Minutes of 2018 AGM

MINUTES OF THE MAGIC LAKE PROPERTY OWNERS’ SOCIETY

ANNUAL GENERAL MEETING

HELD ON SATURDAY, OCTOBER 13 2018 AT 3:00 PM

ST. PETER’S ANGLICAN CHURCH HALL

4703 CANAL ROAD, PENDER ISLAND BC

*DRAFT SUBJECT TO ADOPTION AT OCTOBER 2019 ANNUAL GENERAL MEETING

PRESENT: Jeremy Harwood President

Peter Morton Vice-President

Dave Reed Member-at-Large

Kathy Gilbert Secretary

Jean Deschenes Treasurer

Mike Wiley Recreation Director - Tennis

Art Curtis Marina Projects Manager

Patrick Cramond Marina Operations Manager

Ian Syme Marina Maintenance Manager

Joanna Rogers Office Manager

REGRETS: Glenn Henderson Marina General Manager

MEMBERS: Approximately 24

  1. CALL TO ORDER

Chair Jeremy Harwood called the meeting to order at 3:10 pm.

  1. WELCOME AND INTRODUCTIONS

Chair Harwood welcomed those present and introduced Board members present, together with Officer Manager Joanna Rogers. He provided a synopsis of the work that had been accomplished in the previous year.

  1. APPROVAL OF AGENDA

Moved by Peter Morton

Seconded by Dave Reed

That the agenda be approved.

CARRIED

  1. ADOPTION OF MINUTES FROM 2017 ANNUAL GENERAL MEETING (AGM)

Moved by Kathy Gilbert

Seconded by Dave Reed

That the Minutes of the October 13, 2017 Magic Lake Property Owners’ Society

Annual General Meeting be approved.

CARRIED

  1. BUSINESS ARISING FROM 2017 ANNUAL GENERAL MEETING

None.

  1. DIRECTORS REPORTS

  1. Marina Reports

Art Curtis reported that 8 marina work parties with an average of 15 participants had been held. The work shed was refloated, fish cleaning station improved, new signs installed, and much general and on-going maintenance was done. Art thanked Peter and Debbie Hodgins for donating the signs. Art thanked those who had participated in the work parties.

  1. Director – Recreation / Tennis Report

Mike Wiley reported that the regular Monday, Wednesday and Friday tennis games had been well-attended. No tournaments had been held as a date for court resurfacing had not been set. Some nets and other equipment will be replaced in the upcoming year. It is anticipated that when the courts are resurfaced, pickle ball court lines will be added. The pollen season was intense but short. The courts also saw many casual tennis court users.

  1. Director-at-Large

Dave Reed reported that he is the Magic Lake Property Owners' Society liaison with several related Commissions and the North Pender Islands Trust, having attended many meetings over the past year. He also noted that he now sits on the Magic Lake Water and Sewer Committee.

  1. Secretary

Kathy Gilbert advised that volunteers are still needed to maintain Mouat Park.

  1. Treasurer

Jean Deschenes provided reports as follows: Treasurer’s Report, Balance Sheet and Cash Flow to the end of August 31 2018. She noted a surplus of $11,113.

Moved by Jean Deschenes

Seconded by Jeremy Harwood

That cash in the amount of $11,000 be moved to the GIC General Fund.

CARRIED

  1. SPECIAL BUSINESS

Approval of Budget for 2017-2018

Moved by Peter Morton

Seconded by Art Curtis

That the 2018-2019 budget as presented by Jean Deschenes be approved.

CARRIED

  1. NEW BUSINESS

Presentation of new Constitution and Bylaws of the Magic Lake Property Owners’ Society

Kathy Gilbert described the changes that were made to develop a new Constitution and Bylaws under the Societies Act. She noted that the new Act has come into force and effect on November 28, 2016 and all societies in BC were required to submit new Constitution and Bylaws by November 28 2018. She noted that a couple of typos will be corrected prior to submission of the new Constitution and Bylaws to the Province.

Following her presentation, she asked for comments and suggestions. After discussion, it was decided that each suggestion would be discussed, and, if there was general agreement that the relevant provision in the proposed Constitution and Bylaws merited changing, a vote was taken. Following voting on each change, a motion to adopt the new Constitution and Bylaws, as amended from the version sent to the members was considered.

Moved by Peter Morton

Seconded by Art Curtis

That s.7.7.1 of the Bylaws be amended to read “Upon recommendation of the Board of Directors, a member of the society may be offered free moorage for one vessel at the marina or membership at the tennis courts for a period of one year.”

CARRIED

Ken Daly presented a number of suggestions.

Moved by Peter Morton

Seconded by Patrick Cramond

That s.1.2.2 of the Constitution be amended to read “To acquire, maintain and administer, or dispose thereof, property in Magic Lake Estates or the foreshore adjacent thereto for the recreational use of the members and public at large.”

CARRIED

Moved by Bob Coulson

Seconded by Peter Morton

That a new section 3.2.5 be added as follows:

“A member has the right to hold office.”

CARRIED

Moved by Bob Coulson

Seconded by Peter Morton

That s.3.2.4 be amended to read “A member is entitled to vote on any matter of the society.”

CARRIED

Moved by Art Curtis

Seconded by Peter Morton

That s.4.2 of the Bylaws be amended to read “Members may attend meetings of the directors or of the members and make representations as to the programs and affairs of the society. Non-members of the society may attend as guests of society members, but may not speak at any meeting unless authorized by the Chair.

CARRIED

Moved by Bob Coulson

Seconded by Peter Morton

That s.5.5 of the Bylaws be amended to read “The annual general meeting of the society will be held in the month of October.”

CARRIED

Moved by Bob Coulson

Seconded by Peter Morton

That s.6.2.9.1 of the Bylaws be amended to read “Voting is by a show of hands or by secret ballot if requested at the meeting.”

CARRIED

Section 7.3.1 was renumbered s.7.1 and the subsequent sections renumbered as required.

Moved by Henry Mark

Seconded by Bob Coulson

That s.7.4.4 be amended to read “An election may be by acclamation, otherwise it will be by a show of hands or by secret ballot if requested at the meeting.”

CARRIED

Moved by Ken Daly

Seconded by Henry Mark

That s.8.1.2 be amended to read “A quorum of the meeting of the Board of Directors is a majority of the Directors then in office.”

CARRIED

Moved by Dave Reed

Seconded by Peter Morton

That s.8.3.2 be deleted.

CARRIED

Moved by Ken Daly

Seconded by Jeremy Harwood

That s.11.2 be amended to read “The directors will seek the approval of the members, by special resolution, of any borrowing in excess of $10,000.

CARRIED

Moved by Jeremy Harwood

Seconded by Peter Morton

That s.12.2 be amended to read “The directors will, not less than 45 days before the intention to commence a project having an estimated value in excess of $10,000, present a capital budget including cost estimates and sources of funds to finance the project for consideration of the members by special resolution.

CARRIED

Moved by Deb Morrison

Seconded by Wally Foster

That a new Section 12.4 be added as follows: “The Board must prepare and present a financial statement for the members annually.”

CARRIED

SPECIAL RESOLUTION

Moved by Deb Morrison

Seconded by Wally Foster

THAT the members of the Magic Lake Property Owners’ Society approve the updated Constitution and Bylaws, as amended at the October 13 2018 Annual General Meeting, prepared pursuant to the Societies Act.

CARRIED

  1. ELECTIONS

Jim Peacock conducted the election.

The following people for the following positions were acclaimed:

Kathy Gilbert (Secretary – 2 year term;)

Jean Deschenes (Treasurer- 2-year term;)

Bob Coulson – (Marina Operations Manager) – 1 year term;)

Art Curtis (Marina Projects Manager – 2-year term;)

Ian Syme (Marina Maintenance Manager – 2-year term;)

Dave Reed (Director-at-Large – 2-year term.)

Jim Peacock was thanked for agreeing to conduct the election.

  1. OTHER

The following suggestions were made during the meeting by various members:

That membership in Magic Lake Property Owners' Society be promoted;

That a “purpose” statement be included on the Magic Lake Property Owners' Society and sent to the residents of Magic Lake Estates;

That the new sign to be placed at the entrance to Magic Lake Estates include the Magic Lake Property Owners' Society website address.

An enquiry was made as to whether smoking at the marina is legal. In response to the question, there are no regulations or policies on the matter.

The marina crew was thanked for their hard work.

  1. ADJOURNMENT

The 2018 Annual General Meeting of the Magic Lake Property Owners’ Society was adjourned at 5:01 pm.

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