Clear Lake Cabin Association

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.

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 .