Emerald Lake Regional Park. Meeting held May 26, Location: Main Store Emerald Lake

Transcription

1 Emerald Lake Regional Park Meeting held May 26, 2013 Location: Main Store Emerald Lake Present: Brad (N), Noreen (240), Yolaine (240), Maurice (62) Vicki (N), Victor (90), Roberta (N) Regrets: Barb Brad called the meeting called to 10:00 am ACCEPT APRIL MINUTES: Went through actions: ACTION: To record gate card numbers, Jane to mark the card numbers down when activated and provide a list to Roberta - complete ACTION: Maurice will come back to SUMA and SARM about clarification on what happens if leaseholders don t pay if RM is looking after the invoicing did not complete yet. ACTION: Tell Roberta to charge interest to those who have not paid as of today s meeting - complete. ACTION: Clarify roles with ELLA and how to get info to the leaseholders ELLA rep not present. ACTION: Brad will call SAMA to set up a meeting for Wednesday if possible - complete. ACTION: Yolaine will a copy of this letter to the Board members for their info - complete ACTION: We will share this information with ELLA to see if they would participate in organizing something Ella rep not present ACTION: Yolaine will notify the that the board is giving them a golf pass to their family for donations provided to the park. Yolaine will also inform Jane of this - complete ACTION: Yolaine will do a letter to the that re-measurement will take place in the summer. Board to do up clear criteria for future re-measures - complete ACTION: Yolaine to respond to letter sending copy of motion made to no longer add names to lease discuss later. ACTION: Yolaine to do a letter that re-measurement to take place in the summer - complete ACTION: Yolaine to send a letter that an appointment will be made for re-measurement. If any structures in lot that he does not use, to ensure they are gone prior to re-measurement and that no refunds for invoice already sent - complete. ACTION: Yolaine to send a letter advising that a re-measurement will take place this summer - complete ACTION: Yolaine to send a letter that she needs to provide the $25 permit fee as well as a drawing of where fence to be placed. Only a small privacy fence approved until trees grow in. Advise that three trees were already planted by the park - complete ACTION: Brad will contact asking him to drop off some bagged wood to see size, etc. he is dropping off wood at park. ACTION: Maurice will phone maintenance and Noreen will contact Jane about later start date - complete ACTION: Noreen will place order for t-shirts and they will have for long weekend - complete ACTION: Yolaine to have post on website and let Barb know - complete ACTION: Brad to let know and he can notify their side - complete ACTION: Noreen to tell Jane if anyone asks about rental we will charge $600/week and it can only be rented by the week. Monday check in at 11:00 am and Sunday check out at 4:00 pm- complete ACTION: Vicki to look into it for May long weekend (phones) complete.

2 Page 2 ACTION: Vicki will get application off to Roberta for both stores - complete. ACTION; Maurice will check into insurance if she uses the truck and will let Yolaine know prior to sending job offer letter. complete ACTION: Yolaine to send job offer letter to - complete. ACTION: Maurice will see if fluorescent vests are available in maintenance shed he did and there are vests. Yolaine will also donate one. ACTION; Yolaine will send letter to the applicant advising that this is only position available to see if she wants to be interviewed for - complete ACTION: Yolaine to send in to SRPA and let Jane know - complete ACTION: Yolaine to look into it and order (defibrillator) - complete ACTION: Yolaine will talk to Roberta about this and get letter out if this did not occur - complete. MOTION: made a motion to pass the April minutes. seconded. All in favour. MC. ACTION: Brad will call SaskTel about the pay phone at the beach Maintenance cell phone: If there are calls during night maintenance to bank hours for any calls. Discussed current banked lieu for winter work (approx. 28 hours 1 hr/week for wells). ACTION: Noreen to post cell # at store and monitor calls over first few weeks of July. ACTION: Yolaine to send letter to to cease construction until Board sees Peter Halyka reports. Send by registered mail. Notify of fines. TREASURER S REPORT: Yolaine passed out budget info that Roberta had given at last meeting Roberta passed around store expenses from January to date. MOTION: made a motion to pay $ to Expert Locksmiths for door closures. seconded. All in favour. MC. ACTION: Vicki to get a list from Brent on what needs to be done on store for completion and will give him list of what Board wants. Backfilling needs to be done at store. Maurice said they could not get sand in due to road bans. Vicki asked if sand ok to hold it. Brad said ELLA would possibly donate sod. Discussion held on where septic tank was installed needs another year to settle. There may also be sprinklers installed so need to do this before any sod laid. Brad

3 Page 3 asked if Bruce/Brian should start fill in. Maurice reminded everyone they are two weeks behind due to late start but will get that completed. List completed for Brent by Board ACTION: Vicki will get list to Brent and discuss. ACTION: Maurice will get quote for eave troughs on well house and beach store. ACTION: Maurice will get signs for washrooms (beach store) and will get golf price sign fixed. May 17 th seasonal sticker sales 28 receipts but only 25 ran in the till. Roberta has not completed accounts receivable until some issues are cleared up (late payments, etc). Families who paid after deadline but deducted early discount. MOTION: made a motion that we stick to the April 1 st deadline for early discount. Due to holiday on April 1 st, an extension will be given to April 2 nd with no other exceptions. seconded. 5 in favour. 1 opposed. MC. ACTION: Yolaine to do a letter to the five families and advise they need to submit the $150. She will send letters to Roberta and she will attach the invoices. Financial statements Yolaine to make copies for AGM and one for Regional Park Office. Roberta got information on Moneris from at. They are not happy with service (Rogers). They also charge a yearly monthly fee. Vicki said they might not fall under the same guidelines as the Regional Park agreement. Yolaine will follow up to ensure he received the invoice and lease. Roberta gave copy to Jane ( invoice). Lot measurement by old ball diamond document that shows originally were 25 x 60. We will need to re-measure those lots. ACTION: Yolaine will phone to tell them to disregard letter sent. ACTION: Noreen will do a letter to the other leaseholders in ball diamond. putting larger trailer in spot, posts removed and plans to remove bush. ACTION: Yolaine to send registered letter to advising needs to obtain permit.

4 Page 4 Roberta still has not deposited cheque. Roberta deposited the $900 deposit from the. were invoiced for the $50 NSF fee. Still have not submitted this to the park. ACTION: Jane to call about reminder to be paid or camp site not secured. Roberta said $73.50 refund for domain website has not come yet. She sent another to Trevor about this. Roberta to send lot sizes and cabins sold since Jan/11 to SAMA. CORRESPONDENCE: drawings reviewed request for deck ok ACTION: Yolaine to send letter of approval to shed approved deck paid $25 permit and $100 for tree removal. He would like to plant trees himself as he knows someone who can do it. ACTION: Brad will check to see if trees planted by make sure deck fits in lot properly. by July 1 st. Maurice and Brad will also ACTION: Yolaine will send a letter to planted by July 1 st or park will plant. to approve and remind him that trees need to be letter re-measurement to be discussed later. ELLA: Barb was not present at today s meeting but had ed her presentation. Due to time constraints, we tabled Appeal Process for next meeting. Golf course committee info read. Due to road ban they were not able to get sand in. There is a $500 repair budget for golf course $1450 total budget. Roberta will give Bruce maintenance budget once she has it up to date. Sprinklers for golf course they need to price it out and come back to board.

5 Page 5 Fireworks our current insurance does not have any exclusion for fireworks. ELLA needs to contact Vern Unyi, fire chief at Leask Fire Department to discuss further. NEW BUSINESS: Yolaine confirmed that money from seasonal stickers goes to our park. Roberta said $3.50 goes to Regional Park Office and remainder of sticker sale goes directly to our park. Discussed selling fishing tackle at our park. As we cannot issue fishing licenses, it was not approved at this time. ACTION: Yolaine will have Trevor post this on website as a did you know segment. OTHER BUSINESS: 1. lot size He called Brad about measurement. He said there is a problem with the road and they want to discuss with Board. Still $1341 outstanding on bill. Roberta sent another bill with interest. ACTION: Yolaine to send a letter the re-measurement will take place in the summer but that bill still payable at this time. Gate cards cannot be activated until full payment is received. Later in the meeting, was invited to come in and discuss situation as he was attempting to get gate cards activated. He advised Board that the boats sitting on the lot can be removed. Noreen explained what the process was for billing sizes put on last year s statement, etc. She advised that since we had not heard from them in the last year that this amount stands but will re-measure. She asked him to do a letter to Board for our records and we will contact him. He asked if we plan on expanding camp sites with this lot? Board assured him that there were no plans in place as lake cannot handle any more campers. Vicki told him that based on vision/mission statement we want to preserve green space, trees, etc. If we look at private side they have cleared all trees when lots were sold. Brad told that septic tank will not need to be moved. agreed to pay the difference for this year. Pizza from Prairie Pizza Market sampled. Discussed and will place an order. For now, 10 of each kind (cheese, ham and pineapple and pepperoni/mushroom). We will have him cook for us. Order 2 dozen individual slices/packed assorted variety. We will also order 10 pans of cinnamon buns all for July long weekend. ACTION: Yolaine will place pizza order

6 Page 6 Boat launch fees Noreen suggested doing a letter to the daily campers who are booked for one week or more to advise them of new fees. ACTION: Noreen will compose and send letter to campers once she gets information from Jane. Noreen would like to hire and as extra employees for summer. Jane has put in request for time off June 18 th (pm), 19 th, 20 th, 25 th, 26 th. She could get students to fill in on 25 th and 26 th as they will be done school. Noreen asked if we could get her to use some lieu time for extra work she has put in. She will ask Jane what hours she has. Main store Noreen would like to look into painting main store floor for this summer. She will get paint prices. Security Vicki left during this portion of meeting. Discussed option of hiring security for other long weekends. Only offered the May long weekend to to see how it would go. There were no complaints from other campers over main long weekend. Bruce was called on Friday and Saturday night to help with partiers. Cost of security was $600 for this weekend. Total budget is $3500. Maurice said he could probably do it in July and August. Due to our budget constraints, it was agreed that we would not hire additional security for July and August long weekends. Will review for September. ACTION: Yolaine will to advise so she can look for alternate work. PRESENTATIONS: Jane Prosser: She has received all plants except for plants at the beach. Global cedars at main store did not make it. Tracy would sell us perennials for about $20 to fill in those spots. So far the flowers are $1100. We need more golf pencils will notify Trevor Hours for summer (beach store) 8:30 am 10:00 pm during swimming weeks. Before July 10:00 am start for Sat/Sun. 2 staff at main store from 2 pm on and for beach store. There will be split shifts over supper hours. After August long weekend will be slower and less staff scheduled. There is a reunion scheduled in the middle of August Noreen and Jane are putting together a binder including code of conduct for each store.

7 Page 7 Staff meeting was going to be June 23 rd but too many staff cannot attend. They have moved it to first week of July. Will include OH&S meeting at same time. Brian Drackett: BEM Course he said was best course he has ever taken in his life (Bruce also attended and agreed). They should now meet with fire marshall. They will be on the emergency committee and Noreen will also be on this committee. Noreen suggested trying to get someone from the other private side as well. Could not bring sand in as road bans were on Sod wait until dirt settles Retaining wall information to be reviewed Maurice asked Victor if gravel can be put on Sub C and private side as well. Told him to stop at the bottom of hill. Need to remove speed bumps first. ACTION: Bruce will fix the speed bumps that were broken during snow removal. They have moved the ice cream trailer by caretaker s cabin. Golf course can get us barrels of canola oil. Maurice gave go ahead for sand for the greens. On weekend there was vandalism on the golf course. Drove on greens with golf carts. Some vandalism at picnic area by main beach garbage can was flattened. Maurice approved spray for dandilions. Brian looked at all bbq pits and tables and rated them. There are 3 or 4 that have to be replaced. Maurice told him to price out at Blaine Lake and Mennonite Homes in Waldheim. Vicki asked if we will need to purchase some picnic tables and Brian said we need a few. Brian asked about the role of maintenance with the golf committee. Trevor Cross is chair of golf committee. Bruce and Lionel Pelletier also on committee. He was told to do regular park business first with regards to maintenance duties. Firewood they are dropping off 12 bundles Brian proposed a walk-around park so we can let them know what we want done this year. Maurice will look after this and get back to board. Brian suggested we use a clear stain for posts rather than painting. Less upkeep with the stain. Brian to confirm that we could paint over the stain if we have to. Shower house suggestions for clean-up. Bruce thought we should sheet the ceiling. Noreen said to get pricing and come back. They also talked about a rubber product will it withstand cold in winter? To get information/pricing and get back to us.

8 Page 8 Safety issues brought up with pilot light should be replaced with a more efficient system. Maurice suggested for now leave the pilot light on. Bruce would like this to be a priority for next year. Brian suggested we speak with for road work, in particular down by the beach area, fire lanes. Maurice asked that we get him to look at it next time he is here and give us a quote. Firepits for seasonals request by a leaseholder to provide them with one will advise that park is not under any obligation to provide this to them. Security camera Bruce still looking into it. He will need a DVR. He had some quotes - $928 from Reed Security and $1179 from Surveillance Shop. This does not include a monitor but we already have one. Fuel had a delivery from Spiritwood Co-op. He strongly recommended that we upgrade tank does not meet OH&S standards. He had some quotes and will give to Maurice. (sp?) does 3D concept drawings Brian suggested we could speak with him about landscaping drawing for park. Noreen will give information to Barb. More signs needed No lifeguard on duty and Household Garbage Only BRUCE MANSELL: Snow removal could not keep up with large snowfall this winter. They had to get patrol in for main roads but they can only go so far. Bruce suggested we purchase a bobcat in future and he could do the removal. Golf course bridge under water. They want to pump water out and just need to purchase sprinklers. No prices yet. Noreen suggested we do this via and decide before next meeting. Sand and sprinklers for golf course come out of their budget. He is looking at some poles through SaskPower and if they cannot accommodate he will look at other options. This needs to be fixed immediately as you cannot cross. Shower house doors need closures Cell phones now until July long weekend both maintenance workers can use phones. July/August one will be at beach store and one to maintenance on duty. MOTION: made a motion to end meeting at 4:55 p.m. seconded. All in favour. MC As agenda was not completed will finish this meeting after AGM on June 9 th. Next meeting 7:00 p.m. on July 1st