AGM — 2022 Part 2
Signant Two Holdings Ltd.
Minutes: 2022 Annual General Meeting Part II
Tuesday, March 21, 2023
7:30 – 9:05 MST
Attendees: Sharyn, Vic, Duane, Sheila, Cody, Carson, Stephen, Joel, Mike
Minutes
1. Meeting called to order (5 mins)
- 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)
- Motion to approve the agenda
Vic moves to approve, Sharyn seconds, All in favour
- Length of Meeting – until 9:20 pm; Duane to timekeep.
The meeting is scheduled from 7:38 pm – 9:20 pm minutes. This will only be possible if group members read the agenda and supporting documents very thoroughly prior to the meeting, for efficiency. The President could not shave the meeting length down to 90 minutes. Sheila asks everyone’s patience in accepting this change of duration.
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.
- Messages from President
- Although children of Shareholders do not own shares per se, the President hopes that they will be aware of their power and their right to express their viewpoints within our discussions because our plan is that they will be the Shareholders for their family blocks in the future. The thoughts and experience of everyone around this table is of equal value, in my opinion.
Comments?
ii) Many Agenda Items do not Require Discussion
In our 95 minute timeframe for this meeting, we cannot discuss every item in this agenda. Items that are intended to convey information and do not require discussion will not be read or discussed, only referred to. It is essential that the agenda and its supporting documents be read thoroughly prior to the meeting so that everyone is aware of the information presented; otherwise, there will not be adequate time to discuss the New Business items that require discussion.
NOTE: Questions of clarification should be addressed prior to the meeting through the email thread containing this agenda. In addition, items requiring Discussion will go more quickly if Shareholders have given the items prior thought and are prepared to contribute in those discussions. Thank you for taking the time to prepare for the meeting.
Items where discussion is not needed show ‘No discussion needed,” in bold type.
Time limits are indicated.
NOTE: We will likely need a Spring Zoom meeting. (See Item #9 Below)
iii) Thank you from the President
2. Approval of Minutes from Previous Meeting (3 mins)
Dec 13, 2022 AGM PART I Minutes to be reviewed for approval.
Please note that revisions could be suggested to Cody prior to the meeting, for efficiency.
Revisions:
Approval: Sharyn moves, Duane seconds. All in favour
3. Reports and Summary of Plans in Place for 2023 (25 mins)
A. BC Land Owner Transparency Registry (LOTR) Gordon Leffler and Legal Assistant, Danielle Parenteau, Leffler Law Office, Fernie, BC, registered Signant Two Holdings Ltd on Dec 20, 2022. ($365.44) No further action needed.
No discussion needed.
- Refurbishing Cabin Utility Trailer
Ron has completed the project including the purchase of two new tires.
Trailer will be brought to the cabin by the Almonds April 16th for laminate work bee.
No discussion needed.
- Revised Cabin Closing Procedure (2 mins)
See attached updated document entitled, “Fintry – Cabin Closing Procedures – Turning Off Water At Cabin,” which indicates that the new hot water tank must be drained manually (instructions included) and the washing machine faucets must be left open after the cabin is drained.
(Note: The document contains two photos showing the new water key in the open and closed positions accessing the underground water valve, as well as a photo showing the location of water key in boathouse. When the valve is closed and one wishes to open it, turn ¼ turn, or 90 degrees, counter clockwise. Turn valve ¼ turn clockwise to close.)
Sheila made the following suggestion at the end of this procedures document in light of the leakage we experienced this year with the new underground water valve:
Suggestion: As a precautionary measure to counteract any possible failure of the underground water valve, we could add the following protocol: After a period of time has elapsed following the drainage of the cabin, perhaps a minimum of a week or two, but anytime thereafter, someone could go to the cabin and CLOSE the under-the-cabin water valve in the storage area (red knob). (That shut-off is usually left open at the end of the draining procedure so that water in the line can drain back to the underground water valve.
The rationale would be that until we are certain of the valve’s performance following its repair by Shayne Watson on March 16/23, this would be a measure to prevent flooding in the storage in the event the underground shut-off valve failed for some reason. This failure is not expected.
Discussion: (re: Suggestion) All are in agreement
Vic asks for this to be updated in the physical manual at the cabin as well. Sheila agrees to take this on.
Action:
- New Location of Hidden Cabin Keys
(See attached photo which will also be posted on Signant Two website.)(Note Point of View of Photo: Standing under cabin at West side facing North/
back of cabin). This is the first cement pillar along the West side of cabin, beside
driveway. Keys are in a Ziploc behind the small piece of 2X4 resting on top of the pillar to
right of beam.)
No discussion needed.
- Shayne Watson’s Investigation of Hissing Sound at Underground Water Valve Access
This problem was resolved by Shayne Watson, March 16/23. Thankfully, there was no cost to us for the excavation as Shayne discovered that his error had caused the leakage problem. Duane has noted that we’ve managed to maintain a good working relationship with both Shayne Watson and Pete Muhlberger (Fintry Utilities) for possible future business.
NOTE: A “Heat-Line” product will no longer be needed.
No discussion needed.
- Monitoring of the Cabin when Vacant (3 mins)
i) Background: The document by this title, located on Cody’s shared drive needs to be updated in order to include a formalized list of Expectations for Off-Season Cabin Monitoring. Rick and Sam Sanderson, who presently monitor the cabin during the off-season, agree that having a shared list of expectations will be good for both them and us. Melanie has agreed to convey the expectations to Rick and Sam. Many thanks, Melanie.
NOTE: Melanie has confirmed that Rick and Sam already keep a written record of their monitoring in a calendar at the cabin. (See attached Draft List: Expectations for Off-Season Cabin Monitoring.)
Discussion: All are in agreement. Sheila will ask Melanie to pass the list on to Rick and Sam.
Joel notes that the document should be updated to reflect that the inspection must be done at 7-day intervals, rather than monthly. Sheila thanks Joel for catching that error which was not updated.
Cody agrees to replace the existing document on the shared drive with the updated version.
Action:
ii) Meloche Monnex Insurance (2 mins)
Clarification: Kathleen confirmed with Meloche Monnex Insurance, March 1/23, that the monitoring interval for our insurance to be valid is every 7 days (or less), year-round. This frequency is not to be considered “once a week” such that a person might think they could check on Monday of one week and Friday of the next. That frequency would not fulfil the monitoring requirement; hence, the insurance would not be in effect. Melanie has informed Rick and Sam and they began following this requirement during the first week of March 2023.
Presently, Melanie informs Rick and Sam when they are to begin and end the off-season (winter) monitoring, depending upon when the cabin is drained in the fall and when there is a plan for occupancy in the spring.
Since the monitoring for insurance purposes is required year-round, we need someone to keep an eye on the cancellation of any cabin booking in the spring, summer or fall since this could result in an unexpected vacancy, possibly for a period greater than 7 days and arrangements would need to be made for the required cabin monitoring during that time, possibly through Rick and Sam. All cancelations must be reported to the Shareholders.
Melanie has agreed to take on this responsibility moving forward and, in the event she is
away from Vernon during the summer, will contact someone else to take care of the
monitoring during unexpected vacancies. Many thanks, Melanie!
Discussion: To ensure everyone understands these three points clearly (monitoring interval
of 7 days, Melanie will ensure monitoring in the event of a spring/summer/or fall booking
cancellation, and the fact that booking cancellations must be reported to the Shareholders.)
Action:
- Furnace Maintenance (2 mins)
Carson reported via email on Feb 28/23 that the cost of replacing the thermocouple and pilot would be $146 plus tax. He reported that there is a homemade damper in the duct to the storage room, but it does not form a seal so he has indicated that he could design a removable end cap that could completely seal the duct using extra duct material that is at the cabin. Impressive resourcefulness, Carson!
Discussion needed to address the question: Do we wish to proceed with replacing the thermocouple and the creation of a removable end cap for the duct to the storage area? Reminder that the new furnace will be installed in Spring 2024 and our present plan is intentionally to limit the use of the present furnace.
Perhaps these replacement measures are not needed?
Discussion:
Vic notes we might as well repair it.
Sheila suggests if we aren’t planning on turning the propane on then we won’t need to do this.
Vic notes there’s no sense in keeping the crawlspace at room temperature.
Carson states he doesn’t believe there is value in replacing the thermocouple but will install a damper seal.
Action:
- BugMaster (2 mins)
Melanie has engaged BugMaster to make applications throughout the 2023 season and she confirms that BugMaster recommends applying the treatment after the new flooring has been installed. Melanie has requested that the first Indoor application take place in late April or early May.
There will be indoor and outdoor applications each of Spring and Fall as well as 3 Summer Outdoor Applications. As previously, family needs only to vacate the cabin for a couple of hours during applications.
Question: Last year, there was an extra indoor application made in the early spring in order to pre-empt big flying ants with wings. Do we want this extra application this year? The cost would be $150 as it is not included in the Platinum Package. Melanie has confirmed that they will spray the ceiling beams during the Spring and Fall indoor applications, anyway.
Discussion: (re: Spending extra $150 for an extra indoor application in spring)
Action:
Sharyn states she doesn’t believe it’s necessary.
Duane asks whether we should follow the same treatment plan as last year.
Vic agrees.
Sharyn wonders whether it would be good to have it done before the new floors are put in.
Sheila notes the cabin is a bit of a mess right now and so we should schedule the additional application after the flooring is installed.
Duane states that we’ve missed the opportunity for an application in March and the cabin is in disarray so recommends we forego the application and reconsider next year.
All are in agreement.
- Upcoming Workbees and Actions
NOTE: Subsequent to the approval by Shareholders of the following motion at the Oct 30/22 Special 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.”
NOTE: Many items in this section involve decisions that have been made and are listed for INFORMATION or SUMMARY ONLY; as a result, much information listed here will not be read at the meeting and will not be discussed.
Please read all items carefully prior to meeting. Questions or clarification regarding items indicating “No discussion needed” should be addressed prior to the meeting in the email thread accompanying this agenda, for everyone’s information. Thank you.
- Mike, Jim and Sharyn, April 16 – May 2, Workbee: Installation of Vinyl Plank Flooring. User fees will not apply.
No discussion needed
- Sheila and Ron, May 10 – May 29, Workbee: Cleaning and Coating of Rustic Wood with Varathane (in entryway, on “log wall” behind fireplace and West wall in living room), New Furniture Transported to Cabin, Disposal of Old Blue Rockers, Set up of Filter Queen Air Purifiers which we have all agreed need to be turned on whenever anyone is in the cabin. Shareholders, kindly inform your family of this responsibility.
User fees will not apply.
No discussion needed
- Duane will send new vacuum to cabin with Sheila and Ron May 10th.
No discussion needed
- Melanie will bring “Air Things View Plus” Air Quality Monitor to cabin in the spring for placement on the kitchen counter. (User’s Manual accompanies it.)
Cody will set up spreadsheet to track air quality readings from new air quality monitor.
No discussion needed
- Family members have agreed to forward to Cody at least one reading from the Air Things View Plus during any stay at the cabin.
Shareholders, kindly inform your family of this responsibility.
Cody will log data in spreadsheet located on the Shared Drive.
No discussion needed.
Vic recommends this be added as an item to the summertime booking block cleaning expectations document. Sheila agrees to add it in.
- Assessment of Air Quality (2 mins)
Our Shared Goal of Improving Air Quality in the Cabin includes a commitment on the part of all Shareholders, to assess yearly, if not more frequently, whether our current measures are adequate for achieving an Air Quality that is healthy and safe for all.
In order to achieve this assessment, regular air quality readings from the Air Things View Plus monitor will be analysed AND families will offer and/or will be consulted for anecdotal input regarding the cabin experience, during that current year, of any family members who suffer from respiratory illnesses.
In fall 2023, a process for the anecdotal assessment will need to be planned and undertaken.
We will need a Volunteer who would gather and analyse anecdotal input for the group’s Assessment of Air Quality.
Can this responsibility be taken on by someone proactively at this point?
Discussion:
Volunteer: Cody will create a doc which can be used to collect stakeholder feedback which can be reviewed prior to each AGM / Zoom session (Cabin Air Quality Experience Feedback)
- Cody will bring 2 queen mattress covers and 8 allergen pillow covers to the cabin.
Sharyn will take this on as the Almonds will be going out to the cabin next.
No discussion needed
- Needed: Volunteer to purchase 8 new pillows and dispose of old pillows this season:
Volunteer: Sharyn offered to buy the pillows, as well.
- Ron will research the possibility of enabling the old furnace to circulate air this summer (air only, not heat), using a high quality HEPA furnace filter, to improve air quality during upcoming season, Summer 2023, provided this could be done for a reasonable price. All have agreed that in the event that the furnace would break down completely, at any point moving forward, we would simply stop using it. (New furnace is scheduled to be installed Spring 2024.)
Ron will report his findings in due course.
No discussion needed
Carson indicated that he can install a thermostat with this “air only” capacity. All are in favour.
- Staining of Cabin and Boathouse is urgently needed (10 mins)
Sheila will take a full inventory of all staining tools and products in May 2023 and will inform everyone.
All have agreed that any staining undertaken this season will be reported to everyone; for example, via email or text message.
Duane and Paulette may possibly do some staining in the fall, but have not committed. Duane will speak with our neighbour, Murray, regarding the possibility of borrowing their scaffolding in order to stain the West side of the cabin.
Staining Priorities: Boathouse – West, then South; Cabin – West, then North.
Discussion: How will we move forward in 2023 with staining of the cabin and boathouse which represent crucial upkeep for the preservation of the cedar siding?
Sheila commits her family to one wall (likely the back wall of the cabin). She will assess the stock of stain / paint during May workbee and report back.
Duane notes he and Paulette will likely be taking the first week in September to take care of the west side of the cabin (which requires scaffolding)
Vic notes his family will take on at least one wall for themselves (likely the front wall of cabin)
Action:
- Box of Unclaimed Inflatables in Boathouse
Vic to look at these Summer 2023. Others have done so.
End of Summer – Get rid of remaining unclaimed inflatables. All have agreed that by the end of the summer, August 31, 2023, all personal items must be in one’s family locker or in one’s family black tub, apart from the items that have been allowed to be stored in the rafters. All have agreed that new items will not be added to the rafters.
No discussion needed
- Purchase of a 10-ft Step Ladder
Stephen and Sheila are on the lookout. Group agrees to a budget of $250.
Anyone in group can keep an eye out and inform the group of a find.
No discussion needed
- Arborist – Sharyn to explore and report back on the cost of having an arborist check out the health of our three large ponderosas near the shore which now have a great number of gold-coloured needles, especially the ponderosa closest to the shore. Ideally, an arborist’s assessment could be done this 2023 season.
No discussion needed
Sharyn will call the arborist during their upcoming work bee in April/May.
- Items Inside the Cabin which could be Contributing to Air Quality Issues (1 min)
Everyone has agreed to be on the lookout for such items which could be considered for removal.
Do we agree that recommendations should be made to the group prior to any decision to remove?
Items that have been noted for possible removal are: fishing net draped on West wall of cabin, circular woven mat hanging on West wall, and two carpets in main bedroom. Do we have agreement on removal of those items?
If so, should net and mat be disposed of?
Sheila asks, “Could we keep the carpets rolled up in the boathouse in case we repurpose the boathouse into a bunkhouse, in future?
Discussion: (including Volunteer for possible disposal of above-named items.)
Sheila asks whether we need approval from the group before removing items?
Vic believes things should only be removed with agreement.
Sharyn commits to washing the net on an annual basis rather than throwing it out.
Duane notes the circular mat can be thrown out. He and Paulette had given it to Mom and Dad.
Sheila suggests we hang onto the area rugs from the main bedroom (with animals around the borders) for possible use in the boat house if we were to convert it to a bunkhouse.
Action:
- Drip Line (1 min)
All families are reminded of our agreement that the drip line should be turned on during all cabin visits for the health of the trees on our property lines.
Question: Recently, has anyone seen the timer that Dane purchased for the drip line? Location?
Vic asks whether this ended up at Melanie’s?
Sheila responds that she asked Melanie and Melanie doesn’t know where it is. Everyone will keep an eye out for the drip line timer which Dane purchased a few years ago.
Discussion:
Action:
- Carson has generously offered to repair a line of pipe in the storage room to
the washing machine. It froze this winter. The learning in this is to remember that both washing machine taps must be left open at the end of the draining process. The “Fintry – Cabin Closing Procedures: Turning off Water” document indicates this clearly, but Sheila must have neglected to open both taps at the end of the process. Apologies.
Thank you, Carson, for identifying this problem and offering to fix it!
4. Revenue and Upcoming Expenditures (20 mins)
A. Finances
i) Financial Update (5 mins)
Background: Via email, Nov 23/22, Jen sent the 2022 Financial Statement and
2022 Bank Statements. They are attached with this agenda. Please review.
Additional Background:
Via email, March 8/23, Jen sent a current financial update including the Feb 28/23 bank balance and anticipated expenses to the end of 2023. (Documents are attached with this agenda. Please review.) Many thanks to Jen.
Sheila has adapted Jen’s March 8/23 chart which lists 2022 and 2023 recurring cabin expenses, in order to add current data, including payments already made in Jan and Feb 2023.
Sheila then analysed the financial information in the chart, along with the Bank Balance, in order to earmark funds which can be used to cover expenses this year. She concludes that the additional expense considerations in Item 4Aii can be covered without using 2023 User Fee Income.
Discussion:
“INTERPRETATION OF FINANCIAL CHART: ANTICIPATED
CABIN EXPENSES 2023”
(See document by this title attached with Finalized Agenda. Please review.)
Discussion: Does the group agree with Sheila’s analysis and conclusion that
there are ample funds to cover these additional expenses without using 2023
User Fee Income?
Action: (regarding approval to proceed with payment of expenses in Item 4Aii)
ii) 2023 Estimated Additional Expense Considerations
Discussion here will be in view of the Financial Update provided by Jen on March
8/23 and Sheila’s analysis of the Financials considered in the discussion of Item 4Ai.
a) BugMaster Platinum Package ($1244 + GST) c. $1300
b) Varathane (for sealing rustic wood surfaces) c. 650
c) Arborist (very rough estimate) c. 300
d) Trailer Refurbishment (see above) 563.75
e) Purchase of 10 ft Ladder c. 250
f) Additional Caulking (floor prep) 36.83
TOTAL ESTIMATED: (approximately) $3100.58
Decision was made in discussion of previous Item.
All are in agreement to proceed with these items
iii) Cabin User Fees (10 mins)
- Review of Apr 17, 2021 User Fee increase to $20/person/day (review was tabled at 2021 AGM)
Discussion: Are we pleased with that decision?
Further Discussion?
Joel believes a higher fee would be worth considering. He suggests we determine in the future if a User Fee of $20 per person per night is appropriate and asks whether the user fees might be structured to cover the operating expenses of the cabin rather than big capital projects? This discussion will be revisited in future.
Action:
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 over a certain age?
Discussion:
Sharyn doesn’t believe the fees should be applied to small children.
Vic notes he has previously paid based on the total headcount of the visit.
Duane believes the money raised is for a good cause so recommends we consider all bodies.
Cody notes this could be cost prohibitive for young families who are under financial constraints. Sheila agrees and believes that this should be considered.
Stephen can envision situations where it does become cost prohibitive for a family to stay at the cabin.
Mike understands, but notes this is still more affordable than going to a hotel.
Duane notes that in his experience when you start making exceptions things become more complicated. He would prefer to keep things simple.
Sheila asks whether we could have a compromise where children 2 and under, for example, are not charged?
Sheila moves that children under the age of three should be exempt from user fees. Sharyn seconds. Sheila, Sharyn, and Cody are in favour, Vic and Duane opposed. Motion carries.
Action:
c) User Fee Exemptions
Background: Continuation of Discussion Clarifying Present Exemptions
(This was to be revisited at June 2022 Zoom meeting – noted in May 3/22 minutes – but was not discussed.)
Duane has previously 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 withdraws the motion.
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.
Discussion:
Action:
d) Proposed Out-Of-Summer Cabin User Fee Increase (3 mins)
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:
Sharyn asks why we’re charging an extra amount for OOS?
Stephen responds that people who use the cabin OOS use more firewood and propane than in the summer.
Cody notes he’s not in favour of this as increased OOS usage will result in increased user fees, which will offset the increased wood / propane consumption. Joel asks whether we know how much more propane / firewood is consumed during OOS stays?
Sheila asks whether we should wait for a year to see how much propane consumption will increase once we have the new furnace, given that we are limiting use of the furnace presently?
Duane notes we want to generate a reserve fund but keep putting off initiatives which would bring in more money.
Duane motions an increase of $5/person/night during OOS cabin stays to cover increased use of propane and firewood used outside of summer. Sheila seconds. Vic, Duane, Sheila, Sharyn in favour. Cody opposed. Motion carries.
Action:
B. Avoiding Possible Unexpected Expenses (1 min)
Purchase of Propane
See attached document, “Propane Tank Gauge Readings,” which compares readings taken May
2022, Oct 2022, and Feb 2023.
CONCLUSION FROM COMPARISON OF GAUGE READINGS: It appears that propane use can
now be accounted for and that there are no leaks in the lines or the valves.
NEXT STEP: Sheila suggests that a reading (and photo of the propane gauge) should be
taken whenever anyone visits the cabin.
This record, if forwarded to Sheila, will be placed on the Signant Two website.
In the event that a future gauge reading is lower than “55,” and if the furnace has not
been used, Sheila would recommend that we contact Superior Propane and request that
they DO NOT fill the tank until further notice.
Discussion: All are in agreement that a photo of the propane gauge should be taken during each visit to the cabin.
Action:
- Contingency Fund (postponed to a future meeting due to time constraints)
Background:
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 2021 AGM
Part II Meeting, Feb 6, 2022, Vic suggested we could possibly set a lower initial target of, for
example, $10K, and then build from there.
Note: A special assessment would likely be needed to accomplish the establishment of a Contingency Fund because, while User Fees and the Annual Assessment are presently covering numerous recent projects such as the underground water valve replacement, the laminate purchase (vinyl plank), and the registration of Signant Two in the BC Land Owner Transparency Registry, there is no “extra” or “reserve” left over to seed a Contingency Fund per se.
Note: the new furniture purchase was funded on a per share cost basis.
Note: Jim has mentioned the option of simply sharing major expenses as they arise.
Discussion:
Action:
5. Issues and Projects Previously Raised (ALL OF SECTION 5 is postponed to a future meeting
due to time constraints)
i) Administrator for Cabin Maintenance Document
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. Family members are asked to review the document periodically and add any missing details regarding repairs and maintenance performed by their family.
Link to access the Cabin Maintenance Document through the shared drive: https://drive.google.com/drive/folders/1c55XXEwX1nrgLmAjrfXxCMXpHfHCAJGH?usp=sharing
At our 2021 AGM, there was discussion regarding the benefit of someone overseeing that the Cabin Maintenance Document is updated with work done and projects completed.
It was 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 and accurate document, there needs to be someone who oversees this and ensures that it is updated. Sheila has taken care of several updates and it would be helpful if someone else took responsibility for this oversight on an ongoing basis.
iii) Leaky Water Valves under Cabin and Removal of Stumps on Property
Valves were not replaced nor were stumps removed last fall by Wayne or Shayne Watson because time did not permit.
iv) Cabin Deck
Repairs needed for rotting boards (or consider replacing entire deck).
v) Friends of Fintry (Stephen)
vi) Hot Water Tap in Main Bathroom
No longer rattling, but must be turned several times to tighten it once the water has
stopped flowing. Needs attention.
vii) Pavers Pathway Storage Room to Spiral Stairs and Storage Door
viii) Second Ladder for Dock
ix) Second Buoy
Suggested that we need to check on regulations.
No follow up to date.
x) 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.
xi) Landscaping
Backyard — 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.
West Property Line – Plan to Remove Dead Trees (2 or 3 remaining)
xii) Possibility of Transferring Ownership of Cabin to the Next Generation
6. NEW BUSINESS (40 mins)
A. Summer Time Booking Block Cleaning Expectations – Review (Duane) (5 mins)
Duane provided suggestions regarding a revised list of cleaning duties via
Email. Dec 12, 2022 Sheila responded to Duane’s suggestions with additional suggestions.
See copy of both email lists in the attached draft document, “Summer Time Booking Block Cleaning Expectations.” Discussion required should be brief.
Discussion:
Duane is in agreement with Sheila’s elaborated list of cleaning expectations.
Duane notes we should add an air quality reading as well as taking a photo of the propane gauge to each summer time slot responsibility.
Cody asks to confirm everyone is still responsible for cleaning up after themselves.
This is confirmed and all are in agreement.
Action:
B. Signant Two Executive Positions (20 mins)
i) Motion Regarding Term Limits for Executive Positions in Signant Two (Duane)
Duane presented the following motion at the 2022 AGM Part I:
“To avoid unnecessary burn out, I believe Signant Two should assign term limits to all executive positions (President, Secretary and Treasurer).” Cody seconds. All in favour. Motion carries.
Duane has proposed that we can avoid putting people in a position where they get burned out and potentially resentful by instituting a 3-5 year time limit for service in executive positions.
Duane notes anyone holding a position is welcome to abandon it at any time if they so choose.
Cody believes the treasurer position might be more complicated to transition to another individual than the other roles. He recommends we should document what is involved in the role as well as a process to transition the role.
Vic notes the bank account is in his name, and that Sharyn has access through a card and that other cards could be linked. The accounting software used by Jen can be installed on any computer. He agrees it’s good for this information to be spread to other stakeholders.
Jim asks whether someone would be able to continue on in a role beyond the term if they wanted to?
Vic believes this would be up for the group to decide. He notes if we had a fairly firm policy this would avoid putting pressure on the person in the role. He believes that non-shareholders should be welcome to these roles as we are proposing 4 roles for 5 shareholders.
Joel confirms all existing shareholders have been in the roles for more than 5 years at present and asks for the purpose of this motion whether the clock resets for those individuals? He also asks whether Jennifer is aware of this discussion?
Sharyn commits to speaking to Jen about it.
Duane suggests if the person wanted to do another term they could always put their name forward and the shareholders could vote on it.
Vic: moves we put a 4 year term limit on each of the executive positions, and that one executive position is replaced each year. Duane seconds. All are in favour. Motion carries.
Discussion:
Action:
ii) Proposal that We Consider Having a Position of Vice-President (Duane)
Duane motions we include a Vice President as an additional member of the executive and that the vice president should hold the position with a view of taking over the presidency when the president’s term is up. All are in favour. Motion carries.
Duane has proposed, “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).”
Duane has also noted that as the older generation ages, the younger generation can potentially step forward and take on some of the other roles.
Discussion:
- Is there agreement that we institute this new role of Vice President?
- Draft List of Responsibilities for Role of Vice President – If there is agreement to add this new role, discussion, modification, approval regarding responsibilities.
Vic believes this role should be in charge of reminders (e.g., deadlines for levies due, timeframe for summer / OOS bookings, Air Quality Monitor Reading, Photo of Propane Tank Gauge).
Duane notes this can take some of the workload off of the president.
Cody believes this role should be responsible for keeping on top of the maintenance doc (i.e., notifying stakeholders which items are coming due in the upcoming year).
Duane suggests the goal of this role is to learn the role of the president and that we don’t want to overload them.
Sheila notes she has taken a lot of responsibility for updating the cabin maintenance document, and it would be a relief for someone to take this off of her plate.
Jim asks whether the vice president would need to be a voting shareholder?
Sheila responds no, and proposes the president should have had to have served in another role prior to taking on the role of president.
Sheila asks whether anyone wants to recommend items to add to Duane’s list?
Duane suggests we get someone in the position and revisit the list after a year based on their experience.
All are in agreement.
Action:
iii) Considerations When Filling Executive Positions for 2023
- The needs in this discussion depend on decisions made in discussing Item 5B above; in particular, regarding term lengths since some have held positions for several years.
- NOTE that historically, volunteers have come forward to fill executive positions as opposed to needing to be nominated.
- A decision is needed by Shareholders regarding the eligibility of family members who are not Shareholders to occupy Executive Positions in Signant Two.
Previously expressed Shareholder positions on this question were
summarized in Sheila’s Feb 20/23 email in the thread entitled,
“Preparation for Signant Two 2022 AGM Part II,” as follows:
“In summary, Vic has pointed out that a non-Shareholder holding an office such as President would not have a vote and that this could result in an awkward situation. It has also been pointed out that we wish to involve members of the next generation in the management of Signant Two, due to their unique and valuable perspectives, and also due to the fact that the original Shareholders are aging. The point has also been made that some non-Shareholders, Mike, Joel and Stephen, named in particular, have attended numerous meetings over a long period of time and therefore, they have a good understanding of the important issues we have been addressing and a strong sense of how meetings have been run. It is also a fact that Jen has held the position of Treasurer for several years, and she is not a Shareholder. Duane recommends that 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 under the Alberta Business Corporations act a non-shareholder would meet the criteria to serve in an executive role.
Given the discussion that has already taken place, Sheila presents the following motion:
Motion adapted to: I move that a family member who is not a Shareholder be eligible to occupy an Executive Position in Signant Two with the qualification that such a family member would only be eligible to take on the role of President if s/he has spent at least a year as Secretary, or Vice President in another position in the executive. Duane seconds. All are in favour. Motion carries.
Seconder for Motion:
Discussion of Motion:
Decision:
iv) Request for Volunteers for 2023 Executive Positions in Signant Two Holdings
Discussion:
Sharyn volunteers to take on the role of Vice President.
Cody volunteers to take on the role of President.
Sharyn will speak to Jennifer to get her thoughts on the future of the Treasurer position.
Joel volunteers to serve as Secretary.
Noted: We will need to decide how to stagger the endings of terms of office given that three family members have taken on executive roles simultaneously, at this meeting.
Action:
Note: 2022 Directors’ Resolutions will need to reflect these decisions.
(see attached 2022 Directors’ Resolutions and instructions in Item 8 below.)
C. Use of Cabin Bedrooms (15 mins) Not addressed, discussion postponed to Spring Zoom Cabin Meeting.
Background: Some family members have expressed disapproval of pets being allowed to sleep in beds at the cabin. Sheila believes that this very personal request or preference needs to be respected and that we, therefore, need to discuss a protocol in this regard.
Motion to be presented by Sheila:
I propose that we respect the desire of some family members who do not wish to sleep in a bed where pets have been present, by designating two of the three cabin bedrooms as “Pet Free Bedrooms,” to which pets would not have access, thereby allowing pets to sleep in two areas: in the additional bedroom, to which they would always have access, and in the living room area, where they will already have constant access during the day.
Seconder: ____________________
NOTE: Melanie Hoffarth may be present to begin our discussion of this motion by sharing with us her experience of cabin life, given her health condition of asthma. In the event that she is not able to attend, I will convey thoughts that she expressed in a recent telephone conversation with me.
I will then invite a round-table of initial thoughts regarding this motion with a recommendation to the new President that further discussion of this motion be the first order of business at the Spring Zoom meeting.
Discussion of Motion:
Decision:
- Signant Two Website (postponed to a future meeting due to time constraints)
For close to two years, Ron has been working on a Cabin website, including digitized
information from our original “Cabin Manual” in its brown binder. The website
continues to be a “work in progress” and Ron will soon welcome your feedback and
input, including photos of work bees and other pertinent Cabin History!
The website is set up with a database which will allow us to do a search for key
words in the Meeting Minutes, a capability which will prove invaluable.
The planned launch date for the website is March 31, 2023.
Family members will receive a Username and Password via two separate emails.
(Note: There is overlap of documents between Cody’s Shared Drive and the Signant Two Website. In future, there will likely be consolidation between the two.
For the moment, the Calendar and Cabin Maintenance Task Sheet on the Website are READ ONLY; however, these documents can be edited on Cody’s Shared Drive.)
Discussion and feedback regarding the website will happen at a future meeting.
Although the present “Family Email List” includes only Shareholders, and their children, any member of the third generation who would request to have access to the website would certainly be given it. It would naturally follow that their names would be added to the Signant Two Recipient List (copy attached).
The following question will be addressed at a future meeting:
Given that there are now family members in the third generation who are in their late teens and twenties, at what age would we like members of the third generation to automatically have access to the Signant Two website? For example, should they be included at 16 years of age? 18 years of age? 20 years of age? It would naturally follow that their names would be added to the Signant Two Recipient List (copy attached).
No discussion needed
7. Year-end Review and Synopsis 2022 (No discussion; just a Big Thank you!)
A. 2022 Cabin Repairs, Maintenance and Upgrades Done by Families
Apart from acknowledging family members for their many efforts, this documentation is a 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.
No discussion needed, just a big THANK YOU!
B. 2022 Major Projects and Administrative Duties Contracted Out
-Replacement of main underground water valve by Shayne Watson — $1128.75
-Bugmaster Platinum Package with (1) Additional Interior Treatment — $1412.00 + GST
-Registration of Signant Two Holdings Ltd. in BC Land Owner Transparency Registry – $365.44
No discussion needed
8. Directors’ 2022 AGM Resolutions
Subsequent to this meeting, Sheila will forward to Shareholders the 2022 Resolutions, fully
updated with today’s date and the names of family members who will occupy each executive
position for 2023. Shareholders will need to sign and return to Jen as soon as possible.
No discussion needed
9. Spring Special Meeting (2 min)
The President sees a need that we hold a zoom meeting prior to the summer, regarding
completion of the discussion regarding the Use of Cabin Bedrooms, and possibly other
outstanding agenda items. We need to set this Special Meeting date at this meeting.
Possible dates offered by Mike are: June 12 or 13; June 26 or 27.
If none of these dates work for you, please offer other dates at today’s meeting.
June 26 works for everyone.
Please consult your availability prior to this March 21/23 meeting.
SPECIAL NOTE: scheduling a Zoom meeting in April or May would be difficult due to
work bee dates. Thank you.
Discussion Regarding Spring Special Meeting Date:
Decision: ______________________
10. Closing of Meeting (Sheila)
Thank you, sincerely, for your engagement and dedication to our beloved cabin and our family, shown
through your attendance and contributions at this meeting.
//Documents attached to the email containing this finalized agenda on March 20, 2023 are as follows:
Note: Items 2-7 were not included with draft agenda. Please review. Note that information from Financial Statements 4-7 are contained in documents 2&3; hence, a thorough understanding of items 2 & 3 is needed for the financial discussion.
Items 8-17 were included with the draft agenda. They contain no changes.
- Finalized Agenda Signant Two 2022 AGM Part II, March 21, 2023
- CHART: 2023 ANTICIPATED CABIN EXPENSES (WITH 2022 COMPARISON) — (Sheila’s adaptation of Jen’s March 8/23 original by same title)
- INTERPRETATION OF CHART: 2023 ANTICIPATED CABIN EXPENSES (WITH 2022 COMPARISON) (prepared by Sheila)
- 2023 Fintry Bank Statements to Feb 28, 2023
- 2023 Financial Statements to March 7, 2023 (Balance Sheet)
- 2022 Fintry Bank Statements Jan to Dec 2022
- 2022 Financial Statements to Dec 31, 2022 (Balance Sheet)
- Fintry – Cabin Closing Procedures: Turning off Water (updated)
- Photo Showing New Location of Set of Hidden Cabin Keys
10. Expectations for Off-Season Cabin Monitoring (draft list)
11. Propane Tank Gauge Readings
12. Summer Time Booking Block Cleaning Expectations (two draft lists)
13. Responsibilities for Role of Vice President in Signant Two Holdings Ltd. (draft list)
14. Responsibilities for Role of President in Signant Two Holdings Ltd. (draft list)
16. 2022 Cabin Repairs, Maintenance and Upgrades
17. Signant Two Recipient List 2022
Sharyn moves to end the meeting. Sheila declares closed.