CLCA Board of Directors Meeting Minutes
Saturday, October 31, 2009
Canad Inn, Portage la Prairie
Present: Trevor Winters, Gary Cavanagh, Teddi Brown, Gloria Belliveau, John George, Joan James, Brian McVicar, Scott Jordan, Bruce Hembroff, Roy White
Skype Attendees: Joyce Harland, Kevin Alquire
Regrets: Ryan Givioli
Guest: Don Huisman
Call to order: 10:05 a.m.
Minutes of September 5, 2009: Motion: To accept the minutes as circulated. Moved by Gloria Belliveau, seconded by John George.
Carried.
Business arising from the minutes:
Trevor will show Don the picture of the bench along with its specs for the Park to approve. They must approve the design due to liability. We are responsible for the upkeep of the bench once it is installed.
Gary asked Don about three areas of concern in regards to the construction hours, liability, security and roads.
Don’s response was the road is chip sealed. It breaks if too heavy a truck drives on it once the frost comes. Contractors are encouraged to get their materials in prior to the gate closure. They can call and the Park will allow them access depending on the weather.
Gary then asked about the July and August work hours.
Don replied that the Park has no issue with the CLCA changing the hours to 10:00 to 5:00 but would suggest that we have those hours in effect until after the September long weekend.
We have had mixed feedback from the members. Any change can be put on the website, into the Spring newsletter and discussed at the July General Meeting of 2010.
Motion: To extend construction hours to 6:00 p.m. from July 1 to the end of the September long weekend.
Moved by Roy White, seconded by Brian McVicar.
Carried.
Trevor will follow up on signage for the access roads. Don indicated that it would probably be at our cost. North Entrance and South Entrance are the suggested names. The cost of purchasing No Exit signs for the North end will also be investigated.
Cook shack Etiquette: Trevor has had two complaints about behaviour in the cook shacks.
September 6, 2009 AGM minutes will be posted on the website with the disclaimer that they are a draft to be discussed and approved at the next GM.
Treasurer’s Report:
As of October 20, 2009 we have 404 members paid or 77% of our membership. The balance in our account is $7324.88.
Motion: That the Treasurer’s report be accepted as read. Moved by Joyce Harland, seconded by Gary Cavanagh. Carried.
Standing Committee Reports:
Vegetation:
The vegetation committee has stalled. Don indicated that once the committee completed the Fire Smart Plan, they stopped working. Meetings were cancelled. Parks Canada is committed to reforestation and wants the committee to endorse it.
Roy suggested that we revamp the vegetation committee.
Bruce questioned as to what the structure of the committee was.
Don replied that it is a subcommittee of the WTA and is comprised of 1 cabin, 1 cottage and 1 commercial. We could subdivide out as cabin owners but if we wanted to aceess the available funds we would have to stay as part of the community.
Gary suggested that Pam Lucenkiw stay on the committee as an alternate due to her good work on it.
Kevin proposed setting up a cabin area subcommittee as to what we want to see for reforestation in 15 to 20 years and present it to the WTA.
Motion: To strike a three-member subcommittee with two members needing to be in attendance with Webo. The mandate for this subcommittee is to recommend a vegetation plan to the Board by March 15, 2010.
Moved by Gary Cavanagh, seconded by Kevin Alguire. Carried.
Discussion: Trevor asked for volunteers with the following result.
Motion: That the vegetation subcommittee consist of Gary Cavanagh, Kevin Alguire and Joan James. Moved by Trevor Winters, seconded by John George. Carried.
Motion: That Gary Cavanagh stand as chair of the vegetation subcommittee. Moved by Roy White, seconded by Bruce Hembroff. Carried.
Security:
Gloria spoke to Dave Tovell who is responsible for the OBO. He indicated that he would try to rectify the situation next year in regards to having someone do a walk through the cabin area. There were 11 calls to the OBO this year, 10 for fireworks, 1 for a cook shack party. Gloria related a story of a woman who called Jasper and got the response that there was no one available in Riding Mountain.
Don indicated that keeping the peace is the responsibility of the RCMP. The OBO is a deterrent. They observe and report. Call 911 for emergencies. Next year we will have 4 wardens.
Trevor: Do we need a greater presence of OBO?
Don: Right now our contract is about $92 000.00 of which we pay 30%. One person added to the contract would be $10 000.00 plus possibly a car and housing. OBO ceases to be visible after the September long weekend.
As of this past week, there have been 14 break-ins within the Park and 27 outside the Park. A contractor who offers winter security was broken into. Keys and security pad numbers were taken and used to gain access. The RCMP has two local suspects with arrests being imminent.
Brian: Would closed circuit TVs rather than adding one more person to OBO be a better use of our money?
Don: The Park is experimenting with that. A camera has been installed on the Administration Building (cost $2200.00). They have worked to see what can be clearly identified in photos. The cable cost to hardwire a camera for the cabin area could be very expensive. The RCMP intends to put together a pamphlet on how to secure your cottage. The RCMP has narrowed it down to two people in the murder case. In 76 years there have been four murders, all unsolved.
Gary suggested perhaps we form informal neighbourhood watches.
John said no one seems to want to get involved.
Don replied that the WTA would also be addressing security.
Development Review Board:
The next DRB meeting will be held December 5. It will look at two variances on the North Shore, a review on cottage issues and a review on the cabin comprehensive review.
Grounds:
Gary reported that he had completed his Fall survey to see what needs to be repaired in the cabin area. Spark arrestors and rain caps on the chimneys seem to be a common concern. Most things on our capitol priority list were completed. There appears to be 8 or 9 dampers on stoves that are inoperable.
Don indicated that there is some regulation as to where a damper can be placed but he is not sure what it is.
Marine:
John reported that at the summer meeting he indicated that we need to build a proper Marina that has one access to the lake and facilities that could monitor and control what goes into the lake.
Don said to keep it an issue at the community discussions then the Park will look at it.
John questioned why the parking lot had not yet been cleaned. Don was unaware that it was on the slate to be done.
John said a sign was put up but not until the September long weekend.
Don said that he would follow up.
Motion: That the standing committee reports be accepted as presented. Moved by Bruce Hembroff, seconded by Gloria Belliveau. Carried.
Standing Committee Appointments:
Trevor stated his preference that appointments to the standing committees be board members who are then able to report directly back to the executive the results of their meetings
Motion: That Scott Jordan be appointed to the vegetation committee with Kevin Alguire as an alternate. Moved by Roy White, seconded by Bruce McVicar. Carried.
Motion: That Gloria Belliveau and Joyce Harland be appointed to the security committee. Moved by Gary Cavanagh, seconded by John George. Carried.
Motion: That Gary Cavanagh be appointed to the grounds committee. Moved by Roy White, seconded by Bruce Hembroff. Carried.
Motion: That John George be appointed to the marine committee. Moved by Roy White, seconded by Bruce Hembroff. Carried.
Motion; That Roy White and Gloria Belliveau be appointed to the Development Review Board committee. Moved by Gary Cavanagh, seconded by Joan James. Carried.
Web Site Review:
Bruce has done some work at linking .com to .org. Scott indicted that as of right now it links to upcoming meetings. It should probably link to the home page. He and Bruce will fix this problem.
Don will put open job competitions at the Park on our web site. He will do this in a similar manner to the cottage owners association. He will also link the camera to our web site so we can access it.
Cook Shack Etiquette:
Some general rules need to be put in place. One complaint has been registered with the Park. The cook shacks are public space according to the Park and need to be quiet as of 11:00 p.m.
Joan: Can a letter be sent to the cabin owner in question?
Bruce: I don’t think you can go there.
Brian: I think that a letter from our Board is needed that you are on notice.
Don: The Park operates on inform, warn and charge. If you make the rules of etiquette you are informing the cabin owners. He will send the letter for us.
We will put the rules of etiquette onto the web site, put them in the Spring newsletter and inform members at the GM. What the next level will be is undecided at this time.
Gary will draft the rules of etiquette including those for the bathrooms and showers over the winter and will email them to the Board members.
Adjournment for lunch: 12:20 p.m.
Respectfully submitted,
Teddi Brown
Teddi Brown had to leave following lunch. Balance of minutes taken by Brian McVicar
Return from Lunch 13:40 hrs.
Committee Reports
– WTA .
It was agreed that due to time constraints that WTC minutes would be attached to these minutes. Most if not all of items have already been mentioned already.
-The Lake Group
John George. It appears that that there is an increased awareness and understanding of continuing need for all areas surrounding the Park to improve water stewardship especially areas near Elkhorn Resort, Onanole and those adjacent to Octopus Creek (high density area). As well it was noted that there is a need to be aware that there is a high risk of introducing foreign organisms to Clear Lake from other geographic areas from boats thus disturbing the ecological balance and turbidity (clearness) of Clear Lake. There was discussion about the need for a boat wash station so that boats/trailers that were used on other lakes/areas can be cleaned/ bladders flushed out before entering Clear Lake. Until such time that such a station is built, it was suggested that signage be put up to advise such boaters to use the dumping station in big parking lot for this purpose.
– There were two separate accidents involving motorboats and non-powered crafts. Reminder that people in small crafts who do not wear bright gear are not easily seen in the waves and as such are at a higher risk of accidental encounters. One case is still under investigation with possible charges pending.
Grounds Report-
Back Lane Safety Concern.
Scott Jordan proposed need for slight change in back lane driveway which may require removal of a couple of trees. It was agreed that the matter be deferred to the Park for review and support to proceed as needed if deemed necessary.
Comprehensive Committee Review.
As per Don Huisman, it is possible that the Federal Minister may sign off the Plan by mid January 2010. The Park has received 117 applications from the Public at Large interested in sitting on the Review Committee of which 40 are considered not eligible since they are already in areas that will have representation through WTA or others. It was suggested that our Association would need to decide on who will represent the CLCA. He noted that the Review process could be 2 years or more. The suggested composition of the Review Committee would be:
1 Park
3 Members at Large (General Public)
6 CLCA
Motion by Roy White and seconded by Gary Cavanaugh that the Comprehensive Review Committee be comprised of 1 from Park, 3 from At Large and 6 from CLCA.
Trevor asked that members interested in sitting on this committee submit their names to him via e-mail within the next week. Selection to be done in the next couple of months or so.
Information on Waskesiu Water and Sewer installed 10 years ago.
Trevor provided historical information on the matter of introducing water and sewer at Waskesiu. He will provide written reports to attach to minutes for inclusion to our Web site for information to membership.
Summary of information;
– The Board not by way of plebiscite vote made the W & S decision.
-Cost of installation was amortized over 10 years at about $130.00 per site.
-Separate 8 x10 outhouse cost about $1,600
– Annual fees went to $1,400 / year about 2 years ago
– Average value of cabins following W & S is now over $200,000.00 They recommend that Lease Release Fee for Park be agreed upon prior to W&S since it is based on assessed value of property. The Release fee for Waskesiu (10 years ago) was about $3,200.00 per unit.
– The cost from the “Y” hook up on the personal property (w & s service ) was $1,500. per site
– They phased out the washrooms over 10 years and the last washroom was closed last year.
– There are two different size lots at Waskesiu- 30 x 50 and 40 x 50. Don H noted that other than geographic (lot size etc.) differences they are administering the same way as here at RMNP.
Trevor to provide electronic site map as well for minutes and Web site.
– Current cost estimates for Outhouse Shed (8 x 6) provided by Joan and Trevor
Don H noted that it was on record years ago that Park was not opposed to an Outhouse shed option for CLCA area and reminded the Board that its support was for a toilet and sink only and not a shower and hot water tank etc.
The quote for 8 x 6 shed with siding, insulation, basic inside finish, metal roof, basic locking door, stack, no windows. Estimates based on minimum order of 20.
Home Depot $1474.00 (w/taxes) Delivery likely extra
Rona $1407.00 (w/taxes) Delivery likely extra
Colony $1316.00 (w/ taxes) Delivery can be likely arranged
Other costs: electric hot water tank, toilette, shower would be extra and as noted Park support did not include provision of shower in such a shed.
Park Canada- Don Huisman- updates
– Current camping fee was frozen for 2 years and will be increasing by Spring 2011.
– Cabin Sales past 5 years- 2005 -2009 with still some activity to date.
2005 23
2006 16
2007 18
2008 20
2009 30
Total 107 cabins changed hands.
There is one vacant lot coming up for sale at this time by permit holder.
– Operation budget update:
As of Sept 30 /09 about 68% or $140,800 was spent in the CLCA area with about $61,000 balance for such items as tree cutting, firewood, and outstanding basic washroom repairs, cook shack stoves, etc.
– Don answered questions about query received about why 2 trees were allowed to be removed for what appeared to be to make room for a patio. Don indicated there are only two reasons for removal of trees notwithstanding a Mb. Hydro issue.
-1. Part of approved Cabin development plan.
-2 Request for Hazard test and upon confirmation of a Hazard Inspection, the authorized removal of tree(s).
Member mileage rate set at 30 cents per km for meeting.
Meeting adjourned 15:45 hrs.
B.McVicar
