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GENERAL MEETING MINUTES
Saturday January 14, 2017
STELKIA HOMEOWNERS CORPORATION
BOARD OF DIRECTORS
2016-2017
CALL TO ORDER
President
Ralph Mork
9:02 AM
(1) ROLL CALL
Vice-President
Toni Bousquet
Secretary
Trish Stevens
In attendance: Ralph Mork, Toni Bousquet, Dave Clubine,
Trish Stevens, Jody Curnow, Linda Forrester
Conference call: Mark Hodgson
Absent: Greg Flack, Property Manager
Treasurer
Dave Clubine
Directors at Large
Jody Curnow
Linda Forrester
Mark Hodgson
PROPERTY MANAGER
Greg Flack
(604) 858-7368
Fax: (604) 858-7380
HOMELIFE GLENAYRE
REALTY CHILLIWACK LTD.,
PROPERTY MANAGEMENT
DIVISION
45269 Keith Wilson Road,
Chilliwack, B.C. V2R 5S1
Phone: (604) 858-7368
(2) ADOPTION OF AGENDA
Motion by Trish and seconded by Toni.
(3) APPROVAL OF November 24/16 MINUTES
Motioned by Dave and seconded by Toni. CARRIED
(4) SUMMARY OF FINANCIALS
Dave 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.
(5)
APPROVAL OF NOV/DECEMBER FINANCIALS
Motion 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.
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(7)
GREAT ROOM RENTAL – RECAP
The 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 PLANT
The estimate to perform this was higher than anticipated by Greg Flack and so 2 other companies are
being looked at.
(9)
WETSUIT RENTAL
The 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 GUIDELINES
Homeowners 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
a) details
b) profile
Discussion 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 MODIFICATION
Rental 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 SIGNS
Trish 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 EVENINGS
Suggested 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 REPORT
See attachment
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(16)
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(17)
NEW BUSINESS
Hot 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 $1,000,000.00
Moving 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 owners
Brought 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
NEXT MEETING
Saturday Feb 25, 2017. 10am in the Great Room
(18)
OPEN DISCUSSION
Points were brought up that will be looked into
 gym wifi
 instructions for the weight machine
 need for volunteers, perhaps a coordinator to help find and direct owners to volunteer work
that can keep our costs down
(19)
IN CAMERA
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nonpayment 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 sent
a prospect for the site manager position
The meeting was adjourned at 11:20
Trish Stevens
Secretary
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Stelkia Homeowners Corporation
President’s Report
20170114
Ralph Mork
We 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 OPERATIONS
Several 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 & MARINA
The 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 PROPERTY
The 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.
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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 & WATERFRONT
These committees have not met recently and we await the reports from their next sessions.
SOCIAL
The 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.
RECYCLING
There 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.
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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.