Committee Name: Seawood Roads Oversight Committee Type: This will be a Permanent Standing Committee of SEAL
Purpose: Seawood Estates is a subdivision located within the Resort Municipality consisting of approximately 204 lots. The roads within Seawood Estates are private roads owned by Seawood Estates Inc. and are maintained through an annual fee charged to all owners. The fee additionally covers snow plowing expenses and grass cutting on public spaces These fees were established to reflect three tiers being: Year Round, Seasonal or Vacant lot. Past history has shown that collecting monies for road maintenance within Seawood Estates has become increasingly difficult for any number of reasons. This has created grave concern for public safety that needs to be addressed. Improved roads are also considered a must to maintain property values within Seawood Estates. The owner has indicated there have been a number of challenges associated with collecting these moneys and complaints from residents in regards to the condition of the roads within the subdivision. This committee will attempt to alleviate these concerns by assuming responsibility for the collections and disbursement of road fee funds
This Committee will:
Establish an action plan to bring the roads of Seawood Estates up to an acceptable standard to ensure public safety. Establish a separate bank account in which to maintain these funds for the sole use of road repair and maintenance and associated costs. All disbursements from the account will require two of three authorized signatures. Hire a bookkeeper/accountant to maintain adequate records, issue invoices, record payments etc. Create a budget for each fiscal year. Establish an equitable three tier fee structure to ensure sufficient funds are available to provide a quality road to maintain public safety. It should be noted that while costs continue to rise at approximately 2% a year due to CPI no increase has occurred for approximately 20 years. A catch-up increase may be needed. Oversee all contracts for maintenance, repair of roads as well as grass cutting snowplowing etc. Control signage at roadside Establish speed limits and control devices as needed Authorize expenditures for the work of this committee.
This Committee will be made up of: Owner of Seawood Estates 1 Year round Resident 1 Seasonal Resident 1 Member at large President of SEAL These are voluntary positions and as such no compensation will be provided. These members will initially be designated by the SEAL Executive until the next Annual meeting at which time they will be elected to a two year term following the election process as set out in the SEAL Bylaws. Each member will have an equal vote and items will be passed by simple majority.
Meeting arrangements: This committee will establish a chair whose duties will include but are not limited to: Calling all Meetings Chairing Meetings Setting Tasks of Tendering for all required services. The committee will also designate one member as Secretary and one member as Treasurer.
This committee will provide a transparent accounting of all monies collected during the previous fiscal year to the SEAL Annual Meeting, usually occurring in August per SEAL Bylaws.
SROC will maintain minutes of their meetings and these minutes shall be copied within reasonable timeframes to SEAL and SEI.
Resources and budget: Funding will be allocated directly from the road dues for all office supplies necessary to fulfill the duties of this committee
Deliverables: This committee will provide an accounting of all monies collected and spent for residents to view at the end of each fiscal year. A long range plan of work to be completed with a projected timeline. A report on work completed during the current year and projections for the coming year