as Directors that are of a confidential or private nature; and f) to perform any specific duties that may be assigned by the Board.

6.12 Remuneration of Directors Directors shall receive no remuneration for serving as Directors! but shall be reimbursed their reasonable, duly authorized, out-of-pocket, expenses incurred in carrying out their duties.

7.5 Remuneration of Officers Officers shall receive no remuneration for serving as officers, but may be reimbursed for any reasonable duly authorized out-of-pocket expenses incurred in carrying out their duties. Officers engaged to perform duties for the Co-op for remuneration shall resign their office. 7.6 President The President shall, subject to paragraphs 3.6 (Chairperson of General Meetings) and 6.13 (h), preside at all meetings of Members and the Board. The President shall report all activities to the Board of Directors and the Membership subject to confidentiality. The President shall be responsible for the efficient management of the affairs of the Co-op, subject always to the instructions of the Board and the Members given through duly passed resolutions. 7.7 Vice-President The Vice-President may, subject to paragraphs 3.6 (Chairperson of General meetings) and 6.13 (h), preside at meetings of Members and the Board. If the President is unable or unwilling to act with respect to any other duties of the office of President, the VicePresident shall perform such duties. 7.8 Secretary (a) The Secretary shall issue or cause to be issued all required notices of meetings of the Members and the Board and any documents required to be given in connection with the business to be conducted at such meetings. The Secretary shall ensure that the books and records of the Co-op (other than those for which the Treasurer is responsible) are maintained. The Secretary shall ensure that all legally required notices and filings are duly given or done. The Secretary shall cause to be kept accurate and complete minutes of all meetings of the Members and the Board and shall cause them to be distributed before the next meeting of the Board or Members in such manner as the Board or Members may direct. The Secretary shall cause to be distributed to Members a copy of all by-laws within a reasonable time of their adoption. (b) The Secretary shall keep or cause to be kept a minute book which shall include the following: i). a copy of the Co-op’s Certificates and Articles of Incorporation and any Articles of Amendments; ii). all by-laws; iii). all special resolutions of the Co-op;

iv). all standing resolutions of the Board; v). a register of Members that sets out alphabetically the names of all persons who are or have been within ten years registered as Members of the Co-op and their addresses while Members; vi). a register of Directors showing the names and the residence addresses while Directors of all Directors and the names of all persons who are or have been Directors, with the dates on which each of them became or ceased to be a Director; vii). minutes of all meetings of the Board and Members and copies of any reports distributed for consideration at meetings of the Board and Members; and; distributed for consideration at meetings of the Board and Members; and; viii). confidential appendices to the minutes of Board meetings. (c) The Board may, at its discretion, create the separate offices of Recording Secretary, who shall be responsible for taking and distributing minutes of meetings of the Members and the Board, and Corporate Secretary, who shall be responsible for all the other duties of the Secretary. 7.9 Treasurer In conjunction with the Property Management, the Board of Directors and the Finance Committee, the Treasurer shall be responsible for generally overseeing the financial management and affairs of the Co-op. The preparation of the proposed annual budget is the responsibility of the Property Management. All funds and securities of the Co-op are to be deposited with such credit union, bank, trust company or other institutions as the Board of Directors and the City of Toronto may direct. The Property Management, the Finance Committee and the Treasurer shall ensure the keeping of proper accounting records that include all sums of money received and disbursed by the Co-op and the manner in which the receipt and disbursement took place, all purchases by the Co-op, all rentals, housing charges, and other amounts received by or owing to the Co-op, the assets and liabilities of the Co-op and all other transactions affecting the financial position of the Co-op. Along with the other designated signatories, the Treasurer shall ensure that cheque reconciliation is done in a business-like manner with proper documentation. The Treasurer and the Property management shall ensure that the Board receives monthly and quarterly financial statements including a balance sheet and statement of income and expense and that the Membership receives the appropriate information to make informed decisions about major expenses. The most important task of the treasurer and the Finance Committee is to ask questions of the Property Management and to attempt to ensure answers are forthcoming in a timely fashion. 7.10 Delegates to Sector Organizations Amended 27.09.14 ORGANIZATIONAL BY-LAW 19 The delegates to organizations of which the Co-op becomes a Member shall represent the Co-op at any annual, regular or special general meetings of those organizations. The delegates shall keep the Board and the Members informed of the activities of these organizations and shall inform these organizations of the views and concerns of the Coop, and shall vote at meetings of these organizations in accordance with any directives of the Board. 7.11 General Duties of Officers The officers shall perform their duties in accordance with resolutions passed by or directions given at meetings of the Board. The officers shall perform such additional duties as may be assigned to them by the Members or the Board and shall act as Signing officers where set out in this By-law.

Linda Gallant, Director – Education

SECURITY ALERT

Over the past several weeks a number of members reported items left by couriers stolen from outside of their unit doors. On several of these incidents, security was able to identify the suspects who had been visitors to other members units.

In recent days an unknown female was hanging around the vestibule in 31 Alexander Street waiting for a member to leave. When the member opened the door, the female entered the building. The female then went floor by floor looking for packages outside of members doors.

If you notice anyone hanging around the vestibule that you don’t recognize as member of City Park, please call security at 416-990-7731 and provide the information.

If someone buzzes your unit and you cannot identify them, do not let them in and call security 416-990-7731 and provide the information.

If you notice a person acting suspicious in the building please call security at 416-990-7731 and provide the information.

Do not let unknown people into your building.

Security Tips

• Schedule deliver of packages at a time when you are at home
• Talk to a neighbor to see if they will be at home during the delivery time and have it delivered to the neighbor’s unit
• Use an alternative address, e.g. work or a relative, to have the package delivered
• Amazon has lockers within Toronto items can be shipped to
• Retails like Best Buy, Walmart, Canadian Tire will let you pick up internet orders from a store close to you

James Holmes

Security Manager

Final Results

Pest Control – Member Survey 2019

Thank You for your responses to this survey. Maintenance and Property Standards (MaPS) Committee received 256 completed surveys by June 6, 2019 and that means that 33.24% of City Park’s members responded to the survey. (101 from 484 Church, 76 from 51 Alexander and 79 from 31 Alexander)

Question 1: The number one problem seems to be cockroaches (139 responses); followed by bed bugs (49 responses); with rodents in third spot (41 responses) and last place other pests (18 responses).

Question 2: In units pests were most likely to be found in the kitchen (84 responses); in second place the bathroom (34 responses); with the bedroom in third spot (22 responses) and followed by living room (16 responses);  suite entry (4 responses) and closet 1 (response).

Question 3: In public areas pests were most likely seen hallways (51 responses); followed by elevators (12 responses); with the laundry rooms in third spot (10 responses) and several mentions of rodents in basement and rats outside.  

Question 4 and 5: Reporting the problem to the office may be an issue. (101 members reported a pest problem to the office but 70 did not). Why this is so was not very well explained, but 17 respondents indicated a lack of confidence treatment would be effective.) Early treatment minimizes the spread of pests.

Question 6. Pigeons are more of a problem and concern than imagined. Pigeons were identified as a concern by 128 members – 50% of respondents.

Question 7.  While 109 respondents indicated they were satisfied with the action taken by City Park staff and contractors another 66 Members indicated they were not satisfied with the actions taken to control the infestation. This suggests more effort to inform members on how important it is for Members to be pro-active to help City Park eradicate and control infestations. As well, City Park must monitor the effectiveness and thoroughness of pest control contractors.

OTHER COMMENTS: We cannot list all the great suggestions that were made to the survey questions but below are some responses/suggestions not related to the points made above:

Regular spraying of public areas; Pigeons nesting on balconies; infestations in neighbouring units and hoarding; clean-up of garages and regular clean out of garbage bins and finally; better indicate scheduled time for treatment in the unit, length of time Member should be away from the unit and leave a post-it note indicating treatment was done and at what time.

WHAT MEMBERS CAN DO TO HELP BETTER CONTROL PESTS:

1.DON’T DELAY TREATMENT. If you see pests please contact the office immediately for treatment.

2. PLEASE DO NOT FEED THE PIGEONS (From your balcony or on the grounds).  Leftover food encourages rats and other rodents to make City Park their home. Pigeon droppings are also difficult to clean and a health hazard.

Key takeaway: The role of the Board is to: 1) identify goals, set priority and plans; 2) set priorities or recommends policies for member approvals; 3 )select, supervise and evaluate management; 4) evaluate outcomes; 6) approve new members; 7) enter into contracts on behalf of the co-op and; 7) report to members at meetings and between them. In achieving this a GOOD Board is: effective in getting results; aware of its legal obligations; has a strategic focus; acts transparently; is accountable; acts fairly and consistently and; is responsive and respectful to members. As a Board member you are expected to discuss issues at meetings but when a decision is made you must support the decision and fellow directors after the meeting.

Key points for consideration by City Park Board:

1. Source documents such as the co-op’s by-laws, standing resolutions, occupancy agreements, policies, previous minutes (approved) and relevant legislation should be easily accessible at Board and Member meetings.
2. Annual performance review. Board does Property Manager. Property Manager does Managers. Managers do staff as appropriate.
3. Committees and sound management. Review committee/project performance cost from time to time – ensure relevance.
4. Communication with Members. Use website more, use LINK more regularly and consider developing standards for posting info in glass covered notice boards (colour of paper, font size etc.
5. Board meetings. Key items first. Business arising from the previous meeting(s) update (can be included as 1^st item of Property Manager’s report). May want to consider a timed agenda particularly for open meetings.
6. Develop a Corporate calendar. Board and Member meetings. Deadlines for packages, key contract renewals etc.
7. Consider an Arrears By-law.  Better define process.

______________________________

Linda Gallant,  Director – Education

Key takeaway: Participation is not a co-op principle, BUILDING COMMUNITY IS. However, encouraging community involvement is important in a co-op as it helps
make it more democratic, spreads the work of managing the co-op and gives
members the opportunity to learn new skills.

What makes it hard for members to be involved: Group discussion identified
committees/projects may be stale, cliquish, unwelcoming (new members have to
attend 3-4 meetings before being allowed to join). Accessibility, be it language, notice and time of meetings, information on different committees and even
location (for people with disabilities) are all challenges at City Park. Limited time
of some Members has to be recognized and opportunities to only volunteer for a
day or two is a reality for some and should be encouraged.

Encouraging Community Involvement – Making it easier for members to be
involved: Group discussion identified that while City Park has a good number of
committee/projects and member events, a combination of better information on
these committees/projects and outreach to inform Members to let them know of
opportunities to volunteer ranging from 1 day help in an event, serving on a
committee/project and even on the Board of Directors.

Recommendations for consideration: Posting City Park’s website address boldly
on the lobby and laundry room information boards. Improve information on
website. Improve visibility (font size etc.) of postings on City Park’s information
boards. Consider need for an accessibility committee/project with a focus on
ways to facilitate participation in committee/projects, Board meetings and
Members meetings (Examples: finding ways to better link volunteer to help
someone with disability get to a meeting, consider offering free child care service
to help Members with children attend the Annual General Members Meeting or a
General Members Meeting)
__________________
Linda Gallant, Director – Education

View article here

(in camera)