MLPOS Directors Meeting July 8, 2019.

MINUTES OF THE MAGIC LAKE PROPERTY OWNERS` SOCIETY

DIRECTORS MEETING

HELD ON JULY 8 2019 AT 4:00 PM

AT THIEVES BAY MARINA

PENDER ISLAND, BC

PRESENT: Jeremy Harwood President

Wally Foster Vice-President

Kathy Gilbert Secretary

Mike Wiley Director of Recreation / Tennis

Dave Reed Member-at-Large

Ian Syme Marina Maintenance Manager

Bob Coulson Marina Operations Manager

Jean Deschenes Treasurer

Glenn Henderson Marina General Manager

Art Curtis Marina Construction and Projects Manager

Joanna Rogers Office Manager

REGRETS:

1. CALL TO ORDER

Chair Jeremy Harwood called the meeting to order at 4:06 pm.

2. APPROVAL OF AGENDA

Bob Coulson asked that an item be added to the agenda: Dog Waste Disposal station - Breakwater

Moved by Wally Foster

Seconded by Jean Deschenes

That the agenda be approved as amended.

CARRIED

3. APPROVAL OF PREVIOUS MINUTES

Moved by Ian Syme

Seconded by Dave Reed

That the Minutes of the May 13 2019 Magic Lake Property Owners’ Society Directors Meeting be approved.

CARRIED

4. DELEGATIONS

None.

5. BUSINESS ARISING FROM PREVIOUS MEETING

None

6. TREASURER`S REPORT

Treasurer Jean Deschenes reported on both May, 2019 and June, 2019. In May, moorages were due, bringing significant revenue in. Maintenance was down year over year.

In June, advised that casual moorage revenue was down year over year; moorage and breakwater assessment revenues were up; tennis court expenses were up due to resurfacing of the courts; marina maintenance expenses were up due to the extensive maintenance work done. Property taxes were down from 2018.

Investment fund renewals and reallocation from cash funds were due on July 9. The Board endorsed an 18-month redeemable investment, with 9-month increments, averaging 2.0% over the period.

The Board discussed moorage and tennis fees, noting that neither had been raised in Board member’s memory. Reports to the membership and presentations on the need to increase both fees will be made at the AGM.

Moved by Dave Reed

Seconded by Wally Foster

That the Treasurer’s report be approved.

CARRIED

7. DIRECTOR REPORTS

  1. Marina

Glenn Henderson advised that new decals had been applied to the marina boat.

The volunteer appreciation dinner will be held on July 17 at the Golf Course. Glenn noted the need to increase the volunteer base, for other than marina construction (eg transportation of old boards to the landfill); incentive suggestions were discussed.

Stainless steel railings by the ambulance dock will installed pending a discussion between Glenn and Doug Bates.

There are issues with respect to casual moorage. Some people are placing their boats in vacant slips without doing the necessary paperwork in advance – ie: filling out an application form and providing proof of insurance, both of which must be submitted to the marina prior to placing a boat in any slip. Joanna will refine the casual moorage application to make clear the requirement for the boat owner to sign the application.

At time of renewal of the marina contract, if there is more than one person listed on the boat insurance, Magic Lake Property Owners' Society will require proof of ownership of the boat showing that at least one owner is a resident of Magic Lake Estates.

  1. Recreation / Tennis Report

The tennis courts have been resurfaced and the quality of the work done is good.

Mike Wiley reported that casual users of the courts are not always paying for use of the courts. Joanna will provide to Mike a list of tennis court members as of July 1 2019, which will be posted at the gate to the courts so that members know if any particular user is a member or not.

Possible replacement of the playground equipment was discussed. Kathy also recommended that Magic Lake Property Owners' Society apply for rezoning as the tennis court / playground site is non-conforming with respect to the zoning. Rezoning will be required for any replacement or additions to the existing uses there. Kathy will prepare a report for presentation at the AGM.

Addition of pickle ball lines at the tennis courts was discussed. It was agreed that lines will be painted shortly.

Moved by Mike Wiley

Seconded by Wally Foster

THAT MLPOS proceed with superimposing Pickle Ball lines on the Magic Lake Tennis court in order for the MLPOS Board to gauge the interest in Pickle Ball on Pender Island and to use the information so generated to decide the future suitability and interest of Pickle on the Magic Lake courts.

CARRIED

  1. Director-at-Large

Dave Reed reported that the sewer system referendum will be held on November 23 2019. Joanna will send an email to owners in Magic Lake Estates advising of the referendum in order to encourage good voter turnout. The Water and Sewer Committee’s AGM is in August.

Moved by Mike Wiley

Seconded by Wall Foster

That the Directors’ reports be approved.

CARRIED

8. CORRESPONDENCE

None.

9. NEW BUSINESS

10. OTHER

  1. 2019 AGM

Kathy distributed the draft 2018 AGM minutes. Joanna will require all materials that will be sent to members for the AGM by the September 9 2019 Board meeting.

  1. Non-profit insurance / Insurance for volunteers

Kathy reported that she had met with Melody Pender (Community Resource Centre) regarding provision of insurance for volunteers. SPARK, an insurance company that specializes in insurance for non-profits, provides the insurance for all of the CRC affiliates. Membership in the Chamber of Commerce ($25 / year) is required. As Jean is a member of the Chamber, she offered to contact SPARK to acquire further details of their coverage. In the mean time, the insurance policies coming due immediately will be renewed and research can continue as time permits.

  1. Mouat Park

Removal of the fence is underway. Jeremy will contact the people removing the fence to determine a timeline.

  1. Boating restrictions / Fisheries closure

No action required.

  1. Dog Waste Disposal Station

Moved by Bob Coulson

Seconded by Mike Wiley

That a dog waste disposal station be purchased.

CARRIED

  1. Thank you cards

Thank you cards will be sent to Peter Morton and Paul Barber for putting up the Welcome to Magic Lake Estates sign. A card will also be sent to Peter Hodgins thanking him for his donation of materials and time for the above sign, signs at the Marina and decals.

11. ADJOURNMENT

The meeting was adjourned at 5:40 pm.

Next meeting

September 9 2019 at 4:00 pm. Pender Islands School

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