Horne Lake - Owners, Strata Plan VIS 5160 2020 Annual General Meeting Agenda “The Horne Lake Community is committed to a safe, pristine/natural, family oriented, recreational area that embraces sustainable environmental stewardship” Wednesday, June 24, 2020 VIA RESTICTED PROXIES From Government of British Columbia – “NEW: Effective May 29, 2020, strata corporations have an additional two months to hold a general meeting in a provincial or local state of emergency. Effective April 15, 2020, all strata corporations can now hold electronic meetings and hearings including Annual General Meetings”. The Meeting was conducted through Microsoft Teams. COUNCIL MEMBERS IN ATTENDANCE: Susan Lucas, Bob Dendoff, Jason Zimmermann, Heather Clarke, Val Desharnias, Pat Brebner, Wayne Recker, Brian Laviolette, James McKerr John Pray, Strata Property Manager REGRETS: Shirley Meads 5:01 p.m. President Susan Lucas (105) called to order the AGM of the Owners Strata Plan No. VIS 5160 CALLING THE ROLL There were 156 by restricted proxy. 134 is needed for a quorum. We have a quorum and the meeting can proceed. CERTIFYING OF PROXIES Proxies were verified by John Pray and Jason Zimmerman. FILING PROOF OF NOTICE OF MEETING President Susan Clarke asked John Pray for filling proof of Notice of Meeting. John Pray confirmed the notice of meeting of the owners of Strata Plan No. VIS 5160 was mailed to 75 owners at the Qualicum Beach Post Office on Wednesday June 3, 2020 at 1:33 pm. For the owners who have agreed to receive Strata correspondence and notices of meetings by email, 1 those emails were sent on Wednesday June 3, 2020 at 12:56 pm. This complies with Notice of Meeting Requirements, Sections 45 and 61of the Strata Property Act and Bylaw 18(2) of the Consolidated Bylaws, Owners Strata Plan VIS 5160. Owners Strata Plan VIS 5160 Approval of Agenda MOTION: Moved by Brian Laviolette (350) and seconded by Valerie Desharnais (25) to approve the Agenda. CARRIED Approval of the Minutes of the April 27, 2019 Annual General Meeting MOTION: Moved by Valerie Desharnais (25) and seconded by Brian Laviolette (350) to the Minutes of the April 27, 2019 Annual General Meeting. CARRIED Committee Reports • President’s Report • Bylaws Committee • Common Property • Forestry • Depreciation Report • Cabin Watch • Communications Committee • Natural Resources Management • Feral Cats Treasurer’s Report • Approval of the Financial Statements Year Ending Jan. 31, 2020: • Appointment of Auditors for 2020-21 • Horne Lake Resort Corp. Year Ending January 31, 2020 • Horne Lake Group Combined Financial Statements, for information Insurance Report and Insurance Declarations New Business Resolution No. 1 Special Levy to fund Horne Lake Resort Corp for the period April 1, 2020 to March 31, 2021 2 Approval of the Budget - Heather Clarke, Treasurer Strata Budget April 1, 2020 to March 31, 2021 Election of Strata Council Terminate meeting President’s Report – Susan Lucas Horne Lake Group - President’s Report – Susan Lucas As social distancing and self-quarantining become the norm in the fight against COVID-19, I hope you and your circle of family and friends are safe. We are fortunate to be owners at Horne Lake, a piece of paradise removed from the hustle-bustle and hysteria. What better place to self-isolate! Turning to regular business, 2019-2020 was a year of change in the operation of the Horne Lake Strata. We welcomed a new manager, John Pray, effective February 1, 2019 and after a period of transition, said a final good-bye to our long-time manager, Murray Hamilton, June 30, 2019. This was also my first year as president, after the privilege of having Paul Clarke as our Strata Council President for the past xxx years. Thank you again to Paul and Murray for their many years of service to our community. Wayne Becker and Heather Clarke were new faces on Council (special thank you to Heather who had only been an owner for 3 weeks when she joined Council - demonstrating you don’t need to be a long-time owner to contribute to Council). Thank you to Valerie Desharnais for her service on Council (2018-2020). Your council started its year with a Governance Workshop in May, facilitated by MNP Nanaimo, to provide a refresher on council/board conduct and overview of strata law. The Horne Lake Strata Council is a working board that gets things done through various sub-committees, the composition of which are determined at the start of each strata year. This year we held a ‘working meeting’ in October to give the committees focused time to brainstorm actions achievable in the current budget year as well as longer term needs included in the 2020-2021 budget. The various committee reports which follow detail 2019-2020 activities and accomplishments. Highlights: Wesley Bridge replacement delivered a higher quality bridge which will last for years New security fencing at the log sort installed to stop the increasing trend of illegal dumping we’ve been experiencing. Security needs aggressively reviewed; request for service issued/responses received. Unauthorized alterations and damage to common property by a small number of owners restoration completed by the owners. 3 Unauthorized activity (parking, alterations) in the riparian area putting our community at risk of losing the 15-meter setback provided by Development Permit 0120. (Without DP 0120 our setback would be 30 meters.) Emerging issue: RDN has advised our Strata Manager they will commence a review of zoning bylaw 500 in 2020 to bring clarity to the bylaw for both the public (our Community) and staff. RDN has committed to consulting directly with our community as the process unfolds. In addition to owners who serve on Council, there are several owners who contributed to our Horne Lake community in various ways in 2019-2020: servicing the fire pumps, keeping the Horne Lake Caves Road contractor accountable to their contract, cabin watch patrollers, to name a few. THANK YOU TO ALL OUR OWNER VOLUNTEERS who make our community better. I believe in contributing to my community and think every cabin owner should spend at least 1 year on council (and ideally three!) to understand the total asset attached to each lake property and why our Horne Lake Community is so unique. Where else does a lakefront cabin at an almost private lake come with its own private forest and untouched waterfront areas? Get involved in your strata! Our Council is best if we have diverse representation: all areas around the lake, new owners, long-time owners, full-time owners, seasonal owners. We also need diverse skill sets: physical maintenance, resource management, engineering (bridges, culverts, water management), legal, zoning, financial. What talent exists in your cabin family that could make our Horne Lake community even better? I look forward to new and returning faces on Council. See you on the water in 2020-2021. Susan Lucas, President Horne Lake Strata Council / Horne Lake Group Bylaws Committee – Chair Pat Brebner The bylaws committee responsibilities include: strata bylaws, enforcement and review; Strata Approvals for improvements on strata lots; Riparian Area Regulations, Regional District of Nanaimo liaison regarding zoning and development permits. Roles and Responsibilities of the Bylaws Committee Report to and take direction from the Strata Council. Develop, recommend, implement and evaluate policies for handling strata approvals and strata bylaw enforcement as required in the Strata Bylaws. Assist the Manager when required with Strata Approvals as outlined in the Strata Bylaws. 4 With the assistance of the Manager provide background to the Strata Council for their enforcement of reported Strata Bylaw contraventions. Review the annual Riparian Area Assessment Monitoring Report and make recommendations to the strata council. Review strata bylaws as necessary, and make amendment recommendations to council for their consideration and then presentation to owners at AGM. Approval Summary March 2019 to February 2020 2020 2019 2018 2017 2016 2015 Total Approval Requests 40 53 67 50 56 31 New Cottage 1 2 2 1 2 2 Deconstruct cottage 1 2 1 1 Cottage Renovations, additions 1 2 1 2 Accessory Buildings 5 5 8 4 3 2 Dock 4 8 8 5 4 7 Fence, Gate 2 3 5 1 Tree Removals 21 24 33 18 23 13 Driveway, Parking area 3 11 12 14 7 6 Foreshore remediation 1 1 1 1 Pump and haul tank installation 4 1 Trail to beach 1 6 Drainage remediation 1 Strata Owners continue to follow the approval process by contacting John first in regards to proposed changes on individual lots. 2019 Riparian Area Review On September 27, 2019 Adam Compton from EDI accompanied by Council Member, Wayne Recker, and John Pray did the annual boat tour of the lake. Adam compared photos of the foreshore and riparian area taken on the 2018 tour to the current conditions and noted any changes as findings for the 2019 RAR review report. The findings were provided to the Bylaws Committee and council for their review and to provide direction. Owners are contacted when significant changes without approval are noted and asked for an explanation. In some cases remediation or planting will be required. A copy of the Report is also shared with the RDN and Ministry of Environment. Annual Riparian Area Review Requirement – Important to Remind Owners The strata and strata owners have the benefit of an Alternative Approach to the application of the full Riparian Area Regulations “RAR” which was granted by the Provincial Ministry of Environment and Fisheries and Oceans Canada. This may be the only such agreement in the Province. The Alternative Approach allows for the application of Development Permit 0120 as an alternate approach to the RAR for Horne Lake strata owners. From the agreement letter: 5 “As a condition of our agency’s endorsement of DP 0120, we require an annual monitoring report prepared by an independent Qualified Environmental Professional to describe how setback criteria are being complied with.