Clear Lake Cabin Association

CLCA Board of Director’s Meeting Minutes
September 5, 2009

Present: Trevor Winters, Gary Cavanaugh, Bob Fraser, Teddi Brown, Gloria Belliveau, Roy White, Joan James, John George, Bruce Hembroff, Brian McVicar, Joyce Harland

Regrets: Pam Lucenkiw

Call to order: 10:05 a.m.

Approval of Agenda: Add grounds to committee reports.

Motion: To approve the agenda as amended. Moved by Brian McVicar, seconded by Gary Cavanagh.
Carried.

Minutes of July 4, 2009: Motion: To accept the minutes as printed. Moved by Roy White, seconded by Brian McVicar.
Carried.

Business arising from the minutes: In regards to our decision to purchase a bench, Gary questioned whether the Park had to approve the purchase. The answer is yea. Trevor will talk to Don and proceed with the purchase.

In regards to construction hours, Brian indicated that some construction companies have asked if the cabin association would support a longer building season or extended access. This includes the July and August hours of 11:00 to 5:00. Bruce requested that Gary talk to Don about this. The contractors understand about the chip seal and will not go in with a plow. Bob expressed a concern about propane heaters at night and the possibility of fires.

The following motion will be brought forth at the AGM on Sept.6, 2009.
Motion: That the building hours remain 11:00 to 5:00 for July and August and that the construction season be extended by what Parks Canada considers feasible.
Moved by Roy White, seconded by Bruce Hembroff.
Carried.

Trevor will continue to raise the issue to put two signs up for the access roads. Gloria expressed a concern that there are no “no exit” signs posted for First to Fifth Streets North.

Joyce indicated that the address for out website was .org and not .com. The website is a place where Board members can be contacted. Joyce is the designated person on the Board who can make changes to the website.

Treasurer’s Report: Bob presented his financial statement as of September 2, 2009.

Committee Reports: 

Townsite Security: The wardens were aware of the fireworks that were set off in early August and have dealt with the situation.

Development Review Board: Gloria received a letter from the Superintendent and will read it at the AGM on Sept.6, 2009.

Marine: The parking lot has to be cleared at the end of the season (a date will be given) for the Parks to do maintenance.

Website: Billing will be done on a 6-month period. Joyce will pay with her credit card and the Treasurer will reimburse her.
Motion: That the Treasurer pay out $100.00 to Cam Hemming for his final work on the website.
Moved by Gary Cavanagh, seconded by John George.
Carried.

Building and Grounds: New cabin owners are unaware of the etiquette around the cook shacks, bathrooms and showers. Gary will compile a list for the Board to review. This list will then be posted on the website as well as sent out in a newsletter.

Nominations:
Past president Bruce Hembroff
President – Trevor Winters
Vice President – Gary Cavanagh
Secretary – Teddi Brown
Treasurer – Pam Lucenkiw

Gloria Belliveau, Roy White, Brian McVicar, John George, Joyce Harland, Joan James � entering year two

The following person is interested in one of the two positions that need to be filled on the Board. Scott Jordan.

For voting, the membership will use the yellow card they are given at the registration desk.
Scrutinizers for the count from the Board will be Gary Cavanagh, Joan James and Joyce Harland. One volunteer will be asked for from the membership.
For any other issues that need to have a vote, Gloria Belliveau, Bruce Hembroff, Roy White and Brian McVicar will count.

New Business: Roy indicated that since the Superintendent had paid attention to our concerns about the quality of the roads and started repairs we should thank the Park at the AGM.
Motion: That the Board commend the Superintendent on the beginnings of road improvement as suggested at the community meeting.
Moved by Roy White, seconded by Bob Fraser.
Carried.

Bob indicated that he had met with a few people at a cook shack. They were concerned about security issues and wondered about starting a neighbourhood watch.

Bruce asked if the nominees should speak prior to the voting for the directors. The consensus was yes.

Brian McVicar brought forth a 2005 report compiled by the Park in regards to water/wastewater completion for the cabin area. He indicated that he had been unaware of this report and felt that information was being withheld from the general membership. On his own initiative he compiled a summary and 2011 cost estimate.
Motion: That the Board provide the 2005 report re cost estimate for water and wastewater completion to the cabin membership at the AGM and post it on the website along with the summary of a 2011 update provided by Board member, Brian McVicar.
Moved by Brian McVicar, seconded by John George.
Some discussion ensued where Board members indicated a desire to peruse the report. The following motion was made.
Motion: That the Board postpone acting upon Brian’s motion until the next executive meeting.
Moved by Bruce Hembroff, seconded by Gloria Belliveau.
Defeated.
Brian’s motion was then voted upon. Seven were in favour and the motion was carried.

Motion: That the Treasurer pay the Gowlers a $100.00 honorarium for the use of the Theatre for the Sept. 6 meeting.
Moved by Bob Fraser, seconded by John George.
Carried.

Motiion to adjourn by John George at 12:10 p.m.

Respectfully submitted,
Teddi Brown

Clear Lake Cabin Association
Sunday July 5, 2009
Jamboree Hall

The meeting was called to order by the President at 10:07 a.m. In the absence of the Cabin Association secretary, Board member Gloria Belliveau volunteered to record the minutes of the meeting.

As 20% of the membership is needed for a quorum at a general meeting, it was decided that 78 attendees would be required. It was therefore determined that there was not a quorum. Roy White explained that because there was not a quorum, the meeting could continue, but the fall annual general meeting would have to ratify the minutes of the meeting.

The President reviewed the agenda and asked if there were any additions

The President introduced the Board Members and thanked them for their support.

The President read highlights from the annual general meeting of September 2008. The past president indicated that as the minutes from the September 2008 annual meeting had not been distributed, they should be distributed at the 2009 annual meeting and reviewed at that time.

Les Porteous rose to a point of order that we did indeed have a quorum, but a review of the constitution confirmed that we did not.

President’s Report

– The president reported that he had met with Don Huisman in response to the interview reported in several newspapers regarding governance in the Park. Don indicated that he was interviewed regarding plane crashes in the Park, and was only briefly questioned by the reporter regarding governance issues in the Park and that he had then been mis-quoted. The entire newspaper interview is a non-issue at this time.
– Highlights from the 2 winter executive meetings were reviewed
– There are 2 board positions open this fall (Pam Lucenkiw and Lorna Cowan’s terms end this year. As past president, Bruce Hembroff will head the nominations committee.
– The doctor is in residence again this summer and will have office hours in the Erickson Clinic.
– The Community Plan has not yet been signed by the Minister but the expectation is that it will be signed in the fall of 2009.
– Scott John (3 – 5th N) asked what time frame people have who are interested in building in lieu of the proposed building moratorium. Dwight McMillan indicated that permits are still being issued and are valid for 1 year. The President explained the details of the moratorium.
– Bob Garry (34 – 4th N) referred to the motion in last year’s annual general meeting which directed that a letter re: the moratorium be sent to the park and asked if it had been sent. The President read the actual motion that had been passed at the 2008 annual meeting and explained that when the Community Plan is signed off and the comprehensive review committee is established, the president will write to that committee explaining that the members at the 2008 annual meeting voted overwhelmingly against any building moratorium in the cabin area. In the letter, the president will request that the wishes of cabin owners re: the moratorium is honoured by the review committee and that the moratorium be struck down.
– Bruce Hembroff suggested that it may be a good idea to hold back on building until after the new building guidelines are established

Pam Lucenkiw – Jeff Sim:
That the President’s report be accepted
Carried

Treasurer’s Report

Gary Cavanaugh passed on the treasurers (Bob Fraser) regrets at not being able to attend, and distributed the report prepared by the treasurer. Gloria Belliveau noted that line 4 under assets should be amended to read 75th anniversary bench in place of amateur night.

Gary Cavanaugh -Brian McVicar
That the treasures report be adopted as amended
Carried

Security Report

Gloria Belliveau reported that the RCMP building will be open from 9:00 am – 4:00 pm on Monday, Wednesday and Friday. The RCMP cover a large area and response time may not always be quick. The park has 2 wardens this year who are carrying sidearm’s. They will not be duplicating the duties of the RCMP, but will be responsible for enforcing the National Parks Act. The rest of the wardens have been renamed, and are now commonly known as “rumps” and will be responsible for the animals (like bear sightings in town), plants, trees, and other scientific areas of the park. In addition, “rumps” are responsible for public safety
The security company hired this year is O.B.O.
The three main issues in the cabin area are:
– Wood theft
– Unsanctioned fireworks (especially in the tree line along the lake)
– Dogs not on leashes

Gloria Belliveau – Bruce Hembroff
That the security report be accepted as amended
Carried

Vegetation Report

Pam Lucenkiw reported that the infestation of spruce budworm this year is almost over and the trees will recover. Pam reported on hazardous tree removal. Tree removal, 10 year plan for a large wave of tree removal, landscaping guidelines using indigenous plants, forest renewal (difficult in our area because of comprehensive review), and lakeshore clean up and planting near Jamboree Hall are significant issues. Andy Urbanovich (23 – 1st S) questions who pays for the removal of healthy trees – if removed for cabin building, the cabin owner must pay for removal
Rob Garry (34 – 4th N) asked if cabin owners pay for tree and stump removal. Two past presidents indicate that there is a line item in our budget whereby the cabin area does pay for tree removal as a whole, but not individual cabin owners. Stumps are not removed at this point.
Mike Schwetz (73 – 4th S) indicated a concern about the park enforcing regulations about the removal of bush and trees.
Ed Didychuk (35 – 2nd N) expressed a concern that the trees by the 2nd street dock were just pushed aside – the meeting was told that this would be rectified.

Pam Lucenkiw – Marty Baron (38 – 4th S)
That the vegetation report be accepted.
Carried

Development Review Board Report

Gloria Belliveau reported that the meeting was generally just to review building guidelines, no variation applications were before the Board.
Gloria Belliveau – Ed Didychuk (35 – 2nd N)
That the DRB report be accepted
Carried

Website Report

Joyce Harland reported that the web site would probably be up and running shortly. She briefly explained various proposed links. The site will be set up by Cam Heming at a cost of $500 less $100 in lieu of our memberships to Cam. We will also have to pay a membership fee of $3.99US a month.

Joyce Harland – Don James (14- 2nd S)
That the website report be accepted
Carried

Cook Shack Meetings

The President explained the concept of cook shack meetings. Most Board members have been approached by individual cabin owners who indicated that they have stopped attending our regular meetings, or they have stopped expressing their views because of the acrimony and mistrust that seems to be prevalent at our meetings. In order to build trust and open up communications with all members, the Board is proposing a series of individual cook shack meetings over the coming summer. Board members do not have an agenda for these meetings, but want to hear what people are thinking. As a Board there is one question we would like members to think about and discuss: “if there is one thing about our area which you really like and do not want to change, what is it, and if there is one thing about our area that you do not like and would like to change, what is it”
Les Porteous (65 – 5th S) post on cook shacks when meetings will take place
Mike Schwets (—) likes the concept of meetings, but feels they do not go far enough – suggests information gleaned should be presented back to the membership
The President indicated that this was the plan all along, that notes would be taken at all cook shack meetings, and the Board would present results to the membership at a future meeting.
John George – Board members are volunteers, we would like cook shacks to tell the Board when they organize a meeting, and Board members will attend
Nita Friesen (23 -1st S) thanked the Board for the offer and suggest that people behave better at all meetings.
Greg Fleck (25 – 3rd S) wants the Board to have a plan on what to do with results from cook shack meetings
Bruce Hembroff suggests we keep minutes and distribute them
Greg Fleck (25 – 3rd S) cabin owners are responsible to be at meetings – it is not fair to suggest they are not interested if they cannot attend.
Nelda Didychuk suggests using the new website or a questionnaire with a newsletter to solicit member input.
Brian McVicar stated that Board members are approached by a number of owners who are reluctant to attend large meetings, but would attend smaller ones. Cook Shack meetings are our attempt to allow owners to voice their concerns.
John George commented that with respect to questionnaires, we are not going to cook shacks to ask questions, we are going to listen as you tell us what you think.
Andy Urbanovich asked if it is restricted to paid members – it is not, the objective is to talk to cabin owners
Gail Simpson (24 – 3rd N) what will we do with all the information – Board will record the information and hopefully we all learn to talk to each other again.
To organize a cook shack meeting please contact any Board member

New Business

– Cornell (6 – 4th S) commented on the recent interview with Don Huisman regarding governance issues in the park, and the context of these comments. He requested that the Board enquire as to what funding is available and what the cost would be to bring water and sewer into individual cabins

Lyle Parnell – Brian McVicar
That the Board engage an engineering firm to do a cost study to determine the cost of bringing water and sewer lines to the property lines of all cabins.

DISCUSSION

– Diane Valentini (2nd S) reminded the meeting of the vote 2 years ago. She asked why are we all of a sudden back on this kick again.
– Bruce Hembroff asked that the motion be withdrawn due to the cost of the engineering report
– Lyle Parnell stated that he feels that the information is necessary
– The President offered to meet with the Park to get the information on who did the study a few years ago, and ask the park about cost sharing for a study, and then he would contact the engineering firm to ask what they would charge to up-date the previous study. He would report this information back to the annual general meeting.
– Greg Fleck said that there was a lot of talk 2 years ago, and a vote was held. He believes the majority decision was not to proceed, so why would we spend more money now.
– F. Johnson (30 – 4th N) feels this is a very serious issue and far too costly. He feels the park should have this responsibility and not the association
– Les Porteous stated that the vote was decisively against water and sewer. A vote on this motion is not necessary.
– Lyle Parnell states that we had a vote 2 years ago.
– Bruce Hembroff rose to a point of order. Due to the fact that the association does not have enough money to conduct such a study, there is no point in holding a vote on this motion
The President pointed out that we have a motion on the floor which has been moved and seconded in correct and accepted parliamentary procedure. Because the point of order raised does not pertain in any way to any aberration in correct parliamentary procedure, the point of order raised by the member is out of order

Brian McVicar states that the intent of the motion is to get accurate information that was not available at the last vote

Les Porteous – —-
That the ruling of the chairman that the point of order which would nullify any vote on the motion is out of order be challenged by the meeting.
Carried 26 – 21

Parks Canada Report – Dwight McMillan

– Lagoon project is proceeding well. When completed, it will treat sewage higher than Provincial standards – keep the clear in Clear Lake
– Amphitheatre funding is in place and the project should be started in the spring of 2010
– Xtra Gas – expect the report of the environmental assessment will be ready soon.
– Winter construction – cottage owners have decided to allow it in their area. In the cabin area however, the gates are locked at the end of the season, and all contractors must walk in until the gates are opened in the spring.
– Cameras are being placed on the front and back of the administration building. Pictures and weather etc. Will be available on the internet.
– Doctor’s residence is in use again this year
– Community Plan – it is expected that the community plan will be signed off by the Minister in September. Once it is signed off, then the steering committee will be formed, and terms of reference for the review will be established. At that point the building moratorium as in the Community Plan would normally start.
– Question from the floor on emergency exits from the cabin area. Dwight stated that the entrance to east end will have breakaway posts and possibly 2 more emergency exits will be developed.
– Ed Didychuk asked if an evacuation plan has been developed and Dwight responded that this is in progress and may be ready later in 2009.
– Mike Schwets asked what the delay in signing the community plan is, and Dwight responded that it is simply a matter of Ministerial priority in terms of how quickly the Minister can get to these types of issues.
– Les Porteous commented that until the Community Plan is signed, keep affordable ($500 cap) and keep cook shacks. The Cabin area by definition says no water and sewer.
– C. Grenfell asked if campers in the new campground have to pay separately for their wood (yes)
– C. Dupuis states that perhaps our wood would not be stolen if campers in the actual campground did not have to pay separately for theirs.
– Joan Ladd asked what actions the park would take regarding wood theft in our area, and Dwight responded that wardens will ticket and charge anyone caught stealing wood.
– In response to a question from the floor regarding the condition of Jamboree Hall, Dwight stated that the park will be rating the buildings and work will be done on the Jamboree Hall.
– Ron Kavischuk complimented the park staff on their work.
– The President expressed appreciation for the good work done on our shower building.

Park Trails

– Richard —— presented a report on park hiking trails and stated that a draft trail document should be available this summer.
– He suggests that people drop by the Visitor Centre in mid-August to see the document and offer their comments.
– Boat launches are an area that needs to be reviewed. The launches are not cleaned out quickly enough. The Park is trying to negotiate a better system.
– John George asked if written comments to the park would help in creating a better system and the meeting was invited to offer their comments to the park. Bruce Hembroff asked if a letter from the President would help and Richard answered that it would be useful in developing a better process for the launches.

Rob Garry – Brian McVicar
That the President write a letter to the park with respect to maintenance, or lack thereof, on the boat cove, especially during periods of strong north or north-west winds
Carried

– Andy Urbanovich asked if there is a plan to cut back on trail maintenance, and Richard responded that there are different types of maintenance on different trails.
– Brenda….. asked why are Lady Slipper flowers more prevalent on the Boat Cove road this year and the answer is simply weather conditions

Next Meeting will be Sunday September 6th 2009 starting at 10:00 am with a location to be announced, but anticipate the Park Theatre

Meeting was adjourned at 12:15 by John George

Clear Lake Administration Building
Saturday July 4, 2009

Call to order: 10:03 am

Present: Trevor Winters, President, Bruce Hembroff, Past President,
Board members: Gloria Belliveau, Roy White, Pam Lucenkiw, Joan James, John George, Brian McVicar, Joyce Harland. Dwight McMillan, Parks Canada

Regrets: Gary Cavanaugh, Vice-President, Bob Fraser, Treasurer, Teddi Brown, Secretary

The president welcomed everyone.
The president requested that Pam take the minutes.

Review of Agenda – Trevor

Minutes:
Gloria moved to accept the April 18, 2009 minutes.
Seconded by Joan. Carried.

Treasurer’s Report
Brian moved to adopt the treasure’s report
Seconded by John. Carried.
The balance as of June 25, 2009 – $9,096.08.

Committee Reports
Policing – Gloria
Gloria reported on an information meeting she attended. The park warden system has changed. Currently two wardens in the park carry side arms. Two more park wardens are starting after the summer. These wardens do not respond to RCMP calls. They enforce the National Parks Act.
Three RCMP are assigned to the park area. RCMP office hours in the park are Monday, Wednesday, and Friday from 9:00 a.m. to 4:00 p.m., RCMP may be contacted in Winnipeg or Regina after hours.
RCMP response times may be slow as they cover a large area.
OBO Security Service is the company that will patrol the park over the summer months.

Motion – Gloria moved that the CLCA post emergency contact numbers at the washrooms for RCMP, OBO Security, Park Wardens, and Park officers (RUMPs) plus a short description of the services each provides.
Seconded by Joyce. Carried.

Comment – It was noted that there is garbage left outside the garbage bins in the cabin area. Dwight will send info to CLCA Board about disposal of yard waste and maps to get to disposal site.
Trevor will check with Don and Dwight re pick-up dates for yard waste.

Vegetation Committee Report – Pam
Spruce Budworm is spreading in the park. The Park is monitoring. A budworm cycle can last 5 to 10 years. It is a part of nature. Worms add to stress of the trees.
Hazardous tree removal – Park is up to date with tree removals. Work was done last fall. A few tree inspections are done each week. Requests for permits are responded to and action taken within a few weeks.

More hazardous trees will be removed in the fall of 2009.
Over the next decade there will be a big wave of trees removals in the cabin area as aging trees become at risk of causing a hazard.

Regarding tree removal, safety is the first priority . Following this, forest takes precedence over cosmetics.

A landscaping guideline is being developed for the cottage and town site areas. It could be of interest to cabin area.

Forest renewal
18 trees were planted near the beach and playground
For cabin area, forest renewal needs to be part of larger discussion. Community needs to agree on what type of natural setting they want in the future.
If trees are not planted now there will not be a canopy in 20 years. As trees are removed, the character of the cabin area is changing. Due to congestion in the cabin area there is little space to plant trees or trees that are planted may be trampled or driven over.

The Park plans to clean up the lakeshore near the Jamboree Hall this fall by removing deadfall and planting new trees. Also has plans for clean up and planting on lakeshore towards Deep Bay, barring any unforeseen circumstances.

Motion – Brian moved that regarding reforestation and tree and shrub planting RMNP is the authority. Although feedback and recommendation is sought, issues and concerns over the type and placement of vegetation is to be referred directly to RMNP.
Seconded by John. Carried.

Development Review Board Report (DRB) – Gloria
Elkhorn Ranch bought Riding Stable.
The DRB will do a “walk around” of the cottage area in September to assess concerns regarding removal of trees, over building on lots, lawn ornaments, etc.
“ Or” to be removed from Cabin Building Guidelines. Currently states cabin footprint can be 16 x 32 feet or 520 square feet.

No variances were reviewed at this meeting.

Discussion around process of how decisions/guidelines/rules are made –
DRB members make recommendations for the Superintendent.
Under the National Parks Act the Park can set strict policies. The Superintendent can make the rules more strict than the Parks Act but cannot make them more lenient. There are limited rules for campground areas. Some guidelines come from the National Building Guidelines. The Community Plan has a limited impact. The fire code also has rules.

Discussion around cabin that was recently approved for a building permit that was 16′ wide at front and 18′ wide at back. It is an isolated oversight. Is technically correct. A change to fix the guideline has been recommended to the Superintendent.
According to the building guidelines, building permits for cabins require an architectural stamp for anything greater than $25,000 in value.

The DRB includes members from outside the cabin area. It was felt that they did not have an understanding of the cabin area.

Marine Committee Report – John
The Park bought a pontoon boat. It is used to put markers in the water for boats.

Website – Joyce
The website is close to being ready to go live.
The start up cost is $500 (minus $100 (($20 x 5 memberships)) for cabin association fees for ten years for Cam Hemming) for set up
The website will cost $US3.99/month to maintain. Cam Hemming will do the development.

Joyce will check billing options for payment. Preference is to pay by cheque annually.
Website will be www.clearlakecabinassociation.com

Motion – Brian moved that the CLCA approve the necessary cost to set up the proposed website.
Seconded by Gloria. Carried.

75th Anniversary Bench � Gloria
Gloria moved that upon approval by the board of a picture of the park bench, made in Souris, the board purchase the park bench for a cost of $250.
Seconded by John. Carried.

Motion – Bruce moved to accept the committee reports.
Seconded by Roy. Carried.

Report from Parks Canada � Dwight
The Park plans to have two video cameras set up by August. One will face the beach and one will face the town. They will be available for viewing on the Park’s website.

There have been revisions to Chapters 4 and 5 of the Wasagaming Community Plan. Were reviewed at the WTA April 13, 2009.

Expect approval of the Community Plan in September 2009.
When Community Plan is signed the Park will form a steering committee.
There will be three representatives from the cabin area and three from the community at large.
A suspension of development will be declared by the steering committee to last a maximum of one year.
The community review could include but not be limited to:
– Building guidelines
– Vehicle parking
– Boat storage
– Evaluation of existing infrastructure
– Capital funding
– Tenure
– Tree removal and reforestation

The six members will have to strike sub-committees to complete the review within the one-year time limit.
There will need to be discussion around formatting of the committees.

Guidelines for winter construction
The Park does not favour winter vehicular access for construction in the cabin area. Currently contractors can walk in. The Park’s concerns are emergency access, security of property and damage to chip seal on roads during the winter. The short building season is a concern for contractors. Gates to cabin area locked for the winter.

Discussion around winter construction in the cottage area and keys to the gate for contractors in cabin area.

New Business
Cook Shack Meetings –
There has been no response from anyone regarding cook shack meetings. Will be raised at the GM on July 5.

Some cabin owners feel that AGM’s are confrontational and do not want to participate.
Gloria suggested putting notices on the cook shacks to ask people what they are interested in learning about.

Discussion of agenda items for GM.

Motion Joyce moved that a request be made to the Park to put up two street signs in the cabin area; one for Main Avenue by the Boat Cove and the second for First Street near Ominik Marsh.
Seconded by Roy. Carried.

Motion to adjourn at 1:07 p.m. by Brian; seconded by Roy.

Next meetings:
Board Meeting – Saturday, September 5, 2009 at 10:00 at Clear Lake
AGM – Sunday, September 6, 2009 at 10:00 at Clear Lake

CLCA BOARD MEETING
PORTAGE LA PRAIRIE, CANAD INN
April 18, 2009

Call to order: 9:12 pm

Present: Trevor Winters, President, Bob Fraser, Treasurer.
Board members:, Gloria Belliveau, Roy White, Pam Lucenkiw, Joan James, John George, Brian McVicar.

Regrets: Bruce Hembroff, Past President, Gary Cavanaugh, Vice-President Teddi Brown, Secretary, Joyce Harland.

The president welcomed everyone.

In the absence of the secretary Trevor asked for a volunteer to take the minutes. Pam Lucenkiw volunteered with Trevor’s thanks.

Agenda Item: Review of Agenda

Agenda Item: Review of November 29, 2008 minutes

Gloria moved to accept the minutes as corrected.
2nd by John
Carried

Correction Page 1. Pam L was not at the August 30, 2008 AGM meeting

Agenda Item Update from the Park by Don Huisman

Don Huisman reviewed the budget. The total revenue for the Townsite for 2009-2010 is $1,504,400. The Clear Lake Cabin Association portion is $265,700

There is a community debt (expense) of $150,500 for water and sewer that is amortized over 20 years. A complicated formula is used to distribute the cost among business, cabins and cottages. The basis of the calculation is one CEU (Cottage Equivalent Unit) based on North American plumbing standards. It accounts for facets or where water is accessed. A restaurant would pay more than a retail store.
There is a $200,000 cap on the debt the community can accumulate (20% of revenue of $1,504,400).

The federal government announced $13 million in spending for a sewage treatment plant in Wasagaming. Work will begin in June 2009.

The Park plans to install an Internet camera on the beach this summer and a second one on Wasagaming Drive.

Don reviewed the water, sewer and garbage, municipal area work plans.

The cabin area work plan includes items such as washroom cleaning, turning on water and electricity, collecting garbage and dropping off firewood.

The work plan for the cabin area is created by reviewing what is required by legislation, what has been done historically and a review of the maintenance needs of facilities.

There are $100,315 worth of additional maintenance items and revenue of $31,000.

Motion: Brian moved that the Board priorize items identified for maintenance within the budget available.
Seconded by Roy.
Carried.

The Board recommends the work plan include the following items based on health and safety:
1. Replace sinks and counters in CLCA washrooms building #7 and #8
2. Upgrade exterior lighting on 5 CLCA washrooms buildings #4 #7 #8 #9 and #10and install florescent light about CLCA washroom sinks
3. CLCA kitchen shelters #27 and #28 stove replacements
4. Repair CLCA kitchen shelter #6, #10, #12, #14, #19, #25 #31 roof or support posts
5. CLCA kitchen shelters #16 and #32 post and log repairs

The budget begins April 1. There are quarterly reports.

Community Plan
The Plan has been submitted to the minister.

If the cabin area were to go to a lease arrangement instead of seasonal permit each lot would have to be surveyed. Currently there is no legal survey. Only the outer boundary has been legally surveyed. Leasing would require a lot release fee to be paid by cabin owners. Would be negotiated with Parks Canada. Waskesiu had their fees waived when they went to lease arrangement.
The definition of a cottage in a lease arrangement would include water and sewer.

The average value of a cabin is $60,000 in Clear Lake. In Waskesiu the average price is $200,000.

Apart from the seasonal permit different tenures could be 10 year permit, 5 year permit. Change would require legislation and forecasting of costs.

Cook shack or newsletter topic could be differences between leases and permits.

The park superintendent is a legal entity. The CLCA can only provide advice.

Cook shack or newsletter topic could be nightly fee in campground. Fee for an unserviced lot is $28. $1400 is cost of seasonal campground fee in provincial parks.

Don: Think about the composition of Community Planning Group. It should include community members at large as park belongs to people of Canada.

Gloria: CLCA must remain neutral to represent all cabin owners.

Don: Community Plan could be signed within one week or one year. Will be about a comprehensive review of the cabin area. The current five year plan applies until the new plan is in place. Parks Canada will establish the new terms of reference.

Motion: Roy moved that CLCA recommend that in terms of the comprehensive review for the Wasagaming Community Plan, Parks Canada will consult with the CLCA board.

Seconded by Bob.
Carried

The steering group will have to make efforts to be representative of the cabin owners.

Rental of Cabins is not allowed. If caught a letter will go on file and permit may be cancelled.

Dwight MacMillan will be acting for Don Husiman during month of July.

The Board may wish to discuss succession planning with the Park Superintendent.

Motion: Roy moved to appoint the CLCA president and Townsite Security Representative to meet with the Park Superintendent and to meet with the RCMP to discuss concerns about safety in the park and in the cabin area.

Seconded by John.
Carried

Cook shack or newsletter topic could be security.

For safety call 911 or Jasper dispatch. Level 4 paramedic service available to the area. Would take patients to Brandon. System working well.

A third doctor will be coming to Erikson health clinic for the summer.

Hiring summer staff: The park could post information about jobs on CLCA website when it is up and running.

Motion: Brian moved that the president follow-up on CLCA’s website and authorize up to $375 to cover costs if required.

Seconded by John.
Carried.

There are three tiers for projects.
Tier 3: concept

Tier 2: must be able to go to MERCKS (government bidding system)
The cost of design can range from $50,000 to $100,000.

Tier 1: Design complete and ready to go.
The park has one Tier 1 project. Waste water treatment. For federal infrastructure money the project must be complete in two years beginning April 1, 2009.

A storm water project is being moved from Tier 2 to Tier 1.

There was a wide ranging discussion on water and sewage. A lot of information that was provided in 2006 was misunderstood and issue was very emotional. Was not well received at that time. Costs and options may not have been understood.

Cook shack topic – Ask two questions
1. If there is one thing that you would like to see changed in the cabin area what would it be?
2. If there is one thing that you would not like to see changed in the cabin area what would it be?

Cook shack format would give cabin owners a safe forum in which to ask questions and concerns. One hour is plenty of time. Outcomes must be recorded. There are 32 cook shacks. Could combine some. Could do three presentations in an evening to take place between July and mid August. Example topics could include financial, budget, cost recovery, tenure/lease arrangement, status of Community Plan. Trevor will work on a tentative schedule. Opportunity to listen to residents and their concerns.

Don: Heritage Buildings

Doctor’s Residence: close to signing agreement

South house at East Gate to be turned into a tea house.

Hostelling International to run a hostel and staff residence on Tawapit Drive

House on Columbine to be handed over to Friends of RMNP for use as an office.

Superintendent’s office to be renovated to become a corporate retreat and to have two open houses a year for the general public to see. To be restored to 1930’s majesty. Cost to rent $2000 per day

12 artists coming for artists in residence program

Amateur Theatre Festival coming this summer

Public archaeological dig for one week

Amphitheatre looking at moving to Tier 2 for development

Agenda Item: Committee Reports
Motion: Bob moved to accept the financial report for April 18, 2009

Seconded by Brian
Carried.

Balance $9,323.71

Committees:
Newsletter: Jan volunteered to help Trevor distribute the newsletter.

John George: Boating and Marine Committee, Brian Alternate

Gary: Building and Grounds

Joyce: Website

Bob and Gloria: Development Review Board

Gloria: Townsite Security Committee, Brian Alternate

Pam: Vegetation Committee

Roy: to develop procedural bylaws. Trevor to assist.

May 9 next WTA meeting.

New Business
Motion: Roy moved to send a card to Lorna Cowan wishing her a happy retirement and thanking her for her work with the CLCA

John seconded.
Carried.

Trevor will send a card.

Saturday June 27, meeting with Don at Park office at 10:00

Saturday July 4 Board Meeting at 10:00

Sunday July 5 , 2009 General Meeting at 10:00

Bob will not be able to attend July 4 and 5 meetings. Will need someone to look after registration at general meeting on July 5.
Don showed a 10 minute commemorative video of the 75th anniversary. Copies are for sale at Friends of RMNP for $15.99

John George moved to adjourn the meeting at 4:28 pm

Respectfully submitted by Pam Lucenkiw