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BOARD OF DIRECTORS

2015-2016

PRESIDENT Toni Bousquet

VICE PRESIDENT

Fred Ingaldson

TREASURER Linda Forrester

SECRETARY Trish Stevens

MEMBERS AT LARGE

Jeff Fawcett Mark Hodgson Jody Curnow

PROPERTY MANAGER

Greg Flack (604) 858-7368

Fax: (604) 858-7380

HOMELIFE GLENAYRE REALTY

CHILLIWACK LTD., PROPERTY MANAGEMENT

DIVISION

45269 Keith Wilson Road, Chil-

liwack, B.C. V2R 5S1 Phone: (604) 858-7368

ATTENDANCE: Toni Bousquet, Linda Forrester, Trish Stevens, Jody Curnow, Greg Flack, HomeLife Glenayre Realty Chilliwack Ltd. Prop-erty Management Division Conference Call; Mark Hodgson Absent: Jeff Fawcett, Fred Ingaldson (1) CALL TO ORDER Toni called the meeting to order at 10:00 A.M. (2) ADOPTION OF THE AGENDA It was MOTIONED by Linda and SECONDED by Trish to adopt the agenda as presented. CARRIED (3) APPROVAL OF THE MINUTES It was MOTIONED by Mark to approve the minutes of the August 20, 2016 meeting was and seconded by Jody. CAR-RIED . (4) APPROVE THE FINANCIAL STATEMENTS The August Financial Statement approval was MO-TIONED by Linda and SECONDED by Trish. CAR-RIED (5) SALES UPDATE Possession has been taken of 109 homes, sales of 32 homes to date and 5 more homes to be completed by year end. (6) BUDGET REVIEW This year’s budget is more detailed, and of considerably in-creased value. Propane is a large part of the budget, howev-er landscaping is our biggest expense. The budget for 2017 has been looked at with the growing number of owners factored in. Greg Flack is going to investi-gate with the Osoyoos Indian Band whether we are to pay property taxes on the Property. There was discussion about the increase in homeowner monthly fees and how much this will change depends on whether there is or what the devel-oper subsidy is. We will need to budget for a depreciation report and there was discussion around when this should oc-

cur. Most opinions were to wait until the developer has completed here as the facilities are new, Mark Hodgson felt that we have most major assets complete and should do this now. A depreciation report

BOARD OF DIRECTORS MEETING MINUTES Saturday September 24, 2016

STELKIA HOMEOWNERS CORPORATION

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was thought to cost at least $10,000.00 and would need to be reviewed every 2-3 years at a lower cost. The percentage of Contingency Reserve Fund contribution increase was discussed and 10-12% was the minimum amount considered as we have a very high tech water and waste system with ex-pensive components, and we should begin to gradually increase our reserve so we do not run the risk of having a special assessment. Hodgson suggested that we should not be increasing this until the depreciation report is done with confirmed numbers. The board will meet Monday night to review the revision of the budget by Greg Flack will be putting together. We revisited the cost of an audit (potentially $15,000.00) versus Notice to Reader ($5,000.00) and also noted that our financial statements are transparent and available to all homeowners.

(7) NEW BOARD PROFILE Four homeowners have put their names forward, 2 are living onsite. There are the options of hiring a site manager or an attorney to do some of the work of the board as it is difficult for offsite Board mem-bers to assist in the work load. We will reopen nominations until Sept 28th at 8pm. (8) ACKNOWLEDGEMENTS Toni complimented the board on their dedication, efforts and results, how much she appreciates the support and encouragement of Greg Flack, Karen Blom’s (our Homelife accountant) diligent work on our behalf in plowing through the paperwork and how fortunate we are to have the work of a lot of good committee volunteers. (9) SUGGESTED BYLAW AMENDMENTS These were overviewed. Some correction of language and clarity was added. Two new bylaws will be suggested. (10) SITE MANAGER We are proposing the hiring of a Site Manager next term to lessen the duties that have been done by Board members this past year. Duties of a site manager could include opening and closing the pool, clubhouse rentals, parking passes, administering bylaws, and handling the rental guests. The ex-pense of a site manager would be added to the budget. (11) GREAT ROOM RENTAL The board will no longer be doing the hands on responsibility of renting the Great Room, as this will be passed to the Clubhouse committee. They will be responsible to ensure there are adequate li-cences and insurance and pass these to the Board as well as the other necessary tasks. (12) DOG RUN This is a riparian area and only very minimal landscaping can be done. It is not part of the landscape contract. (13) RENTAL OVERVIEW – PARKING Designated parking of the unit being rented should be followed by the renters as per owners. (14) PRESIDENT’S REPORT Highlights – see attached for details

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Signs have been installed to ensure that we respect the privacy of owners’ backyards, they are not to be used as short cuts or for dogs to use as their area to urinate or defecate. The doggie bags provided are for emergency use only. Please supply your own bags. All homeown-ers contribute to the cost of the bags and the manpower to purchase and restock them. Committees – For the next year most committees could be disbanded. Those ongoing would be So-cial, Boat Slip, Rental and Clubhouse. Suggested that we should consider the formation of an Advisory Council to assist the Board. Swipe card entry to the Clubhouse was deemed to be a good idea for security reasons. The legality of charging an Amenity Fee to renters for use of the Clubhouse to cover extra mainte-nance costs is being researched (15) NEW BUSINESS None (16) NEXT MEETING Due to the extension of the timeline to seek Board nominations and the changes needed to the budg-et, there was discussion about advancing the AGM date. (17) OPEN DISCUSSION There was 15 minutes of open discussion. There was no in camera business. MEETING ADJOURNED There being no further business, the meeting was adjourned at 12:25 P.M. Next meeting will be the AGM at the Clubhouse on October 22, 2016 Trish Stevens Secretary

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President’s Report September 24, 2016

Toni Bousquet

September allows for some breathing time around the Cottages, and an opportunity to review the year in an attempt to ensure that we have actioned our priorities in order to hand off our current board mission and vi-sion in a healthy state to the new regime come October. We have recently seen new signs installed reminding us to stay out of owner’s back yards, unless we are di-rectly invited in, to prevent the selfish shortcut trespassing into our neighbours’ private space instead of using designated roads and pathways. This applies also to a small number of owners’dogs who manage to migrate their business into our neighbours’s gardens and lawns. Please have your pets pee and poop in your own space. Dog owners are once again reminded to supply your own bags to manage your dogs’ business, and leave the courtesy bags for emergency situations. Stuffing one’s pockets and purses with SHC-provided bags is not cool. I realize that this applies to only a very small number of owners. While committee work should set the ground work for the Board’s decisions, some of the committees of the past term may no longer be required, or have been inactive. Other committees have produced outstanding results that have benefited the entire community, and their work is done. A key example is our Emergency Preparedness Manual and our Emergency procedures guidelines, produced by knowledgeable and enthusiastic volunteers from the Emergency Preparedness Committee, which is an asset to all our owners; the good work of this committee lays the groundwork of an ongoing process, but no longer needs to meet. The work of the Insurance Committee has proven of great benefit to this board, but the research is now complete, resulting in an effective and complete insurance program for the Cottages. Our Waterfront committee now has a firm handle on the milfoil situation on our waterfront for the future, but is more an adhoc group of lake users. On the active side is our Social Committee, which weaves the fabric of our activities and events into peoples’ hearts. And the Boat Slip committee has and continues to produce results and ongoing recommendations to keep the boat slips a valuable amenity to our community. Without positive volunteer commitment at the committee level, the volunteer hours of the board can only go so far. Consequently, the board sets its priorities to what is presented, either through our own list of priorities, or by reacting to issues that arise. New volunteers are always going to be in demand. It will be my recommendation to the new board to concentrate on what is achievable with the help of volun-teers and a reduced number of active committees. My recommendation will be to reduce the committees to the following: Social, Club house, Rental, and Boat Slip. Board membership on each committee should contin-ue to be mandatory. Work from the other areas of interest can be best served by an onsite manager, such as monitoring parking and bylaw issues. Waterfront, Landscape, and Maintenance committee volunteers should stay active on projects and may form their own ad hoc group and make suggestions periodically. At the same time, I urge the Rental committee to take a more proactive and dedicated approach to their is-sues, and establish a more visible action plan, as the issue of landlords and rentals will only compound without some hard work and some clear guidelines. Long-term rental landlords seem to have figured it out, as their renters seem to live in harmony with our community-oriented lifestyle here at the Cottages. In fact, I urge all landlords to review their business plans to select a clientele and timeline that matches the friendly and inclu-sive community lifestyle.

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In addition, I suggest that the implementation of an Advisory Council be established in future to assist the Board. There must be owners in our midst who have a history of hands-on experience and results-orientation, who know how to assess our situation, and have the skills to recommend solutions, and further, get their hands dirty in implementing them. Committee Reports Common Property and Club House

Strong recommendation for swipe card entry and security camera over the pool area

Strong recommendation to close the club house during summer hours when the pool is closed. This will limit after-hour hot tub use, but mirrors the practice of all public community centres, and elimi-nates some of the negative issues that we encounter, including liability

The onsite plumber advised that the cost of switching the faucets and showers in the change rooms to time-limited water output was not cost-effective

The board has determined that it will no longer assume the responsibility for private events in the Great Room, and will turn this task over to the Club House committee for execution and review. A re-cent event has determined that there may be a need for more control of the activities of the guests, and the need for authorized third-party security at owner’s expense

Parking issues are being clarified out with line-markings and designations on the parking lots and stalls

Owners and their guests are expected to park in their dedicated spots.

Recommendation is that, if we aren’t already, please park our vehicles in our garages, so that our park-ing needs are met by maximizing our designated parking assignments. The sense of owner entitlement to Visitors’ Parking is not within the Bylaws.

Tightening up the operation of golf carts to improve safety, is a Bylaw recommendation Rental Committee

Landlord owners have been asked to make a strong effort to inform guests of our community lifestyle and guidelines.

Renter parking is expected to honour owner’s parking assignments.

Research is ongoing to suggestion of user fee for renter usage of the facilities. Wharf and Boat slips

Need to determine that all boats using the marina are insured.

Examining opportunities for dedicated parking during the summer for boat owners to park close to the marina. May require Parking tags in that area

The kites, wind socks and streamers continue to be great bird deterrents, so we will continue replacing them as needed.

Reviewing costs and options for lighting along walkway and slips – perhaps solar power o At minimum, reflective tape could provide a safety element in the dark along the walkway o Eric has agreed to share expenses

New gate hinge reduces noise of gate closure.

Eric will provide a wheel barrow or similar to assist with carrying heavy items to the boats

Consideration of small drone usage to deter seagulls if other measures are ineffective

Rope safety program seems to be satisfactory and will be expanded next year

Members will monitor First Aid Boxes and equipment

Milfoil report performed by Golder and Associates indicates that our milfoil situation is getting worse. The milfoil beds have been identified and measured. Permit of harvester is being commissioned. All work paid by Eric

Maintenance

software program is being updated to manage our assets and their repair/maintenance schedule.

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Urging Blair to get base built of recycling shed so that they can build it. Will include tap

Searching for new cover for emergency siren

Unplugging plugs of treadmills in gym, and using different sockets is causing breakers to blow. Please leave plugs as is.

Landscape

Working with Greenscape to honour their contract

New contract will be negotiated with more hands-on discussion and commitment targets. It will well exceed $100,000 and along with irrigation, will take up 25% of our budget.

Social

Recycling program continues to be successful with $1600 collected

Need more volunteers to keep it going every week

Will consider purchase of patio furniture next spring with the funds

Will take responsibility to replace ping pong and other missing equipment

Halloween party – contact Rose Ripley

Harvest potluck party after AGM – contact Kathy Bowman. Meet will be supplied by Social Committee

Christmas Adopt a Family will include a family in Oliver and Osoyoos – donations sought

Grey Cup party

Movie night may continue in the fall

Cook book being assembled with our recipes by Tina and Rose

Please assist Newsletter editor with photos

New chair being sought to handle next meeting