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ANNUAL SPRING MEETING MINUTES – JUNE 29, 2014

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CLCA 2014 ANNUAL SPRING MEETING
JAMBOREE HALL JUNE 29TH, 2014
BOARD MEMBERS PRESENT: Brian McVicar, Scott Jordan, Gloria Belliveau, Joyce Harland, Trevor Winters, John George, Nelda Didychuk, Joan James, Paul Barnabe, JoAnn Lombaert.
BOARD MEMBERS ABSENT: Kevin Alguire, Keith Vinthers, Brad Collett.
President Brian McVicar called the meeting to order at10:00 a.m.
President Brian encouraged all owners to ensure the Board has their email addresses on record as it is proving to be a substantial cost saving.
The president introduced the members of the Board, and the Park representatives.
The pre3sident thanked Brad Colett and Keith Vinthers for their extra hard work with overseeing the water and sewer project on behalf of the CLCA.
The president thanked Joyce Harland for her hard work looking after the website, maintaining up to date list of cabin owners, copying minutes and agendas for the Board, arranging venues for meetings, delivering newsletters to registered cabin owners cabins who do not have email addresses, posting agenda to washrooms and website, coordinating Jamboree Hall bookings, managing keyes for the shower building, treasurer’s report and paying of bills..
The president then thanked Dale and Dwight for all their work on behalf of the Association.
TREASURER’S REPORT AS OF JUNE 20, 2014
REVENUE: As of March 31, 2014 $4,617.96
Membership deposit $2,400.00
Jamboree Hall donations deposit $ 550.00
Sold 2 keys $ 10.00
TOTAL REVENUE as of June 20, 2014 $7,577.96
EXPENSES;
April 26/14 Paul Barnaby & John George – mileage to
Board Meeting in Portage la Prairie $196.70
May 5/14 Joyce Harland – refill 2 ink cartridges $ 27.10
May 8/14 Host Website & Domain Name renewal $ 82.37
May 20/14 Brian McVicar – Printing Newsletter $ 91.84
May 20, 24, June 3, 6, 16 & 18/14 – Joyce Harland, mileage
To bank, post office,RM of Park (using computer) $ 40.55
TOTAL EXPENSES to June 20, 2014 $438.56
TOTAL ASSETS to June 20, 2014 $7,139.40
Westoba Balance as of May 31, 2014 $6,388.45
Add outstanding deposits $ 880.00
Subtract outstanding cheques $ 142.05
Add Westoba Equity and Share $ 13.00
BANK RECONCILIATION as of June 20, 2014 $7,139.40
Respectfully submitted by: Joyce Harland, Treasurer, CLCA

PRESIDENT’S REPORT
– Some water lines to cook shacks are still frozen due to oversites in closing water lines due to water and sewer project and 17 feet of frost this winter and very late spring.. The water and sewer project was completed later than planned this spring however this phase of the project was completed satisfactorily thanks to Park oversight.
– As a result of the road reconstruction being delayed until fall, the compaction of the roadbed has been improved.
– Maple Leaf Construction will be preparing the roadbed this summer as time and weather permit.
– The debt repayment of $5,000 (so far within budget) will be billed next July.
– Repavement of sidewalks will not be done.
– There will be no new lots released this year.
– CLCA has passed a motion that it opposes a fee for docking boats until such time that substantial progress is made to decades old plans regarding improvements to the cove area. CLCA will be sending a letter to the Park in this regard and will be seeking WTA input and support for this motion.
PARK REPORT
– The Wasagaming campground is electrifying 200 campsites.
– The quality of Clear Lake is better than it has been since about 1980. Zebra mussels are a concern, however they are not here yet. Living Water Project is a study to improve the ecology and the quality of the water.
– There are plans to add another dock to both the canoe cove and the boat cove, both of which will be handicapped accessible. At the boat cove, new launching pads (larger) are ready to be installed, as well as enhanced parking which will probably be done in the fall.
– There is a project for restoration of the meadows west of Highway10. This will enhance the visitor enjoyment of these beautiful meadows.
– The materials for the wishing well are on site, however the crews are now working on Highway 19.
– Wireless Routers have now started services to the downtown area and the campground. Consideration is being given to our cabin area, but the difficulty is the density of the trees hampering the service.
– Two quotes have been received for the finishing of our streets. Maple Leaf Construction can provide the best price as they have other projects in the area. Following the completion of the roads, weight restrictions may be enforced.
– Michael Rac, Urban Studies Student employed last summer has returned this summer and will be completing his overview of our area with respect to the Comprehensive Review, including where we are now, and where we would like to go from here, what ideas owners have and what they would like to see happen. This summer he will be fine tuning his work and will present it at the AGM in September. His office right now is in the Administrative Building, Further information as to how to contact him will be posted on the website. Michael reminded owners that his work is only a vision. Michael has also been asked to work on a welcome package for new owners.
– The Board and the Park have put up a sample of the approved bathroom shed. Arrangements for viewing the shed can be made through the association or Michael.
– Dwight introduced the new Park Model Home which has been approved for our area. This is a model that is between a cabin and a mobile home. Dwight urged owners to be careful if they are considering buying one of these. First, Manitoba Hydro must give the Park approval that it is a suitable location for the pole and service. Secondly, the Park will not remove trees to allow transport of the unit to the lot. Many locations in our area will not be accessible. There was a question about the overhead wires being put underground. The answer was that the cost is too expensive.
– Dwight told owners that hot water tanks can be in appropriate sheds at the back of the cabin as long as they are within the property line. They may be attached to the cabin at the back if suitable fire wall is installed.
– In response to a question about decks, Dwight replied that if a cabin is moved, the deck will have to conform to standards and be non-combustible. If adding to a cabin without moving it, wooden decks can remain.
– A question was raised about on-demand water heaters. Dwight responded that Manitoba Hydro will only allow single feeder hot water tanks. A single feeder on-demand heater will only heat enough water for a single sink and will burn out rapidly. To heat enough water for a cabin, you would need three feed, which Manitoba Hydro will not allow. You must have a permit from Manitoba Hydro, and presently there is a delay of 6 to 8 weeks. A question was asked about propane on-demand hot water heaters and Dwight replied that the maximum size is 100 lbs and they must be placed behind one’s cabin. They must be taken out to be refilled, they cannot be refilled at the cabin. They must be installed by a licensed gas installer and certification given to Dwight.
– Shower Building hardware will be changed on a staggered basis over the summer.
– The Ominik Trail Marsh Walk is open. The entrance has been moved down to the green space. .This was done for safety reasons, as the old entrance walkway was dangerous.
The President thanked Dale and Dwight for their information.
A question was raised as to whether boat parking would be allowed in front of the new ramps and dock because they are going to sit there all summer. The answer was no.
A question was asked if the Boat Cove Road was to be replaced? The answer is no, but there may be some patching done.
A question was raised about the winterization of the green boxes? The answer was to read the instructions on the website and carefully drain the pipes in your cabin in the fall. The Park will close their cut-offs and drain main valves. The Park will open cabin drains, then after all are drained, will close valves.
A question was raised if it would be feasible to open the streets on the north end for contractors as now they have to back up and this constitutes a hazard for children playing. The answer was no, there are too many issues. It was suggested that anyone seeing dangerous driving telephone the head office with a complaint giving the vehicle no. and the driver would then be answerable to his company.
A question was raised about speeding on the main street, and could there be speed bumps. The Board is to review this.
The President thanked everyone for coming.
Motion to adjourn the meeting by John George at ll:25 a.m.


Board Meeting – April 26, 2014

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CLEAR LAKE CABIN OWNERS ASSOCIATION
BOARD MEETING – PORTAGE LA PRAIRIE
APRIL 26TH, 2014

PRESENT: Scott Jordan , Paul Barnabe, Joan James, Trevor Winters, Brad Collett, John George, Gloria Belliveau, Keith Vinthers, Nelda Didychuk.

ABSENT: Kevin Alguire, JoAnn Lombaert, Joyce Harland, Brian McVicar.

CALL TO ORDER:
By Vice-President Scott Jordan at 9:09 a.m.
ADDITIONS TO AGENDA:
Trevor asked for the addition of 2 items. The first was the Role of the Board and it was added under new business. The second was the Road Resurfacing and this was deferred until Dale and Dwight attended later in the meeting.
APPROVAL OF MINUTES OF NOVEMBER 20TH, 2013 AND BOARD POLICIES SET THE SAME DATE;
Moved by Trevor Winters and Seconded by John George that both the Minutes and Board Policies be approved. CARRIED
CLCA TREASURER’S REPORT MARCH 31ST, 2014
REVENUE: As of November 29th, 2014 $5,586.03
EXPENSES:
Printing: Board Meeting, November 30th, 2013 $36.02
Canad ian: Conference room & lunch for Board Meeting Nov.30/13 378.25
Mileage to Board Meeting November 30th,2013 553.80
Total Expenses to March 31st, 2014 $968.07
Total Assets to March 31st, 2014 $4,617.96

Westoba bank balance as of March 31st, 2014 $4,604.96
Add Westoba Share 5.00
Add Westoba Equity ___8,00
BANK RECONCILIATION $4,617.96
Respectfully submitted by:
Joyce Harland
Treasurer, CLCA
REVIEW`:
A review of carpool and member ship rated as well as a review of building guidelines was requested and deferred to new business.
MEETINGS:
John George raised the idea of having Executive only meetings and said this was not popular. After discussion, the board decided to discuss this at a later time.
MEMBERSHIPS:
Joan James emphasized the importance of asking new owners for their information. It should be explained that information for owners will be sent out electronically and also be put on the website and washrooms. It was suggested that a note be put on washrooms entitled “Are You a New Cabin Owner?“ and explaining the need for their information. Nelda Didychuk to follow up on this.
DOCTOR`S RESIDENCE;
This was discussed and it was decided that there was a declining need for this and therefore the Board would not support the contract be renewed.
PARK INFORMATION
MUNICIPALITY:
Dale reported that this will not happen. The Board needs to watch this issue carefully
BOATING:
A handicapped accessible canoe and kayak dock has been purchased as a second dock at the canoe cove and swimming area. A second one has been ordered for the boat cove.
An expansion of the boat cove has been approved. The road will be widened, the concrete ramps will be replaced with wider ramps and there will be new signage. In 2015, there will be a fee for launching, with the fees to go back into the facilities. There is onging discussion on Breakwater. It is felt that to centralize launching at the cove will help eliminate unwanted creatures (zebra mussels are in Lake Winnipeg).
Blue Flag Program is a program on environmental education and would explore the whole beach environment. This is a World Wide Organization and to belong one must meet the requirements. The Park is checking into this.
The Board expressed to the Park the need for enforcement of dogs being kept on leash at the Boat Cove. Dale said the Park regulations say that dogs must be on leash everywhere in the Park, including the Boat Cove. The Board asked the Park to enforce this, including putting signage at the cove and elsewhere.
VEGETATION;
It was stressed that the trees are all old and will die at the same time. A lot of old trees have been taken out due to construction and sewer and water. It was decided to wait until next year when sewer and water project is finished, and then implement the reforestation project.
FLOODING:
There is water sitting on the ground due to frozen ground. The Park is hoping to upgrade the storm sewer particularly from 1st to 3rd St. N. to provide proper drainage, etc.
NEW SUPERINTENDENT:
The new superintendent is Michaela Kent from Gross Morin, Newfoundland. John George asked how long she is planning to stay. Dale replied that she says she will be here for a while.
WATER AND SEWER UPDATE: There is 10% to do still, particularly on 5th St. far south. Dale said that they are aware that all cabin owners are upset about the muddy roads. He said the tender for the roads was awarded last Friday to Maple Leaf Construction. They are hoping to have the gravel base in the beginning of June. They will need 3 days to do the asphalt.
PLUMBER:
Dale reported that the Park have hired a dedicated plumber .
SEWER AND WATER HOOK UPBOXES:
Dwight is getting drawings showing the requirements for hooking up to the box. These will be put on the web site. Dwight said that due to time constraints, he will not be doing the seven scheduled inspections, but instead he will drop by construction sites every couple of weeks. Dwight reported that he is in the process of getting a diagram of the box for owners and plumbers. Dwight has about 10 plumbers on his list of approved plumbers for working in the Park. Brad Collett asked when the water will be available for use in the cabins. Dwight replied that it would depend on when the frost was out of the ground, perhaps the middle of June. When asked if self-plumbing needs to be inspected, Dwight replied that he will advise.
BILLING:
The Park will be billing cabin owners for the sewer and water on July 1st, 2015.Cabin Owners will be billed the exact amount at that time. It will not be over $5,000.00. The Park will be supplying cabin owners with top soil and grass seed.
LAKE SHORE ROAD:
When asked about erosion on the lake shore road, Dale said they may have to close the road that is eroding. He said that looking at the perimeter road by the canoe cove, the possibility was that perhaps it could become a walkway. There will be no decision this year.
MICHAEL RAC:
Michael Rac will be returning this year.
MANITOBA HYDRO:
Manitoba Hydro have been adding new poles and transformers according to demand. Anyone building a new cabin needs to obtain an access application.
GARBAGE RATES;
The Park has had some discussion on changing the garbage rates from seasonal to annual. This would change the rate for each cabin from 27.50 to 47.50. A little discussion ensued, but no decisions or motions were made.
BUILDING GUIDELINES:
The issue of replacing any trees removed was raised, and deferred to the next meeting.
NEILY GAS STATION”
The gas station has been sold and is to be redeveloped. There is still some contamination to be cleaned up. The tanks are out of the ground.
WASAGAMING CAMPGROUND:
There have been more electrical sites opened up. An upgrade of the campground is proceeding.
ASPEN PARKLAND RECOVERY PROJECT:
The clean-up is continuing.

LIVING WATERS :
Studies and erosion work is continuing. The water has been cleaned up, is now much cleaner, and work is continuing on Bogey Creek, etc. Upgrades to the Clear Lake Golf Course and Wishing Well Bridge are continuing.
FIRE SMART PROGRAM:
Continuing.
DOGS:
Dogs anywhere in Riding Mountain National Park must be on leash, including the boat cove.
ROLE OF THE BOARD:
There is a concern that the Board is confused about their role, and need to have a session with Roy White. It was felt that Executive only meetings are not needed, all Board Members should be included. Tabled to next meeting.
MEMBERSHIP FEES:
Following a discussion on membership fees, it was decided that no change should be made at this time, but reviewed before this new membership expires.
BUILDING GUIDELINES REVIEW:
To be discussed at next meeting.
RESIGNATION:
Scott Jordan announced that he will be stepping down from the Board as of September 1st, 2014 due to family commitments.
NEWSLETTERS:
Nelda Didychuk will stuff newsletters to be mailed in envelopes, stamp them and give them to the Park.
Meeting adjourned at 2:53 p.m.

NOTE:
Since the meeting, the newsletters were sent electronically to many cabin owners and the balance delivered to cabins. Thus there was no need to mail them.
Since the meeting, the Park have said that they will NOT be closing the lake shore road.

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MINUTES FROM BOARD MEETING – JUNE 22, 2014

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Board Meeting, June 22/2014

Present: Brian McVicar, Brad Colette, Nelda Didychuk, Scott Jordan, Paul Barnabe, Joanne Lombaert, Joyce Harland, John George, Keith Vinthers, Joan James
Regrets: Trevor Winters, Gloria Belliveau, Kevin Alguire

Meeting called to order by President McVicar at 9;26 AM
Minutes from the last meeting reviewed. Motion to accept minutes as written made by Keith Vinthers, seconded by Paul Barnabe. Motion passed.
Review agenda for General Meeting, Sunday June 29th
– Ask park to clean up Jamboree Hall before meeting (seats muddy etc), Joyce to check on this. Amended Motion by Keith Vinthers, Seconded by John George, “if the Parks do not clean the hall, we hire someone to clean for a maximum of $20”, motion passed.
– (Because we were unsure if Parks reps would attend meeting, Brian was reading from information sent to him) Dwight and Dale encourage patience with the status of water lines etc. Because of confusion with many different workers in the fall, some water lines were not properly drained. We ask that Parks explain this to membership.
– Status of streets, preparation work will begin early in July however paving will not happen until Sept.
– Paved sidewalks are not in the plan at this time
– Weight restrictions will be imposed after paving is done
– $5000 infrastructure fee not due until July 2015
– All development must occur within lot lines and to code. Sheds for hot water tanks are inspected by Manitoba Hydro through their permit process.
– Release of new lots – no plans to release more lots this season.
– Discussion of lake issues, hiring of new project manager, environmental issues re fish species and zebra mussels.

Parks Representatives arrive at 10:15

Boat cove expansion: A new project manager will be hired to deal with all lake issues. This position will not be filled until later in the season. It was recommended that the CLCA together with the WTA bring our concerns to the attention of the new project manager. Board recommendations: Moved by Brian McVicar and seconded by John George “The CLCA recommends that no launch fee be initiated until major improvements in cove access road, parking and launch ramps have been made, as well as a strategy for cleaning boats new to the area”. Motion passed.

– Rac report, Michael Rac was hired to work on the comprehensive review. The board feel we should have consultation with Michael Rac before the report is complete. A meeting will be scheduled with Michael by mid July.
– Storm sewer repair on 1st and 2nd street has been completed.
– Park have agreed to a “one time” cleaning of Jamboree Hall before the spring meeting.
– Omminik Marsh walk has been relocated, it is now a loop trail with entrance and exit located just north of old entrance (by the grassy area on Boat Cove Road).
– New shower heads with motion controls will be installed over the summer on a staggered installation schedule.
– Re sheds for hot water tanks, please check web site for regulations.
– Park models are accepted provided they meet all park regulations.
Park representatives left meeting at 11:40
Treasurers report, submitted by Joyce Harland:
As of June 20/2014
Revenue as of March 31/2014 $4617.96
Membership deposit $2400.00
Jamboree Hall donations deposit $550.00
Sold 2 keys $10.00
Total revenue as of June 20/2014 $7577.96
Expenses:
April 26 Paul Barnabe, mileage (less $20 membership) $95.20
April 26 John George, Mileage (less $20 membership) $101.50
May 5 Joyce Harland, refill 2 ink cartridges $27.10
May 8 Hosting Website for one year $71.88
Domain name renewal $10.49
May 20 Brian Mc Vicar, printing newsletter $91.84
May 20, 24 June 3,6,16,18 Joyce, mileage to bank,
Post office, RM of Park (using computer) $40.55
Total Expenses to June 20 $438.56
Total Assets to June 20 $7139.40
Westoba Balance as of May 31, 2014 $6388.45
Outstanding deposits $880.00
Outstanding cheques $142.05
Add Westoba share $13.00
Bank reconciliation as of June 20/2014 $7139.40

Motion to accept treasurer’s report made by Keith Vinthers, seconded by Brad Colette. Motion passed.
– Representative needed to represent CLCA on the WTA finance committee. Moved by Keith and seconded by Paul that Trevor Winters be nominated as our rep. Motion passed.
– Sample bathroom shed now on display in the green space by the shower building. These sheds available from Twilite Mfg for $5987.00. They will deliver for this price as long as site is easily accessible and area prepared, ie foundation blocks in place etc.
– Details for spring meeting arranged. Yvette, Joan, Joanne, Paul, Brad & Nelda will help with registration. John will look after tables. All are expected to be there by 9AM
Meeting adjourned at 12 noon.
Respectfully submitted by Joan James


CLCA ANNUAL GENERAL MEETING – SEPTEMBER 1, 2013

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CLEAR LAKE CABIN ASSOCIATION ANNUAL GENERAL MEETING WASAGAMING THEATRE, CLEAR LAKE SEPTEMBER 1st , 2013

The President called the meeting to order at 10:00 A.M. There were 4 Board Members absent.

Housekeeping: As Past President, Trevor Winters will chair the elections. The President asked all members who wish to speak to clearly state their name and cabin address to enable the secretary to correctly record same.

Review of Agenda: Under no. 8 – add constitutional update. Under Parks – add review of sewer and water and urban student report. Moved by Scott Jordan and seconded by Jim Kellar. 80 – 1st st. S, that the Agenda be approved as amended. Carried.

Approval of Minutes: It was moved by Sylvia Taylor, 49 – 2nd St.S and seconded by Lisa Redmond, 40 – 1 st St. S that the minutes be accepted as distributed. CARRIED.

President’s Report: The President reported that the subcommittee re the constitution have had preliminary discussions, but there has been no meeting yet..

Sewer and Water: Brian thanked Brad Collett and Keith Vinthers for their work in checking the tenders. The tender was awarded to Rob Smith & Son, Backhoe & Trucking Ltd. of Neepawa at a cost of $1.6 million. There are 4 parts in all, Installation of connection boxes, isolation of lines, laying of lines and repair of roads. It is yet to be determined whether roads will be replaced with asphalt or repaired with chip seal.

New Lots: There are 30 lots which can be developed in the cabin area. Of these 5 were released this year and all 5 were sold. Owners were advised to pick up their completed leases at the administration office. Sylvia Taylor, 49 – 2nd St. S. asked for dates the water construction would be in front of cabins. Dwight McMillan replied that construction would start on Tuesday, September 2nd and would be finished by the end of November. There will be an air test at the end of November, and then again in the spring, following which the water will be good to go.

Noise Complaints: Dwight reported that the first thing to do is remind the offenders of the noise guidelines of 11 p.m. Following this calls should be made to Palladin Security, the Wardens Office and then the R.C.M.P. Washroom:

Washroom #7 has been cleaned up, repaired and painted by owners in the area, a prime example of community spirit.

Elections: Trevor Winters took the chair for the elections. There are 103 cabin owners in attendance and 5 proxies, giving a total of 108 cabin owners represented. Scrutineers are Joan James, Paul Barnabe, Brad Collett and Trevor Winters. Vote Counters are Andy Urbanowitz, 23 – 1st St. s., Valerie Bird, 37 – 4th St. S. Ron McPhail, 7 – 2nd St. S, and Marilyn Mutter, 103 – 3rd St. S. President Brian McVicar Elected by acclamation Vice-President Scott Jordan Elected by acclamation Secretary Gloria Belliveau Elected by acclamation Treasurer Joyce Harland Has served 4 years. Moved by Betty Ann Caldwell, 6 – 5th St. N. and seconded by Jim Keller – 80 – 1st St. S that an extension allowed for another year. Carried. Three Board Member Positions are open for election: Running are Kevin Alguire, JoAnn Lombaert and Nelda Didychuk. As there were no further nominations from the floor, the above mentioned are declared elected by acclamation.

Website: Joyce Harland requested that owners provide her with an email address in order that newsletters, etc. could be sent electronically rather than by mailing hard copies in an effort to reduce expenses.

Board Meeting: The Board held a meeting in March in Portage la Prairie. WTA; There was a meeting in March with the Wasagaming Tenants Association, following which Brad Collett was appointed to the subcommittee on Waste Management.

Doctors Residence: Joan James reported that the contract was extended this year. The cost to us is $1,000.00 per year. The Doctor can be reached in the summer months at the Erickson Clinic.

Plumber: Sylvia Taylor, 49 – 2nd St. S.- asked if owners could have plumbers in this fall. Dwight replied that owners cannot tie into the water until April or May of 2014, partly because it is unknown where the connections are.

Committee reports:

Security – The cabin area will be left open to allow for construction. Marina – There is nothing new to report. Portable Washrooms – There will be one set upon the green space near the shower building for viewing.

Jamboree Hall – The Jamboree Hall is to be operated by the CLCA. Brian thanked the Park for the excellent work on the renewal of the Hall. It is hoped it will be used next summer for social events.

Shower Buildings Keys: will now be available from the CLCA. They can be obtained from Joyce Harland at a cost of $5.00 each.

Golf Tournament: Very successful this year. Reg Meaken shot an albatross.

Constitution Update: A committee consisting of Trevor Winters. Roy White and Joelle Robinson was appointed to go through the constitution with Greg Fleck`s group of owners. There were telephone discussions during which Greg Fleck was asked to bring the thoughts of his group forward, but this has not happened. Trevor reported that the constitution had been reviewed and updated in 2007, 2008 and 2010. Gordon Mutter , 107 – 3rd St.’s. reported that Randy Woodman`s name had been put forward as a volunteer for Greg Fleck`s committee. Joelle Robinson, 70 – 4th St. S. also volunteered. Trevor Winters reported that Greg Fleck was to form a committee and bring a Notice of Motion to the meeting. Gary Toews, 36 – 1st St. S. said Mr. Fleck would like people of differing views. JoAnn Lytle, 31 – 5 th St. N. and Sylvia Taylor, 48 – 2nd St. S. volunteered to be on Greg Fleck`s committee.

Treasurer`s Report as of August 22nd , 2013

Revenue: as of June 18, 2013 – $5,299.59

Income from Membership Deposits – $340.00
Income from selling 27 Shower Keyes – $135.00
Income from Jamboree Hall Donation (one wedding event) – $80.00

Total Revenue to August 22nd , 2013 – $5,854.59

Expenses:

Printing – General Meeting July 30/13 – $67.80
Stamps 10.38
Mileage for Treasurer re:banking, post office, printing – $23.85
Coffee and buns for Board Meeting June 29,2013 – $33.13

Total Expenses to August 27, 2013 – $135.16

Total Assets to August 27, 2013 – $5,719.43

Westoba Bank Balance August 27, 2013 – $5,706.43
Add Westoba Share – $5.00
Add Westoba Equity – $8.oo

Bank Reconciliation – $5,719.43

447 (84%) paid up members

Respectfully submitted by Joyce Harland, Treasurer .

Moved by Gary Toews, 36 – 1st St. S. and seconded by Marilyn Mutter, 107 – 3rd St. S. that the treasurer`s report be accepted as read. Carried.

Urban Planning Report – Scott Jordan gave a review of Michael Rac’s report which had been presented to the Board on August 23rd . He said Mr. Rac did a fantastic job. He reported on subjects such as parking, erosion, congestion, boat cove congestion, lake trail, signage, etc. This report was very preliminary and we will not be moving forward on it yet. Mr. Rac will make his final report to us next summer and this will be posted on the website. At that time, we will look at his report and decide what is useful, financially viable, etc. and use this information in moving forward. Valerie Reid , 37 – 4th St. S. asked for the website to report what people said and Mr. Rac`s comments. Dwight said that Mr. Rac listened and documented all comments. Next summer he will finalize and with the Park will discuss with the Board and decide upon implementation. The Park hope to have the fine-tuned report before the next AGM.

Parks Report: Dwight McMillan reported that the water and sewer tender had been awarded to a Neepawa firm for $1.6 million. Their supplies would start arriving September 3rd and be stored at the boat cove. The Park does not know where they will be starting ,but park staff will be available to help with moving of cabins, etc. Mr. Mutter, 107 – 3rd St. S. asked about water meters. Dwight said no meters, everyone would be paying a flat rate. Dale Wallis said the rates may go up slightly as the season was 24 weeks and is now 7 months. Mr. Mutter said that meant his $90,000 cabin would subsidize $500,000 cabins. Dwight remarked that the R.M. of Park will be subsidizing the same. He said when Project R.M.of Park is completed, it will lower our rates. Mr. Mutter asked why we cannot vary rates for large lots. Dale explained that there would be minimal difference. In cost recovery, everyone pays the same. Based on usage is not cost effective. Scott Johnston, 3 – 5th St. N. asked about accessibility to our cabins after this weekend. Dwight said it will be a construction zone and access may vary. Park staff will be on site to assist, water may be off and on. Jill Lee, 51 – 3rd . St. S. -The campground is accessible, but can we gain entrance until October 31st . Dwight responded that we can occupy from April 1st to October 31st, but this year it may be a struggle due to construction. Val Ducharme, 14 – 3rd St. N. – asked if we would be ticketed for parking. Dwight said we can use the boat cove parking or main parking lot. Dale said to store boats in the main parking lot. Lyle Parnell, 11 -1st St. S. – asked if park considered the total value of water or if we pay share of assessed value. Dale responded that it has no bearing. Dwight said that there are still extras, such as boxes. Isolation and road resurfacing. He feels we are on target. We will be billed the exact amount. Jim Snow, asked how deep the lines were going and would they have to be drained. Dale replied that in 2005 the lines were put at 4 feet and will now continue at 4 feet with grade for sewer. The box to each cabin will have 2 valves, with a sewer valve beside the box. In the fall cabin owners will shut off the valve and drain their cabin lines. A tap was installed to be opened in the fall by a plumber and the lines blown out, then closed after a few days. Brent Munro,75 -2nd St. S. wants an explanation of the sewer and water invoice. Dale explained that water and sewer is based on usage, garbage is subsidized, and debt repayment is money borrowed for the water treatment plant. Dale said the park pays for its service on a cost recovery basis including paying debt repayment for 11 0r 12 more years. The water and sewer project was projected at $5,000 per cabin. Brian remarked that the money saved on our behalf by Dale and Dwight is considerable.

New Business: Sylvia Taylor, 48 – 2nd St. S. – asked about evacuation routes. Dwight replied that Michael Rac was working on this. He said the park would be implementing some as early as this fall. It will be on our website. Sylvia felt that the website is not getting to owners. She would like more communication as there is too much gossip. Debra Harker, 58 – 4th St. S. – asked if there was a time frame for the cookshacks. Dwight replied that there is no time frame for the cookshacks. The last survey indicated that 96 % of owners wanted the cookshacks to remain. Dale reported that Michael Rac’s report indicated that there are 1253 parking spaces in the area. Gary Toews, 36 – 1st . St. S. – questioned how long the dual system would remain in place. Dale replied that the washrooms will be maintained. After 5 years the park will consult with the board on an ongoing basis. Dwight will not allow the washrooms be removed if cabins are not hooked up. Trevor Winters, 23 – 2nd St. S. – said that the website is kept up to date. Rely on the website, not gossip. Dwight said information about trees should be obtained from either Dale or himself. Gordon Mutter, 107 – 3rd St. S. – asked about On Demand Water Heaters. Dwight recommended that any owner considering purchasing one should first speak to Manitoba Hydro. Sylvia Taylor, 48 – 2nd St. S. – asked about hot water tanks on the outside of cabins. Dwight replied that they must be contained in a structure matching the exterior of the cabin, with shingles, a lockable door and meet all setbacks. Sylvia also asked about propane heaters and Dwight again replied that they must meet all regulations, particularly that they must be at the rear of the lot. Brent Munro, 75- 2nd St. S. – raised the issue of parks staff flipping cabins and he was assured that this issue has been reviewed by Parks Canada.

Meeting adjourned by Brad Collett at 12:10 p.m.

Just a reminder that Jamboree Hall bookings should be made through Joyce Harland, 18 – 2nd St. S., email address joyceharland@gmail.com


BOARD OF DIRECTORS MEETING, SATURDAY, AUGUST 31, 2013

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CLCA Board of Directors Meeting Saturday, August 31st , 2013
Parks Canada Administration Board Room

Present: Brian McVicar, Trevor Winters, Scott Jordan, Gloria Belliveau, Joan James, JoAnn Lombaert, Kevin Alguire, Brad Collett, Dale Wallis and Dwight McMillan.

Regrets: Joyce Harland, Nelda Didychuk, Keith Vinthers, Paul Barnabe, John George.

Meeting called to order: at 9:10 a.m.

Website: A request was received that a posting be made to our website for personal reasons. Another request was received from a financial institution asking to post a link to our website. Moved by Brad Collett and seconded by Trevor Winters that neither request be allowed. CARRIED

Noise Complaints: A complaint was received about a noisy neighbour partying late and keeping her small child awake. A second complaint was received about 2 late evening parties with heavy drinking, etc. in a cookshack. In both cases, the parties were told to call Paladin Securities, with the option to follow up with the R.C.M.P.

Plumbing: A request was received by the board asking if the Board could tender plumbing rates. After discussion, it was decided that differences in circumstances of individual cabins need different plumbing services. Moved by Scott Jordan and seconded by Trevor Winters that the Board will not be tendering for plumbing cabins at a group rate. CARRIED

Forum: Dale Wallis suggested that members be advised to use the question forum, as the same questions are asked continually.

Road restrictions: Brian McVicar asked how owners could find out about hook-up boxes and road restrictions this fall. Dale Wallis replied that owners would have to find out about road restrictions from the contractors. Once the streets are resurfaced, load restrictions will need to be adhered to in order not to damage the new streets, This may restrict cement trucks and other such heavy equipment. Contractors will need to be advised.

Buildings: Dwight McMillan said footings should be 30 x 30 x 8 inches. In some cases, variations to the Building Guidelines may be required “for cause” such as for Health and Safety issues, compassionate issues in the case of handicapped access, as well as the need for pile foundations due to sloping/ irregular lots as recommended by engineers.

New cabin Owners: Brian McVicar asked about new cabin owners. Brian asked if the Park would provide all new Cabin Owners with an informational handout inviting them to join CLCA. This handout should include a Consent Form that would allow the Park to release their basic contact and basic civic information to CLCA

Washroom 7: Brian McVicar reported that owners around washroom 7 collected $415.00, painted, replaced boards and cleaned the washroom. We are pleased at the initiative of some owners, but disappointed that some see this as negative

Building Guidelines: The issue of 20` heights was raised. Dwight McMillan responded that 20` is needed to accommodate stairs. This issue is ongoing. Joan James said she feels the guidelines need to be fine tuned as people do not understand what they can do. Motion by Brad Collett, seconded by Scott Jordan. Be it resolved that the CLCA Board recommend that the Parks Canada Building Inspector be supported to interpret the Building Guidelines for fairness and consistency, with an allowance to vary the Guideelines for responsible cause. Also be it resolved that the Board requested that the Building Inspector bring any suggested changes or revisions to the CLCA Board Building guidelines as requested. CARRIED

Annual General Meeting: Trevor Winters reported that he has prepared voting packages. He reported that the Executive members are all letting their named stand for reelection. Board members whose terms are up are Nelda Didychuk, JoAnn Lombaert and Kevin Alguire. All are standing for re-election.

Sewer and water: John George asked if the contractors know which streets they are starting on. Dwight McMillan said they will be starting in various places at various times. He said Park staff will accomodate as much as possible. Equipment will be moved in on Tuesday the 3rd .

Activities: Gloria Belliveau reported that she has received a request from an owner who is interested in arranging activites (particularly for children) next summer. She has requested that we waive the fee for use of the Jamboree Hall, as any monies collected for activities would be used for the activity and no profit would be made. The Board gave approval for the activities and agreed to waive the fee for the Jamboree Hall. Scott Jordan moved the meeting be adjourned at 11:10a.m.


Clear Lake Cabin Association General Meeting – June 30, 2013

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CLEAR LAKE CABIN ASSOCIATION 2013 GENERAL MEETING
JAMBOREE HALL
JUNE 30th, 2013

The President called the meeting to order at 10:00 A.M. There were 11 Board Members and 74 cabin owners present with one proxy recorded.

Approval of Minutes:
It was moved by Lyle Parnell, 6/11 – 4th St.S and seconded by Roy White, 4 – 5th St.S that the minutes be accepted as distributed. CARRIED.

Matters Arising Out of Minutes:
The Constitutional Review Committee consisting of Board Member Trevor Winters, and members-at-large Roy White, Joelle Robinson, Greg Fleck and Wayne Clayton. Board member Trevor Winters made the decision to meet this summer at the lake because of the distance between their residences. These meetings will commence within 2 weeks.

President’s Report:
The President gave a verbal report as the majority of the information is included in the spring newsletter which was distributed earlier this spring. Highlights of his report include the following:

Board Meetings:
The board had a busy winter, concluding with a working meeting in Portage on May 11th and a meeting at the Park on June 29th.

Releases:
As Dwight was called away on an emergency, this item was deferred until his return.

Water and Sewer Update:
The tenders have gone out, and will close on July 15th. Initial response has been very good. The Park has been very cooperative and helpful which has kept the costs down.
Lyle Parnell, 6/11 – 4th St. S. asked if the Park will fund the project forward or if cabin owners will fund the project.
Brian answered that the Park will only fund it until the project is completed. Cabin Owners will be responsible for the full amount at that time. The Park will announce the successful bidder after July 15th, and work will commence September 2nd and is expected to be completed by November 29th, resulting in congestion in the area very quickly. The Park is suggesting that owners consider closing up early this year.

Jamboree Hall:
The Park has suggested that because cabin owners are primary users of the Jamboree Hall, it would be advisable to have the Board take over responsibility for the Hall. It has been decided that Joyce Harland will handle all bookings for the Hall. A committee consisting of Joyce Harland, Joann Lombaert and Gloria Belliveau will develop a set of Guidelines for the use of the Hall and will advise on the fee for use of the Hall and set a refundable damage deposit.
Roy White, 4 – 5th St.S, moved that the Park be commended on the restoration of the Jamboree Hall. Seconded by Brent Munroe. CARRIED.

Shower Keys:
The Board is now responsible for the provision of shower keys to cabin owners. Information and keys can be obtained from Joyce Harland.

Summer Urban Planning Student:
Brian introduced Michael Rac as our Urban Studies Student for the summer. Michael will be producing a report for the Park regarding issues in our area. As such, Michael wishes to speak to all cabin owners and will be available in the Cleaners Cabin at North Street and 1st St.

Park Report:
Brian introduced Dwight McMillan, Development Officer for the Park.
Dwight spoke briefly about the work Michael Rac will be doing this summer. As an Urban Studies Student, he will be doing an intensive study of all the issues in our area. Dwight encourages all cabin owners to speak with Michael as his report will be taken very seriously by the Park. Michael will be back next summer and will do a final report at that time. Michael will be at the Cleaners Cabin, North St. and 1st St. 5 – 6 hours a day and will answer any questions you may have. If he is not available at that cabin, he will post his cell phone number and requests that owners call him so he can meet with them. Michael will be doing a comprehensive review study and will look at everything in terms of land use, which will then form part of his study.
Lynn Ash, 54 – 5thSt. S. asked if cabin owners would be able to approve the plan.
Dwight replied that there will be a review of the plan.
Michael will have a copy of the Building Guidelines and will be replacing Dwight during Dwight’s vacation.
Brian Bird, 37 – 4th St.S. asked if Michael was here through the university program.
Dwight replied that Michael was hired by the park with approval of the university.
Dwight once again urged owners to talk to Michael.
Dwight reported that work on the Jamboree Hall is still in progress. For example, the windows still need to be put in. Cost was approximately $40,000.
Jackie Chapin-Downey, 39 – 3rd St. S. -, asked if a plan would be put in place by the board.
Dwight advised her to talk to the Board, but also to talk to Michael.
Marilyn Mutter, 107 – 3rd St. S., reminded Dwight that the Community Plan was still not signed, and asked if this plan would also have to go to Ottawa for signature.
Dwight said this plan is between the Park Townsite Manager and the Board and will not go to Ottawa.
Brent Munroe, 75 – 2nd St. S. raised a concern about the 30 lots being released or lease over the next few years. His concern related to the addition of bigger cabins adding to the congestion in the area.
Dwight said that this is an issue Michael will address. He noted that adding more lots increases the revenue and should reduce costs for all cabin owners.
Jo-Ann/Lytle, 31 – 5th St. N. asked if, when this plan is in place, will there be room for adjustments.
Dwight replied that Parks, upon consultation with the Board, will look at the plan every year.
Scott Jordan said to keep in mind that things always change, therefor there will be change, this is a working plan.
Brian Bird, 37 4th St. S. asked if this study is part of a Government Plan.
Dwight said this is a local plan.
Regarding Lot Release, Dwight said that a survey of the boundaries of the cabin area was done years ago by the Park. Now an official survey of our area has been done, and there are 50 unoccupied lots, and 30 of them are prime lots. As the Park has been told they must become self- sufficient, the Park asked for permission to release the prime lots. It was decided to release the lots 5 at a time, the first 5 were released this year. One of these lots sold for $75,100. The other 4 lots are still for sale with a minimum bid of $75,100. Dwight said he will have to get a new evaluation in September, as the current evaluation expires at that time.
Brent Munroe – 75 – 2nd St. S. asked if the new evaluation came in at a lower rate, would our rates decrease.
Dwight said that they would not decrease as the rate is set when you sign your lease.
Lyle Parnell, 4/11 – 4th St.S.- asked who chose the 5 lots that were released this year. Dwight replied that staff picked the lots and Dwight approved them. Dwight said that, before release, they contacted the neighbours to give them first refusal.
William Metelski, 13 – 4th St. S. raised a question regarding buying the rights to the lease.
Dwight replied that owning the lease gives you a $75,000 asset for bank loans, etc.
William Metelski, 13 – 4th St. S. asked why we did not have to pay $75,000 this spring.`
Dwight explained that the Park made representation to Parks Canada on the basis that our fees had been $484 per year and were going to go to $2400 per year, and as a result were able to obtain a waiver of the $75,000 from Parks Canada.
William Metelski, 13 – 4th St.S asked about the remaining 4 lots tendered this spring.
Dwight said that they are still for sale, but the lowest bid is now $75,100 as was set by the lot sold.
Brent Munroe, 75 – 2nd St. S. raised the issue of debt recovery. He asked if we will have to pay $5,000 up front sewer and water.
Dwight replied that they cannot charge owners until the pipes are in the ground. Parks Canada has said there will be no amortization.
Brian Bird, 37 – 4th St. S. confirmed that our land value came in at $75,000, however as one bid this year came in at $75,100, that sets the current land value rate at $75,100.
Dwight replied that that was correct.
Brent Munroe, 75 – 2nd St. S. asked whether because, although 1 sold for $75,100, 4 others did not sell, does this lower the market value.
Dwight replied that this does not lower our value, that there is a process by which cabin owners can appeal their assessment, by starting a class action lawsuit.
Brent said he has always heard that it is impossible to win against the Federal Government.
Dwight said of the two lawsuits, one was won and one lost. A third is still ongoing.
Regarding the progress of the signing of the leases, Dwight reported that 300 leases have been completed, 200 are still in progress, and 20 have not paid. Of the 20 that have not paid, 2 owners are residing in their cabin illegally. The Park is currently dealing with this situation, and once due diligence is done, the Park may have to take action.
The tender for the sewer and water project has gone out and there has been very good response to date. The tenders close on July 15th and they will be opened at that time and we will be notified of the winning bid. The work is scheduled to begin on September 3rd and will end on November 29th.This will be a stressful time in our area. Owners may find that they do not have vehicle access to their cabins, and may have to walk in. The Park asks that owners be patient during this construction period. The roads cannot be done for a full year to give the ground time to settle.
Lyle Parnell, 6/11 – 4th St. S. – asked for an explanation on where the hook-up box will go. Will it be on either the right or left side of the property line? Will it be flush to the ground? Will we share with our neighbour? Will the sewer line be beside the box?
Dwight relied that the decision of right or left side of the box has to be made by the Site Supervisor and Construction Manager as there are so many variables (tree roots, etc.) that not all can be the same. The box will be flush to the ground, and the plan is to have two connectors in each box. The sewer connection should be within 2 feet of the box.
Len Kashton, 40 – 3rd St.’s. Will the washrooms be shut down on September 3rd?
Dwight- No, there will be as little disruption as possible.
Judy Meuller, 78 – 2nd St.S. – Will the work be starting on Labour Day?
Dwight –The equipment will come in on September 3rd.
Greg Fleck, 25 – 3rd St.S.- Will the contractors be repairing the roads and lots.
Dwight – There will be as little disruption as possible. The site is to be left flat. The lots will be muddy. After one year, the finish will be done.
Regarding the stand pipes for water, the Parks crew will be putting in a curb stop on the pipe to allow the outside water pipes to be shut down, while the washrooms can remain open longer.
Brent Munroe, 75 – 2nd St.S. asked if we would lose trees because of the sewer and water.
Dwight replied that the back lanes where most of the trees are would not be touched, only the front streets are involved, and they will be a mess next summer.
Brent Munroe, 75 -2nd St. S. asked if the roads will be paved.
Dwight – Does not know that at this time, he may have more information the middle of July.
Bonnie Barkman, 36 – 3rd St. N. – asked if there would be any changes to the direction of the roads, such as through streets, etc.
Dwight suggested owners should talk to Michael about issues such as this.
Brent Munroe, 75 – 2nd St. S. commented that he has planted trees on the lot next to his, but now that the lot lease is for sale, he is afraid that these new trees will be cut down.
Dwight replied that reforestation should only be done if it is done correctly. There is a need to plant trees, but you must know where to plant them.
Scott Ash, 51 – 5th St. S. – asked if cabin owners could be notified of the areas under construction.
Dwight relied that this would be difficult for the contractors.
Dwight reported that Robert Sheldon is no longer Superintendent at Riding Mountain.
Dwight said that the new fire Pumper Truck has not proved suitable due to the inaccessibility to parts of the Park. The Park now has a new portable Pumper which is very suitable and easy to use.
Dwight told owners that if you are planning to build or renovate, you must first contact Manitoba Hydro. He explained that there is a new step in the process of getting new or remodel cabin approvals. Before submitting your application to the Park, you must now get a Hydro point Check done. Hydro are now 8 weeks behind in doing these. You need 2 applications, a service point check and a pole to cabin check. Hydro need to know up front if you are planning to install an On Demand Water Heater. You must be up front with Hydro as this affects the service to the whole area as well as the number of poles required. On Demand Water Heaters draw more power than the rest of the household. They could cause a safety/fire hazard if their existence is not known by Manitoba Hydro. They should always be inspected by Manitoba Hydro before being used. Once the cabin owner has a service point confirmed by Manitoba Hydro, Dwight will issue a Building Permit. When asked about underground wiring, Hydro said no as the Park will not pay for it.
Jeff Sim, 12 – 4th St.N. – asked about gas powered On Demand Water Heaters.
Dwight replied that one has been allowed. The tank must be certified and the size limited to 100 lbs. as well as being CSA approved. The tank must be placed at the rear of the lot. These tanks are difficult to fill.
The President thanked Dwight for his presentation.
Brent Munroe -75 2nd St.S. asked how we will deal with the congestion of large cabins.
Dwight relied that the percentage congestion is being considered.
Brian Bird, 47 – 4th St.S. – Will Michael be looking at all issues?
Dwight relied that we have now moved out of the “campers era” and into the “lease era” which means new policies and looking forward.
Leaf Blowers- Brian reminded all that the noise restriction is 10 to 6.
Committee Reports
Vegetation –Scott Jordan asked that this report be deferred until after the sewer and water is in.
Policing – Gloria Belliveau reported that there has been a couple of attempted break-ins this spring and some vandalism. Gloria asked that all owners be aware of their areas and report any strange or unusual behaviour. Gloria also reminded all to record the serial numbers of bicycles, as it is difficult to prove ownership, even if they are turned in to the Park.
Development Review Board has been disbanded.
Marine
– John George reported that there is zero tolerance this year. He told all boat owners to make sure to register your boat and know that the numbers must be visible on your boat. Last year, one boat owner was fined as, although he had a fishing license, he did not have it on him. We now have 4 wardens here, and they have been on the lake frequently.
Dr.’s Residence – Joan James reported that some work has been done on the residence. She explained that the cabin area pays 1/3 of the expenses for the residence. The house is in need of a chest of drawers.

Clear Lake Cabin Association Treasurer’s Report as of June 18, 2013Revenue As of May 1, 2013 $5,986.95
Income from Membership Deposits 760.00
Total Revenue to June 18, 2013 $6,746.95
Expenses
Envelopes, stamps, printing for newsletter $394.73
Website hosting (May 23/13 to May 23/14) 58.80
Website domain renewal to July 24/14 8.03
Print Cartridge 28.30
Travel to Portage for Board Meeting May 11/13 713.70
Lunch for Board Meeting May 11/13 243.80
Total Expenses to June 18, 2013 $1,447.36
Total Assets to June 18, 2013 $5,299.59
Westoba Bank Balance as of June 18, 2013 $5,286.59
Add Westoba Share 5.00
Add Westoba Equity 8.00
Bank Reconciliation $5,299.59
455 (87% Paid up members to date)

Respectfully submitted by Joyce Harland, Treasurer, CLCA
The meeting was adjourned 11:45 a.m


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