ATTENDANCE:



-7620960120BOARD OF DIRECTORS2016-2017President Ralph MorkVice-President Toni BousquetSecretary Trish StevensTreasurerDave Clubine Directors at LargeJody CurnowLinda ForresterMark HodgsonPROPERTY MANAGERGreg Flack(604) 858-7368Fax: (604) 858-7380HOMELIFE GLENAYRE REALTY CHILLIWACK LTD.,PROPERTY MANAGEMENT DIVISION45269 Keith Wilson Road, Chilliwack, B.C. V2R 5S1Phone: (604) 858-736800BOARD OF DIRECTORS2016-2017President Ralph MorkVice-President Toni BousquetSecretary Trish StevensTreasurerDave Clubine Directors at LargeJody CurnowLinda ForresterMark HodgsonPROPERTY MANAGERGreg Flack(604) 858-7368Fax: (604) 858-7380HOMELIFE GLENAYRE REALTY CHILLIWACK LTD.,PROPERTY MANAGEMENT DIVISION45269 Keith Wilson Road, Chilliwack, B.C. V2R 5S1Phone: (604) 858-7368-62865688340 GENERAL MEETING MINUTES Saturday January 14, 2017STELKIA HOMEOWNERS CORPORATION00 GENERAL MEETING MINUTES Saturday January 14, 2017STELKIA HOMEOWNERS CORPORATIONCALL TO ORDER 9:02 AMROLL CALLIn attendance: Ralph Mork, Toni Bousquet, Dave Clubine, Trish Stevens, Jody Curnow, Linda ForresterConference call: Mark HodgsonAbsent: Greg Flack, Property Manager ADOPTION OF AGENDAMotion by Trish and seconded by Toni.APPROVAL OF November 24/16 MINUTESMotioned by Dave and seconded by Toni. CARRIEDSUMMARY OF FINANCIALSDave provided a summary of the financials and answered questions. A number of items caught up by the Dec budget. Snow removal has well exceeded the budget amount. Dave is going to investigate why the boat slip maintenance numbers were so high. He noted we are being charged for 3 propane tanks when we only have 2, if the propane company has been over billing us it would be balanced out by not having to pay this year’s rental bill. Dave will also look into confirming the monthly fees received from boat slip owners matches the number of slips closed. APPROVAL OF NOV/DECEMBER FINANCIALSMotion by Linda and seconded by Toni. CARRIED (6) SALES UPDATE Sales to date are 161 and 117 possessions. Three wine and cheese events will be put on again this year, posted on calendar. 209 and 131 have been put up for sale.(7) GREAT ROOM RENTAL – RECAPThe clubhouse committee is reviewing this and after they complete their work the board will review their findings and come to a decision. Toni is writing up a profile.(8) DEPRECIATION REPORT FOR TREATMENT PLANTThe estimate to perform this was higher than anticipated by Greg Flack and so 2 other companies are being looked at.(9) WETSUIT RENTALThe volunteers who did the milfoil removal in 2016 paid for their wetsuit rental themselves. The motion was for the board to cover the cost up to $250.00. It was moved by Trish and seconded by Linda. CARRIED (10) RENOVATION PERMIT GUIDELINESHomeowners wanting to make changes that have been approved on other units still require a homeowner to receive permission to do the same to the exterior of their unit.(11) SITE MANAGER detailsprofileDiscussion revolved around the scope of work and looking for a homeowner to perform this role and from outside the community. It was agreed that each Board member should write up some ideas before we meet to refine this position. Ralph will put forward a couple of dates to meet. (12) RENTAL FORM MODIFICATIONRental unit owners will be advised to use the new form on the website and to be aware of the inclusion of their responsibility to confirm adequate boat insurance if a renter is mooring a boat at our marina.(13) OWNER LANDSCAPE SIGNSTrish has volunteered to look at an inexpensive form of marker to delineate which homeowners wish to maintain their own property. They are to be unique and consistent. If we reach the point where sufficient numbers of homeowners wish to maintain their property then we can look at a specifically made sign, thus the Board will not be paying for and storing the extra signs. Toni had 2 quotes each was $1000.00 one for 80 and the other for 100 siigns. (14) SPEAKERS FOR EDUCATION AND INFORMATION EVENINGSSuggested was Chief Louie, 1st aide course, training day (as last July), waste management system, fisheries (milfoil, fish patterns, nutrient growth). Suggestions from homeowners are welcome.(15) PRESIDENT’S REPORTSee attachment (16) NEW BUSINESSHot tub – large propane cost, winter closure, better insulated cover, icy deck, short term closures were discussed. Toni will formulate a questionnaire to send to homeowners to determine the usage and opinion of owners.Boat owners will need to provide proof of insurance before they dock at our marina. This will be due this year by July 15, 2017 or sooner if you are putting your boat in earlier. Boat slip owners will be emailed about this new requirement. They must also ensure anyone mooring at their slip has adequate insurance. Minimum $1,000,000.00Moving the camera to cover the compactors Discussion about the compactor size: number of pickups to empty them: eventual door to door service: informational sheet on recycling, refundables and acceptable garbage to be given to new homeowners on possession date and emailed to ownersBrought forward to the Board by Greg Curnow, cost savings to buy screens in bulk for the treatment facility. 6 for $2032.00 or 1 for $522. Motion to purchase 6 by Linda, seconded by Dave. CARRIED(17) NEXT MEETINGSaturday Feb 25, 2017. 10am in the Great Room (18) OPEN DISCUSSIONPoints were brought up that will be looked intogym wifiinstructions for the weight machineneed for volunteers, perhaps a coordinator to help find and direct owners to volunteer work that can keep our costs down(19) IN CAMERAnonpayment of retroactive fees by one unit a unit which is late with SHC fees for Oct, Nov and Dec and retroactive fees, have been notified.one fine not paid and next level to be senta prospect for the site manager position The meeting was adjourned at 11:20Trish StevensSecretaryStelkia Homeowners CorporationPresident’s Report 20170114Ralph MorkWe are well and truly into a deep freeze winter and to prove that we now can boast we have 5 polar bears as full time residents. They actually went for a swim on New Year’s day! Wow. Congratulations or is it condolences to those hardy or foolhardy souls.Most of us moved here for the warm weather but clearly not all.One of the main recurring themes is the volunteers we have here. They do all manner of work behind the scenes that most of us never see until there is a get together or an article in the Chatter highlighting what they have done. There are never enough volunteers and we are always looking for more people to carry the load so we do not burn out the regulars that put in an amazing effort for all of us.Another person we need to recognize more often is Greg Curnow. He is the fellow we all see around and say hi to. He keeps this place running – literally. The water, pools, garbage, everything and yes even the sewers that nobody really wants to think about. Nice job in the summer but he keeps it all going in this cold too. He clears the streets after the snow too. It may seem like a fun job when you get to drive a bobcat around but do not forget he does it at 4 AM when we are all still warm in our homes.So a big thanks to Greg.PLANT & SITE OPERATIONSSeveral Board members will be meeting with Greg Curnow on a regular basis, as his workload allows, to get more informed on what is happening and required on the site. This will help determine what should be planned for in future budgets and infrastructure requirements. He is documenting the operations and data on software with the help of an owner to provide long term information on what it takes to run our facilities. Our finances are being watched carefully by Dave our Treasurer. He is in regular contact with the accountant at Homelife to make adjustments to procedures if required to ensure we get the most out of the fees we pay.BOAT SLIPS & MARINAThe Angry birds have been removed for the winter & virtually all of the waterfowl have moved on due to ice coverage on the lake.The Committee met in mid-December and their latest report outlines they are researching solar lighting options and associated costs for the marina.As well they are developing protocols for the use, maintenance and security of ‘Carrie’ the new foldable marina cart in anticipation of her roll-out for the coming boating season.Maintenance of the anti bird streamers and strings will continue with openings for owners willing to help out with the work.The 3rd and final phase of slip construction will begin this spring.The committee is also looking at developing a unique space on a portion of the dock and we look forward to seeing what they come up with.CLUBHOUSE & COMMON PROPERTYThe Committee met on January 10 and is looking at how to deal with the rental of the Great Room. The issues of required paperwork for rental submissions, security, responsibility, hours and lengths of events, procedures, facilities included in rentals were only a few touched on. A questionnaire is proposed to be developed to establish what type of event would be booked and if it would meet the cottages’ criteria for our site.Rental fees were discussed with details to be determined as to what will be included. Pre and post event check list forms will be developed with protocols on who handles the event and how responsibilities are allocated. An effort is being made to get the process set as quickly as possible before the summer events season to allow a booking or two which will aid in further refining of the guidelines.RENTAL, PARKING & WATERFRONTThese committees have not met recently and we await the reports from their next sessions.SOCIALThe Social committee again deserves thanks and congratulations on their work for the Christmas party with great food and some added spontaneous entertainment by some of our residents. The decorating of the Great room and clubhouse foyer had a nice turnout as well with time for some socialising.The committee’s efforts also raised $764- for the adopt a family program with the support of the community and made Christmas a happier time for two grateful families.Upcoming events as posted in the latest Chatter are the Super Bowl and Oscars party in February and several games events through February and March. More good news is the bottom line on the recycled bottle account which is at $2383.70. Thanks to the volunteers doing the job of handling the bottle returns and providing funds for future additions to clubhouse assets.Check out the latest edition of the Chatter for more information and photos.RECYCLINGThere have been recent recurring problems with the recycling efforts.The incorrect placement of garbage such as styrofoam, dog poop bags and many other different types of trash in the recycle bin as well as bulky boxes not flattened and filled with non recyclables, again styrofoam and plain garbage is becoming a regular occurrence.Owner volunteers that see this when they drop off their trash take it upon themselves to sort the items out if possible in an effort to save the SHC money for contamination charges on the recyclables.The sorting is also done by our plant worker Greg who simply put has much more important things to do than sort trash. We also pay his salary when he does this type of job! He has many important skills that we require and we would rather not see him picking through trash.The boxes that are not flattened cause capacity issues requiring more frequent pickups even with the compactors running more often. This behavior also causes difficulties for some of our senior owners that may not be able to push their items in past the mass at the door to the bins. This applies to the garbage bin as well when it comes to large disposals at the front of the bin.The Board is looking at ways of resolving this ongoing irritant but it does not seem to go away and another education effort will be considered. The Board is continually looking for initiatives to implement to keep things running smoothly. The best ones do not cost anything and end up making a difference to our lives on site and in the environment.As an example - The developer’s website lists information on their efforts to help reduce our impact on the environs around us. For many buyers that may have been a contributing factor in deciding to purchase here. That is where the Board comes in to help by suggesting small ways we can minimally change our actions to help our lake and land around us. To that end the Board recently suggested that washing a vehicle on the property, whether it is your own driveway or not, with environmentally friendly cleaners will help keep our lake healthy.Ideally washing a vehicle in town at a carwash that runs its wastewater through a treatment plant would be an even better way to keep our lake healthy. The Board does not look to intrude into owner’s lives but it does look for ways to improve things. Some people take considerable exception to this and that is unfortunate. The Board will non the less continue efforts towards improvements that benefit the community AND the environment. The Board receives many emails through a week regarding the running of the Cottages as well as emails from owners with questions or comments. It all takes time to respond to and possibly act on.Emails from owners are welcome particularly when we get constructive suggestions. So keep them coming and we will do our best to consider them.We want everyone to keep in mind that we are a community and would like to have everyone work together. ................
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