MLPOS Directors Meeting July 8, 2019.
MINUTES OF THE MAGIC LAKE PROPERTY OWNERS` SOCIETY
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
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.
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.
5. BUSINESS ARISING FROM PREVIOUS MEETING
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.
7. DIRECTOR REPORTS
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.
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.
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.
9. NEW BUSINESS
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.
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.
Removal of the fence is underway. Jeremy will contact the people removing the fence to determine a timeline.
Boating restrictions / Fisheries closure
No action required.
Dog Waste Disposal Station
Moved by Bob Coulson
Seconded by Mike Wiley
That a dog waste disposal station be purchased.
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.
The meeting was adjourned at 5:40 pm.
September 9 2019 at 4:00 pm. Pender Islands School