Signant Two Holdings Ltd. 

2017 Annual General Meeting 

November 18, 2017

Lunch @ noon; Meeting 12:50, Sheila’s Castle

Duane suggests meeting length of 90 minutes, everyone agrees 

MINUTES

• 1. Meeting called to order
     1. Proxies for Carson and Brenna from 2015 are in effect until further notice.
     2. Decision regarding length of meeting: Meeting called to order at 12:49, to last 90 minutes
     3. Motion to approve the agenda Duane motions to approve, Sheila seconds, all in favour
  2. Minutes of previous meeting, Signant Two AGM Nov. 19, 2016:
     1. Vic: Amend the minutes need to be retitled as ‘minutes’, rather than ‘agenda’
     2. Vic: Amend item 3d: spare set of keys: under the west end of cabin above a turquoise board (remove reference to ash access)
     3. Motion to approve minutes (as amended) by Vic, seconded by Duane, all in favour
  3. Matters arising from previous meeting (previous AGM)
     1. Cabin Winterizing Procedures (Sheila, update): Sheila will update this, send it out to the group, and update the cabin manual
     2. Monitoring of cabin during the winter (Sam Sanderson, winter 2016 and 2017. Discussion needed re: thank you gift for Sam): Melanie bought a gift for Sam, Sheila would like us to reimburse her for the gift ($100 gift card), all in favour of reimbursing Melanie
     3. Ants: Colony of ants on the cedar side of the boat house, Sheila put a powder down, this should be added to the cabin closing procedure. Duane: what about pets? Is there a possibility they could ingest the powder and hurt themselves? Duane will follow up on this. Vic: add clearing of powder to opening procedures. Duane: We should also add checking for the spare key to the opening procedures. Cody: boathouse corner blocks did house ants at one point. Duane: maintenance was done on this over the summer and it doesn’t look like there are ants now. Sheila: added placement of ant traps as part of the closing procedures. Melanie: should place these traps on top of the coat cupboard as well.
     4. Dock Committee Report: Sheila: the committee hasn’t met yet but will be meeting this coming week and will report back on their progress. Duane: before we submit anything we have to ‘continue’ (register) the corporation into BC. Vic has drafted a unanimous resolution for the dock committee to proceed with their work which needs to be signed by all shareholders. Circulated and signed by all present, Cody to distribute to Carson and Brenna for signature.
     5. Carpets and Laminate Flooring: Sheila: wanted to keep this on the radar because this was identified as a priority, but lower than the dock, painting, and other repairs effected over the summer 2017.
     6. New beds and night tables: Sheila: same comment as above.
     7. List: Common Items Needed at the Cabin (Sheila, Assessment of list): Sheila: was there anything that should be added to the list? Response: no.
     8. Fruit Trees (Pruning of Apricot Tree – Assessment): Sheila: tree is living and produced apricots. The apple tree by Murray’s property died and was removed by Vic.
     9. Minute Book (Current share status of Shareholders is updated): Current status of shareholders is updated in the minute book.
     10. Annual Assessment Fees: Sheila: updated and included here so everyone knows how much they owe.
         1. (Annual Assessment Fees: $125 per year per share. Option of two instalments: May 31st and Oct 31st)
         2. Sharyn, Vic, Dale’s family, Sheila – 15 shares each – $1875 per year or $937.50 for each of 2 instalments
         3. Duane – 12 shares – $1500 per year or $750 per instalment
     11. Purchase of New Fridge (Melanie, update): Getting a bigger fridge is possible, but would require removal of cabinets. Vic: If we keep the freezer upstairs then we should stick with a fridge of the same dimensions. Duane will look into this locally.
  4. New Business
     1. Disposal of old boat (in yard): Vic: the trailer is a good trailer, so we could potentially get some money back for it. When junk was being removed last summer there was an offer to take the boat away for $300, but Vic thinks we shouldn’t have to pay to dispose of it. Why not list it on Kijiji and see if there are any takers? Could be listed at the start of next summer and dealt with by whoever is out at the cabin. Tires on the trailer were inflated and did hold air. Brian Card is interested in the trailer, but the boat would have to go to a special landfill. Brian would be welcome to the trailer if he dumps the boat. Vic: it would be helpful to know what it would cost to dump the boat. Brian could take the trailer, dump the boat, and we would cover the disposal fee. Melanie will ask Brian if he’d like to pursue this.
     2. Insulating utility room to enable winter stays at cabin (raised by Duane previously, raised by Sheila now): Duane: Doesn’t think this would be a huge cost to do, but not a top priority. Will revisit after utility room is cleared out. There would be more work to do than just insulating the utility room. However if the cabin was winterized it would simplify the opening/closing procedures. Sheila: additional advantage would be that the main water valve (outside of cabin behind third bedroom) is old and may break, not having to turn it on and off may increase lifespan and decrease cost.
     3. Cabin Manual (Vic)
        1. Updating procedures for Opening up and Closing down cabin:

Sheila will do this.

• 1. 1. 1. Digital Copy: Sheila will do this at some point in the future.
     2. Cabin Users’ Ongoing Maintenance Checklist: Vic: it’s a great idea to inventory everything that’s being done but nobody is currently keeping a full record so the current record is likely complete. Duane: Can we keep a list of repairs without the need to assign names to the tasks? Sheila will put up ongoing maintenance checklist at the cabin, can everyone check beside items which have been completed.

Procedure for dumping trash: sometimes you need a card to dump, other times you don’t. Vic: on the way out of the cabin, don’t want to take trash to the dump, head back to cabin, deposit card, and then head out. Duane: can we take a picture of the card and have this on hand? Melanie: if cards are only $5, could we just get some extra cards? Sheila will look into this. Entire walkway was relatively recently rebuilt, this should be recorded on the list.

• 1. 1. Sewing Machine (Melanie): Someone should remove because it takes up a lot of space and isn’t used.
     2. Leaf blower and orbital sander (Sheila, possible purchase): Sheila: this is very useful for cleaning off the sides of the cabin, gutters, etc. Duane has a good one which cost ~$300. Sheila: Also good for blowing needles off the roof, would like to purchase one for the cabin. Vic: we should have a trickle charger for any batteries we have out there (i.e., boat lift battery). When we go to buy another battery we should buy a trickle charger for it. Melanie: although, will boat hoist be allowed anymore with new regulations? Should find out if we can use it before we buy a new battery. Dock committee will incorporate this into their discussion.

Orbital sander expedited the task of sanding the outside of the cabin for repainting/staining. Duane: Would be worth keeping around as this maintenance will be ongoing, needs to be kept inside the boat house.

Sheila will purchase both a leaf blower and an orbital sander.

• 1. 1. Hot water tank (Melanie): Are we tracking how old the tank is? Sheila: should be drained periodically to get the scale out. Vic: I thought this was part of the closeout procedure. Sheila: no, it hasn’t been drained out the bottom, just through the taps. Vic: There’s a way to drain from under the cabin. Duane: tank is empty at the end of the season. Sheila: but drained through the taps. Vic: may be on borrowed time with this hot water heater, and when they go bad they go bad. Duane: get a plumber to inspect? Vic: would have been replaced before 1995. Sheila: how much do they cost and would it be worth it to get a plumber out to do an evaluation? Duane: Why don’t we check the record on the tank when cabin is opened? Melanie will do this. Cody: if repaired/replaced, should it go into the crawlspace to mitigate any potential damage if the system fails.
  2. Maintenance, Improvements & Additions 2016 and 2017
     1. Maintenance, Improvements and Additions 2016 (no time at last AGM for thanks and feedback)
        1. new table and chairs
        2. new carpeting at entrance
        3. new pots and pans: Duane: purchased frying pans but getting repaid is taking a long time. Is there a more convenient way to be reimbursed? Sharyn: thinks Duane has been reimbursed. Duane will check on this.
        4. Cuisinart knife set
        5. Cleaning products and paper products in bulk
        6. new sheet sets (coming soon, Melanie): Melanie: these are already out there. There are a few pillowcases missing though. Might have gone home with people’s belongings.
        7. new pillows
        8. 5 Ton log splitter Important to read the manual if used, can destroy the unit if not used properly.
        9. shimmying up of dock cribbings
        10. repair of picnic table
        11. boathouse roof – front facer boards
        12. pruning above both roofs
        13. main water valve underground behind cabin (Thanks to Cam for his work which revealed that the valve was not broken.)
     2. Maintenance, Improvements & Additions 2017
        1. Telephone landline cancelled (Sharyn)
        2. Roof replacement for cabin and boathouse
        3. Sand-bagging during flooding, by Melanie, Karen and Bryan (discussion needed about a thank you gift for Karen and Bryan): Sheila: we would like to get a thank you gift for Karen, Brian, and Melanie. Melanie: Don’t worry about me, but we should get something for Brian and Karen. Brian has done a lot of maintenance, so we should get him something. Suggested gas card. Vic: gas or dinner out? Melanie: Gas would be the way to go. Vic: How much? $250. Duane: we want to get you something as well. Sheila: Melanie to write a cheque for $200 and use as she sees fit.
        4. Beach clean-up after flooding (several families)
        5. Leveling of patio blocks after flooding (Duane)
        6. Load of wood (Melanie)
        7. Filterqueen Air Purifiers brought to cabin (Sheila)
        8. Repair of vertical bars on spiral staircase (Vic)
        9. Construction of float (Sharyn’s family)
        10. Culling, cleaning and rearranging of boathouse as well as repairs to “log inserts” at front corners of boathouse (Vic, Duane, Melanie)
        11. Disposal of old stove in yard and a huge amount of “stuff” from boathouse (Melanie)
        12. Staining of front of cabin, lower window frames at front of cabin, walkway railing and front of boathouse (Cody, Sheila, Melanie): Sheila: need new Cetol 1 for next staining job. Existing can may be past its prime.
  3. Long-term Maintenance Timeline (Sheila): Vic will look for removable wheels to roll the boat down into the lake. Sharyn: how much of the ramp needs to come out if dock is to be rebuilt? Melanie: are we doing a spring work bee? Duane: Vic and I could come out in early September to do some work. Sheila: Good to have a bigger group so more work can be done. Melanie: Because most are now retired we don’t have to do this on a long weekend anymore. Sheila: weather over thanksgiving isn’t ideal, especially for painting. Vic: Work should be done every fall. Under the house needs to be worked on now. Karen and Tony (property to the west) lent some tools which helped with the last job. Sheila: more staining needs to be done. West side of the boathouse is badly in need of staining. Sheila would be happy to go out in the spring (Easter maybe)? Vic: cedars at the front end of the boathouse need to be trimmed down. Melanie: Richard Grieve or Brian Card could do this. Duane: Do we have the tools for this? Key to have a hedge trimmer without a cord. Easter weekend: Sheila, Sharyn, Cody, maybe Vic, not Duane. Sheila: Some cedars have died, does everyone put on the dripline? Duane: does it not just stay on? Some turn it off at night because of the noise, make sure to turn back on during the day. Vic: planting replacement cedars, especially where the apple tree was.
     1. Dock
     2. Discuss timeline for other items
  4. Year-end Review and Synopsis: Duane: it was a good year, lots of things got done. Set as a starting point moving forward. Vic: Need to get barrels back from next door to Murray (John).
  5. Booking Procedure 2018 (Sharyn and Vic): Vic: if most families are happy with their current timeslots, why don’t we move forward with that? Melanie: would like to maintain some flexibility in scheduling if possible. Duane: Can we build something in to cover extenuating circumstances? Sheila: May sometimes occur that people are unable or unwilling to trade timeslots. Duane: Sometimes this may not be possible. Vic: Why not keep track of booking order so that in case of extenuating circumstances those with earlier picks have priority. Currently everyone is fine with their existing slots for this summer. Duane: keep track of picking order moving forward. Please use gmail account to contact him moving forward (duanejt1950@gmail.com).

Block 1: June 29-July 12 (Sheila)

Block 2: July 13-23 (Duane)

Block 3: July 24-August 6 (Sharyn)

Block 4: August 7-20 (Vic)

Block 5: August 21-September 3 (Melanie)

2019 booking order: 1 Sharyn, 2 Duane, 3 Sheila, 4 Vic, 5 Melanie

Duane: so if anyone needs to book a timeslot different than 2018 order (other than Sharyn), talk to her about a swap.

• 1. 2017 Financial Statements
  2. Directors’ Resolutions (Great thanks to Jennifer for preparation of all Financial and Directors’ Resolution docs.): Sheila and Cody to continue as President and

Secretary, respectively.

• 1. Other: Melanie: can we clarify whether we should let the next family know if supplies are low/missing or do we have to replenish them ourselves? Duane: As a courtesy I would let the person coming out next know if there’s something that’s running out. I’ll pick it up if I need it and happen to be coming into town. Informally established we will let the next family know via phone/text.
  2. Next Meeting set for      

Motion to adjourn: Sheila, seconded by Cody, all in favour (2:21 pm)