MLPOS Dirctors Meeting - May 14, 2018

MINUTES OF THE MAGIC LAKE PROPERTY OWNERS` SOCIETY

DIRECTORS MEETING

HELD ON MAY 14 2018 AT 4:00 PM

AT PENDER ISLAND SCHOOL

5714 CANAL ROAD

PENDER ISLAND, BC

PRESENT:

Jeremy Harwood President

Dave Reed Member-at-Large

Kathy Gilbert Secretary

Patrick Cramond Marina Operations Manager

Joanna Rogers Office Manager

Mike Wiley Director of Recreation / Tennis

Art Curtis Marina Maintenance Manager

Ian Syme Marina Projects Manager

Glenn Henderson Marina General Manager

REGRETS: Peter Morton Vice-President

Jean Deschenes Treasurer

GUEST: Bob Coulson

1. CALL TO ORDER

Chair Jeremy Harwood called the meeting to order at 4:04 pm.

2. APPROVAL OF AGENDA

Moved by Dave Reed

Seconded by Ian Syme

That the agenda be approved.

CARRIED

3. APPROVAL OF PREVIOUS MINUTES

Moved by Art Curtis

Seconded by Glenn Henderson

That the Minutes of the April 9 2018 Magic Lake Property Owners’ Society Directors Meeting be approved.

CARRIED

4. DELEGATION

Bob Coulson presenting an update on the marina operations software

Bob advised that his son, Gavin, is willing to develop a web application (copy of proposal and questions appended to these minutes) that would make booking casual moorage slip assignment easier than the present time-consuming method. The cost would be in the $3,000-$5000 rang

Directors discussed needs, with Patrick Crammond reporting that most of his marina work is policing and is related to dealing with exceptions.

Patrick Crammond has installed an honour system payment box at the marina and that he is working on an application form for casual moorage.

Bob asked that the Board refine requirements and procedures and suggested that Gavin would be available to attend a future MLPOS meeting, perhaps in September.

Glenn Henderson noted that Rob Zuk may be able to develop a spreadsheet that would meet the marina needs. He will contact Rob to explore this option.

5. BUSINESS ARISING FROM MINUTES

None.

6. TREASURER`S REPORT

Treasurer Jean Deschenes was not present. However, her report was circulated to Board members prior to the meeting. The report noted that marina revenues were slightly down year over year and tennis revenues up.

Moved by Glenn Henderson

Seconded by Art Curtis

That the Treasurer’s report be approved.

CARRIED

7. DIRECTOR REPORTS

Marina

Glenn reported that he still in contact with the piling company, but that no estimate has been provided as yet.

Noting that the late Bill Baird had done a lot of work over the years at the marina, Glenn advised that the marina team will install new floats to replace the old ones at the dock adjacent to Louise Baird’s home.

The marina team will act on the issue of derelict boats to require compliance with the marina policies.

Glenn noted that some marina users are sub-leasing or assigning people to take their vacated marina slips, contrary to marina policies. He will be in touch with those individuals; and with people who are simply pulling into empty slips without contacting the marina team.

Ian Syme, Art Curtis and Dave Reed reported on progress related to the 2018 marina work parties including:

Widening and improved stabilization of C dock;

Improvements to A dock;

That the marina shed has been refloated and the fish cleaning station rebuilt;

Upcoming installation of additional non-slip mini mesh by the ambulance dock;

Upcoming water line installation;

On-going installation of new or additional signs.

Glenn advised that there will be a volunteer appreciation dinner, likely in late June.

Recreation / Tennis Report

Mike Wiley stated that resurfacing of the tennis courts is imminent. He will also investigate installation of non-slip mini mesh in problem areas of the tennis courts.

Director-at-Large

Dave advised that the Magic Lake Estates Water and Sewer Committee has recommended to the Capital Regional District that the sewer system upgrades be carried out incrementally in order to spread out the costs.

Dave advised that the Water and Sewer committee has formally objected to an amendment to the North Pender Island Land Use Bylaw that would see secondary suites allowed. The basis for the objection is related to infrastructure capacity, specifically the Magic Lake sewer system.

Dave suggested that the Board consider what projects might be appropriate to be undertaken, such as playground improvements, with a view to asking for a grant-in-aid from the CRD. He noted that Area Director Dave Howe has the ability to fund projects benefitting the community.

Moved by Glenn Henderson

Seconded by Mike Wiley

That the Directors’ reports be approved.

CARRIED

8. CORRESPONDENCE

The Board was in receipt of a thank you card from Junior Sailing Club for a donation from MLPOS.

9. New Business

An in camera discussion related to a personnel matter was held. After resuming the open session of the meeting, it was

Moved by Glenn Henderson

Seconded by Dave Red that Office Manager Joanna Rogers’ salary be increased to $1024 perr month.

CARRIED

10. OTHER

Doug Bates, grass cutting, lawn tractor purchase, underbrush and ruts

Jeremy Harwood advised that MLPOS has purchased Doug Bates’ lawn tractor and will be assuming lawn cutting responsibilities at the tennis courts. The tractor will be sold back to Doug at the end of the lawn cutting season.

MLPOS obligation re tree cutting at the tennis courts

Resident adjacent to the tennis courts has requested that MLPOS cut trees that have grown and now obscure her view. It was concluded that MLPOS is not under obligation to do so.

Lively Peak Access

Jeremy Harwood advised that the emergency access / egress route is complete.

MLPOS Board meeting venue change suggestion

A member of MLPOS had suggested that the Board consider moving the Board meetings to the Community Resource Centre at the Driftwood. The Board noted that the present venue is free and can accommodate most delegations as required.

11. ADJOURNMENT

The meeting was adjourned at 5:36 pm.

Next meeting

TBD

Thieves Bay Management App Discovery Critical questions

How will conflicts be resolved if a slip owner’s vacancy is cancelled and they neglect to update the app?

Users

1. Transient Boat Owner.

2. Slip Owners

3. Manager/Admin

User Needs

TRANSIENT BOAT OWNERS

1. Can search for available slips…

1. …by dates required.

2. …by length of boat.

2. Can select a slip from available options. (Assumption: the user is able to choose their slip as opposed to being assigned one).

3. Can enter vessel and contact information.

4. Can submit booking request.

5. Will be notified when booking request is approved.

6. Will be able to submit payment for booking.

7. Will be notified when booking & payment were successful. 8. Will be notified of marina rules, regulations, check-in/out times.

SLIP OWNERS

1. Can log into the app/website to view their account.

2. Can select/indicate vacancy dates.

3. Will be notified when a Transient Boat Owner makes a booking request that involves their slip.

4. Will able to confirm vacancy dates when a booking is requested by a Transient Boat Owner.

5. Can edit previous indicated vacancies in the case of cancelled/changed plans.

MANAGER/ADMIN

1. Can view all current slips.

2. Will be able to search slips availability for specific date ranges.

3. Will be able to view single slips and their related vacancy dates.

4. Will be able to edit single slips and their vacancy dates.

5. Will be notified when a Slip Owner edits their vacancy dates.

6. Will be notified when a booking request is made by a Transient Boat Owner.

7. Will be able to confirm booking requests.

8. Will be notified when booking & payments were completed/successful.