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Meeting ID: 814 3116 9860

Passcode: 772187

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MINUTES

(including Sheila’s side notes included for clarification of history or present plan. If anyone sees an error in this account, they are invited to offer their recollection, preferably prior to the meeting on Dec 13, 2022, and are asked to kindly reference any associated minutes. Thank you.)

Duane thanks Sheila for her efforts putting together the agenda and accompanying documents, noting that the thoroughness of both would have taken several hours.

1.  Meeting called to order (5-7 mins)

1.  Proxies in effect, when needed, until further notice:

-for Carson:  Cody, or in his absence, Melanie (Nov 12, 2015; copy in Minute Book)

-for Brenna:  Cody, or in his absence, Melanie (Nov 03, 2015; copy in Minute Book)

-for Cody:  Melanie, or in her absence, Carson (April 15, 2021; copy in Minute Book)

-for Sheila:  Joel, or in his absence, Stephen (June 09, 2022; copy in Minute Book)

2.  Motion to approve the agenda Sharyn moves to approve, Cody seconds, all in favour.

3.  Length of Meeting – 1.5 hrs, (90 mins) Duane to time keep

     D.     Role of younger generation(s) and spouses present at this meeting.

Your ideas and perspectives add a significant point of view to our discussions and are greatly                  appreciated; reminder that voting is limited to Shareholders

     E.    Important Requests from President

1. Action-Oriented Goal of Discussions

As we did at the last two AGMs, Sheila asks that in any discussions during this meeting where an idea is presented, we decide as a group whether to pursue the idea or table its pursuit, and if pursued, that we decide a definite course of action and assign responsibility for directing that course of action. Everyone’s help in reminding all of us about this intention would be appreciated.

2. Two AGM Meetings Needed

We will need to have a second AGM meeting to cover all 2022 AGM agenda items.

Consequently, as Chair, Sheila has made decisions about tabling to the second AGM meeting some “Matters Arising from Previous Meetings” so that all “New Business” items can be addressed during this first meeting. Tabled items are clearly noted in this complete Agenda and will not be discussed during this meeting.

3. Many Agenda Items do not Require Discussion

In keeping with the previous Item 1 E ii), items that are intended to convey information, and do not require discussion during this meeting will be covered quickly.

Kindly read the agenda thoroughly prior to the meeting so that you can absorb the information presented and there will be no need for all the information to be read aloud, simply referred to. Of course, questions of clarification will be addressed, if they arise.

Items where discussion is not anticipated are indicated in bold type.

As well, time limits are indicated for certain sections of the agenda in the interest of expediency.

       F.   Thank you from the President.

Sheila thanks everyone for their engagement and commitment to the shared goal of improving air quality in the cabin.

2.    Approval of Minutes from Previous Meeting (5 mins)

     A.     Special Meeting: October 30, 2022 Minutes to be reviewed

     B.     Note that 2021 AGM Part I:  Dec 13, 2021 Minutes were approved at Feb 6/22 Zoom Meeting.

             Note that 2021 AGM Part II:  Feb. 6, 2022 Minutes were approved at May 3/22 Zoom Meeting.

  All 2022 Zoom Meeting Minutes were approved at the subsequent Zoom Meeting

  (Feb 6/22, May 3/22, June 9/22, June 28/22; Oct 30/22 – the latter pending approval today)

3.     Reports (5 mins)

1. Vic & Duane Work bee Easter 2022 (Please See attached Report prior to the AGM)
2. Sheila & Ron Work bee Oct 23-29, 2022  (Please See attached Report prior to the AGM)
3. Refurbishing Cabin Utility Trailer

    Ron has taken on the task of sanding and painting (refurbishing) the utility trailer.

There is a critical need for new tires as one has no tread in at least one spot. Ron will purchase two new tires, likely at Princess Auto.

4. Revised Cabin Closing Procedure – Changed since New Hot Water Tank must be drained manually (Report to Accompany Final Agenda)

4.    Matters Arising from Previous Meetings 

1. Air Quality Improvement Initiatives (15 mins max)

Subsequent to the approval by Shareholders of the following motion at the Oct 30/22 meeting, a number of Air Quality Improvement Initiatives have been planned.

Adopted Motion:  “We must focus on and take action to improve all of the factors which impact air quality at the cabin with a view to making the cabin a healthy and safe environment for everyone.”

The President wishes to point out that this adopted motion is a huge step forward in a process which began, at least formally, at the 2014 AGM when the Shareholders had a lengthy discussion regarding how to meet two conflicting needs within our family:  the need for accommodating pets at the cabin and the need of some family members whose respiratory conditions are negatively impacted by having pets in the cabin

The above-mentioned adopted motion acknowledges that numerous factors need to be addressed in order to meet the needs of both sides, and that the two conflicting needs can indeed be answered. In other words, we are working towards what was identified at the 2014 AGM:  how to have pets in the cabin AND ensure that the cabin has a healthy environment for those with respiratory conditions.

We are all reminded that a critical part of our plan for improving air quality at the cabin is the intention to reassess, regularly and at least yearly, the cabin experience of family members with respiratory conditions with a commitment to address any outstanding issues that are identified. Therefore, these air quality improvement initiatives are only one step in the process. Yearly, if not more frequently, reassessment, along with further action, if needed, is crucial to the success we all desire.

IMPORTANT NOTE: The intention in this section is to name the initiatives underway, but not to have committees report on their work to date. There will only be group discussion when something needs to be clarified or an action decided. As is our custom, Committees are given permission to make decisions on their own, within the parameters of their mandate

.

For expediency, bold type in this secton indicates whether or not discussion is needed.

1. Removal of Carpet, Linoleum and Tiling in front of fireplace – Completed Oct 2022

No discussion needed.

2. Vinyl Plank Flooring

Mike, Jim and Sharyn – Workbee Apr 16 – May 2, 2023 to install vinyl plank flooring and new tile in front of fireplace.

Mike is on the lookout for flooring (payable by Company funds) and the tile has been purchased.

Flooring has been purchased for $4508 to be paid from the reserve fund.

Vic thanks Mike for his efforts to procure the flooring. The flooring will be kept onsite at the store for 4 months.

No discussion needed.

3. Air Purifiers

There are two “Defender” air purifiers by Filter Queen at the cabin in the third bedroom’s closet on the upper shelf. User’s Manual is with each along with new supplies:  charcoal wraps and filtration drums. Please consult the User’s Manual regarding set-up. (also available online)

Request commitment by all family members to run these filters whenever the cabin is occupied.

Action:

Sharyn, Duane, Cody, Vic and Sheila agree that these filters are to be run whenever the cabin is occupied.

Vic asks where we should set up the purifiers?

Sheila recommends we set one in the main area and could leave the placement of the second one up to the discretion of the family.

Vic asks how long a filter can be used before it needs to be replaced?

Sheila recommends replacing them each year, and notes this is a significant cost (~$500 per filter).

Cody asks whether there’s a manufacturer’s recommendation on interval for replacement?

Sheila commits to looking into this and reporting back to the group.

4. Pillows – Allergy Barrier Covers

Cody has provided a cost estimate for allergy barrier covers for pillows (see Appendix, Oct 30/22 Zoom minutes — $20/4 pillow covers).

All Shareholders have agreed these covers are a good idea.

Suggestion:  Approve purchase of allergy barrier covers for pillows.

Suggestion:  Approve purchase of 16 new pillows (4 per bed)

                                  Discussion:

                         Action:

5. Covering Mattresses with anti-allergen envelopes

Cody has provided a cost estimate for anti-allergen envelopes for mattresses

(See Appendix, Oct 30/22 Zoom minutes — $35 to $50 per mattress cover)

Suggestion:  purchase mattress envelopes prior to Summer 2022

Possibility of replacing mattress in third bedroom prior to purchasing mattress envelopes, or simply to delay the purchase of an envelope for the mattress in the third bedroom until a decision is made about its replacement.

Discussion:

Action:

Sheila asks whether we could afford to cover items iv and v given the laminate came in under budget?

Duane asks whether we need 16 pillows? Recommends we go with 8 pillows and families can bring their own if they need more.

All are in agreement with the purchase of 8 pillows and 8 pillow covers, and 2 queen size mattress covers for the queen sized beds and deal with the third bed separately in AGM part II.

6. Non-Fabric Furniture

Shareholders have agreed to replace furniture with washable leather or vinyl furniture prior to Summer 2023

Including the present futon and two swivel chairs.

Committee:  Sharyn, Paulette and Sheila have begun research.

Budget of maximum of $6K, agreed that cost is to be shared by Shareholders according to share values once the purchases are made.

No discussion needed.

Sheila reports that the cost of the new furniture (two armchairs with washable covers and leatherette cover for present futon along with washable cover for futon) was $2437.72. Sheila suggested that Shareholders could make their payments directly to Sheila. Subsequent to the meeting, Jennifer suggested that it would be preferable for Shareholders to make their payments through the company in order to have records of these purchases. All agreed. Sheila was reimbursed in full.

7. High Quality Vacuum

Through texts and emails, a majority of Shareholders supported Duane’s suggestion via text of purchasing a high quality vacuum, on sale, to take care of pet hair, dust, dander, mites, and other allergens. Duane did purchase the vacuum Nov 2022.

No discussion needed.

Details of vacuum purchase (added to minutes subsequent to the meeting):  

Bissell Pet Hair Eraser Turbo Rewind Upright Vacuum.

Cost $269.99 + GST – down from $369.99.

8. Wood Surfaces which may be Harbouring Dust and Other Allergens

Sheila and Ron – Workbee May 10-29, 2023.

Purpose: To clean and coat with varathane rustic wood in entryway, on “log wall” behind fireplace and West wall in living room with a view to making those walls cleanable, either by washing or vacuuming. Shareholders approved this project through emails in early Nov 2022.

Update:  Estimated varathane cost:  c. $615.00 + GST — approx. $$650.00 total;

2 gals/coat X 3 coats X $100/gal Satin finish.

                        No discussion needed.

9. HVAC — New Furnace (incl improved ventilation and filtration, ducts to bedrooms, A/C or heat pump)

Review of Present Plan:  At 2023 AGM, we will make a plan for details of replacing furnace (make and model, with a heat pump or A/C, and ducting to all bedrooms) with a view to installation PRIOR to Summer 2024. Families are planning their budgets to include a sizeable charge per share value, with the possibility that some of the cost of the new furnace MAY be covered by accrued funds from User Fees, raised in the interim.

Is this everyone’s understanding? All are in favour

Action in Preparation for 2023 AGM Discussion:

Sheila and Carson offer to work together to further research two things.

Firstly, the options of heat pump vs A/C. (Wayne Watson mentioned to Sheila that he is switching to a heat pump, as are many people in the Okanagan.)

Secondly, high quality air filtration options built into furnace models.

Approval? All in favour

Ron offers to research option of applying foam insulation under floors and on walls in storage area once ducting to bedrooms is complete and furnace is installed.

Reason:  insulation for heat retention, barrier for ants, and protection of exposed wiring under cabin. All in favour

(Regarding the draping, failing insulation under the house, Sheila stapled poly under it this summer to tidy it up, but learned from Carson that this practice can cause condensation to form inside the joist spaces when it’s cold out and the cabin is warm. The poly then traps the condensation inside the space and can lead to the insulation not working as it should and possibly mold problems. So Sheila removed the poly. Great thanks, Carson!)

Sheila suggests we plan to have a Zoom Cabin meeting in the fall, prior to the 2023 AGM, in order to review options and make a decision regarding furnace model and choice of heat pump or A/C.

Thoughts? All in favour

Other Actions Planned in Preparation for the Decision-Making Regarding Furnace Purchase: eg getting a more current quote in fall 2023?

10. Air Quality Monitor

“Airthings View Plus” (Serial # 296 003 5784;  ID # EYZCKSA)

Background Information:  Purchased prior to Sheila and Ron’s October 2022 work bee, the purpose of the air quality monitor was to have an instrument to quantitatively measure the quality of the air in the cabin so that we can have data to compare over time and changing circumstances; for example, before and after initiatives to improve the air quality, before and after pets have been in the cabin, before and after the rustic wood has been sealed and coated, etc…

Airthings View Plus measures radon gas, Particulate Matter, Carbon Dioxide, Humidity, Temperature, Air Pressure, and VOCs (Volatile Organic Compounds which are airborne chemicals from everyday household products causing negative health effects.)

Airthings View Plus can be WiFi connected and can be plugged in using a USB rather than using the batteries.

The monitor needed a full week to adjust to the conditions in the cabin (synchronizing) such that accurate readings were not guaranteed during Sheila and Ron’s October 2022 work bee. However, by the end of the week, there seemed to be a consistent trend showing low particulate presence in the cabin. (very positive)

Suggestion:  that family members submit to Sheila (or another volunteer) readings taken, at least once during any cabin stay, along with their date. The volunteer would tabulate the data to be shared with the family. The User’s Manual can be found on the kitchen counter, along with the monitor.

Further information can be found at:  https://www.airthings.com/en-ca/view-plus

Monitoring Action Plan: All are in favour

Sharyn asks where the air quality monitor is?

Sheila responds that it’s currently in Vernon and that Melanie will bring it out to the cabin in the spring. She notes if we ever decide to set up an internet connection at the cabin we can monitor from home what the air quality is in the cabin.

Cody notes if people want to send me the air quality readings during their visits I can log them.

11. New Suggestions Regarding Air Quality Improvement

1. Proposal (Sheila):  Concept of “streamlining,” meaning, identifying any item that can harbour particulate and deciding whether we wish to keep it, remove it, or modify it. For example, West Wall of Living Room – Consider removal of fishing net and woven circular mat hanging on wall.

Discussion:

Duane notes there are many things we could review and get rid of.

Vic suggests the two rugs in the master bedroom fall under that category.

Duane recommends we leave this for discussion at another meeting as we risk running out of time.

Sheila agrees and requests family make note of any items we could get rid of if anyone has any ideas.

All in favour

2. Ron suggests possibility of enabling old furnace to circulate air (air only,

not heat) using a high quality filter Summer 2023 to improve air quality. Ron offers to research possibility of having a “fan only” setting.

Discussion:

Duane notes he’s in agreement as long as that part of the furnace continues to work.

Sheila responds we will use this as the plan moving forward and if the furnace breaks we stop using the old furnace completely.

     B.      Revenue and Upcoming Expenditures

           i)           Financial Snapshot 

Prior to Meeting, Please See Jen’s 2022 Financial Report, sent by email, Nov 23/22)

          ii)           Vinyl Plank Flooring – cost not to exceed $8K, payable from Signant Two funds

          iii)           New Furnace

Decision was made at June 28/22 Zoom Meeting that a new furnace is to be installed with either A/C or a heat pump prior to the Summer of 2024.

                  2022 Quotes secured by Carson and Melanie:

                  -Knox — $20K

                  -Bertelson’s — $13,407 – $15,143, depending on heat pump/vs A/C

                        Decision and planning to be addressed at 2023 AGM

          iv)           Maintenance of Old Furnace Until New Furnace Purchased

1. Carson suggested the possibility of replacing the pilot and thermocouple to avoid problems in the interim. (Carson’s Jan 29/22 email to family)
2. Vic suggested we install a damper on the furnace vent in storage room to reduce propane consumption. (noted in June 9/22 minutes)
3. Do we even need to invest anything in the old furnace prior to its replacement? We have said that we want to limit its use. Sheila and Ron were able to get by without using the furnace during Oct 23-29/22 work bee.

Discussion:

Duane suggests it would depend on the cost to replace the pilot and thermocouple. If it’s a minor expense it might be worth exploring.

Vic notes to put a damper on the vent would be a minimal expense and should be done. Can we ask Carson to do this?

Cody volunteers to run this by Carson when he’s back in town.

JANUARY 30, 2023 UPDATE: Carson will look into the cost of replacing  the thermocouple and pilot and installing a damper and report back.

                         v)          Cabin User Fee    (This discussion is tabled to the AGM Part II; a) to d) )          

a)          Review of Apr 17, 2021 increase to $20/person/day (review was                  tabled at 2021 AGM)

          Are we pleased with that decision?

                          b)          Clarification of Applicability of User Fee to Babies and Children (Brenna)

Brenna asks the following question, “Does the user fee apply to   small children and babies as well? Or perhaps it applies to adults only? Or adults and children above a certain age?

                           c)         User Fee Exemptions

Continuation of Discussion Clarifying Present Exemptions; that is, whether    User Fee exemptions in general, and for Melanie T and Jen & Brad, in   particular, are in effect for the entire year, or for summer usage, only.

This was to be revisited at June 2022 Zoom meeting (noted in May 3/22          minutes), but was not discussed.

Duane proposed that exemptions in appreciation for year round work done   for Signant Two be generally limited to 13 days and that these days could be taken during the summer or outside-of-summer. In addition, trips made to the cabin for “cabin business” could have one or two personal days attached, exempt from User Fees.

  Duane’s motion was as follows (noted in June 9/22 minutes):

Duane motions, Vic seconds: Other than family members granted 13 nights of exemptions and anyone involved in Fintry business trips, a nightly levy will be paid by everyone.

  Shareholders wanted time to think about this proposal.

  Discussion to continue at 2022 AGM Part II.

                          d)          Proposed Out-Of-Summer Cabin User Fee Increase

(Duane proposed an increase of $5/person/night during OOS cabin stays to      cover increased use of propane and firewood used outside of summer.)

               Discussion:

               Action:

         vi)           Bugmaster Ant Treatment Program

Bugmaster made indoor and outdoor applications Spring & Summer 2022, including      an extra indoor application which covered the ceiling beams throughout the cabin.

                   (2022 Applications cost $1400)

                   Do we wish to plan for 2023 Applications?

Cody asks what are the implications of the flooring job on this decision? Should they apply the spray before or after the new flooring is installed?

Sheila notes that presently there’s stuff piled all over the cabin so it would be tough to apply it inside the cabin prior to the laminate install.

Cody volunteers to ask Melanie to call Bugmaster to see what they recommend in terms of application before or after the flooring is installed and whether Melanie will be the contact person again.

JANUARY 30 UPDATE: Melanie confirmed Bugmaster recommends applying the treatment after the new flooring has been installed.

        Vic asks whether we’re all in agreement we should continue to do this every year?

        All are in favour.

         vii)          Superior Propane

           Should we inform Superior Propane that until further notice we do not want them to automatically fill the tank when it is low? This would avoid wasted propane if propane loss is still an ongoing issue.

Suggestion:  That we consolidate records monitoring the propane tank gauge so that we can determine whether or not propane is escaping somewhere. Sheila has two readings that she and Ron have taken in the past year. Melanie or Carson have one or two readings. Sheila would be happy to consolidate findings unless there is another volunteer.

(Sheila believes that the furnace has not been used since Carson turned it off and turned off the propane at the tank in Spring 2022 when we were trying to solve the mystery of the disappearing propane.)

Action:

Who is responsible:

Sheila notes she and Ron took a measurement in the fall, and will compare again in the spring to determine whether there is any leakage.

                     viii)         Contingency Fund      (This discussion is tabled to 2022 AGM Part II)

Interest has been expressed in developing a fund that would be available for      emergencies, repairs and special projects.

Vic initially proposed a target of $30K; however, at the Feb 06/22 AGM Part II Meeting, Vic suggested we could set a lower initial target of, for example, $10K, and then build from there.

A special assessment may be needed to accomplish the establishment of a Contingency Fund because User Fees, alone, are covering some projects such as the laminate (vinyl plank), but there is no “extra” or “reserve” left over to seed this fund.

                            Jim mentioned the option of simply sharing major expenses as they arise.

     C.      Urgent Maintenance Needed

       i)          Staining of Cabin –all sides

                    Note that this project also includes staining/painting window and door frames.

Duane asks whether there are any supplies out at the cabin?

Sheila responds there are close to 4 1-gallon containers of stain, which are currently at Melanie’s, as well as brushes etc.

Duane notes this is a big job. He and Paulette may use some time after the summer to do some staining, although they would need to talk about this more before committing. If all of the materials are there it would be easier to do.

Sheila commits to taking a full inventory of staining supplies at the cabin when she visits in May.

Vic notes they have the last slot in the summer, and asks how we will keep track of what has been done and what needs to be done?

Sheila responds we’re currently past all of the due dates for all exterior cabin and boat house surfaces. She recommends starting with the wall that looks in the worst shape.

Vic suggests if anyone does work they should make a note of it so there’s no duplication.

Sheila recommends starting with the west side of the boat house and any side of the cabin. It would be helpful if families reported to everyone any staining they have done.

Vic notes he believes Murray has scaffolding we could borrow.

Duane notes they spoke to him at the last work bee and he confirmed he does have some and we could borrow it. Duane will bring it up with him next summer.

       ii)          Staining of Boathouse – South, then West and North

     D.      Ongoing Projects

                        i)           Decluttering Under Cabin

   Background:

  -Vic & Duane culled the “lumber pile” Easter 2022 and placed usable lumber under     cabin behind fireplace. Very well organized.

                          -Sheila & Ron took a number of items to the dump (from area in front of fireplace)

 -Sheila phoned owner of a large orange buoy that had floated up on shore. He came  from across lake to retrieve it Spring 2022 and took a second similar buoy (without  any identifying info) that had also floated up on shore.

                          Proposed Next Steps: (Sheila)

 -continue to cull items from under cabin (disassemble green picnic table, old   gyproc to dump, old windows could possibly be donated to ReStore in  Kelowna (Habitat for Humanity) as they could be used in a shed, for instance.

                        Duane recommends checking in advance before trying to donate a window because they are selective in terms of what they will accept at Habitat for Humanity.

 Note: Cedar Siding should be kept and stored carefully so it does not warp.

                                  Old bathtub is handy for storing branches for beach fires.

                         Discussion:

                         Action to be Taken:

Vic notes there isn’t a lot left at this point as we’ve removed a lot of the clutter from under the cabin.

Sheila notes the old green picnic table is in rough shape and worth removing but the other one is still usable.

                       ii)          Decluttering in Boathouse

         -Sheila disposed of old stain Nov 2022

         -Mike has moved his boat lift to the West of the dock and attached it with chains.       Aluminum boat can be stored on Mike’s boat lift during the summer, recommended                    that motor NOT be attached when boat stored on boat lift in order to deter theft.

         -2022 Proactive Plan Re: Storage of Personal Items in the Boathouse

  Background:  . This was proposed as a proactive measure, intended to pre-empt   difficulties, in keeping with our desire to have the cabin, boathouse, and yard clutter-  free.  

 -all agreed that personal belongings were to be consolidated by each family   Summer 2022 either in their locker or in their one black tub.

Can we consider this accomplished?

–families were to look into box of inflatables to claim or discard.

Sharyn’s and Sheila’s families have done this. Have others?

 Can the rest of the inflatable odds & ends be discarded?

Vic will look at the box of inflatables. Duane recommends at the end of summer 2023 we get rid of unclaimed inflatables and  anything which isn’t stored in a locker. All agreed.

-on Feb 06/22, a motion was passed that water toys stored on overhead rack could remain but would be considered available for common use, with the exception of Jen’s kayak. There were conflicting understandings about whether or not permission had been given in the past for storage of Jen’s kayak.

In a Feb 10/22 email, days subsequent to the Feb 06/22 AGM Part II meeting, Vic      presented the following motion:

I move that the shareholders approve an exception to the recently-adopted water toy policy for the boathouse at Fintry (which precludes the storing of any water toy in the boat house unless it is for unrestricted use) so as to allow Jennifer to store her kayak in the rafters for as long as she serves as the company’s bookkeeper and corporate secretary.

All Shareholders then agreed via email that Jen’s kayak was an exception to this rule.     Sheila publicly expressed deep regret for having not delayed the Feb 06/22 vote on water toys until the history regarding permission for Jen’s kayak in the rafters could have been clarified.

         Through collective efforts, the boathouse became far less cluttered over the   space of this year. Our communication together helped us to make improvements.

Is further discussion on any of these or other boat house decluttering points   needed?

                      iii)         Cabin Maintenance Document (This discussion is tabled to 2022 AGM Part II)

Many thanks to Cody and Ron for setting this up. It is invaluable in terms of history, keeping track of what has been done and what needs to be done regarding maintenance of the cabin. Accessibility by everyone is invaluable in terms of sharing information and updating information.

                        Link to access the Cabin Maintenance Document through the shared drive: https://drive.google.com/drive/folders/1c55XXEwX1nrgLmAjrfXxCMXpHfHCAJGH?usp=sharing

         At 2021 AGM, there was discussion regarding the benefit of someone overseeing that the Cabin Maintenance Document is updated with work done and projects completed.

Noted that it would be ideal if everyone who performed any maintenance or acquired any item for the cabin would update the document themselves; however, in order for it to be an effective document, there possibly needs to be someone who oversees this and ensures that it is updated.

Prior to this AGM, Sheila will update the Cabin Maintenance Document to include work accomplished at Vic & Duane’s Easter 2022 work bee, Sheila & Ron’s Nov 2022 work bee, 2022 replacement of underground water valve, and Bugmaster Applications 2021 and 2022.

Thanks are extended to Vic and Duane for their reporting of work done during their Easter 2022 work bee.

Shall we discuss now (AGM Part II meeting) the possibility of having an Administrator for this document or table the discussion to a Spring Zoom Meeting?

                      iv)        Mitigating Against Summer Heat Prior to Furnace with A/C or Heat Pump Installation

                                 Four Floor Fans purchased for Summer 2022 – Was this a helpful strategy?

Duane notes it was great to have these.

Sheila agrees.

                       v)        Digitized Cabin Manual (Ron and Cody)      (Tabled to 2022 AGM Part II)

                        This is progressing and could be presented to the family in the New Year 2023.

                                     Stay tuned!

                      vi)          Pruning

                             -Duane took care of pruning in 2020 and 2022.

-Sheila pruned section of Eastern cedars overhanging gutters and touching boathouse roof, Nov 2022.

                        -Sheila pruned apricot tree branches touching or coming too close to the roof of the cabin.

                                Any pruning needed 2023?

                             Action:

Vic recommends shorter cedars on the East side of the boathouse be trimmed so the view isn’t impeded over time.

Sheila notes Vic recommended getting a taller stepladder for this, and asks for an update on this purchase.

Stephen responds we were thinking that getting a 10 ft ladder would be easiest and safest.

Duane notes the current ladder isn’t tall enough to prune the fruit trees.

Sheila suggests we can get a ladder with a railing which would be good for safety. Sheila and Stephen agree to look into this.

Duane adds that if anyone sees a sale they should text us and jump on it. He asks whether we have an idea of a reasonable price?

Stephen suggests $220 for aluminum, $300 for fiberglass would be reasonable.

Duane recommends if anyone sees a ladder for under $250 they should bring it to people’s attention. All agreed.

     E.         Issues and Projects Raised and Pending

(Discussion of this entire section is tabled to the 2022 AGM Part II Meeting)

                       i)        Tall Step Ladder

                                 Needed for pruning tops of cedars on East property line (recommended by Vic)

30 minute warning; items not discussed, to be deferred to AGM II

                      ii)          Leaky Water Valves under Cabin and Removal of Stumps on Property

Valves were not replaced nor were stumps removed by Wayne Watson or Shayne   Watson because time did not permit.

                 iii)          Deck

                                   Repairs needed for rotting boards (or consider replacing entire deck).

                      iv)         Friends of Fintry (Stephen)

                       v)         Hot Water Tap in Main Bathroom

         No longer rattling, but must be turned several times to tighten it once the water has stopped flowing

                 vi)           Pavers Pathway Storage Room to Spiral Stairs and Storage Door

                      vii)          Second Ladder for Dock

                 viii)          Second Buoy

                           Suggested that we need to check on regulations.                          

           No follow up to date.

                 ix)           Boat Motor

Mike plans to repair it with “carb kit” Winter 2022, although he is having difficulty finding one. He hopes to have the repair complete prior to doing the flooring Apr/May 2023. If the boat still won’t run, he will explore other engine repair needs.

                   x)            Landscaping

1. Plan for Development of Backyard (Duane)

Duane has done research and knows someone who could help regarding low to zero maintenance yards, including using native plants.

“Sheep’s Fescue” was identified by Darryl Arsenault, our QEP for the boat ramp removal, as one excellent native plant option for our area.

Duane has suggested that a committee be struck to explore a plan for all elements of the back yard and he may or may not be willing to lead the committee.

2. Plan for Landscaping on West property Line
3. Removal of  Dead Trees on West property line

Two or three remaining

                      xi)             Possibility of Transferring Ownership of Cabin to the Next Generation

                Any feedback from next generation?

             Discussion:

                        Next Steps:

discussion resumed

5.     NEW BUSINESS

NOTE:  If time does not permit during this AGM, some of these items will need to be scheduled for a 2022 AGM Part II in the New Year.

A.        Gift Cards for People Helping with Maintenance  and Monitoring of Cabin (Sheila)

   i)       Sam and Rick Sanderson for 2021 – 2022 Off-Season Cabin Monitoring

Background:  Nov to March, they check the cabin at least once a month, according to   Meloche Monnex guidelines when water and power are turned off, which is the situation presently.

Last year, Sam and Rick were given $300 due to the fact that they had to monitor the cabin once every 7 days throughout the winter since the water was drained only to the shut off valve under the cabin and the main water valve was not turned off for fear of breakage.

Melanie has left a calendar at the cabin and asked Sam and Rick to keep a written record of their off-season monitoring of the cabin (for insurance purposes).

Sheila recommends giving them $200 this year since the required monitoring has returned to once per month given that the new underground water valve was turned off completely, this year. Melanie has indicated to Sheila that she agrees.

                Is everyone in agreement? All in favour

               ii)      Bryan and Karen 

Background:  We have been giving them $150 for a number of years, as a token of appreciation for their generous help with general clean-up projects that Melanie undertakes at the cabin and for the use of their truck numerous times for loading and transport to the dump and waste transfer station, as well as filling and transporting a huge quantity of sandbags the year of the terrible flood.

We know that Bryan and Karen have moved away from Vernon and are not able to contribute their help as often as they have in the past.

Melanie has indicated that they came to the cabin twice this year to help clean up. Once, the truck was loaded with pine needles.

Melanie says they will not take any money.

                         No Action needed.

                         Is everyone in agreement? All in favour

2. Health of Three Tall Ponderosas Close to Lake

These are showing a lot of gold-coloured (dead) needles, especially the ponderosa closest to lake. The trees may have been damaged the year of the flood.

Sheila’s suggestion:  that we have an arborist check on their health Summer 2023 and make follow-up decisions accordingly.

                Action:

Duane asks whether we know what an arborist would cost to come out and check?

Sheila asks whether somebody would like to check on what an arborist would cost?

Sharyn volunteers to take that on.

3. New Underground Water Valve and Water Key

Sheila will post photos in Cabin Maintenance Document to show the shape of the water key as well as the position of the water key overtop the underground water valve in both closed and open positions along with instructions about how to insert the key into the stack which now extends above ground behind the third bedroom. (Easiest way is to unscrew the cap on the top of the stack and simply insert the key until it comes into contact with the valve. The end of the key is “pronged” and the prong easily fits overtop of a rectangular hub on the valve which it can easily turn to the “on” or “off” position by exerting force on the winged handles.)

Note that the new valve has a shorter key.

The old water key (longer) should be kept as it fits the Fintry Utilities underground water valve which provides water to our property and which is situated about 5 meters South of Shorts Rd, along the West side of our driveway. It has a circular concrete cap that simply sits overtop the stack leading to the valve.

Please do not discard the old water key. In an emergency, and only with Peter Muhlberger’s permission, we could use the old key to turn off that main water valve at the road in order to stop water flow to our property. I will include Peter Muhlberger’s phone number with Fintry Utilities underground valve information in the Cabin Maintenance Document.

Both water keys are clearly labeled and are standing upright to the right of the workbench in the boathouse. (A photo of the location will be included in the Cabin Maintenance Document.)

The cost of the entire valve replacement  project was $1,128.75 and Jen has paid it.

D.    Concrete Steps East of Cabin Leading to Storage

Sharyn has expressed concern that there should be a railing beside these steps to prevent people (especially seniors) from falling when using them. The steps are uneven and dangerous.

Ron has thoughts about replacing these steps with a proper staircase sometime in the future.

Thoughts? And should anything be done in the interim?

Sharyn explains how she has to hold on to trees on the way down to keep her balance.

Sheila asks whether everyone is in agreement that Ron should continue looking into a permanent replacement?

All are in favour

Sheila asks whether anything should be done in the interim?

Sharyn responds she can use the spiral staircase in the interim.

E.     Summer Booking Block Cleaning Expectations – Review (Duane)

Duane will share his thoughts about the cleaning duties we have designated for each of the five summer timeslots at the cabin.

Duane’s suggestions were emailed to everyone Dec 12, 2022.

Duane recommends we can talk about this at the next meeting, but wants to highlight this is something we haven’t talked about in a while.

Sheila asks that everyone add their thoughts in the Dec 12, 2022 email thread in the interim.

        F.      Executive Positions Held in Signant Two (Duane)

          i)          Motion Regarding Limited Lengths of Terms for Executive Positions in Signant Two      

Duane will speak to and present a motion on the following:

“To avoid unnecessary burn out, I believe Signant Two should assign term                limits to all executive positions (President, Secretary and Treasurer).”

Duane adds that “The term limit could be decided by shareholders at the AGM or AGM part 2 meeting.”

Discussion of this motion is tabled to the 2022 AGM Part II.

Shareholders and all family members are invited to reflect upon this proposal and to share their ideas within an email thread dialogue in the interim.

Duane believes people who do a good job will stay on longer than they should. He doesn’t think we should put people in a position where they get burned out and potentially resentful. He suggests that putting a 3-5 year time limit could help avoid this. Motion will be discussed at 2022 AGM Part II in early 2023.

ii)         Proposal that We Consider Having a Position of Vice-President

Duane proposes, “I’d  also like to suggest we add one more position – that     of vice president. In my mind, the vice president should hold that position with a view to taking over the presidency in the next go around (when their term is up).”

Discussion of this motion is tabled to the 2022 AGM Part II.

Shareholders and all family members are invited to reflect upon this proposal and to share their ideas within an email thread dialogue in the interim.

Duane believes having a vice president would be a good thing because they can take over if ever the president is unavailable and can also learn to assume the president role. He notes that as the older generation ages, the younger generation can potentially step forward and take on some of the other roles.

Sheila asks whether we should defer decisions about resolutions of president / vice president / secretary to the AGM II?

Duane agrees and notes that in the interim we should be thinking about what a term limit should be.

All in favour.

Motion will be discussed at 2022 AGM Part II in early 2023.

           G.       Clarifying and shortening summer booking deadlines (Vic)

Vic will speak to his Proposal for “2024 Summer and OOS #1 Booking Protocol”

(See attached document)

                      Discussion:  

                          Action:    

Vic states that he doesn’t think we need a week between the November deadlines for summer bookings elections and asks whether we can shorten this timeline to as little as a few days? He notes we would have to adhere to the deadlines.

Duane notes we all know the booking order, and we should be able to make this work.

All in favour

H.       Inquiry to RDCO (Regional District of Central Okanagan) Regarding Possible Development of                       Boathouse and Development Under Cabin 

Please see attached Report:  “Inquiry to RDCO Regarding Boathouse Development as Living Space.”

This report is presented as information that we need to be aware of regarding any permanent structures such as a foundation that we might consider in future renovation plans for the cabin.

No discussion needed at this time; however, if there is a desire, we could allocate time to a    follow-up discussion at a Spring Zoom Meeting.        

6.    Year-end Review and Synopsis 2022

        A.     2022 Cabin Repairs, Maintenance and Upgrades Done by Families 

Apart from acknowledging family members for their many efforts, this documentation is helpful        cross-reference for the Cabin Maintenance document. Anyone who has kindly taken responsibility for any repair or upgrade is asked to personally update the details of their work in  the Cabin Maintenance Document.

The document, “2022 Cabin Repairs, Maintenance and Upgrades” is attached. Kindly review it thoroughly and ensure that your family’s 2022 contributions have been acknowledged.

Please let us know of anything that should be added to this list. Thank you.

We all benefit from everyone’s efforts to preserve and better our beloved cabin.

          B.   Major Projects Contracted Out

   -Replacement of main underground water valve by Shayne Watson — $1128.75

   -Bugmaster Platinum Package with (1) Additional Interior Treatment — $1412.00 + GST

7.    Directors’ Resolutions

Great thanks to Jen for the preparation of all Financial documents and Directors’ Resolutions which she     submitted to Shareholders via email Nov 23/22.

Sheila recommends we sign the paperwork after AGM II.

All in favour

Subsequent to the discussion of Item 5 F ii) above, do we need to discuss an appointment to a new executive position in Signant Two?

Has anyone thought about taking on the position of President moving forward?

Decision regarding positions of President and Secretary

Signing of Resolutions — to be done individually, like last year, and returned to Jen.

Duane suggests we discuss which positions can be taken on by the next generation. He recommends anyone from the next generation would be eligible to take on the role of president if they have spent at least a year as secretary or vice-president. He recommends we codify whether all members of the next generation are eligible for all positions.

Vic notes that If the person fulfilling one of the roles is not a shareholder then they don’t have a vote, which could make things awkward.

Cody notes some members have not held positions but have been in attendance at the majority of the Zoom meetings, which could be considered for their eligibility.

Sheila states she’s in favour of the next generation holding any position and doesn’t think it would be awkward if they don’t have a vote. She believes they’re participating because they care about the cabin and the family. She agrees we will need to clarify whether a non shareholder can hold positions.

Cody asks whether we have the responsibilities associated with each role defined anywhere?

Sheila responds no but believes we should think about doing this.

8.      Setting Meeting Date for 2022 AGM Part II

         Possible Dates:  Jan 10, 2023

                                   Feb 6 or 7, 2023

                                   Feb 20 or 21, 2023

         Many thanks to Mike for offering these dates.

9.      Zoom Meetings Spring 2023

         -Did family members find it helpful to hold one hour Zoom Meetings periodically in 2022?

        – Shall we plan to have a Zoom meeting in February or March 2023?

         -Apart from topics already noted for Spring 2023 Zoom Meetings, are there other priority topics?

          Discussion

Sharyn notes a small number of Zoom meetings throughout the year would be ideal.

Duane believes we should have them as needed, and notes we can plan the next one after the second part of the 2022 AGM.

All in favour

Sheila asks everyone to think about whether there are priority items we should add for discussion during the second part of the AGM?

BC Landowner Transparency Registry (follow-up)

Vic reports that he has identified the name of a BC lawyer we could engage for the BC property registry.

Sheila summarizes discussion of what the next step for registration would entail: the lawyer would have to be provided with a copy of the original government letter requesting that Signant Two register our Fintry property (July 8, 2022 letter; forwarded to all Shareholders by Jen via email July 20, 2022), be asked whether they would be capable of taking care of the registration process for us, and be asked what size of retainer they would require.

Sheila agrees to take this on.

10.   Closing of Meeting (Sheila)

    Thank you for your engagement and dedication to our beloved cabin and our family.

//Documents Attached to email containing this draft agenda on November 22, 2022:

Minutes:  Signant Two Special Meeting: October 30, 2022

Vic and Duane Work bee Easter 2022 Report

Sheila and Ron Work bee Oct 23-29, 2022 Report

2024 Summer Booking Slots (Vic’s Proposal)

Inquiry to RDCO Regarding Boathouse Development as Living Space

2022 Cabin Repairs, Maintenance and Upgrades