• Duane provided an update on the shower, where he has installed a plastic barrier so the shower can be used until it is retiled by Mike in June. Duane noted the showerhead, which is made of plastic, is leaking and he didn’t want to tighten it too much for risk of breaking it. It will likely need a new washer.
• Duane also installed two smoke/carbon monoxide detectors on the beams inside the cabin. They are warrantied for 10 years, under his name and he has the records.
• Duane purchased a blower, which is now stored in the boat house. It is warrantied under his name, so please let him know if it breaks and he will make the claim. Duane recommends leaving the battery unplugged until it is needed as it only takes a couple of minutes to charge.

Reports

Bug Master (Melanie and Sheila)

Bugmaster will come out on Thursday, Cody can direct them on where to spray. They will apply insecticide inside/around the cabin, boathouse, and storage area. The fee for all applications has to be paid up front so Cody will pay and Melanie will reimburse him.

Melanie: they can’t treat the outside of the cabin until it is warmer than 6 degrees overnight, but given people are out here earlier than in previous years it might be worth having them come out earlier next year to treat the interior before anyone visits. The cost would be $145.

Vic: there is a hotspot on the back wall of the cabin around the electrical outlet (lots of ants).

Melanie: one year there was a hole over the green cabinet by the fireplace which was a hot spot. Dale plugged the hole in the fireplace.

Vic: Is this a one-time application or are they coming back?

Melanie: they’re coming out four times this year (May 27, Jun 30, Aug 4, September 8). The inside application will last for 6 months, but they will need to reapply outside more often.

Tiling vs Tub Surround (Mike, Vic, Duane)

The plan is to use tiling because it is cheaper than a tub surround. Mike is on the search for tiles and is looking for a lighter colour. He is searching on Kijiji because he can get a lower price. He found tiles on sale at Rona recently for approximately $1 a tile, which would result in a cost of less than $100 for the job. He would like to put up a waterproofing membrane and estimates the job should cost less than $1000.

Vic motions that Mike be granted the authority to decide what to buy and install. Duane seconds. All in favour.

Mike will send pictures of the tile he found at Rona to the family in case anyone is interested in taking a look.

Tree Hazard by Shorts Road
(dead branches overhanging power lines) (Sheila)

Sheila looked into this. It is the Ministry of Transport who is responsible. Sheila has a work order with them, they will look into the dead branches overhanging the power lines and get back to her.

Report: Anticipated Cabin Expenses
from March 18, 2021 to December 31, 2021

(See attached document)

Sheila: The bank balance on March 18 was approximately $7000, which will cover all but $500 of the cabin operating expenses from March to December. On May 31 levies of $4500 will be collected, which will cover the June taxes and the remaining $500 in operating expenses. The bugmaster and tub tiling expenses are also covered by these funds. Sheila recommends the October levies ($4500) be held to cover 2022 expenses and not used this year for projects. As such, any other projects we consider must be funded by 2021 user fees.

Report: Shareholders’ Projected User Fees
April to December 2021 (Sheila)

Disclaimer: At this point, we must acknowledge that it is possible that COVID-19 restrictions may limit travel from Alberta to BC and therefore may limit our anticipated cabin use, and thereby, limit our User Fee revenue during the spring, and possibly, the summer of 2021. 

(See attached document)

• Consider undertaking financial and repair/upgrade projects that are presently on hold.
• Approximately $2250 will remain in the bank in mid-July. Although this sum is earmarked for expenses, it could be used to fund projects if we were certain it would be replaced by user fees (i.e., if we are confident that some of the families will be using their summer time and other bookings). The $2250 could be used to cover the next priority item, which is the excavation and replacement of the water shutoff valve. We could also accommodate a new fridge using the remainder of the $2250.

Duane: thanks Sheila for preparing the table as it is easy to break out month-by-month so we know when funds will be available.

• Establish a Contingency Fund/Reserve Fund (to which an amount would be contributed each year, for emergency and project use)

Sheila: we would likely not be able to contribute much to a contingency fund this year given the number of projects under consideration.

Vic: I think this is a good idea long-term.

All agree in principle with the proposal to establish a contingency fund. Details will be discussed at a later time.

Replace Underground Water Shut-off Valve

Vic Spoke with Fintry Utilities (Peter Mullberger) and Wayne Watson about this project. Wayne has a lot of work lined up, and can do our project at some point while he is already at Fintry (whereas other companies would charge a fee to get their equipment out). Wayne’s initial estimate (verbally) regarding the cost to install a new valve at ground level was $600, however, he indicated that the actual cost could turn out to be higher. In the interim, if there is an issue with our water shutoff valve (underground, outside the third bedroom), Peter can be called (250-503-6334) to shut off the water at the Fintry Utilities valve which is toward Shorts Rd, beside the driveway at approximately the property line. (The valve by the house is old and could potentially fail at any time).
Melanie: Is Wayne going to contact us when he’s free to do the work?
Vic: I’m not really sure, but it doesn’t sound like it’ll be in the next couple of months. It will likely be at some point in July or August.
Duane: Can the phone number be added to the list in the hallway?
Cody: Yes, I’ll do it.
Vic: Not to distract from the present issue, but if someone could clarify the process to dump waste at the transfer station and add it to the board it would be helpful. Sheila will do this this summer.

Replace Hot Water Tank or Replace Heating Element in Hot Water Tank and Install a Moisture Sensor Alarm 

(Vic. See his April 11, 2021 email containing You Tube videos regarding replacement of heating element)

Updated options include using an on-demand system.
Mike: What size is the tank?
Sheila: 40 gallons.
Mike: Has anyone drained the tank from the bottom, because that impacts capacity as well? Changing the element in an electrical tank is easy. He doesn’t think we have enough service for an electric on demand system.
Vic: from looking at YouTube videos, the element becomes encrusted, loses capacity, and eventually burns out. Vic volunteers to replace the elements in the tank and install a moisture detector. The downside is whoever is out there is left without hot water if the tank fails. We could purchase a new tank and keep it at the cabin if we wanted.
Sheila: There is also an anode rod in the hot water tank which prevents corrosion, should this be changed out too?
Mike: Yes and this should be done when the tank is drained.
Sheila: Should we get a new tank given a leak could empty the entire tank and ruin the subfloor.
Mike: Has anyone seen how much a new electric tank is?
Vic: Getting a new one is a good way to go because we know this will need to be done soon. He has the name of a plumber from Wayne Watson but hasn’t contacted him yet.
Mike: They’re pretty easy to replace. I could install it if we had one.
Sheila: There are some at Home Depot (Rheem with a 6-year warranty, 39 gallons, $502; or 63 gallons, $560).
Mike: If we can fit it, I would go bigger.
Sheila: The funds we have on hand can easily cover the hot water tank, valve replacement, and new fridge.
Vic: I would be willing to give more time to Mike in June if he’s able to install the hot water tank as well.
Jim: A bigger tank might need different wiring.
Mike commits to looking into that.
Sheila added that the new tank could be installed under the cabin, which was a suggestion put forward by Cody at an AGM. Mike will take this into consideration when he explores the new possibilities.
Mike may be able to transport the tank when he goes in June, using the new utility trailer.
Duane suggests we pay for Mike’s gas given all of the work he has committed to. All agree Mike can move forward with purchasing a new tank and installing it in June.
A decision was made to extend the meeting by 15 minutes.

Purchase New Fridge 

(Melanie is tasked with this; however, our March 18th discussion did not address funding for this purchase; approx. $800-1000)

Duane suggests we move forward with this.

Melanie: I have stopped looking into this until we determined whether we wanted to proceed with this item but will circle back on this. Everyone agrees she has authority to move forward with the purchase of a new fridge with a freezer.

Install Flooring

Vic: we have a meeting of the flooring subcommittee scheduled for next week so no decision has been reached yet. They will let the rest of the group know when a decision has been made.

Sheila: regarding finances, this would need to be covered by user fees in addition to those needed to replace the $2250.

Mike: I know we need flooring but it might be worth putting this off until next year. He was planning on installing but doesn’t have capacity now. Should we put this off until next year?

Cody: We could potentially do a work bee next year to install the flooring and do other tasks.

All are in agreement with postponing the installation of the flooring until next year.

Review of Article 20.5 of the Unanimous Shareholders Agreement 

(Review of the “72 hour threshold” clause)

Do we wish this clause to be applicable to User Fees or do we wish to eliminate it, stipulating that the User Fee applies to all stays at the lake apart from those exemptions already agreed upon? Discussion.)

Article 20.5 “There shall be a fee payable by every Shareholder for any use of the Cabin exceeding 72 hours in duration (the “User Fee”). Payment of the User Fee shall be voluntarily calculated and forwarded to the Administrators as soon as possible after such extended use. The User Fee shall at the outset be set at $5.00 per night per person and may be increased by way of a resolution passed by a majority of the Shareholders.” (Unanimous Shareholders Agreement, 1994, “USA”)

Motion to eliminate this clause put forward by Sheila, seconded by Duane. All in favour.

Sheila: Added a reminder to forward the fees as soon after your stay as possible, as noted in the Article.

Out-of-summer Booking Guidelines (Vic)
(Brief preliminary discussion)

Sheila: It seems like Ron and Sheila will not be able to go out due to COVID restrictions on non-essential travel. If their time is not used and if there is more than one family who would want to take that time could we use the priority booking order as a way to use that time?

Duane: I think that’s a good idea, what week is it?

Sheila the time is May 2-18.

Vic: it would be good for us to have some guiding principles for the out of summer booking period. Could everyone give this some thought and then we can discuss at a future meeting? Please pass any ideas you have on to Sheila.

Date for Next Zoom Cabin Meeting

(Would either Sunday, May 16 or May 30, 2021 at 7:30 pm MST be possible? Kindly check your calendars prior to meeting)

Vic would prefer the 16 because it is prior to their trip. This date works for everyone and is adopted.

Possible Topics for Next Zoom Meeting

i.Policy for out-of-summer bookings
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.Reports Regarding Current Projects (Updates)
vi.Other:  (Suggestions)

Sheila to add contingency fund to the list of topics.

1. Adjournment (9:00 pm)

/Attachments to April 17, 2021 Agenda email

• Agenda for April 17, 2021 Cabin Zoom Meeting
• Minutes, March 18, 2021 Cabin Zoom Meeting
• Anticipated Cabin Expenses Mar to Dec 2021
• Estimated 2021 Cabin User Fees