We held our first-ever Annual General Meeting on Saturday, August 14th with 28 original lots being represented at the meeting (25 lots by members themselves online and another 3 lots by proxy). That’s 46% of the membership!
Just in case you missed it or want a recap, here’s a summary of what happened: (Note: the draft minutes are posted in the member area (to be approved at the next Board meeting).
Financials
- The Financial Statement for the fiscal year ending May 31, 2021 was unanimously approved after some questions for clarification about the deferred revenue liability line item, the accounts receivable line item, and the HOA’s bookkeeping and Notice to Reader expenses.
- Shane Stark, Treasurer of the Association, presented a draft 2022 Budget and Annual Fee Assessment with the following discussion items raised by the membership:
- an explanation of more detail on the make-up of Water System expenses including costs for a certified service contractor to do the water quality monitoring and equipment maintenance, along with the pumphouse electricity expenses. A follow-up item was to examine different fee assessment methods (e.g. lots with homes and vacant lots).
- a suggestion that the HOA in the future not manage Vacant Lot Grass Cutting, but instead have every lot owner be responsible for their own property. This is something that the Board has previously discussed and will be examined by the new Board.
- The membership was polled on the 2022 Budget and there was 100% in favor, with the Board to now take this draft budget forward as the planning basis for next year.
Architectural Review
- Greg Kemp, leader of the Architectual Committee Review Working Group outlined the current status of the ARC. The ARC is viewed as an advisory body to work with lot owners is preparing submissions on the four types of projects that require written approval from the HOA by the Restrictive Covenants. The ARC would pass these submissions on to the Board for approval. The terms of reference for the ARC are currently under development and the Committee expects to be up and running shortly.
Resolutions
- Resolution #1 – a Capital Budget item to invest in aluminum stairs for beach access at the common area pathway. This resolution was voted on by the membership and it was approved with 100% support.
- Resolution #2 – an Operating Expense item for a one year trial of beach stairs at Provost Cove for testing beach access usage at that new location. This resolution was voted on by the membership and it was approved with 93% support.
- Resolution #3 – a Rule saying No Short Term Rentals Permitted, Long Term 3+ Months Rentals are Permitted. There was lengthy debate on this item, raising several issues including the omission of significant potential downsides from the submitted proposal, questions on the challenges associated with implementation and enforcement of the resolution and legal questions on whether there was a grounds within the Restrictive Covenants or By-Laws for such a resolution on renting. After this debate, the submitters of the resolution agreed that the resolution should be tabled, without a membership vote or poll, and be passed on to the new Board of Directors of the Association.
- Resolution #4 – a Study of the Coastal Subdivision Buffer Zone, looking at options to clarify and simplify management of the HOA’s Subdivision Buffer Zone. The membership debate on this resolution resulted in two action items being added to the proposal; (1) engagement of Provincial officials, at no cost, that could advise on the situation and (2) carry out an early surveying of the coastal property owners to obtain their views on future management of the Subdivision Buffer Zone. This resolution was voted on by the membership and it was approved with 76% support.
Directors Election
Congratulations to the following lot owners were elected for a one-year term to the Board:
- Tim O/Neill
- Joe Sherren
- Kim Biggar-McGillivray
- Susan Stark
- Aubrey Bell
From Aubrey:
Thank you for your support! Just a short note to thank everyone who took part in the Sunset Dunes HOA board of directors’ election. A special thanks to those who gave me their support. Much appreciated.
Please get back to me with any concerns or comments you have about the subdivision. I’ll do my best to carry them forward to the board.
Open Forum
No issues were brought up!
Thanks for the Feedback
Hi Shane & Susan, Tim & Lois, Joe & Kristin, Phil, Dianne,
Please accept our heartfelt gratitude to the extensive efforts you have undertaken on behalf of all Sunset Dunes HOA lot owners throughout the transition period. Current and future generations of Sunset Dunes residents will forever be in your debt. Much appreciated and looking forward to the challenges and successes of 2021/22.
Best Regards
Maurice and Linda
