Seawood Estates Association Limited Annual General Meeting Minutes August 3, 2019
Call to Order:
The meeting was called to order at 2:30pm by President Peter Fullerton, who acted as chairperson. There were 33 members present representing 50 votes.
Introduction of the Executive:
The president introduced the board members: Dick Rowell, past president; John Boyne, vice-president; Linda Young, treasurer; Myron Matheson, permanent resident director; and Diane Crozier, secretary.
Greetings from Wayne Easter and Brad Trivers:
Wayne Easter, (MP for Malpeque) thanked residents for their participation in the internet project last year. Without their help it wouldn’t have happened and residents agreed it is a huge improvement. Mr. Easter thanked the Executive and volunteers in Seawood and said its only with the push from people that things are kept in the forefront and get done. Brad Trivers, (MLA for District 18, Minister of Education and Lifelong Learning, Minister of Environment, Water and Climate Change) welcomed all in attendance and thanked the executive for the invitation to attend. He commented on how roads are a challenge for all private subdivisions on the island and encouraged homeowners to continue advocating for their needs.
Approval of the Agenda:
The president called for a motion to accept the agenda as presented. No additions/changes were presented. Motion put forward by Gloria Gray. Seconded by Joan Sinclair. Motion approved.
Approval of Minutes of 2017 AGM
Approval of the minutes of the 2018 meeting as circulated. No amendments presented. Motion to approve by Joan Sinclair. Seconded by Barry Stickings. Motion Approved.
The president reviewed his report as circulated, with the following highlights:
Currently have 60 members but would like to increase membership participation and encourage all members to promote SEAL to their neighbour’s.
SEAL Executive had 4 meetings in the past year. Hot topics were roads and quality of water. Now getting results of water testing every 3 months when completed. Results are good.
SEAL is looking to organize a projects committee for anyone interested in participating. Henry Victor has committed $500 towards community improvements, such as beach access pathway markers and/or signs.
The SEAL membership fee was discussed at the last executive meeting and it was proposed the fee be held at $30.
Other groups active in the subdivision are The Book Club and there is a golf group that play regularly. Other suggestions to encourage activity and participation within Seawood Estates are welcome.
Book Club: A report was provided by Gloria Gray on the activities of the Seawood Book Club who meet 5 times each summer and review approx. 2 books per month. Next meeting is Aug 20th at Rowell’s at corner of Driftwood & Seawood Drive. Anyone interested, please contact Gloria or Judy Rowell.
The president moved his report be approved as circulated and reviewed. Seconded Kevin Gray. Motion approved.
Linda Young presented the report as circulated. She indicated the cheque for Director’s insurance of $750 for 2019 has been issued but remains outstanding. It was moved for approval as circulated without need of further audit by Diane Crozier. Seconded by Wallie Dingwall. Motion approved. Treasurers Report moved for approval by Barry Stickings. Seconded by Joan Sinclair. Motion approved.
Business arising from the 2018 annual meeting
Speeders continue to be a concern in the subdivision. Speed limit is 25KM/hr and we need to make sure we keep our speed low. Suggestions on how to enforce the speed limit were solicited from those in attendance:
Evaluate location and number of signs throughout the subdivision? When people are coming in on Seawood drive, attention is towards the water, so should there be a sign on left hand side of road instead of on right?
One resident offered her services if she were to be issued a BB gun?
One resident suggested we all play a part by ensuring our neighbors, if renters, are aware of the speed limits.
It was also suggested a large number of speeders are contractors or other commercial visitors to Seawood Estates. Residents should be responsible to ensure they are advising workers to heed speed limit.
Peter encouraged residents, when out walking and if they see someone speeding to hail them down.
Membership in SEAL: Discussion on how to promote membership and it was suggested it be something residents do as a condition of sale when properties change hands. Other suggestions from members included the idea of Prepayment of membership fee and include in costs when a property is transferred to new owners. It was suggested the cost of membership is low and is worth the dessert provided by Brenda MacDonald from the Resort Municipality each year. It was suggested the attendance at this year’s meeting was low and need to get people involved and interested in their community. Suggestions are always welcome.
Road Fees Accounting – next steps
Peter related to the attendees that he and SEAL executive have had many discussions with Henry Victor expressing displeasure on road conditions. Many residents have been in touch with Peter in this regard. SEAL had issued a letter requesting information on how our fees are spent and Mr Victor has not provided any of the documentation or replied to his requests. Some work has been completed recently and more work is planned however the concerns still exist with the financial statements not being available. Attendees were asked for their suggestions on next steps and the following was discussed/suggested:
Talk to realtor handling listings for Seawood Estates and ask them to apply pressure by way of suggesting sales would be improved with better roads.
Approach CBC Compass to ask about a story on expressing concern from residents over how their funds are being handled.
Suggested by one resident that public shaming on the island is not effective and that better focus should be on legal recourse.
Another suggestion was to pay our funds into an account joint between SEAL and Henry Victor so that he has to provide accounting as the funds are used.
One resident inquired about where ownership/handling of roads/fees is detailed for the subdivision and it was offered by Peter that the only place this is laid out would be the individual deeds to properties. He reiterated we do not own the roads and preference would not be for us to take over the roads due to the fact there are a number of administration issues including collection of fees/delinquent fees.
A question was raised if there is an implied legal trust that would provide any legal implications collectively for the subdivision homeowners?
It was also suggested that it does not sound like a question of Henry Victor getting rich at our expense rather more like mismanagement so perhaps still keep on top of him, but more patience is required.
John Boyne provided some background on what fees are collected from lot owners. There are 4 levels of Road Fees: Full Time Residents, Summer Residents, Vacant lot owners and Lots sold to original owners were exempt from fees. Approx 1/3 or fees collected go to Road Maintenance, 1/3 to snow removal, and 1/3 to Lawns, Overhead and sundry operating expenses. Peter to provide an email to members outlining the fees that are collected in each of the 4 levels.
Wayne Easter added that Road Maintenance is a common issue for private subdivisions across the province, especially in older ones where there were no provisions made in agreements.
Peter asked all residents, in addition to voicing their concerns/issues with SEAL to also bring them directly to Henry Victor individually so that he knows the full extent of all complaints being received.
Report from Cavendish Municipality
Brenda MacDonald and Linda Lowther representing the Resort Municipality of PEI were both present at the meeting. Brenda began by letting everyone know they are well represented with several residents sitting on the municipal council. She advised there are 8 lots left to be developed before upgrades will be required to the sewer system. The Fire Department have asked her to relay to residents the importance of ensuring their address numbers are clearly positioned for fire/ems to easily identify them when on a call. Also that driveways be clear enough to allow access to response vehicles. Linda Lowther advised the council is working on their Strategic Plan. Very broad to encompass all aspects of the municipality in their 20 year vision. Also on August 28th, the municipality will be hosting the official opening of Montgomery Park and unveiling of the LM Montgomery statue. All residents are encouraged to attend.
e. Election of Executive Members Election of President: Peter Fullerton put his name forward. Dick Rowell asked those present in 3 calls if there were any other people wanting to put their names forward. No offers were made. Peter Fullerton elected by acclamation. Election of Treasurer: Wallie Dingwall put his name forward and spoke to those present about his background. Peter Fullerton asked those present in 3 calls if there were any other people wanting to put their names forward. No offers were made. Wallie Dingwell elected as Treasurer by acclamation. Election of Secretary: Laurie Dunbar has put his name forward. As he was not able to attend todays meeting, Dick Rowell read an email on Laurie’s behalf indicating his interest and background. Peter Fullerton asked those present in 3 calls if there were any other people wanting to put their names forward. No offers were made. Laurie Dunbar elected as Secretary by acclamation.
A life jacket was found near Gerry Smith’s property. If anyone knows who it belongs to, please see Gerry at 230 Seawood Drive.
Meeting was adjourned by Peter Fullerton at 4:08pm