Signant Two Holdings Ltd.
Special Meeting Via Zoom,
Sunday, June 27, 2021
7:30 MST

1. a)  Welcome by Vic ; Chairing by Sheila

   2. Acceptance of Agenda Vic moves to accept, Sharyn seconds

   3. Review minutes from May 16, 2021 Zoom Cabin Meeting – see document attached to June 24/21 email with this agenda Sheila moves to accept minutes from May 16th meeting. Duane second (Revision, if needed, followed by a vote to accept)
      Length of Meeting A length of one hour is proposed and accepted

   4. Announcements

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

ii… Duane will be our time keeper for this meeting.

2. Reports

1. Mike and Jim

i….transport of tiling, hot water tank, and fridge to cabin ii… bathroom tiling (grouting completed by Kathleen & Aileen)

iii… hot water tank

iv… new tv

v…other

Mike: He checked the bearings on the trailer the night before they were supposed to leave and the inner bearings were burned out. He grabbed two bearing kits and installed them. The quick release pins were loose so he bolted them in. They can still be released by unbolting the corner bolts if need be. The connection needs to be replaced as well. Mike has a new one and can replace it when he’s next out at the cabin. The total for repairs, fuel, tiles, and the new faucet came to $958.71. The cost for the tiles for the front of the fireplace (which were purchased by Sharyn) was an additional $80.

Vic: We will also need a ball and insert, a tarp to cover a load, and some tie downs for the trailer. Also, the spare tire rides a little low, so make sure you have enough clearance when using it.

Mike: FYI, the hot water tank shutoff valve was in the main bathroom vanity near the floor. The shutoff valve has been moved to right above the tank.

2. Vic

i new fridge installation (and overhead cupboard reno)

ii… fridge invoice and specs (Cody has uploaded these to the Google Drive. (In Vic’s June 5/21 email, he notes that it takes time for temperature adjustments to kick in for this new fridge. An owner of a similar unit kept adjusting the temp within a short amount of time and so bungled the unit that it had to be factory reset. He then suggested that we leave the unit set to its factory settings until some adjustment is clearly needed…and would then enlist the help of the younger generation who understands electronics.
iii…..shower rod and bathroom window curtain rod
iv…..ants on walkway (Cody to add to Maintenance List : keep cracks between 2X4s clean) Done
v…..dump run and recycling centre
vi…..purchase of Wrench Set (Imperial and Metric included) vi…..disposal of old fridge

Vic: When the walkway was last replaced, the joists were supplemented with additional boards as they were rotting away. This created a cavity which has become an easy home for ants. This will need to be sprayed by Bugmaster and we will need to keep an eye on things.

If you go to the dump in Vernon and they ask you where you’re from, the correct answer is Vernon (we are technically supposed to go to Kelowna). **Update from Sheila via text message on July 28, 2021: we need to tell them we’re coming from Fintry**

The shower rod is a tension bar, which was installed firmly but will not support weight (e.g., towels, etc.).

The new fridge has a well-designed freezer so we won’t need the mini freezer anymore.

3. Melanie

i……BugMaster upcoming June 30, 2021 visit (external spraying plus walkway : spray the cracks over every joist, and along the cabin wall both above and below the walkway, as suggested by Vic. June 21/21 email. Last treatment, May 27th, beam in middle bedroom was sprayed for the first time.)

ii…..Cedar Stumps removed with help of Bryan and Karen

Melanie: Vic took four of the stumps to the dump, but there are at least three remaining which will need to be hauled off. She will show Bugmaster where to spray. Typically nobody needs to be out there for the outdoor application but there will need to be someone this time to show them the new spray locations.

4. Chimney Sweeping (Vic, June 19/21 email. Cody to add invoice to Digital Documents and note this June 19/21 service in Maintenance List along with note that professional chimney sweeping is to be done every 8 years.) Done

Vic: There’s a smokeshelf inside the chimney which was piled high with ashes so it was due for a sweeping. The 8 years figure depends on usage. The challenge is keeping track of these things which is why the manual useful.

5. Superior Propane (note in minutes : renewal is April 01, 2023. Look at competitors’ offers prior to October 01, 2022. (See May 27/21 email from Vic for details. Cody has noted these dates in Maintenance List. Cody also uploaded the Superior Propane contract to the shared drive under the ‘financial documents’ folder. Cody is asked to also note that the account # is 3266055, the username is Vic’s home email address, and the annual rental fee is invoiced May 4th. Done Vic and Jen have the password)

Vic: There is an automatic renewal on the contract unless you give notice. The method of payment has been changed (previously it was Vic’s credit card, it is now deducted from the Signant Two bank account). The tank is refilled when necessary and there is an annual $145 tank rental cost.

6. Meloche Monnex ”Insurance Policy re: Water Damage and 7 Day Inspection Requirement” (See Vic’s June 5/21 email carrying the above title with its attached “Policy Extract re: 7-day inspection,” as well as Vic’s second and third June 5/21 emails entitled, “Fintry Insurance Policy Pt. 1,” and, “Fintry Insurance Policy Pt 2,” all three of which Cody has posted to the Google Drive.)
   Regarding the question of the frequency of inspection required when the cabin is vacant in the winter, after it has been drained, Vic indicated that his reading of the pertinent sections of the policy was that a 7 day inspection requirement was not in effect once the cabin was drained for the winter.
   Vic then made this suggestion: “I invite someone to step forward and volunteer to take the lead in reviewing the policy with a view to spotting other references to periodic inspections or any other oddities they think we should be aware of.”

Vic: He is waiting for a callback from Meloche Monnex to confirm whether the dock would be covered in case of overland water damage, but the language is clear that if we’ve drained the system that any loss would be covered. If there is a loss to the main drinking water supply, it would be covered as well. He is confident we don’t need someone checking in on the cabin every 7 days during the winter. For $50 a year he also improved the coverage to include enhanced coverage for the dock.

Sheila: We should let Sam and Rick know they only have to check the cabin monthly while it is drained unless we tell them otherwise.

Melanie: I’ll do that.

Vic: Murray and Sharon walk around the cabin from time to time as well.
Tasks:

i…..Is someone willing to volunteer to review the policy in its entirety with regard to the winter inspection requirement?)

ii….Once confirmed, the “winter inspection requirement” (once the cabin is drained) will need to be confirmed with Sam and Rick Sanderson since presently they understand the requirement is every 7 days, year round. This was the information passed on to Sam and Rick after it was given to Sheila when she phoned Meloche Monnex. (It seems that this information was incorrect, but someone must read the policy thoroughly in order to confirm this).

7. Plumbing (main bathroom tap – washer replaced by Carson)

8. Log Splitter – Usage and Oil Change Log (Vic, reminder in June 15/21 email – open the bleed valve after every use ; log located near splitter – record date & length of time used ; replace oil every 150 hrs of use)

Sheila: Please log your usage. Cody to add this as a maintenance item. Done

9. Replacement of Underground Water Shut-off Valve (update re : Wayne Watson ?)

Vic: He hasn’t communicated with Wayne. Wayne has a lot of work at Fintry, so he may not have gotten around to our job yet.

Sheila: Will Wayne send the invoice to Vic? Vic: Yes.

10. Utility Trailer

i….Specs : 2 inch ball. Electrical plug (see attached photo) ii…. Insurance Coverage (Sheila)

Sheila: The insurance of the towing vehicle covers the trailer. Please check your insurance to make sure the trailer is covered.

Mike: This is standard in Alberta and the trailer has an Alberta license plate.

Vic: There are extra keys for the trailer in the main bedroom closet which will undo all of the locks.

Sheila: There is a need to sand some rusty spots on the trailer and repaint if anyone wants to take this on.

iii…. Repairs/Upgrades Done Prior to Trip to Lake (Mike – replacement of inner bearings and fastening removable sides to each other)

iv….Keys (2 sets of 3 keys each : wheel lock, hitch lock, padlock for hitch. Sets are labelled. Locations : Set #1 for regular use. Please return; Set #2 Hanging in closet in main bedroom. For backup/emergency use only.)

v….Maintenance needed (add to schedule: sand rusty spots and repaint)

11. Fintry Mini Financial Report (prepared by Jennifer, June 27, 2021)

12. Old Business

a) Out-of-Summer Booking Guidelines, Version 2 – Please review the document prior to the meeting and bring your Comments/Suggestions to this Discussion

(See document attached to June 24/21 email with this agenda)

Vic: There is an issue with the first round being limited to 13 consecutive nights. For example if someone takes the middle two weeks of June, only one week would be left between then and the end of summer, which would be unbookable until round 2. The language could be changed to ‘up to 13 nights in up to two blocks’.

Duane: I like the idea of just one week to begin with versus the two weeks currently in the document. We can revise this each year if we identify something which needs to be changed. This is a great starting point we can build on.

Vic: It might be good to lead off with one week (6 nights) so that things are booked in blocks. Should we limit the bookings to calendar weeks so people aren’t booking starting mid-week?

Duane: If someone wants to book more time they will likely have the opportunity given the three rounds.

Sheila: I like the idea of not sticking to calendar weeks because some people’s timing won’t work with that and the advantage of having different rounds is people can choose what works for them.

Vic: Melanie and Vic have discussed allowing people to express a preference for a period of time in advance.

Mike: There’s a mechanism for this at work. You can put yourself down in priority order in advance for cancellations.

Vic: So if it does become available, do they lose their other vacation?

Mike: Yes, you either have to have the time available. It’s done by seniority but if you are the only one to put yourself down and the time becomes available then you would get it first.

Duane: We could state our intentions (e.g., if you wanted to book multiple consecutive weeks across several rounds) so people could schedule around if they can. In the end we want people to book the cabin.

Vic: We need to accept people might pick that week even if you’ve expressed interest and he wouldn’t want there to be hard feelings.

Duane: Yes, nobody should have hard feelings.

Sheila: in section K there was a suggestion about when a booking is cancelled should we give priority to people with adjoining dates or should we go in booking order? This could get complicated if the two parties on either end both want the time.

Duane: we could use the stated preference mechanism, followed by priority order to deal with this.

Cody: We could put stated interest into the calendar so that it’s visible to everyone.

Sheila: A correction for the document is that the second levies are paid on October 31 not 30th.

3. New Business

a) Upcoming Purchases

i…. Hook assembly that hangs off the top of the bathroom door (to avoid hanging towels on the tension shower rod. Attention: narrow door, not thick.) Volunteer to purchase?

ii….Barbecue (Budget, Timing for purchase, Volunteer to Research?) Cody: We should get a good barbeque, Weber/Broil King are good makes. Duane: If there isn’t one out there before my time I can look into and buy one.

Vic: The budget of $500-600 should be flexible based on what’s available. I’ve heard Napoleon is not a good brand. 50,000 BTUs should be sufficient.

Duane: I would look for something basic with three burners within that price range. I’ll do some research if I’m the one who needs to pick it up.

Sheila: I agree we don’t need to be limited by the $600 mark for a good quality one.

1. Clutter Under Cabin

Sheila: People can start moving things from under the cabin to behind the boathouse. Do people have permission to start disposing of items using the utility trailer?

Duane: I’m sure most of the stuff under the cabin needs to be thrown out.

Vic: What about the picnic tables? They haven’t been used for decades and should be thrown out.

Duane: We should circle back on this as we’re out of time.

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

3. User Fee Exemption for « Work Bee Project » Days (8 hrs) During a

« Pleasure Stay » at Cabin (Sheila)

4. Contingency Fund Plan

i….Financial Update (provided by Jennifer, hopefully)

ii….Budgeting Change (Meloche Monnex Insurance will now be paid annually on April 28th, rather than monthly which now carries a 3% surcharge. FYI total 2021 insurance was $1023.81)

iii….Initial Objectives for a Contingency Fund (for repairs, emergencies, etc…e.g. amount we hope to contribute yearly, initially)

5. Central Air Conditioning Unit (initial discussion regarding this need given there are periods of intense heat in the Okanagan, 40+C for consecutive days)

Sharyn: These types of temperatures don’t happen all of the time right? Melanie: It’s happening more often

Duane: Even when it’s 32-34 it’s hot in the cabin. I think A/C is a good investment.

Jim: It’s not ducted for central air.

Sheila: Yes, there are no ducts to the bedrooms.

Vic: If we look at air, it’s only central that would make sense. It shouldn’t be an expensive install with the openness underneath the cabin.

Duane: If we were looking at two or three of the mobile air conditioners it would be about the same cost.

Vic: The first step would be to get some estimates.

Jim: We may not be able to fit air conditioning to the furnace that is out there?

Mike: I could look into this. All I need to know is the furnace model that’s out there.

Melanie: I’m going out on Wednesday so I can go out and check for you.

6. Other

Vic: We should meet again before the end of July. Mike to send dates that work to Sheila.

/See Attachments to June 24/21 email regarding June 27/21 Zoom Cabin Mtg

• Draft Agenda for June 27, 2021 Zoom Cabin Meeting

• Minutes, May 16, 2021 Zoom Cabin Meeting

• Out-Of-Summer Cabin Booking Draft Guidelines, Version 2