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)
CALL TO ORDER
Chair Bob Coulson called the meeting to order at 1:03 pm.
WELCOME AND INTRODUCTIONS
Chair Bob Coulson welcomed those present, introduced and thanked the Board members and Office Manager Joanna Rogers
APPROVAL OF AGENDA
Motion: that the agenda be approved.
Moved by Kathy Resvick
Seconded by Dale Henning
CARRIED
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
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
DIRECTORS’ REPORTS
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
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.
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
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.
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
SPECIAL BUSINESS
Motion: Approve the 2022 / 2023 Budget as presented.
Moved by Jean Deschenes
Seconded by Dale Henning
CARRIED
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
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
OTHER
None.
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.