2024 Coalition Proposed Motions

The following motions will be tabled by our coalition:

1. A motion to fill all officer positions:

   a. President: will ensure that the board is operating effectively and following through on its duties; will prepare meeting agendas and preside at meetings;

   b. Vice-President: will assist the president to ensure that meetings and other activities proceed smoothly;

   c. Treasurer: will work with Cityside’s property management company to ensure reporting is accurate and that the board has the information it needs to make good decisions; will chair the Budget Committee; will work with the Cityside auditor; and will ensure that cash flow and investments are properly managed;

   d. Assistant Treasurer: will assist the Treasurer with the above-mentioned duties and will also sit on the Budget Committee;

   e. Secretary: will keep proper records (minutes) of Cityside’s board meetings, will ensure that all official records are being properly retained and organized, and that all records which are required by law to be accessible to owners via Frontsteps are indeed on Frontsteps. The secretary will also prepare an electronic monthly newsletter for Cityside owners/residents;

   f. Assistant Secretary: will assist the secretary with the above-listed duties.

2. A motion to hold regular Board meetings at least once per month, on a Saturday or a Sunday, and to automatically record such meetings and upload the recordings to Frontsteps, so that owners are better able to exercise their legal right to observe Board meetings.

3. A motion to create the following six committees, to be comprised of Board and non-Board members:

   a. a Budget Committee, which will: assist in the preparation of the annual budget; oversee the work of Cityside’s bookkeepers; ensure that appropriate financial controls are in place and being followed; and provide advice and proposals to the Board regarding reserves and investments. The goal is for this committee to be comprised of Cityside owners/residents who have a finance and/or accounting background;

   b. a Maintenance and Landscaping Committee which will: identify how and why Cityside’s landscaping has ended up in the state that it is in; research alternative landscaping companies/secure bids/interview potential candidates; and make proposals to the Board regarding same. This committee will also identify community maintenance issues and oversee the work of Cityside’s full-time maintenance person. The goal is for this committee to be staffed by Cityside owners/residents who have knowledge of landscaping and/or building maintenance;

   c. a Social Committee, which will: determine what kinds of social events the residents of Cityside are most interested in; make proposals to the Board regarding same; and plan, advertise, and execute approved social events. This committee will also function as a welcome committee to all new residents, ensuring that new residents are well-informed;

   d. a Legal Committee, which will: ensure Board compliance with bylaws and statutes and review Cityside’s existing insurance policies to ensure that Cityside is correctly insured. The Chair of this committee will be a Board director who will also be responsible for monitoring the status of any lawsuits involving Cityside, and who will also act as liaison between outside legal counsel and the Board. The goal is for this committee to be comprised of Cityside owners/residents who have a legal background;

   e. Technology Committee, which will: identify areas within Cityside’s operations where technology can improve efficiency and reduce costs; review the Cityside website; identify, test and assess electronic voting platforms; and make proposals to the Board about these issues. The goal is for this committee to be comprised of Cityside owners/residents who have an IT background;

   f. a Rules and Security Committee, which will: engage in a review of Cityside’s existing security policies and Cityside’s Rules and Regulations [last updated in 2018]. Ensure procedural fairness to owners and residents with respect to rule enforcement; develop and propose a protocol for Cityside residents to be able to access our clubhouse on evenings and weekends.