Annual General Meeting November 30 2016 SLOA AGM
Annual General Meeting November 30, 2016 SLOA AGM November 30, 2016
Agenda • Introduction of the Board • Approval of Agenda • Approval of Minutes from last AGM • 2016 Annual Report • 2016 Financial Report • 2017 Amenities • 2017 Annual Budget • Election of 2017 Board SLOA AGM November , 2016
Item 1: Introducing the Board of 2016 • • • Rob Vastag Sandi Bonini Lesley Rideout Dan Weslake Bill Rideout Nikki Freeth
Item 2: Motions • Motion: to approve the 2016 SLOA AGM agenda • Motion: to approve the minutes from the AGM held November 25, 2015 SLOA AGM November , 2016
Item 3: Annual 2016 report Year in Review SLOA AGM November , 2016
3 a: Lakes and Ponds Thanks to Dennis Thomasson Lab Results 2015 / 2016 Program (a) educate and encourage healthy practices; (b) monitor – lab results – E. coli, nitrates and phosphorous; (c) remove as much plant material as possible by individual owners; raking; (d) ODS removal; (e) oxygenate; (f) treatment; SLOA AGM November , 2016
3 a: Lakes and Ponds • Lakes – aesthetic recreational storm water functions; • Need new participation and representation from all ponds. Implement a campaign to create greater awareness and address the specific needs of each pond. • Tentatively schedule informal meeting SLOA AGM November , 2016
3 b: Community Pool and Common Areas • We had another successful summer at our community pool • Opened early May due to great weather and outstanding effort of community volunteers. SLOA AGM November 2016
3 b. Community Pool and Common Area Work achieved • Old wading pool cover removed by volunteers • New signage for pool (required by City of Ottawa) • Created more shady areas for residents around pool deck and playground • Planted some trees to replace deadfall and enhance walkways, thanks to volunteers • New pump purchased after old one failed. • Minor plumbing repairs ($ 1200 ) • Again, no students hired this summer due to employment concerns. ($2, 500 re-invested into budget) SLOA AGM November , 2016
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 perennials • Entrances decorated for fall & holiday season • Solar lighting for Tranquil Gate entrance • Several dead trees removed from Sunset Lake walking trail by volunteers • FWI awarded 2016 summer grass cutting contract SLOA AGM November , 2016
3 b: Pool and Common Area Work planned for 2017 • Repair pool deck surface • Continued modification to entrance flowerbeds • Repair basketball area • Repair Volleyball area • Continued closure of wading pool (permanent or another temp. cover ? ) • Beach Area machine groomed and maintained by volunteer SLOA AGM November , 2016
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. . Beyond 3 wks. SLOA AGM November , 2016
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). • Internet safety course with the Ottawa police • Welcome summer Pool party -First Friday of Summer Holidays • SLOA ‘Dive-in’ Family movie nights presented at the pool. • TGIF with potluck meals, usually the first Friday of the month SLOA AGM November , 2016
3 d: Community Events and Social Activities • Annual sleigh ride – offered horse drawn sleigh 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 2017 at our community events SLOA AGM November , 2016
Holiday Sleigh Ride Friday, Dec. 16 th at 6: 30 pm Meet at the pool parking lot Sing along, cookies and bonfire to follow SLOA AGM November , 2016
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 , 2016
3 e: SLOA Communications 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 (i. e. 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 , 2016
3 f: Welcome to Sunset Lakes Natalie and Marc Sauvé Elizabeth and Andrew Summerton Joe and Dede Adamowicz Zahra Mardy and Mohammed Razak Kristin and Jad Debs Michael Daly Emily and Mike Pranger Monique Lacasse SLOA AGM November , 2016
Item 4: 2016 Financial Report Budget 2016 Projected to year end Income Operating Expenses Administration & General Gardens and Landscape Pool Operations Lake Operations Community Events Repairs and Maintenance (other) Pool Security Total Operating Expenses Allocation to the Reserve Fund 68, 750 62, 180 5, 000 12, 800 13, 500 15, 700 2, 000 1, 500 5, 000 55, 500 (6, 345) 3, 891 12, 492 13, 468 14, 514 1, 295 854 0 46, 514 (6, 345) Net Income/(Loss) $6, 905 $9, 321 SLOA AGM November , 2016
Financial Motions for 2016 Motion: To approve the 2016 financial report as presented. Motion: To approve the Sunset Lakes Owners’ Association NOT appointing an auditor to audit the 2016 financial statements. SLOA AGM November , 2016
2017 Amenities • Mandate of AREC (Amenties Review & Enhancement Committee) • Past, Present and Future AREC projects • Presentation regarding the wading pool @ SLOA community pool • Other related discussion) SLOA AGM November , 2016
Item 6: 2017 Annual Budget Income Operating Expenses Administration and General Gardens and Landscape Pool Operations Lake Operations Community Events Repairs and Maintenance (other) Pool Security Tennis Courts Wading Pool Total Operating Expenses Net Income/(Loss) after Operations Allocation to the Reserve Fund Net Contribution/(Draw on. SLOA Reserves) AGM November 25, 2015 64, 550 5, 000 12, 800 13, 500 15, 700 2, 000 1, 500 5, 000 3, 000 7, 500 66, 000 (1, 450) (6, 345) $(7, 795)
2016 -2017 Budget Comparison Budget 2016 Budget 2017 Income 68, 750 64, 550 Operating Expenses Administration and General Gardens and Landscape Pool Operations Lake Operations Community Events Repairs and Maintenance 5, 000 12, 800 13, 500 15, 700 2, 000 1, 500 Tennis Court Maintenance 0 3, 000 5, 000 Pool Security Wading Pool 0 Total Operating Expenses 55, 500 Net Income/(Loss) after Operations 13, 250 Allocation to reserve fund (6, 345) SLOA AGM November 25, 2015 Net Contribution/(Draw on Reserves) $6, 905 7, 500 66, 000 (1, 450) (6, 345) $(7, 795)
Reserves • We normally contribute 10% of total income to the reserve fund each year. • At the end of 2016, the SLOA reserve fund is approximately $60, 000. • At the end of 2017, the SLOA reserve fund is projected to be valued at approx. $ 67, 000. SLOA AGM November 25, 2015
2017 SLOA Maintenance Fee due January 1 st • 2017 fees are $450 (no increase for the 2017 year) • Starting January 2 nd, 2017, a late fee of $50 will be assessed against any property with unpaid fees. If fees remain unpaid, a further penalty of $20 per month will then be assessed for the next three months Available Payment options: • Leave a post dated cheque here tonight; • Submit an e-payment - now available for your convenience Email to: sandi@boninitax. com; • Mail your cheque to: 6798 Lakes Park Drive, Greely, K 4 P 1 M 6; • Drop off your cheque in the white mailbox at 6881 Lakes Park Drive. SLOA AGM November 25, 2013
Item 7: Volunteers Make the Community • All Board members are all volunteers • Volunteers can sit on special committees • Roughly 10 -15% of residents volunteer You can help keep Sunset Lakes beautiful with: Lakes clean up Walking trails Tidying up at the pool area Community events SLOA AGM November, 2016
More Volunteers needed • We will require representatives from each lake to serve on the Water Quality Committee (Friends of the Lakes) • We will require 1 person to welcome new residents SLOA AGM November , 2016
Item 8: Election of the Board for 2017 SLOA AGM November , 2016
Item 8: Slate of Board members for 2016 • • • Rob Vastag Sandi Bonini Lesley Rideout Dan Weslake Bill Rideout* Nikki Freeth * Non-voting member
Item 9: Q and A session • Questions from the floor SLOA AGM November, 2016
Item 10: Motion to adjourn the meeting SLOA AGM November , 2016
Thank you all for coming! SLOA AGM November , 2016
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