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Advance Notice of AGM

Ottawa-Carleton Standard Condominium Corporation No. 795

Advance Notice of the 

Annual General Meeting of the Owners

 

Advance notice is hereby given that the Annual General Meeting of the Owners of Ottawa-Carleton Standard Condominium Corporation No. 795 (the Corporation) will be held at St. John’s Church (Parish Hall) 154 Somerset Street West, Ottawa on Wednesday January 27th 2016 at 7:00 p.m. with registration starting at 6:30 p.m.

 

Pursuant to the Condominium Act, 1998, an advance notice is required to canvas owners concerning their interest in becoming a candidate for the position of Director of the Corporation.  Attached is a nomination application form.

 

As per our Multi-Year Board Positions By-law, three Directors are to be elected on January 27th 2016; terms of positions are as follows: One position for a three-year term, one position to complete a remaining two-year term, and one position to complete a remaining one-year term.

 

Should any owner be interested in becoming a candidate, he or she is invited to notify the Corporation on or before Friday January 8th 2016 by having another owner complete and return the attached nomination form.

 

The formal notice for the Annual General Meeting will be distributed on or about January 11th.  Included in the package will be a proxy form listing all persons who have been nominated.  This form will provide a space for absentee owners to vote for the directors they wish to elect. Candidates are free to submit, in writing, a brief bio to accompany the formal meeting package so owners can review this information on a candidate prior to completing a proxy form.

 

Please note that failure to give notice of your candidacy does not preclude anyone from being nominated at the meeting.  However, because owners will not have been made aware of such a candidacy prior to the meeting, the nominee will not be included in the official AGM package and will not be included in the proxy votes.

 

Please mail, email or fax your completed nomination application form on or before January 8th 2016 to:

Elizabeth Marples, Property Manager

Condominium Management Group

Fax:  613.237.3533

200-335 Catherine Street, Ottawa, ON. K1R 5T4

This e-mail address is being protected from spambots. You need JavaScript enabled to view it This e-mail address is being protected from spambots. You need JavaScript enabled to view it  

   

FYI from the Board - Nov 2015

Your Condo Board is pleased to provide the following updates -

 

1. Social Event

 

There are funds available for a pre-Christmas social event. If you would enjoy organizing such an event, please contact the Board. Any interest would be greatly appreciated.

 

2. Burnt Lights

 

We are working to resolve the problem of lights that keep burning out prematurely in the common areas, especially in the top floor hallways and in the entrance hall.

 

3. Junk Mail

 

The mail that is discarded in the garbage can next to the mailboxes ends up in the garbage. If you wish to have it recycled, please bring it to the recycling bin behind the building. The plastic sleeve enclosing certain flyers can be discarded in the garbage can.

 

4. Christmas trees

 

As mentioned recently, real Christmas trees are considered a fire risk. We would be most grateful if you considered other options.

 

5. Signs

 

As much as we are grateful for how well the “No smoking” rule is respected in the building, the situation is different outside the building where the general public is not familiar with our smoke-free policy. As a result, a few discrete non-smoking symbols have been posted in the ground floor parking lot to hopefully improve the situation.

 

6. Hot water tanks and main water shut-off valves in your unit


In the upcoming days, you will be receiving a letter from the property management regarding these issues.

 

Should you have comments regarding any of these points, please email the Board: This e-mail address is being protected from spambots. You need JavaScript enabled to view it We are always pleased to receive feedback.

   

Message from the Board - Fall 2015

A special WELCOME to all new tenants and owners of Somerset Gardens. Note that our website, www.somersetgardens.ca is a good source of information regarding living here and who to contact should you need help.

 

Interim Board member- We have noted the resignation of Kevin Chitamun from the Board and have appointed Srinivas Jonnavittula in the interim.

 

Elevator bookings for moves - Owners/residents must contact the property manager 2 weeks in advanced to schedule the use of the elevator for move in’s or move out’s. The Corporation will now charge a $50 non-refundable fee for the use of the elevator as the protective padding must be installed and the elevator is inspected before and after each move. Please contact the property manager at This e-mail address is being protected from spambots. You need JavaScript enabled to view it This e-mail address is being protected from spambots. You need JavaScript enabled to view it and provide information on the date and time you wish to schedule the elevator. Please note that the elevator is booked only during daytime hours between 8AM and 6PM only, evening bookings are not permitted, and a maximum of 3 hours per move is allotted. The property manager will confirm your booking via email and provide information on how to obtain the elevator service key. Parking for moves is on the street only; there is no visitors parking or loading dock. 

 

Rooftop - Note that the new terrace was completed in September and a patio set has been bought with the money from the recycled wine/beer/liquor bottles that you leave in the designated blue bins at level P1 and the rooftop. Thank you for generously leaving your empties in these bins. 

 

Cleaning services - You may have noticed the high turnover of cleaners in the past year or so. We expect this situation to be more stable now that we have signed a contract with Dodd’s Janitorial Ltd that took effect October 1.

 

Fire safety - In alignment with rule 4 passed Sept 14, 2010, stating: “No owner shall...keep anything therein which will, in any way, increase the risk of fire...”, please note that real Christmas trees are not permitted in the building.

 

Did you know that 

...this is a smoke-free building and only the few residents who have been grand-fathered, have the privilege to smoke in their units. Notwithstanding this privilege, smoking is banned in any and every part of this property, including outside the building.

 

Looking for a social convenor - If anyone is interested in organizing a Christmas party for the residents/owners, please contact the Board for more info.

   

Rooftop landscaping work

Dear Residents,

 

Please be advised that the Corporation has hired BCW Landscaping to conduct landscaping work on the roof top patio commencing on:

Tuesday July 28th weather permitting

 

The landscaping contractors will begin at 8:00 a.m. and the work on the roof top patio will take approximately 3 business days to complete.

 

In order to ensure no damage is caused to the main entrance, the contractor will be using the garage ramp to move landscape materials and equipment through the P1 garage level and up the elevators to the roof top.

 

We understand that during this process the contractors will be using the garage ramp and elevators throughout the day, we apologies for any inconvenience this may cause our residents and appreciate your patience.

 

Should you have any questions please feel free to contact the property manager.

   

Electrical Maintenance & Testing

On behalf of the Condominium Corporation, the property management is advising all owners of the scheduled electrical maintenance for the common element electrical systems on the following date:

 

Monday June 29th - between 7:30 a.m. and 5:00 p.m.

 

Kroon Electric perform annual inspections on the electrical systems that service the building and the last inspection completed in 2014 was an energized service where all electrical equipment was inspected and measured to determine the flow of electricity through the distribution system. In 2015, the electricians will be performing a de-energized service. This differs from 2014, because they must open the same electrical components, clean & tighten connections where needed, as well as apply lubrication. 

 

This maintenance can only be safely performed when the power in the building has been disconnected, therefore the whole building will experience a loss of electricity for approximately 2 hours during the day.

 

From that time onward, the electricians will re-energize the systems and selectively shut the power down in different areas of the building, for short periods of time. This will minimize the time that any one area in the building will be without power. The elevators are fed by the backup generator system; therefore they will still be operational during the periodic power shut down.

 

The purpose of this annual maintenance is to ensure that the electrical components for the common elements such as equipment and transformers are functioning properly to prevent damage and to extend the life of the electrical equipment.

 

We greatly appreciate your patience during this maintenance, should you have any questions please feel free to email the property manager prior to June 29th.

   

P1 Garage Cleaning

Please be advised that on Wednesday June 24th, 2015, the P1 Parking Garage as well as the exterior drains will be flushed and power washed.

 

Please arrange to park your vehicle outside the parking garage from 9:00 a.m. - 5:00 p.m.

 

Any personal items left in your parking space should be removed prior to this date. The contractor and OCSCC No. 795 will not be responsible for damage to personal property.

 

Please note that as per the Rules & Regulations for the condominium corporation, there is a
“No Storage” rule with respect to the P1 garage parking spaces. To avoid any penalties resulting from management removing personal items, it is strongly recommended that owners arrange for the removal of personal items left in your parking space.

 

We appreciate your cooperation; should you require further information, please contact the

   

Message from the Board

Freezing rain warning - This is the situation as I am writing this spring message...what I would not give for a few days of sunshine and warmth...sorry, I momentarily forgot that this message is not about me.

 

Greetings and welcome to the newcomers of Somerset Gardens.

 

New Cleaning Company - In January, we signed a one-year contract with Spot Cleaning Services Ltd. Welcome to Douglas, our new cleaner and man on the spot.

 

Painting - Expect to see a fresher look to the lobby at some point in the near future.

 

Filters - This year, we thought that we would offer a filter replacement service to any resident who asks for it. On occasion, we have received requests to fix a defective HVAC system in a unit only to find out that the problem was a very dirty filter. One service call to fix this problem costs roughly $450. By having an internal service for filter replacements, we could prevent HVAC problems and save some money at the same time. If you want your filters changed or have further questions, contact us at This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

 

Garbage - Small bags of garbage, properly tied, can be discarded in the garbage chutes on each floor. Larger bags can be deposited directly in the large bin, in the garbage room on the west side of the building, on the ground-level parking lot. Your key to the building opens the door to this room. To dispose of special items, contact the city by phoning 311.
The city has a useful website, http://ottawa.ca/en/residents/garbage-and-recycling but the calendar for pick-ups does not apply to multi-residential buildings such as ours. Residents must make prior arrangements with the city or contact the property manager prior to dumping items anywhere outside of the proper bins.

 

Recycling - Paper and cardboard go into the yellow bin behind the building. Glass jars, plastic recyclables (no plastic bags), and metal cans go into the grey bin in the sheltered parking area on the church side of the building. Note that the locked garbage room is right across from this bin.
You can also help contribute to our bottle fund, which pays for social events and patio furniture, by bringing your empty beer, wine and spirit bottles to our blue boxes located near the elevators in the parking garage.

 

Noise, Smoke and Security - We seem to be doing well on these matters...in other words, few complaints.

   

Message from the Board - Summer 2014

PLEASE READ ME!!!!!!

This format is old-school so if you can do better or have suggestions, contact us.

If we have your email address, this should reach you by email.

 

Hi to all residents of Somerset Gardens and a special welcome to the newcomers.

 

Eye Appeal - The flowers have been planted, the ground parking area has been cleaned, the slush carpets have been removed, the rooftop gardeners are busy and summer has arrived...YEAH!!! 

Coming soon: the parking garage will be cleaned and the reflecting ponds on the rooftop will be cleaned and filled with water.

 

Thank You - TY to the residents who contribute to making our living space cleaner, safer and more sociable. TY to those who contribute to our special wine, beer, spirit bottle/can recycling program. TY to Peggy Lister, Bruce and Mary Frances Marshall for cashing in these bottles/cans collected in the blue boxes. Note that these funds go towards small purchases that cannot be lawfully funded from our condo fees such as food and beverages for social events. TY to Michel Landry (coordinator) and Dave Roddick (convenor) who volunteered to organize the rooftop gardens for this season.

 

Fobs - We hope that you like your new fobs and that they make your life a bit easier.

 

Garbage/Recycling - Small bags of garbage, properly tied, can be discarded in the garbage chutes on each floor. Larger bags can be deposited directly in the large bin, in the garbage room on the west side of the building, on the ground-level parking lot. Your key to the building opens the door to this room. To dispose of special items, contact the city by phoning 311. Large disposable items are picked up, upon request, every second Wednesday; the next one is June 25. The city has a useful website,  http://ottawa.ca/en/residents/garbage-and-recycling but the calendar for pick-ups does not apply to multi-residential buildings such as ours. 

 

Smoke-Free Buildings - Our survey re. smoke-free buildings indicates that the majority of owners would support such a policy. More on this at a later date.

 

If you did not receive this message by email and would like to, contact us at This e-mail address is being protected from spambots. You need JavaScript enabled to view it This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

 

To contact the property manager, Liz Marples, click This e-mail address is being protected from spambots. You need JavaScript enabled to view it This e-mail address is being protected from spambots. You need JavaScript enabled to view it  

 

Visit our site: www.somersetgardens.ca 

 

Your Board members: Paula Greenwood (president), Susan Ayala (secretary), Peggy Lister (treasurer), Germain Dubois and Dave Roddick (members at large)

   

P1 Garage Cleaning

Please be advised that on Thursday June 26th, 2014, the P1 Parking Garage as well as the exterior drains will be flushed and power washed.

 

Please arrange to park your vehicle outside the parking garage from 9:00 am - 4:30 pm.

 

Any personal items left in your parking sapce should be removed prior to this date. The contractor and OCSCC No. 795 will not be responsible for damage to personal property.

 

Please note that as per the Rules & Regulations for the condominium corporation, there is a "No Storage" rule with respect to the P1 garage parking spaces. To avoid any penalties resulting from maangement removing personal items, it is strongly recommended that owners arrange for the removal of personal items left in your parking space. 

 

We appreciate your cooperation; should you require further information, please contact the management.

   

Window cleaning

The Condominium Corporation has arranged to have all the non-accessible exterior windows for the building cleaned the week of May 5th 2014weather permitting.

 

Please ensure that all windows are closed during this period for maximum cleaning results and window coverings are pulled down to ensure privacy. 

 

Please also keep the screens for your windows open, screens that are locked in place will prevent windows from being cleaned.

 

If the exterior window cleaning is delayed due to weather conditions, an updated notice will be posted in the building for residents.

   

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