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
