Annual General Meeting November 25, 2013 SLOA AGM November 25, 2013
Feb 26, 2016
SLOA AGM November 25, 2013
Annual General Meeting
November 25, 2013
SLOA AGM November 25, 2013
Introducing the Board for 2013
• Steve Baumann• Sandi Bonini• Claudia Buttera• Terry Lister• Rima Markunas
• Debbie Ng*• Lesley Rideout*• Dennis Thomasson• Dan Weslake• Rob Vastag
SLOA AGM November 25, 2013
Agenda
• Approval of Minutes from last AGM• 2013 Annual Report, including financials• Design Review• 2014 Operating Budget• 2014 Amenities Plan• Election of 2014 Board
SLOA AGM November 25, 2013
Motion
• Move to approve the Minutes from the AGM held March 5, 2013
SLOA AGM November 25, 2013
2013 REPORT
SLOA AGM November 25, 2013
2013 ReportPool Operations• Wading pool was covered
pending decision on future development
• Acquired new, heavy duty pool cover for winter
Tennis Courts• Both courts power washed• South Court repaired and
lines repainted
Sustaining the Lakes• Biological treatment• Operation of bubblers
– Twin and Sunset Lakes• Best practices – weed removal
and use of fertilizers
Gardens and landscaping• Old sales office area
Community events• Spring and fall clean-up• Christmas wagon ride
SLOA AGM November 25, 2013
Volunteers make the community• Board members are all volunteers• Volunteers sit on special committees• 10-15% of residents volunteer• Seeking help with:
– Tennis courts– Docks and cedar fence posts– Playground– Walking trails– Common area beaches– Community events
SLOA AGM November 25, 2013
Covenants and Design Review• DEED RESTRICTIONS...
available online @ http://www.sunsetlakes.ca/sunset-lakes/covenants
• All building plans must be approved by Design Review Committee
• Waterfront development must be approved
• Trail easements cannot be constrained
• No long-term parking of trailers, motorhomes, etc
SLOA AGM November 25, 2013
2013 Financial Report
Budget 2013Projected to year
end
Income $50,750 $48,945
Operating ExpensesInsurance, Administration $4,830 $4,375Gardens and Landscape $13,700 $12,572
Pool Operations $12,550 $10,737
Lake Operations $7,900 $10,180Community Events $600 $600Repairs and Maintenance (other) $600 $0
Total Operating Expenses $40,180 $38,938Net Income after Operations $10,570 $10,482
Operations
SLOA AGM November 25, 2013
2013 Financials: with Capital Projects
Budget 2013 Projected to year end
Income $50,750 $48,945
Total Operating Expenses $40,180 $38,938Net Income after Operations $10,570 $10,007
Special and Capital ProjectsBubbler for Sunset Lake $7,000 $6,776Pool Cover $2,000 $2,127Dock for Twin Lake $1,500Wading Pool Refurbishment $3,000Tennis Court Refurbishment $0 $4,745
Total Special and Capital Projects $13,500 $13,647
Net Income after Capital Projects -$2,930 -$3,640
SLOA AGM November 25, 2013
Reserves
• We normally contribute 10% of total income to the reserve each year.
• This year, with the purchase of bubbler for Sunset Lake and tennis court refurbishment we will not make a contribution
• At the end of 2013, reserves stand at about $87,000.
SLOA AGM November 25, 2013
Breakdown of costsIn-
surance, Ad-min, other13%
Gardens and Landscape
32%
Pool29%
Lakes26%
Operating Expenses
Insurance, Admin, other
9%
Gardens and Landscape
24%
Pool25%
Lakes32%
Tennis Courts9%
Total Expenses
SLOA AGM November 25, 2013
Motions on 2013 Report
• Move to accept 2013 Annual Report
• Move to forgo audit of the 2013 financial report
SLOA AGM November 25, 2013
2014 PLAN
SLOA AGM November 25, 2013
2014 Budget for Operations
Budget 2013 Budget 2014
Income $50,750 $50,400
Operating ExpensesInsurance, Administration $4,830 $4,640Gardens and Landscape $13,700 $13,300
Pool Operations $12,550 $13,050
Lake Operations $7,900 $13,443Community Events $600 $1,000Repairs and Maintenance (other) $600 $2,000
Tennis Court Maintenance $2000
Total Operating Expenses $40,180 $51,433Net Income after Operations $10,570 ($1,033)
Sunset Lakes Owners Association 2013 AGM• 2012 AGM: there was a proposal to create a single family
home lot next to the swimming pool• Rationale included:
o Sell the lot to increase revenues for future expenditures
o To do something with an area perceived to be underutilized
o To reduce annual operating costs
• The motion was defeated and a committee was formed…
Amenities Replacement and Enhancement Committee (AREC)
AREC makes recommendations to the SLOA Board for consideration and ultimate approval.
Mandate and roles of AREC:
1.To maintain current, the replacement value of common amenities and assets.
2.To schedule for the replacement/enhancement of amenities/assets
3.To complete projects4.To develop options for the use of common
areas and amenities, in accordance with design review and covenants
5.To explore additional revenue sources as required
AREC Members• Sandi Bonini (SLOA
Board Member)• Heather Counsell• Jon Lundstom• Lesley Rideout• Rob Vastag (SLOA
Board Member)• Dan Weslake (SLOA
Board Member)• Donna Wilson
MORE WELCOME!!
SLOA AGM, November 25, 2013
•AREC Priorities (and rationales)
SLOA AGM, November 25, 2013
Area Rationale
Tennis Courts Safety, aesthetics, general maintenance
Wading Pool Safety, opportunity
Play Structure Safety
Pool Fencing Aesthetics, design
1. Tennis Courts
• Court 1: safety repairs in 2013 to surface cracking (~$4.7k)
• Court 2: power washed in 2013 (cost included above)• In 2014, Court 1 will be re-painted (~$2k)
SLOA AGM, November 25, 2013
2. Wading Pool Area
SLOA AGM, November 25, 2013
• Pool area failed inspection due to wading pool opening being a safety hazard
• Immediate action was required and the opening was promptly covered (thank you Steve and Dennis)
• AREC explored other options for similar active uses for infants /toddlerso Fix existing Wading pool – needed concrete work, new
heater, maintenance of filtering system – On hold for now
o Splash pad – dismissed due to high cost for minimal features - 2 or 3 water spouts for ~$12,000
• Conclusion - maintain status quo (i.e. covered) and consider for passive uses in future planning
3. Children’s Play Structure• Is at the end of its life cycle• Is dilapidated and beyond repair• is a safety hazard• was closed on Nov 14, 2013• Requires replacement in 2014
SLOA AGM, November 25, 2013
3. Children’s Play Structure (con’t)
SLOA AGM, November 25, 2013
• recommendation to replace in 2014 in the range of $25,000 to $30,000
• Requesting approval of $30,000 from reserve fund to replace with steel play structure
• (reserve fund has roughly $85,000)• New = 25 to 30 yr life expectancy• Replace again in +/- 2039• Get involved by joining AREC
~$20,000
~$28,000
example only
example only
SLOA AGM, November 25, 2013
3. Children’s Play Structure (con’t)
~$30,000
~$30,000
example only
example only
4. Pool Fencing• Is not in line with SLOA covenants in terms of design
review standards• Is not in line with the quality of our neighbourhood• Is in need of upgrade from an aesthetics' perspective• An upgrade is perceived to increase “value”• Would cost between 15k to 25k (+ tax)• Recommendation: defer until next AGM when long-
range forecast is expected to be complete
SLOA AGM, November 25, 2013
Summary of AREC Projects:
Area Rationale Recommendation
Tennis Courts Safety, aesthetics 2013 repairs (completed)2014 paint older court ($2,000)
Wading Pool Safety, opportunity Fill in (completed), maintain status quo, review in future
Play Structure Safety Replace in 2014 (~$30,000)
Pool Fencing Aesthetics, design Defer until next AGM when long-range forecast is expected to be complete
SLOA AGM, November 25, 2013
Financial Implications: Fee Increase• Recommended fee increase from $350 to $400 in 2014• Rationale:
• Pay-off play structure in 4 years (~$7K per year in extra annual revenue)
• Replenish our reserve fund for future big-ticket items:• Concrete pool • Asphalt pathways• Lake treatment (i.e. bubblers)• Tennis courts
• $400 for 2014 is consistent with rate of inflation / cost of living increases since development inception
• By comparison - Lakeland Estates Annual Fees ~ $800
SLOA AGM, November 25, 2013
2014 AREC Projects
SLOA AGM, November 25, 2013
Project / Area Rationale 2014 Cost (estimate)
Children’s Play Structure Safety $30,000
Pool House Roof / Shingles General Maintenance $7,000
Tennis Court General Maintenance $2,000
Long-Range Financial Forecast / Reserve Fund Study
Confirm adequacy of reserve fundsConfirm adequacy of annual fees
Study
Fencing Around Pool and Tennis Courts Aesthetics, design Review and recommend for next AGM
Enhancements to the “park” (i.e. seating, landscaping, etc.)
Aesthetics, usability, community Review
Review of Beach Area Usability, maintainability, environmental considerations
Review
Thank you. Questions?
SLOA AGM, November 25, 2013
Motions
SLOA AGM, November 25, 2013
• Motion 1: to allocate $30,000 in the 2014 capital budget to be spent on replacement of the children’s play structure
• Motion 2: to allocate $7,000 in the 2014 capital budget to be spent on replacement of the pool-house shingles
• Motion 3: to allocate $3,300 in the 2014 capital budget to be spent on a bubbler
• Motion 4: to increase 2014 annual dues from $350 to $400
SLOA AGM November 25, 2013
Complete 2014 BudgetIncome $57,400
Operating ExpensesInsurance, Administration $4,640Gardens and Landscape $13,300Pool Operations $13,050Lake Operations $13,443Community Events $1,000Repairs and Maintenance (other) $2,000Total Operating Expenses $47,433Net Income after Operations $9,967
Special and Capital ProjectsAdditional bubbler $3,300Pool house roof $7,000Play structure $30,000Total Special and Capital Projects $40,300
Net Income after Capital Projects -$30,333
SLOA AGM November 25, 2013
Volunteers needed
Community Amenities• walking trails• tennis courts• docks and cedar post
fencing• play ground• skating rink (Twin Lake,
Sunset Lake, South Pond)
Community Events• Spring clean up• Summer event• Fall Clean up• Holiday wagon ride
SLOA AGM November 25, 2013
Board for 2013
Returning members• Steve Baumann• Sandi Bonini• Claudia Buttera• Terry Lister• Rima Markunas• Lesley Rideout• Dennis Thomasson• Rob Vastag• Dan Weslake
New nominations
SLOA AGM November 25, 2013
Hold the Date!Holiday Wagon Ride
• Date: Friday, December 20, 2013
• Time: 6-7• Where: meet at pool
parking lot • Donations of cookies to
share would be appreciated
SLOA AGM November 25, 2013
MOTION TO ADJOURN THE MEETING