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2022 AGM Minutes. Adopted at the 2023 AGM



MINUTES OF THE MAGIC LAKE PROPERTY OWNERS’ SOCIETY

ANNUAL GENERAL MEETING

HELD ON SATURDAY, OCTOBER 22, 2022 AT 1:00 PM

ANGLICAN CHURCH HALL 4703 CANAL ROAD

& VIA ZOOM


PRESENT: Bob Coulson President

Bob Foster Vice-President

Jean Deschenes Treasurer Lori Davenport Secretary

Mike Wiley Recreation/Tennis

Art Curtis Marina Projects Manager

Ian Syme Marina Maintenance Manager

Wally Foster Marina General Manager

Joanna Rogers Office Manager


REGRETS: Jeremy Harwood Vice-President

Dave Reed Director-At-Large


MEMBERS:35 (27 in person, 8 via zoom)


  1. CALL TO ORDER


Chair Bob Coulson called the meeting to order at 1:03 pm.


  1. WELCOME AND INTRODUCTIONS


Chair Bob Coulson welcomed those present, introduced and thanked the Board members and Office Manager Joanna Rogers


  1. APPROVAL OF AGENDA

Motion: that the agenda be approved.


Moved by Kathy Resvick

Seconded by Dale Henning

CARRIED


  1. ADOPTION OF MINUTES FROM 2021 ANNUAL GENERAL MEETING (AGM)


Motion: That the Minutes of the October 4, 2021 Magic Lake Property Owners’ Society Annual General Meeting be approved.


Moved by Jean Deschenes

Seconded by Wally Foster

CARRIED


  1. DELEGATION – Brian Evans

  • Health of Magic Lake, concerns of future drought. MLPOS suggested discussing this issue with the Magic Lake Water & Sewer Committee.


BUSINESS ARISING FROM 2021 ANNUAL GENERAL MEETING


Bob Coulson reviewed 2021 AGM motion:

  • Letter received after prompting by the CRD

  • Province is offering a Governance and Services Study

  • Letter requested information on what the Society has done to address some of the concerns and requested clarification on some of the issues stated

  • MLPOS is looking for a study that will show a high degree of public input

  • Reason for a Governance study was explained


  1. DIRECTORS’ REPORTS


  1. Marina General Manager

Topics of discussion:

  • Wally Foster introduced the Marina Team

  • Marina Project Managers position is up for election, 2 candidates are being interviewed

  • Rainwater harvesting rebate program has had a slow start. There have only been 2 people who have been approved

  • Extra rock from the sewer system project was used to resurface the breakwater

  • Sheets of Fibreglass was donated Don Kayne to the marina to use for decking

  • Frozen waterline needed to be repaired

  • The 6 new picnic tables have been well-received



  1. Director – Recreation / Tennis Report


  • Mike Wiley has been following the ever changing Covid restrictions and ensuring safety protocols are in place.

  • Pickleball has been well received, there are more pickleball players than tennis players and another pickleball court might be added

  • Overnight parking needs to be addressed.


  1. Director-at-Large


In Dave’s absence, Bob provided the following:

  • Dave assisted Mike Wiley with providing the opportunity to play pickleball at the Magic Lake facilities, including organizing the first Pender Island pickleball tournament.

  • Kept the grass at the tennis/playground facility mowed throughout the summer

  • Served as an MLPOS representative on the CRD Magic Lake Water and Sewer Committee.

  • Was in charge of casual moorage for Thieves Bay marina

  • Served as Marina General Manager in Wally Forster’s absence.

  • Dave is looking forward to more of the same in 2023.


Moved by Dale Henning

Seconded Kathy Resvick


That the Directors’ Annual Reports be approved.

CARRIED


  1. Secretary

Magic Lake Property Owners’ Society has applied for a total of 3 grants in the past year. Unfortunately, no funding was received. MLPOS will continue to look for grant opportunities and encourage the community’s involvement.


  1. Treasurer


The attached Cash Flow Statement and Balance Sheet at August 31, 2022, and the proposed Budget for 2022/2023 were provided to the members.

Jean Deschenes presented the Treasurer's report.


Motion: Approve the addition of $26,658 from the August 31, 2022 surplus, $25,000 to Park playground fund, and $1,658 to General fund.


Moved Robb Zuk

Seconded Wally Foster


CARRIED


  1. SPECIAL BUSINESS


Motion: Approve the 2022 / 2023 Budget as presented.


Moved by Jean Deschenes

Seconded by Dale Henning

CARRIED


  1. NEW BUSINESS


  • Changes to MLPOS Constitution



Motion:

7.3 The number of directors are not to be less than seven nor more than eleven as determined from time to time at a general meeting.

7.1 The president, vice-president, secretary, treasurer, four marina directors (general manager, operations manager, projects manager, maintenance manager), recreation director-tennis and director-at-large are the directs of the society. The position of secretary and treasurer may be combined. An additional temporary special project director’s position may be added from time to time as the Board of Directors determines. The term of the special project director will be two years. The position will be filled in the same manner as other director positions, at an Annual General Meeting.



Moved by Kathy Resvick

Seconded by Manfred Burandt


CARRIED


  1. ELECTIONS

The following people for the following positions were acclaimed:

Secretary – Mary Beth Rondeau

Treasurer – Jean Deschenes

Marina Maintenance Manager – Ian Syme

Marina Projects Manager – TBD

Director-at-Large - Dave Reed


  1. OTHER


None.


  1. ADJOURNMENT


The 2022 Annual General Meeting of the Magic Lake Property Owners’ Society was adjourned at 3:08 pm.


MLPOS 2022 AGM TREASURER’S REPORT


MAGIC LAKE PROPERTY OWNERS’ SOCIETY

Annual General Meeting – October 22, 2022 Treasurer’s Report

The Financial Statements for our fiscal year end April 30, 2022, have been emailed to you, or if we don’t have your email, may be mailed to you if requested. The results for the fiscal year were very similar to the previous year with less expenses, increasing net income by $3,500. There is an error in the Notes, Item 2, fixed assets – machinery purchased for $2,500 was not included in the totals. However, on the next page, fixed assets schedule, it isincluded.


The two-page Cash Flow Statement provides accounting information, cash balances and budget results at August 31, 2022.


Budget to Actual Comparison


Total revenue was more than the projected budget by $9,095.


Revenue over budget:

  • Moorage-$2,273 Membership - $920

  • Casual moorage-$1,460 Tennis -$2,295

  • Breakwater assessment-$1,816 Casual tennis -$466


  • Interest was $1,086 under budget due to the severe reduction in bank interestrates Expenses were $27,563 lower than the projected amount partially dueto:

  • no expenditures for improvements, playground maintenance, professional fees, and insurance of $6,300 was not invoiced untilSeptember


Under budget:

  • Office management & admin, park maintenance, marina operations & utilities, marina repairs & maintenance, donations

  • Property tax – Continued lower rate due to our appealsuccess


Over budget:

  • Tennis courtsmaintenance

  • Community activities -signs


The summary of cash and securities on page 2 of the cash flow statement confirms that we have available funds satisfactory to meet contingencies and capital projects.


Our cash balance remaining will be more than adequate to pay for expenditures until member fees are received on May 1, 2023.


Member Approval for Addition to Funds


We would like to add the $26,658 surplus not utilized in the past year:


$25,000 to Park playground fund

$1,658 to General


** Motion: Approve the addition of $26,658 from the August 31, 2022 surplus, $25,000 to Park playground fund, and $1,658 to General fund.


Member Approval of Budget


The proposed operating budget for the coming year has been prepared based on the past year’s results, and any additional expenses expected for the year.

We have projected a balanced budget.


** Motion: Approve the 2022 / 2023 Budget as presented.







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