CLCA Board of Director’s Meeting – May 1, 2010

CLCA Board of Directors Meeting Minutes
Saturday, May 1, 2010
Canad Inn, Portage la Prairie

Present: Trevor Winters, Gary Cavanagh, Teddi Brown, Gloria Belliveau, John George, Joan James, Scott Jordan, Roy White

Skype Attendee: Kevin Alquire

Conference Phone: Ryan Givioli

Regrets: Joyce Harland, Bruce Hembroff, Brian McVicar

Guest: Don Huisman

Call to order: 9:25 a.m.

Minutes of October 31, 2009:

Motion: To accept the minutes as circulated. Moved by Gloria Belliveau, seconded by Joan James.
Carried.

Business arising from the minutes:

The park bench the Board was looking at to purchase does not seem to be sturdy enough and also needs to be maintenance free. Trevor will contact Roland Peloquin re a metal bench and Gary or John will check with the City of Brandon re a concrete bench.

Contractor hours for this summer will be 10:00 a.m. to 6:00 p.m. starting July 1 and ending September 6 (Labour Day weekend).

Signage for the access roads including the no exit signs needs to be followed up with Don by Trevor.

Trevor will include the information he has collected about Waskesiu water and sewer in the Spring newsletter.

Treasurer’s Report: nil (not in attendance)

Review of WTA Meeting of April 17, 2009:

Re the cottage appraisals: The appraisals are done every 10 years by an independent third party. The cottage owners can choose one of three options, to be appraised every 10 years, every 2 years or the inflation index. Most choose the last option. An example of the increase is some lakefront properties that were assessed at $96 000 in 2000 are now $281 000. Our lots are assessed at $8 000 to 10 000. They are not appraised. To do so we would have to pay a release fee to change from permit to lease. The formula for our rent if we were to change would be appraised land value x 1.5% x 24 weeks = rent + inflation rate (maximum 5% in any year)
The cottage owners have retained the services of Chuck Meighan to see to their interests in the matter of their rent increase.

The doctor is returning. The license for his residence is good until 2014.

Security will have two constables in the Park this summer. Their office hours will be on Monday, Wednesday and Friday. As well OBO will be continuing their services.

Johnson Cabins and Cottage Crafts have been sold.

Signs will be placed on the dumpsters re appropriate waste.

The Artist program will continue.

August 21 is Homecoming. Doc Walker will be one group that is performing.
A ten foot hill will be created for the amphitheatre. There will be an open stage constructed from logs.

Don is retiring as of August 13 but will stay on until January.

July 17 is National Parks Day.

Friends of RMNP have purchased 154 Columbine and it will be the location of future meetings.

Review of DRB Role:

A paper with the changes in the development review process for 2010 was distributed and dialogue commenced.

Gloria: The DRB does not want such items as the colour of paint or shingles coming before them. They feel it is stated earth tones. They are concerned with such actions as a six foot bear statue being placed on someone’s property. The Park has not been supervising structures so the DRB feel they need to do more.

Trevor: The cabin, cottage, and commercial areas set building guidelines. The Park should police the building permits. The DRB will be reviewing all permits.

Kevin: Additions such as a six foot bear statue put into a yard will never be seen by the DRB. The Park will have to police.

Roy: Roy has been appointed to the DRB and did not go to the meeting. (Trevor went in his place.) The Superintendent stated in a letter that if the DRB recommended something that did not fit the act, it would not pass. Why should amateurs rule on topics that professionals need to? Why should business rule on cabin or cottage and vice versa? We do not have policies for people on our Board who act on other committees.Roy does not want to rule on his neighbours and stated that he is not qualified to review packages that are sent to the DRB.

John and Scott felt that Roy made a good point re policies. Gloria agreed that all DRB rulings go before the Superintendent.

Trevor wants the changes to be posted on our website.

John suggested that our member on the DRB not be part of this process.

Roy felt that he had no instruction from our Board and acts upon his own ideas. This Board deals with items that are put upon us instead of making policies.

Don: The terms of reference in the Community Plan allow the DRB an expanded role. Presently we are dependent only on the Development Officer. Don wants to have a committee to approve aesthetics. The issue is where do you draw the line. The consequences of an expanded role is a longer approval time. The Park does not want to be the “taste police”. They have no code to follow. They can only go by the technical requirements. Don wants us to be involved before an inappropriate act occurs in order to recommend.

Scott felt that both Don and Roy have valid points.

Joan was under the impression that our current building guidelines were pretty strict. Don replied that they are behind in technology and gave the kinds of shingles that are now available as an example.

Roy can see the Board being involved if it is prior to the fact. He wants us to be proactive and not reactive.

Don stated the DRB wants everything for now in order to narrow it down and formulate policies on the different aspects.

Motion: To recommend that the Chair consider a retreat for the Board to consider development of policies. Moved by Roy White. Seconded by John George. Carried.
The retreat date will be Friday June 25 to Saturday June 26. It will be in Portage la Prairie. Trevor will canvas the Board members prior to the meeting to prioritize areas of policies.

Review of Draft Document from the Vegetation Management Team:

Scott suggested that we look at the document and let Gary know about any topic we would like to see changed. Then in the long term let it develop into our policy for vegetation. In the short term, look at the loss of the trees. Identify common areas that would not be affected by future building where trees can be replanted starting October 31, 2010.

Motion: To accept the draft vegetation management plan in principal. Moved by Scott Jordan. Seconded by Roy White. Carried.

Action: That Scott Jordan work with the Park to determine the logistics of obtaining and planting vegetation. His report to be given at the AGM.

Lake Group Meeting:

John attended and gave a review. A fishing report on tracking was presented. A survey done by Alison Dawson last year was also shared. A tour of the water plant was provided. The water going into the plant surpasses the minimum standard before even being filtered.

Committee Reports:

Policing: nil report

Marine: John GPSd the no wake zone last year so the buoys will be replaced in the same position. The WTA recommends the North Shore be marked which would basically be the whole lake. The Park has not responded to this as yet.

Parks Canada Community Plan: It is sitting at the CEO’s office and Don is hopeful that it will be signed within the month. He anticipates the Comprehensive Review to be scheduled in September. Consultation on all fees could occur this summer.

John: Has there been discussion that fees could be paid in instalments?

Don: No one has ever raised this issue.

Motion: That Don Huisman will investigate the possibility of paying our cabin rental in two payments to be reported at the next meeting. Moved by Roy White. Seconded by John George. Carried.

Garbage fees will be consulted upon. It will be done on a formula and we will see an increase next year.

The camera is up and running on Wasagaming Drive.
Two cameras are scheduled to be installed this summer on the flagpole at the pier – one looking out onto the lake and one facing the beach area.

Garbage Days are gone. The Park is stilling investigating the gas station re underground cleanup and Managaming is restoring its site.

The Superintendent’s house will become a corporate retreat.

The sewage lagoon is close to being finished.

The contaminated site at the golf course has been cleaned up.

New Business:

The GM meeting will be held July 4 at the Jamboree Hall with registrations at 9:30 and a meeting start set for 10:00 a.m.

Next Meeting:

The next executive meeting will be July 3 at 9:00 at the Wigwam. (providing Trevor can make the arrangements with the owner of the Wigwam)

Respectfully submitted,
Teddi Brown

Teddi Brown had to leave at 1:25 p.m. The balance of the minutes taken by Gloria Belliveau.

Review of budget and work plans

Upon review of the work plan distributed by the park, it was moved by John George and seconded by Ryan Givioli that the following items be selected as the most urgent to be completed, using the parameters of health and safety and structural:
a) Remove and install one stove in Kitchen Shelter #28
b) Replace wood shelter roof at #26 Kitchen Shelter
c) Replace sinks and counters in Washroom Building #4
d) Replace rotten support posts and paint same in Kitchen Shelters #7 and #19
e) Install eaves troughing on the east side roof of Kitchen Shelter #7
f) Repair roofing on Wood Shelter #19
Carried

Website

Scott Jordan reported that he did some checking on the Clear Lake Cabin Association.org name and discovered it is now owned by Wild West Domain and could now be sold to someone else. John George moved that Scott Jordan contact Wild West Domain and find out what it would cost us to buy the name back, and to proceed to do so up to a maximum of $100.00. Seconded by Scott Jordan.
Carried

Spring Newsletter

The Board agreed that Trevor Winters should write a draft spring newsletter and e-mail copies to the Board for input.

Visitor Survey

Don Huisman explained that a visitor survey is compiled every 5 years by the Park. The questions used on the survey each time are essentially the same, so that a comparison can easily be made. He reported that , with the exception of the 75th anniversary year when figures were much higher, attendance was much the same each time.

Meeting adjourned at 2:00 p.m.

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