2019-AGM – Signant Two Holdings Ltd

Signant Two Holdings Ltd

A G M — 2 0 1 9

Signant Two Holdings Ltd.

2019 Annual General Meeting

Sunday November 17, 2019

Lunch @ noon; Meeting 1:00

Sheila’s Castle: Unit 46, 5019 – 46 Ave. S.W.

MINUTES

(including Sheila’s side notes in agenda which are included in the hopes that they provide background information for members of the next generation)

Present at the AGM: Sharyn & Jim, Vic, Duane, Melanie (via Skype), Sheila, Cody, Jennifer, Dane, Stephen.

Meeting called to order

Role of younger generation and spouses present at this meeting. (to participate in all discussions, but not in voting which is limited to the Shareholders)
Proxies for Carson and Brenna from 2015 are in effect until further notice.
Decision regarding length of meeting
Motion to approve the agenda

○ Motion by Vic, seconded by Sharyn, all are in favour

Minutes of previous meeting, Signant Two AGM Oct. 28, 2018 (Attached)

Cody to amend the minutes so item 5A reads that cheques were given to Duane
Sheila moves to accept the minutes as amended, seconded by Vic, all are in favour

Matters arising from previous meeting (previous AGM)
a) Ant Problem (plan is to remove all carpets, fill all holes/cracks in floor, possibly fumigate, then install laminate, perhaps with a protective seal of some sort AND to be more diligent about using ant powder outside cabin and boathouse and to lay traps inside both, more diligently.) (Vic’s Aug 19/19 email outlines a report) (Vic & Sheila)

Vic discovered ants on the outside of the cabin by the electrical box and asks whether fumigating should be done every two or three years. He notes that he doesn’t know whether fumigating would be effective at getting inside of the walls.
Duane noticed holes in the floor when the carpet was ripped up. He notes we should make a special effort to find all of the ways that ants can get into the cabin. Further, he identified that there is a risk for pets and children if powder or traps are left around, and suggested we need to make sure the trap locations are cleary documented and all traps are removed when the cabin is opened.
Sheila responded that she has made a note of where the traps are left when she closes the cabin and that she moves them to higher locations when the cabin is opened in the spring.
Dane asked whether we are sure the ant traps are effective?
Duane responded we’re not sure if the ant traps are being effective and recommends we bring in a professional to get their opinion.
Dane recommends we use an insecticide infused sealant to fill the holes in the floor.
Duane notes the sealant that has been used is insecticide infused.
Vic notes the ants are a problem in the boathouse as well.
Sheila asks when in the year should fumigation take place?
Duane suggests a month or so before the first block of summer time would be ideal. He notes that he and Vic may be going out in April and could take on contacting a fumigator. Duane motions that we engage a fumigator to get their opinion/recommendation (seconded by Cody, all are in favour).

b) Water Shutoff Valve Replacement (Note: Water was shut off by Melanie and Sheila on October 29, 2019, without issue.)

Sheila notes this has been an issue in the past which led to the need to leave the heat on all winter the year after Dale passed away because we weren’t able to shut the water off and there was worry about the pipes freezing.
Vic notes that to investigate the issue the water shut off will need to be excavated and should also be boxed in. He mentioned the shut off valve seems to be working now but it’s the only water shutoff for the cabin so someone would have to dig it up and block it off if maintenance were required.
Jim asks whether this would be up to us or the water utility?
Sheila responds that it would likely be our responsibility because the shutoff valve is on our property.
Duane notes a good first step would be to carry out the excavation and investigate the integrity of the valve to see if any work needs to be done. He suggests this is another item he and Vic would be willing to take this on in April.
Vic notes they had also talked about excavating the septic tank and suggests this should take a higher priority.
Sheila thanks Duane and Vic for offering to do that.

c) Staining (Vic and Sheila)

Sheila and Ron applied stain to the side of the boathouse that faces the cabin, which had the most deterioration. She notes the back of the boathouse is still greatly in need of staining. She outlines how they sanded the old stain off more deeply than was done on the sections of the cabin that were recently stained and used newly purchased finish. She notes this yielded positive results and recommends following this process in the future. She would be willing to do more work on this task in the spring. She outlined how the back and west side of the cabin and the back of the boathouse still need to be stained and suggests it would be better to do this later in the spring or early fall as the weather was not ideal when staining took place over Thanksgiving.
Vic notes it doesn’t seem as if we are conducting as much maintenance activity as we have had in the past and suggests we consider making a plan.
Duane suggests we break the work into sections each family can volunteer for and commit to timelines. He notes unless families commit to item and timelines it’s likely that many of the maintenance items won’t get done. He states that there are lots of jobs to do and even though we don’t go out there just to work, we should all take on a project from the priority list when we go out.
Vic asks if Shelia and Cody could take on the coordinating.
Sheila commits to staining the north side of the cabin and boathouse.
Duane asks whether Sheila can make a list of items and coordinate.
Cody commits to putting this list together.

d) Hot Water Tank (Age of tank: 47 years. Date of production: Oct 1972) Has there been further leakage since Vic tightened the shutoff valve? Plan is to replace hot water tank prior to laminate being installed.)

Duane suggests we should check the tightened valve on a regular basis.

e) New Fridge (Survey family members re: whether the old fridge is still collecting water inside.)

Sheila notes she and Ron took the water drain on the fridge apart and ask if there has there been any improvement in the condensation accumulation?
Duane notes he hasn’t seen any improvement and recommends we replace the fridge.
Vic notes it has been a challenge to find a fridge-only unit that would fit the space and asks whether we should expand our search to look for one with a freezer?
Duane states he was able to find a fridge-only unit in Calgary notes but there may be a challenge finding one in Vernon or Kelowna.
Melanie states there are stores in the Vernon/Kelowna area that sell them but many don’t have an automatic defrost feature. She notes fridge-only units tend to leak.
Duane asks whether we should go with a combined fridge/freezer unit instead?
Sheila agrees we should purchase a combined fridge/freezer unit.
Melanie offers to check out the local stores to see what the price would be.
Dane asks whether is it worth looking into a secondhand unit?
Duane responds it’s not a bad idea
Dane suggests it could be worth swinging by the Habitat for Humanity in Kelowna to check.
Stephen asks whether we have the exact dimensions of the space?
Duane responds he will check to see if he has them and will send the dimensions to Melanie if he does.
Melanie states she will also check out the habitat for humanity restore in Vernon while she is investigating the issue.

f) Lawn (Vic)

Vic states we should create a lawn maintenance plan and asks why the lawn has deteriorated to what has essentially become a dust bowl.
Dane asks whether people want a lawn?
Duane notes that without one, the property looks dilapidated. He states he would like to have a nicer lawn, but wonders whether we will be able to maintain it? He notes we can’t have only one or two families looking after this and suggests each family should water and mow the lawn during their stay. He also suggests the mower be made more accessible.
Dane suggests it could be stored on the west side of the cabin in a cubby.
Duane warns it may be at risk of theft if we leave it unsecured.
Sheila notes it is difficult in the spring and fall because only Melanie is close enough to come out and mow.
Melanie responds she doesn’t mind coming out now and then to mow, but that it becomes a dust bowl quickly because nobody’s out there all the time to water.
Duane clarifies his recommendation would only pertain to the summer months, and that he wouldn’t expect someone to come out to mow/water until people are out in the summer.
Melanie notes she doesn’t mind going out in April or May to mow.
Duane suggests we start watering in June.
Sheila agrees and adds we need regular watering when people are out at the cabin from June on.
Jennifer asks whether we should also look into reseeding the lawn.
Vic suggests we seed over with a drought-resistant grass
Sheila notes when the biologist was out he mentioned a local wild grass strain that grows well and took accountability for looking into this.
Melanie offers her broadcast seeder that can be borrowed for seeding.

g) Drip Line and Health of Cedars lining property (Vic)

Vic notes it doesn’t seem as if the drip line is being operated consistently. He observes that even though the tree cutter company said we wouldn’t need to water the cedars anymore we should likely continue to water them. He outlines how his family did some work to repair the drip line last year and emphasizes we should be using it.
Sheila agrees we should be using the drip line, and notes there are many cedars dying on the west side of the cabin.
Vic asks whether we can agree on something to plant in the empty spaces where dead cedars have been removed? He also notes there are stumps that need to be removed from the property.
Duane suggests we could rent a stump grinder and do this.
Dane asks whether there would be any interest in putting the drip line on a timer?
Duane suggests we could do something similar with the lawn.
Dane notes that ideally we would put an underground system in.
Duane suggests we start by using the drip line.
Dane will look into a timer and purchase one.

h) Removing dead trees on Western property line (Sheila)

Sheila notes three big trees were removed, and three smaller trees still need to be removed.
Duane notes these would not be difficult to remove and suggests anyone with experience using a chainsaw should be able to do this.

i) Clarify Plan for Removing Remaining Carpet and Installing Laminate Flooring

Duane notes the old carpet has been removed from the main bedroom and that there is now a need to remove the old carpets from the remaining rooms and install laminate. He asks whether we should make this a priority given we agreed to tear up the carpet and purchase the laminate.
Sheila asks Jennifer to give a financial report.
Jennifer projects we should have ~$2,300 for projects this year.
Duane estimates the laminate will cost $400-$500 per room and suggests we agree on a path forward on this issue.
Sheila asks whether we need to purchase laminate for all of the rooms at once
Duane responds it doesn’t matter for the bedrooms given there is no need to match the pattern across rooms but suggests we try to have the hallways and living room all match. He asks whether we want to start with the master bedroom given it’s already prepped?
Dane asks how long the laminate can be stored before it goes bad.
Duane responds it has a long shelf life if stored indoors, but he would prefer to purchase the laminate immediately before it is set to be installed.
Vic recommends we purchase enough laminate to do the whole job so we have assurances there is enough material and it all looks similar. He recommends we put off the decision for a year so we have more money in the account.
Cody suggests we put rugs down if we rip up all the carpet.
Sheila motions that we commit to removing the carpet in the remaining bedrooms and living room area and dispose of it so we can lay laminate next year (Duane seconds, all are in favour).
Vic asks whether this includes the tiles around the fireplace given some are cracked and will likely need to be removed at some point. He also inquiries about whether we remove the linoleum in the kitchen.
Dane asks what we would need to do once the floor is exposed?
Duane responds that any ant holes would need to be filled, any exposed nails would have to be removed or pounded down, and we would need to fill in some sections as well.
Jim asks whether we should consider purchasing underlay as well and notes that some laminate includes an underlay.

New Business

Loan Status (Vic)

Vic notes we budgeted $36,000 for the dock but the final costs came in closer to $40,000. He outlines how the original plan was for the loan to be repaid in 6 years, at a levy of $70/share. However, upon further review, it was determined it will take at least 10 years to pay the loan off at the current rate and to pay it off in 6 years would require a levy of $120/share.
Jim asks whether anybody has scrutinized the billing for the loan as it appears there are discrepancies between what showed up in the invoices and the estimates.
Vic responds that the dock had to be built 8-10 feet longer than was estimated to get it over the gabions, which increased the cost. He also made the decision to include a minimum number of bumpers so there is something for boats to rest against.
Jim notes there were differences in the cost between the estimates for the project and the actual cost of the dock and asks if the $38,000 figure is accurate
Jennifer responds yes
Jim asks if we were double billed
Vic responds that the cost was paid in two installments so everything shows up twice (i.e., 50% of the cost for each item on each invoice).
Jim notes there was an insurance policy on the old dock and asks whether anything was paid out
Vic responds the policy excluded damage due to flooding so we did not qualify for an insurance payout.
Jim asks whether a family is able to pay off their full portion of the dock immediately in a lump sum if they would like to avoid paying interest
Jennifer responds that this should be feasible.
Jim asks whether Jennifer could come up with this lump sum figure
Jennifer responds it would be ~$8,000 and that an accurate figure could be calculated on December 9th when the next interest payment is calculated.
Sheila proposes we ask Jennifer to look into what would be owed per shareholder at this point to pay off the dock and moves that those who do not take the lump sum option increase their levy from $70 to $120 per share starting with the next assessment in May to shorten the repayment term to 6 years (Cody seconds, all are in favour).
Jim states that immediate payment would save a substantial amount in interest payments over the long term.
Jennifer notes we have paid ~$700 in interest on the loan to date.

Dock Insurance (Vic)

Vic notes we now have dock insurance that does cover flood damage.
Stephen asks whether we have this documented
Vic responds that the information was communicated verbally by the insurance broker but will get ahold of the policy and have someone review it to confirm.

Septic Service and Cover (last service Oct 1, 2012) (Vic)

Vic notes we should be thinking about getting a septic service. He describes how there are always solids in the tank which build up, and how if the buildup is sufficient, the liquids can no longer flow into the septic field. He states we need to excavate and box in the septic system lids so we can check them more easily. He notes we can check them visually and/or install a gauge. He suggests we box in the lids and have them pumped out given how long it has been since the last service.
Dane asks whether we would need to pump it out to install an indicator system
Vic responds he doesn’t know and adds an indicator could be installed but it would stick out of the ground right off of the front deck. He notes the previous cost of the septic service was $370.
Sheila adds the septic system was in good health at that point.
Duane notes he and Vic will look into this when they’re out in April.

Furnace Service (Sheila)

Sheila notes she doesn’t think the furnace has ever been serviced and adds the pilot light kept going out when she was out in the fall, so it should be serviced. She saw a ‘Fox and sons’ HVAC truck on Westside road while she was out. Sheila will take care of this in the spring or summer.

Extending the Patio Area (Melanie)

Melanie notes she has had a hard time getting the lawnmower out of the garage and asks whether we could make a path of patio slabs from the boathouse to the bottom of the ramp?
Sheila responds we could purchase patio slabs in Vernon and install them.

Leaf Blower (Duane recommends battery-operated Geo brand) (Vic & Sheila)

Duane states he will buy a Geo brand leaf blower to assist with cleaning. He notes he has had good experience with the model, which is powerful and the battery recharges quickly.
Dane describes how he recently purchased an electric cordless lawnmower that is excellent and lightweight and asks whether we should look into getting one for the cabin given the issues getting the heavier gas lawnmower to the yard. He volunteers to look into the cost.
Duane notes the current lawnmower works well, so we could put this off if we want to cut costs.
Dane offers to cost this out and coordinate with Duane.

Installing Thru-Wall AC Unit (Vic)

Vic notes the current AC unit is relatively ineffective and suggests we install the thru-wall unit. He outlines how a hole would need to be put in the west wall above where the current AC vent is and notes if we put the new hole above the existing hole we can fill the old hole with the wood cut out for the new one. He will look into installing it.
Jim asks whether anyone has looked into whether it needs its own power source
Vic states that this one just plugs in. He warns everyone to watch out when rummaging under the cabin, as there are packrat traps which have not been sprung.

Installing Carbon Monoxide and Smoke Detectors (Duane)

Duane states we should have these given the safety benefits and they’re not expensive. Duane will look into this on his trip.

Float (Vic)

Jim notes he brought out new barrels for the float.
Vic describes how he replaced one leaking barrel which will need to be taken to the dump. He recommends we get a ladder for the floating dock as well.

Bubble-style sleeping mat and air mattress (Vic)

Vic describes an old air mattress and bubble foamie he found in the bedroom closet.
Sharyn responds that Mike uses the foam mat for his kids.
Vic asks whether anyone uses the air mattress? Nobody responds. We can throw out the old blowup air mattress.

Dad’s plumbing tools (Vic)

Vic notes finding some of Alph’s old plumbing tools under the cabin and suggests we could sell some of them. He believes his plumber may be interested.
Sharyn asks whether there is anything we should keep
Vic responds that anything we can use will be kept in the boathouse and not sold.

Sewing Machine (Vic & Sheila)

Sheila notes she brought this home and is happy to keep it unless someone else would like it. Nobody expresses interest.

Vacating Procedure
i) Leave Curtains Open (in all rooms) (Vic)
ii) Leave Cupboard Doors to Right of Fireplace Open (Note is now displayed inside cupboard door: “Family — Remember to remove all liquor”) (Vic & Sheila)

iii) Remove air conditioner sleeve from wall once the unit is no longer needed in the summer (Sheila)

iv) Place patio table with glass top inside boathouse (Sheila)

Giftcards for People Helping with Maintenance and Monitoring of Cabin (Sheila)
i) Sam and Rick Sanderson for 2019 – 2020 (Nov to March, checking cabin at least once a month according to Meloche Monex guidelines for when water and power are turned off) — $100, as agreed at 2018 AGM. Melanie to take care of this.

All agree

ii) Bryan and Karen – suggested $150, as last year, for help and use of truck numerous times for loading and transport to the dump and waste transfer station. Melanie would take care of this.

All agree. Melanie will take care of both items. Sheila will send contact information for Sam and Rick to Vic.

Second Buoy (Sheila & Melanie)

Melanie describes how a large boat went between our dock and the buoy, through an area where people often swim.
Sheila asks how we might secure a new buoy
Vic responds we would need to drag a new block of concrete out.
Sheila notes there are bags of cement mix we could use.
Duane suggests the cement is probably expired.
Jennifer asks whether we should be looking into a labelled buoy (i.e., caution, swimmers in the area).
Jim asks whether we could we drag the existing float rock out
Vic responds that this is currently being used to anchor the floating dock so we would need another anchor. He notes someone who knows how to mix cement could pour it over some rollers and get it into the water to be towed by the boat.

Eaves trough covers

Vic suggests we could purchase these to keep leaves out of the eaves troughs but notes they would not be especially effective against needles.

Purchase of a utility trailer

Sharyn states Mike could look into this in the spring on Kijiji.
Vic notes we would need to secure it.

Bears and Composter (Melanie)

Melanie describes how there was a lot of bear activity in the fall and how the bears knocked over the compost. She righted it, but asks whether anybody uses the compost?
Vic recommends we get rid of it because it’s an attractant.

Long-term Maintenance (Any items to raise for future discussions?

Jim describes how the sink in the kitchen doesn’t drain well because there’s a small spoon/fork caught in the pipe. He notes the pipe can’t be unscrewed so it would have to be cut to remove the fork.
Vic notes there are a couple of leaking valves under the house that he’s taped up that should be replaced as well. He asks whether we should get a plumber out to do all of this work and recommends if anyone notices plumbing that needs to be done this should be added to a list.
Dane asks whether it would be worth replacing the tap in the kitchen sink because it constantly has to be retightened?

Other: _______________________________

Year-end Review and Synopsis

(Apart from acknowledging family members for their efforts, this documentation will be helpful in future when determining when certain things were done. Please let Sheila know of items that should be added to this list since she is not aware of everything that should be mentioned. Thank you.)

a) Major Projects Accomplished:

-Environmental Management Plan (EMP) by a Qualified Environmental Professional (QEP) for removal of portion of boat ramp (March 2019, Darryl Arsenault, Arsenault Environmental Consulting Ltd.) (see Vic’s Jan 27/19 email for summary)

-Removal of portion of boat ramp (March 2019) (Jon Westwell, Contractor)

-Line of Credit set up for financing new dock and related expenses (Vic)

-Application Process for building new dock (Vic)

-Construction of new dock (Burton Marine)

-Removal of old boatlift (Burton Marine)

-Other: ____________________________________

b) Maintenance, Improvements, Repairs and Additions 2018-2019:

-professional removal of 3 dead or dying trees (February 2019) (Chase Robinson, Robinson Tree Service)

-sanding and staining of West side of boat house (Sheila & Ron)

-pulling up carpet in main bedroom and repair of valve under basin in ensuite (Vic and Duane)

-float (Sharyn & Jim – new barrels; Vic & Dane – repairs)

–removal of 4 truckloads of yard debris over the spring, prior to family summer stays as well as during the fall, after families had gone (Melanie)

–removal of pine needles and leaves from gutters (all families)

-new curtains in bedrooms (Sharyn)

-shortening of living room drapes (Kathleen)

-two new area rugs for main bedroom (Vic –purchased; Sharyn & Jim – transported to lake)

-painting of ceiling in main bathroom (Teresa)

-removal of tarp suspended from ceiling in middle bedroom, due to ants (Vic & Dane)

-removal of numerous staples in beam in middle bedroom (Dane)

-removal of old boat (Alan Bradley Card)

-manufacture of a snubber for attaching anything to the buoy (Vic)

-replacement of one wheel on BBQ (Sharyn & Jim are following up on this)

-Other: ______________________________

Vic, Dane, and Teresa repaired the dripline

Vic asks whether we should do a periodic check of the functionality of the cabin tools and their batteries?
Sheila asks whether we can send batteries to Melanie’s for the winter?
Melanie responds yes.
Vic notes the batteries shouldn’t sit on the recharger all winter, but they should be plugged in periodically.
Cody suggests we look into best practices for storing lithium ion batteries.
Sheila volunteers to compile a list of batteries at the cabin.

Sheila asks when has the outboard motor last been used?
Jennifer responds that it was used in 2018.
Sheila has asked Michael to take a look at this each year.

Recommendations for Next Staining Bee

-Try 80 grit sandpaper (and possibly even 60) to sand. (Sheila & Ron used 120 grit and had to make several passes. They removed more stain than had been done on the front and East sides of the cabin and recommend that this be done in future in order to expose more of the beautiful cedar underneath for an optimum result.)

-An orbital sander worked very well. Scrapers were used to get the stain out of the corners; however, a palm sander would also sand in the corners well.

-Materials: there are plastic liners for the paint container, dust masks and gloves, but must purchase paint brushes, masking tape and pick up a couple of wooden stir sticks for next staining. Sanding discs would be needed for the orbital sander.

-Use only new stain. The old stain has spent several winters in the boathouse and Sheila recommends disposing of it (perhaps through a fire station).

The following new stain (purchased in June 2019) is stored at Melanie’s for the winter:

1 ½ gal Sikkens, Cetol 1 (first coat)

2 gal Sikkens, Cetol 23 (for the second and third coats)

Report: Winterizing Cabin, October 30, 2019

(Everything went very smoothly. The underground valve had to be turned clockwise, which was expected. For the safety of children, please be aware that there are 12 ant traps in the cabin: 5 in the air vents, 2 under the stove, 1 in main bath, 1 in half bath, and 1 on the windowsill in each of the bedrooms. Ant Out Ant Killer Dust – Wilson brand – was spread around the outside walls of the boat house and the outside North wall of the cabin – 3 containers were used.)

Report: Communal Supplies Inventory at Cabin, October 30, 2019(We will need a load of wood in the spring, the propane tank is at 60%, and apart from numerous cleaning supplies, the following products are presently at the cabin: 48 rolls of toilet tissue, 30 boxes of Kleenex, and 4 paper towel rolls.)

Booking Procedure 2019

Discussion regarding maintaining current summer time slots (as discussed at 2017 AGM) or using the 2020 picking order which is as follows:

2020 booking order: 1 Duane, 2 Sheila, 3 Vic, 4 Melanie’s Block, 5 Sharyn

Summer Timeslots for 2020

(Please note that Labour Day is Sept 7, 2020, which is later than usual, and the following schedule of timeslots could be modified, if shareholders desired.)

Option of Maintaining Current Summer Time Slots for 2020:

Block 1: June 28-July 11 (Sheila)

Block 2: July 12-22 (Duane)

Block 3: July 23-August 5 (Sharyn)

Block 4: August 6-19 (Vic)

Block 5: August 20-September 2 (Dale’s Family Block)

Decision not to maintain currently summer time slots:

Duane is taking block 4

Sheila will take block 2

Vic will have to make a decision by end of November as 3rd choice, then Melanie and Sharyn will choose

Review of 2019 Financial Statements

Directors’ Resolutions

(Great thanks to Jennifer for preparation of all Financial documents and Directors’ Resolutions)

Other: _____________________________________

Next Meeting set for __________________________

Adjournment at 3:30 pm. (Sharyn moves to adjourn)

Signant Two Holdings Ltd.

2019 Annual General Meeting

Sunday November 17, 2019

Lunch @ noon; Meeting 1:00

Sheila’s Castle: Unit 46, 5019 – 46 Ave. S.W.

AMENDED AGENDA

(including Sheila’s side notes which are included in the hopes that they provide background information for members of the next generation)

Meeting called to order

Role of younger generation and spouses present at this meeting.
Proxies for Carson and Brenna from 2015 are in effect until further notice.
Decision regarding length of meeting
Motion to approve the agenda

○ Motion by Vic, seconded by Sharyn, all are in favour

Minutes of previous meeting, Signant Two AGM Oct. 28, 2018 (Attached)

Cody to amend the minutes so item 5A reads that cheques were given to Duane
Sheila moves to accept the minutes as amended, seconded by Vic, all are in favour

Matters arising from previous meeting (previous AGM)
a) Ant Problem (plan is to remove all carpets, fill all holes/cracks in floor, possibly fumigate, then install laminate, perhaps with a protective seal of some sort AND to be more diligent about using ant powder outside cabin and boathouse and to lay traps inside both, more diligently.) (Vic’s Aug 19/19 email outlines a report) (Vic & Sheila)

Vic discovered ants on the outside of the cabin by the electrical box and asks whether fumigating should be done every two or three years. He notes that he doesn’t know whether fumigating would be effective at getting inside of the walls.
Duane noticed holes in the floor when the carpet was ripped up. He notes we should make a special effort to find all of the ways that ants can get into the cabin. Further, he identified that there is a risk for pets and children if powder or traps are left around, and suggested we need to make sure the trap locations are cleary documented and all traps are removed when the cabin is opened.
Sheila responded that she has made a note of where the traps are left when she closes the cabin and that she moves them to higher locations when the cabin is opened in the spring.
Dane asked whether we are sure the ant traps are effective?
Duane responded we’re not sure if the ant traps are being effective and recommends we bring in a professional to get their opinion.
Dane recommends we use an insecticide infused sealant to fill the holes in the floor.
Duane notes the sealant that has been used is insecticide infused.
Vic notes the ants are a problem in the boathouse as well.
Sheila asks when in the year should fumigation take place?
Duane suggests a month or so before the first block of summer time would be ideal. He notes that he and Vic may be going out in April and could take on contacting a fumigator. Duane motionions we engage a fumigator to get their opinion/recommendation (seconded by Cody, all are in favour).

b) Water Shutoff Valve Replacement (Note: Water was shut off by Melanie and Sheila on October 29, 2019, without issue.)

Sheila notes this has been an issue in the past which led to the need to leave the heat on all winter the year after Dale passed away because we weren’t able to shut the water off and there was worry about the pipes freezing.
Vic notes that to investigate the issue the water shut off will need to be excavated and should also be boxed in. He mentioned the shut off valve seems to be working now but it’s the only water shutoff for the cabin so someone would have to dig it up and block it off if maintenance were required.
Jim asks whether this would be up to us or the water utility?
Sheila responds that it would likely be our responsibility because the shutoff valve is on our property.
Duane notes a good first step would be to carry out the excavation and investigate the integrity of the valve to see if any work needs to be done. He suggests this is another item he and Vic would be willing to take this on in April.
Vic notes they had also talked about excavating the septic tank and suggests this should take a higher priority.
Sheila thanks Duane and Vic for offering to do that.

c) Staining (Vic and Sheila)

Sheila and Ron applied stain to the side of the boathouse that faces the cabin, which had the most deterioration. She notes the back of the boathouse is still greatly in need of staining. She outlines how they sanded the old stain off more deeply than was done on the sections of the cabin that were recently stained and used newly purchased finish. She notes this yielded positive results and recommends following this process in the future. She would be willing to do more work on this task in the spring. She outlined how the back and west side of the cabin and the back of the boathouse still need to be stained and suggests it would be better to do this later in the spring or early fall as the weather was not ideal when staining took place over Thanksgiving.
Vic notes it doesn’t seem as if we are conducting as much maintenance activity as we have had in the past and suggests we consider making a plan.
Duane suggests we break the work into sections each family can volunteer for and commit to timelines. He notes unless families commit to item and timelines it’s likely that many of the maintenance items won’t get done. He states that there are lots of jobs to do and even though we don’t go out there just to work, we should all take on a project from the priority list when we go out.
Vic asks if Shelia and Cody could take on the coordinating.
Sheila commits to staining the north side of the cabin and boathouse.
Duane asks whether Sheila can make a list of items and coordinate.
Cody commits to putting this list together.

d) Hot Water Tank (Age of tank: 47 years. Date of production: Oct 1972) Has there been further leakage since Vic tightened the shutoff valve? Plan is to replace hot water tank prior to laminate being installed.)

Duane suggests we should check the tightened valve on a regular basis.

e) New Fridge (Survey family members re: whether the old fridge is still collecting water inside.)

Sheila notes she and Ron took the water drain on the fridge apart and ask if there has there been any improvement in the condensation accumulation?
Duane notes he hasn’t seen any improvement and recommends we replace the fridge.
Vic notes it has been a challenge to find a fridge-only unit that would fit the space and asks whether we should expand our search to look for one with a freezer?
Duane states he was able to find a fridge-only unit in Calgary notes but there may be a challenge finding one in Vernon or Kelowna.
Melanie states there are stores in the Vernon/Kelowna area that sell them but many don’t have an automatic defrost feature. She notes fridge-only units tend to leak.
Duane asks whether we should go with a combined fridge/freezer unit instead?
Sheila agrees we should purchase a combined fridge/freezer unit.
Melanie offers to check out the local stores to see what the price would be.
Dane asks whether is it worth looking into a secondhand unit?
Duane responds it’s not a bad idea
Dane suggests it could be worth swinging by the Habitat for Humanity in Kelowna to check.
Stephen asks whether we have the exact dimensions of the space?
Duane responds he will check to see if he has them and will send the dimensions to Melanie if he does.
Melanie states she will also check out the habitat for humanity restore in Vernon while she is investigating the issue.

f) Lawn (Vic)

Vic states we should create a lawn maintenance plan and asks why the lawn has deteriorated to what has essentially become a dust bowl.
Dane asks whether people want a lawn?
Duane notes that without one, the property looks dilapidated. He states he would like to have a nicer lawn, but wonders whether we will be able to maintain it? He notes we can’t have only one or two families looking after this and suggests each family should water and mow the lawn during their stay. He also suggests the mower be made more accessible.
Dane suggests it could be stored on the west side of the cabin in a cubby.
Duane warns it may be at risk of theft if we leave it unsecured.
Sheila notes it is difficult in the spring and fall because only Melanie is close enough to come out and mow.
Melanie responds she doesn’t mind coming out now and then to mow, but that it becomes a dust bowl quickly because nobody’s out there all the time to water.
Duane clarifies his recommendation would only pertain to the summer months, and that he wouldn’t expect someone to come out to mow/water until people are out in the summer.
Melanie notes she doesn’t mind going out in April or May to mow.
Duane suggests we start watering in June.
Sheila agrees and adds we need regular watering when people are out at the cabin from June on.
Jennifer asks whether we should also look into reseeding the lawn.
Vic suggests we seed over with a drought-resistant grass
Sheila notes when the biologist was out they mentioned a local wild grass strain that grows well and took accountability for looking into this.
Melanie offers her broadcast seeder that can be borrowed for seeding.

g) Drip Line and Health of Cedars lining property (Vic)

Vic notes it doesn’t seem as if the drip line is being operated consistently. He observes that even though the tree cutter company said we wouldn’t need to water the cedars anymore we should likely continue to water them. He outlines how his family did some work to repair the drip line last year and emphasizes we should be using it.
Sheila agrees we should be using the drip line, and notes there are many cedars dying on the west side of the cabin.
Vic asks whether we can agree on something to plant in the empty spaces where dead cedars have been removed? He also notes there are stumps that need to be removed from the property.
Duane suggests we could rent a stump grinder and do this.
Dane asks whether there would be any interest in putting the drip line on a timer?
Duane suggests we could do something similar with the lawn.
Dane notes that ideally we would put an underground system in.
Duane suggests we start by using the drip line.
Dane will look into a timer and purchase one.

h) Removing dead trees on Western property line (Sheila)

Sheila notes three big trees were removed, and three smaller trees still need to be removed.
Duane notes these would not be difficult to remove and suggests anyone with experience using a chainsaw should be able to do this.

i) Clarify Plan for Removing Remaining Carpet and Installing Laminate Flooring

Duane notes the old carpet has been removed from the main bedroom and that there is now a need to remove the old carpets from the remaining remaining rooms and install laminate. He asks whether we should make this a priority given we agreed to tear up the carpet and purchase the laminate.
Sheila asks Jennifer to give financial report.
Jennifer projects we should have ~$2,300 for projects this year.
Duane estimates the laminate will cost $400-$500 per room and suggests we agree on a path forward on this issue.
Sheila asks whether we need to purchase laminate for all of the rooms at once
Duane responds it doesn’t matter for the bedrooms given there is no need to match the pattern across rooms but suggests we try to have the hallways and living room all match. He asks whether we want to start with the master bedroom given it’s already prepped?
Dane asks how long the laminate can be stored before it goes bad.
Duane responds it has a long shelf life is stored indoors, but he would prefer to purchase the laminate immediately before it is set to be installed.
Vic recommends we purchase enough laminate to do the whole job so we have assurances there is enough material and it all looks similar. He recommends we put off the decision for a year so we have more money in the account.
Cody suggests we put rugs down if we rip up all the carpet.
Sheila motions that we commit to removing the carpet in the remaining bedrooms and living room area and dispose of it so we can lay laminate next year (Duane seconds, all are in favour).
Vic asks whether this includes the tiles around the fireplace given some are cracked and will likely need to be removed at some point. He also inquiries about whether we remove the linoleum in the kitchen.
Dane asks what we would need to do once the floor is exposed?
Duane responds that any ant holes would need to be filled, any exposed nails would have to be removed or pounded down, and we would need to fill in some sections as well.
Jim asks whether we should consider purchasing underlay as well and notes that some laminate includes an underlay.

New Business

Loan Status (Vic)

Vic notes we budgeted $36,000 for the dock but the final costs came in closer to $40,000. He outlines how the original plan was for the loan to be repaid in 6 years, at a levy of $70/share. However, upon further review, it was determined it will take at least 10 years to pay the loan off at the current rate and to pay it off in 6 years would require a levy of $120/share.
Jim asks whether anybody has scrutinized the billing for the loan as it appears there are discrepancies between what showed up in the invoices and the estimates.
Vic responds that the dock had to be built 8-10 feet longer than was estimated to get it over the gabions, which increased the cost. He also made the decision to include a minimum number of bumpers so there is something for boats to rest against.
Jim notes there were differences in the cost between the estimates for the project and the actual cost of the dock and asks if the $38,000 figure is accurate
Jennifer responds yes
Jim asks if we were double billed
Vic responds that the cost was paid in two installments so everything shows up twice (i.e., 50% of the cost for each item on each invoice).
Jim notes there was an insurance policy on the old dock and asks whether anything was paid out
Vic responds the policy excluded damage due to flooding so we did not qualify for an insurance payout.
Jim asks whether a family is able to pay off their full portion of the dock immediately in a lump sum if they would like to avoid paying interest
Jennifer responds that this should be feasible.
Jim asks whether Jennifer could come up with this lump sum figure
Jennifer responds it would be ~$8,000 and that an accurate figure could be calculated on December 9th when the next interest payment is calculated.
Sheila proposes we ask Jennifer to look into what would be owed per shareholder at this point to pay off the dock and moves that those who do not take the lump sum option increase their levy from $70 to $120 per share starting with the next assessment in May to shorten the repayment term to 6 years (Cody seconds, all are in favour).
Jim states that immediate payment would save a substantial amount in interest payments over the long term.
Jennifer notes we have paid ~$700 in interest on the loan to date.

Dock Insurance (Vic)

Vic notes we now have dock insurance that does cover flood damage.
Stephen asks whether we have this documented
Vic responds that the information was communicated verbally by the insurance broker but will get ahold of the policy and have someone review it to confirm.

Septic Service and Cover (last service Oct 1, 2012) (Vic)

Vic notes we should be thinking about getting a septic service. He describes how there are always solids in the tank which build up, and how if the buildup is sufficient, the liquids can no longer flow into the septic field. He states we need to excavate and box in the septic system lids so we can check them more easily. He notes we can check them visually and/or install a gauge. He suggests we box in the lids and have them pumped out given how long it has been since the last service.
Dane asks whether we would need to pump it out to install an indicator system
Vic responds he doesn’t know and adds an indicator could be installed but it would stick out of the ground right off of the front deck. He notes the previous cost of the septic service was $370.
Sheila adds the septic system was in good health at that point.
Duane notes he and Vic will look into this when they’re out in April.

Furnace Service (Sheila)

Sheila notes she doesn’t think the furnace has ever been serviced and adds the pilot light kept going out when she was out in the fall, so it should be serviced. She saw a ‘Fox and sons’ HVAC truck on Westside road while she was out. Sheila will take care of this in the spring or summer.

Extending the Patio Area (Melanie)

Melanie notes she has had a hard time getting the lawnmower out of the garage and asks whether we could make a path of patio slabs from the boathouse to the bottom of the ramp?
Sheila responds we could purchase patio slabs in Vernon and install them.

Leaf Blower (Duane recommends battery-operated Geo brand) (Vic & Sheila)

Duane states he will buy a Geo brand leaf blower to assist with cleaning. He notes he has had good experience with the model, which is powerful and the battery recharges quickly.
Dane describes how he recently purchased an electric cordless lawnmower that is excellent and lightweight and asks whether we should look into getting one for the cabin given the issues getting the heavier gas lawnmower to the yard. He volunteers to look into the cost.
Duane notes the current lawnmower works well, so we could put this off if we want to cut costs.
Dane offers to cost this out and coordinate with Duane.

Installing Thru-Wall AC Unit (Vic)

Vic notes the current AC unit is relatively ineffective and suggests we install the thru-wall unit. He outlines how a hole would need to be put in the west wall above where the current AC vent is and notes if we put the new hole above the existing hole we can fill the old hole with the wood cut out for the new one. He will look into installing it.
Jim asks whether anyone has looked into whether it needs its own power source
Vic states that this one just plugs in. He warns everyone to watch out when rummaging under the cabin, as there are packrat traps which have not been sprung.

Installing Carbon Monoxide and Smoke Detectors (Duane)

Duane states we should have these given the safety benefits and they’re not expensive. Duane will look into this on his trip.

Float (Vic)

Jim notes he brought out new barrels for the float.
Vic describes how he replaced one leaking barrel which will be need to be taken to the dump. He recommends we get a ladder for the floating dock as well.

Bubble-style sleeping mat and air mattress (Vic)

Vic describes an old air mattress and bubble foamie he found in the bedroom closet.
Sharyn responds that Mike uses the foam mat for his kids.
Vic asks whether anyone uses the air mattress? Nobody responds. We can throw out the old blowup air mattress.

Dad’s plumbing tools (Vic)

Vic notes finding some of Alph’s old plumbing tools under the cabin and suggests we could sell some of them. He believes his plumber may be interested.
Sharyn asks whether there is anything we should keep
Vic responds that anything we can use will be kept in the boathouse and not sold.

Sewing Machine (Vic & Sheila)

Sheila notes she brought this home and is happy to keep it unless someone else would like it. Nobody expresses interest.

Vacating Procedure
i) Leave Curtains Open (in all rooms) (Vic)
ii) Leave Cupboard Doors to Right of Fireplace Open (Note is now displayed inside cupboard door: “Family — Remember to remove all liquor”) (Vic & Sheila)

iii) Remove air conditioner sleeve from wall once the unit is no longer needed in the summer (Sheila)

iv) Place patio table with glass top inside boathouse (Sheila)

Giftcards for People Helping with Maintenance and Monitoring of Cabin (Sheila)
i) Sam and Rick Sanderson for 2019 – 2020 (Nov to March, checking cabin at least once a month according to Meloche Monex guidelines for when water and power are turned off) — $100, as agreed at 2018 AGM. Melanie to take care of this.

All agree

ii) Bryan and Karen – suggested $150, as last year, for help and use of truck numerous times for loading and transport to the dump and waste transfer station. Melanie would take care of this.

All agree. Melanie will take care of both items. Sheila will send contact information for Sam and Rick to Vic.

Second Buoy (Sheila & Melanie)

Melanie describes how a large boat went between our dock and the buoy, through an area where people often swim.
Sheila asks how we might secure a new buoy
Vic responds we would need to drag a new block of concrete out.
Sheila notes there are bags of cement mix we could use.
Duane suggests the cement is probably expired.
Jennifer asks whether we should be looking into a labelled buoy (i.e., caution, swimmers in the area).
Jim asks whether we could we drag the existing float rock out
Vic responds that this is currently being used to anchor the floating dock so we would need another anchor. He notes someone who knows how to mix cement could pour it over some rollers and get it into the water to be towed by the boat.

Eaves trough covers

Vic suggests we could purchase these to keep leaves out of the eaves troughs but notes they would not be especially effective against needles.

Purchase of a utility trailer

Sharyn states Mike could look into this in the spring on Kijiji.
Vic notes we would need to secure it.

Bears and Composter (Melanie)

Melanie describes how there was a lot of bear activity in the fall and how the bears knocked over the compost. She righted it, but asks whether anybody uses the compost?
Vic recommends we get rid of it because it’s an attractant.

Long-term Maintenance (Any items to raise for future discussions?

Jim describes how the sink in the kitchen doesn’t drain well because there’s a small spoon/fork caught in the pipe. He notes the pipe can’t be unscrewed so it would have to be cut to remove the fork.
Vic notes there are a couple of leaking valves under the house that he’s taped up that should be replaced as well. He asks whether we should get a plumber out to do all of this work and recommends if anyone noticed plumbing that needs to be done this should be added to a list.
Dane asks whether it would be worth replacing the tap in the kitchen sink because it constantly has to be retightened?

Other: _______________________________

Year-end Review and Synopsis

a) Major Projects Accomplished:

-Removal of portion of boat ramp (March 2019) (Jon Westwell, Contractor)

-Line of Credit set up for financing new dock and related expenses (Vic)

-Application Process for building new dock (Vic)

-Construction of new dock (Burton Marine)

-Removal of old boatlift (Burton Marine)

-Other: ____________________________________

b) Maintenance, Improvements, Repairs and Additions 2018-2019:

-professional removal of 3 dead or dying trees (February 2019) (Chase Robinson, Robinson Tree Service)

-sanding and staining of West side of boat house (Sheila & Ron)

-pulling up carpet in main bedroom and repair of valve under basin in ensuite (Vic and Duane)

-float (Sharyn & Jim – new barrels; Vic & Dane – repairs)

–removal of 4 truckloads of yard debris over the spring, prior to family summer stays as well as during the fall, after families had gone (Melanie)

–removal of pine needles and leaves from gutters (all families)

-new curtains in bedrooms (Sharyn)

-shortening of living room drapes (Kathleen)

-two new area rugs for main bedroom (Vic –purchased; Sharyn & Jim – transported to lake)

-painting of ceiling in main bathroom (Teresa)

-removal of tarp suspended from ceiling in middle bedroom, due to ants (Vic & Dane)

-removal of numerous staples in beam in middle bedroom (Dane)

-removal of old boat (Alan Bradley Card)

-manufacture of a snubber for attaching anything to the buoy (Vic)

-replacement of one wheel on BBQ (Sharyn & Jim are following up on this)

-Other: ______________________________

Vic, Dane, and Teresa repaired the dripline

Vic asks whether we should we do a periodic check of the functionality of the cabin tools and their batteries?
Sheila asks whether we can we send batteries to Melanie’s for the winter?
Melanie responds yes.
Vic notes the batteries shouldn’t sit on the recharger all winter, but they should be plugged in periodically.
Cody suggests we look into best practices for storing lithium ion batteries.
Sheila volunteers tp compile a list of batteries at the cabin.

Sheila asks when has the outboard motor last been used?
Jennifer responds that it was used in 2018.
Sheila has asked Michael to take a look at this each year.

Recommendations for Next Staining Bee

-An orbital sander worked very well. Scrapers were used to get the stain out of the corners; however, a palm sander would also sand in the corners well.

-Use only new stain. The old stain has spent several winters in the boathouse and Sheila recommends disposing of it (perhaps through a fire station).

The following new stain (purchased in June 2019) is stored at Melanie’s for the winter:

1 ½ gal Sikkens, Cetol 1 (first coat)

2 gal Sikkens, Cetol 23 (for the second and third coats)

Report: Winterizing Cabin, October 30, 2019

Report: Communal Supplies Inventory at Cabin, October 30, 2019(We will need a load of wood in the spring, the propane tank is at 60%, and apart from numerous cleaning supplies, the following products are presently at the cabin: 48 rolls of toilet tissue, 30 boxes of Kleenex, and 4 paper towel rolls.)

Booking Procedure 2019

Discussion regarding maintaining current summer timeslots (as discussed at 2017 AGM) or using the 2020 picking order which is as follows:

2020 booking order: 1 Duane, 2 Sheila, 3 Vic, 4 Melanie’s Block, 5 Sharyn

Summer Timeslots for 2020

(Please note that Labour Day is Sept 7, 2020, which is later than usual, and the following schedule of timeslots could be modified, if shareholders desired.)

Option of Maintaining Current Summer Timeslots for 2020:

Block 1: June 28-July 11 (Sheila)

Block 2: July 12-22 (Duane)

Block 3: July 23-August 5 (Sharyn)

Block 4: August 6-19 (Vic)

Block 5: August 20-September 2 (Dale’s Family Block)

Decision not to maintain currently summer timeslots:

Duane is taking block 4

Sheila will take block 2

Vic will have to make a decision by end of November as 3rd choice the Melanie and Sharyn will choose

Review of 2019 Financial Statements

Directors’ Resolutions

(Great thanks to Jennifer for preparation of all Financial documents and Directors’ Resolutions)

Other: _____________________________________

Next Meeting set for __________________________

Adjournment at 3:30 pm. (Sharyn moves to adjourn)