Signant Two Holdings Ltd. 

2020 Annual General Meeting 

Sunday, November 29, 2020 

1:00 – 2:30 MST 

Via Zoom due to COVID-19 

Zoom Link: 

https://us02web.zoom.us/j/85954120826?pwd=cEF0RmVQRlBvd2UrWU9ST2M2a1BuUT09

Meeting ID: 859 5412 0826 

Passcode: 583967 

MINUTES (prepared by Cody)

(including Sheila’s side notes which are included in the hopes that they clarify background information for everyone, including spouses and members of the next generation) 

1. Meeting called to order
2. 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)
3. Proxies for Carson and Brenna from 2015 are in effect until further notice. 
4. Decision regarding length of meeting 
5. Motion to approve the agenda 

• Vic moved to approve the agenda, Sharyn seconded. All in favour.
• Members present at this zoom meeting:  Sharyn, Vic, Duane, Melanie, Cody, Sheila, Dane, Joel and Stephen.

2. Minutes of previous meeting, Signant Two AGM Nov. 19, 2019 (Attached, compiled by Cody) a. Discussion

• Duane likes the way the agenda is set up in an action-oriented manner. In the past there has been a lot of discussion around some items which are then not taken up. 

1. Approval 

• Sharyn moves to approve, Cody seconds. All in favour.

1. Request from president 

Sheila asks that in any discussions during this meeting where an idea is presented, we decide as a group whether or not to pursue the idea, and if pursued, that we decide a definite course of action and assign responsibility for directing that course of action. Reason: there were several ideas presented at the 2019 AGM which did not reach a decision and so, are included in the numerous Matters Arising from last year’s AGM. 

3. Matters arising from previous meeting (Nov. 19, 2019 AGM) 
4. A) Comprehensive Maintenance Plan 

Background: At the 2019 AGM, it was suggested that we make a list of all maintenance items discussed during that meeting. Duane suggested that the work could be separated into sections and that each family could volunteer for and commit to particular items, as well as timelines. Cody has compiled this list of all maintenance items discussed during the Nov 19, 2019 AGM. The list accompanies this AGM agenda and can be considered in our discussions today regarding maintenance.. 

• Cody volunteers to set up a shared Google folder as a means of migrating all cabin documents online. The maintenance list will be included in this folder.
• Vic found a chimney sweeping brush in the woodpile. This should be added to the maintenance schedule.
• Cody will create a spreadsheet with maintenance items, their interval, when they were last done, who did it last, and at what cost.
• Sheila offered to take on chimney sweeping.
• Vic suggested we get another ladder for the dock that could be placed closer to the shore so children can use it (the existing ladder may be too deep for their use).
• Vic suggested the floating dock might not be useful anymore. Sharyn agrees, this was useful when we didn’t have a dock, but it was not used last summer. Cody confirmed the floating dock was not used by any families last summer. Duane noted these are not agenda items and suggested we move on. Sharyn recommended we put it on Kijiji. Dane suggested we dismantle it instead. Vic recommended the kijiji option and noted we shouldn’t burn the wood if we dismantle the float because the wood is pressure treated. Sheila moves we ask Mike to post it on Kijiji, and decide how to dismantle it at the next meeting if there are no takers. Sharyn seconds. Passes unanimously.

Since the 2019 AGM, Vic has suggested that we make a more detailed plan regarding maintenance, in general, including planning into the future years for maintenance that should be done on a regular basis. 

Suggestion: that all maintenance decisions made during this meeting be considered as the foundation for a Comprehensive Cabin Maintenance Record and Schedule. (possible name)

Motion needed regarding setting up a Comprehensive Cabin Maintenance Record and Schedule. A subsequent decision is needed regarding who will take responsibility for creating and updating it. 

1. B) Ant Problem 

(Present plan is to remove all carpets, fill all holes/cracks in floor with insecticide infused sealant in order to seal off all possible points of entry for ants, fumigate, and install laminate, perhaps with a protective seal; Vic’s Aug 19/19 email outlines a related report.) 

Update: 

1. i) Fumigation – Vic inquired in October 2020 when he and Kathleen drained the cabin. He spoke with Bugmaster, the company who came out last time. They do not “fumigate,” but rather, they spray insecticide here and there. Vic was told that the spring would be the best time and Melanie is planning to arrange their visit at the beginning of next season. A window of only an hour is needed prior to people using the cabin, according to that company. 

Present Plan: Melanie will arrange for this company to spray insecticide in the cabin, if everyone is in agreement. 

Approval needed. 

• Sheila moves to approve, Cody seconds. All approve.

1. ii) Use of ant powder and ant traps (Present plan: locations of these to be clearly recorded and traps to be removed when cabin is opened in the spring. 

Need clarification from Vic: were any ant traps placed in cabin when it was drained in October 2020?) 

Effectiveness of ant traps: Bugmaster claimed that the “chunky poison” they sell for killing ants is more effective than ant traps or powder because the ants carry it back to the nest. (It is available at their office in Kelowna. We would need to inquire regarding the danger of this product to children and pets prior to using it.) 

Discussion re: action plan 

• Melanie to ask Bugmaster to clarify this option in the spring when she engages the fumigators.
• Vic: this would need to be placed in a way where it’s not accessible to children/pets/wild animals etc.

1. C) Water Shutoff Valve Replacement (Note: Water was shut off by Vic and Kathleen around Oct 5/20 without issue.) 

(Present plan is that water shut off needs to be excavated and its integrity investigated in order to determine whether it needs to be replaced. It also needs to be boxed in.) 

NOTE: The shutoff is at a depth of about 4 feet and is located approximately 2 ½ feet behind the cabin, so excavation of the shutoff should not impact the stability of the cabin. 

Update: 

1. i) Carson has offered to excavate the water shut off. 
2. ii) Discussion re: action plan 

A plan needs to be made for the excavation of the water shut off valve, and for hiring a plumber to evaluate and execute what needs to be done. Then we need a follow-up plan for filling the dirt back in. 

• Vic: we need to contact the utility to get them to shut off the water. Need to provide the plumber with the history of how the valve is working. Although it looks corroded and water does flood out of the valve when it is being opened/closed, the water does dissipate afterward and the valve functions normally. However, the valve has been in place for at least 50 years, so the evaluation may be a moot point. Why not simply have it replaced (we would need to be provided with a shutoff key, unless the key is similar to the one we have now).
• Vic: there is an excavator who lives on the delta we could potentially engage.
• Melanie: offered to follow up with Sam and Rick to see if they can track this person down.
• Vic: Carson can do this manually if he wants, but it’s a thankless task so we could pay to have someone do it. We can leave this with Carson/Melanie to look into/decide.
• Dane: the faucet under the cabin that leads to the drip system can’t close and needs to be fixed.
• Vic: It would potentially be worth replacing most or all of those valves.
• Dane: we could wait until the valve is replaced and do this work ourselves as it is much simpler now than it’s been in the past.
• Vic. This could be the major task our family does this year.
• Dane. As long as I can turn the water off I can swap out all of the valves.
• Sheila states this is a good idea.

1. D) Staining 

Present plan: to stain on an ongoing basis, in order to preserve the cedar siding. It was noted at the 2019 AGM that a specific plan was needed moving into the future.) 

Update: 

1. i) List of Maintenance Items — Cody has put together a list of all maintenance items discussed during the Nov 19, 2019 AGM. This maintenance list accompanies this 2020 AGM agenda.
2. ii) Boathouse Staining – Sheila and Ron, in July 2019, put a second coat of stain on the West side of the boathouse, two coats of stain on the North side of the boathouse, and stain on both large “garage doors.” They were not able to put a first coat of stain on the North side of the cabin, as hoped. 

iii) To be noted: To complete this “round” of staining (that is applying stain to all sides of the cabin and boathouse) which began 3 or 4 years ago, the following staining needs to be done: Cabin – 2 coats on North side and 2 coats on West side. 

Boathouse – It should be determined whether or not the East side of the boathouse should be stained, or not. It is well protected by the cedars and, in fact, would be difficult to get at in order to stain. 

1. iv) Discussion re: action plan 

• Sheila and Ron offer to take on the staining of the remaining sections. 
• Melanie: The cedar side of the boathouse doesn’t need to be stained. 
• Dane: there are a lot of needles back there. 
• Melanie: Karen, Bryan and I got the needles out of there. 
• Sheila: Are there other families who want to volunteer to take on the next round of staining?
• Sharyn: how would we get up there?
• Sheila: we’d need ladders and scaffolding. We could rent scaffolding.
• Melanie: Murray and family was using scaffolding recently. She will ask them where they got it and if we can borrow it.
• Duane: if the materials are all out there and he is out there, he could potentially do some of the work, although he doesn’t want to commit given the situation with the pandemic.

1. E) Septic Tank 
2. i) Vic had the septic tank pumped out during his summer 2020 stay at the cabin. Carson had excavated the septic area in order to expose one septic tank clean out and the viewing port. Vic’s family received direction regarding the location of the second clean out. Vic’s family also installed “risers” so that in future no excavation will need to be done in order to service the septic tank. 

No action needed. 

1. F) Hot Water Tank 

(Age of tank: 47 years. Date of production: Oct 1972) 

Present Plan: to check the tightened valve on a regular basis and replace the hot water tank prior to laminate being installed.) 

Present Action Plan: to coordinate replacement prior to installation of laminate. 

1. G) New Fridge 

Present plan: to purchase either a new fridge or a second-hand one. Habitat for Humanity in Kelowna was mentioned as a possible source. Melanie agreed to check it and other options. Update: 

• Melanie: I checked a couple of places and got prices prior to COVID. Looks like high $500/low $600. It sounds like there is a lack of stock on hand right now due to COVID. She did not find anything at Habitat for Humanity and thinks we should look into getting something new to ensure higher quality. She can go back to these places to see if they have stock. Did we want one with a freezer? All of the models she found had freezers. We could also look into a taller fridge if we wanted to look into removing part of the shelf above the freezer. 
• Sheila: Sharyn has previously mentioned that having the full fridge (no freezer) was a good size, asks Sharyn whether she would be ok with this as there is a fridge in the basement. Sharyn is ok with a fridge with freezer.
• Melanie: it costs more to have the company ship/install the new fridge but they would take the old one away. Would everyone be ok with this extra cost? All in favour. 
• Vic moves that Melanie has the discretion to buy and install whatever will fit prior to the end of the spring. Seconded by Sheila. All in favour. 

1. H) Lawn 

Update: Sheila contacted Darryl Arsenault, the biologist who was our Qualified Environmental Professional (QEP) for the removal of a portion of the boat ramp. 

Darryl recommended a native grass called “sheep’s fescue,” for the lawn area. It is quite drought and shade tolerant. If you can find a mix that also has “alsike clover,” then it provides soil conditioning from nitrogen fixation. Buckerfields in Kelowna is a likely source. (Note: Melanie has offered her broadcast seeder that can be borrowed for seeding.) Discussion re: action plan 

• Melanie: Spring would be the best time to do this but nobody is out there to water. We would want to engage someone to water every day until the lawn is established. We could ask Sam and Rick to do this for us.
• Vic: we could also look into installing an irrigation system
• Melanie: that would be a good idea but I don’t know how much it costs
• Vic: We could have this professionally done or do it ourselves. We would need to plan it extensively.
• Sheila: It might be better to plant it in the fall so it gets all of the winter moisture. She can check with Darryl to get a recommendation. According to Google, labour day is the ideal time to seed.

1. I) Drip Line and Health of Cedars lining property (Vic) 

(Present plan: rent a stump grinder to remove stumps in between cedars and other stumps on property. Desire to plant something in the empty spaces between cedars where dead cedars have been removed.) 

Update: Dane purchased and installed a timer for the dripline. It is attached to the faucet under the walkway. The timer, which is battery-operated,was removed at the end of the summer, which must be done in the fall, every year, so that it does not freeze up.

Was the drip line timer stored at Melanie’s for the winter? Yes

Plan moving forward: The timer is easily programmed so that the dripline is not on during the night when the noise can disturb people sleeping. The dripline must be used by all families during spring and summer use in order to preserve the health of the cedars. 

Is everyone in agreement with this plan? 

• • Vic: the main discussion is of the dead cedars toward the lake. They make a nice screen but are quite dry and are a fire hazard.
  • Melanie: we could remove them and plant new cedars or a different type of tree down there to replace them. I don’t know why they died because they’re so close to the lake. They may have gotten too much water in the flood as this whole area was flooded. Recommend removing them entirely as they are close to the fire.
  • Dane: We will need to take them out regardless.
  • Cody: Yes, the question is what do we replace them with?
  • Vic: Wise course of action is to remove them.

• Action item: (Melanie) Bryan and Karen have volunteered to come out with the quad and pull out the dead standing trees and the stumps.

• Dane: Recommends not to cut them first, leave them standing and pull them out.

1. J) Removing dead trees on Western property line (Sheila)

(Three small-ish dead trees need to be removed on West property line.) 

Update: Was this taken on by anyone? 

Discussion re: action plan (if needed) 

• Melanie, Bryan, and Karen will look into this while they’re out.

1. K) Plan for Removing Remaining Carpet and Installing Laminate Flooring (Present plan: The old carpet has been removed from the main bedroom and now, as voted upon at the 2019 AGM, we need to remove the old carpets from the remaining rooms and install laminate this upcoming year. Duane has estimated the laminate will cost $400-$500 per room. The cost may be higher now. Vic recommends purchasing enough laminate to do the whole project. Underlay may need to be purchased separately. 

Discussion re: action plan 

1. i) Need to decide whether laminate will be placed in entryway and kitchen, or just bedrooms and living/dining room. 
2. ii) Need to decide whether tiles in front of fireplace will be replaced.) 

iii) Discussion to decide specifics of plan for: 

1. a) Removal of carpets (Which and when) 
2. b) Purchase of laminate (How much) 
3. c) Installation of laminate (When and by whom) 

(Related item: discussion regarding Vic’s suggestion of purchasing a “pet vacuum,” and/or upgrading current vacuum to one more powerful.) 

• Duane: We don’t need to worry about matching up the whole cabin, as long as the main area matches. Why don’t we start with one bedroom and go on from there to the second and third bedroom.
• Sharyn: Mike would be willing to install laminate in June if there are no travel restrictions however, the month has already been booked up. Mike has experience working with laminate in his own house. Agrees the master bedroom is the most important because the carpet is already ripped up.
• Melanie: Can we find out when Mike’s vacation is? We could move some existing bookings to accommodate.
• Vic: the hot water tank should be replaced before the laminate goes in.
• Sharyn: Do all of the bedrooms need to be the same?
• Vic: I’d like if they are all the same laminate
• Duane: the issues is storage. If we buy it all at once, where do we store it? As long as all of the bedrooms are done in the same style.
• Sharyn: I can talk to Mike, but it will depend on travel, etc.
• Sheila: Ron and I could go out in May and take up the carpets and replace the hot water tank.
• Sharyn: should we rip up the carpets if we’re not certain we’ll be able to put down the laminate?
• Sheila: Yes, we would only rip up the carpet if we know Mike can come out and do the work.
• Sharyn: I’ll talk to Mike and see when he can come out and see if whoever has booked the cabin is flexible.

1. L) Dock Insurance (Vic)

Present plan: our dock insurance on the new dock does cover flood damage. Vic was to confirm whether or not the policy documents this. 

Update: There is no coverage for overland flooding but there is coverage for other water-related factors. He will need to follow up on this.

Related Question: where is the policy physically located? Should such documents be in the Signant Two Minute Book? 

• The documentation is located at Vic’s residence because it’s under SignantTwo but comes to his house.
• Sheila: should this be a part of the sharing folder?
• Cody: Yes, but we’d need a PDF copy. Vic to send a PDF copy to Cody and Cody to upload.

1. M) Furnace Service

Update: Carson “thoroughly cleaned” (but did not replace) the thermocouple in the cabin furnace, spring 2020. The furnace worked fine after that and did not continuously turn off. No action needed, rather than periodic maintenance. (Include in Comprehensive Cabin Maintenance Record and Schedule) 

1. N) Pathways from Boathouse 
2. i) Extending the Patio Area (Melanie)

Present suggestion: possibly to install patio slabs from boathouse “person door” to the bottom of the “ramp”/throughway to the West of the cabin in order to facilitate moving the lawn mower out of the boathouse. 

Clarification: Melanie to describe her plan. 

Discussion re: approval and action plan 

1. ii) Proposed cement pathway from Storage Room to Boathouse Door (Vic) Vic proposes that we pour a cement walkway between the downstairs door and the staircase pad and from there the short distance to the boathouse “person door.” 

Discussion re: approval and action plan 

• • Melanie: It’s hard to get the lawnmower out to the ramp. Maybe we can park it somewhere outside.
  • Duane: if we park it outside we risk someone stealing it.
  • Sheila: This relates to a point about creating a concrete path in that area.
  • Vic: That walkway is a haphazard assortment of stones, it would be better if there were things like pavers that could be swept off or cleaned off. This would solve the issue with the lawnmower as well. Using patio slabs would be the simplest solution.
  • Sheila: for safety at night this would be a good idea as it would remove a tripping hazard. Should we act on this now or wait until next year?
  • Vic: We would need about 8 stones.
  • Sheila: We’d need to level underneath the stones on the slope, which should not be that difficult.

• Vic: we should leave open that this should be done and that someone with capacity take it up

• Melanie: I can enlist Bryan and Karen to take them out there.

• Vic: We should install a motion sensor light under the walkway because it’s hard to see down there at night. Could someone with electrical expertise wire a light that shines on the steps going down? Under the walkway close to where the water shutoff is would be ideal.
• Sharyn: That could be done.
• Melanie: I’ll talk to Carson about this.

1. O) Leaf Blower and Lawn Mower

Update: Did Duane purchase battery-operated leaf blower? 

Update: Did Duane cost out an electric, cordless, lightweight lawn mower? (This had been a suggested solution to the difficulty in moving the lawn mower from the boathouse up to the lawn. There was no discussion or decision made to purchase one.) 

Discussion re: action plan, if needed. 

• Duane: did not have an opportunity to purchase a battery-operated leaf blower. He can purchase one prior to his time period this year. He can also purchase four smoke detectors he had mentioned previously.

1. P) Thru-Wall AC Unit and Packrat Traps under cabin

Update: Did Vic install the Thru-Wall AC Unit? 

Update: Where are the “unsprung” packrat traps under the cabin? Was there follow-up to these? If not, we need a plan to deal with this danger. 

Discussion re: action plan 

• Vic: I didn’t install the through wall unit because it would require putting a hole in the cabin and we don’t know the capacity of the unit. Can we sell it on Kijiji and have a discussion about air conditioning at another time?
• Vic: Sprung and removed the packrat trap he found. We should clean up the area under the cabin at some point to ensure there isn’t anything under there that’s a safety concern. Be aware if you’re moving something that hasn’t moved in a while that there might be something underneath or behind it.

1. Q) Installing Carbon Monoxide and Smoke Detectors (Duane)

Update: Did Duane install these? 

Discussion re: action plan, if needed. 

• Duane to purchase and install

1. R) Float Barrel and Float Ladder (Vic)

Update: Did anyone follow up on taking the leaky barrel to the dump? 

Update: Did anyone purchase a ladder for the floating dock? 

Discussion re: action plan, if needed. 

• Sheila: Could Mike bring it to the dump if he finds a utility trailer?
• Vic: Do we need to bring something with us when we go to the waste transfer station?
• Sheila: I went and gave them the SignantTwo name and they let me use the facility.
• Vic: we should check to see if we need the card to dump garbage. Typically if you’re hauling garbage you’re heading back to Calgary, so we would need duplicate cards.
• Sheila: I can look into whether we need the physical card or can just give them our name.

• Vic: we may have talked about a ladder for the floating dock, but we wouldn’t need this anymore if we’re planning on scrapping the floating dock. I think we want to look into getting a ladder closer in to shore for the actual dock.
• Sharyn; You’d have to measure where you’d want to install it to ensure you’re getting the right size. I’ll ask Mike to look into this.

1. S) Dad’s Plumbing Tools (Vic)

Update: Vic was able to sell some of Dad’s (Grandpa’s) plumbing tools found under the cabin. This enriched the Signant Two coffers! 

No further action needed. 

1. T) Second Buoy (Sheila & Melanie)

Present plan: possibly to secure and install a new buoy or sign, “Caution — Swimmers in Area” It was noted that another cement anchor would be needed. 

Update: Has anyone thought further about this? 

Discussion re: action plan 

• • Vic: We have a big orange one, but I don’t know who owns it (says private/Jamieson). I’ve left messages and nobody ever called me back. It’s the kind you’d use if you were anchoring a big boat, may be too big for us to use. 
  • Duane: Boats come in that close all the time. I’m not sure extra buoys will deter them. It’s a lot of work to get it set up because of the anchor. I’m not against doing it.
  • Stephen: We could look into making a cement anchor. It would be labour intensive but feasible. You’d be paying a premium to get a contractor to do it because it’s such a small job.
  • Melanie: Would it be possible to move the other buoy in a little bit and put the orange one up instead of putting a new one out there? Boats sometimes come in between the existing buoy and our dock.
  • Vic: We moved the float rock out by dragging it using the boat. Murray thinks it’s being gradually pulled in but Vic doesn’t agree. If we’re going to put another buoy out there we should put another one or two yellow ones of the same size. You would almost need to put a horseshoe out there to deter boats. A straight line isn’t effective.
  • Sheila: I like the idea of the big one out there. We’re talking about people’s safety so aesthetics should take a back seat.
  • Vic: It would take a bigger anchor or the waves will drag it into shore. There is also a spring action anchor we could use. This compensates for wave action so that the anchor stays in the same place.
  • Dane: We should look into what the regulations are regarding buoys before we take any action. Could we run a chain between the float rock and the dock and tie buoys to that?
    Sharyn: Would that even stop the boaters?

• Sheila: We should put this on hold and find out what the regulations are and proceed with the discussion next year

1. U) Purchase of a utility trailer

Present plan: great interest has been expressed regarding families being able to transport garden waste and garbage to the dump. Mike Almond was asked to find a utility trailer and he has been keeping an eye out on Kijiji.) 

Discussion re: action plan 

Suggestion: that we ask Mike to keep looking for a utility trailer. 

• Sharyn: Mike will continue looking

1. V) Composter

Present plan: Vic mentioned that Melanie was to offer the yard composter to neighbours since directors agreed that we did not need it and that it was an attractant for bears.) 

Update: Was this done or is follow up needed? 

Discussion re: action plan, if needed 

• Melanie: This is yet to be done. I can ask Sam and Rick, nobody she personally knows wants it.
• Sheila: we can put this on kijiji to see if anyone wants it
• Sharyn: we can put it out front of the cabin with a ‘free’ sign on it
• Melanie: I can do this in the spring.

1. W) Chimney Sweeping

Update: Vic and Kathleen brought an old chimney sweeping brush of Mom and Dad’s to the cabin. 

Update: We need someone to line up quotes for having a chimney inspection and sweeping done. Discussion re: action plan 

Note: Once the chimney is swept, this should be noted in the “Comprehensive Maintenance Record and Schedule,” as should any maintenance. (See 3A, above) 

• Sheila will do this every year. We need to set up someone to do this professionally as well.
• Melanie: I can arrange for the professional sweeping. It cost $120 for her chimney at home. She’ll have to see whether they can go out to the lake.

1. X) Pine Needles (Vic)

Vic and Kathleen brought out a large fibreglass landscaping bag, which can be used as a receptacle for pine needles before they are burned or hauled away. 

Update: Location is under cabin. 

No further action required 

• Cody: These can be burnt but it takes a sustained effort

4. NEW BUSINESS
5. A) Plumbing Repairs Needed
6. i) Leaking Valves under the cabin that should be replaced (Vic)

• Dane and Vic committed to take care of this.

• Melanie: Carson will look into the shower in March to determine what needs to be done to make it work again.

1. ii) Pipe that drains sink in kitchen has a small spoon/fork in it (Jim)

• Sheila: Propose we leave this for now

Iii) Possible replacement of kitchen tap since it constantly has to be tightened (Dane) Discussion re: action plan 

• Sharyn: this will need to be tightened periodically

1. B) Comprehensive Cabin Maintenance Record and Schedule (present and long term) Items to add: 

• Cody to create a google doc and share it out: https://docs.google.com/spreadsheets/d/1tCmH7_REca-Gey30ickgmo2IEKbExUx0kmbGgJCPuHg/edit?usp=sharing

1. i) Cabin Tools and Batteries — It was suggested that we should do a periodic check of the functionality of the cabin tools and their batteries. (Vic) (Vic notes the batteries shouldn’t sit on the recharger all winter, but they should be plugged in periodically. 

Cody suggested we look into best practices for storing lithium ion batteries.)

• • Duane: We should not leave the batteries plugged in all of the time. Can these items not be stored in the boathouse?
  • Vic: Temperature might be an issue, especially over the winter time.
  • Melanie: I take everything back out again in March, but with people coming in and out at different times it might be worth leaving them out there so they can use them.

• Melanie will continue to bring these in for the winter

Update – Sheila was to compile a list of cabin equipment that uses batteries. — not done Sheila will do this in 2021. 

1. ii) Boat motor — was not used since 2018 — should there be maintenance done this year? (ask Mike who has taken care of it in the past) 

• Sharyn will ask Mike about this. He was looking into getting a part for it.

Discussion re: action plan 

iii) Septic Tank — should be inspected visually every 5 years and pumped out every 8 years — next pump out: August 2028 (To be indicated in Comprehensive Cabin Maintenance Record and Schedule by ________________ who has offered to be responsible for this record.) 

1. C) BC Hydro regarding spruce tree on public land bordering the road. (Vic) Vic contacted BC Hydro expressing his concern about the proximity of the spruce tree out by the power pole, about the visible vertical crack in the tree, and the number of dead branches overhanging the powerlines, clarifying that this tree is located on the public road allowance and not on private property. 

Vic also reported that the adjoining utility pole has a significant crack running through it, and it also appears to be in poor shape, especially compared with the poles on the other side of the road. 

Update: 

Discussion re: action plan, if needed 

• Vic: A tech from BC Hydro came by, did not speak with anyone in the cabin, but left a note saying they don’t service trees on private property (the tree is not on private property). The dead branches above the power line are not that large, but if the tree toppled over it would take down the hydro line.
• Duane: The tech must have come when he was out on the deck. Didn’t bother knocking, so he didn’t get the chance to talk to them. Murray is aware.
• Sheila: what would be needed to take the branches down?
• Vic: They are really high up so you’d need someone with a lift or scaffolding.
• Sheila: I can write to BC Hydro and include the survey documents.
• Vic: you’ll need to include the address and documentation that the tree is not on private land. Include language about how we’re letting them know to absolve ourselves of responsibility if the tree does eventually take the line down.
• Sheila: does the metal post delineate the boundary of the property line?
• Vic: yes

1. D) Additional Tasks to Prioritize for Completion (Items suggested by Vic via email, summer 2020) 
2. i) Trimming branches on fruit tree(s) and spruce tree close to cabin and close to power lines. Discussion re: action plan

• Sheila: Can we do this or do we have to hire this out?
  Duane: I did some trimming on one of the trees last year. I can do this again this year.

1. ii) Excavating and removing buildup of approximately 1.5’ of soil and needles -East side of boathouse 

Discussion re: action plan

• Completed by Melanie

iii) Removing unused stuff (e.g. picnic tables) from under cabin and clearing usable space. Discussion re: action plan 

1. iv) Decluttering basement (area under cabin) 

Discussion re: action plan 

• Vic: this area is a big collection of stuff we can’t or don’t use. Some of this stuff has been there for 40 or so years. Some of these materials are useful (e.g., extra house siding) and some of it is not.
• Sharyn: this clean up would be a good use for the utility trailer
• Vic: If we cleared out this space it could eventually be framed in.
• Sheila: I think we need a trailer regardless.
• Sharyn: Mike will continue to look into this. But not everyone will be able to tow it.
• Dane: There is enough stuff there we could get a junk hauling company to haul it out instead of doing it ourselves
• Vic: if we move it up to the road people will add to the pile
• Dane: we need to decide on a plan for what we remove and how we remove it
• Vic: this would be a good candidate for a work bee, although we should keep them to a small number of people who can stay at the cabin comfortably. We could start hauling things up to where the boat used to be or in the pit just north of the boat house.
• Duane: we might want to put this off at this point. We can discuss in more detail if Mike can find a trailer etc.
• Vic: we don’t need an action plan at this point, but if something looks like it can definitely be scrapped it can be moved to the north of the boathouse. Let’s put the action plan off until post COVID.

1. E) Discussion: Winter Use of Cabin (Cody and Sheila) 

Given that there is increasing interest in using the cabin during the winter, what are the heating requirements and what can be done to facilitate this winter use in the least costly way? Discussion re: action plan (could involve setting up a committee to look at possibilities)

• Sheila: the cost was ~$800 to keep the heat on all winter. Vic, Cody, and I can look into possibilities of how we can make it easier to make it less expensive for winter stays..
• Duane: anyone who’s going out over the winter can be a part of the discussion.
• Vic: Even when the heat is on we have to drain the plumbing back from the kitchen back because it’s not insulated. It could still be used, but this is a risk for use over the winter when it gets colder outside. You can buy a heater.

1. F) Internet capability at cabin (Cody) 

Is there interest in setting this up? 

Discussion re: interest and action plan, if needed 

• Agreement this would be nice to have but is cost prohibitive.
• Vic: Could we look into whether Murray would be able to share?
• Dane: could we give money to Murray to leech off of his connection?
• Cody to ask Melanie to follow up with Murray.

1. G) Disposal of old stain from boathouse (Cetol 1 and 2)

Sheila will take responsibility to do this. 

No further action needed 

1. H) Digital Copy of Cabin Manual 

Vic has mentioned this possibility on several occasions in the past. Ron and Sheila would like to take on this project. Ron presently has a website that has ample space for adding this. Family could then access cabin manual information at any time and from anywhere, including any updates regarding maintenance and upkeep that has been taken on by a given family. That is, there could be a section where current maintenance needs are listed and this could be updated by individuals as they take on and complete certain tasks. 

Discussion re: approval and suggestions 

Cody will work on Google folder for transferring cabin documents and will speak with Sheila and Ron.

1. I) Gift Cards for People Helping with Maintenance and Monitoring of Cabin (Sheila)
2. i) Sam and Rick Sanderson for 2020 – 2021 (Nov to March, checking cabin at least once a month according to Meloche Monex guidelines regarding when water and power are turned off) — $100, as agreed at 2018 AGM.

Group decision needed to renew this arrangement and to ask Melanie to please take care of this payment. 

Discuss whether the amount is adequate, or should it be increased? The arrangement is for once a month for 5 months. It seems they check the cabin more frequently, which is very generous. 

Confirmation re: action plan 

1. 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. Does the group agree? Is the amount adequate? (Melanie could clarify regarding approximate number of times they used their truck to take debris to the dump.)

Would Melanie kindly take care of this offering again? 

Confirmation re: action plan 

• All in agreement

Participation of next generation:

• Sheila: we are encouraging the next generation to become more a part of cabin decisions, especially as the current directors are getting older. Do we want to think about the possibility in 5-7 years of us transferring the ownership of the cabin to the next generation and bringing them on board in the interim.
• Vic: I would support that discussion because these types of setups typically don’t go beyond the second generation (which is the current generation). It would be worth talking to your kids about this so that all of the necessary documents could be done up.
• Discussion to continue at next AGM.

5. Year-end Review and Synopsis 

(Apart from acknowledging family members for their efforts, this documentation will be helpful in updating our “Comprehensive Cabin Maintenance Record and Schedule” so that we can determine when certain things were done and should be done again. 

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.) 

1. A) Major Projects Accomplished 2019 – 2020: MANY THANKS FROM EVERYONE -excavation of septic area in order to expose one septic tank cleanout and the viewing hole cover (Carson) 

-septic tank pump-out and installation of risers — Vic’s “gang” found the second clean out, had the septic tank pumped out, and also installed “risers” so that in future no excavating will need to be done in order to service the septic tank (pumped Aug 02/20) 

-Vic and Kathleen drained cabin and closed it for the winter 

– Other major projects accomplished: ______________________________

1. B) Maintenance, Improvements, Repairs and Additions 2019 – 2020: 

MANY THANKS FROM EVERYONE 

-sanding and staining of West side of boat house (second coat) and North side of boat house (first and second coats) (Sheila & Ron) (Please note that Sheila purchased an orbital sander for the cabin since there was no sander, prior.) 

-removal 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) 

-Thorough cleaning of thermocouple in furnace (Carson) 

-Shaping around apricot and plum trees (Vic’s gang) 

-Burial of compost bin contents (Vic’s gang) 

-Tightening up of kitchen chairs (Vic’s gang) 

-Replacement of screen on side entry door (Vic’s gang) 

-Repair of grill on patio door (Vic’s gang) 

-Installation of drip-line timer — battery operated; stored at Melanie’s during winter. Vic notes that it will have to be turned on and off at the beginning and end of the season, and will ensure the trees get water throughout the spring and fall. (Dane) 

-Trimming of cedars to East of boathouse (Dane and Paul) (Suggestion: purchase a tall step ladder) 

-Repairs on drip-line (Vic’s gang) 

-Installation of dock cleats (Vic’s gang, at Vic’s expense) 

-Installation of switch plate in utility room under cabin (Vic’s gang) 

-Melanie T will take care of another load of wood for fireplace 

–Other tasks accomplished: ______________________________ 

Skipped 6. Recommendations for Next Staining Bee (repeated from 2019 agenda due to its importance. This information will need to be included in the Comprehensive Cabin Maintenance Record and Schedule) 

-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 ¼ gal Sikkens, Cetol 1 (first coat) 

1 ½ gal Sikkens, Cetol 23 (for the second and third coats) 

7. Report: Winterizing Cabin, October 2020 (Vic) 

Everything went very smoothly. 

Details: ant trap discs (number and location): __________________ 

Details: ant powder:(location, if used): ____________________ 

8. 8. Summer Bookings 2021

-Sheila: July 1 – July 14 

-Vic: Aug. 9 – Aug. 22 

-Melanie T: Aug. 23 – Sept. 6

-Sharyn: July 26 – Aug. 8 

-Duane: July 15 – 25 

9. Outside of Summer Bookings 2020 – 2021 (Compiled by Sharyn) 

Cody: 

Dec. 4 to Dec. 18, 2020 

April 3 to April 18, 2021 

Vic: 

Dec.19, 2020 to Jan. 2, 2021 

May 21 to May 25, 2021 

June 9 to June 23, 2021 

Melanie T. 

June 4 to June 7, 2021 

Sept. 7 to Sept. 13, 2021 

Sheila 

June 24 to June 30, 2021

10. Review of 2020 Financial Statements

11. 11. Directors’ Resolutions 

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

Vic recommends these can be signed individually and sent digitally to Jennifer.

Resolution appointing the president and secretary do not currently list names. Cody and Sheila have volunteered to continue in their present roles.

12. Other: ____________________________________

Sharyn moves to close, Vic seconds. All approve.