AGENDA: 1. Call to Order 2. Adopt Agenda 3. Approve meeting - - PowerPoint PPT Presentation

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AGENDA:

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• 1. Call to Order

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• 2. Adopt Agenda

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• 3. Approve meeting minutes from SGM

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• 4. Welcome & Presidents Message

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• 5. First call for Nominations to the Board

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• 6. Communication

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• 7. Bylaw Changes

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• 8. Review of Policies

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• 9. Rules and Regulations

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• 10. Boat Yard

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• 11. Park Manager

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• 12. Amend- see below

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• 13. Second call for Nominations to the Board

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• 14. Volunteer / Social – Vacant!

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• 15. Water Engineer Report- Jingles – Amended from distributed agenda

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• 16. Treasurer’s Report
• 12. Power /Electrical System Update/Vote - amend to place with Treasurers Report as pertains to

fees

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• 17. Resort Village of Wakaw Lake

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• 18. Third call for nominations

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• 19. Other:

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a) General Suggestions, comments.

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• 20. Adjourn meeting- Let’s go Riders!!

 As per meeting minutes posted on website all

summer!!

 http://www.poplarbeach.ca/html/resources/meeting_minutes/2014

_Meeting_Minutes/index.cfm

Jeff Harris Site 41

(Yes, we know he is a little off balance to take this on this job…lol)

 Nadine Schueller (Past President -Term Ends 2015)  Jeff Harris (President Term Ends 2016)  Stan Jackson (Member at Large-Term Ends 2015)  Doug Andreen (Vice-President – Term Ends 2014)  Marion Fetter (Treasurer-Term Ends 2016)  Kathy Wiesner (Secretary-Term Ends 2016)  Cyndee Boos (Communications-Term Ends 2016)  Shelly Weiman ( Member at Large- Term Ends 2016)  Julie Ann Lechman (Member at Large-Resigned 2014)  Sally Flodell (Member at Large – Resigned 2014)  Ben Doucette (Member at Large- 2015)

 First Call for Nominations to the Board

• Doug Andreen -Let His name Stand to be re-elected

into Member–at–large position

 Communication is Critical  Email and Website is most efficient  Add PBOCOC to Safe Send or check junk mail  Please update us if information has changed  Exclusive Use Agreements- we MUST have a

copy on file or you do not have legal use of your site.

 18 members missing paperwork (down from 26 last year)  Many new members that we do not have new information

• n, please introduce yourself to neighbor and send them
• ur way!

Current Bylaw: DIVISION FOURTEEN AMENDMENTS TO BYLAWS 14.1 Amendments: The Directors may, by special resolution of a 75% majority, make, amend, or repeal any bylaws that regulate the activities and affairs of the Corporation. What this means: Currently, the Board with a 75% vote could change bylaws without members input or knowledge. How we would like it to read: DIVISION FOURTEEN AMENDMENTS TO BYLAWS 14.1 Amendments: These Bylaws may be amended only by majority vote of members taken on a Special Resolution at a General Meeting. 14.2 A copy of the proposed amendments shall be sent to all members no less than twenty-one (21) days prior to the General Meeting.

 The Board made a Blue Binder to help our

executive manage the park

 We are adding policies into our Blue Books  Most are policies that are old, but not

• fficially written down in one spot, such as

Boat compound is for boat storage only

 Includes things like Board duties and

responsibilities and expense re- imbursements are board level

 Will review at Spring SGM in more detail

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Addition :

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16.6 under Section 16 Development:

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To read: Railway Ties: The PBCOC acknowledges the fact that some materials such as creosote railway ties (for soil shoring) and things of this nature previously exist. To eliminate any abandonment of these materials, members transferring their exclusive use are required to remediate these elements or materials if agreed upon with new member. No additional railway ties will be allowed for development within the park.

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Written Complaints – Written Policy in place

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Step 1: talk member to member- we all own!

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Step 2: park manager can be called

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Step 3: Complaint form- cannot be anonymous!

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3rd complaint at one site for various offence=fine

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Fine =$100 or more as reflective of offence

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PBCOC cannot police he said/she said- so call when incident is happening!

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PBCOCB cannot help if you wait all year and send email in fall- need evidence and fairness

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Keep log/video if repeated infractions

 Current Policy- all fees and outstanding

amounts must be paid

 First come; first serve  If more than 68 spots- waiting list  2014- fees raised to $125 (1st increase in 5 years)  Please ensure you boat is parked in correct

spot at correct angle- see map or talk to park manager in spring!!

 Please ensure correct spot in spring!! Must

move by May long weekend!!

 Please ensure you upkeep your spot-mow!!

Big Thank You to Barb & Merv!!

 Policy: Contract tendered yearly to give all

park members and members of the public to apply equally.

 Will be posted shortly, however, Barb and

Merv have expressed an interest in returning.

 Do not have to be from city – can do Skype  Meet monthly  Must be committed  Need to have email/computer access  Current Board members willing to mentor

 Vacant!!  Will work with board and committee members  Just needs ideas and to organize!  Our social programs makes our park special,

please volunteer!!

 Social programs are limited without a coordinator.

 Marion Fetter

 As per last slide an “auditor” includes a person

conducting a review of the financial statements

 Due to the changes made to the Financial

industry after companies like Enron “duped” shareholders and public alike....changes were made to what constitutes an audit.

 Most accountants will now recommend a review,

as this will indicate whether an audit is necessary and save money

 Full audits now cost in the $5000+ range  PBCOC review meets generally accepted

accounting principals therefore no audit recommended.

Membership feees$100 / per year (less than $10/month) fee increase Boat fees $125 ( $25 increase first in 5 years)

• Resort Village fees went down $45 personally, so only a approx. $55

yearly increase

• Resort Village added $25/per site to PBCOC mass invoice, plus $350

license fee (as noted in budget under expenses)

• New formula: $70 extra for 70 amp service and $50 extra for 50 amp

service to account for extra power.

Actual 2013 Budget Actual 2014 New Budget

• Revenue on this page is subjective (meaning we cannot guarentee it)

and therefore not able to be placed into budget as income.

• Shower House income has remained steady, but is offset by shower

house expenses such as septic and maintenance.

Actual 2013 Budget Actual 2014 New Budget

• Recycling was down.
• All recycling is placed back into budget under social expenses
• Sobey’s cards and play structure not built into this budget, and

hopefully will cancel each other out

 Excellent deal found this fall on a commercial grade

playground (total price, no tax).

 Sobey’s cards Fundraiser to raise money for (plus install and

landscape park area)

 Order sheets have instructions, the more we sell the more %

we make! Have handed out to all members and will place on website to download!

 Looking at Steak night fundraiser in Spring  Hope to install in spring!

Heavier weight ratings, but please remind 12 years+ that this is for the younger children!!

• ps. Costco Play

structure for sale

Actual 2013 Budget Actual 2014 New Budget

• Computer Equipment, although not used the past couple of years will

now include Quickbooks online subscription

Actual 2013 Budget Actual 2014 New Budget

• Power Upgrade will be discussed at end of

budget

• Note increase in Property taxes and fees (Resort Village is reducing

individual invoices, but increased PBCOC invoices with $25/member and $350 yearly fee)

• 2013 & 2024 net income into reserve- total balance as noted in balance

sheet (next slide) is :approx. $80,000

$60,000 in term deposits $20,000 in chequing = approx. $80,000 in reserve. *New budget season started *Important for electrical discussions!

 Looked into options: ( will go through these

each individually on next slides)

• 1) 100 amp Service provided by Sask Power, with

each site paying own power bill direct

• 2) 800 amp meter upgrade with 50 amp 240v

service with private meters-PBCOC bills usage

• 3) 800 amp meter upgrade with 50 amp 120v

service with private meters-(like Deep Woods)

• 4) 800 amp meter upgrade – change existing

meters on west end (currently 38 sites on 400 amps)

• 5) Wait

 $2000/per site SaskPower Cost  An additional $1500 per site to electrician to

make trailer ready

 100 Amp panel in each site  Individual invoices directly from Sask Power

• $29.19/month minimum power bill + usage
• Free to seasonal disconnect but $155 to re-hook up

each spring

• Con: Average power bill cost $360 minimum - $500 year

for power bill (current PBCOC budget is $125/site)

• Pro: Group does not pay for power in fees & will provide

for future power

1) 100 amp Service provided by Sask Power, with each site paying own power bill direct

 Highpower Quote: approx $4000/site  50 Amp/240v pedastal in each site with

private meter that PBCOC could read and bill yearly.

• Con: cost and very few need 240v power
• Pro: unknown future of power requirements, only

dig up park once

2) 800 amp meter upgrade with 50 amp 240v service with private meters-PBCOC bills usage

 Highpower Quote: approx $3000/site  50 Amp/120v pedastal in each site with

private meter that PBCOC could read and bill yearly.

• What Deep Woods is using
• Current trailers only need 120v

3) 800 amp meter upgrade with 50 amp 120v service with private meters-PBCOC bills usage

 Quote: approx $9000 for new 800 amp

service + change meters (waiting on quote)

 What is budgeted for without using reserve  Currently since so many sites on 400 amp,

these sites are not even getting true 30 amp service

 Currently, not an emergency, but cannot

continue to leave

 Fix, but not upgrade

3) 800 amp meter upgrade – change existing meters

• n west end (currently 38 sites on 400 amps)

• Add electrical budget into reserve at year end

to continue saving for upgrade

• Con: may still spend some on fixing existing

electrical issues as required in emergency

• Will take more than 1 year of savings to

upgrade entire park

4) wait

Treasurer recommendations:

• Cannot afford to do any upgrades with only

savings/reserve at this time, as this will wipe out entire reserve and leaving nothing for emergency

• $80,000 only does approx. 22 sites, and time to save

additional funds will be years.

• Options:
• 1) Additional 1 time power fee ie) owners pay for upgrade
• 2) Park takes out capital expense loan (if able) and we

increase fees to pay over time.

• 3) fix using option 3 and continue to run park as is until

further money can be saved

• 4) do nothing, and fix as emergency and continue to save

Vote: Motion…..

Final:

 We have QuickBooks on laptop and can open

to explain any expenses.

 Financial Binder is available at front and all

members are able to look at it.

 Anyone wanting to look through it on another

day, please contact PBCOC email to set up an appointment as we all have “real” jobs.

 Motion to accept financial report as presented

and to accept 2014/2015 budget & annual fees.

Example of motion: Motion to appoint an auditor for annual review for the 2014/2015 Fiscal year for Poplar Beach campground Owners Corp.

 3 Remaining Issues

• 1) Land Survey – Almost complete
• 2) Bylaws
• 3) Taxes / Trailer Fees

 4 Lots that were outside our land has been

purchased and Bart Zimmer will pay all costs

 Waiting on Resort Village for Legal Paperwork  Not currently an issue- just waiting & not

complete

 Do not have to be from city – can do Skype  Meet monthly  Must be committed  Need to have email/computer access  Current Board members willing to mentor  Do not have to fill these positions today  Motion any Nominations  Any open positions can be filled by

appointment during the year-please contact Board if interested

• 18. Other:

a)

General Suggestions, comments.

• 19. Adjourn meeting- Let’s go Riders!!