Signant Two Holdings Ltd.

Special Meeting

Sunday, May 16, 2021

7:30 MST

 

 Via Zoom, Link:https://zoom.us/j/99792542758pwd=Y0l4a2t4a1A4NE1kQWpaTTdpTnNIUT09

Minutes

1.  a)   Welcome by Vic ; Chairing by Sheila 

     b)   Acceptance of Agenda

Sharyn moves to accept, Vic seconds. All are in agreement

     c)   Review minutes from April 18, 2021 Zoom Cabin Meeting – see attached

     (Revision, if needed, followed by a vote to accept)

Sheila moves to accept, Duane seconds. All are in agreement

     d)    Length of Meeting

Sheila suggests 1 hour. All are in agreement

     e)    Announcements 

i….. Reminder that all family members present are welcome to share their ideas during discussions, but only Shareholders may vote.

ii…..Duane will be our time keeper for this meeting. If Cody is not present, we will need someone to take minutes.

Sheila recommends we reconvene in June if we’re unable to make a decision on a policy for out of summer bookings tonight. Duane agrees, but states we may be able to come to a quicker agreement.

iii….Insurance requirements while cabin vacated (e.g. May 17 to 26, 2021 and any other future cancelled bookings. Meloche Monnex Insurance requires monitoring at a certain frequency once the water is turned on. Sheila will consult her notes on this.)

Sheila asks whether Vic is able to look into this given his name is on the policy. Duane suggests this is a general knowledge question so they should be able to answer it for her even if her name isn’t on the policy. Sheila agrees to look into this and asks whether we could get Sam to check in on the cabin when unoccupied. Melanie will run this by Sam.

**Update (May 21 email from Sheila): Sheila determined the insurance company requires monitoring of our cabin year-round, when vacant, every 7 days in order for the home insurance to be valid. Melanie has offered to keep an eye out on the Cabin Calendar to determine when the cabin should be monitored. Melanie will ensure that the cabin is monitored every 7 days, when vacant, either by herself, or by Sam & Rick Sanderson.

Sheila reports a utility trailer has been purchased for the cabin. Vic recommends the extra keys for the trailer be kept in the master bedroom closet by the hot water heater with the other extra keys. Sheila will leave the trailer registration there as well.

2.  Reports

     a)  Bug Master (Melanie and Cody re: Bug Master’s initial visit; Requirement to move everything away from inner walls of boathouse for Fall internal treatment,  Sept 8, 2021)

Melanie contacted Bugmaster regarding spraying the beams but hasn’t heard back yet. She’ll be out there when Bugmaster comes back and will ask about the possibility of a second treatment of the middle bedroom, focussing on the upper horizontal beam. Cody: Bugmaster came out and put down a perimeter inside the cabin, outside the cabin, in the furnace room, inside and outside of the boathouse. They also left rodent traps in the furnace room (2), under the kitchen sink, and under the sink in the main bathroom. The second bedroom contains a number of dead ants, but the rest of the cabin has been relatively insect free since the application. Cody will vacuum this weekend, check in, and report back to the group.

**Update from Cody: There were a handful of dead ants in the second and third bedrooms prior to the application of the spray. I vacuumed these up and there were no more when I checked a couple of days later.

 

** Update (May 30 email from Melanie): Bugmaster returned for the second application and sprayed the beam in the middle bedroom at no charge. If necessary, they are able to spray all of the beams in the cabin for us.

     b)  Replacement of Undergound Water Shut-Off Valve (Cody re: Wayne Watson’s visit)

Vic has asked Wayne to install a riser so the valve is just under the surface and to provide us with a key so we can shut off this new valve.

     c)  Tiling (Mike and Jim)

Mike is still on track to make his trip out.

     d)  Hot Water Tank (Mike)

Mike has determined the master bedroom closet can accommodate a bigger hot water tank than we currently have. Mike will bring a new tank out on the new trailer. Sheila will deliver the trailer to Mike.

     e)  New Fridge

Melanie should have an update Wednesday or Thursday.

** Update (May 30 email from Melanie): I looked into more places in Vernon for fridges and there are fridges with freezers, both bottom and top mount that would fit the space we have. The current fridge is 24’”x24”x59.”  However, starting two years back the fridges made now need a 2 – 3 inch “per side”  clearance and more (up to 5”) on the back because there are no longer cooling vents that come out the front.  The current cabin fridge has under a 1&1/2 – 2 inch clearance on the sides and the back and it sticks out past the counter by 1 inch. Paulette sent me a photo of a fridge which is selling for $399.00 at Costco which is a super great price – a Danby -correct size but needs the extra space.  I ran all this info by Vic as I didn’t want to go ahead and get a fridge that wouldn’t work properly under these new stipulations. He is looking into one from Trail Appliance which may have different specs.

3.  Discussion Re:  Out-Of-Summer Cabin Booking Guidelines (Vic)

Cody outlined the guiding principles in this article: https://www.shareable.net/how-to-manage-usage-of-a-shared-asset/

      Vic will begin the discussion, presenting his proposal for these guidelines.   Discussion is open for any additional ideas or modifications to this proposal.     

(e.g.  What are your thoughts about it? Guiding principles to consider? Ideas regarding a process or protocol for booking? Important things to keep in mind?)

Vic adds that including a principle that covers special cases (e.g., a work booking, Brenna visiting from France, Jen visiting for a wedding in Kelowna) would be worthwhile. 

Vic’s proposed system: three rounds of out of summer bookings. The first round is in priority order, with each family making up to one out-of-summer booking for up to two consecutive weeks. The second round would be in reverse priority order for bookings of up to a week. The third round would be in priority order for bookings of up to a week.

Cody: for round 2 and 3, why the 7 day limit? This would prohibit us from booking a Saturday through the following Sunday.

Vic: We can be flexible on this if need be but maybe there is value to the 7 day limit

Sheila: We could make this 8 days if need be.

Jim: What is the purpose of the rounds?

Vic: So nobody has the opportunity to book the same slot because we go in rotation.

Jim: This sounds complicated.

Duane: We want to make it fair for everyone. We want to make sure everyone has a chance to book through three rounds and then open up the remaining time for everyone.

Mike: We have a similar thing at work so nobody can take the full summer off.

Vic: Does Sharyn have the deadline days for summer bookings?
Sharyn: I think it’s Nov 1, 7, etc. Has this been a problem?

Duane: No, we’re doing this proactively so it doesn’t become a problem. We want the cabin to be used, but we want it to be used fairly.

Vic: I’ll fine tune the proposal and make reference to the specific booking dates.

Sheila: There’s a lot about the proposal I really like. Melanie and I had spoken earlier and came up with a similar idea. I like that it prioritizes the work bees over everything else.

Duane: I’d echo that. I like a lot about the proposal. We should be able to tweak it over time, but it is a good starting point. I like the reverse priority order of the second booking.

Melanie: Is there a reason we start the bookings in November? Could we start in October instead?

Mike: November works for Mike because he has to book his vacation in October.

Sheila: I like the idea of having three rounds but might we push it to four rounds? Three rounds affords 20 weeks of booking, whereas there are 5 prime months. If some families don’t book, it would be worth holding another round to fill up that space.

Duane: if we find out it’s too many or too few we can revise it.

Cody: I’m assuming this is for bookings within the upcoming year?

Vic: Yes, but anyone should be able to book a couple of days into January if necessary. I’ll add this into the process.

Sheila: This could be covered under the extraordinary circumstances part of the system.

Vic: I agree, none of us wants this to be overly complex.

Mike: For the different rounds, it’s original priority for rounds 1 and 3 and reverse priority for rounds 2 and 4.

Sheila: Yes. It’s a good thing for those in the bottom positions. Sheila suggests in the event of cancellations we can use the priority order to put the booking back into the pool.

Mike: At work you can put a request on a wait/cancel list.

Cody: We should maybe timebox the time window for stating interest in a cancelled booking.

Vic: Yes, these should go back through priority order, but people should only have a couple of days to respond.
Sheila: Maybe the response time can be extended depending on the length of the window if the booking is a way in the future.

Vic: The language might be difficult to draft. Moves that we agree in principle that the proposed guidelines Vic has drafted be accepted subject to fine-tuning on the wording. Duane seconds. All in favour.

Cody: I’m assuming we can still send uncle Vic any feedback we have?

Vic: Yes. I appreciate our desire to dig into this proactively as out of summer bookings aren’t currently a problem but could easily become one.

Sheila: Should we alternate priority order for cancellations (i.e., priority order for the first, reverse for the second, etc.)

4.  Next Zoom Cabin Special Meeting (June)

     a)  Possible dates (Sheila is conferring with Mike) June 24 at 7:30 chosen

** Update (May 30 email from Sheila): The meeting was rescheduled to June 27 at 7:30

     b)  Priority Topics for June Meeting (group to decide among possibilities)

           i)      Reports

           ii)     Clutter under the cabin

           iii)    Guidelines Regarding Storage of Personal Items at the lake in View of Growing Number of Cabin Users (e.g. water toys etc…)

           iv)    User Fee Exemption for “Work Bee Project” Days (8 hrs) During a “Pleasure Stay” at Cabin (Discussion)

            v)    Contingency Fund Plan

           vi)    Other:   (Suggestions)

5.  Adjournment

/Attachments to May 16, 2021 Agenda email

• Agenda for May 16, 2021 Zoom Cabin Meeting

• Minutes, April 18, 2021 Zoom Cabin Meeting