MINUTES OF THE ANNUAL GENERAL MEETING OF THE EASTBOURNE COMMUNITY ASSOCIATION HELD AT THE WATER LOT, EASTBOURNE, KEATS ISLAND ON SATURDAY, JULY 15, 2006 AT 11:00 A.M.

The following members of the Executive were present at the meeting:

Pat Dornan
Barbara Lehan
Don Livingston
Dan Rogers
Michelle Sarich.

There were approximately 26 people (22 members and guests) present at the meeting. Eight members were represented by proxy at the meeting.

Dan Rogers chaired the meeting and Patty Wiese was the recording secretary.

Dan opened the meeting by introducing those directors in attendance and introducing Kim Benson from Islands Trust and Scott Benson of WDS Contracting who were present, by invitation, as guests at the meeting.

1. Agenda

MOVED by Dan Rogers to amend the agenda to add a motion to amend the Constitution to allow the owners of the 10-acre lots to join the ECA. Moved, seconded and carried, the agenda for the annual general meeting, as amended, was approved.

2. Minutes of the Annual General Meeting held July 9, 2005

MOVED, seconded and carried, the minutes for the annual general meeting held July 9, 2005 were approved as recorded.

3. Membership Report

Dan reported the ECA has 40 paid-up-members to date, membership dues for 2006 being $50, discounted to $25 for seniors.

4. Amendment to the Constitution

Dan explained that, historically, because the major focus of the ECA was with respect to issues that did not directly affect the 10-acre lots (eg. the water system), the owners of the 10-acre lots were not included in the Constitution for entitlement to membership. As the focus of the ECA has now changed to issues that are common with owners of 10-acre lots (i.e. roads, the wharf, emergency response, etc.), that of being a general voice of the community at large, the Executive felt that some 10-acre lot owners may wish to join the ECA.

MOVED by the Executive, seconded and carried, membership in the Eastbourne Community Association shall be open to all persons who are registered owners of property in the Eastbourne Subdivision or the 10-acre subdivision surrounding the “Horseshoe Park” (District Lots 1593, 1594, 1595 & 6729, Group W New Westminster District).

5. Financial Statements

Copies of the financial statements for the year ended May 31, 2006 were made available. Pat Dornan, Treasurer of the ECA, gave a brief review of the major expenditures for the year, pointing out that insurance premiums again form the largest expense, and will continue to do so going forward. Pat pointed out for those present the storage shed that is being build on the water lot by volunteers for storage of the ECA’s tables, chairs and CPR dummies, which was the major project funded by the ECA during the past financial year. Pat added that the Executive is always open to requests for funding of projects that contribute to the community (eg. re-building the stairs to Maple Beach). Dan added that the ECA is running a deficit of approximately $1,500 per year, due primarily to insurance premiums including director and officer liability insurance of approximately $900 per year, and liability insurance covering the “goat trail”, which is the only property which the ECA now owns, and liability insurance on the stairs to various of the beaches in Eastbourne which the ECA originally funded construction of, for aggregate insurance premiums of approximately $2,300 to $2,500 per year. Pat advised that the ECA needs approximately 20 new members in order to break even on an annual basis and added that, as there have been no fund raising functions over the last several years, there are no additional sources of income for the ECA over and above membership dues.

A copy of the financial statements for the year ended May 31, 2006 are attached to these minutes.

MOVED, seconded and carried the financial statements for the year ended May 31, 2006 were approved as presented.

6. Waiver of Appointment of Auditor

MOVED, seconded and carried, it was resolved that the appointment of an auditor be waived.

7. Roads, Docks and Water – Updates and Discussion

Dan thanked Glen Young and John Lowe (both in absentia) for their efforts as the Road Committee; John Lowe and Rob Pitman as the Dock Committee; and John Lowe and Rob Pitman, together with Scott Benson, as the Water Committee, who take responsibility for day-to-day contact and liaison with, and representing the interests of Eastbourne residents, with various governments and agencies.

Roads

Dan advised that condition of the roads on Keats Island were the most pressing issue currently and over the past year, reporting that John and Glen met recently with representatives from the SCRD, the Islands Trust and the Province and Capilano Highway Services, the company who holds the road maintenance contract for the Provincial government. However, despite their efforts and efforts from others, they have been unable to get any improvement to the condition of the roads. Dan explained that approximately one-half of the roads on Keats Island are the responsibility of the Provincial government, who contract to Capilano Highway Services the responsibility for repair and maintenance (but not upgrading). Dan encouraged everyone to call and/or write letters to those responsible to complain about the poor conditions and low priority given to the roads on Keats Island, given the taxes we pay. The individuals responsible for roads on Keats Island are:

Provincial Highways Department

Don Legault
Area Manager, Roads/Sunshine Coast
Box 950
Sechelt, British Columbia V0N 3A0
Telephone No. (604) 740-8985
Facsimile No. (604) 740-8988
e-mail: Don.Legault@gov.bc.ca

Capilano Highway Services Company

Steven Drummond
118 Bridge Road
West Vancouver V7P 3R2
Telephone No. (604) 983-2411
Facsimile No. (604) 983-2433
steve.Drummond@capilanohighways.ca

Kim Benson added that there is no specific amount allocated to Keats Island for road maintenance and that the Island is near last on the list of priorities, adding that the Islands Trust has been working with the Area Manager to try and get moved up in priority, but to no avail. Kim advised that the Islands Trust would be writing to the next higher level of authority and has also been in touch with our MLA, Nicholas Simons. General discussion ensued and Dan again encouraged everyone to get involved by calling or writing to complain, in an effort to get some attention, or by joining John and Glen on the Road Committee. Kim said she would ensure Dan receives a copy of the letter from the Islands Trust once it is sent, so that it is available for Dan to circulate to those interested. Discussion continued with members expressing concern about no road maintenance for tax dollars paid and safety issues vis-à-vis access to the dock. Kim advised that there was no direct line item on the tax levy that goes to road maintenance and that those monies go into general revenue. Scott Benson added that the arrangement with the prior contractor, Emcon, worked very well, whereby they used Island contractors, who were familiar with the problem areas and were able to repair the roads in those areas of concern before they became huge problems, for road maintenance on an informal basis. Since Capilano Road Services has had the contract (the last two or three years), this has not been the case and the roads on Keats Island have basically been ignored.

MOVED by Mel Lehan and, following general discussion where two members present voiced disagreement, seconded and carried, the ECA Executive was asked to encourage those negotiating the contract to use local contractors as part of any contract that is entered into in the future, as a solution to the existing problem regarding no road maintenance.

Water

Dan called on Rob Pitman for a dock and water system report. Rob reported that he and John Lowe continue to participate in approximately one conference call a month with representatives of the SCRD with respect to dock and water system issues and, from that, have established a good working relationship with the SCRD representatives. Rob stated that the Eastbourne water system is one that everyone can be proud of and recapped the current system parameters: i) the SCRD is responsible for potable water to the black boxes, each of which contain a meter and a restrictor valve; and ii) residents are responsible to get water to their storage tanks from the black box. Rob encouraged everyone to keep an eye out for wet spots indicating possible leaks in the lines, as a quickly caught leak can save gallons in wasted water. The telephone number to call to report water system problems has not changed and is (604) 740-9133.

Rob reported that every year the SCRD designates a section of water lines for upgrade/conversion to 2” buried lines. This coming year it is a section of Park Lane and a section from the water lot north to the corner where there have been some problems. Rob advised that John Lowe is also trying to ensure that when the roads are dug up for this upgrade that they are put back in better shape than before and, with roads that have to date been dug up for the water line upgrade, this has been the result.

Rob further reported that the drilled well is fully integrated into the system. The SCRD is working on shut-off procedures for residents when they leave the Island and these will be provided to residents by the SCRD once finalized. Rob also advised that the ECA has purchased a chlorine kit that ECA members can use for free to test the quality of their stored water. The kit is held by Maureen Forscutt, who people can contact to borrow the kit and for a brief lesson on its use. Rob reported that the SCRD is looking to meter water usage in the future so that those who use more water than an allotted amount will be charged for it. Rob advised that Scott Benson would be happy to give anyone who wished a tour of the water system after the meeting. Scott reminded everyone that, despite the success of the water system to date, everyone should continue to be conscious and cautious of water use, and to follow the same conservation measures that have always been encouraged, especially during the remaining summer months.

Brent Mcllveen congratulated the SCRD with their toilet replacement program, saying he understood approximately 20 toilets in Eastbourne had been replaced, and encouraged the SCRD to make the offer on an annual basis going forward.

Docks

Rob Pitman, on behalf of the Dock Committee, reviewed the improvements that had been made in the past year to the Eastbourne public wharf, including widening of the pier, new tie rails, bumpers, covers for the chain plates and raising of the float. Rob advised that the one remaining item left to be done is construction of a bus-stop like shelter at the top of ramp to provide shelter from rain, while still allowing room to turn a golf cart around.

Rob raised the issue of continued erosion to the dock footings from drainage off of the road and encouraged everyone to continue to belong to the ECA as it is a valuable voice for the community in continuing efforts to improve infrastructure on the Island for the benefit of everyone – the wharf improvements being one example. Everyone uses the wharf, whether they own a boat or not and whether they belong to the ECA or not.

Dan, with the assistance of Kim Benson, gave a brief review of the six-year process of divestiture that went on when the SCRD took over a number of public wharfs from the government and the fact that a five-year wharf study is currently underway to determine usage, fees, etc., with no guarantee that the SCRD will continue to take responsibility for, among others, the two public wharfs on Keats Island. The Keats Landing wharf involves many groups and is complicated. Kim advised that there was an issue with the giving of a consent to the water lease for the Keats Landing wharf by the up-land owners, which consent is required in order to renew the water lease, without which, there will be no wharf and the SCRD could remove the structure. Kim was unsure of the current status of this issue or what the end result will be. Dan advised that the major focus from Eastbourne’s perspective, and an issue that the ECA will continue to monitor, is that the SCRD continue to maintain the Keats Landing dock and that Eastbourne residents have continued access.

Thank you to Rob and John for taking on the responsibility to manufacture and install the covers over the chain plates on the float.

Please remind your neighbours that if they use a community wheelbarrow to carry goods to their property to please return the wheelbarrows to the dock as the wheelbarrows are there for everyone to use.

8. Islands Trust

Kim Benson gave a report on current issues being dealt with by the Islands Trust including housekeeping items relating to the By-laws and definitions therein dealing with saw milling, temporary use permits, commercial rental properties, trailers, retaining walls, etc., and the impact of same on neighbours. A major issue facing Keats Island is land use at the Keats Camp, a proposed land subdivision application (which in its current form has been rejected by the authorities) and the need to address public access to Sandy Beach and a conservation area at Salmon Rock as part of any subdivision plan for that area. Kim advised that the big issue is the number of people planned for Keats Camp and the ability of Keats Island infrastructure to absorb the numbers (450 people suggested in the future). Kim said that the Trust Committee was trying to get a handle on the status of the situation, offering that minutes, agendas, etc. relating to the issue were available at the Islands Trust web site.

9. ECA Executive

Dan stated that the ECA needs new members and people prepared to be involved on the Executive, if the ECA is to continue as a point of contact between the community and the various government organizations. Volunteers to be on the ECA Executive for the ensuing year are:

Patrick Dornan
Barbara Lehan
Don Livingston
Dan Rogers
Michele Sarich.

Dan thanked the ECA Executive for their time over the last year and for volunteering for another year.

10. Tide Lines

Reinhart Derreth thanked Steve Procyk for printing the Tidelines again for a fraction of the cost, and to Ian Price who has been handling advertising coordination and mailing, adding that he was not sure if Ian was going to continue with this. Reinhart advised that it was the plan for the future to continue with one publication per year, in May, at the beginning of the summer cottage season; and he encouraged people to send in contributions and/or write letters to the editor.

Reinhart asked those who wished to continue to receive the Tidelines to return the insert that was included with the latest Tidelines issue, so that the mailing list, which is getting quite large and expensive to mail to, can be shorted to include only those who wish to continue to receive the publication.

Dan also thanked Reinhart, Steve and Ian (in absentia) for their efforts in creating and maintaining a wonderful publication.

11. Thank You’s

Dan thanked Sharon Romanovich (in absentia) for continuing as liaison with BC Ferries and for once again organizing garbage bins, which are scheduled for Saturday July 29^th.

Dan thanked Rob and George Pitman (in absentia), Steve Procyk and Pat Dornan for their efforts in constructing the storage shed for the ECA assets; to Scott Benson for assisting with transport of some of the materials on his barge at no charge; and to Brent McIlveen for donating siding.

12. Emergency Response on Keats Island

Joan Pederson gave a presentation on the emergency response booklet she is developing to assist the police, 911 and other emergency response agencies to identify and locate incident sites on Keats Island. Joan reported that, through the ECA, a grant application had been made to, and $3,000 has been received from, the SCRD to cover the costs of publishing the Emergency Response manual. Joan said she was in need of good maps of the Island, if anyone has any, and would appreciate any help or feedback anyone has on the information in the manual so far. The next step is to replicate the information Joan has gathered for the Eastbourne area with details from the other communities on the Island.

There being no further business, MOVED, the meeting terminated at approximately 1:00 p.m.

EAST BEACH ACCESS PROJECT

Do you like East Beach? Would you go there more often if steps were built? Would you feel a lot safer? Do more picnicking and pebble gazing?

How about all you boat moorers? Easier access to haul all your stuff.

Now forming an informal group of people who have expertise in engineering, design, material estimating, building etc. The time commitment would be minimal. One or two meetings at Keats.

The goal is to come up with a plan to submit to the ECA. The ECA has indicated that funding is available for materials.

I will be circulating this memo to as many people in the East Beach area as possible. And at the annual general meeting.

Also, now accepting any and all suggestions, designs etc, Please put the word out.

Send any questions, answers, design to Helen Westerberg Helen_westerberg@telus.net

Leave a note at the cabin or call me at 604-929-4934.

MINUTES OF THE ANNUAL GENERAL MEETING OF THE EASTBOURNE COMMUNITY ASSOCIATION HELD ON THE FRONT LAWN OF THE BLUE DOLPHIN INN, EASTBOURNE, KEATS ISLAND ON SATURDAY, JULY 9, 2005 AT 11:00 A.M.

The following members of the Executive were present at the meeting:

Dan Rogers
Debbie Crump
Lorna Steuer

Other Executive members unable to attend were Neil Turkington, Ken Elphick, Michelle Sarich and Ian Price. There were approximately 30 people (23 members and guests) present at the meeting. Five members were represented by proxy at the meeting.

Dan Rogers chaired the meeting and Patty Wiese was the recording secretary.

Dan opened the meeting by introducing those directors in attendance and introducing Brad Zallis, Staff Sergeant from the Sechelt/Gibsons RCMP Detachment, Kim Benson from Islands Trust and Scott Benson of WDS Contracting who were present, by invitation, as guests at the meeting.

1. Agenda

MOVED, the agenda for the annual general meeting was approved.

2. Minutes of the Annual General Meeting held August 7, 2004

MOVED, the minutes for the annual general meeting held August 7, 2004 were approved as recorded.

3. Membership Report

Dan reported the ECA has 41 paid-up-members to date, membership dues for 2005 being $50, discounted to $25 for seniors.

4. Financial Statements

Copies of the financial statements for the year ended May 31, 2005 were made available. Dan gave a brief review of the balance sheet and income statement. At year end, the ECA had assets of $27,955, $25,435 of which is cash held in investment certificates, and no liabilities. Membership fee income for the year ended May 31, 2005 was $2,271 with $47 raised through interest and miscellaneous income; expenses of $4,927 (including $553 to fund special projects, $963 for accounting services, office and miscellaneous expenses and $2,929 for insurance) resulting in a net deficit of ($2,609). Dan pointed out that liability insurance on the property owned by the Association, stairs to the beach that the ECA original funded, and director and officer liability insurance significantly exceeded membership fees for the current year ended. Less expensive insurance is being investigated. The year end statements did not reflect all of the 2005 membership fees paid to date, as a number of members paid their 2005 fees at the meeting.

A copy of the financial statements for the year ended May 31, 2005 are attached to these minutes.

MOVED, the financial statements for the year ended May 31, 2005 were approved as presented.

Waiver of Appointment of Auditor

MOVED, it was resolved that the appointment of an auditor be waived.

5. Water System

Dan called on Rob Pitman, who, together with John Low, continue to serve as Eastbourne’s liaison with, and to communicate community issues and concerns to, the SCRD on the water system and thanked them for all of the hard work they have done and the contributions they have made over the years.

Rob reported that he and John were very pleased with the progress on the water system. One-third of the lines have been replaced with buried with 2” quality material lines.

Scott Benson of WDS Contracting added that the three surface wells were currently completely full and the one year old drilled well was not being used at the moment. The drilled well is of proper quality and quantity to trade for the old West Beach surface well as a permanent, reliable water source. Scott reported that treatment capacity needs to be upgraded to meet high-volume use periods and the SCRD is looking for a solution. Scott emphasized that everyone should continue to be conscious and cautious of water use, and to follow the same conservation measures that have always been encouraged.

Dan again thanked Rob and John for their time, efforts and contributions on behalf of the community.

6. Dock

Rob Pitman reported that improvements to the float are nearing completion: the float has been raised to 18” from 12” off the water, permanent rails are to be installed shortly; the end of the pier has been widened to accommodate golf cart access and a metal plate has been installed at the top of the ramp to assist access. The SCRD estimates it will cost $9,000 to paint the dock and is exploring the option of replacing the dock with treated lumber versus painting.

Don Livingston asked if a roof could be installed on the dock to protect passengers from the rain. Dan and Scott Benson speculated that the SCRC would likely not object to such an installation if safety concerns were addressed, but would likely not pay for it. Dan encouraged members of the community to submit a volunteer proposal for funding such a project to the ECA.

Dan added that he would also like to propose the SCRD build a dingy float next to the main float to deal with safety concerns of having so many dingies on the float.

On behalf of the community, Dan thanked John Low (in absentia) for his efforts as a motivator to have the dock repaired and advised that John would be the Keats representative on a new dock committee being formed amongst the islands for the purpose of liasing with the SCRD; and encouraged everyone to continue to make their concerns known to the SCRD, who have responsibility for the dock. Kim Benson reiterated Dan’s comments about continue to voice concerns to the proper authorities.

7. Roads

General discussion ensued about the conditions of the roads in Eastbourne and the need for more regular road maintenance; Kim Benson reporting her understanding that annual road maintenance is planned to be done by the contractor next week (although this promise has been made before with no result). Kim Benson stated that the road to the Eastbourne wharf is unsafe due to erosion and both the road and the bank and that the SCRD is discussing options for its repair. Options being discussed: concrete for the road with a curb and rail at the bank side, with a “green” solution to help reinforce the bank. Kim advised that if the ECA members were prepared to offer financial assistance, an approach could be made to the SCRD for partnering with the Department of Transportation to complete the work. Rob Pitman said Steve Lee of the SCRD had indicated that if the ECA were prepared to be financially involved in the solution, it would kick-start the process. General discussion ensued, with the general concensus of those present being that the ECA should offer some financial assistance, possibly to cover the “green” solution for the bank, depending on an estimate of the costs.

Rob Pitman, John Low (in absentia) and Glen Young volunteered to work on the road to the wharf solution.

8. Tide Lines

Kim Benson reported that the first issue of the Tidelines was July 1995, making this the 20^th edition (possibly minus 1 missed edition) and the 10^th anniversary of a very worthwhile and valuable community publication. Reinhart added he is currently working on the 2005 Summer edition, but expressed his disappointment with the lack of involvement/contributions from the community. Dan thanked and a round of applause was given to Reinhart for his hard work and time contributed to the Tidelines.

Dan also thanked Ian Price (in absentia) for his efforts in creating and maintaining a wonderful web site, which is a valuable resource for maps, information, etc. (www.keats-island.ca).

9. Garbage Bins

Thank you to Sharon Romanovich for once again organizing garbage bins for next weekend, Saturday July 16^th (8:00 a.m. to 6:00 p.m.) and Sunday the 17^th (8:00 a.m. to 4:00 p.m.). This year, no propane bottles, gyproc, or roofing materials.

10. Storage Shed for ECA Assets

Brent Mcllveen led a general discussion on building a storage shed to house ECA assets (tables, chairs and fire equipment). Brent, Rob Pitman, Steve Procyk (in absentia) and Pat Dornan volunteered to work on such a project.

11. ECA Executive

Dan stated that the ECA needs new members and people prepared to be involved on the Executive, if the ECA is to continue as a point of contact between the community and the various government organizations that are responsible for services on Keats Island. General discussion. Dan volunteered to stay on for another year, as did Debbie Crump. Dan is not sure if either Michelle or Neil will stay on the Executive for another year. Volunteers to be on the ECA Executive for the ensuing year were: Barbara Lehan, Don Livingston and Pat Dornan. Dan thanked everyone who volunteered.

The ECA Executive for the coming year:

Debbie Crump
Patrick Dornan
Barbara Lehan
Don Livingston
Dan Rogers
Michelle Sarich
Neil Turkington.

12. RCMP Address

Brad Zallis, Staff Sergeant from the Gibsons/Sechelt RCMP detachment addressed the meeting regarding security, policing, vehicle licensing and other legal issues on the islands, explaining logistics of response time, manpower and other restrictions to regular visits, etc. General discussion ensued throughout, with questions being openly responded to. Sgt. Zallis explained that one of the biggest problems in attending a call on the islands is locating homes where incidents occur, with the request that, if someone calls in either a 911 emergency or a routine complaint, to have patience with the RCMP and ECom staff and give explicit directions and leave a cell phone or other readily available access telephone number. He also encouraged people to continue to voice concerns and complaints, which he would endeavour to have adequately responded to, emphasizing that people do not have to wait for an organized meeting in order to express concerns or issues.

13. Emergency Response

Joan Pederson gave a presentation on the emergency response booklet she is developing to assist the police, 911 and other emergency response agencies to identify and locate incident sites on Keats Island. Joan asked for volunteers to assist in a number of areas including: taking photos of access sites (docks, etc.) from the water, creating a GPS location log, identifying helicopter landing sites, being contact people for Eastbourne, etc. Joan is endeavouring to get the Eastbourne section of the booklet set up so it can then be passed on to community associations in other areas of the Island for them to complete their areas. General discussion ensued through the presentation, including concerns expressed about security issues of publishing coordinates, contact numbers and other personal identification information – everyone was assured that there would only be four or five names and a cell or home phone number for the area contact people, so that emergency response representatives had someone to contact for directions, etc. The suggestion was made that a tour be organized for emergency response representatives so that they can become more familiar with the Island communities.

Joan also advised that the ECA owns 9 Annie dolls, which are available for CPR training purposes on Keats and Gambier Islands.

Brent Mcllveen and Sharon Romanovich volunteered to be contact people for the Eastbourne section of the booklet; Reinhart volunteered to take pictures from the water and Jean Procyk volunteered Steve (in absentia) to also take pictures from the water.

14. Emergency Responders

Dan stated that response from volunteers prepared to be trained in first aid for first responders to emergency situations has been under-whelming and encouraged everyone to re-think about whether they would be prepared to get involved. The reality is that we are on our own for at least the first hour of any emergency situation, before professional help arrives.

15. Fire

With thanks to Glen Young for raising it, Dan reported on the Gambier Fire Equipment Group and how Gambier Island is dealing with organizing for protection from fires, and that group’s willingness to help Eastbourne set up a fire equipment group. The key is that the fire equipment group is not related to an association or society and operates based on a disclaimer that it is a group of neighbours who have come together for the purposes of acquiring and training in the use of fire equipment A copy of the Gambier Fire Equipment Group Newsletter is available for viewing at the bulletin board – Dan encouraged everyone to think about doing something like this in Eastbourne and encouraged a volunteer group to form to organize it.

General discussion ensued on how to stop people from having fires during the high risk season of mid-April to mid-October. Reinhart and Dan volunteered to investigate whether or not there is a governmental or official agency issued fire ban so that signs can be put up.

16. Islands Trust

Kim Benson gave a report on recent activities and current issues with the Islands Trust including postponed public hearings because of revisions being made to zoning bylaws for the Keats Landing subdivision. Kim asked that anyone wanting to be on her regular e-mail list should send an e-mail address to her at “kimb_keats@telus.net”. General discussion ensued on availability of public parking at Keats Landing and maintenance issues surrounding such public land availability. Further information is available at the Islands Trust website: www.islandstrust.bc.ca/gambier/studies.

There being no further business, MOVED, the meeting terminated at approximately 1:45 p.m.

Dan closed the meeting by thanking those present for attending and thanking Rob Willemsen for volunteering his front yard to host the meeting.

To:
Eastbourne Community Association Members

Saturday July 9^th, 2005 - Lawn of the “Blue Dolphin Inn” across from the Bus Stop/ PNE Home, next to Ken/Joan Pedersens or another location to be posted. Rain Date is July 16^th, same time.

1. Invoice for ECA membership for this coming year.

2. 2 proxies – each member to do separate proxy (2 per membership).

3. ECA Report of the Executive.

We have mailed this package out to members only and we encourage you to support the importance of the ECA to non members.

ECA Annual General Meeting

VOTING AT ECA MEETINGS

A member must be in good standing (i.e. must have paid annual membership fee for the current year) in order to vote at meetings. Voting cards will be issued to paid up members at the meeting (if required).

Whether you own one or several parcels of land within Eastbourne, the maximum votes that may be cast concerning that ownership is two. As a registered owner of your property you are entitled to one vote; your spouse (or common law partner) is also entitled to one vote. In the case of co-ownership of property, two owners are entitled to one vote each. This basic by-law is contained within the ECA constitution.

USE OF PROXY VOTE AT ECA MEETINGS

If you are unable to attend a meeting you may appoint a proxy by completing and signing the attached proxy form. You may appoint the individuals set out in the proxy form or you may cross out those names and fill in the name of another person to represent you at the meeting. The proxy may be delivered at the time of the meeting or mailed it to the Secretary. No person may act as proxy for more than 5 members in good standing. Proxies which are mailed must be received 48 hours before the meeting to be valid.

Extra Proxy forms may be downloaded here.

NOTE: Each of the two individuals (i.e. property owner and spouse or co-owner etc) wishing to vote must complete a separate Proxy form. If you have any questions please call Dan Rogers at (604) 294-0866 or Neil Turkington at (604) 581-4994 or Lorna Steuer at 604-931-4355.

MINUTES OF THE ANNUAL GENERAL MEETING OF THE EASTBOURNE COMMUNITY ASSOCIATION HELD ON THE FRONT LAWN OF THE BLUE DOLPHIN INN, EASTBOURNE, KEATS ISLAND ON SATURDAY, AUGUST 7, 2004 AT 11:00 A.M.

The following directors were present at the meeting:

Neil Turkington – President
Ken Elphick – Treasurer
Dan Rogers
Lorna Steuer

The other directors, Michele Sarich and Cam Sylvester, sent regrets. There were 39 people (members and guests) present at the meeting.

Dan Rogers chaired the meeting and Patty Wiese was the recording secretary.

Dan opened the meeting by introducing those directors in attendance and introducing Chuck Steamers of the Sunshine Coast Regional District, Kim Benson from Islands Trust and Scott Benson of WDS Contracting who were present, by invitation, as guests at the meeting.

1. Agenda

Dan reviewed the agenda and asked if there were any additional items to be added. Two matters were raised:

2. moving “junk” cars off of the island; and

3. parking issues on the west side of the Island at Keats Landing.

MOVED, the agenda for the annual general meeting was approved with additions.

4. Minutes of the Annual General Meeting held July 20, 2003

MOVED, the minutes for the annual general meeting held July 20, 2003 were approved as recorded.

5. Membership Report

Dan reported the ECA has 45 members to date, membership dues for 2004 having been reduced to $50, discounted to $25 for seniors. Fees have, in the past, been raised or lowered to meet expenses (water and fire committee endeavours) and, as property taxes have now gone up to support water system issues, the directors felt the ECA membership dues could be reduced.

Five proxies were given for the meeting: four appointing Lorna as nominee and one appointing Neil. ECA Bylaws authorize a maximum of two votes per property if two people are on title; one vote per property if only one person is on title.

6. Financial Statements

Copies of the financial statements for the year ended May 31, 2004 were made available to those members present and Dan gave a brief review of the balance sheet and income statement. At year end, the ECA had assets of $30,565, $28,045 of which is cash held in investment certificates, and no liabilities. Membership fee income for the year ended May 31, 2004 was $4,205 with $400 raised through cook book sales; expenses of $3,812 (including $325 for accounting services and $2,740 for insurance) resulting in net income of $620. Dan pointed out that interest income was slightly understated as some of the bank statements were not available at the time the financial statements were finalized.

A copy of the financial statements for the year ended May 31, 2004 are attached to these minutes.

MOVED, the financial statements for the year ended May 31, 2004 were approved as presented.

7. Waiver of Appointment of Auditor

ON MOTION DULY MADE, SECONDED AND CARRIED, it was resolved that the appointment of an auditor be waived.

8. Water System

Dan introduced John Low and Rob Pitman, who continue to serve as Eastbourne’s liaison with the SCRD on water system issues and thanked them for all of the hard work they have done and the contributions they have made over the years. Dan then turned the meeting over to Chuck Steamers from the SCRD for a report on the water system.

Chuck stated that the Eastbourne water system had been a learning experience for the SCRD, citing a number of challenges, including:

9. water contamination;

10. liability issues for volunteers operating the system;

11. extreme demand peaks;

12. growth demands with more long term, year-round residences being built.

Chuck outlined a number of initial projects that were planned within the framework of a master plan for Eastbourne and the progress that has been made to date:

13. water treatment – implemented in 2003 with the boil water advisory lifted in March 2004; current tests reflect excellent water quality, with arsenic levels under allowable concentrations;

14. adding new sources of water – the old East Beach and Gordon Wells have been refurbished; two new wells were drilled, one at the East Beach Well site (good flow of 2 ½ gals per minutes) and one at the Gordon Well site which has not had a good production result; have doubled water production from what was previously produced; the West Beach Well has been disconnected and those cottages are now being supplied by the East Beach Well;

15. replacing lines – some new lines have been installed, with the intention to eventually install new 2 inch buried lines to replace existing surface lines;

16. installing meters and low-flow devices – meters and low-flow devices have been installed on all previously serviced lots; and

17. have all owners install holding tanks – there are still a few holdouts.

Chuck then outlined plans for the future:

18. continue to upgrade water mains with buried 2 inch lines;

19. monitor water consumption to determine proper meter rates to replace the current $145 per year usage charge;

20. monitor possibility of adding new water sources (5 to 6 years out).

Scott Benson of WDS Contracting was asked to add any comments he had. Scott reiterated that the new system has significantly reduced the number of problems previously experienced with the community water system and has assisted maintenance and water volume issues. Notwithstanding the new system, Scott emphasized that everyone should continue to be conscious and cautious of water use, and to follow the same conservation measures that have always been encouraged. For the balance of the summer months, water recover will be slower as less and less water is produced. Scott commented there appears to be a trend for some people to use all the water that is available to them at any point in time, rather than conserving. Scott invited everyone to the water system open house being held at the water lot after this meeting.

John Low and Rob Pitman commented on the great progress that has been made with the water system, thanked Chuck for all of his hard work on the water system and thanked both Chuck and Scott for attending the meeting.

A number of questions from those in attendance were addressed by Chuck and Scott. In response to questions, Chuck clarified that any future meter charges for water use would be intended to replace the current $145 per year usage charge to recoup the cost of the system and not to earn a profit. No time frame for metering to start or rates has yet been determined. Chuck acknowledged that holding a public meeting prior to implementing metering would be a good idea and would be done.

Scott and Chuck both emphasized that any problems with the water system that are identified by property owners should be referred to WDS Contracting by leaving a message on the pager, which is carried by an employee of WDS Contracting at all times. For the benefit and integrity of the system; property owners should no longer be taking maintenance issues into their own hands.

Dan pointed out that, in addition to being on the list of important phone numbers that is available on the bulletin board and at the meeting, the water pager number is on a frig magnet that is available for everyone to take home. Dan thanked Rob Pitman for arranging for the magnets to be made, which the ECA funded. A supply of frig magnets will be available after the meeting.

21. Dock

The dock being the responsibility of the SCRD, Dan called on Chuck Steamers for an update. Chuck advised that major repairs were identified by engineers in 2003 and the work has put out to tender and the SCRD is awaiting quotes from contractors; regular maintenance and repairs have been completed; a quote has also been called for to raise the deck on the floating dock to assist with wash problems. Other issues raised by those present which should be dealt with as a priority were: problems and deterioration of the fender logs and tie-up rails; straightening out the dog-leg in the pier that restricts golf carts; widening the pier as it is difficult to get by if there are golf carts on it; and the “gap” between the pier and the ramp. Chuck said he would have to get the inspector and the maintenance contractor to look at these identified problems.

Kim Benson spoke to the $1.2MM capital budget that the Provincial government has allocated to bring the docks into good repair over five years. Monies are now being collected through property taxes for the annual maintenance and a capital renewal fund for major upgrades in the future, however, the $1.2MM capital budget monies must be spent by 2005. Kim advised that the Eastbourne wharf was identified by the transitional report as a priority for refurbishment. Chuck said he understood the $1.2MM was for operations and maintenance only, not capital expenditures.

Chuck said he would get the $1.2MM budget matter clarified and report back. A working group (Rob Pitman, John Low and Kim) will get information through and work with Kim Benson vis-à-vis applying for monies from the $1.2MM budget. A working group meeting will be organized in September.

MOVED, it was resolved that the ECA Executive write a letter to the SCRD requesting monies for the modifications and improvements to the dock that were discussed.

Other concerns raised were boats tied to the dock for extended periods of time and what rules and regulations there might be to control this. Dan suggested the Executive could look into this and put a notice on the bulletin board.

22. Islands Trust

Kim Benson gave a report on recent activities of the Islands Trust including two current issues which were discussed at the meeting held July 24, 2004: housekeeping amendments to zoning dealing with the use of trailers on property during construction and use of lumber mills; and a proposed subdivision at the Keats Landing camp allowing for separation of the existing cabins (a strata corporation to be formed) from the camp proper. A full report is available at the Islands Trust website: www.islandstrust.bc.ca/gambier/studies. Nothing more will be done in this regard until September when response and feedback has been received from property owners. There will be a public hearing later in the fall and a notice will be put out to the public. Kim invited people to call her if they had questions.

The issue of parking on the west side of the island was raised and Kim acknowledged it was an issue that was being looked at. Kim suggested that the cottagers at Keats Landing would be a good group to work with to resolve parking problems.

23. Water Lease at East Beach

In response to concerns expressed by some residents, Dan summarized the history of a water lease that the ECA held at East Beach that expired June 14, 2003. The actual document was a license providing for private moorage at East Beach and was initially applied for to block aquaculture (fish farms) coming to the Eastbourne shoreline. The license can be re-applied for but is a complicated process. Dan put to the meeting for direction.

Kim Benson advised that the new Land Use Bylaw now deals with this issue that was previously not dealt with by any zoning and the current Land Use Bylaw prohibits aquaculture in all zones, therefore the license is no longer necessary.

24. BC Ferries

Sharon Romanovich, the BC Ferries liaison, gave a brief report on the status of ferry service to Eastbourne. There are currently eight ferries per day coming to Keats Island (split between two docks) and 10 to New Brighton on Gambier. Sharon reported that riders seem pleased with the Stormaway service.

25. Roads

Dan reported on his conversation with Tom Cloutier of Capilano Highway Services with respect to the maintenance contract between the Province and Capilano Highways Services for maintenance of certain roads on Keats Island, covering the Province’s responsibility for road maintenance from dock to dock and in certain other limited areas. A formal request has been made to Don Legault, BC Highways, for a copy of the contract for information purposes on the work to be performed. Dan explained that the contract appears to be very specific as to what the contractor can and cannot repair/maintain, which explains inconsistency in the level of maintenance performed. Kim Benson clarified that all roads are classified by the Province based on number of cabins and number of vehicles using them, and then the contracts are based on the classifications.

Dan has also: a) made a request of BC Highways that the approach to the dock be properly fixed; b) has invited Mr. Cloutier to Eastbourne for a tour to review issues; c) will be calling Mr. Legault after the meeting to relay property owners’ concerns; and d) has requested advance notice of any maintenance work plans so that a notice can be put on the bulletin board.

Other issues raised and discussed were: improper grading and no crown left on the main road; liability issues if someone falls and is injured. Kim Benson encouraged people to communicate with Don Legault that the contractor is not doing an adequate job. Dan said the ECA Executive would do what they could to help but also encouraged individuals to contact Mr. Legault, whose coordinates are available at the bulletin board.

26. Traffic & Noise

Dan advised that the ECA Executive has received numerous concerns about noisy motor vehicles early in the morning and late at night and that a request had been made for the Executive to invite the RCMP to Eastbourne for this meeting. Dan put the issues to those present for discussion stating that if there was a will amongst the membership another meeting would be convened and the RCMP invited to attend. General discussion ensued. Other issues raised were liability issues with unlicensed vehicles, children driving ATVs at high speeds, chainsaws impinging on quiet enjoyment of property, ability for RCMP to respond quickly in an emergency. The consensus was that: a) the majority of people want law and order without too much fuss; b) frequent visits to the Island by the RCMP on a regular basis, with action taken when necessary, is important; c) reducing noise is a consideration/courtesy issue in respecting other people’s rights; and d) more parental guidance/supervision is needed. Implementing a noise bylaw was briefly discussed but it is a complicated process and, in the end, enforcement is the issue.

MOVED, it was resolved that the ECA Executive invite the RCMP to Eastbourne for a general meeting to discuss safety, noisy and unlicensed vehicles, and other illegal activity issues and to encourage the RCMP to attend on a more frequent basis and take actions when infractions are identified.

Dan called for a poll by show of hands how many people wanted the police to visit the Island on a more frequent basis; several were opposed.

MOVED, it was resolved that a speed limit sign be put up in lower Eastbourne. A volunteer committee of Neil, Lorna and Ian Price was formed to arrange for the signage.

27. Green Space

Neil Turkington advised that the SCRD master plan contemplates creating some green space in Eastbourne. Cotton Point has been suggested as a possible location and the SCRD are receptive to the idea, although the capital expense for the property is quite high. Neil is going to prepare a formal proposal to submit to the SCRD. Kim Benson added that property owners have been paying into a park acquisition fund for many years with no money ever having been expended. Kim pointed out that, in addition to a straight purchase of land for green space, there are many creative ways to dedicate portions of privately owned property as green space, including amenity bonusing and density transfer, which can help off-set capital expenditure. General discussion ensued.

28. Fire Department

Dan gave a brief history of the volunteer fire department in Eastbourne before it was disbanded and advised that Terry Ovens and Tony Flynn have agreed to get involved in reestablishing a volunteer fire department. Tony reported on a drill/training session that was held a few weeks ago and said the next drill is planned for Saturday, August 21^st at the fire shed. Volunteers were welcomed and Pat Dornan and Ted Romanovich volunteered. Dan said that the ECA Executive would help out in any way they can and said he would look into liability issues.

Dan added that a request for funding had been received from Joan Pederson to design and implement a fire/accident/emergency evacuation plan which the Executive would be considering. Kim Benson suggested the ECA Executive contact Joyce Kleg, the President of the community association on Gambier Island, as Joyce has done some work liaising with emergency response agencies. Kim also pointed out that Eastbourne is a 911 emergency area.

29. Tidelines

On behalf of the ECA and its members, Dan thanked Reinhart Derreth and Glen Young for their hard work on Tidelines over the years and also thanked Steve Procyk for printing Tidelines free of charge. Reinhart asked for volunteers to help with advertising, mailing, etc. Ian Price, who is maintaining the Keats Island web site, volunteered.

Ian said that anyone who wished to contribute to the web site or post an announcement could either e-mail him (iprice,0.keats-island.ca) or submit a form through the web site (.

30. Other Business

A general discussion was held on what can be done to remove derelict vehicles from the island. Several suggestions were made including: using some of the ECA cash reserves to fund removal and requesting money from the SCRD. Some property owners have offered to contribute $100 towards the cause. Kim Benson suggested that if an itemized plan was put together and submitted to the SCRD, they would likely be receptive to the idea. Dan suggested that members get together and identify vehicles to be removed and the ECA Executive would work with them to put together a proposal for the SCRD. Scott Benson said he would be willing to take vehicles off the Island at cost, volunteering his time to coordinate such a project.

31. ECA Executive

Those volunteering to serve on the ECA Executive for the coming year were:

Debbie Crump
Ken Elphick
Ian Price
Dan Rogers
Michelle Sarich
Lorna Steuer
Neil Turkington.

There being no further business, MOVED, the meeting terminated at approximately 1:30 p.m.

Dan closed the meeting by thanking those present for attending and thanking Rob Williams for volunteering his front yard to host the meeting.

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All the while the ECA is continuing to work to be your community association.

It is time again to renew your ECA membership.

Many new Eastbourne people are are joining the ECA for the first time.
Welcome!

Who is the ECA?
Originaly named the Eastbourne Cottagers Association, the ECA was formed many years ago to be a voice for the part-time residents of Eastbourne. As more people moved to the Island to live full time, the name was evolved to the Eastbourne Community Asssociation.

• The ECA has acted as the community voice on many issues such as Water, Ferry Service, Fire Prevention, Roads, Fish Farms and more.
  
• The ECA has funded projects on the island such as stairs to beaches, wheelbarrows for the dock and the bulletin board.
  
• The ECA owns property at Eastbourne, the Gordon Well lot, the East Well lot and the Goat Trail lot.
  
• The ECA helped adminster funds for the water commitee and the fire commitee. ( The water became the responsibilty of the SCRD and the fire commitee was disbanded for liability reasons. )
  
• The ECA continues to serve the best interests people of Eastbourne. It is the best venue for community action, discussion and information. The ECA will continue to plan for community needs and insure a structure is in place and the voice is ready for those issues that will arise in the future.
• The ECA has about $30,000 in assets and stands by willing to assist community projects.

If you are not an ECA member, when will you get your opportunity to say what you think is in the best interest of the people of Eastbourne?

Come to the AGM (Annual General Meeting) and you will find many of your neighbours discussing what is important to them in Eastbourne and on the island. You will learn about the contacts with various levels of government including the SCRD, Islands Trust and the Province of BC. You will learn that we are lowering membership fees and planning for the future.

It is important to know that the ECA does not have legal authority over much. We are a society set up under the Societies Act to represent the interest of the residents of Eastbourne Keats Island. We do what the ECA members agree is best.

Water
As you are all aware from your tax bills, community water is now an SCRD function. There is no longer a water commitee. However, two of the commitee's former members continue to serve as advisers to the water authority. All water in Eastbourne is now treated, there is a maintenance contract in place, flow restrictors are being installed and new wells have been drilled. Our understanding is that water management will be such that soon we will have access to more water than ever and with proper storage on your property there should be little chance of running out.

Roads
Roads are mainly the responsibilty of the Province of BC. Many concerns about the road to the dock have been raised this year and it has been "fixed" twice. The ECA contacted the Province of BC last fall and this spring regarding the road. The ECA is also looking for volunteers to build a walkway down to the dock.

Docks and Ferry Service
The ECA has a liason to BC Ferries but the reality is that issues about service need to be voiced directly to Kona Winds or to BC Ferries. The dock is now owned and maintained by the SCRD. The ECA has contacted the SCRD regarding the condition of the dock and intends to report SCRD's plans at the AGM.

Fire Prevention
The volunteer fire department was disbanded due to liability issues. There is some equipment in the fire shed near the dock and other equipment is in storage around eastbourne. There is no organized group of people for fire or other emergency first aid. The fighting of fires is an issue that requires the guidance of properly trained persons. "If you don't know how to fight fires ==> protect your life and the lives of others first." What is needed is a group of people to do fire prevention awareness and assessment.

Projects
Project funding is available for individuals and groups who are members of the ECA. If you want to do a project that benefits the community, please complete this form for application. There are also printed forms at the bulletin board near the dock.

Governance
The ECA needs more directors. The vice president has left Keats Island, one of the directors lives in Arizona and the remaining people are very busy with other things. Please consider becoming a director for the ECA.