CPCA Board Meeting October 24, 2015 Baumback Residence
Present; Glenn Baumback, Valerie Bracken, Archie Clark, Carleen Hamdon, Mark Thomas, Laurie Tregaskis, John Willson
Absent; Bruce Littke, Brett Lomore, Jim Waddell, Lori Watt
Glenn Called meeting to order at 9:40am and confirmed Quorum was in attendance.
Approval of AGM minutes; Val motioned to accept and approve minutes of AGM, Glenn seconded, carried.
Appointment of Vice President; Glenn asked if anyone would be willing to act as Vice President, Mark volunteered but would not commit to becoming President following Glenn’s term.
Appointment of Secretary; Laurie T. volunteered to be Secretary. Carleen will give her the filing cabinet, the binder, the flash drive, and Val the box of tennis court/Kayak keys, and the mail box key. As well the Columere Park drop box will be moved to her house. Val/Ken will post the address of the drop box on the website once it has been moved.
Bear Proof Garbage bin; Garrett Merz recommended a bear proof garbage bin at the marina entrance, Archie mentioned that perhaps one was also needed at the bulletin board, as it is often full becoming an enticement to bears in the area. Archie agreed to look into pricing on two bins, including cement pads. He will report back at next meeting.
Financials; Carleen reported that we currently have a GIC of $20,000, as well as cash on hand of $30,000. The board discussed necessity to maintain the GIC as a contingency fee. The consensus was it is prudent to continue to hold a GIC in this amount to safeguard community should any unexpected expenses arise, as collecting a large amount in a timely manner from the community is extremely difficult. Of the $30,000 in cash on hand, $15,000 has been approved for the fence, and $15,000 is available for other projects and expenses coming up before dues are collected in the late spring.
CPR fence update; Glenn reported that this project may not happen until next spring, but there is hope that CP will pay for it. The pedestrian access to the beach remains under CPCA juridiction, and vehicle access will remain under Columere Park Marina Jurisdiction. A discussion ensued as to whether to lock the pedestrian gate, and if so methods available. This discussion was tabled for next meeting.
Safety and Security Committee follow up; Mark asked about the follow up on this report presented to the board in August 2015, he was especially concerned with changes improving safety for children around the tracks and in the parking lot. Mark will keep on this item to ensure the more urgent and necessary precautions recommended by the committee be discussed by board and implemented to the degree possible. The board agreed to consider these recommendations at a future meeting.
Discussion on new dog policy; it was suggested that due to the new fence, the previous south dog area would become a contentious issue as it requires people to walk their dogs across the beach to reach it. The board agreed the North off leash area off the marina would become the only off leash dog area. It was suggested that this area could be improved by adding a dog proof garbage receptacle, ease the grading on the gravel ramp, and possibly installing a commemorative bench. John agreed to look into possible upgrades to the area and report back at the next meeting.
Discussion on Windsurfer access; The Board discussed the effect the new fence would have on windsurfers. It was agreed there is no solution other than to walk equipment across beach, perhaps an area set aside for a wagon to transport equipment for the windsurfers would be welcome.
Kiters using the peninsula between the marina and beach to launch their kites was discussed and viewed as potentially dangerous to incoming/outgoing boats from the marina. The board will revisit this item at the next meeting to discuss any additional feedback on this issue, and perhaps add it as an agenda item at the AGM.
Kayak and Canoe steps and slide path; Glenn agreed to re-visit this project with Chris Rae, go over previous plans and costs and report back at next meeting.
CPCA Kayak and Paddle board racks; Glenn expressed concern over the safety of standing up paddleboards to secure due to their weight. he agreed to look into revamping the rack to allow paddle boards to be secured on their side. It was reported by Val that Ken Joyce offered to repair chips on paddle boards to which the board was appreciative, Glen will give access to the paddleboards to Ken for repair.
Beach Contract; Glenn reported that Garrett would probably not be available for the beach contract next year. The board reported that they were pleased with his service for 2015. In the past the CPCA has attempted to fill this position with a student in the community, however it is becoming more difficult to find a student that will be able to maintain the beach through to Mid September and be able to supply their own equipment. The Board will consider granting to students first, but may need to look at other options such as splitting up the contract. The contract will be posted on the website, and the board will begin seriously looking for a contractor at the next meeting.
Moving AGM back to May; The Board discussed the merits of moving the AGM back to May and securing Coy’s barn. The pro’s were that it facilitated dues collection and volunteer participation in summer activities, it would not coincide with beach BBQ which was seen as favorable, allowing board to put on a community pancake breakfast. The Con’s were that new board members are elected in at the beginning of “busy season”, however board members agreed they would be willing to help oversee new board members through transition if they were stepping down. Mark motioned to move the AGM back to May and provide a pancake breakfast beforehand, Archie seconded, all were in favor. It was determined that the AGM would be May 22 at Coy’s Barn, (Victoria Day long weekend), with the pancake breakfast beginning at 9, Meeting to begin at 10.
Dues collection committee report; It was decided after the AGM that it would be beneficial to strike a Dues collection committee to investigate alternative methods to facilitate the collection of dues. Committee members; Val Bracken, Ken Joyce, Diane Jeffers, Bruce Littke. Val reported that upon closer inspection by the committee, this turned out to be a bigger project than originally anticipated. The committee discovered a need to go through bylaws to better understand members’ requirement to pay dues to use community lands, and to pay dues on multiple lots. Ken Joyce volunteered to head up a compliance committee and Val volunteered to act as board liaison on this committee. Val made a motion to strike a compliance committee, Glenn seconded, all approved.
Website and Web host renewal; Carleen reported that the CPCA web host “Blacksun” has been renewed for 5 years until Oct of 2020, for a reduced rate of $575 over 5 years including use of domain name. Ken Joyce has volunteered to take care of the website, Val has agreed to act as board liaison to Ken. Val will also start a Facebook group for Columere Park with herself as administrator. Archie made a motion to have Ken as Webmaster with Val as a liaison and over-seer, Mark seconded, all were in favor.
Playground Committee; Angela and Martin Galipeault have agreed to head up a playground committee, and Glenn has agreed to sit on this committee and report to Board. They will look into possible ways to raise funds for the playground, and oversee the project.
Annual BBQ; Jim volunteered to head up the community BBQ committee for 2016, thanks Jim!
Next board meeting will be held at Mark’s place (4437 Columbia View Road), on Jan 16, 2016 at 10 a.m.
Meeting adjourned at 11:40am