AGATE BAY RESORT

ANNUAL GENERAL MEETING
JULY 5, 2020

Meeting began at 10:12 am and was held on the playground at Agate Bay Resort. The following members were in attendance:  Anita Barlow, Jeff and Wendy Van Haastregt, Vern Gilpin, Evie Smith,Harriet Burge, Bradley Matthews, Katherine Bugera, Bill and Maria Hewson, Wayne and Bonnie Roberts, Dean and Katja Roberts, Doug and Helen Galuska, Louis Dagdick, Paul King, David King, Rick and Karen Alexander, Trevor and Angie Douglas, David and Pat Gunn, Louis Hoy, Mike and Helen McKellar, Rick and Karen Borys, Harold Hutching and Diane Arnott, Darrin Berglund, Joyce Buchanan. My apologies if I missed anyone.

Introduction and Opening Remarks

Opening remarks were made by Jeff. He introduced four new members; Jennifer McKinney and Travis van Mol lot M1 and re introducing Harriet Burge and Simon Ballard who were owners of cabin H and I at the 2019  AGM but were not in attendance.

Adoption of minutes from previous meeting

Motion made to adopt AGM 2019 minutes as read. Moved and Carried.

Business arising from the minutes

Fence behind Paul King’s Lot 1. To be discussed later in meeting.

Correspondence

E-mail sent to Jeff from Interior Health requesting an Emergency Contingency Plan for ABR water system. Jeff filled out forms and sent to Interior Health.

Financial Report

Treasurer Sheryl Turko absent due to illness.
All shareholders have paid taxes and maintenance fees except for Brian Lapka for lots 24 and 25.
As we were unable to have our AGM on the May long weekend, the Directors decided to adopt the 2019 budget for  2020 year.
Assessment is $300.00 per share
Dock fees are $50.00 per slip
Cassius Creek to pay $100.00 per slip

Director’s Reports

Water System - (Evie Smith)

UV system is broken and by- passed for now.
Evie will source several quotes for the purchase of a new UV system and the installation of the UV system.
Trevor will check the water intake for sand. 
Six filters are used per year at a cost of @ $250.00
We are under a boil water advisory 

Sewer Report - (Trevor Douglas)

Main sewer tank was recently pumped out.
Working towards compliance order.
Resort property was recently surveyed for sewer lines and buildings.
Drilling still to be done.
Monitoring effluent being pumped in Anderson’s field.
Presently @$16,000.00 in sewer budget for sewer project

Motion made for an additional $300.00 per share for sewer project due and payable on or before September 15, 2020. Carried

New Business

Jeff explained to shareholders how directors managed the resort. Recommended to operate on last year’s budget. No one opposed.

Lawn Maintenance - (Evie Smith and Jerry Turko)
Lawn maintenance will be continued by Evie Smith and Jerry Turko. $3500.00 for the year for cutting and trimming from May 1 to October 31.

Security - (Bev Anderson)

Beverly Anderson to continue with Resort Security from November 1, 2020 to February 28 2021 @$250.00 per month.

Dangerous Trees

If shareholders have concerns about trees on their property or on common property please seek Doug Galuska’s advice. If work needs to be done on any trees on shareholders property the expense will be the responsibility of that shareholder. If the tree/trees are on common property the Resort will bear the expense.

Fence

Fence behind lot 1. A decision was made by the shareholders at the 2019 AGM that $2500.00 be allotted for a new fence. The fence was not built. The directors made a decision to have a chain link fence installed this year by Rite Way fencing. This will be done @July 9, 2020 at a cost of $5000.00. The old fencing has already been removed. Paul King’s renter to look after disposing of the old fencing.

Volunteers

ABR sign at the main entrance needs to be pressure washed and repainted. Maria has offered to look after this project.

Beach needs to be cleaned up when lake water levels recede. Harriet has offered to look after clean up.

Boat trailer storage area needs to be cleaned up. If you are storing anything in this area, please remove tall grass and weeds in your storage spot.  Burdock is especially  thriving this year.

The lights on the walking bridge  are not working. A small led light has been installed but it is not adequate. Trevor has offered to look into the problem.

Jennifer McKinney has offered to set up and monitor a closed group Agate Bay Facebook page.

Jeff will attend to the electrical panel on the cabin side of the resort.

By laws Amendments
Section 6.1.3

Louis Dagdick requested that his Parcel N3 designation be changed from Storage to Accommodation and Storage. It was decided that Louis will contact the Thompson-Nicola Regional District to obtain prior approval. It is understood that if there are any fees associated with this change, the costs will be born by Louis. Louis will present his findings at the 2021 ABR AGM.

A motion was made to amend by law 5.7 Arrears

A shareholder with overdue tax and/or assessment accounts shall lose their status of “shareholder in good standing” until all overdue accounts are paid in full including any penalties assessed as a result of these Bylaws.  A shareholder who is not in good standing shall:

a). be notified of the amount of money owing and be given opportunity to reinstate their status of “shareholder in good standing”’
b). lose their right to speak to to or vote on any Company issue,
c). not be elected to the position of director,
d). not erect signs or start/continue any improvements.  Existing signs shall be removed by the shareholder or by the Company at the shareholder’s expense.
e)  shall not be permitted the use of, or the rental of, any properties (including common areas) of Agate Bay Resort, until all overdue accounts are paid in full, including any penalties and legal or other costs incurred.
f)  not rent or otherwise allow use of their designated parcel(s), and
g) be subject to legal actions as may be determined by the Company

The financial report (refer to Subsection 1.1) shall identify all shareholders that are in arrears including the amount of money owing and the parcel(s) affected

Motion to adopt. Carried 

A motion was made to amend by law Section 5.6 Payments of Taxes and Assessments

Taxes and annual assessment shall be paid in full on or before June 15th of each year.  Additional assessments shall be paid in full on or before a date as determined by the Directors. Cheques shall be made payable to “Agate Bay Resorts ltd.” and sent to the Treasurer.

A penalty of Five Hundred dollars ($500.00) shall be assessed if full payment is not received on or before June 15th of each year.  A further penalty of Five Hundred dollars ($500.00) shall be assessed if full payment (including the initial penalty) is not received on or before July 15th of each year.

Such penalties to apply unless it is agreed by the shareholders at the Annual General Meeting that such penalties ( or a part thereof) shall be deferred.  Such proposal for deferral to be submitted to the Secretary of Agate Bay Resort in writing by April 30th of each year and voted on at the Annual General Meeting.

Motion to adopt. Carried 

Election of Directors

The five directors for the coming year are Jeff Van Haastregt President, Darrin Berglund Vice President, Karen Alexander Treasurer, Helen McKellar Secretary, Trevor Douglas Director at Large

Good and Welfare

Motion made to give Sheryl a $100.00 gift certificate. Carried

Meeting adjourned 12:20 pm

Dock meeting to follow