SCCC

Sunshine Community Co-Operative Club (SCCC)

27 June 2009

PRESENT:  Doug Cavanagh (Chair), Don Low, Walter Rawlinson, Kathleen Wallden (Recorder)

REGRETS:  Mernie Jacobsen, Garry Vath

GUEST:  Charlotte Rawlinson (present for specific portions only of meeting)

M I N U T E S

Sunshine Community Co-Operative Club (SCCC)

6 June 2009

PRESENT:  Doug Cavanagh (Chair), Garry Vath, Mernie Jacobsen, Don Low, Norm Keller, Kathleen Wallden (Recorder).

ABSENT:  Walter Rawlinson

M I N U T E S

Sunshine Community Co-Operative Club (SCCC)

2 May 2009

M I N U T E S

Present:  Doug Cavanagh (Chair), Mernie Jacobsen, Don Low, Garry Vath, Kathleen Wallden (Recorder)

Regrets:  Walter Rawlinson

Sunshine Community Co-Operative Club (SCCC)

2 May 2009

M I N U T E S

Present:  Doug Cavanagh (Chair), Mernie Jacobsen, Don Low, Garry Vath, Kathleen Wallden (Recorder)

Regrets:  Walter Rawlinson

MINUTES OF A MEETING OF THE BOARD OF DIRECTORS

SUNSHINE COMMUNITY COOPERATIVE CLUB

HELD APRIL 4, 2009, 10 A.M.

IN THE RECREATION CENTRE LIBRARY

Present:  Directors: Walter Rawlinson, Don Low, Doug Cavanaugh, Garry Vath

                Visitor: Joyce Low, Acting Secretary

1.            Call to Order:

               Walter Rawlinson agreed to serve as Chairman

2.            Approval of Agenda:

                Agenda was approved as presented, with the addition of item 5.7 – Resignation of           member received.

3.            Approval of Minutes:

               The minutes of 7 February and 7 March 2009 were accepted as presented, with the following amendment:

Moved, Seconded and Carried:

That the minutes of February 7 and March 7, 2009 be accepted as presented, with the following

amendment – Personal names appearing in the minutes be deleted, and substituted by the word

‘member’. 

It was recommended that in future minutes personal names be substituted by the

word ‘member’.

4.            Business Arising:

   4.1       Facility Manager:

   4.1.1    Float – Letter to Previous Manager

               A letter of request has been sent to the previous manager, followed up by a second  request.  A third request will be sent, to be followed up by enlisting the aid of a  collector.

   4.1.2    Job Description:

               This has been circulated by email.

   4.2       Canada Day Celebration – Use of Recreation Centre

               A letter from the Ratepayers Association was read at a previous Directors’ meeting, requesting the use of the Recreation Centre and all facilities, on Canada Day.  A copy of this letter was not placed on file, to accompany the minutes of the meeting when it was read.  A letter will be sent to the Ratepayers Association, requesting a copy of this letter, for the SCCC files.  A draft letter of response was circulated to the Directors, which was approved, subject to the following amendment:

Moved, Seconded and Carried:

That the phrase, “or paid rentals” be deleted, the word ‘certain’ be added to

and that Doug Cavanaugh be authorized to send a copy of this response letter to the Ratepayers

Association, once a copy of the request letter is received for the SCCC files.

   4.3       Collection Agency – Carried Forward

2.

   4.4       List of Events’ Dates:

               A list of proposed SCCC dates and events has been distributed for consideration.

               Changes were approved, as follows:

               April 13, Mon – Easter Monday – 10am – Pancake Breakfast – To be deleted.

               May 18, Mon – Victoria Day – 10 am – Pancake Breakfast – To be added

   4.5       H94 – Trailer – Report:

               Don Low reported that this trailer has never been licensed or registered.  ICBC has agreed to license it, if we pay the fee ($500-700.00) to get this trailer transferred to the name of SCCC.  The trailer could then be liquidated, to realize the cost of the fees owing and other costs. Don Low to continue research of this item. 

   4.6       Update for recreation dues in arrears: 

               A member was informed of his responsibility, and has paid accordingly.

   4.7       Satellite Dish/Telephone – Library

               The need for a telephone in the games room was discussed.  Item forwarded.

   4.8       Member’s proposal re Catch up on Fees:

               This item covered in item 4.6.

   4.9       Buillding Inspector Insurance – Item forwarded to May Directors’ meeting.

   4.10        Confidentiality Agreement:

               Has been distributed by email.  Item forwarded to May Directors’ meeting.

5.            New Business

   5.1       Acceptance of Board Member’s resignation (Martin Pow):

               Directors accept with regret his resignation.

   5.2       Fire Alarm Annual Test and Invoice:

               Doug Cavanaugh will research and report on alternate fire testers.

Moved, Seconded and Carried:

That the invoice for annual fire alarm testing be approved for payment.

   5.3       Insurance Policy Renewal:

               Report received from Don Low, who will follow up with a view to renewal of policy        at the same rate.

   5.4       Green Tags Renewal:

               A quantity of Green Tags has been ordered, and are available for sale.

   5.5       Newsletter or Schedule of Events for April 15^th billing:

               Walter Rawlinson will contact Meyers Norris Penny to arrange for an insert with the April 15 2009 billing.

   5.6       Reminder Billing by MNP:

Moved, Seconded and Carried:

That Walter Rawlinson contact Meyers Norris Penny, to authorize them as follows:

For Members in arrears of $50.00 or more:

a)  Extra billings will be sent - three per year, in March, July and November; these ‘mid billings’ to cost approximately $125.00 per billing.

b)  A Service Charge of $10.00 will be added to the total owing on each invoice, for each additional billing required.

   5.7       Resignation of member received:

               The resignation on file is recognized, and the member will be sent a letter of  acknowledgment.

Sunshine Community Co-Operative Club (SCCC)

Board Meeting

7 March 2009

Present:     Doug Cavanagh (Chair), Walter Rawlinson, Don Low, Mernie Jacobsen, Martin Pow, Kathleen Wallden (Recorder)

Regrets:     Garry Vath

M I N U T E S

1.       Call to order:  Doug Cavanagh to Chair.

2.      Approval of Agenda:

Addition:  5.8 Confidentiality Agreement

MOTION:  to approve agenda

MOVED:  Don Low                     SECONDED:  Martin Pow                      CARRIED

3.      Approval of Minutes – 7 February 2009:

Agreed, by consensus, to defer approval of minutes.

4.      Business Arising:

4.1             Facility Manager:

4.1.1    Float – Letter to Previous Manager:  A letter dated 27 Feb. 09, was sent to the previous Facilities Manager, advising that there did not appear to be receipts covering the $300 advance float.  Letter requested clarification of the situation.   If no response within 21 days, Doug will follow up and report back at the April meeting.

4.1.2    Job Description:  Copies of the job description were circulated.  It was reported that the Facility Manager has approval to work directly with the Board’s VP re expenditures.  This will eliminate the need for the Manager to seek out every member of the Board.  Members to review the job description and, if any questions, bring them to the April meeting.  Recorder to reformat the description, using a larger font and to add:  Manager to have a $200 cash float and permission to spend up to $300 without prior Board approval in appropriate situations.

4.2             Canada Day Celebration – Use of Recreation Centre:  Mernie submitted a letter, to the SCCC, from the SVRA which was read aloud and requested use of the SCCC facilities on June 27^th for a Canada Day celebration.  The SVRA has submitted a grant application to help offset costs, i.e. crafts’ people, speakers, etc.  The letter requests the use of the auditorium, kitchen, games’ room, washrooms and parking lot.

Discussion took place regarding being part of the celebration and for amending ties within the Valley which everyone agreed would be a good thing.  On the other hand, there are security issues as the facility would be open to the general public and to people who have chosen not to be SCCC members.  A major concern was insurance coverage.  It is the understanding of the SCCC Board that the SVRA is not a recreation association and, as such, social gatherings should be the responsibility of the SCCC.

MOTION:  that in response to the letter from SVRA, the request for use of the SCCC facilities is declined based on the following reasons:

·                       Insurance complications to the existing policy

·                       Security issues, i.e. theft, vandalism, increased health and safety            issues

·                       SCCC is not entitled, as a private club, to participate in grant funded      activities

·                       Rental policies prohibit rental of the SCCC facilities to any            organization other than for meetings only

·                       SCCC is the recreation and social club for the Valley

·                       SVRA is the advocacy group for the Valley’s taxpayers’ concerns

         MOVED:  Doug Cavanagh        SECONDED:  Martin Power              CARRIED

4.3            Collection Agency:  Doug reported that he is compiling files and the history of the Club for submission to collection agencies.  Doug and Walter will continue working on this and will supply Board members with details of their preferences (two agencies will be used).  Members to receive information by email and agencies to be contacted by April 1^st.      

4.4            List of Events’ Dates:  Walter reported that he has made up a list of the usual yearly events, based on last year’s activities.  List to be sent to Board members by email.  It was suggested that the AGM be October 3^rd this year to avoid the long weekend.  SCCC’s Board meetings will be the first Saturday of each month, when possible.

4.5             H94 – Trailer:  Waiting for transfer papers from the Bailiff.  Don will contact the Bailiff and ask for an update on situation.

4.6             H81:  Clarification was given that membership in the SCCC is a requirement of the lease arrangements in Huckleberry.

4.7             Satellite Dish/Telephone – Library:  Members were asked to consider this as to feasibility and also financially.  Carried forward to April meeting.

4.8             St. Valentine’s Day Dance – Report:  Doug reported that there were 36 people in attendance (three guests and about six children).  There was no 50-50 draw.  We cleared $100.00.

Walter excused himself from the meeting due to another commitment.

5.      New Business:

5.1             Missed Mortgage Payments:  Doug reported that, due to an error on the part of the accounting firm, some mortgage payments were missed.  A lump sum payment was made to bring us up to date.

5.2           Collaboration Ideas for SVRA/SCCC           :  see 4.2’s discussion.

5.3           Tiling of Washrooms in Recreation Centre:  Member advised that there are enough tiles left over from tiling the real estate office to redo the washroom floors.  (A Member) has offered to donate a similar amount of tiles so that both washrooms could be done.  (Member) also offered the labour/expenses (approximately $700) to be paid in lieu of club fees.

MOTION:  to accept (Members) generous proposal to tile the washrooms’ floors as outlined above and to request that it is completed ASAP, no later than Victoria Day weekend (May).

MOTION:  Don Low         SECONDED:  Martin Pow               WITHDRAWN

Discussion took place as to adding a second cubicle in the ladies’ room, a door on the existing cubicle and another urinal in the men’s room.  At this time, the club is not in a financial position to install the extra equipment and rather than having to tear up the new tiles at a later date, it would be better to delay this work.  The Board appreciates (Members) offer.  We can store the tiles in the real estate office until such time as the financial situation improves.  In the meantime, a curtain will be installed across the cubicle in the Women’s washroom.  Motion withdrawn at this time.

5.4           Yoga Classes (Tuesday Nights, Library):     Member reported that a paying    club member would like to use the Library for yoga classes.  She will pay $10 per use, based on an eight week trial basis.  This activity would be restricted to SCCC members.

MOTION:  to approve use of the Library for yoga classes on a trial basis.

MOVED:  Martin Pow             SECONDED:  Don Low                    CARRIED

5.5             Member’s Proposal re Catch up on Fees:  Don to contact member for more information and to ascertain nature of work done in the Valley.

5.6             Election/Appointment of Secretary to Board:  The resignation of the Board’s secretary has been accepted.

MOTION:  to elect Kathleen Wallden as secretary to the Board.

MOVED:  Doug Cavanagh    SECONDED:  Martin Pow                  CARRIED

5.7             Building Inspector Insurance:   Member requested clarification around the $2,000 expenditure regarding building inspector insurance.  It was explained that, several years ago, the FVRD cancelled five by-laws within Sunshine Valley, one of which was the requirement to have a building inspection of new structures.  SV Development took back the responsibility and the club pays $0.50/month/member for insurance (which works out to be $2,000/year).  Carried forward to next meeting for more information/clarification/discussion.

5.8             List of Board Members’ Phone Numbers:  Member requested that Board members have access to each others’ home/cabin phone numbers.  Members completed a form which will be emailed to members.   Garry’s info to be supplied at a later date.

5.9             Confidentiality Agreement for Board Members:  Kathleen to obtain and email an agreement for Board’s perusal.  Don has an existing document which may be used.

6.      Adjournment:  as we are having difficulty completing the meetings in two hours, the April meeting will be scheduled for three hours.  Adjourned at 2 p.m.

Next meeting:   Saturday, 4 April 2009 -   10 a.m. to 1 p.m.

Please send agenda items to Kathleen by March 30^th.  As Kathleen will be away on April 4^th, a volunteer is needed to record the minutes.

Sunshine Community Co-Operative Club (SCCC)

Board meeting- February 7, 2009, 10am

Held in the Recreation Centre library

Present:

Linda Berg                             Don Low

Doug Cavanagh                    Martin Pow

Walter Rawlinson                  Mernie Jacobsen

Kathleen Wallden

Regrets:

Garry Vath

     Walter volunteers to chair the meeting.

History of SCCC by Don and Walter. Dennis requests to record the meeting. There are no objections.

Martin -Questions for Dennis:

-How long in the role? Do you get paid for the position? What is the mandate of the APC? (Advisory Planning Commission) Do you have any news for us?

Dennis- I have been in the role since November. Yes I get paid for it, $9,000 a year. Not certain of the mandate of the APC. You should be getting high speed internet soon.

Walter brings up the hockey boards. Discussion about the history of the hockey boards.

Dennis recommends that the SCCC join the Ratepayers Assn. in order to access funding.

Martin- I suggest that Garry and myself be the messengers from the SCCC, at the Ratepayers meetings. 

Discussion with Dennis about the SVDL and development in Sunshine Valley.

Dennis leaves the meeting at 11:50am.

SCCC continues on with their agenda.  

There are no corrections to the minutes.

Kathleen- Move to accept the minutes of Jan 10,2009

Don- Seconds the motion

Motion carried by consensus

a)     Hockey boards- - Walter- The hockey boards have been moved to different part of SCCC space.

b)     Rental space-Walter- Shayne is now utilizing the additional space

c)      Ice rink-Walter- It was a success while it lasted. It was being used. It melted away. Ice doesn’t stay on the pavement very well. Will set it up again if it gets cold enough out.

d)     Meeting with Arne Zabell-Doug- Arne is not in good standing with the SCCC. Does not see the purpose of meeting with him.

     Walter- Mernie, Garry and Martin attended the Ratepayers meeting.

     Mernie- Arne requested that I be the bridge between the SVRA and the

     SCCC.            

e)     Lawyer invoice-Don- I settled the $705.60 invoice for $400.00 with the lawyer, Grossman & Stanley business lawyers. I wrote him a cheque out of my own pocket.

Don- I was also given an invoice from M. Grondin Plumbing & Heating, dated Jan 19,2008. The invoice was for $799.13 for a returned hot tub broiler. The invoice includes labour and restocking fee. I settled the invoice for $620.00 cash. I submitted this on Nov 15, 2008 to Walter, and I have not been reimbursed yet.

Martin- Move that Don’s expenses are reimbursed to him by the SCCC.

Kathleen- Seconds the motion

Motion carried by consensus

Discussion about facility manager expense limit and process for purchases.

Walter- the facility manager has a spending limit of $300.00. Any other purchases above that amount, I run by Doug first.

Action item:

Walter is to distribute the job description of the facility manager to all board members.

f)        Outstanding motion from Dec 6th, 2008-Linda

Walter made a motion at the Dec 6, 2009 meeting that was tabled. The motion was in regard to writing off the cash float from the previous facility manager.

Request whether he wants to withdraw the motion, or vote on it.

Walter- I withdraw my motion from Dec 6, 2008.

Discussion about $300.00 in receipts/cash float from previous facility manager. The board had requested that Doug have MNP of Meyers Norris Penny, write a letter to the previous manager about the cash float and also her statement to Doug that she resigned from the SCCC. No board members know of her resignation. This has not been don’t yet.

Action item:

Doug to speak with Cathy and have her write the letter. 

g)     Update on secure access controls- Martin

Martin- I was annoyed because in the summer there were people who don’t even live here, in the outdoor pool.

Discussion about using a door knob with a combination code.

Walter- It is not time sensitive. Someone can go in at 2am.

Discussion about having a limit on the number of tags that is allowed, per person/lot.

Don- I think 10 tags as a maximum.

Discussion about also putting a padlock or deadbolt on that would be locked up at the end of pool hours. 

Action items:

1) Put in the next newsletter, re: green tags must be worn -Linda

2) Continue monitoring tag use- Doug & Walter

3) Big sign to be posted about the mandatory use of green tags- Walter

h)     Resignation letters- Doug

1) Robert & Brenda Bowers- Notice of resignation written on the cheque from

the Bowers.

Walter- I move to accept the resignation of Robert & Brenda Bowers.

Mernie- I second the motion

Motion carried by consensus

2)Resignation from Huckleberry. (Name illegible on handwritten letter)

        Discussion about resignations from Huckleberry as they are on a

   lease. Discussion about the court case.

  To date there are three people who reside in Huckleberry, that have    resigned from the SCCC.

It is agreed upon that any further action on the resignation from Huckleberry, will be tabled until the next meeting.  

i)        SVDL mtg. re: H94-Walter

Walter met with SVDL. He discussed the SVDL allowing the SCCC, to lay claim to the trailer from lot H94, in order to sell it and recover the approximately $1,300.00 owed to SCCC, in back dues. SVDL agreed. After the SCCC has sold the trailer and recovered their $1,300., they will return the balance of the funds to the bailiff. 

    Current bank balance $12,702.48.

     Collections- Doug provides information on collection agencies.

Discussion about how to proceed with choosing an agency.

Don- suggest we pick the worst five offenders and give them to an agency as a trial basis.

There have not been any outstanding dues collected.

Action item:

It is agreed that the board is to review the collection agencies and email Doug with their feedback and suggestion for an agency.

Walter is to help Doug out with confirmation of people with outstanding debt.  

Mernie- Please provide your reasons why you chose an agency.

Walter- I would like the SCCC to think about getting a satellite dish for the TV and phone for local calls only.

Questions: How long will it take to get a phone line? Most new community members have to wait five months. (would need to get on the wait list)

Will the library be open for watching events such as the Olympics?

Walter- Yes.

  Walter- I will try to find a dee-jay, otherwise I will do it. Aaron Harris is unable    to do it this year.

Set up is scheduled for Friday, Feb 13^th at 2pm.

Doug picked up decorations and tablecloths and donated them to the SCCC. Thanks to Doug for his donation. Doug also donating new padlock for the games room.

As discussed at the Jan 10^th board meeting, there were some issues with having teenagers in the games room, unsupervised, at the New Year’s dance. (see Jan 10,’09 minutes) Kathleen volunteers to wander in and out of the games room during the event.

   9 Events listing for Sunshine Valley business directory                                                                                                 

Discussion about putting ad in for the next Sunshine Valley business directory.

Ryan agreed to put the ad in the directory, at no cost to the SCCC.

Action item:

Walter volunteers to go through last years events and prepare listing of SCCC events for the directory. The deadline is March 1st for submissions.

Mernie- I was wondering if the SCCC is interested in doing a joint event this year with the SVRA.

Walter- The SCCC doesn’t usually do an event for Canada Day. The Ratepayers, in the past, have closed off Branch Bend road and had hot dogs and balloons.

Don- We will cooperate with the SVRA where we can.

Discussion about Canada day falling on a Wednesday this year, and if people who normally work during the week, will actually come up in the middle of the week.

Walter- I move that the SCCC agrees in principle to work together in putting on an event on July 1^st.

Don- Second the motion.   Mernie abstains due to conflict of interest

Motion carried by consensus..  

  Walter- I suggest that we do not have guests at meetings unless it has been discussed before at a board meeting

Next board meeting is Saturday, March 7th, 10am, in the Library.

Meeting adjourned at 2:00pm.

___________________________________________________________________

Sunshine Community Co-Operative Club (SCCC)

Board meeting- November 15, 2008 10am

Held at the home of Linda Berg, Lot P112

Present:

Linda Berg                             Don Low

Garry Vath                              Doug Cavanagh

Walter Rawlinson                  Mernie Jacobsen

Absent:

Kathleen Walldran

     Walter volunteers to chair the meeting.

Walter reads the minutes. Follow up of Oct 25 minutes:

a) Oct 25, 2008 meeting minutes

Walter- Moves to approve the Oct 25, 2008 minutes.

Gary- Second the motion

Motion carried by consensus.

Discussion- President, Vice President & Treasurer positions

Still need 3 executive positions filled.

b) Treasurer position

Walter- Moves that Linda is appointed as Treasurer.

Garry- Second the motion.

Discussion.

Don- Perhaps the Treasurer should also be a signer. I nominate Garry for Treasurer.

Linda- I second the motion and I withdraw my name for the position of Treasurer.

Motion carried by consensus

c) Vice President position

Walter- I move that Doug be the Vice President.

Linda- I second the motion

Discussion.

Motion carried by consensus.

It is agreed upon to leave the position of President vacant for now.

d) Outstanding membership dues & SCCC statements

Review of a copy of a typical invoice that goes out to members. It can be confusing as there are two different due dates listed on the invoice.

Walter- I move that Doug speaks to Meyers Norris Penny about getting the invoices corrected.

Don- Seconds the motion.

Motion carried by consensus.

Discussion about sending out invoices to all members with outstanding dues.

Board agrees by consensus that Walter is to request that Kathy Proctor of Meyers Norris Penny send out statements to all members with outstanding dues. The Secretary is also to send out letters to members with outstanding dues, and to advise them that their outstanding bill will be sent to a collections agency if payment is not received within 30 days.

Discussion about adding a third payment date for SCCC dues. It is thought that payments may be received more promptly if members are billed three times a year, rather than only twice a year.

Walter- I move to change the billing from two times per year to three times a year.

Mernie- I second the motion.

Motion carried by consensus 

Discussion about having members set up for direct withdrawal of the payments.

Walter- I move that Kathy from MNP find out the costs of having a direct withdrawal system set up for SCCC dues.

Don- I second the motion.

Motion passed by consensus.

Question asked if SCCC has a cash float.

Walter- Yes, float of $300.00. The previous facility manager did not turn in the float or receipts for the $300.00.

The board agrees that a letter be sent out by the Secretary, to the previous facility manager, about turning in the receipts, or the cash float.

New Business

Walter- SCCC has $1,827.05 in the bank.

Walter- Martin Pow had wanted to be on the board. I had invited him to attend this meeting.

There are four vacancies still on the board. 1 Huckleberry, 1 Sumallo and 2 for Meadow. 

Discussion about the possibility of installing a card lock system to the hot tub area and the Rec centre. Installation is approximately $3,000.

Action item:

Walter to put an information package together on a card system for the next board meeting.

Doug is requested to go by the hot tub on weekends and check for valid tags.

(green tag =members in good standing)

Outstanding Action items:

1. Walter to speak with Norm Keller about his interest in being on the board.
2. Walter to fix the hole in the tennis courts. 
3. Walter to do up packages for new board members. Don to bring copies of registered by-laws to Dec 6^th meeting.
4. New board members still need to be registered. Walter to show Linda how to do this.

Next board meeting Saturday, Dec 6^th, 10am at the Library.

Meeting adjourned at noon.

SUNSHINE COMMUNITY CO-OPERATIVE CLUB #14 ¡V 71737 MEADOWS ROAD SUNSHINE VALLEY HOPE, BC V0X 1L5

MEETING MINUTES FOR Saturday September 13, 2008

PRESENT: Rose Coburn, Doug Cavanagh, Jeane Britt, Don Low, Walter Rawlinson REGRETS: Brian Nokleby

1. „« Meeting called to order: 10:00 AM

1. „« Minutes of previous meeting read by Rose. Minutes approved 1st by Walter, 2nd by Doug

1. ƒæ Letters will be sent to M6, MH1 and C2 for service charges regarding the vandalism to the club facilities on the August long weekend. Credits will be given to M6 for $200.00 for lights he donated to the club. MH1will receive a credit of $300.00 for work he did to repair the damage to the recreational centre by his guests. C2 will receive a credit of $100.00 towards video games & equipment donated to the club.

1. ľ The new Facility Manager contract awarded to Charlotte and Walter Rawlinson and the Snow Clearing contract awarded to Shayne Rawlston were formally signed by the board of directors.

1. ľ Membership TAGS

New membership tags have been produced for the membership and their guests. These will be given out at the AGM meeting on October 11. Each member will receive 2 tags at no cost. Additional tags will be sold to members for $1.00 each.

1. ľ Rose made a motion that we send old outstanding A/R to a collection agency for collection. 2nd by Don Low, motion carried. This will be addressed after the October 11 AGM meeting.

1. ľ Walter made a motion that "A Guest" cannot be another lot owner (and/or family and guests of lot owner) who is not a member in good standing of SCCC. 2nd by Rose, motion carried.

1. ľ Don made a motion that we re-instate the "Review Board" 2nd by Rose, motion carried.

1. ľ Rose will put together a questionnaire to be handed out at the AGM to the members asking for comments and for volunteers to sign up.

SUNSHINE COMMUNITY CO-OPERATIVE CLUB #14 ¡V 71737 MEADOWS ROAD SUNSHINE VALLEY HOPE, BC V0X 1L5

MEETING MINUTES FOR Saturday, August 16, 2008

PRESENT: Rose Coburn, Doug Cavanagh, Jeane Britt, Brian Nokleby, Walter Rawlinson REGRETS: Don Low

1. „« Meeting called to order: 10:00 AM
2. „« Minutes read by Rose. Minutes approved 1st by Brian, 2nd by Doug

1. ESS asked if during an emergency they people could use the shower facilities in the pool house. We had a general discussion and made the following motion:

Motion made by Walter Rawlinson that the showers could not be used during an emergency for safety reasons. However the SCCC Rec Centre is available during an emergency. 2nd by Brian Nokleby, approved.

1. Jeane reported that we made a profit of 2500.00 from the August long weekend. Plus Don Low donated his winnings of just over $600.00 from the 50/50 ball drop to the club.

Thank you Don!!!

1. Jeane reported that we had $300.00 in bank fees due to the fact that Todd Eberts went to the bank and told them not to honor any of the cheques which had not cleared yet that he signed while he was vice-president of SCCC..

Walter made a motion that we send Todd Eberts an invoice for $300.00 to cover the costs of the banks charges to date. 2nd by Brian Nokleby, approved.

1. Jeane made a motion to renew the snow removal contract with no changes for one more year with Shayne Rawlston. 2nd by Brian, approved

1. Walter reported the details surrounding the vandalism which occurred on the August long weekend.

Walter made a motion that we would send fines to the individuals responsible. 2nd by Rose, approved.

1. We had a general discussion about the labor day long weekend¡¦s event. We decided that we would make this weekend a "Member Appreciation" weekend. We will not charge anything to the members ¡V only to guests.

We will have a hot dog barbecue and corn boil pool party on Saturday @ noon. We will have a dance and provide food for the members on Saturday night. On Sunday we will have the "flee market" which will be advertised in the local paper. We will discuss the next Annual General Meeting agenda and some rules we may need to have the members vote on at the next meeting on Saturday, September 13 @ 10:00.

___________________________________________________________

SUNSHINE COMMUNITY CO-OPERATIVE CLUB #14 ¡V 71737 MEADOWS ROAD SUNSHINE VALLEY HOPE, BC V0X 1L5

MEETING MINUTES FOR Saturday, June 14 PRESENT: Rose Coburn, Doug Cavanagh, Jeane Britt, Don Low, Brian Nokleby, Walter Rawlinson

1. „« Meeting called to order: 10:00 AM
2. „« Rose read the minutes of the July 12 meeting. Don Low motioned to approve minutes, Brian Nokleby 2nd ¡V Approved.
3. „« It was decided that Walter would be the new signing officers to replace Todd. Moved by Brian Nokleby and 2nd by Don Low ¡V Approved
4. „« RE: Todd¡¦s resignation ¡V Motion made by Rose to accept Todd¡¦s resignation , 2nd by Walter ¡V Approved
5. „« RE: Buttons ¡V If we cannot retrieve the buttons from Todd we will buy blank buttons ¡V Walter will take care of it.
6. „« Motion made to accept the lowest bid to remove 3 trees from SCCC property and pole swing from the playground by Brian Nokleby

Walter made a second motion to amend Brian¡¦s motion that we make sure that the trees are on SCCC property and that we accept the lowest bid to remove 3 trees (1 fir and 2 cedars) next to M16 on SCCC property. Seconded by Don ¡V Approved

1. „« Walter made a motion that we remove and replace rotting logs and the rotting swing pole at the same time the trees are being removed. Brian 2nd ¡V Approved
2. „« Global Estates made the offer that they would cover any shortfall if any for the cost of the Ken McCoy band.
3. „« Ken McCoy stage building to be done by Walter Rawlinson and Shayne Rawlston. Material to be donated by Kevin Harris.
4. „« We will cordon off the dance area with tape and have 2 entrances
5. „« Motion made by Walter Rawlinson to hire 2 security guards from Jeanne¡¦s Security company during the Ken McCoy dance between 8:00 PM and 1:00 AM. 2nd by Don Low ¡V Approved
6. „« Tickets will be sold at the dance by Jeanne and Rose
7. „« We will ask for help to set up the tables after the mud run.
8. „« Walter will sell pop and glow sticks at the dance to raise funds for SCCC.
9. „« Scott will be in charge of the kid¡¦s races on Saturday.
10. „« We will have a hot dog barbecue during the kid¡¦s races on Saturday and the mud run on Sunday.
11. „« Rose will discuss the purchasing of the food, drinks, etc. with Walter after the meeting.
12. „« Motion to give Scott $400.00 to purchase the prizes for the kids races by Brian, 2nd by Don ¡V Approved
13. „« Portable potties ¡V cost will be shared between SVDL and SCCC - 50% each.
14. „« Balls with be $5 each.
15. „« Motion to re-schedule the Saturday Pot Luck over to the September long weekend in order to not interfere with the Homecoming dance being held at the same time.

NEXT MEETING: Saturday, Aug 16 @ 10:00 AM

_______________________________________________________

SUNSHINE COMMUNITY CO-OPERATIVE CLUB #14 ¡V 71737 MEADOWS ROAD SUNSHINE VALLEY HOPE, BC V0X 1L5

MEETING MINUTES FOR Saturday, June 14

PRESENT: Andrew Bennett, Rose Coburn, Doug Cavanagh, Jeane Britt, Don Low, Brian Nokleby, Walter Rawlinson, Todd Eberts

1. „« Meeting called to order: 1:42 PM

1. „« Motion made by Brian Nokleby that Jeane Britte chair this meeting and declare the meeting as a legally constituted seconded by Doug ¡V motion approved.

1. „« Motion to appoint Don Low to board of directors of the SCCC representing Parkhill Village for the remainder of the term by Brian Nokleby, seconded by Rose ¡V motion approved.

1. „« Motion by Brian that Jeane Britte be appointed as the new president of SCCC for the remainder of this term, seconded by Doug, motion approved unanimously.

1. „« Motion to remove Todd as Vice-President by Rose, seconded by Jeane ¡V approved unanimously

(Todd Eberts attended meeting, discussed protocall, etc for 1/2 hour - said he could not be part of this organization and left immediately).

1. „« Motion by Jeane to appoint Don Low as Vice-President, Seconded by Brian ¡V motion carried and approved unanimously.

1. „« It was agreed that we will shut down the SCCC2008@LIVE.COM email address because it was noted that someone was forwarding email sent to the email address from SCCC members to other SCCC members who are not on the board of directors.

Walter Rawlinson asked to leave the meeting as the board had a general discussion and review of the applications submitted by Walter and Charlotte and two others for the "Facility Management position". Motion to award Walter and Charlotte the contract for another year as the Facility Managers for the SCCC made by Andrew Bennett, seconded by Doug Cavanagh. Motion approved unanimously.

1. „« Secretary to send letters to the other applicants with thanks for submitting their applications.
2. „« Letter to be sent to Andrew Kleaman to advise that he is disqualified to be a director due to the fact that he is not a member in good standing.
3. „« Secretary to send update to the superintendent¡¦s office in Victoria regarding the present Board of Directors in office for SCCC.

Next Meeting: Saturday, July 26 @ 10:00 AM in Library

______________________________________________________

SUNSHINE COMMUNITY CO-OPERATIVE CLUB #14 – 71737 MEADOWS ROAD SUNSHINE VALLEY HOPE, BC V0X 1L5

RESULTS OF THE SPECIAL GENERAL MEETING OF JUNE 29, 2008 & CLARIFICATION ABOUT THE "STORAGE" OF SKATEBOARD RAMPS ON SCCC PROPERTY

Andy Kleaman and Todd Eberts re-negotiated their own deal without board approval with Kevin Harris of SVDL to expedite a special general meeting for June 29, 2008 to decide whether or not the SCCC membership wanted to have a skateboard park in the upstairs of the SCCC Recreational Centre. Kevin Harris turned down the SCCC board’s proposal to temporarily store the equipment until we could negotiate and put together a proper proposal and send it to the membership to vote on. . He didn’t want to bring it to the valley in case it was turned down because he was going to give it to the City of Vancouver if we didn’t want it. Our original proposal is null and void once he turned it down and decided to enter into negotiations with Todd and Andy to expedite a general meeting to have the results determined up front. Now that the vote is in and it was voted against we have no other option but to abide by the membership’s decision NOT to have a skateboard park on SCCC property and NOT to store skateboard park equipment on SCCC property. Special General Meeting June 29, 2008

1. 1. The membership signed in and registered to vote.

1. 2. Kevin Harris presented the membership with his proposal of donating the skateboard part equipment and install a sports box.

1. 3. The Membership voted by secret ballot.

1. 4. Results

63 NO, 23 YES, 1 SPOILED BALLOT

____________________________________________________________

SUNSHINE COMMUNITY CO-OPERATIVE CLUB

#14 – 71737 MEADOWS ROAD

SUNSHINE VALLEY

HOPE, BC V0X 1L5

sccc2008@live.com

MEETING MINUTES

FOR

Saturday, June 14

PRESENT:  Andrew Bennett, Rose Coburn, Doug Cavanagh, Jeane Britt,

REGRETS:  Brian Nokleby, Andrew Kleaman, Todd Eberts

Ø      Meeting called to order:  3:00 PM @ Andrew Bennett’s house (because the library was already booked)

Discussion about the letter from Andrew Kleaman to Walter and Charlotte.  As well as the ultimatum given to the board from Charlotte because of the response letter from Andrew Kleaman.  The response email from Andrew was in response to an incident report that she sent to the board about an incident that happened to them while they were in the process of digging by hand for the propane lines in order to install the propane tank that they were asked to arrange for the SCCC.  The incident involved Dave from SVDL.  Dave has since apologized for his conduct towards Walter and Charlotte.

Andrew Bennett had a phone discussion with Andrew Kleaman where he informed Andrew Bennett that he had no intentions of making an apology or taking any steps towards resolving this issue.

After a long discussion about the letter that Andrew Kleaman sent to Charlotte and Walter where he made unfounded accusations and was generally unsupportive and offensive we voted on whether we should take steps to have him removed as a director.

We voted unanimously to start the proceedings to have Andrew Kleaman removed as a director.  We will start the steps after the June 29, 2008 meeting.

·         We agreed that the voting at the June 29, 2008 Special Meeting should be done by secret ballot.  Rose was going to make sure that the secret ballot forms were available for the meeting.

·         We discussed the lobster dinner and did a count and made some plans.

Meeting adjourned

___________________________________________________________

SUNSHINE COMMUNITY CO-OPERATIVE CLUB #14 ¡V 71737 MEADOWS ROAD SUNSHINE VALLEY HOPE, BC V0X 1L5

 MEETING MINUTES FOR Saturday, June 14 PRESENT: Andrew Bennett, Todd Eberts, Rose Coburn, Doug Cavanagh, Jeane Britt, Andrew Kleaman REGRETS: Brian Nokleby

1. „« Meeting called to order: 10:00 AM
2. „« Charlotte discussed the problems she is experiencing with the pool and hot tub. The problem with the heating shutting off intermittently was getting worse.
3. „« Riding lawn mower needs to be fixed ¡V Charlotte is waiting for parts to get this fixed.
4. „« Minutes of the May 31 meeting was read and approved.
5. „« Jeane went over the accounts receivable and payables
6. „« We decided to include in the newsletter that the cut off date for the bids for the facility manager position will be June 30, 2008.
7. „« The Battle of the Villages was moved to August 1 long weekend because Andy would be working on June 28 and would not be able to organize it.
8. „« John Coburn has agreed to take down the pole in the playground which is posing a danger due to the fact that it is rotting.
9. „« The Homecoming committee has requested that we post their web address on our web site for the homecoming event and that they will post our web address on their web site.

1. We will re-route the drainage to drain on our own property away from SVDL property as per SVDL¡¦s request.

1. It was decided that we would send them a letter to request that they pay us $300.00 per year to help cover the costs of collection and re-imbursement to the Fire Department.

1. Tickets will be $10 for members and $15 for guests.
2. We will have to build a stage for the band ¡V we will address at the next meeting
3. For the Lobster Dinner and dance ¡V we need as many volunteers as possible and 3-4 barbecues, 4-5 boilers for the barbecue and ovens for the potatoes.

Kevin came to our meeting to discuss his proposal. We asked for clarification on exactly when he was proposing. The proposal was to install the skateboard equipment upstairs and run it and if we voted to do this, he would include the installation of the sports box. We would share the profits and once we have re-imbursed Kevin for his costs (out of the profits from the skateboard park); all future profits would then come to the SCCC. The value according to Kevin for all of this is $140,000 +. If this skateboard park business venture fails, Kevin would not seek re-imbursement from us for the costs. What¡¦s in it for him? First, he wants a skateboard park for his son and himself and the community. Secondly this would be a great draw for potential buyers of his as yet undeveloped land that he is in the process of developing.

PROPANE

1. „« Booker gave a report that the people from Burden Propane had been up to the valley and tested the pressure on the SCCC side of the meter and advised that there was not enough propane pressure to keep our pool, hot tub and hot water heater going at the same time and the problem was on the SVDL side. Booker asked the board if we all agreed that the best thing to do is to ask SVDL to fix the problem and match the cost of propane from Burden - everyone agreed However, if they couldn¡¦t or wouldn¡¦t do either of these things right away we would change companies as we didn¡¦t want the pool or hot tub to be out of operation for the weekend. Booker asked for the authority to deal with this matter and all were in favor. Todd said he would talk to Kevin when he came for the meeting later that day.

SUNSHINE COMMUNITY CO-OPERATIVE CLUB

#14 – 71737 MEADOWS ROAD

SUNSHINE VALLEY

HOPE, BC V0X 1L5

MEETING MINUTES

FOR

Saturday, May 31, 2008

PRESENT:  Andrew Bennett, Todd Eberts, Rose Coburn, Doug Cavanagh, Jeane Britt, Walter Rawlinson, Brian Nokleby

REGRETS:  Andrew Kleaman

Ø      Meeting called to order:  10:00 AM

Ø      The Homecoming Committee wants to know if they can use the upstairs of the Rec Centre during Sunshine Valley days for an Art Show.  Jeane will ask for more information so we can make a decision.

Ø      Motion:  Rose proposed that we purchase 2 – 3 Pop Up Canopies and picnic tables for our events.  Rose will shop around for good prices and get email vote.  Seconded by Jeane & Brian-approved.

Ø      Propane issues:  There is a problem with the pressure coming from the propane tanks which is causing the pool and hot tub heating to cut off.  Andrew will get Superior propane to come and advise the cost of getting our own propane tank and the cost of switching over.

Ø      Booker has a painter friend who offered to come and paint a scene of the valley during some of our Bake Sale Socials.  Everyone agreed that this would be fine to do.

Ø      Doug Adolf has asked if he could rent the hall on a weekly basis to hold a jam session for musicians.  We agreed that this would be fine with us.

Ø      Swing pole  Jeane brought up the fact that the log pole swing in the playground is in bad condition and needs to be taken down and replaced.  Rose will speak to John about the possibility of taking this down.

GUEST Ryan of SVDL came to our meeting to discuss the option of SCCC taking the skate board park equipment.  It was decided that when Kevin Harris present’s the board with his business proposal, we would hold a Special General Meeting to let the membership vote on whether or not they are interested in having a skateboard park business running out of the upstairs of the rec centre.  We will resume our discussion about this on June 14.

Ryan gave us a quote of .42 + GST per button for the Ken McCoy band dance.  We ordered 550 buttons and Ryan offered to design the buttons based on a picture we gave him for reference.

Ø      MOTION by Rose to re-consider the decision to end the Fire-Dues billing with our SCCC billing.  Jeane will check into the costs associated with collecting the fire dues from non members of SCCC.  We will discuss further at our next meeting.

Ø      Walter resigned from the SCCC.  Walter gave Jeane copies of all of the new members that signed up for the past year and said that these were all forwarded to Cathie at the time. 

Ø      After a brief discussion about the tone of the email messages going between Walter and Andy, it was decided that in future email correspondences that all members should refrain from name calling and childish behavior and will sign their emails when using the SCCC email site.

Ø      Walter will no longer sign new members but will send a notice to the SCCC email address of any houses he sells. 

Ø      We will have to get a full time resident to work as a welcome wagon for new residents and hand out the SCCC sign up forms.

Ø      Charlotte has put away the controllers for the TV and Games which were put in the games area of the Rec Centre.  We will revisit this issue at the next meeting.

NEXT MEETING:  Sunday, June 15 @ 10:00 (changed from June 14)

SUNSHINE COMMUNITY CO-OPERATIVE CLUB

#14 – 71737 MEADOWS ROAD

SUNSHINE VALLEY

HOPE, BC V0X 1L5

MEETING MINUTES

FOR

Saturday, May 10, 2008

PRESENT:  Andrew Bennett, Todd Eberts, Rose Coburn, Doug Cavanagh, Andrew Kleaman, Jeane Britt, Walter Rawlinson, Brian Nokleby

Ø      Meeting called to order:  9:00 AM

Ø      Guests:  Kerry, Kevin & Ryan of SVDL and Arne Zabel.

POINTS OF DISCUSSION

Ø      SVDL presented their offer to donate Skateboard ramps and equipment to the SCCC.

Ø      General discussions about the feasibility of having an indoor skateboard park in Sunshine Valley.

Ø      SVDL offered to donate land to for the construction of an indoor skateboard park.

Ø      General discussions about the possibility and pros and cons of turning the SCCC into a public recreational centre.

NEW BUSINESS

1.      When the SVDL group and Arne Zabel left the meeting we had a discussion about some of the points raised.

2.      We will call a general meeting to ask the membership what direction they would like the club to go in.

3.      A Motion was made by Andrew to store skateboard equipment in our available storage space in our SCCC facilities.  Seconded by Brian, motion carried

4.      A Motion was made by Andrew to discuss and investigate the pros & cons of whether to go public or stay as a private club.  Seconded by Andy, motion carried.

5.      A Motion was made by Jeane to accept the request by the new owner of C83 that they only pay the fire dues.  Seconded by Rose, motion carried.

6.      A Motion was made by Jeane to give the Fire Dept notice that as of June 30, 2008 we will no longer collect fire dues for the SCCC fire department.  Seconded by Andy, Opposed by Andrew – Motion carried.

7.      A Motion was made by Andy to meet and vote on costs that change after they have already been approved.  Seconded by Todd, Motion carried.

NEXT MEETING IS: SATURDAY, MAY 31 @ 10:00 AM

SUNSHINE COMMUNITY CO-OPERATIVE CLUB

#14 – 71737 MEADOWS ROAD

SUNSHINE VALLEY

HOPE, BC V0X 1L5

MEETING MINUTES

FOR

Sunday, April 27 2008

PRESENT:  Andrew Bennett, Todd Eberts, Rose Coburn, Doug Cavanagh, Andrew Kleaman, Jeane Britt, Walter Rawlinson

REGRETS:  Brian Nokleby,

Ø      Meeting called to order:  10:00 AM

Ø      The minutes from April 18, 2008 were read and passed

Ø      Doug Adolph sat in at our meeting as a guest

OLD BUSINESS

q       Jeane is waiting for a letter from the gaming commission advising us about the rules and regulations for letting us hold a bingo.

q       Several board members as well as Charlotte will look into taking the food safe course in Hope.  The SCCC club will reimburse these persons.

q       Andy set up the new email address for SCCC –

q       Doug Cavanagh has to wait until the person in charge returns to the bank before he can become approved for signing authority for SCCC.

q       Todd and Andy reported that the hockey boards are going to be donated to us after all.  They will arrange to pick these up and put them in the storage area of the barn.

q       Andrew gave an update about his conversations regarding old debts and our co-op rules.

q       Andrew reported that we were on notice from Victoria that we were about to be dissolved because the SCCC was behind in the annual report since 2004.  Rose has since taken care of this matter with Victoria and received confirmation that we were up to date with the current board listed as the board of directors.

NEW BUSINESS