1) Call Meeting to order: 14N Jim Merryfield called meeting to order at 10:12 AM

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1 Date: Sunday, May 21, 2017 Time: 10:00 am Location: Pelican Bay Resort Equipment Shed 1) Call Meeting to order: 14N Jim Merryfield called meeting to order at 10:12 AM 2) Approve Agenda: 66S Kelley Palace motioned to approved agenda. 42S Reid Deforest 2 nd. 3) Minutes from 2016 AGM: 14N Jim Merryfield provided update to the progress on items from the minutes. A hitch was provided for the fire wagon. Not all members had the same size hitch so a hitch has been placed with the fire wagon should we have a need. Please do not take from the Wagon. The Septic system that was voted on and approved has been completed. The approval for the South side shower house obtained via vote. Three outhouses have been completed. No corrections are required to the minutes. 40S Laurie Winder - Motion to accept the 2016 AGM minutes 42S Reid Deforest 2 nd. Motion carried no opposed 4) Welcome a. President's Message We have several committees that help our park operate throughout the year, such as development, marina, tree, storage, sales and social committees. I want to thank these people as they are who keep our park operating throughout the year. b. Welcome new members: Shannon and Terry Kitz Lot 8N and Keith and Rose Pugh Lot 39N 5) Current Board Members: 14N Jim Merryfield (President) - I would like to thank all the committee members, the board and the members of the park. I would like acknowledge Kim Heaps who has been our treasurer for 16 yrs. Supporting Kim is Gail Haugrud who is an accountant and a great resource for the board. Laurie Winder has been working on preserving all past documentation as well as our News Letter. Kim Kelly has been instrumental with her business accolades as well as offering her company s board room for us to meet monthly. Darren Oltmanns joined the board in March and is leading the power transformer upgrade for the park. Darryl Sapp joined in November of last year and has taken on the role of tree management. Iris Marouelli is the board liaison for the social committee. Dustin Axley and Reid Deforest have worked on the Southside shower over the winter and you may have noticed that work is almost finished on this bathroom. I am in my 3rd year and will be staying on one more year as past president.

2 6) Financial Report: Kim Heaps reviewed the Financial Statements for 2016 with the members. 6N Darren Oltmanns motioned to accept the presented Unaudited Financial statements for 2016 written by Tober Hembling Callihoo. 51N Doug Frunchak 2 nd. Motion carried no opposed 7) Budget presentation: See attached Committee Presentations Budget presentation included in , proposed budget. 14N Jim Merryfield led discussion. Information for Pelican Bay Co-operative Association (PBCA) is reported through five categories: 1. Operating member s fee s for general running of park 2. Maintenance - ongoing up-keep and repairs to existing park equipment, facilities and emergency events. Current funding is through transfer fees, storage fees, interest on investments and annual members maintenance fee. 3. Project fund is lot sales and interest on the investments 4. Marina -used to provide annual repairs to the marina. 5. Social Club See presentation for a & b below at the end of the meeting minutes. a. Operations, Maintenance, Projects - budget presentation b. Fund Balances at December 31, 2016 Vote to accept budgets as presented or amended: 63S Mike Frost motioned to accept 2017 budget as presented. 51N Doug Frunchak 2 nd. Motion carried no opposed. 8) Proposals for changes to By-laws (*see full Proposals on Page #6 of committee report) a. Board Term of office - see proposal pg #6 b. Roofs - see proposal pg #6 c. Permit applications - see proposal pg #6 d. Decks and Retaining walls - see proposal pg #6 13BS Kim Heaps motioned to approve all of the presented proposals as per page 6. 42S Reid Deforest 2 nd Motion carried no opposed. 9) Committee Reports sent prior to the meeting a. Presidents report Committee reports were sent out to all members prior to the meeting to cut down on meeting time. b. Park Trees - see review. Watch for worms in your tree s as these worms will cause your trees to fall. Look for sap to be running down the tree. Tree s need to have a permit; however permits can be submitted at any time. c. Social See report

3 d. Development Committee Development Committee 30N Robert Lychak- liaison to the board as a representative to the board on behalf of the DC. Refer to the addendum provided to the members via . Wording change required for neighbor s approval distance added for clarification. In the end if your neighbor doesn t approve you have another option. Decks definition changes made to add actual measurements. Fences are not allowed. Privacy screens one allowed per lot, we added wording and measurements to the regulations. (add regulations to the minutes.) 58S Leslie questions regarding portable do we have to take them down at the end of the year? No just need to be portable. Reid asked for feedback, only hear from those who are mad at us! None was given 4WN Bill Edwards are you speaking of lattice? Many different kinds? Are you going to write in all kinds of lattice? They are that it is only lattice, just saying that it must be written on the permit when wanting to add to lot. Correct all building/additions must be approved on a permit. 42S Faye agenda sent out proposed length from front of the hitch to the back. That is not adequate because 5thwheels units go beyond the hitch. 30N left the definition and length of the trailer did not change from previous ruling. Outer most point of the trailer is used. Marty 12N can a neighbor object to anything you are doing in your lot? Yes, they can, however we would look at each situation as presented. We don t want to intrude on each other. Ensures discussion between neighbours. All building must be approved. 66S Kelly Palace. If your lot extends 15 ft within your neighbour you don t need approval. Correct, however you still need your neighbors signature. Jim 14N -example roof added to trailer, run off may go directly onto your neighbor s yard. 30N not every scenario will fit the15 feet ruling. 66S Kelly would like to see it more defined. 51N Doug- motion is to accept rule changes as presented. 3N 2 nd. Motioned carried. None opposed. Leslie Preston (58S) appreciates all the DC and the work they do. I know they take a lot of flack, however we do appreciate them. 51N Doug trailers must be able to move in and out. Some don t, will this cause issues in the future? Jim DC oh I forgot, I didn t have time. Official rule is May and Sept to input a permit. Points of clarity on an for Darren Oltmanns 6N. Yes, please communicate as often as necessary to ensure you on track. 13BS Kim Heaps - Can I put a permit in sept for work I want done next year. 14N Jim Merryfield -Yes, you have 1 yr from date of approval to complete. Put in a permit, wait for the approval in writing as this is required before work can begin.

4 14N Jim Merryfield -permits for tree inspections can be submitted at any time. Laurie Winder address for future questions can be sent to Reid Deforest- please have a decision maker on sight when the DC is reviewing to ensure that the permit can be approved. Permits need to have exterior drawings as per rules and regulations to be able to approve. Joanne Howe southside shower house is amazing offered to make decals for the doors Thank you to Doug Frunchak, Mike Frost who came up with the original design and did a lot of work 10) Voting in of Board Directors: Darren Oltmanns came on to the board in April Darryl Sapp joined in September a. Current slate - The final PBCA lot (39N) was sold last fall to Rose and Keith Pugh. From time to time the lot sales committee is commissioned to sell lots on behalf of a member. The fee is $2, Shannon and Derrick Kitz recently purchased lot 16N from McOuat s though this service. The lot was advertised on our Web Site and was shown to several potential buyers prior to purchase. Occasionally the committee gets ad hoc requests about lot sales and prices throughout the park. Without the committee being commissioned to sell a lot on behalf of a member, the committee will not be/get involved. If a seller wants to show his/her lot to a potential buyer, they must be here to show the lot. Frank is not authorized to show lots, and potential buyers cannot gain access to the park unless they member is with them. The lot sales committee has been commissioned to sell Lot 54N as of today s date. Outhouses need some warranty work to be completed by builder, levelling, door swings open by 28N, looks like mold is starting on the bottom beach and 30N. Harold needs to give us a date when he will be completing. We need to take that out house out of commission as it is deemed to be unsafe. b. Motion to vote in Darren Oltmanns (April 2017) & Daryl Sapp (Sept. 2016) 14N Jim Merryfield made a motion to have Darren Oltmanns and Darryl Sapp added to the current board of directors. 59S Leslie Preston 2nd Motion Carried no opposed c. Call for New Board Directors Kim Kelly s term is up. 14N Jim Merryfield would like to nominate to remain on the board. Kim Kelly accepted the nomination 42S Reid Deforest 2 nd Motion carried no opposed. Kim Kelly 11) New Business or agenda items from members a. a. Beach & Road Remediation - continue to manage with the resources that we have. We will keep as is until the water has subsided. b. Toilets in the north washroom have been replaced as they were low flow and not working the way we needed them to.

5 23NRob Frost- will we be discussing boat storage? As new people come in they would like to have a spot. Is there a plan for every lot to have access to one storage spot? 14N Jim Merryfield -It is everyone s responsibly to store your stuff on your lot. Yes, we understand there is a desire for each lot to have access to storage. We have looked at expanding which takes money and we have not come up with a plan/budget proposal as of yet. If you want to present something, please do. 23N Rob Frost - Is there a committee? 14N Jim Merryfield -Yes, Mike Frost and Denis Nolin currently head this committee. As per the Marina, storage spots don t go with your lot if you sell. We have 7 members on the waiting list. 5S Peter Olsthoorn- last week the septic tank collapsed. I want to ensure that is not a cost to the park. 14N Jim Merryfield - Yes this is covered under warranty. Board met on Saturday regarding the assessment supplied by the installer and will determine the action we will take. The New tank installed is a better tank than we originally had. Installer has submitted a fee for the labour. 5S Peter Olsthoorn - We should not be paying any fees for the replacement. 14N Jim Merryfield -We do understand that the system was installed as per spec and we will be responding to the installer as such. 14N Jim Merryfield -There has been some discussion about the park purchasing our own skid steer to take care of our roads. We have lost a tremendous amount of sand and road due to the amount of water we had this year. Currently the south beach has been washed away. We will need to decide how we are going to handle this. 66S Kelley Palace asked if we had a lot assessment. 42S Reid Deforest We have not had a lot assessment. The County of Two Hills has not expressed any interest in doing one. He also stated that he has worked with the county regarding non concreted posts in the ground and they approve. 24N Rob Frost What about the power and work being done? 6N Darren Oltmanns -Atco will be replacing 5 transformers and 2 poles with in the park. We are asking for a June mid week installation. This is all on ATCO s dollar. We feel this is about $60K worth of work and expect to have better quality power. Do not plug in anything that exceed 30 amps. This project will increase the voltage, not the amperage. Laurie Winder sent out a newsletter. In that newsletter Laurie asked the members if you have any goods and services that you can provide to the park, such as: if you can purchase any items we may need at cost, that is a savings to the park. 64S Wayne Gulka -Regarding the new shower house, is it possible in the family area to install a wand for easy use? 42S Reid Deforest Yes, I will look after that. 42S Reid Deforest Just a reminder -No generators are to be run on sight. Please remind you guests of the rules. 32S Larry Bodnarchuk guest seem to be the issues in our park. Can we have a one page mini rule to be provided to all guests? 14N Jim Merryfield its up to the members to advise their guests of the rules, however we could come up with a simple rule sheet that can be available for guests at the store. Board Action Item

6 25N Don Mudryk- It seems that when we put in the boat launch, we never have enough people. Some don t show up year after year. Are we doing anything? 14N Jim Merryfield. This year we had 2 members that didn t show up. People are getting the message and now we are having less people not show up. We don t want to create a levy, as some would rather just pay the levy and never come. That defeats the purpose. We need everyone to come as it is labour intensive. As you know our park has a lot of water laying. Marvin has donated a pump for Frank to use within the park. 51N Doug Frunchak Regarding the Boat launch. Due to the high water our launch does not work the same way as when the water is low. Pay attention. You may need to extend the length of your hitch. Darryl Sapp Frank now reports to him. Update on the Water. The showers are clean; however the water is brown from the iron. We have the water softener installed and we should see some improvement soon. Meeting Adjourned 12:00 PM

7 The following is the Presidents Message and the Committee reports that were sent to the members via prior to the AGM President's Report May ) New members - New Members Lot 39N Ruth & Keith Pugh, Purchased lot from PBCA in Sept. of 2016 With that, the last PBCA lot has been sold. Only private sales are going forward. 2) Motion to vote in Darren Oltmanns (April 2017) & Daryl Sapp (Sept. 2016) 3) Action items from 2016 AGM & September Members Information meeting Fire wagon hitch has been placed at the trailer. Update of the new septic system in Building Directors report below. The Board is continuing to look into what further outhouse renovation work will be done this year. 4) Trees We now have a Director (Daryl Sapp) assigned work with the Board, Members, Park Manager, and Development Committee to assess and come up with a plan on how to manage tree issues within the park. (See report below) 5) Members of the Board & Development Committee have met to discuss ideas on how to better handle the Development review/approval/follow-up processes. 6) A newsletter was recently ed out to all members that we have addresses for. If you didn t get one, please pelicanbayresort@gmail.com with your contact info so that it could be added to the list. In the newsletter, a call was put out to all members asking if they offered any goods or services that that park might be able to enlist. When necessary, we d like to be able to put out a call to members that would be able to provide services (paid or otherwise) that are required throughout the park. To date, we haven t gotten any replies so please send us your contact info if you can offer us a service. 7) Projects New Septic System installation is complete. The Project came in on budget at $56, South side washroom renovation project in progress. We had a budget set for $75, The project is tracking close to being on-budget and on-time for completion. Three out houses were replaced at a cost of $17, This included cement and holding tanks as required. 8) Rules Apply Year Round - The Board finds it necessary again to remind everyone that the park is not an off-season storage spot. No storage of extra trailers, vehicles, etc. during the offseason. Committee Reports Lot Sales 1) The final PBCA lot (39N) was sold last fall to Rose and Keith Pugh. 2) From time to time the sales committee gets ad hoc requests about lot sales and prices throughout the park. Without the Association being commissioned to sell a lot on behalf of a member all we can do it direct people to real estate sites such as Kijiji and local newspapers. Marina Currently, there are two spots available for lease in the north Marina. There is a $ refundable lease fee plus $ annual maintenance fee. Contact Jim Merryfield at or jim.merryfield@gmail.com for further details.

8 Park Trees Frank and Daryl Sapp will be taking a close look at all trees in the park's common areas. This will include roadways, storage areas, areas outside of lots and any other areas deemed as park property. We will be looking for diseased trees, bug infestations, dead trees, leaning trees and any other trees that may present a hazard. These trees will be removed at the expense of the park. To date, approximately 20 dead trees have been removed due to safety reasons at the north boat storage lot. Frank and I will continue to monitor the health of all trees in the common areas of the park for disease, worms, and safety. If someone has a tree on his or her lot that he or she feel a safety hazard, he or she must submit a permit to the development committee for approval prior to removing the tree. Here is a list of 3 tree removal contacts if required: 1) - Ken the Tree Man - Two Hills ).- Northern Tree Services Inc. - St. Paul or )- La Rue Tree Certified Arborist - Vegreville peter@larutree.com Development Committee The Development Committee is working hard to ensure that all aspects of development within the park meet the guidelines which all members should have or can access on the Pelican Bay Website. The Development Regulations are changing as we move through the years, and we will have some slight changes to present at the AGM in May, Some of the issues we have encountered in past development cycles, and which we will improve on for the future, were related to size of the eaves on trailer covers and deck covers, we are proposing that all eaves will be 24 inches overhang, and if rain gutters are placed, they will not be included in the 24 inch measurement. This creates a standard for all building taking place which will have a roof over decks and trailers. Another point that we will be asking all owners that apply for a permit, is that there will have to be a person on site for the development committee to review the permit with, if no one is on site with the authority to act on the permit, it will not be reviewed and will have to be re-submitted for the fall permit cycle. Trees are an issue, and the Development Committee will review any permits submitted for tree removal when they are available at the lake to make a site visit. We will have Darryl Sapp available to review all trees on the common property which may require removal, and those trees on the common property will be at the expense of Pelican Bay. Trees on owners lots will be the responsibility of the owner to cover any costs associated with the removal and disposal of branches, etc. Another issue which has come up in the past is the requirement to get an affected neighbours approval on a permit. There will be a wording change to add that this requirement is to be only when it is a neighbour adjacent to the requested work area. This will require AGM approval also. Deck width is always an issue, and there will be some word changes to establish a common understanding as to how the width of a deck is measured. We have added a position within the Development Committee who will act as an interface with the Board of Directors when issues come up that cannot be resolved within the Development Committee. Social Committee Last summer was a fantastic year for social events. Our July 1 parade was the largest to date. Lots of floats and participants. Thank you to all that helped and organized. The beach volleyball was well received also. Fun had by all. Horseshoes and B-B-Q were also attended greatly. Remember all these events can only happen if we have the volunteer to help put them on. 50/50 went well also. Had more people for selling, so everyone got a smaller area which freed up more time for family and friends for all. All the proceeds do come back to the members in the form of prices, bbq supplies, equipment, and of course our fantastic firework display. Thank you to ALL the volunteers to make the long

9 weekends so much fun for everyone. Please if you can spare an hour come and help us make this another fantastic year especially on the July long weekend. End of Committee Reports

10 Financial Presentation