BOARD MEETING MINUTES – OCTOBER 18, 2014

I am sorry but somehow these minutes must have gotten misplaced. I was looking for them to review at our upcoming meeting this Saturday and discovered I had never posted them on this site. I hope it’s better late than never. My apologies to our membership but here they are now.

CLEAR LAKE CABIN ASSOCIATION
SATURDAY OCTOBER 18, 2014
Tornado’s Restaurant
1107 Saskatchewan Avenue
Portage la Prairie
Board Meeting
Present – Trevor Winters, Joyce Harland, Andy Urbanowicz, Brian McVicar, John George, Paul Barnabe, Joanne Lambert, Joan James, Brad Collett, Nelda Didychuk
Kevin Alquire attempted to attend our meeting and was part of the conversation for the first couple of hours via face time until the connection gave up, after that he was available via text messages
Absent – Keith Vinters, Gloria Belliveau. Meeting called to order at 9 :36.
Building Guidelines
Joan James discussed building guidelines that the sub committee of Kevin Alguire, Joan James, John George and Jeff Sim as well as Parks Canada were involved in. The mandate is to have guidelines defined with clarity and easy to follow. There is still discussion and as soon as there is a change to the guidelines we will post such rules. Members, please keep in mind that all guidlines must be pre- approved before construction or renovations take place.

Dale Wallis, Parks Canada joined us at 10 :25.
Building Guidelines : Waskesui guidelines were used as a base and issues pertanent to RMNP were addressed keeping in mind reference to the Community Plan as well. As mentioned above, there is still much discussion taking place on this topic.

Trevor thanked Dale for taking the opportunity to sit with our building guidelines committee to review any concerns and to make the current guidelines easy to understand and to identify what is allowed.

Brian McVicar – our committee is a communication tool to clarify items that the members are asking for. Again, for any building or renovation clarification, please contact Parks Canada prior to obtaining your building permit. All rules are issued to keep safety first in mind. When people come to the board, the best advise we can offer is to take the issue seriously – and refer them to the Park.

Paul Barnaby – We don’t want the guidelines to go to 45 pages as that will cost us money for an interpreter as the Park will not be able to discuss with all cabin owners this much data. Our guidelines will be the standard guidelines that should be adhered to.

Dale Wallis – There has been a lot of campground accomplishments. We continue to maintain the level of trust and respect with each board that there is involvment with. We hope to continue this level of trust and respect for the future.
Brian McVicar – The board relationship with Dale and Dwight has been an absolute pleasure to work with. The change that has been brought to the campground is very positive combined with the historicness of the past years. Any clarifications offered by a member of the board – is only for ease of understanding for the benefit of our membership. Again, guidelines are for guidelines and discussion only – please be reasonable in thinking that word of mouth is the rule and not the actual rules. Rules as we have them will be posted to the website.

Trevor Winters – Will propose a draft to be posted as it is available for members with comments prior to June 15, 2015.

Dale Wallis – North End Streets – As there have been a number of significant changes over the past three seasons, let’s let the dust settle (figuratively and physically) for a couple years – there are many comprehensive review issues to consider such as traffic, North and South sections joined, green space – so it is a process that will not be decided at this table. The shore road is outside of the legal boundary of the campground survey and is not a simple decision to be made. Outside the surveyed land involves environmental assessments. There have been asthetic updates to the wishing well. Parks Canada is in the process of developing a co-Management agreement with Keeseekoowenin First Nations.
Andy – Is the pavement at the bottom of North Entrance part of our paving? Dale – No.
Andy – Is drainage considered for future? Dale – yes.
The burm around the north shore is meant to act as an erosion barrier.
Recycling – The Park has put forth efforts for recycling to continue within the Park and surrounding areas. A truck is moving product to Erickson where it is packaged and sent to Brandon. Cardboard and paper are not recyclable at our Park. « Recyled » logos will be added to the truck used to transport recycled collection so as not to confuse items being taken to the landfill. The Park continues to collect and compost wood chips, grass etc.
Water/Sewer – Paving has been completed. Landscaping crew are working now – adding fill and grass seed to the sides of the new pavement – all washroom entrances have been paved, The Park will take a look at the entrance to the showers as well. The cost will be as close to budget as predicted. If there is additional budget funds available, there would be a number of projects left to do such as cookshack updates, building canoe racks, paving sidewalks and trails. We will keep members posted if there are options to consider.

Nelda – a suggestion would be for the canoe area to have the canoes removed at the end of the next season with any remaining « vessels » to be disposed of from the area.

Brad moved minutes as approved from August 16th after no errors or admissions. Seconded by John George. Carried.
Matters arriving from minutes : North end Streets – nothing further to this time review assessments necessary and the matter from the August 16th meeting to add a handrail to the second street walkway will be addressed at that time. Trevor will send note to Dale.

Computer and printer – Joyce has purchased and is dutifully and tirelessly posting to the web site, copies can be made and this expense has and will be well worth the effect.

Treasurers Report – Joyce

Treasurer’s Report as of October 18, 2014

REVENUE: As of August 14, 2014 $11,802.93

Membership deposit $1,020.00

Sold 13 keys $65.00

TOTAL REVENUE AS OF OCTOBER 18, 2014 $12,887.93

EXPENSES:

MacBook Air $1,171.81

Laser Brother all-in-one Printer $211.94

Breakfast Board Meeting,Aug.16/14 $168.71

Joan James – mileage to Board meeting Aug.16/14 $76.50

Joyce Harland – mileage to bank & post office,
Aug 22, Aug 30, and Sept.2/14 $18.90

Joyce Harland – mileage to apple store for set up and
tutorial, Sept 8 & Sept 25/14, bank with deposit Oct 16/14 $42.75

Greg Fleck – return deposit from Jamboree Hall $80.00

Printer Paper $18.05

Theatre Rental for AGM – Aug.31/14 $100.00

Katie Lee – return deposit and donation for Jamboree Hall
(rained out and had to use an alternate venue) $160.00

Peter Logan – return deposit for Jamboree Hall $80.00

TOTAL EXPENSES AS OF OCTOBER 18, 2014 $2,128.66

TOTAL ASSETS AS OF OCTOBER 18, 2014 $10,759.27

Westoba balance as of Sept 3-/14 $10,469.02

Add outstanding deposits $320.00

Subtract outstanding cheques $42.75

Add Westoba Equity and shares $13.00

BANK RECONCILIATION AS OF OCTOBER 18/14 $10.759.27
There are 414 paid up members out of 527 lots with cabins on them, making a total of 79% paid members in our campground. Joyce moved the report respectfully submitted, and Brian seconded the treasures report. All in favor.

Joyce reported on the website that the items posted were read in a very favorable way. Joyce brought up the possibility of the website being hacked. A solution is available with a plan costing up to $95.88 a year. Nelda made a motion that we buy the $95.88 per year security protection package. Seconded by Brad. John made a motion to also buy the under $10.00 a year Domain protection which covers all identify theft. Brian Seconded. Joanne made a motion that Joyce is able to purchase a case for the new computer. Seconded by John.

Committee membership :
Joan has been named as an alternate to the WTA if Brian, Brad or Trevor were unable to attend. Three members from Cottage area, Cabin area and downtown business area attend the WTA meetings.

Boating and Marine Committee– John George is our representative. The Clear lake Users Group attend this board group meeting as well. The concrete barriers at the boat dock are being replaced and as of this date, one has been replaced. Trees have been tagged for additional boat cove renovations. Many positive reports have been made and a thank you is sent out for the installation of the canoe launch on second street.

Buildings and Grounds – Trevor and Andy will do the walk around.

Townsite Security – Gloria and Nelda

Vegetation – Brian, Nelda and Joanne.

Website – Joyce

Newsletter – Trevor

Doctors Residence Committee – Joan

Building Guidelines – Joan gave a brieft review of why the building guidelines were revisited. Any new guidelines will be posted. Trevor will summarize some of our recommendations and again – any new guidelines will be posted.

We will table the question from Kieth Vinters regarding Cabin area membership lists for all board members.

Next Meeting – March, 2015. Paul adjorned the meeting.
/ndidychuk October 18, 2014

Share this:
Facebook Twitter Pinterest Plusone Linkedin Digg Delicious Reddit Stumbleupon Tumblr Email
This entry was posted in Meeting Minutes. Bookmark the permalink.