Pelican Bay Cooperative Association Minutes for Annual General Meeting May 24, 2015, 10:00 AM, Equipment Shed

Transcription

1 Pelican Bay Cooperative Association Minutes for Annual General Meeting May 24, 2015, 10:00 AM, Equipment Shed Meeting called to order at 10:15 AM Dennis Nolin 4WN Motioned to accept 2015 meeting agenda. Bill Evans - seconded Motion Carried. Harold Pawlechko President began meeting welcoming new members to the park. Kim Heaps 13BS reviewed the Financial Statements for Mario Marrazzo (52N) Motioned to accept the unaudited Financial Statements prepared by Tober Hembling Callihoo. Don Wolff 48N - seconded Doug Seymour motioned to appoint Tober Hembling Callihoo for 2015 Financial Statements. Jim Wrista 1AS seconded Motion Carried. Harold called Frank Greene to the front to thank him for a job well done. Members applauded. Frank stated that he has a strong belief in the park and feels he is doing the best he can and is enjoying what he is doing. Harold introduced the current Board members to the park members. Blair Curtis 21 years at the park, is a founding member of the park. Brett Wethunn 5 years at the park, is enjoying helping on the board. Jim Merryfield Proud member of the park, is dedicated to the advancement of the park. This is Jim's term as an active member on the board. Kim Kelly 1.5 years at the park, Strong business background. Iris Marouelli 10 yrs at the park felt we needed new people to join the board, so she stepped forward. Gail Haugrud 14 yrs at the park and is enjoying the role on the board. Kim Heaps in the park for 20 years, has been the treasurer for 12 years. Harold Pawlechko founding member, second time on the board. Harold Pawleckho Motion to accept Blair Curtis, Iris Marouelli and Gail Haugrud to the board of directors. Jim Merryfield (13N) explained that these three members came forward after the last meeting and as such, needed to be voted to the board by the members. Laura Pawleckho 1BS seconded Motion Carried. Board of Directors has 2 positions open. Harold Pawlechko made a call to the floor for volunteers to join the board. The board meets once per month and stays on top of items such as budget, member concerns, liaisons to the many committees and manages Frank's position. It is fun and very rewarding. Development Committee: Bret thanked the Development Committee menbers and stated the permits are being reviewed and the DC is following up on a couple of permits. Jim Merryfield 13N presented the Board s Budget.

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10 End of PowerPoint Presentation In Jim's (the Board) presentation, he discussed the park's current financial situation and the need to keep the park progressing forward. This is to allow for upcoming maintenance items that will be needed in the park, such as a new septic field. As we are a not for profit association our funds must be designated to specific projects. Jim's proposal is to set up a Levy to be specific to Maintenance of the park and Not the Operations of the park. $ per year would be applied to the Maintenance resulting in an additional $32, annually to grow and fund foreseen planned maintenance activities. Over time this fee could increase or decrease to keep on top of upcoming/needed repairs. Jim Merryfield 14N I motion to separate the Operating and Maintenance funds and to implement a $ per year levy to be directed to the Maintenance funds. Brian Wetzstien 34S seconded Harold stated that 12 post dated cheques could be an option to pay annual member fee s. 34S Scott Kelly asked if we could use direct debit system. Kim Heaps 13Bs stated that there are additional costs to have this set up. If members NSF any payments, collecting becomes rather labor intensive. Kim would like to add an extra $ to each billing and designate on the bill that this is for Maintenance only. Members felt this was an acceptable way to send out this levy. Motion Carried

11 Blair Curtis 16S We have had several members approach the board regarding the lack of power to their lots. Reid Deforest explained that when the power was originally put in, we had to go with what we could afford. We spent 250K to wire most sites with 30 Amp, 12-3 gauge wire. The transformers are probably fine. We won t get more than we already have without spending more money. Blair Curtis 16S we as members need to decide as a group if this is a project that we want to spend money on. Jim Merryfield 13N Power company needs to come out and verify if the transformer outside the park is adequate. This would be our first step, Laura Pawleckho 1BS Would the upgrade to the transformers that are outside the park be at the expense of the park or the Electrical supplier? Harold Pawleckho 1BS Alta Power was not prepared to do anything for us at this time. Blair Curtis 16S The south side shower house currently has allocated to refurbish. This is not enough based on the quotes we have been given. Do you want to continue with this project? Lester 38S I would like to take over the Shower house project and I will get it done for the amount we have allocated. I will solicit volunteers to assist and we can do it. Doug Frunchak 51N most of the costs are in the labor. Members applauded Lester. Blair Curtis 16S Action items from last AGM Park fines we have been asked to fine members when infractions have taken place. If we went by the Alberta Registry rules, this would be for golf carts with too many people, walking with beer, no seat belts, driving over 15km/hour, etc. The board does not want to have to be the Peace officers in the park. Harold Pawlechko 1AS we were tasked by the members to come up with a fine. The only way this would work is if we hired a warden. The board is not prepared to take on this responsibility. Don Wolff could we pick and choose rules that the board could govern. Harold Pawlechko 1AS - no all or nothing. Mark McBain 2S If we don t follow the rules, are we liable for insurance? Jim read the motion passed at the AGM last year. Harold Pawlecko 1AS moved, Jim Wrista 1WS seconded, that the board be given the ability to fine members of the park up to $ per incident for motorized vehicle infractions presented to the park manager in writing. The Park Manager will refer all complaints forward to the board for review and decision. The motion passed. Quoted rules Motorized Vehicles (Includes automobiles, trucks, ATV s, Golf Carts, Side by sides, Motorcycles etc.) The speed limit on all roads within Pelican Bay is 15 km/h in order to maintain a safe environment for all members. Please adhere to this speed limit at all times. Motorized traffic must yield to non-motorized traffic and be operated in a courteous and respectful manner Motorized vehicles are allowed to use the Resort roads as a direct access out of the Resort. They are not allowed for pleasure use within the Resort. Travel from point A to point B only is allowed. Motorized vehicles must be operated only on designated roads The requirements by law to have insurance and provincial license plates to travel in the public areas, applies to the park. All ATV s, golf carts and side by sides must also be registered with the Manager and display a Pelican Bay plate.

12 No one under the age of 14 is permitted to operate an ATV, golf cart or side by side unless accompanied by an adult. No ATV, golf cart or side by side can be operated with more riders than the vehicle is designed for. That means two seat vehicles are restricted to two riders. Helmet use is recommended particularly for children Operation of all motorized vehicles must in every way be in compliance with the laws and regulation of the Province of Alberta. This includes the need to have working mufflers and spark arresters. Excessively noisy vehicles are not permitted. Don Mudryk 25N It seems that people don t want to take any personal responsibility. Harold Pawlechko If you have problems or concerns, write up a complaint. The board has specific processes that must be followed. If you are not prepared to place your complaint in writing, then you don t have one. Louis Romanchuk 33S stated that as owners, we all must take responsibility in our own and our guest s actions. Pete Olsthroon 4S If you fall off of your own cart, it is your liability, not the parks. Don t start suing. It is the same as in your own home. Iris Marouelli 13S I motion to delete the failure to comply action Item #1 as stated in the AGM May Don Wolff 48N - seconded Motion Carried Marina update Jim Merryfield gave an update on the Marina. Many volunteers help set the marina up in the spring and remove in the fall. Thanks to Ron and Betty Symic who always host a wonderful after set up/down party for the volunteers. Social Club Iris Marouelli, is the liaison for the Social Club. A sign up sheet is available for anyone who would like to help with on the long weekends. Lorne Kurtz and Leanne Smith have been instrumental in the past years ensuring that the 50/50's are sold, July Kids parade, July fireworks, horse shoe tournaments and all long weekend activities. This year a bank account has been opened specifically for the Social Club funds. This will allow the treasurer to provide a detailed statement of accounting to the members at the same time as the financial statements. Lorne Kurtz 20S this year the July 1 st fireworks will be held on July 4 th. We want to thank John Kully for his work with the fireworks. This year s will be really good as we have purchased from a different vendor who has the fireworks choreographed. We expect to spend $ and it is clear from the feedback of the members that we want to outdo our neighbors across the lake! We are always looking for volunteers, so please sign up. Storage Committee Dennis Nolin 3WN Dennis Nolin presented, on behalf of the Storage Committee, a report that could form the basis of a set of rules to be implemented for the Association. Pelican Bay Resort Boat Storage Usage Guidelines (May 14, 2015)

13 Guiding Principle: Establish a fair and working set of guidelines for usage of the Boat Storage Areas at Pelican Bay Resort. Boats, seadoos, snowmobiles, quads, side by sides and similar recreation vehicles parking only. All said vehicles or items to be storage are to be properly licensed and insured and in good working order while on the resort or in the Pelican bay boat storage areas. No vehicle (cars, trucks etc.) parking or storage. No parking in front of your storage area or tent. It is up to the individual member to keep your assigned boat storage area clean, neat free from weeds, debris and long grass. All storage areas should have a sign with the members lot number clearly identifying the assigned space. NO storage of Dangerous goods, chemicals or flammable liquids other than the fuel in the fuel tanks of the boat, quad, seadoo, side by side etc. Boat storage areas ARE NOT part of the sale agreement for any lot. Spaces are assigned on a first come first serve basis. If you sell your lot and you have a boat storage lot, the storage lot returns into the pool of available spaces and is assigned to the next member(s) on the waiting list. If a lot that is being returned to the assignment pool has a tent structure in place, it is the responsibility of the current member of the assigned lot to remove the tent ASAP. If the lot is being returned to the assignment pool because of the current member selling their lot then all debris and or tent must be removed before the sale of the members lot is finalized. If a current member is not using or hasn t been using their allotted boat storage space for the past year then the board/committee can ask that it be returned to the pool so it can be assigned to another member on the waiting list. The park manager will facilitate all requests for larger lots and future storage lots assignments. Any disputes or contested assignments will be brought before this committee along with the board of directors and the park manager to make a final decision. All request/disputes will be dealt with on a case-by-case basis. Pelican Bay Resort Boat Storage Usage Guidelines Suggestions: 1. Establish some smaller parking spaces for utility trailers or small boat trailers only, hopefully freeing up space for requests for larger storage spaces. 2. Expand the North boat storage area so each Pelican Bay member has access to a boat storage lot. This expansion would be on the north side of the storage area between the existing berm and the fence. 3. Charge a user fee for the storage space for upkeep, maintenance (gravel, grading etc.) and possible future expansion. 4. Expand current spaces for accommodate snow shedding in the winter by eliminating some existing spaces.

14 Neil Godlien 61S There are many boat sites that have old trucks, trailers and items other than boats. Or, they are not being used at all. Blair Curtis 16S I would like to see a user fee be introduced to ensure that these sites are being used appropriately and to allow those who are not using the sites to give them up to those who want them. Brian Wetzstien 34S- I motion we charge a yearly fee of $ per year as a boat storage site levy. Motion Carried. Pete Olsthoorn 4S seconded Andy 22BN should we raise it to $400.00? Is enough? 51N Doug Frunchak How many lots are there? Dennis Nolin 3WN Estimated at 60. Ron Willcok 38N if they are going to pay and still keep them empty, that is not right. Dennis Nolin 3WN will be contacting each member who has a site within the next few weeks to ask if they will be keeping the site and to remind them of what is acceptable to be kept on the site. 44S Faye Deforest sounds like there are a lot of sites empty, this may resolve itself and open up the 6 sites for the people on the waiting list. Jim Merryfield 14N We have had a request for PWC alternative lifts at the resort. Thank you for bringing this request forward to the board and not just going ahead and doing it. The marina committee has referred this to the board for an evaluation of what should be done. Members should know that we do allow PWC lifts on the marina and have 2 available right now. Point of discussion is should PWC lifts be placed along the shoreline? Where would they be put? Directly along the shoreline? In between the North and Southside? Or just to the north? In order to future manage appropriately we need to seek if approval is required from Alberta fish and wildlife. Harold Pawleckho 1AS Great input so far. The board and the Marina committee will need to further investigate options to bring to the members at the next meeting. As of now, the only PWC lifts will be at the Marina and no further action can be taken at this time. We are not saying No, we are saying that until we have had an opportunity to investigate and resolve, the board and any member wanting to place a lift on the beach will need to wait. Darryl Sapp 12S right now people park seadoos and boats any where they want. They are not using a designated place. Harold Pawleckho 1AS Without further time to investigate and come up with a plan, we cannot move forward. We will come up with all the information we can get and bring forward to the members who will be asked to accept as a whole. Jim Merryfield 14N continued with Marina information. Right now the Marina walk ways are too short. Particularly on the south side. This needs to be addressed as it is not safe. The cost to purchase the extra walk way required is $ This would solve the issue. Jim Merrfield14N I motion to use project fund money to spend $ for 2 dock sections to extend the Southside Marina walkway to reach the shore. Blair Curtis 16S seconded Motion Carried. Jim Merryfield14N We have one lot left for sale by the park. Process when a park lot is sold Purchaser Board and Development and Sales committee will all meet to determine what needs to be done on the lot. If there are grandfathered features on the

15 lot, these will be discussed and taken into consideration. Not all grandfathered features are allowed to stay. Neil Godlien 61SD So Grandfathered stuff is gone with a sale? Jim Merryfield 14N each lot is different and some grandfathered features would be approved, depending what they are. Jim Merryfield 14N Document Update. Laurie Winder has taken any historical documentation and updated it to a Cloud website. The website remains under construction no end date as of yet Doug Seymour 36N the new Bylaws have been registered with Service Alberta and all documents have been changed to meet requirements. Jim Merryfield 14N I move that: 1) the wording in the PELICAN BAY CO-OPERATIVE ASSOCIATION (the Association ) BY- LAWS, dated September 1, 2014, item #4, be changed: From: The capital of the Association shall consist of common shares limited to 128 shares outstanding. In accordance with the Articles of Incorporation, the number of shares outstanding can be increased by a vote at an Annual General Meeting. To: The capital of the Association shall consist of common shares limited to 130 shares outstanding. In accordance with the Articles of Incorporation, the number of shares outstanding can be increased by a vote at an General Meeting. 2) the wording in the the PELICAN BAY CO-OPERATIVE ASSOCIATION (the Association ) Articles of Incorporation, dated January 27, 2005, item #16, be changed: From: 16. The capital of the Association shall consist of common shares limited to 121 shares outstanding. The number of shares outstanding can increase if voted on and approved by extraordinary vote at an Annual General Meeting To: The capital of the Association shall consist of common shares limited to 130 shares outstanding. The number of shares outstanding can increase if voted on and approved by vote at a General Meeting Doug Seymour 36N The number of shares must read the same on our Bylaws as well as the Certificate of Incorporation. We have made these changes to 130 as a decision to cap the members at 130. This would mean that we would not need to complete any further reviews or updates. Laura Pawleckho 1S seconded motion Motion carried.

16 Harold Pawleckho 1S called for volunteers to join the board. Reid Deforest has offered to join the board.thank you and welcome to Reid. Harold Pawleckho 1S - I have spoken to our lawyer regarding the length of time a member can stay on the board. We are often in a position where we have several board members term ending and stepping down at the same time. This makes it hard for the board to stay consistant and to continue working on items that have been started. We would like to change the wording in the Bylaws to read as an open term. Doug Frunchak 51S this is a good idea as it allows the board member the option to stay on. Scott Kelly 34S I agree, it is difficult to get anything accomplished when you are restricted to shorter terms. Harold Pawleckho 1AS If this was changed to an open term, the existing board could ask for a member to step down if required. An example would be if the participation of the member was nonexistent and they were using up a position. Harold Pawleckho 1S - Update on Share transfers and fee s for transfers. Under the advice of our Lawyer, the board has taken the following official position. Names will not be allowed to be added on to share certificates. If you want to add a name to a share, then the current share must be transferred to a new share certificate that would read the new names. This would be considered a transfer and a transfer fee would be charged. Currently the cost of a transfer is $ If you are unclear about tax implications of share transfers, you are encouraged to seek advice from an accountant and your lawyer. The Share Transfer fee has been increased for $2, to $3, and is reflected in the Share Transfer Process document on the website. Jim Merryfield 14N Special thanks to Judy Black whose term on the board ended this May. Kim Heaps 13BS I motion to call this meeting to an end. Laura Pawleckho 1AS seconded. Motion Carried 12:55.