Pelican Bay Co-operative Association 2016

Transcription

1 Pelican Bay Co-operative Association 2016 Information for Pelican Bay Co-operative Association (PBCA) is reported through five categories: 1. Operating 2. Maintenance 3. Project 4. Marina 5. Social Club

2 Operating Fund PBCA This represents the actual/budget activities relating to the day to day operations of the park. Covers the period January to December of the current year. Funding for these activities is achieved through members bi-annual fees.

3 Maintenance Fund PBCA Officially established in 2013 (Originally called Contingency Fund). This provides on going up-keep and repairs to existing park equipment, facilities and emergency events. Covers future projections of costs to be incurred to maintain the park at its current status. Current funding is provided through transfer fees, gain/loss incurred from the operating category, and other unplanned funds.

4 Project Fund PBCA Officially established in Documents and tracks spending dedicated to special projects as voted by the members. Covers major developments to the existing park that increase the value of the park. Current funding is provided solely from the sale of new lots. There is one more lot to sell.

5 Established in Marina Fund PBCA This provides on going up-keep and repairs to existing boat dock system on both the north and south side of the park. Funding is provided by annual fees from members who have leased a slip. Board liaison and chair person for this group committee is Jim Merryfield.

6 Social Club Fund PBCA This provides all members of the park with social activities throughout the year for their enjoyment. Funding is provided by bottle returns, 50/50 ticket sales, and a once per year contribution from the operating fund for fireworks. Special events have been funded by member donations. Board liaison is Iris Marouelli.

7 Pelican Bay Co-Operative Association Fund Balances December 31, 2015 Operating Balance $ 57, Maintenance Fund - $ 99, Project Fund $112, Marina Fund $ 15, Social Club Fund - $ 0.00

8 5 Year Comparative - Operating (Budget) % (Actual) (Actual) (Actual) (Actual) (Actual) Chg Operating Fees 126,813 3% 123, , , , ,830 Late Payment Fees , ATV Plates Lot Rentals 6,000 1% 5,940 5,540 6,113 6,917 4,495 Miscellaneous ,017 30,017 - Subtotal - Operating 132, , , , , ,459 Wages 57,433 42% 40,308 39,401 34,562 29,264 31,772 Employee WCB Accounting & Legal 8,049 8% 7,454 8,309 7,887 7,383 6,323 Garbage 3,368 3% 3,270 3, Insurance 20,000 66% 12,029 13,159 11,413 8,307 11,086 Bank fees 118 1% Janitorial Supplies 1,665 3% 1,617 1,316 1,072 1,529 2,216 Office Supplies 375 3% , Postage 175 3% Propery Tax 23,496 3% 22,811 21,496 20,236 19,141 17,026 Miscellaneous , Membership 281 3% , Small tools 578 3% ,618 - Repair & Consumables 9,458 3% 9,182 10,008 30,890 19,979 6,616 Telephone 4,818 3% 4,677 5,290 4,530 3,417 3,284 Licenses 1,259 75% Fireworks/Social Club 2,000 83% 1,093 1, Subtotal - Operating Exp 133, , , , ,257 80,780 Net - Operating ,272 17,958 35,623 39,851 24,679

9 Maintenance Completed to Date MAINTENANCE ITEM YEAR COMPLETED Storage Shed 2007 Sand Screener for beach 2008 Upgrades to store 2008 Playground equipment upgrade 2009 Garbage bin solution 2011 Move gas tanks 2014 Move overhead power line 2014 Beach/Playground 2015

10 5 Year Comparative - Maintenance (Budget) % (Actual) (Actual) (Actual) (Actual) (Actual) Chg Maintenance Fees 32,250 0% 32, Storage Fees 6,700 6, Late Payment Fees Transfer fees 10,000 5,640 28,500 8,000 21,250 6,000 Interest on Investments Subtotal - Maintenance 48,950 44,144 28,500 8,000 21,250 6,000 Beach/Playground 5,000 1, Front Gate/Fence Equipment 3, Buildings 20, Roads 1, Septic Field 100, Miscellaneous 4,500-2, ,595 Subtotal - Maintenance Exp 134,450 1,423 2, ,595 Net - Maintenance -85,500 42,720 25,965 8,000 21,250 1,405 PROJECTED MAINTENANCE FUND BALANCE 13,840

11 Maintenance 2015 Due to the fact that the actual billing for maintenance fees for 2015 did not occur until the fall, the cash was not available for use in A 5 year plan has been established to plan for annual and expected expenditures to maintain the park. Billing for maintenance funds will now be divided between the spring and fall invoicing.

12 MAINTENANCE FUND Projected Expense Projected Maintenance Activities - Pelican Bay (Budget) (Budget) (Budget) (Budget) (Budget) Beach Maintenance 5,000 5,000 5,000 5,000 5,000 Beach Maintenance - Equipment 3,500 Cable Locator 2,500 Fire safety - extinguishers 1,500 1,500 1,500 1,500 1,500 Fire safety - truck - annual service by Frank Fire safety - truck - pump Gate motor 7,600 Lawn mower - push 1,000 Lawn mower - riding 20,000 Well - #1 35,000 Well - #2 35,000 Well - water system 3,000 3,000 3,000 3,000 3,000 Well - Water treatment system 5,000 Outhouse - replacement 20,000 10,000 10,000 10,000 Road Maintenance - crowning Road Maintenance - front entrance Road Maintenance - gravel 1,450 1,450 1,450 1,450 1,450 Road Maintenance - Shower house Septic Field - Central shower house 100,000 Septic Field - South side wash house 25,000 Shower House - South side (replace) 100,000 Store - New 20,000 Store - New Appliances 6,000 Truck 30,000 UTV - green ranger 20, , , ,950 90,950 15,950

13 MAINTENANCE FUND Balance Projected Maintenance Activities - Pelican Bay (Budget) (Budget) (Budget) (Budget) (Budget) 0 134, , ,950 90,950 15,950 Balance Maintenance Fund - May ,213 Interest on Investment 497 Members Maintenance Fee ,134 32,250 32,250 32,250 32,250 32,250 Transfer Fees 5,640 10,000 Storage Fees 6,279 6,700 6,200 6,200 6,200 6,200 Maintenance Expense -1,423 Possible re-allocation of funds to Project -20, , ,000 Balance - b/f projected expenses 99, , , , ,640 82,090 Projected balance after expenses 13,840 54,690 63,240 52,690 66,140

14 OUTHOUSES A review of the outhouse currently in the park has been done. Many are rotten, both the ones with metal and wood risers. 3 needed to be shut down due to safety issues Beach which is a double building Across from 25N which is a single Just down from Area 51 which is a single.

15 OUTHOUSES Some are not environmentally friendly, for example culverts were used instead of septic tanks, will need to upgrade these as well. The budget includes for replacement of all outhouses over the next four years. Knotty Pine Cabins has been contracted to provide and replace the 3 currently shut down.

16 SEPTIC SYSTEM CENTRAL SHOWER HOUSE The septic system within the central shower house has failed we are living on borrowed time! Currently we have tenders out for replacing the system but there are many factors pending.

17 Septic System How are we keeping it going? The front wall of the system has already begun caving in. Basically we are sustaining a failed system already. Frank is working miracles and hopes to keep it going through the long weekend through some very creative and noteworthy actions.

18 Septic System Where are we at this point? The County engineers have dug a test hole and found a problem with how the soil separates. The soil is solid clay which does not allow the purified water to seep into it properly. We have no firm estimate of costs at this time as everything hinges on what the County engineers report says.

19 Septic System Issues still to be resolved. The County rules have changed since our current system was put into use. Harold and the Board are trying to get a change in classification of our park. Currently we are considered a camp ground. If we can get this changed it will have an impact on the decisions made by the inspectors. The volume passing through the system is significant over a very short period of time may require a customized system.

20 The disbursement field: The new field is the primary issue at this time. New field will be 150 feet x 200 feet. Cannot put a new field on an old one new code. Proposal pending that we establish a new field and re-claim the old one. We cannot clear a field; it has to be in existence already. The field must be level at grade, which requires hand clearing.

21 Septic System Estimated costs The 100,000 estimate currently in the budget is a result of needing to clear trees and develop a new field. Costs may change if: Many things hinge on the County Engineers report. We require a custom system We hope to have a more firm estimate within the next week.

22 Projects Completed to Date PROJECT ITEM YEAR COMPLETED Power upgrade 2006 Fire Fighting Equipment 2006 Truck with blade to maintain roads in winter 2007 Marina established and installed 2008 Tractor to maintain park and beach 2009 Gazebo on beach 2009 Washroom Facilities central 2010 Wood stove for managers residence 2012 Boat launch 2014

23 5 Year Comparative - Project (Budget) % (Actual) (Actual) (Actual) (Actual) (Actual) Chg Lot Sales ,358 74,358 - Interest on Investments - 1, Subtotal - Project Rev 1, ,358 74,358 0 Property - Power Line , Boat Launch , Wood Stove ,500 - Subtotal - Project Exp , ,500 0 Net - Project 0 1,422-36,341 74,358 72,858 0 PROJECTED PROJECT FUND BALANCE 112,298

24 PROJECT FUND (Budget) (Budget) (Budget) (Budget) (Budget) Power upgrade - whole park 400,000 Additional storage parking 250,000 Build pole shed in the storage area 130, , Balance Maintenance Fund - May ,070 Interest on Investment 1,228 Possible re-allocation of funds from Maintenance 20, , ,000 Balance - b/f projected expenses 112, , , , , ,298 Projected balance after expenses 112, , , , ,298

25 5 Year Comparative - Other (Budget) % (Actual) (Actual) (Actual) (Actual) (Actual) Chg Fuel Revenue 15,217 4% 14,694 14,382 16,999 14,142 13,406 Power Revenue 27,602 3% 26,798 28,842 31,096 27,110 20,648 Propane Revenue 8,609 4% 8,276 7,088 6,052 6,754 6,348 Miscellaneous 1,927 1, ,520 1,832 Subtotal - Other Rev 51,428-1% 51,696 51,394 54,907 49,527 42,234 Fuel Cost 16,004 3% 15,563 18,434 22,177 15,130 14,871 Utilities 37,865 4% 36,532 24,716 40,363 36,953 36,024 Propane 5,057 3% 4,910 5,554 3,389 3,912 4,666 Subtotal - Other Exp 58,926 57,005 48,704 65,929 55,995 55,561 Net - Other -7,498-5,309 2,691-11,022-6,468-13,327

26 5 Year Comparative Overall (Budget) % (Actual) (Actual) (Actual) (Actual) (Actual) Chg Subtotal - Operating 132, , , , , ,459 Subtotal - Other Rev 51,428 51,696 51,394 54,907 49,527 42,234 Subtotal - Maintenance 48,950 44,144 28,500 8,000 21,250 6,000 Subtotal - Project Rev 0 1, ,358 74,358 0 TOTAL REVENUE 233, , , , , ,693 Subtotal - Operating Exp 133, , , , ,257 80,780 Subtotal - Other Exp 58,926 57,005 48,704 65,929 55,995 55,561 Subtotal - Maintenance Exp 134,450 1,423 2, ,595 Subtotal - Project Exp , ,500 0 TOTAL EXPENSES 327, , , , , ,936 PROFIT/LOSS -93,908 64,106 10, , ,491 12,757 NOTE: THIS DOES NOT REFLECT CAPITAL REALLOCATION & AMORTIZATION

27 Implemented For 2016 Financial Reporting In our continuing effort to make the park financially transparent we have initiated the following changes: 1. Marina finances will be consolidated into the year end Financial Statements by the external accountant starting fiscal Social Club finances will report directly to the Board on a monthly basis (May to Sept). This activity will also be consolidated into the year end Financial Statements by the external accountant.

28 UNDERSTANDING YOUR POWER SUPPLY AT PELICAN BAY DRAFT #3 - February

29 HISTORY OF POWER IN THE PARK In the fall/semi-winter of 2002 a primary contractor, RJV, was engaged to upgraded the power. The power and water supply were both upgraded at this time. Trenches were mapped out and dug to facilitate the upgrade. DRAFT #3 - February

30 The upgrade consisted of : 15 to 30 amps Sub-panels were repaired and water-proofed #10 wire was used - rated for 30 amps Water upgrade It cost about 250,000 ATCO provides the entire Lac Sante basin. Basin population has grown considerably over the years. DRAFT #3 - February

31 The main feeder could no longer give constant power for the demand. ATCO began the process to put in a regulator to boost the power for the higher demand. They needed to lease land from a farmer and a contract was signed...but the farmer changed his mind. It took the better part of a year, but ATCO leased a new location and got the regulator done in 2007/08. DRAFT #3 - February

32 The regulator did not give more voltage but provided a more consistent voltage. This made a significant improvement at Pelican Bay. DRAFT #3 - February

33 ATCO/DIRECT ENERGY We have 7 accounts with Direct Energy. Each account provides electricity to a different parts of the park. The common distributer on all the accounts is ATCO Electric. ATCO provides all the service and repair for the park. 33

34 ATCO up to and including the transformers and they stop there. It is necessary to hire an electrical contractor from that point on to do the work within the park. 34

35 WHERE ARE WE TODAY? Each sub-panel provides power to a specified number of lots surrounding it. Each ATCO meter point has 220 volts coming into it. The wiring to each lot is a direct buried cable. The panels are adequate for a lake lot and provide standard 30 amp RV service to each lot. The transformers are sized for a number of 100 amp panels. 35

36 The current buried #10 wire cannot handle an increase to 50 amp service. On occasion, if you are using your A/C and other high load appliances you may trip your breaker because your load has exceeded the 30 amps. At this time we are not having a problem with the main breakers within the park. The board recently requested ATCO to do a power quality check and the results were all good. Will repeat this again in mid summer. 36

37 WHAT ARE YOUR OPTIONS? Some steps to ensure you, and your neighbours, have adequate power supply: Do not use extension cords. Use proper heavy duty wire when running from post to bunk house, etc. Members should limit their large electrical appliances to one (1) fridge, other than the one in the trailer and no deep freezers. When not at trailer, turn off the air conditioning. 37

38 If you still think you have a power supply problem you should contact the Board in writing. The board will take it under advisement % of the member lots have a double power feed. They have double 30 amp breakers. Both breakers are metered through the members lot meter. 38

39 This service would provide for two 30 amp RV trailers on a lot. To get this extra service requires rewiring on the members meter and would cost about , payable by the member. 39

40 IN CONCLUSION We do not have an electrical supply like in your house in the city. We do have standard 30 amp RV service at each members lot. The board will not support the use of generators. 40

41 Implemented 2016 Development Committee The Development Committee and the Board of Directors are working together to refine the current process. New set of development regulations is being established after meetings with Sean Cosens, BSc Farmland Assessment Specialist, County of Two Hills.

42 Implemented 2016 Development Committee The latest version has been posted on the web site and a copy has been made available for you at this meeting.

43 Grandfather Clause A grandfather clause is a provision in which an old rule continues to apply to some existing situations while a new rule will apply to all future cases. Frequently, the exemption is limited, and may be lost under certain circumstances. Consists of 3 basic components: 1. Process 2. Area of grandfathering 3. Date

44 Grandfather Clause Examples of grandfathering at Pelican Bay: Number of trailers on a lot Fences Trailer shelters New owners grandfathered items

45 Grandfather Clause If you want to make a repair to a grandfathered item: Submit a development permit. Include: Picture of the current grandfathered item Proposed repairs Estimated time to completion You cannot make a change to a grandfathered item.

46 Pelican Bay Resort Storage Compound Usage Guidelines V 2.4 (Modified Sept 26, 2015) Guiding Principle: Establish a fair and working set of guidelines for usage of the Boat Storage Areas at Pelican Bay Resort. Boats, sea doo s, snowmobiles, quads, side by sides and similar recreation vehicle parking only. All said items to be stored are to be properly licensed and insured and in good working order while on the resort or in the Pelican Bay boat storage areas. Only equipment that is used by a member while they are at the resort can be stored in this facility. No vehicle (cars, trucks etc.) parking or storage.

47 No permanent/temporary parking in front of your storage area or tent except to load and unload. It is up to the individual member to keep your assigned boat storage area clean, neat, free from weeds, debris and long grass. All storage areas must have a sign with the member s lot number clearly identifying the assigned space. NO storage of Dangerous goods, chemicals or flammable liquids other than the fuel in the fuel tanks of the boat, quad, sea doo, side by side, etc. Storage areas ARE NOT part of the sale agreement for any member s lot. Spaces are assigned on a first come first serve basis. If you sell your lot and you have a boat storage lot, the storage lot returns into the pool of available spaces and is assigned to the next member(s) on the waiting list.

48 If a lot being returned to the assignment pool has a tent structure in place, it is the responsibility of the current member of the assigned lot to remove the tent ASAP. All debris and/or tent structures must be removed before the sale of the member s lot is finalized. Storage site is to be used to store members equipment only, and not sublet to another member. If a current member is not using, or hasn t been using, their allotted boat storage space for their own equipment for the past year then the Storage Committee/Board can ask that it be returned to the pool so it can be assigned to another member on the waiting list.

49 The park manager will facilitate all requests for storage lot assignment. All requests for larger lots and lot development must be done through a development committee request form. Any disputes or contested assignments will be brought before the storage committee. If the storage committee is unable to resolve the dispute it will be forwarded to the Board for discussion. The Storage Committee and Board will make all finial decisions. All request/disputes will be dealt with on a case-by-case basis. No Storage Site development or modifications can be done by any member without submitting a request.