MLPOS AGM 2019. Draft Minutes.
MINUTES OF THE MAGIC LAKE PROPERTY OWNERS’ SOCIETY
ANNUAL GENERAL MEETING
HELD ON SATURDAY, OCTOBER 19 2019 AT 2:00 PM
ST. PETER’S ANGLICAN CHURCH HALL
4703 CANAL ROAD, PENDER ISLAND BC
*DRAFT SUBJECT TO ADOPTION AT OCTOBER 17 2020 ANNUAL GENERAL MEETING
PRESENT: Jeremy Harwood President
Wally Foster Vice-President
Dave Reed Member-at-Large
Kathy Gilbert Secretary
Jean Deschenes Treasurer
Mike Wiley Recreation Director - Tennis
Art Curtis Marina Projects Manager
Bob Coulson Marina Operations Manager
Ian Syme Marina Maintenance Manager
Glenn Henderson Marina General Manager
Joanna Rogers Office Manager
MEMBERS: Approximately 29
CALL TO ORDER
Chair Jeremy Harwood called the meeting to order at 2:00 pm.
WELCOME AND INTRODUCTIONS
Chair Harwood welcomed those present, introduced and thanked the Board members and Office Manager Joanna Rogers. He provided a synopsis of the work that had been accomplished in the previous year.
APPROVAL OF AGENDA
Moved by Bob Coulson
Seconded by Wally Foster
That the agenda be approved.
ADOPTION OF MINUTES FROM 2018 ANNUAL GENERAL MEETING (AGM)
Moved by Wally Foster
Seconded by Jean Deschenes
That the Minutes of the October 13, 2018 Magic Lake Property Owners’ Society
Annual General Meeting be approved.
Pender Fire Rescue – FireSmart Program
Fire Chief Charlie Boyte referred to the FireSmart program and suggested that the MLPOS President remind members of the program, particularly in the most populated area, Magic Lake Estates. The FireSmart BC website, FireSmartbc.ca, has excellent information and tips on how to be prepared for the threat of wild fires. Chief Boyte recommended that a minimum 1.5 metre buffer around the house should be maintained. He also suggested that the executive of Magic Lake Estates initiate a FireSmartbc.ca Community Recognition program. Information on the program is on the FireSmartbc.ca website.
BUSINESS ARISING FROM 2018 ANNUAL GENERAL MEETING
Marina General Manager
Glenn Henderson thanked the marina team and marina volunteers for their hard work and many hours spent keeping the marina in good shape.
He advised that the December 19, 2018 wind storm had damaged the breakwater. Many logs and deadheads required removal from the marina.
A fee increase is warranted to ensure that there are sufficient funds for future work.
Director – Recreation / Tennis Report
Mike Wiley noted the tennis courts had sustained some damage during the December 19, 2018 windstorm.
The courts were resurfaced in 2019. By partnering with Poet’s Cove and a private tennis court owner, costs to MLPOS were lower than if the resurfacing had been done as a stand-alone operation. However, Mike did note that the cost for resurfacing was considerably more than the previous resurfacing work: $28,000 compared with $13,000. A fee increase is warranted to pay for future work at the courts.
He thanked the volunteers who did the courts preparation prior to resurfacing.
He advised that plans for a pickle ball court are still under consideration. Pickle ball lines will be painted at the tennis courts and interest in this sport evaluated.
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. As a member of the Magic Lake Water and Sewer Committee, he advised that the Capital Regional District (CRD) sewer system upgrade referendum will be held on October 23 2019.
Kathy Gilbert advised that since no volunteers had been found to maintain
Mouat Park, the fence will be removed, so that the park will be returned to a more natural state.
The attached Cash Flow Statement and Balance Sheet at August 31, 2019, and the proposed Budget for 2019/2020 were provided to the members.
Jean Deschenes presented the following Treasurer's report.
Total revenue was more than the projected budget by $4,179.
Moorage fees were below budget by $2,817.
Casual tennis was below budget.
All other revenues were above budget.
Expenses were $2,000 lower than the projected amount due to:
no expenditures for park property maintenance, professional fees or community activities
marina lease and donations were equal to budget
Insurance – allowed for increase that didn’t happen
Office & admin, marina operations & utilities, tennis courts & grounds maintenance – expenses less than anticipated
Property tax – Lower rate due to our appeal success
Playground maintenance – maintaining equipment to ensure safety – researching new and different equipment
Leasehold improvements – additions to breakwater rock
Office management – raise given to our office manager who has given us another year of exceptional work and assistance to the Board, with her ever increasing work load
Marina repairs & maintenance – mainly due to winter storm damage
Surplus for the budget year was $6,180.
Moved by Jean Deschenes
Seconded by Jeremy Harwood
That cash in the amount of $6,180 be moved to GIC General Funds.
Moved by Dave Reed
Seconded by Mike Wiley
That the Directors’ reports be approved.
Approval of Budget for 2019-2020
Moved by Jean Deschenes
Seconded by Jeremy Harwood
That the 2019-2020 budget as presented by Jean Deschenes be approved.
The new business agenda item consisted of a series of questions and answers.
A member recommended that marina fees be charged by slip length rather than boat length, in order to simplify the fee collection process.
A member asked how to volunteer for marina work done by Magic Lake Estates. He was advised to contact one of the marina crew. It was also noted that work other than construction work is also needed. Prospective volunteers may also contact Magic Lake Estates by email (email@example.com) or by calling the marina phone number: 250-629-6383.
A member noted that commercial vehicles are sometimes parked at the west end of Magic Lake. It was suggested that she contact the CRD Parks and Recreation Commission (www.crd.bc.ca/parks) for information and for any suggestions about signage.
North Pender Island Trustee Ben McConchie raised several issues:
He would like to hear from the community on opinions and issues related to short term rental accommodation.
Since the Magic Lake Estates water and sewer systems require upgrading, he recommended that owners contact local politicians to advise of the importance of this issue.
He also commented on some owners denuding their lots of trees, which devalues the ecosystems.
A community town hall meeting is scheduled for November 7 at 10 am at the community hall. He advised that he live-streams North Pender Trustees’ meetings.
Ian Elliott suggested that a committee of MLPOS be formed to promote FireSmart. A Board member suggested that Ian Elliott be invited to a future Board meeting to suggest future steps that MLPOS might take to enhance FireSmart principles and ideas.
A new resident of Magic Lake Estates asked about how to deal with invasive species. She was referred to Pender Islands Conservancy (penderislandconservancy.org.)
Another issue raised was road drainage on North Pender. Issues should be sent to the Ministry of Transportation and Infrastructure.
Note from the MLPOS Secretary: I could not easily find a web link to a contact link for the Ministry, nor for Emcon, which presently is the road contractor on North Pender.)
Gary Steeves conducted the election.
The following people for the following positions were acclaimed:
President - Jeremy Harwood
Vice-President - Bob Coulson
Marina General Manager - Wally Foster
Marina Operations Manager - Robb Zuk
Director / Recreation / Tennis - Mike Wiley
Gary Steeves was thanked for conducting the election.
See item 9.
The 2019 Annual General Meeting of the Magic Lake Property Owners’ Society was adjourned at 3:35 pm.