Annual General Meeting November 25 2015 SLOA AGM

Annual General Meeting November 25, 2015 SLOA AGM November 25, 2015

Agenda • Approval of Minutes from last AGM • 2015 Annual Report • 2015 Financial Report • 2015 AREC Report • 2016 Annual Budget • Election of 2016 Board SLOA AGM November 25, 2015

Item 1: Introducing the Board of 2015 • • Rob Vastag Sandi Bonini Lesley Rideout Dennis Thomasson Dan Weslake Bill Rideout (non-voting member) Laura Murnaghan Rima Markunas SLOA AGM November 25, 2015

Item 2: Motions • Motion: to approve the 2015 SLOA AGM agenda • Motion: to approve the minutes from the AGM held November 26, 2014 SLOA AGM November 25, 2015

Item 3: Annual 2015 report Year in Review SLOA AGM November 25, 2015

3 a: Lakes and Ponds • All lakes have been tested for E coli, nitrates, phosphates and Ph. Levels. All were better than Ontario drinking water standards and the Dept. of Natural Resources lake average water quality tests • Twin Lake has the most pressure on it’s water quality due to the water flow patterns from all the homes on Sunset Blvd. and Old Prescott. • Also notable, Sunset Lake has 5 -6 times the water volume that Twin Lake, with the same number of homes on it’s shoreline. SLOA AGM November 25, 2015

3 a: Lakes and Ponds • Our goal is to improve the water clarity while keeping the lake water healthy without using any chemicals and using only naturally occurring bacteria. • In the Spring of 2015 we added another bubbler pump in Sunset Lake close to the public beach. • We have budgeted for the installation of the hundred feet of bubble tubing for the Spring of 2016 SLOA AGM November 25, 2015

3 b: Community Pool and Common Areas • We had another successful summer at our community pool • Opened earliest date in recent years- due to great weather and outstanding effort of community volunteers. This Spring many hands truly made light work! Big thank you from the “Pool Boys”. SLOA AGM November 25, 2015

3 b. Community Pool and Common Area Work achieved • Old fence removed by volunteers ( $2, 000 saved) and new fence installed • Much of the facility re-painted, thanks to volunteers • Old pool furniture refurbished and new furniture assembled by many volunteer hours. Again, thanks. • Minor plumbing repairs and bathroom refurbishing by volunteers • No students hired this summer due to employment concerns. ($2, 500 re-invested into budget) • The old furnace broke and it was replaced ($4, 900) SLOA AGM November 25, 2015

3 b. Community Pool and Common Area Work achieved • Volley ball courts groomed regularly throughout the summer • Landscape contractor not renewed ($5, 000 reinvested in budget) • Entrance areas at Tranquil Gate received new shrubs • Entrances decorated for winter holiday season • Solar lighting for Tranquil Gate entrance • Several dead trees removed from Sunset Lake walking trail by volunteers (saving approx. $2, 000) • FWI awarded 2015 summer grass cutting contract SLOA AGM November 25, 2015

3 b: Pool and Common Area Work planned for 2016 • Create more shady areas for residents around pool deck and playground • Plant some trees to replace deadfall and enhance walkways • Repair pool deck surface • New signage for pool (required by City of Ottawa) • Continued modification to entrance flowerbeds • Repair basketball area • Continued closure of wading pool • Beach Area machine groomed and maintained by volunteer SLOA AGM November 25, 2015

3 c: Covenants and Design Review • DEED RESTRICTIONS. . . available online @ http: //www. sunsetlakes. ca/ownersassociation-5/owners-association 3/covenants-and-restrictions • 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, boat etc over 3 wks SLOA AGM November 25, 2015

3 d: Community Events and Social Activities • Spring and Fall Clean-up Days – Keeping our community beautiful • Weekly tennis lessons held at our tennis courts in Spring (paid by participants). • Bike safety course with the Ottawa police • Welcome summer Pool party -First Friday of Summer Holidays • Monthly SLOA ‘Dive-in’ Family movie night presented at the pool. • TGIF with potluck meals, usually the first Friday of the month • Fireworks display Labour Day Weekend SLOA AGM November 25, 2015

3 d: Community Events and Social Activities • Balloon Artist (Brad Wood) performed at pool for Sunset Lakes children (donated by a friend of Sunset Lakes) • Annual sleigh/wagon ride – offered horse drawn wagon rides as well as cookies and a bonfire • Community Nine and Dine at the Meadows (paid by participants; prizes donated by residents and friends of Sunset Lakes) • Events are open to all residents in good standing and accompanied guests. We look forward to seeing our neighbours in 2016 at our community events SLOA AGM November 25, 2015

Holiday Sleigh/Wagon Ride Friday, Dec. 18 th at 6: 30 pm Meet at the pool parking lot Sing along, cookies and bonfire to follow SLOA AGM November 25, 2015

3 e: SLOA Communications • As of 2013, all communications from SLOA are via email exclusively • This was done to reduce operating costs and minimize time required by SLOA board members to physically distribute paper-based communication • It is the responsibility of all SLOA residents to provide SLOA with an active email address • Email addresses collected by SLOA are not shared and all SLOA communications are sent out using blind carbon copy (bcc) SLOA AGM November 25, 2015

3 e: SLOA Communications (…cont. ) To contact SLOA, send an email to the SLOA email address – sloa@rogers. com Reasons to contact SLOA: • To submit a Design Review request • To register an up to date email address to receive communication To inform re: safety concern (eg. criminal activity, vandalism, suspicious behaviour, wild animals, etc. ) • To report lost and found items and pets • To report possible covenant violations (anonymity assured) All communications from SLOA are restricted to matters directly relevant to residents (solicitation – commercial or personal – is not allowed) SLOA AGM November 25, 2015

3 f: Welcome to Sunset Lakes Natalie & Marc Sauve Waterside Court Elizabeth & Andrew Summerton Sunset Blvd Dede & Jo Adamowicz Lakes Park Drive Zahra Mardy & Mohammad Razak Lakes Park Drive Kristin & Jad Debs Waterside Court Michael Daly Twin Lakes Ave SLOA AGM November 25, 2015

Item 4: 2015 Financial Report Budget 2015 Projected to year end Income Operating Expenses Administration & General Gardens and Landscape Pool Operations Lake Operations Community Events Repairs and Maintenance (other) Tennis Court Maintenance Total Operating Expenses 64, 900 65, 945 4, 640 12, 800 13, 600 15, 700 1, 500 8, 100 57, 840 4, 134 10, 865 13, 116 13, 716 1, 577 0 8, 021 51, 429 Net Income/(Loss) $7, 060 $14, 516 SLOA AGM November 25, 2015

2015 Financials: with Capital Projects Budget 2015 Projected to year end Income 64, 900 65, 945 Total Operating Expenses Net Income/(Loss) 57, 840 7, 060 51, 429 14, 516 15, 000 20, 000 16, 262 4, 045 20, 307 $(12, 940) $(5, 791) Capital Projects: Pool Fence Landscaping of playground & beach Total Capital Projects Net Income/(Loss) after Capital Projects SLOA AGM November 25, 2015

Financial Motions for 2015 Motion: To approve the 2015 financial report as presented. Motion: To approve the Sunset Lakes Owners’ Association NOT appointing an auditor to audit the 2015 financial statements. SLOA AGM November 25, 2015

Item 5: Amenities Replacement and Enhancement Committee (AREC) AREC makes recommendations to the SLOA Board for consideration and ultimate approval. AREC Members Mandate: • 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 projects 4. 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 SLOA AGM November 25, 2015 • • • Sandi Bonini (SLOA Board Member) Heather Counsell Jon Lundstom Lesley Rideout (SLOA Board Member) Rob Vastag (SLOA Board Member) Dan Weslake (SLOA Board Member) Donna Wilson MORE ARE WELCOME!!

AREC Projects and Priorities • 2014 – Play structure replaced – Pool house roof replaced • 2015 – – – Pool fencing replacement Tennis Court Repairs Pool furnace replaced (unplanned) Tranquil Gate Entrance Sign: research and evaluation Financial Forecasting Exercise • 2016 – – – No major projects planned for 2016 compared to 2015 and 2014 Minor repairs and maintenance (miscellaneous items) Potential increased security features at pool (i. e. keys / locking system) Tranquil Gate Entrance Sign: quotes and design options Refinement of Financial Forecasts SLOA AGM November 25, 2015

SLOA AGM November 25, 2013

AREC Financial Forecast (Preliminary) • • Sandi Bonini (accounting background) and Rob Vastag (planning background) completed a high-level financial forecast to determine adequacy of reserves and annual dues 25 year forecast (represents expected lifespan of major infrastructure) Replacement of the following major infrastructure: – Concrete pool and pool deck – Play structure – Pool House Shingles – Tennis court (2) surface treatment and fence – Pathway resurfacing – Entrance signage Preliminary results indicate that incremental increases will be required to our annual fees in order to cover lifecycle cost of infrastructure and amenities SLOA AGM November 25, 2013

Item 6: 2016 Annual Budget Income 68, 750 Operating Expenses Administration and General Gardens and Landscape Pool Operations 5, 000 12, 800 13, 500 Lake Operations Community Events 15, 700 Repairs and Maintenance (other) Pool Security Total Operating Expenses Net Income/(Loss) after Operations Allocation to the reserve fund 1, 500 5, 000 (6, 345) Net Contribution/(Draw on Reserves) $6, 905 2, 000 SLOA AGM November 25, 2015 55, 500 13, 250

2015 -2016 Budget Comparison Budget 2015 Budget 2016 Income 64, 900 68, 750 Operating Expenses Administration and General Gardens and Landscape Pool Operations Lake Operations Community Events Repairs and Maintenance 4, 640 12, 800 13, 600 15, 700 1, 500 5, 000 12, 800 13, 500 15, 700 2, 000 1, 500 Tennis Court Maintenance 8, 100 0 0 57, 840 7, 060 (6, 345) $715 5, 000 55, 500 13, 250 (6, 345) $6, 905 Pool Security Total Operating Expenses Net Income/(Loss) after Operations Allocation to reserve fund Net Contribution/(Draw on Reserves) SLOA AGM November 25, 2015

Reserves • We normally contribute 10% of total income to the reserve fund each year. • At the end of 2015, the reserve fund is approximately $55, 000. SLOA AGM November 25, 2015

2016 Fees due February 29 th • 2016 fees are $450 (no increase for the 2016 year) • A late fee of $50 will be accessed for all residents that are unpaid on March 1 st • Leave a post dated cheque here tonight • Or e-payment is now available for your convenience Email to: sandi@boninitax. com • Mail your cheques to: 6798 Lakes Park Drive, Greely, K 4 P 1 M 6 SLOA AGM November 25, 2013

Item 7: Volunteers Make the Community SLOA AGM November 25, 2015

More Volunteers needed • We will require 2 -3 people to oversee Lakes and Ponds • We will require 1 person to join the board as secretary • Plus ongoing volunteers to maintain and upkeep trails and walkways SLOA AGM November 25, 2015

Item 8: Election of the Board for 2016 SLOA AGM November 25, 2015

Item 8: Slate of Board members for 2016 • • • Rob Vastag Sandi Bonini Lesley Rideout Dan Weslake Bill Rideout* Rima Markunas * Non-voting member

Item 9: Q and A session • Questions from the floor SLOA AGM November 25, 2015

Draw for prizes SLOA AGM November 25, 2013

Item 10: Motion to adjourn the meeting SLOA AGM November 25, 2015

Thank you all for coming! SLOA AGM November 25, 2015