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BOARD MEETING – JUNE 12, 2016

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Clear Lake Cabin Association Board Meeting
Date: June 12, 2016
Location: Onanole Drop-in Centre

Present: Brad Collett, Patrick Gordon, Joan James, Trevor Winters, Paul Barnabe, John George, Joyce Harland, Joanne Lambert, Keith Vinthers, Nelda Didychuk, Andy Urbanowicz.

Regrets: Gloria Belliveau, Lionel Crowther

President Brad Collett called the meeting to order at 9:00 AM.

No business arising from the minutes of the Annual General Meeting in September, 2015.

Unfinished Business:

Building Guidelines and Standards:
The President will contact Parks Canada Development Officer, Koreen Miko for further clarification regarding guideline rules, as some new builds are diverted from the Building Guideline rules approved jointly between the Board and Parks Canada. The hours of building/construction during the summer months was discussed by the Board. Specifically the issue of approved hours for allowed construction was discussed for the months from May to September.
Moved by: Paul Barnabe
Seconded by: Trevor Winters

BE IT RESOLVED THAT the hours of construction be limited to the period 9:00 AM till 9:00 PM for the month of June, with the hours of construction in the other months remaining as previously agreed upon in the building guidelines.
Motion Carried.

Boat Cove Development:
Brad has spoken with Chris Hanson, Acting Townsite Manager and discussion is ongoing regarding parking and use of the lot along Boat Cove Road. The question was raised as to where day use boaters park and cabin owners park? Joan James suggested that parking in general is an issue. Because of environmental impacts and bigger cabins, what can be done for more parking? Could the recycling area and parking lot be amalgamated for paved parking spots? The CLCA would like to be involved in boat parking issues (i.e. where would sail boats be parked, are stalls rentable, does the marina have slips for rent, etc) Trevor Winters suggested he would like the parking lot enlarged. Nelda Didychuk suggested we as a group want input regarding boating issues. Keith Winters said the CLCA as per constitution request to be invited to “decisions made in consultation with stakeholders”. Trevor Winters commented that the lake users group of the Wasagaming Tenants Association (WTA) should be discussing these issues with CLCA and the Clear Lake Cottage Owners Association (CLCOA).

Canoe Area Reorganization:
There are over 120 vessels in the canoe area. Brad Collett will try to obtain a progress update from Parks Canada on this area, and refer to the Rac Report which stated organization of the area be a priority and enforced.

Wasagaming Tenants Association (WTA) Update
Diane Cooper, President of the WTA, along with the Presidents of the CLCA, CLCOA and Wasagaming Chamber of Commerce requested a meeting with Superintendent Michaela Kent after each association learned of multiple Clear Lake boat launch closures in various Manitoba newspapers. A meeting was convened in the Superintendent’s office on May 23, 2016, and also included Chris Hanson, Acting Townsite Manager. In general there is a feeling among all associations that there is a lack of consultation and communication occurring with the three large associations, and given the large infrastructure dollars being allocated from Ottawa it was critical going forward that such consultations occur. Superintendent Kent advised that she would respond to the WTA following the meeting, in approximately two weeks.
The President committed to keeping the Board informed as these meetings, discussions and communications continue.

A suggestion was made from the Board that a “thank you” note be sent from the Board to Dale Wallis for his work over the years on behalf of the CLCA. The President advised he would send such a note by email to Mr. Wallis.

There will be an annual general meeting at 9:00 AM at Jamboree Hall on July 3rd. Brad will request that members of Parks Canada attend the meeting for the membership to be updated. At that time the Board hopes to learn more about the Infrastructure Renewal Plan. The Board reaffirmed that the CLCA Infrastructure Priorities are sidewalks, paving, boat cove area, canoe storage area (to name a few). There is a list of recommended trees for planting in the Park, but the group feels we could use direction on where to plant. More discussion will take place with Parks Canada regarding vegetation, developing a tree plan and obtaining a list of acceptable tree varieties to provide to the membership.

Large Item Garbage Collection:
Nelda Didychuk introduced the idea of the Board sponsoring a one-time “large item” garbage collection drive, and advising the membership well in advance. The Board was intrigued and supportive, so she volunteered to research if the Board can hire a company to have a scheduled pick up of the CLCA cabin area to assist those unable to make a trip to the dump. The President will ask the Park if they are able to accommodate this with an “extra” garbage pick-up schedule once or twice a year. The Board agreed the area is getting cluttered with unnecessary “items” that do not have a place in the campground, and such an initiative could help to rectify this situation.

TREASURER’S REPORT:   JUNE 12, 2016

REVENUE: As of September 6, 2015 $ 8,652.61

Membership Deposit 4,310.00
Jamboree Hall donation and deposit 160.00
TOTAL REVENUE $13,122.61

EXPENSES:

September 12, 2015 – Return deposit for Jamboree Hall $ 80.00
Joyce Harland – Mileage to Westoba to make deposits
April 22, May 11, June 1/16 – 60 kilometers x .45 27.00
Deluxe Managed Website expires May 26, 2019 – $161.64 U.S.
.Org Domain Renewal expires July 23, 2019 – $34.41 U.S.
Private Domain Renewal expires July 23, 2019 – $25.47 U.S.
Premium SiteLock expires October 20, 2019 – $167.76 U.S.
$389.28 U.S. 521.38
TOTAL EXPENSES $ 628.38

TOTAL ASSETS TO JUNE 12, 2016 $12,494.23

Westoba balance as of April 30, 2016 $11,849.61
Subtract outstanding cheques 548.38
Add outstanding deposits 1,180.00
Add Westoba Equity 8.00
Add Westoba Share 5.00

BANK RECONCILIATION AS OF JUNE 12, 2016 $12,494.23

PAID UP MEMBERS TO DATE: 258

Respectfully submitted by Joyce Harland, Treasurer, CLCA

Move by: Joyce Harland
Seconded by : John George
BE IT RESOLVED THAT the Treasurer’s report, having been reviewed by the Board, be accepted as presented.
Motion Carried

Other Business:
The Board discussed the safety and health of the membership in relation to fire and evacuation of the CLCA area in the event of fire, tornado or other emergency situation. Parks Canada previously advised the Board they were looking at options to increase the accessibility to and from the cabin area in the event of an emergency. This included the potential to add a new access point as well as install collapsible bollards on abandoned exit roads. The President will contact the Onanole Fire Department to discuss such issues from their perspective and see if they would be prepared to provide the Board with a report or recommendations.

Moved by: Joan James
Seconded by: Keith Vinters
BE IT RESOLVED THAT the meeting be adjourned.

Meeting was adjourned at 11:50 AM


ANNUAL GENERAL MEETING MINUTES – SEPT. 5, 2015

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ANNUAL GENERAL MEETING
CLEAR LAKE CABIN ASSSOCIATION
PARK THEATRE – SEPTEMBER 5TH, 2015

BOARD MEMBERS PRESENT: Trevor Winters, Brian McVicar, Brad Collett, Gloria Belliveau, Joyce Harland, Joan James, Nelda Didychuk, Paul Barnabe, Keith Vinthers, JoAnn Lambaert, John George, Andy Urbanowicz.

PARK REPRESENTATIVES PRESENT: Dale Wallis, Dwight McMillan, Robert Raeside
The meeting was called to order by the President at 10:05 a.m.
The President introduced the Board Members and Park Representatives.

APPROVAL OF MINUTES OF 2014 ANNUAL GENERAL MEETING:

ITEMS ARISING: Pam Lucenkiw, 24 – 3rd St. N. – asked if the Board referred to the Rac Report when making decisions. Dale Wallis replied that the Rac Report was considered by the Board on all decisions. Dale gave, for examples, the sewer and water issue, the leases and tweaking the Building Guidelines. He said the Board then decided to take a break, and the new board will look at other issues. Motion to accept the minutes as distributed by John George and seconded by Keith Vinthers. CARRIED.

MATTERS ARISING FROM THE MINUTES:

NORTH STREET LOOPS: Dale Wallis reported that he has taken this under advisement. He said that there are now signs at all 5 streets stating that there is no exit.

NORTH SHORE ROAD: Dale Wallis said that the North Shore Road falls outside the survey for our area and is under the jurisdiction of the Park.
Leanne Wrobel, 15 – 2nd St. N. – requested information about the road. Dale replied that there are delays caused by erosion and the Park is looking for solutions. At the present, it is under advisement.
Alice Birnie, 36 – 2nd St. N. thanked the Park for their quick response when the road was washed out. Dale Wallis has asked for opinions of residents of the North End for information.
Pam Lucenkiw, 24 – 3rd St. N – would like to see the Rac Report used in decision making, and Trevor Winters said it has been used by the Board in many decisions.
Trevor Winters said the Board have developed a process for owners to contact the Board. To clarify situations, owners need to write out their issue, including a signature, and email it to any board member to have the issue raised. Any issue without a signature will not be reviewed by the Board.
Brad Collett, 77 – 4th St. S., suggested that before doing this, owners should try to resolve issues themselves.
Dale Wallis said that neither the Board or the Park are arbitrators.
Dale Wallis said there will be no new lots released this fall.

TREASURER’S REPORT
REVENUE: as of July 5, 2015 $8,485.71
Membership Deposit 340.01
Sold 21 keys 105.00
Jamboree Hall donation and deposit 160.00

TOTAL REVENUE $9,090.71

Expenses:
Print voting ballots for AGM – September 6, 2015 $ 22.83
2 year extended Apple Care Protection Plan for computer 315.27
Theatre rental for AGM – September 6th, 2015 100.00

TOTAL EXPENSES: $438.10

TOTAL ASSETS TO SEPTEMBER 6, 2015 $8,652.61

Westoba balance as of July 31. 2015 $8,752.71
Subtract outstanding cheques 438.10
Add outstanding deposits 325.00
Add Westoba Equity 8.00
Add Westoba Share 5.00

BANK RECONCILIATION AS OF SEPTEMBER 6, 2015 $8,652.61

PAID UP MEMBERS TO DATE – 416 FOR 2014 & 2015 WHICH IS 79% PAID MEMBERS AND 16 MEMBERS HAVE PAID FOR 2016 & 2017, AS WELL AS ONE MEMBER HAS PAID FOR 2018 & 2019.
Respectfully submitted by Joyce Harland, Treasurer, CLCA
Moved acceptance by Joyce Harland and seconded by John George. CARRIED

PRESIDENT’S REPORT: All items have been addressed.

PARK’S CANADA REPORT:
Dale Wallis thanked Dwight McMillan for his help over the past few years, and explained that Dwight has accepted a new position with the park where he will be responsible for Park infrastructure. Doreen from their office will handle permits, etc. at the present time.
Dale Wallis has prepared a Building Guidelines Booklet which is now available at the office.
Dale suggested that owners need a landscape plan, but should not change drainage.
Dale explained that he had challenged the GST inclusion on the sewer and water infrastructure, but has received no decision on this issue. He expects the invoices will be out shortly, and will be due in 30 days from the date of the invoice. Trevor thanked Dale and Dwight for their work in supervising this project.
The Park is doing a number of infrastructure improvements and are hoping to complete more projects in the future.
Trevor asked if the Park has an Arborist or people trained in this area. Dale replied that this is the Park’s responsibility.
Dale said that the Park is looking for ideas for the celebration in 2017.
Leanne Wrobel, 15 – 2nd St. N – asked what owners should do when they have old or dangerous trees. Dale replied that he should be contacted and the Park will address the issue.
Bonnie Barkman, 36 – 3rd St. N – asked if there is any restriction on Park Models. Trevor said that the board had a concern because the Park Models need a separate pole for Hydro. Also there is an issue of congestion as Park Models need their own pole and large propane tanks.
Boyd, 62 – 5th St. S – said that owners could put in electrical furnaces, etc.
Dwight says the Park Models are a good product, meet CSA approval, the pole for Hydro is on their own property with a maximum panel of 100 amps., propane tanks are restricted in size and cannot encroach on setbacks.
Jean Birnie, 36 – 3rd St. N – asked if allowing Park Models should be a decision of the membership and not the Board.
Dwight said if there is damage to the road, the owners and movers are responsible for the repairs.
Louie Rac, 117 – 3rd St. S – Feels Park Models are a great diversity to the area, and the electrical connections are very safe.
Dwight asked for any building questions.
Louis Rac, 117 – 3rd St. S – noted that contractors are extremely willing to work with Dwight. He appreciates Dwight’s dedication to the Park and our area, and thanked the Board and membership for the Association.
Trevor extended his best wishes for Dwight in his new position.
Trevor introduced Robert Raeside, Development Manager, to speak about the boat cove development.
– the boat parking lot is to be cleared out by September 20th, 2015 in order that it can be updated, such as delineated parking stalls, etc.
– the boat inspection is to be moved to that parking lot next summer.
– that parking lot will be only for boats, not recreation vehicles, etc.
– boats not parked in proper spaces will be towed.
– boat launch pads will be replaced.
– all boat docks are to be replaced.
– parking lots have been increased in size as much as is possible.
– the trail on the North Shore will be rerouted to protect architectural artifacts and safety of pedestrians.
– water quality inspections will continue. At present there are no problems.
Joanne Little, 31 – 5th St. N – expressed a concern about the lack of parking for vehicles close to the canoe and kayak area, She also is concerned about access for persons with disabilities.
Katherine Bellemare, 85 – 3rd St. S.- asked if , now that the launch at the second street dock is in place, will that area be improved. Dale replied that the shoreline is under review, some improvements have been made, and they will be looking at more improvement that area.
Yolande Ranson, 24 – 2nd St. N.- thanked the Park for the canoe ramps.
Louis Rac, 117 – 3rd St. S,- asked if there was a plan in place to clean up the canoe area. The Park is looking at this issue.
Jean Birnie, 36 – 2nd St. N. –expressed a concern about boats that have not been given a sticker. There was an issue earlier in the summer when stickers were not available.
JoAnn Lombaert, 9 – 5th St. S,- asked if we could have more swimming docks. Dale replied that he has been promoting extending the walkway through the area which may improve docks, etc. Robert said that the boat launch docks are to be increased.
Nelda Didychuk, 35 – 2nd St. N – suggested that a way to clean up the canoe area would be a notice put in the spring newsletter that in the fall all canoes and kayaks have to be removed. Any left overs could be donated to camps or disposed of. This could be done every two to three years.
Dale indicated to Robert that people want the path extended.
Bonnie Barkman, 36 – 3rd St. N.- asked about pontoon boat parking. Dale replied that every owner is responsible for parking their own boat.
David Breen, 13 – 2nd St. N – asked if the swimming docks at 2nd and 5th are just for swimming or are boats allowed to pick people up there. Robert said that boats must use caution, but they are allowed to pick people up at the docks.
John George, 4 – 4th St. S – asked that those with canoes and kayaks make sure they are visible, by wearing bright clothing, etc. Blue kayaks are almost invisible when on the water.

ELECTION OF OFFICERS:
President – Nominated Brad Colett – Called for nominations three times – nominations ceased.
BRAD COLLETT ACCAIMED AS PRESIDENT.
Vice-President – nominated Patrick Gordon – Called for nominations 3 times – nominations ceased.
PATRICK GORDON ACCLAIMED AS VICE-PRESIDENT.
Treasurer – nominated Joyce Harland – Called for Nominations 3 times, -nominations ceased.
Motion by Brad Collett, seconded by Keith Vinthers that the position of treasurer be extended, CARRIED.
JOYCE HARLAND ACCLAIMED AS TREASURER.
Secretary – nominated Gloria Belliveau – Called for nominations 3 times – nominations ceased.
Motion by John George, seconded by Andy Urbanowicz that the position of secretary be extended. CARRIED.
GLORIA BELLIVEAU ACCLAIMED AS SECRETARY.
There are 3 vacant board positions, Kevin Alguire retired, Nelda Didychuk and JoAnn Lombaert’s positions ended. Nelda Didychuk, JoAnn Lombaert and Lionel Crowther were nominated. Called for nominations 3 times – nominations ceased.
NELDA DIDYCHUK, JOANN LOMBAERT AND LIONEL CROWTHER ACCLAIMED AS BOARD MEMBERS.

Trevor Winters welcomed the new and returning Board Members.
The Next Meeting will be at the Jamboree Hall on July 3rd, 2016.
Meeting adjourned at 11:47 a.m.

THE ABOVE MINUTES ARE POSTED FOR YOUR INFORMATION ONLY AND STILL NEED TO BE APPROVED AT THE AGM IN 2016.

R


ANNUAL SPRING MEETING MINUTES – JULY 5, 2015

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CLCA 2015 ANNUAL SPRING MEETING

JAMBOREE HALL JULY 5th, 2015

Board Members Present: Trevor Winters, Brad Collett, Gloria Belliveau, Joyce Harland, Nelda Didychuk, JoAnn Lombaert, Brian McVicar, John George, Andy Urbanowicz, Keith Vinthers.
Board Members Absent: Joan James, Kevin Alguire, Paul Barnabe.

The President called the meeting to order at 10:02 a.m
The President introduced the Board Members present and the Park reps, Dale Wallis and Dwight McMillan.

APPROVAL OF THE 2014 GENERAL MEETING MINUTES: Moved by John George, 4 – 4th St. S and seconded by Lyle Parnell, 6 – 4th St. S that the Minutes of the 2014 General Meeting be accepted as recorded on the website. CARRIED

BUSINESS ARISING FROM THE 2014 ANNUAL MEETING MINUTES: The issue of speed bumps is still under review. There is now signage on the north side streets explaining that there is no exit. The repairs on the boat cove road are now completed.

TREASURER’S REPORT:

REVENUE: As of May 16, 2015 $8,929.70

EXPENSES:
Venue for Board Meeting & Lunch – May 16, 2015 $275.72
Buns for Board Meeting – May 16, 2015 18.95
Toner for printer – June 9, 2015 90.39
Stamps for newsletter – June 14, 2015 8.93
Venue for Board Meeting – June 20, 2015 50.00
TOTAL EXPENSES: $ 443.99

TOTAL ASSETS TO JULY 5, 2015 $8,485.71

Westoba balance as of May 31, 2015 $8,916.70
Subtract outstanding cheques 443.99
Add Westoba Equity and Share 13.00

BANK RECONCILIATION AS OF JULY 15, 2015 $8,485.71

PAID UP MEMBERS TO DATE = 416 WHICH IS 79% PAID UP MEMBERS

Respectfully submitted by Joyce Harland, Treasurer, CLCA

PARK REPORT:
Dale reported that only one invoice (sewer, water, garbage and debt repayment) was mailed out. The second invoice is on hold due to issues of GST.
The shower heads in the shower building have been replaced and the taps in the washrooms have been replaced.
The Community Plan has now been signed. The items which have been completed under the Comprehensive Review are the implementation of the leases, installation of water and sewer and the building guidelines. Other issues under review are parking of vehicles, and the Fire Chief’s concern about accessibility of emergency vehicles.
Dale explained that the park is preparing a booklet explaining the building guidelines which he expects to be completed shortly. It still requires a few tweaks for clarification, as well as a few changes such as the storage sheds which can now be attached to the cabin, the restriction of decks being made of non-combustible materials has been removed, any new cabins with a front wall over 8 feet must have architectural façade and all living space must be included in the square footage.
The boat cove now has an inspection station for water vehicles to keep the lake free of zebra mussels, etc. The cove area has been expanded to give more space for parking. There will be a 4th dock going in. New docks are on order for the boat cove and canoe launch. The ladders on the swimming docks have been removed due to the low water levels and the possibility of injury to swimmers using the ladders.
The park has received new funding which will allow them to repair and replace some roads, trails and work on the outflow of water.
Seven to eight km. of Highway 10 through the park will be repaired this fall, more trails will be developed, more washrooms and electrified sites will be added to the campground, a first nations interpreter has been hired and more events will be planned at the sharing lodge, a new stage was purchased and used for the Canada Day celebrations and hopefully will be used for more events.
Improvements are being made to the trail program. New trails and lookouts have been made. The wishing well has been reopened. The Trans Canada Trail will be connected to the park.

NEW BUSINESS: Lyle Parnell, 6 – 4th St.S asked whose responsibility it is to cut the grass along the access roads. Dale replied that it is the park’s responsibility.
Jeff Sim, 12 – 4th St. N, said that there is weed growth by the lakeshore road that needs to be cut. Dale replied that the lakeshore group had told him not to touch the natural growth along the lakeshore road, but he will approach them regarding this.
Nelda Didychuk, 35 – 2nd St. N, reported that there is confusion regarding the bus stop and asked of there could be signage placed by the bus stop bench. Dale will take this under advisement.
Joanne Little, 31 – 5th St. N, asked if the caragana bushes along the downtown trail could be removed. They are not in good shape and are not indigenous to the area. She said it is easier to walk on the road. Dale said that he is trying to get funding for sidewalk repairs. Scott Ash, 51 – 5th St. S, asked about speed bumps as he said cars are driving too fast on the south side. Dale said they tried speed bumps in the cottage area, but because of the noise and fast acceleration of vehicles once they cleared the speed bumps, they were not well liked.
Mr. Robertson, 4 – 4th St. S, expressed a concern about speeding and asked if enforcement could be increased as he felt if speeding tickets were given out, the speeding would decrease. Dale replied that only the RCMP could issue tickets and the board would have to request increased enforcement from them.
Bob Lee, 51 – 3rd St. S, asked if top soil was still available. Dale said that there is some compost at the maintenance compound. He suggested the lawn should be higher than the pavement.
Eric Dutton, 15 – 4th St. S, asked who is responsible for the boat parking lot. Dale said this would have to be directed to the boat people. There has been discussion about expanding the area. Trevor explained that some things are not Dale and Dwight’s responsibility. John asked that complaints be put in writing.
Val Buchanon, 14 – 5th St. N, asked who is responsible for filling the holes and ruts left by Manitoba Hydro. Dwight said the park will not fill them in. Val asked if she could plant trees, etc. on the park land. Dwight replied that she can plant as long as it does not affect her neighbours.
John George, 4 – 4th St. S, is concerned that the boat inspectors for zebra mussel control are not picking up the 2 stoke motors. John has seen 2 stroke motors on the lake lately.
Brent Munro, 75 – 2nd St. S, raised the concern about emergency exits from our area. There is ongoing discussion regarding this issue
Eric Dutton, 15 – 4th St. S, asked about the entrance gate, and if the second lane could be left open for those who have valid passes. Dale agreed with this.
Joanne Little, 59 – 5th St.S, said that other parks have a lane open for only those with park passes. Dale said he would pass this on to the Visitor Experience Department.
Maureen Munro, 75 – 2nd St. S, feels that when workers are working on the boat cove road, they should have signage and painted lines.
Jill Lee, 51 – 3rd St. S, said that the cabin association has done a good job, but wondered about future expenses. Dale explained that the Wasagaming Tenants Association has representatives of the cottages, cabins, etc. who speak as a voice for the community. If a benefit is used by the public as a whole, the expense comes out of the park budget, but if the benefit is used by leaseholders, it is paid by the leaseholders. Trevor explained that the cabin area is represented at that level by the past president, president and vice president.
Del Mackie, 13 – 3rd St. N, expressed the concern that boats were being launched at Spruces, but there are no inspectors there. Dale said there has been discussion about closing other launches, but these discussions are on hold. Dale emphasized that zebra muscles are a large issue and should be taken seriously.
Mr. Mutter, 22 – 5th St. S, asked if motions would mean more regarding these issues. Dale replied absolutely.
John George, 4 – 4th St. S, said that the inspectors have not put stickers on all the boats and this does not help other boaters report if all boats are not issued with stickers.
Brent Munro, 75 – 2nd St. S, raised the issue about poor lighting and the need for exit routes. Dwight said that 2 roads need snap off posts. Dale is looking after fire exits.
Trevor Winters said the cabin association appreciates the work of Dale and Dwight in saving the owners a lot of money by handling the sewer and water installation themselves., and small tweaks have been suggested for clarification. Once Dale’s booklet is finalized, it will be on the website.

PRESIDENT’S REPORT: Trevor reported that the board reviewed that building guidelines on June 20th, and small tweaks have been recommended for clarification. Once Dale’s booklet is finalized, the president recommends it be put on the website.

WEBSITE REPORT: The board is trying to use the website to save expenses. Registration of email addresses is very good, only being short 14 addresses. This saves a great deal of money on printing and mailing expenses.
Brent Munro, 75 – 2nd St. S, asked about the WIFI program and Trevor explained that the cost is prohibitive due to all the trees. He also asked about erosion of the lakeshore and was told the shore road has been protected from the boat cove to the main beach.

NEW BUSINESS: MOTION made by Tom Mutter, 22 – 2nd St. S, and seconded by Scott Ash, 51 – 5th St. S, that the association write a letter to the RCMP requesting more enforcement of the speed in the cabin area. CARRIED

BOARD POSITIONS FOR AGM:
Brad Collett has indicated he will run for president.
Vice President is open.
Joyce Harland is in her 3rd term as treasurer by special motion. Position open.
Gloria Belliveau is in her 4th and final year as secretary. Position open.
Board member openings. Not known at this time.

Next meeting – the Annual General Meeting on September 6th, 2015, probably at Park Theatre.
Meeting adjourned at 11:30 a.m.

 


BOARD MEETING – JUNE 20, 2015

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CLEAR LAKE CABIN ASSOCIATION BOARD MEETING
ONANOLE RECREATION CENTER
JUNE 20TH, 2015
PRESENT: Trevor Winters, Brad Collett, Gloria Belliveau, Joyce Harland, Nelda Didychuk, Joan James, JoAnn Lombaert, Brian McVicar, Keith Vinthers, Paul Barnabe, Andrew Urbanowicz.
ABSENT: Kevin Alguire
Meeting called to order at 9:15 a.m.
Past President Brian McVicar took over the floor. He stated that there have been two recent incidents when Parks staff have been criticized or attacked by a member of this Board and that these incidents have negatively impacted our working relationship with the Park. He stated that the first incident occurred last fall when someone approached the RMNP Superintendent while she was at a meeting in Winnipeg and made comments critical of two Parks employees who work closely with the Board. The second incident occurred in the TR McCoys restaurant in Wasagaming in May when the President was overheard making remarks critical to a Parks employee. The Past President then stated that in his opinion the current President was responsible for both these incidents, as his sources indicated this to be the case. The President indicated that he has not spoken to the Superintendent in over 3 years and that he has not been in TR McCoys restaurant this year, and has not made any negative statements about Parks employees. The Past President agreed to meet privately with the President at the end of the meeting to detail what he had heard and who he had heard it from. The meeting then went back to the Agenda.
Approval of Agenda – additions- Preparations for Fall Annual General Meeting Elections.

Procedures for July 5 General Meeting at Jamboree Hall – Need tables, chairs and volunteers.

BUILDING GUIDELINE REVIEW

The Board was reviewing guidelines for the sake of clarity and to recommend to the park any items which we felt required the park to clarify.

John said that he felt that Waskeseu went overboard on their guidelines, making them too exacting which resulted in the effect of row housing.

Joan explained that Waskesiu have a very complicated set of Guidelines. Our Guidelines review committee are not asking for that kind of Guidelines, but a few simple clarifications.

Andrew raised the issue of the pot lights installed on some of the newer buildings.

Joyce suggested this is mentioned in the Rac Report (Dark Sky).

Joan suggested that as mentioned in the Rac Report, some cabins could be 20 feet at front, and some have reduced street elevations to help avoid the cookie Cutter look.

Trevor said that Dale and Dwight do not issue “exceptions”, they give easements and variances.

Brad brought definitions of Decks, etc. for the Board’s information. They are as follows:

BALCONY means a raised structure that is attached to a main building and has a walking surface greater than one storey above the established grade at the ground level of that face of the building and the structure does not have a permanent roof.

DECK means a raised structure that is constructed at or slightly above the established grade, that may or may not be attached to the main building, and does not have a permanent roof.

PATIO means an exterior structure that is constructed at or slightly above the established grade, that may or may not be attached to the main building and does not have a permanent roof.

VERANDAH means a raised structure that is attached, but incidental to the main building, that is attached to or integrated with another structure such as the entry stair, porch or deck, and that may or may not have a permanent roof or overhang.

Brian suggested we leave balcony footprints out of the whole cabin footprints to encourage smaller footprints. He suggested we allow them on 16 x 24 cabin size only and only on the back.

PARK MODELS

John suggested that Park Models should be modified to hook up to electrical supply the same as all cabins. The Park have said that it is not possible.

MOTION made by Brian and seconded by Brad that we grandfather existing Park Models and any current confirmed orders for them as of June 20th, 2015 and allow no further Park Models. Voted for – Nelda,John, Joyce, Brad, JoAnn, Gloria. Voted against – Trevor, Paul, Andy, Joan ,Keith. CARRIED

Paul remarked that they may be acceptable to the Park and to some owners.

Brian said he had done a cost comparison and they are not comparable to building in costs.

Paul said that he agreed they are not comparable in cost, but serve a purpose for those who cannot afford to build, but feels that they do not have a place in the Park.

Joan talked to an owner of a Park Model who said it was a solution for her because she could not build.

Brad reminded the Board that we have to consider the future of the area.

Nelda said she feels Park Models do not fit in our area as we are a “cabin area”.

Joyce was concerned that they might not hold their value.

John said there are two sides to this story, however we are a “cabin area”.

Trevor said he does not want anyone to feel that they are second class citizens.

Brian feels that we need clear recommendations. We need to be clear that we are a “cabin area”.

Joyce wished the park would have consulted the Board before Park Models were permitted.

MOTION made by Brian and seconded by Andy that all old existing trailers be given three years to be removed. Voted for – Paul, Nelda, Brian, Joyce, Brad, JoAnn. Voted against – Trevor, Andy, Keith, John, Joan, Gloria. DEFEATED

Trevor does not want to appear to be forcing people.

Brad feels the timing is right as the water and sewer infrastructure bills are just going out.

Andy said his concern is that some are not being maintained.

YARD SETBACKS

Keith would like the Park to give more clarification on setbacks.

SIDE YARD CANTILEVERS AND FRONT AND BACK CANTILEVERS AND BAY WINDOWS

More clarification is needed.

UPPER FLOOR DECKS AND BALCONIES

Definitions earlier clarified. Are balconies with one foot extension considered to be part of the cabin footprint?

MOTION by Brian and seconded by Paul that in order to encourage a smaller footprint we allow a second floor balcony of eight feet by eight feet on the rear of 16 x 24 two story cabins as additional square footage (over 768 square feet). Voted for Paul, Brian, JoAnn. Voted against – Trevor, Andy, Nelda, Keith, John, Joyce, Brad, Joan, Gloria. DEFEATED

Keith asked how many cabins are 16 x 24.

STREET ELEVATION

Brad indicated that this is covered in the MOU.

Joan suggested that in order to avoid cookie cutter cabins, cabins should only be twenty feet at the back, and lower at the front.

John suggested that cabin peaks only should be twenty feet, and we should not allow any more twenty foot walls.

Gloria remarked that cabin owners do not have to build to twenty feet but can build a lower peak.

MOVED by Brad and seconded by John that two sheds will be allowed behind cabin if one is a bathroom shed. Bathroom sheds are to be included in the 768 square footage. A storage shed of 48 square feet will be permitted if it is within the lot lines. A storage shed is not included in the 768 square footage. CARRIED UNANIMOUSLY

CABIN FOOTPRINT AND SHEDS

For clarification, the maximum cabin footprint is 16 x 32, however with an attached shed (outside entry only) the footprint may be 16 x 35, with the extra three feet not counted in the 768 square footage. The maximum size of the storage shed shall be 48 square feet, shall be within the lot line, must have exterior door only and is not counted in the 768 square footage. The bathroom shed will be six feet by eight feet and shall be included in the 768 square footage

MOTION by Keith and seconded by Brad that any cabin wall greater than eight feet in height and facing the street must contain archetectural relief such as a false roof line, PLUS one or more of the following – variation in siding, feature window, gable, or variation in plane of wall.
CARRIED UNANIMOUSLY

AIR CONDITIONERS

Ground level air conditioners should be placed on the front or back of your cabin or on the side of your cabin that has your own patio and not on the side of your neighbour’s patio.

EXTERIOR LIGHTING

Recommend we ask the Park if they are following the recommendations in the Rac Report.

ADDITIONAL CONCERNS

Nelda suggested that instead of reviewing the Building Guidelines every time we meet, could we consider other things like portable garages, vegetation, garbage, etc .

Gloria raised the issue of all the trees that are being removed, but no one is planting any replacements,

Joyce reminded the Board that the computer warranty runs out in August and asked if the Board wanted to purchase an extension for 2 years extra for $280. Discussion followed.

MOTION by Joyce and seconded by Brian that we purchase the warranty extension.
CARRIED

MEETING WITH PARK

To be arranged by President.

Meeting adjourned at 1:10 p.m.


BOARD MEETING – MAY 16, 2015

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CLEAR LAKE CABIN ASSOCIATION BOARD MEETING
SMOKEY HOLLOW RESORT
MAY 16th, 2015
PRESENT: Trevor Winters, Brad Collett, Gloria Belliveau, Joyce Harland, Keith Vinthers, JoAnn Lombaert, Paul Barnabe, Joan James, Andrew Urbanovicz, Dale Wallis, Dwight McMillan
ABSENT: John George, Kevin Alguire, Nelda Didychuk, Brian McVicar
Meeting called to order at 9:30 a.m.
AGENDA: Moved by Joyce and seconded by Andrew that the agenda be accepted as presented.
MINUTES: Trevor thanked Nelda for taking the minutes of the previous meeting in the absence of the secretary. After review of the minutes of October 18th, 2014, a motion to adopt the minutes was made by Paul and seconded by Brad. CARRIED
MATTERS ARISING: Both items to be covered later in the agenda.
CONTACT INFORMATION: Moved by Paul and seconded by Brad that Board members names, cabin addresses, phone numbers and e-mail addressed be put in the newsletter and posted on the washroom bulletin boards. CARRIED
The 4 board members not present at the meeting to be contacted prior to the information being published.
TREASURER’S REPORT: as of October 18th,2014
Revenue: As of October 18th, 2014 $10,759.27
Membership Deposit 40.00
Total Revenue to 2015 $10,799.27
Expenses:
Mileage – Portage la Prairie Meeting – October 18th, 2014 $ 415.80
Lunch – Portage ls Prairie Meeting – October 18th, 2014 168.85
Mileage – Committee Meeting – John George 160.20
Mileage – Committee Meeting – Joan James 151.20
Mileage – Banking – Dec.1/14 &Apr.9/15 – Joyce Harland 18.00
Return deposit to Kathy Howard – Jamboree Hall from J. Hall 80.00
Site lock(Oct.21/14 – Oct.21/17
Private Domain (Oct.21/14 – July 24/15) 235.53
Stamps 8.93
WTA fees 500.00
Website domain renewal (July 24/15 – July 24/16) 131.06 (US)
Private domain renewal (July 24/15 – July 14/16) 9.99 (US)
Wordpress hosting renewal (May 23/15 – July 24/16 (84.32 US) 131.06 (Can)
Total Expenses to May 16th, 2015 $1,869.57
Total Assets to May 16th, 2015 $8,929.70
Westoba Bank Balance as of April 30th, 2015 $9,066.76
Subtract outstanding cheques 149.06
Add Westoba Equity and share 13.00
Bank Reconciliation – May 16th 2015 $8,929.70
Paid up members to date – 416 This gives us 79% paid up members
Prepared by Joyce Harland. Treasurer
MOU REVIEW: The work guidelines recommended in the MOU are generally accepted. The Board is to provide opinions to Parks Canada.
WATER, SEWAR SYSTEM AND PAVING:
Presented by Dale Wallis
RM CLCA RoadPaving $ 615,897 $——– $ 615,897 $1,110
Total Project Cost $2,443,502 $22,701 $49,576 $9,915 $2,525,694 $4,551
LOTS: Sold 530 Amount to invoice $4,553
Surveyed Lots 25
Total Lots Surveyed 555
2015-16 PARKS CANADA Cabin Area Work Plan: Was reviewed as presented. Moved by Brad and
seconded by Keith that the plan be accepted as presented. CARRIED
BOAT COVE: There will be 4 boat launches operating this summer. There will be a canoe launch at the boat cove as well as the one at the canoe cove. The 2nd Street swimming dock is being replaced with a new sturdier dock. Work is continuing on improving the roads and parking at the boat cove.
RAC REPORT: Dale explained that the Rac Report is information for long term development of the cabin area.
DIRECTION OF BOARD RE BUILDING GUIDELINES: It was decided that the building guidelines do not need to be on our website. Moved by Keith and seconded by Brad that the guidelines and all r3eference to them be removed from the website. CARRIED
It is important that the Board be involved in the building guidelines. The Board will review the building guideline suggestions in the Rac Report and develop firm recommendation. Trevor to call a board meeting for this reason in the next few weeks.
TRAFFIC FLOW ISSUES-NORTH END STREETS: It was suggested that a survey be sent out to all north end residents. It was suggested that all residents be surveyed as the south end have experience that could be useful.
CLCA COMMITTEE MEMBERSHIP:
Buildings and Ground –Trevor and Andy will do the walk around.
Townsite Security – Gloria and JoAnn
Vegetation – Brian, Nelda and JoAnn
Website – Joyce
Newsletter – Trevor and Joyce
Doctor`s Residence –Joan
NEW BUSINESS: The George Neilly Gas Station site has been sold, but future plans are not known at this time.
A quest ion was raised re open propane fires, and Dale replied that no open flames are allowed.
There are several Hydro street lights out or flickering and the procedure for having them fixed is to call Manitoba and give them the number that is written on the pole.
NEXT MEETING: Will be called by the president.
Brad adjourned the meeting at 2:20 p.m.


BOARD MEETING MINUTES – OCTOBER 18, 2014

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I am sorry but somehow these minutes must have gotten misplaced. I was looking for them to review at our upcoming meeting this Saturday and discovered I had never posted them on this site. I hope it’s better late than never. My apologies to our membership but here they are now.

CLEAR LAKE CABIN ASSOCIATION
SATURDAY OCTOBER 18, 2014
Tornado’s Restaurant
1107 Saskatchewan Avenue
Portage la Prairie
Board Meeting
Present – Trevor Winters, Joyce Harland, Andy Urbanowicz, Brian McVicar, John George, Paul Barnabe, Joanne Lambert, Joan James, Brad Collett, Nelda Didychuk
Kevin Alquire attempted to attend our meeting and was part of the conversation for the first couple of hours via face time until the connection gave up, after that he was available via text messages
Absent – Keith Vinters, Gloria Belliveau. Meeting called to order at 9 :36.
Building Guidelines
Joan James discussed building guidelines that the sub committee of Kevin Alguire, Joan James, John George and Jeff Sim as well as Parks Canada were involved in. The mandate is to have guidelines defined with clarity and easy to follow. There is still discussion and as soon as there is a change to the guidelines we will post such rules. Members, please keep in mind that all guidlines must be pre- approved before construction or renovations take place.

Dale Wallis, Parks Canada joined us at 10 :25.
Building Guidelines : Waskesui guidelines were used as a base and issues pertanent to RMNP were addressed keeping in mind reference to the Community Plan as well. As mentioned above, there is still much discussion taking place on this topic.

Trevor thanked Dale for taking the opportunity to sit with our building guidelines committee to review any concerns and to make the current guidelines easy to understand and to identify what is allowed.

Brian McVicar – our committee is a communication tool to clarify items that the members are asking for. Again, for any building or renovation clarification, please contact Parks Canada prior to obtaining your building permit. All rules are issued to keep safety first in mind. When people come to the board, the best advise we can offer is to take the issue seriously – and refer them to the Park.

Paul Barnaby – We don’t want the guidelines to go to 45 pages as that will cost us money for an interpreter as the Park will not be able to discuss with all cabin owners this much data. Our guidelines will be the standard guidelines that should be adhered to.

Dale Wallis – There has been a lot of campground accomplishments. We continue to maintain the level of trust and respect with each board that there is involvment with. We hope to continue this level of trust and respect for the future.
Brian McVicar – The board relationship with Dale and Dwight has been an absolute pleasure to work with. The change that has been brought to the campground is very positive combined with the historicness of the past years. Any clarifications offered by a member of the board – is only for ease of understanding for the benefit of our membership. Again, guidelines are for guidelines and discussion only – please be reasonable in thinking that word of mouth is the rule and not the actual rules. Rules as we have them will be posted to the website.

Trevor Winters – Will propose a draft to be posted as it is available for members with comments prior to June 15, 2015.

Dale Wallis – North End Streets – As there have been a number of significant changes over the past three seasons, let’s let the dust settle (figuratively and physically) for a couple years – there are many comprehensive review issues to consider such as traffic, North and South sections joined, green space – so it is a process that will not be decided at this table. The shore road is outside of the legal boundary of the campground survey and is not a simple decision to be made. Outside the surveyed land involves environmental assessments. There have been asthetic updates to the wishing well. Parks Canada is in the process of developing a co-Management agreement with Keeseekoowenin First Nations.
Andy – Is the pavement at the bottom of North Entrance part of our paving? Dale – No.
Andy – Is drainage considered for future? Dale – yes.
The burm around the north shore is meant to act as an erosion barrier.
Recycling – The Park has put forth efforts for recycling to continue within the Park and surrounding areas. A truck is moving product to Erickson where it is packaged and sent to Brandon. Cardboard and paper are not recyclable at our Park. « Recyled » logos will be added to the truck used to transport recycled collection so as not to confuse items being taken to the landfill. The Park continues to collect and compost wood chips, grass etc.
Water/Sewer – Paving has been completed. Landscaping crew are working now – adding fill and grass seed to the sides of the new pavement – all washroom entrances have been paved, The Park will take a look at the entrance to the showers as well. The cost will be as close to budget as predicted. If there is additional budget funds available, there would be a number of projects left to do such as cookshack updates, building canoe racks, paving sidewalks and trails. We will keep members posted if there are options to consider.

Nelda – a suggestion would be for the canoe area to have the canoes removed at the end of the next season with any remaining « vessels » to be disposed of from the area.

Brad moved minutes as approved from August 16th after no errors or admissions. Seconded by John George. Carried.
Matters arriving from minutes : North end Streets – nothing further to this time review assessments necessary and the matter from the August 16th meeting to add a handrail to the second street walkway will be addressed at that time. Trevor will send note to Dale.

Computer and printer – Joyce has purchased and is dutifully and tirelessly posting to the web site, copies can be made and this expense has and will be well worth the effect.

Treasurers Report – Joyce

Treasurer’s Report as of October 18, 2014

REVENUE: As of August 14, 2014 $11,802.93

Membership deposit $1,020.00

Sold 13 keys $65.00

TOTAL REVENUE AS OF OCTOBER 18, 2014 $12,887.93

EXPENSES:

MacBook Air $1,171.81

Laser Brother all-in-one Printer $211.94

Breakfast Board Meeting,Aug.16/14 $168.71

Joan James – mileage to Board meeting Aug.16/14 $76.50

Joyce Harland – mileage to bank & post office,
Aug 22, Aug 30, and Sept.2/14 $18.90

Joyce Harland – mileage to apple store for set up and
tutorial, Sept 8 & Sept 25/14, bank with deposit Oct 16/14 $42.75

Greg Fleck – return deposit from Jamboree Hall $80.00

Printer Paper $18.05

Theatre Rental for AGM – Aug.31/14 $100.00

Katie Lee – return deposit and donation for Jamboree Hall
(rained out and had to use an alternate venue) $160.00

Peter Logan – return deposit for Jamboree Hall $80.00

TOTAL EXPENSES AS OF OCTOBER 18, 2014 $2,128.66

TOTAL ASSETS AS OF OCTOBER 18, 2014 $10,759.27

Westoba balance as of Sept 3-/14 $10,469.02

Add outstanding deposits $320.00

Subtract outstanding cheques $42.75

Add Westoba Equity and shares $13.00

BANK RECONCILIATION AS OF OCTOBER 18/14 $10.759.27
There are 414 paid up members out of 527 lots with cabins on them, making a total of 79% paid members in our campground. Joyce moved the report respectfully submitted, and Brian seconded the treasures report. All in favor.

Joyce reported on the website that the items posted were read in a very favorable way. Joyce brought up the possibility of the website being hacked. A solution is available with a plan costing up to $95.88 a year. Nelda made a motion that we buy the $95.88 per year security protection package. Seconded by Brad. John made a motion to also buy the under $10.00 a year Domain protection which covers all identify theft. Brian Seconded. Joanne made a motion that Joyce is able to purchase a case for the new computer. Seconded by John.

Committee membership :
Joan has been named as an alternate to the WTA if Brian, Brad or Trevor were unable to attend. Three members from Cottage area, Cabin area and downtown business area attend the WTA meetings.

Boating and Marine Committee– John George is our representative. The Clear lake Users Group attend this board group meeting as well. The concrete barriers at the boat dock are being replaced and as of this date, one has been replaced. Trees have been tagged for additional boat cove renovations. Many positive reports have been made and a thank you is sent out for the installation of the canoe launch on second street.

Buildings and Grounds – Trevor and Andy will do the walk around.

Townsite Security – Gloria and Nelda

Vegetation – Brian, Nelda and Joanne.

Website – Joyce

Newsletter – Trevor

Doctors Residence Committee – Joan

Building Guidelines – Joan gave a brieft review of why the building guidelines were revisited. Any new guidelines will be posted. Trevor will summarize some of our recommendations and again – any new guidelines will be posted.

We will table the question from Kieth Vinters regarding Cabin area membership lists for all board members.

Next Meeting – March, 2015. Paul adjorned the meeting.
/ndidychuk October 18, 2014


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