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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


Executive Meeting Minutes – July 4, 2013

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CLCA BOARD EXECUTIVE MEETING
CLEAR LAKE
July 4th, 2013

Present: Trevor Winters, Past President, Brian McVicar, President, Scott Jordan, Vice President, Gloria Belliveau, Secretary and Joyce Harland. Treasurer.

A special meeting of the Executive Committee was held on the sidewalk in front of 2nd St. and North St. to resolve issues regarding the Jamboree Hall, the Shower Keys and links to our website.

Jamboree Hall: The following rules were decided and will be posted on the website:
Daily fees were set at $80 for Association cabin owners, $100 for non-association cabin owners and $150 for non cabin owners. An $80 damage deposit is required and will be refunded when the Hall and area are clean. It is suggested that the fee and deposit be made in separate cheques. Payment to be made at time of booking, or within 1 week if by mail.
The fee is non-refundable if cancellation is made within 30 days or less of event.
The Jamboree Hall and area must be left clean.
As per National Park Policy, no confetti or confetti like products are allowed.
A quiet atmosphere and environment must be respected.
There is no parking available.
All events must end by 11:00 p.m.
All persons attending an event must have a valid Park pass.
Events may occur between the May long week-end and the Thanksgiving long week-end.
Bookings for the Jamboree Hall may be made by contacting Joyce Harland by telephone or text at: 204-250-7965.

Shower Keys – Replacement keys may be obtained by cabin owners from Joyce Harland. Phone or text: 204-250-7965.

Links to Website: To avoid showing favouritism, we decided not to become involved in linking at this time. Joyce Harland will contact the Erickson Credit Union and thank them for their interest, but inform them of our decision.
Meeting Adjourned


CLCA Board Meeting Minutes – June 29, 2013

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CLCA BOARD MEETING
CLEAR LAKE ADINISTRATION BOARD MEETING
JUNE 29th, 2013
Present: Brian McVicar, Trevor Winters, Scott Jordan, Gloria Belliveau, Joyce Harland, Joann Lombaert, Nelda Didychuk, Joan James, John George, Brad Colett and Keith Vinthers.

Absent with cause: Kevin Alguire and Paul Barnabe.

The meeting was called to order at 9:10 a.m.
Parks Canada: Dwight McMillan
Jamboree Hall Rentals: The Park has requested that our Board assume full control of rental of the newly renovated Jamboree Hall. The Jamboree Hall will be operated by the CLCA, but the Park Information Desk needs the name of our contact person. Dwight suggested that we ask for a refundable damage deposit and also ask for a donation for the use of the Hall. Dwight sees the biggest issue being the noise and parking affecting the closest neighbours. Dwight suggested we try to limit the use of the Hall to CLCA members and their families. He also suggested that we need to develop a set of Guidelines.

Shower Keys: Due to a change in ownership of the locksmith shop in Brandon, the Park has arranged for your Board to keep a supply of shower building replacement keys, which can be purchased from Joyce Harland, phone no. 204 250 7965.

Priivacy Act: Because the Park received a complaint about the names, etc., of new cabin owners being given to the CLCA, the Park can no longer give us the names of new cabin owners.

Leases: Dwight reported that leases for 300 cabin owners are totally finished, while they have not had any contact with 18 cabin owners and the rest are still in the process of being completed. Dwight has contacted the 18 owners who have not paid, including phone calls and registered mail. The Park will be pursuing the next step this week.

Lot Leases: Dwight reported that there are 46 surveyed vacant lots in our area, 30 of which are suitable for development. Of these 30, 5 were listed for lease this year with a reserved bid of $75,000.00. One of these was leased for $75,100.00, which set the price for the lowest bid for this year. The other 4 lots are still for lease. In the cottage area, there are 250 cottage lots which have been surveyed, however, none of these have been listed this year. Regarding commercial lots, the Neilly Garage site will be cleaned up this fall. There is minimal contamination. Following this, the lot will be appraised and put up for bids. In the future, there will be 9 more commercial lots available.

Doctor’s Residence: There is 1 more year on the lease for the Doctor’s residence. This issue is now under consideration.

Manitoba Hydro: 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. They are now 8 weeks behind in doing these checks. You need two applications, a service point check and a pole to cabin check. Hydro need to know 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.

Drain: The drain between 3rd and 4th N back lane has been tapped off due to leakage. It will be repaired this week.

Sheds: Sheds must be placed 2 feet from the back of the cabins. They can be on the back of the cabin if you have a firewall.

Compliance: If you have a question or complaint about your own lot, you may discuss this with the Park, however, they will not discuss questions or complaints about your neighbours. You must then work out your own solutions.

Decks: All decks must be non-combustible. Decks can be framed with wood if the wood is covered and not visible.

Parking: Michael Rac wishes to speak to as many owners as possible as this issue, as well as others, will be included in his report at the end of the summer.
Michael Rac: Michael will be talking and meeting with cabin owners all summer. He is working on a comprehensive design review for our area. He has been working on a parking assessment and there may possibly be some back lanes moved.

Sewer and Water: Tenders were sent out June 21st with a close date of July 15th. Response has been overwhelming. Project start date is September 2nd and end date is November 29th, 2013. Dwight suggests cabin owners may want to consider closing up early this year, as heavy construction material will be moved in and construction started immediately following the long week-end. Next spring, everything will be flat (although muddy), but we will have to live with it as the ground has to settle. The connecting box will be on the property line with 2 valve shutoffs. The sewer will be beside the box. One trench will serve 2 cabins. Hard surfacing of the roads will be done next fall.

Water Taps: All outdoor water taps will be fitted with freeze off valves, which will allow the washrooms, shower building, etc. to remain turned on longer.

Moved by Brad Collett and seconded by John George that the Minutes of the May 11th, 2013 Board Meeting be approved. Carried.

Business Arising Out of Minutes: Nelda Didychuk has drafted the welcome letter to all new cabin owners and circulated it to the Board members for approval. It was suggested that the Park be asked to include it in their information package to new owners, as well as Joyce Harland including it in her “Welcome Wagon” project, and placing it on the website. Nelda to finalize the letter.

Website: General discussion occurred regarding our website.
Website Links: We received a request from the Erickson Credit Union to have permission to have a link with our website. The question arose regarding showing favouritism and should we approach both Westoba and Vanguard Credit Unions who have also shown an interest in our area. Moved by John George that we allow approval in principle for commercial businesses to have a link to our website for a nominal fee. Seconded by Keith Vinters. Carried. Members of the committee will be Joyce Harland, Trevor Winters and Scott Jordan.

General Meeting Registration: After some discussion, it was decided to have the registration done alphabetically.

Leaf Blower Complaint: Following discussion, it was decided to refer this type of complaint to the noise restrictions in the Building Guidelines.

Clear Lake Cabin Association Treasurer’s Report as of June 18th, 2013:Revenue: As of May 1st, 2013 $5,986.95
Income from Membership Deposits 760.00
Total Revenue to June 18th, 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 June 24/14 8.03
Print cartridge 28.30
Travel to Portage for Board Meeting May 11/13 713.70
Lunch for Board Meeting May11/13 243.80
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

Board Elections: Board Members whose terms expire the summer are Nelda Didychuk, Joann Lombaert and Kevin Alguire.

Jamboree Hall: Bookings for the use of the Jamboree Hall will now be made by Joyce Harland. The main issues of responsibility regarding operation of the Jamboree Hall are noise, parking and clean-up. Member of the Jamboree Hall Committee to develop guidelines, set rental fees and a refundable deposit fee are Joyce Harland, Joann Lombaert and Gloria Belliveau.
Moved to adjourn the meeting made by Keith Vinthers at 12:10 p.m.

These minutes are being posted for your information only and will still need to be approved at the next CLCA Board Meeting which will be held on August 31, 2013


CLCA Board Meeting – May 11, 2013

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CLEAR LAKE CABIN ASSOCIATION BOARD MEETING
PORTAGE LA PRAIRIE, MANITOBA
MAY 11th, 2013

Present: Brian McVicar, Trevor Winters, Scott Jordan, Gloria Belliveau, Joyce Harland, Brad Collett, Nelda Didychuk, John George, Joan James, JoAnn Lombaert, Keith Vinthers and Kevin Alguire by Skype.

Absent with cause: Paul Barnabe.

The President called the meeting to order at 9:35 a.m.

FOLLOW UP FROM PREVIOUS MEETING;
Keith Vinthers reported that he had met with Manitoba Hydro and was told that On Demand Water Heaters would be approved as long as they met up-to-date Canadian electrical codes, however as yet, none had met these codes.
He reported that he was told that as it will need more than one (likely 2) heaters it will become quite expensive. It could also become costly as Manitoba Hydro reported that the present infrastructure would not be sufficient, and we would need more poles on the back lanes. Underground wiring is not possible unless we are willing to pay for this service.
It was suggested that it would be wise to have Manitoba Hydro inspect your site prior to building to avoid issues, for example, lines affecting other cabin owners. The issue of the spider web lines from the poles was discussed.
The question was asked if we would be allowed to add a shed type addition on the back of the cabin to house the hot water tank as some cabins just do not have room for the tank. Keith Vinters will follow this up with Dwight.
NEWSLETTER
The newsletter has been sent to all paid up members who have registered their email addresses with us. Newsletters were mailed to all paid up members without email addresses.

WATER AND SEWER
Brad Colett reported that he had seen the water and sewer infrastructure plans and feels that it is a well done plan. The Board would like information on the life expectancy of the washrooms and the repayment of the sewer and water debt. Tabled to the Park conversation.

PARK REPRESENTATIVES
Brian welcomed Dale Wallis, Dwight McMillan and Michael Roc
Dale introduced Michael as a Sr. Urban Planning student who will be with us for the summer. He will have office hours in the building at the corner of 1st and Centre Street, commonly known as the “Cleaners Cabin”. Michael encourages all cabin owners to talk with him, as he wants as many ideas as he can accumulate to help him compile information for the ”comprehensive review”.
Dale gave us information on the new lots that are being opened, where they are located and concerns re their impacts, etc. He showed board Members a map of the empty lots, and gave each member a small map of the 5 lots up for auction this year. The deadline for bids for the 5 cabin lots this year is May 31st, and the minimum bid is $75,000. Over the next few years the following lots will be released: 15 cottage lots, 9 commercial lots and 30 cabin lots.
There is a new Master Fee Plan. It is now tied to the Consumer Price Index, and is expected to be reviewed every 2 years.
The Jamboree Hall is under renovation, and the park hopes to have it ready for July.
When asked, Dale confirmed that the Shower Building will remain until it literally falls down.
All lots are at least 100 square feet. If you are by a vacant lot, you still have to follow the Building Guidelines.
When asked about the location of the water hookups to cabins, Dale replied that the Site Manager and the Contractor will make that decision on the scene due to local conditions such as poles and trees, etc.
The Park is pushing to get the R. M. of Park hooked up to our sewer and water system as when the R. M. uses more, everyone’s costs will go down.
Garbage costs will be cost recovery by next year. This year will be approximately $290.00, and next year approximately $500.00.
Two commercial Properties, Clear Lake Lodge and Mooswa, are going year round.
The President thanked the Park for their work in having Parks Canada front the sewer and water project. It is planned to have the pay back invoices issued July 1st, 2014. Interest will be added for late payments. There will be no installment plans. The $5000 could cover the cost of repairing the roads (chip seal or asphalt).
Dale reported that they are hoping the Wishing Well Road will be completed this fall.
Keith reported that he had spoken with Manitoba Hydro about On Demand Water Heaters and was told that they would be allowed if they meet the Canadian Electrical Code, however so far none have been found. 100 gallon propane tanks will be allowed, but they must be approved and at the rear of the building and not the side setbacks. Hot water tanks can be in a shed attachment at the back of the cabin, but must meet the electrical code. External wall mounted On Demand Hot Water propane tanks are O.K., but are expensive. Keith will continue to explore these issues
The CLCA budget review indicated that less money was spent on the lake walk, and more on tree removal.
John George recommended a box liner material which could be used on the inside of the garbage containers.
John reported that the lake committee may, down the road, recommend limiting the number of boats allowed on the lake due to overuse, but John does not feel there is a need for limits.
There has been discussion of a crosswalk on the Highway near the entrance to the Elkhorn.
The entrance to the Golf Course is being discussed. The Club House and Restaurant are open.
After discussion regarding the viability of supporting the doctor, Joan James will study this issue and report back to the board.
The Development Review Board has been disbanded.
Dwight reported that there were no issues with the gates remaining open during the winter.
Joyce asked about the recycling program and Dale will be reviewing this.
John George asked that Michael review the location of garbage bins, try to find 2 parking spaces per cabin, and to review the roads.
A motion was made by Trevor Winters and seconded by Keith Vinters that mileage be set at $0.45 cents per km, to be reviewed annually.
Dwight was asked to clarify if an Engineer’s Stamp is appropriate for the cabin drawings.
Joan reported that the cost of the outdoor washroom buildings has gone up.

Clear Lake Cabin Association Treasurer’s Report as of May 1, 2013
Revenue: As of September 21, 2012 $9,326.83
Expenses:
Mileage to Portage Sept.22/12 Board Meeting $ 578.30
Canad Inn, room and lunch, Sept.22/12 344.08
True Draw Drafting – Cabin Plans 1,417.50
WTA fees 1,000.00

Total Expenses to May 1, 2013 $3,339.88
Total Assets to May 1, 2013 $5,986.95
Westona Bank Balance as of March 31, 2013 $5,973.95
Add Westona Share 5.00
Add Westona Equity 8,00
Bank Reconciliation $5,986.95
417 (79%) paid up members to date
Respectfully submitted by Joyce Harland, Treasurer, CLCA
Joyce said that she would like to send a notice to all cabin owners that have not paid their fees, but that due to privacy reasons, the Park can no longer give us this information. Moved by Keith Vinthers and seconded by Trevor Winters that Nelda Didychuk draft a letter to all new cabin owners to be given to all owners by the Park.
Cheque signers will be Vice President Scott Jordan, Treasurer Joyce Harland and Board Member John George.
The unauthorized survey that was placed on our website has been removed.
Trevor volunteered to print voting cards for the General Meeting.
The General Meeting will be held June 30th, 2013.
Next Board Meeting will be at 9:30 a.m. in the Park Board Room on June 29th, 2013.
Meeting adjourned at 3:20 p.m.


Annual General Meeting Minutes, September 2, 2012

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ANNUAL GENERAL MEETING

PARK THEATRE, WASAGAMING

SUNDAY, SEPTEMBER 2nd, 2012

 

President Trevor Winters introduced Roy White as our Parliamentarian and Roy gave a short biography of his qualifications and experiences.

Trevor also asked  Roy to be chairman of the elections as Past President Bruce Hembroff is not available.

Trevor asked any members of the press that were in attendance to come forward at the end of the meeting and he would give them copies of our constitution and handouts,

Trevor explained the new voting cards and procedures – colour coded cards for voting and elections.

Trevor said that Nelda Didychuk and Jo-Ann Lambaert arranged scrutineers.

Trevor reminded members that each cabin has only 1 vote.  At the Spring General Meeting a motion was moved and seconded by 2 people in the same cabin.

The meeting was called to order at 10:13 a.m.

President Trevor introduced the Board Members.

President Trevor asked if there were any additions to the agenda.

Randy Woodman, 23 – 3rd St. S. – suggested the agenda be put on line.

President Trevor said we would try to put it on line about a week before meetings,

Randy Woodman said there is nothing set out in the agenda to deal with major decisions and suggested that an amendment be made to designate who makes major decisions.  He would like a motion be made to lay out that major decisions be made by a vote.

Roy White explained that there is nothing in the constitution and suggested a motion would need to be made.

Randy Woodman, 23 – 3rd St.S. – Could there be a motion  added today.

Roy White – It can be added today.

Randy Woodman, 23 – 3rd St. S. – Would like this added to the agenda

3rd St.N. – Would like a committee to review the constitution.

Roy White – We need a motion to do that.

Randy Woodman, 23 – 3rd St. S. – is disturbed about comments made by Roy White in the Annual Spring Meeting held at the Jamboree Hall on July 2nd, 2012.  Randy asked what the mechanism is if members do not agree with decisions of the Board.  If you provide 30 days notice of a motion, it requires a 2/3 vote.  Randy suggested that there should be some mechanism to address what members can do if they disagree with the Board.

Roy White responded that they can remove elected representatives by voting them out of office,

Randy Woodman, 23 – 3rd St. S. – There is no mechanism to remove Board Members from office.

President Trevor –The process if you disagree with the Board is to give a 30 day Notice of Motion for the following meeting.

Randy Woodman, 23 – 3rd St.S. – suggests a change in the constitution  to allow changes.

President Trevor explained that when something is not clear in the constitution, you go to Bourninot’s Rules.

Greg Fleck, 25 – 3rd St. S. – Randy Woodman is asking for the constitution to be made clearer.  They want a review of the constitution to specify when the Board can make a decision.

President Trevor asked that this discussion be left for Item 10 on the agenda.

MOTION:  That we accept the agenda as amended.  Moved by Sandra Kluka, 75 – 3rd St. S., seconded by John George, 4 – 4th St. S., Carried.

MOTION:  That we accept the Minutes of the Annual General Meeting of September 4th, 2011 as distributed.  Moved by Esther Mark, 30 – 1st St. N., seconded by Bob Parnell, 6 – 4th St.S., Carried.

MATTERS ARISING FROM MINUTES:

The Community Plan remains unsigned.

Speed Limit Signs have not been placed on the wood sheds due to the costs.

The web site issues seem to be resolved as we have moved to a new server.  There has not been any more spam.

The survey has been completed and reported on.

PRESIDENT’S REPORT:

Trevor Winters explained that the Board is a volunteer Board and are only an advisory Board to Parks Canada.  According to parliamentary procedure, we refer to Bourinot’s Rules for clarification.

INTRODUCTION:

As of this annual meeting, I have completed 4 years as President and Chairman of the CLCA so this, my final report to you, will be slightly different than previous reports.  Before I enter into a report on Board activities I want to offer a few comments for your consideration.

  1. The CLCA is a volunteer board with advisory authority only.  We operate under a Constitution and By-laws which are established and approved by you, the cabin owner members of the CLCA.  These are on our web site for everyone to see and review
  2. The position of President and Chairman is unique.  A Chairman runs meetings in a timely appropriate fashion and a President answers members’ questions on behalf of the Board.  Board members are always welcome to make comments, but the President will be the designated spokesman.  During the course of our meetings, it will be necessary to switch roles between Chairman and President, depending on questions or comments from members.  In the past, this change of roles has been understood and tolerated by members, but I have found that this switching of responsibilities is disconcerting and confusing especially for graduates or participants of Toastmasters.  They are correct that the 2 positions as defined by parliamentary process are separate and will often raise Points of Order to the effect that when the Chair is responding as President, the Chair should be turned over to another individual in order to maintain impartiality.  This can be accomplished by turning the chair over to the Vice-President during these periods, BUT that starts dragging our meeting through time consuming “process and procedure” which serves to eat up time.  This is an issue that the CLCA Board and membership may need to address, – we can proceed as we do now on the understanding that one individual holds two separate positions, or we can change it.  For meetings to run smoothly there needs to be recognition of the two roles, or we need to separate the functions.
  3. I want to stress is that serving on the Board is voluntary, and those of us on the Board do it because someone needs to be sure the voice of cabin owners is heard at the Parks Canada level and in the various committees and sub-committees of Park users.
  4. I would encourage everyone to read and understand our Constitution and By-laws and even Bourinot’s Rules of Parliamentary Procedure Fourth Edition in order to help meetings run smoothly and efficiently.  Neither are fun reading but for the past few years we have experienced a mis-interpretation of procedural rules to attempt to sway opinions  There are correct rules of procedure and as an Association, we have been fortunate to have one of the pre-eminent authorities on procedure to assist with correct rulings.

This past year has been an extremely busy year and obviously controversial.  The decision in January of 2012 to accept Parks Canada’s offer for a dual system for provision of water and sewer services in the cabin area, and our recommendation to proceed, is not a decision that will ever be accepted by every single cabin owner.  The Board knew that then, and we know it now.  Since that decision we have heard stories and allegations that some cabin owners will be forced to sell because of the $5000 infrastructure charge (which can be amortized for as long as 20 years if that is your wish).  On the other hand, as President I hear from cabin owners, who due to health issues, will be selling their cabins if they do not get a washroom and water into their cabins.  Is the dual system perfect?  In my opinion as President and Chairman it is as close to perfect as we can achieve.  No cabin owner is forced to sell for either financial or health reasons.  People may opt to sell because of increases caused by the rent review, but they are not forced to sell over water and sewer.  No one has to plumb in their cabin, but we will all now support and be in compliance, with the national regulation on water and sewer as is stated in our Constitution.

I speak for the Board when I say that given the clearly stated Park Regulations regarding water and sewer, that we see that Parks Canada has, by all accounts, done us a favour be providing a dual system.  I recognize that not all cabin owners will agree with this, and as a board we have provided all information that we possibly could.  Clearly as a cabin area we had reached a point where either we moved forward, or that recommendation was in all likelihood, going to be taken out of our hands.   We will come into compliance with National Regulations, we will not be forced into installing plumbing in our cabins.  This is a fair and reasonable solution, at a fair and reasonable cost.

FUTURE YEARS:

Future Boards will continue to have challenges to deal with and as cabin owners we will have decisions to make.  One of the primary responsibilities of a Board is to look into the future and bring issues (as they are identified), forward to membership for their review, understanding and recommendation.  There will be issues beyond the dual system which future boards will have to deal with and I would like to lay a few of these out for your consideration.

  1. Back lanes – we are having a few issues with back lanes that are causing significant operational problems for the Park.  Back lanes are getting overgrown with trees and we are encroaching on the back lanes as well.  If we are to continue running blading equipment, garbage and wood trucks down the back lanes, there has to be adequate room.
  2. Trees – we need to be thinking about a structured plan to cull out the older trees and start a re-planting effort.   Thinking that our current trees are all saveable is not realistic, they are not salvageable and we need to look at how we are going to deal with them.
  3. Future of the town site and Park fees.  We are a short season Park and always will be.  That presents issues for our restaurants and businesses that are unique from Banff or Jasper.  This will be discussed at length at the WTA and reported to you, but there are lots of ideas in the cabin area which we can bring forward to the WTA
  4. Cost of Park services and what we as property owners are expected to contribute as compared to the citizens of Canada.  Environmental programs are conducted for the benefit of all Canadians so how much do we as park tenents pay, and how much should we pay beyond the average Canadian.
  5. Cook Shacks – I am a very strong supporter of the cook shacks, but not everyone is, and as President I do hear about this.  In the future this will likely be a discussion topic.
  6. Rentals, as an association we likely need to think about rentals because as our site costs have increased, people may want to rent their cabin for a month or a few weeks every summer to help off-set their costs.  Do we need a set of guidelines on rentals.
  7. Lease options – as there are 3 options available to us for leases, we need to understand the implications of each option before we commit to it.
  8. Boat storage and car parking, depending on whether you own a boat or not there will be differing opinions, but our area is tight, so parking is an issue.
  9. Building guidelines and the building of ready to move cabins (RTM’s).  RTM’s are a great solution to less construction in our area, but what about our roads and trees, hydro lines are a separate independent issue
  10. Telephone and hydro lines, do we bury them.

In the past 4 years the Board has worked very hard.  We have established a functional web site, developed Board policy on important issues to our area, provided accurate and timely newsletters, actively researched and reported to cabin owners on issues in the park and our area, had a health inspector come in to inspect our facilities, started the process of tree renewal through a very proactive approach, written a set of operational by-laws, conducted a review of building guidelines, pro-actively took on a forward look at our issues by co-operating with the Park on a comprehensive survey and offered special cook shack meetings to bring discussions to smaller more comfortable groups.  I thank the board for all their work, because it has been considerable.

I want to stop at this, but before I sit down I want acknowledge and thank everyone I have worked with over the past 4 years.  In particular, I want to acknowledge the current board, for having the foresight to understand an offer from Parks Canada that everyone knew would be contentious, for having the wisdom to discuss and analyze that offer in a rational and reasonable way, for having the courage to act on the offer and the discussion we had,  and finally to have the strength of character to remain firm to the solid, sensible decision that was made and to continue to patiently explain the decision to those who are concerned.  I thank you and acknowledge you as going way beyond any expectation for a volunteer Board.  Thank You

As we have an extremely full agenda and I expect that several items will take some time as we work through them, so lets get started, especially as we want to be out of here by noon.

Trevor Winters

President, Clear Lake Cabin Association

UPDATE FROM PARKS CANADA:

Dale Wallis reported that they are going to  forge ahead whether the community plan is signed or not.

Dale reported that the response to the medial emergency at the Spring Members Meeting (a person had collapsed due to the heat) was slow due to the congestion in the area of the Jamboree Hall.  The Park is considering the purchase of a manual pump system which would be transportable.

The Park has been considering emergency evacuation plans for the cabin area.  Collapsible poles will be placed in the old road exits to allow quick exits in emergencies.

The Jamboree Hall is in need of repairs to the facia and shingles and they are hoping for some funding for these repairs.

Marilyn Mutter, 107 – 3rd St. S. – raised an issue re the conditions for connection to sewer and water.  Once the lease is signed,  If a cabin is sold, do the owners first have to connect to sewer and water.

Dale Wallis –   That is not the intention.  After the sale, the new owner should connect.

Marilyn Mutter, 107 – 3rd St. S. – Would like to have this clarification made.

Dale Wallis – Will make this clarification.

Randy Woodman, 23 – 3rd St. S. – Regarding the dual system, it is a fair assumption that at some point a decision will be made re the usage of washrooms.  Will it be Parks Canada that makes that decision

Dale Wallis – According to the agreement, nothing will be done for 5 years, and then the future of each building will be decided only through discussion with the Board.

Trevor Winters, 23 – 2nd St. N. – What about the shower building.

Dale Wallis – The shower building is a separate issue.  It will remain until it is no longer required.  The Board in discussion with the Park will make those decisions.

Greg Fleck, 25 – 3rd St. S. – would like to encourage the Board to provide members with detailed  information  on the impact of issues.  For example, if there is an expansion of lot sizes adding trees to a lot, there could be additional cost to members when those trees needed to be removed.  The Board should try to keep members informed

Dale Wallis – There may be some expansion of lots as the surveyors are unable to put the pegs in the ground due to the trees.  The cost of removal or care of the trees falls to the owners.  Removal of trees for development purposes is the responsibility of the cabin owners.

Pam Lucenkiw, 30 – 3rd St.N. – Asked about the status of sheds in the development of the guidelines.

Dwight McMillan – A cabin measuring 16 x 24 can have a shed, but a cabin of 16 x 32 cannot have a shed.  A shed must fall within the total square footage

Pam Lucenkiw, 30 – 3rd St.N. – Has a concern about the trees as more and more are coming down.

Dwight McMillan –This will be discussed with the new board.

Pam Lucenkiw, 30 – 3rd St. N. – Is there a plan re reforestation

Dwight McMillan –This is one of the plans that will go forward with the new board.

Dale Wallis – Explained that this had been a challenging year and expressed his thanks to all owners who talked to them about issues of concern to them.  Dale asked members to continue to phone, email or visit over the winter.

Dwight McMillan – He will send out  information on leases and sewer and water as it comes available. He also extended an invitation to members to contact him.

Barry Randell, 74 – 1st St. S. – Will the park gates be open all winter?  Will this create issues re fire insurance, etc.?  What about snow removal?  This winter will be busy.

Dwight McMillan – There are thoughts about closing construction in July and August.  The leases will allow members to occupy cabins from April 1st to October 31st and the Park will try to have the water on longer, depending on weather.  Yes, the gates will be open this winter.

Barry Randell, 74 – 1st St. S. – Will the fire hydrants be operational in the winter.

Dwight McMillan – No.

Todd Gutz, 53 – 2nd St.S.  – Asked for explanations about the 20’ height and the flow of water.

Dwight McMillan – Explained that in 2005 phase 1 of sewer and water, deep water was put in – designed for phase 2 – all information is now in place.  The height of the cabin from the ground up to the floor is up to the plumber as he needs to have access under the cabin.   The maximum cabin height from the finished floor to the peak is 20 feet.

Lisa Ross, 14 – 1st St. S. – Would like information from the Park re elevations, etc.  Will the Park provide drawings, etc. so the plumbers know what to do.

Dwight McMillan – Yes, there will be drawings the plumbers can access.  The Park hopes to start work in the fall of 2013.  The Board will be updated, and information will be put on the website.

Lisa Ross, 14 –  1st St. S. – Will the plans be ready by next spring.  Would like the information on the website as soon as possible.

Dwight McMillan – The office will try to get the information to the Board quickly.

Lisa Ross, 14 – 1st St. S. – The Board should post information on the website and hopefully have a newsletter.

Lynn Smith, 49 – 4th St. S. – Questioned that each lot is valued at $75,000.00.  She feels that lots backing on the lane are less valuable.   What is the process of deciding the value of the lot is $75,000.00.

Dale Wallis – The process for appraisals is managed through Parks Canada public works.  They hire a company to do the assessment.  The assessors said all lots are equal. The assessment can be arbitrated once your lease is signed.  The assessment to date is tentative as the final assessment will be done by the end of October.  Once this information is available, the documentation  will be sent out.

Lynn Smith, 49- 4th St. S. – What is the process to look at the big picture, the whole area re back lanes, garbage, etc.  How can members have input?

Dale Wallis – The Board determines member meetings, cookshack meetings, etc.  Members can speak to the Park personally.  The Park has data from surveys, individual members visits to the office, etc.  We need to talk about what works for members.  We want to see community continue to develop. (example – take a tree, plant a tree)

Trevor Winters – The Board tried cookshack meetings two years ago, but really had only 2 or 3 small ones.  We all need to talk about issues.

Gord Mutter, 107 – 3rd St. S. – Feels that the $75,000.00 lease value cannot be substantiated.  The Board should negotiate with Parks Canada to bring the amount down.  Parks Canada needs to negotiate with the Board.

Dale Wallis – The assessment was done without consideration with sewer and water.   No one has a leasehold there, so the evaluation was done on what the land is worth.   Parks Canada or the Board cannot argue the evaluation.  The evaluations are provided by Public Works.

Tim Basaraba, 5 – 2nd St. N. – The value of $75,000.00 is too high.  There is infrastructure there, how much still to be done. He suggests that the lines not run to the cabin fronts, but members run lines themselves in the spring of any year.

Dwight McMillan – The assessed value of all lots is $75,000.00 no matter what the value of the cabin.  Parks Canada decided to go to the property line.  50% of the infrastructure is now done, the other 50% remains to be done.  Parks Canada decided to go to the front of the cabin to avoid further disruption to the streets.

Dale Wallis – Just received an emergency message that Washroom 9 would be closed for the rest of the weekend.

Trevor Winters – Joan James has developed a single sheet describing the leases and sewer and water giving comparisons.   Staying on one year camping permits will cost $2,300 per year.   Leases and sewer and water approximately $1,525.00 to $1,550.00 per year.  There will be a one time infrastructure charge of $5,000.00.  If any member wishes, the Erickson Credit Union will loan the $5,000.00 and amortize it over 20 years with an average yearly payment of $368.00.  If you choose the lease option tied to the Consumer Price Index, the lease rate will only increase by approximately $15.00 per year.  As the Municipality of Park expand the use of the water treatment plant, our fees will go down.  The release fee will be waived.

TREASURER’S REPORT:

Clear Lake Cabin Association Treasurer’s Report as of August 31, 2012

Revenue:  As of June 29, 2012                                                                            $3,994.06

                   Income from Memberships                                                                 5,880.00

Total Revenue to August 31, 2012                                                                     $9.874.06

Expenses:  Bank Cheques                                                            $  31.50

         Printing                                                                96.79

Eyepatch Sweatshirts                                   228.10

Board meeting hall rental – June 30/12                          40.00

Board meeting hall rental – August 26/12                   100.00

Coffee and Buns for meeting – August 26/12     20.79

Receipt books and voting cards                                         14.61

Total Expenses to August 31, 2012                                                                 $  531.79

Total Assets to August 31, 2012                                                                       $9,342.27

Westoba Bank Balance as of July 31, 2012                  $8,404.67

Add outstanding membership deposits               1,060.00

Subtract outstanding cheques                                              135.40

Add Westoba Equity                                                                    8.00

Add Westoba Share                                                                     5.00

Bank Reconciliation                                                                                             $9,342.27

Respectfully submitted by Joyce Harland, Treasurer of CLCA.

Members in attendance  –  173

Proxies                                    –   84

Total Cabins Represented –257

Motion to accept the Treasurer’s Report as presented by John George, seconded by Roy White. Carried.

ELECTIONS:

President Trevor called on Roy White to preside over the elections.

As Roy White is not running for re-election,  he will be running the election.

Nominated for the president of the Board –Gary Cavanagh

Roy called for further nominations.  Bernie Williams, 12 – 4th St. S. – nominated Brian McVicar.  Brian accepted.  John George moved nominations close, seconded by Mary Kreutzer, 72 – 3rd St. S., carried.

Scrutineers announced 95 votes for Gary and 146 votes for Brian. Brian McVicar is the new president

Nominated for Vice President –  Scott Jordan, no further nominations, Scott declared elected.

Nominated for Secretary – Gloria Belliveau , no further nominations, Gloria declared elected.

Nominated for Treasurer – Joyce Harland, no further nominations, Joyce declared elected.

Nominated for Board –  John George, Joan James, Keith Vinters and Brad Collett.

Call for nominations from the floor. Gary Toews, 36 – 1st St. S. – nominated Nathan Fleck.  Jody LaFleche nominated Paul Barnabe.  Lisa Ross nominated Larry Janzen. Nominations declared closed.  Elected to the Board for a two year term are John George, Joan James, Keith Vinters, Brad Collett and Paul Barnabe.

GENERAL BUSINESS:

SPEED BUMPS have been requested on the South Road.

Dale Wallis said they have put movable speed bumps on Tawapit and found that they had to move them many times due to complaints about noise.  Speed bumps really have not been very effective.  Dale also has a concern as bikers have been injured.  Perhaps need to try stop signs, etc.

Trevor Winters – Discussion is required on this issue.

Brian McVicar – Please take down license numbers, make of cars, etc., and bring it to the attention of the Board and/or the Park.

Randy Woodman, 23 – 3rd  St. N. – Near a school in Winnipeg, they have four speed bumps in a row.

Trevor Winters – Take down the information.  No further action needed.

BUILDING GUIDELINES REVIEW – The Board will meet with Dwight McMillan respecting the height of cabins.

CONSTITUTION – Trevor Winters asked Brian McVicar to take over the chair.

Wayne Clayton, 109 – 3rd St. S. – We need to look at the constitution and tighten things up to make it clearer.  Motion that a special committee be struck on the constitution to report back to the Spring Members Meeting in July, 2013.

Gary Toews, 36 – 1st St. S. – Would be reported back with recommendations.

Wayne Clayton, 109 – 3rd St. S. – Bring back recommendations on the constitution.  It is time for a review.

Trevor Winters, 23 – 2nd St. N. – It is stated very clearly in our constitution.  Rules of Procedure in Bourinot if not covered in our constitution.  A motion requires 30 days motion with a 2/3 majority.

Wayne Clayton, 109 – 3rd St. S. – We just need clarification

Unknown,     – 4th St. N. – A review is good, Major issues need a mail in vote.

Brad Collette, 70 – 4th St. S. – Would like Joelle Robinson’s name put forward for the committee.

Greg Fleck, 25 – 3rd St. S. – Members should have the constitution they want.

Brian McVicar – There is interest in reviewing the constitution.  Will call for vote

Gerald Young, 13 – 4th St. N. – The motion did not say form a committee.

Randy Woodman, 23 -3rd St. S. – The Board is an advisory board only, however, the Board is recognized as authority by the Park.  Should there be a mechanism how these decisions are made.

Greg Fleck, 25 – 3rd St. S. – Looking for way members can help the Board make the decisions and give some direction to the Board.

Wayne Clayton,  109 – 3rd St. S. – Did not take exception to Board’s action, supports Trevor’s information to members, but just wants to clarify his position.

Brent Munroe, 75 – 2nd St. S. – Make a motion with regarding major decisions, things which cause members thousands of dollars.

Brian McVicar – This is inappropriate.  Many people have left and a new Board has been elected.  Similar tactics as used in the July meeting.

Brent Munroe, 75 – 2nd St. S. – Want to prevent issues be including review.

Trevor Winters, 23 – 2nd St. N. – The Board will strike a committee to deal with major decisions.

Wayne Clayton,  109 – 3rd St. S. – Will withdraw Motion.

Brent Munroe, 75 – 2nd St.S. – Will withdraw motion.

Trevor Winters returned to chair the meeting.

CONSTITUTION AMENDMENT

MOTION:   That the CLCA Constitution be amended in Article III, entitled “Fees”, to add subsection 3, to state:  “The membership period shall be for two years commencing April 1, of every even year, and terminating March 31, of the subsequent even year,”  Moved by Gary Cavanagh, seconded by John George. Carried.

Trevor Winters thanked Gary Cavanagh for his many years of service to the Board.  He also thanked everyone in attendance.

Motion by Gary Toews that the ballots be destroyed. Seconded by Brent Munroe. Carried.

Next Meeting will be held at the Jamboree Hall on June 30th, 2013.

Meeting adjourned at 11:18 a.m.

The above minutes have been posted for information purposes only and still need to be  accepted by the membership at the AGM in September, 2013.

 


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