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BLUEWATER COUNTRY RESIDENTS ASSOCIATION
Board of Directors Meeting
September 6, 2019

PRESIDENT:   Diane Barnhardt
SECRETARY:  Karen Dore
PRESENT:Elly Allsupp, Diane Barnhardt, Anne Doan, Karen Dore, Buddy Fischer, Colette Wilson
EXCUSED:Shirley Snell

Minutes of the meeting of the Board of Directors of the Bluewater Country Residents Association held in Sarnia, Ontario, on Friday, September 6, 2019. Diane Barnhardt called the meeting to order at 9:30 a.m., there being a quorum present.  

1.Agenda
The agenda was approved as circulated.  

2.Adoption/Review of Meeting Minutes 
The minutes of the Board meeting held August 16, 2019, were reviewed.  
On motion duly made by Anne Doan, seconded by Elly Allsupp, and CARRIED, it was resolved that the minutes of the Board meeting held August 16, 2019, be adopted.

3.Review Social Committee Meeting
The Social Committee minutes of the meeting held September 3 was reviewed.  
It was noted that a quote is being requested for installation of two new ceiling fans. This will need to go to the general meeting for a vote if over $600. 
Kitchen wall patch painting – Diane will ask management for the paint so that someone can paint the patch on the wall as soon as possible. It was mentioned that the first aid kit needs to be relocated since it is behind the freezer – Diane will speak with Management about this.
The bazaar is back on the schedule for November 30 with more advertising planned. Parkbridge will be approached to donate an item for the raffle.

4.Review Management Meeting
The record of the Management meeting held August 21 was reviewed. In particular, the following were discussed:  
Lights at the Phase 4 gate are still not working properly.  
The trees are going to be removed from the visitors’ lot on 8th and Golfview. It is hoped that cement barriers will be placed at the same time.
There was discussion on the gravel still around the Clubhouse. It was suggested that residents could clean up their own street gutters to help out. 
Garbage in the kitchen and laundry area will be revisited with Management as well as whether staff clean the kitchen when the rest of the clubhouse is cleaned.  
If the clubhouse doors are found unlocked, Management asked to be advised right away so it can be addressed.  
Work order follow up continues to be an issue. Residents’ are not being advised on the status of a work order that’s been submitted. Management tours of the property were suggested as a way to ensure work is being done. Perhaps the Board monthly inspection process with operations should be reinstated.  
Security cameras at the gates are being considered by Management in next year’s budget.  

On motion duly made by Buddy Fischer, seconded by Anne Doan, and CARRIED, it was resolved to accept the management report as presented.

5.Treasurer’s Report
The Treasurer’s report as of August 31, 2019 was reviewed. The report indicated that the total assets were $4595.08 with $2000.00 as the GIC investment leaving $2516.48 in the chequing account and $78.60 in petty cash. Reinvestment of the GIC will be requested at the Fall General Meeting.
On motion duly made by Anne Doan, seconded by Elly Allsupp, and CARRIED, it was resolved to accept the Treasurer’s Report as presented. 

6.Fall General Meeting
Preliminary discussion was held on the Fall General Meeting regarding setup, agenda, etc. The setup would be similar to the past few meetings, with the podium put in place for Management.
It was noted that the Social Committee is requesting that the wording of Rule #2 for the Hall/Pavilion Rental be changed with respect to when the deposit is to be paid. Following discussion, Board consensus was that the rule remain unchanged with payment of the deposit 60 days prior to the event. It is the resident’s responsibility to ensure the deposit is paid on time. This will be discussed further with the Social Committee.  
Diane advised that she had invited Mary Lynn to attend the Fall General Meeting. Management responded that Mary Lynn Kohut and Sue Baert would attend the meeting and bring a speaker regarding thefts in the area. It was felt that the speaker should be at the resident appreciation or as a separate event due to time constraints at the General Meeting and this will be arranged separate from the General Meeting.  
Residents will have the opportunity to submit questions and concerns prior to the meeting with a deadline of September 30. The questions will then be provided to management to provide answers at the meeting.  

7.Old Business
a)Home Visits – Colette advised that home visits are up to date. There were no visits this month but two residents have not moved in yet. A resident that has been in for a period of time and not visited will be contacted.  
b)Bulletin Boards – No report available. 

8.New Business
a)Correspondence – correspondence received since the last meeting was reviewed.  
Diane mentioned that she received an email from the president of another Parkbridge community asking how we had resolved issues that are common between the communities.  
A letter was received from a resident with concerns about lease contradictions. Diane is waiting for management’s response. 
An email was received about use of transponders. It was felt that this had been discussed with Management so will check the records before bringing this up again.  
b)Defibrillator – there is concern that it is not being checked carefully enough by Management to make sure it will work when necessary. Diane indicated that an outside source used to come in every month to check it in addition to the checks that Management makes, but it is not clear that if that is still happening.  

9.Next Meeting
It was determined that the next Board meeting will be held on Friday, October 11, 2019, in the Library at 9:30 a.m.  

10.Adjournment
There being no further business, the meeting adjourned at 12:15 p.m.

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Management Meeting
Minutes
September 12, 2019


Present: MaryLynn Kohut, Sue Beart, Diane Barnhardt, Anne Doan

1.Review Previous Management Meeting Minutes - August 21, 2019
a)Sign and entrance lighting phase 4: The additional Parkbridge sign is on order. The lighting on the right side of the gate is operational now. The left side cannot be done like the right side due to wiring location so it will be done with solar lights. Diane questioned the brightness and Management stated the solar lights will be as bright as the lights on the right side.
b)Removal of trees in visitors’ lot on 8th: The dead trees have been removed. The cement blocks will not be put in place until next year due to budget constraints this year.
c)Gravel on roads and at clubhouse: The clubhouse parking lot will be redone. Diane informed Management that at the last Board meeting it is suggested that residents look after their own curbs and possible help their neighbor if they are unable.
d)Slide lock on clubhouse doors: Will be left in place at this is the only way to lock those doors.
e)Phone in the kitchen: Diane informed Management that when she checked to see why residents were having difficulty in calling the emergency number from that line she found that on the phone list above the phone there was not a 1 in front of the number so she added it. Also the phone sheet in front of the binder was missing the middle 3 numbers so she added that. She then did test call to the number with no problem getting through. Management will redo the lists.
f)Garbage in the kitchen after a function: The Social Committee has asked this to be revisited by Management. The answer remains the same with time and staff constrictions. They suggest perhaps putting a plastic garbage bag down in your trunk before removing the garbage in your car.

2.Review Social Committee Meeting Minutes – September 3, 2019
a)Management was informed that 4 new tables for the hall have been purchased by the Social Committee and reminded that 5 more may be coming through the New Horizon grant. The Social Committee will notify Rod to remove the broken tables.
b)Kitchen Wall patch: Diane informed Management that the Social Committee will arrange for the painting to be done if they give them the paint. Management states that they would rather do the painting that is required in the kitchen as well as the billiard room.
c)Bazaar: The Social Committee is asking if Management is still going to be able to make a prize donation. More to follow.
d)Grease trap odor: Mary Lynn will follow up with Rod to make sure he is aware of what preventative maintenance is to be done with the trap.
e)Oct 5 food drive: Management was made aware that staff may see bags on front porches. These are donations for the Inn of the Good Shepherd and will be picked up that day by a team of residents.
f)Pavilion Audio Equipment: Management states that Christopher Electric will be in today to check.

3.Review Board Meeting Minutes – September 6, 2019
a)Work Orders: Diane questioned whether the system that is in place is being followed. I.e.: follow up with the person submitting the order within a 48 hour time frame? Management states that a new system is in place and that the response time should improve.
b)Monthly inspections: The Board feels that these inspections with a Board member and Maintenance supervisor should be reinstated. This will not be happening.
c)General Meeting: Was discussed.
d)Defibrillator: Diane questioned if monthly inspections are still being done by a professional. Also when were the batteries last changed? Management stated the batteries were changed last year. They will follow up to see if Sentry does inspections. More to follow.

4.New Business:
a)First Aid box in the kitchen: Anne asked if it can be relocated as it is currently behind the freezer and cannot be totally opened. Management to relocate.
b)Kitchen cleaning: Kirsten does a light clean i.e. sweep the floors and empty garbage. In the past the convener of the kitchen looked after deep cleaning.
c)Office phone mailbox: Diane stated that she has had a lot of feedback from residents calling the office and cannot leave a message because the mailbox is full. Management will empty mailbox more often.
d)Correspondence: Emails were discussed and Management will follow up either now or at the General Meeting.
e)Signs: Diane reminded Management of the Parkbridge Rules and Regulations regarding For Sale sign locations on lots. Mary Lynn is aware and will address. For Sale signs are to be located close to your house i.e. in a flower bed and are NOT to be placed in the middle of the lawn.
f)Fountain in Phase 4: A lock will be placed on the timer box so that the times cannot be tampered with.
g)Laundry Area: Management is wondering if very many residents use the washer and the dryer. They are thinking about space and if it is necessary to keep these. Diane asks if residents who use the laundry facilities in the clubhouse would let her know. Also, she will discuss at the General Meeting.

Respectfully Submitted,
Diane Barnhardt, President, BCRA 

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BLUEWATER COUNTRY RESIDENTS ASSOCIATION
NOTICE OF FALL GENERAL MEETING
WEDNESDAY, OCTOBER 23, 2019


TO:Resident Members

FROM:Board of Directors


The Fall General Meeting of the members of the Bluewater Country Residents Association will be held in the Clubhouse Great Hall on Wednesday, October 23, 2019 commencing at 7:00 p.m.

The General Meeting shall be held for the purposes of:

1.GIC renewal.  

2.Receiving and considering amendments to the Bylaws (posted on the website and on the mail room and clubhouse bulletin boards).

3.Considering or transacting such further or other business as may properly come before the meeting.


Dated at Sarnia, Ontario, this 23rd day of September, 2019.

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BLUEWATER COUNTRY RESIDENTS ASSOCIATION
Board of Directors Meeting
October 11, 2019

PRESIDENT:  Diane Barnhardt
SECRETARY:  Karen Dore
PRESENT:Elly Allsupp, Diane Barnhardt, Karen Dore, Buddy Fischer, Shirley Snell, Colette Wilson
EXCUSED:Anne Doan

Minutes of the meeting of the Board of Directors of the Bluewater Country Residents Association held in Sarnia, Ontario, on Friday, October 11, 2019. Diane Barnhardt called the meeting to order at 9:30 a.m., there being a quorum present.  

1.Agenda
The agenda was approved as circulated.  

2.Adoption/Review of Meeting Minutes 
The minutes of the Board meeting held September 6, 2019, were reviewed.  
On motion duly made by Elly Allsupp, seconded by Colette Wilson, and CARRIED, it was resolved that the minutes of the Board meeting held September 6, 2019, be adopted.

3.Review Social Committee Meeting
The Social Committee meeting held October 8 was reviewed.  
Diane was asked to speak with Management about a resident doing the kitchen painting. Management advised that they would be doing the painting, not a resident.
Grease trap odor will be followed up by Management. It doesn’t appear that anything has yet been done as the odor still exists. It was mentioned that in the past the City had come out to clear the drain outside which helped reduce the odor. This may be a plumbing issue that needs to be addressed.
First aid box hasn’t been relocated to a more accessible place as requested.
Management will be asked to define what “light cleaning” of the kitchen includes. It was felt that wiping the counters would be considered light cleaning.  
Diane has had no replies to her request for residents to let her know if anyone uses the washer and dryer in the clubhouse as Management wants to remove them. If the washer and dryer are not used, they could be removed to provide extra space, plus there is a liability issue if something goes wrong with the machines. Management will be requested to find out who manages the washer/dryer to determine how much it is used.
Booking deposit – the Social Committee accepted the Board’s recommendation to leave the deposit payment as it currently is for residents to pay the deposit within 60 days of their event. 
Pavilion audio equipment – audio system and outlets are not working. On July 26 a work order was submitted about outlets not working. At the September meeting with Management, Diane was advised that Christopher Electric was coming in that day. September 26, Christopher Electric was contacted about the pavilion and they denied being contacted and came in on September 27 to look at the outlets. Christopher Electric advised Management that the outlets were not up to code, so they were authorized to fix the outlets. Quotes for the fan are being submitted to the Social Committee. This is just one event that raises a concern with the length of time to process work orders and inaccurate information be relayed by Management.  
A clubhouse electrical issue was identified by Christopher Electric with the bingo machine being stored illegally in the electrical room which restricts the access around the fuse boxes and the door has also been found propped open which is not legal. The electrical room door must be closed and locked due to all the equipment in that room. This will be raised with Management.
There was discussion about the election timing being 9:30 a.m. - 9:30 p.m. It was decided that the Social Committee should keep the money received from holding the election in the Clubhouse since they are paying for the Spring and Fall general meeting treats. The fee used to be split in order for the Board to help pay for those costs.  

4.Review Management Meeting
The record of the Management meeting held September 12 was reviewed. In particular, the following were discussed:  
Phase 4 signage – the sign is completed, but the solution for the lighting on the left side of the entrance is not acceptable. The solar lights are not bright enough. The entrance is already dimly light since there is no City street light by the entrance. 
Work orders – restock of supply in clubhouse and mail room should be done by Management.  
Monthly inspections – the Board felt strongly that these should be reinstated.
There was discussion about the printer in the clubhouse. Since the Social Committee is now to pay for the copier toner, it was felt that the Social Committee should keep the money collected for copies.  
On motion duly made by Buddy Fischer, seconded by Shirley Snell, and CARRIED, it was resolved to accept the Management report as presented.

5.Treasurer’s Report
The Treasurer’s report as of September 30, 2019 was reviewed. The report indicated that the total assets were $4660.84 with $2000.00 as the GIC investment leaving $2510.84 in the chequing account and $150.00 in petty cash.  
On motion duly made by Elly Allsupp, seconded Buddy Fischer, and CARRIED, it was resolved to accept the Treasurer’s Report as presented. 

6.Fall General Meeting
Diane will be reviewing the agenda. Setup will be for 200. The podium will need to be set up on the floor for management’s report. The microphone on the floor will be moved to the podium for their report. Residents will not be allowed to ask questions from the floor during management’s report since any questions were submitted prior to the meeting.  
Colette and Elly will purchase the snacks for the meeting and make the coffee.  
The Social Committee will be seated in the front row of the meeting.  
Diane reviewed the questions received for management response at the general meeting.  

7.Old Business
a)Home Visits – Colette advised that home visits are up to date. She did 3 visits this month and mentioned that the water charges are a major issue of concern with new residents that has been brought up with her during the visits. Apparently the monthly charge that management advised was being discontinued needs to be clarified. It appears some residents are being charged $80/month and some $40/month. It is not clear when or if any reconciliation is occurring.
b)Bulletin Boards – Shirley advised that there was nothing to report.
Shirley and Buddy left the meeting.

8.New Business
a)Correspondence – correspondence received since the last meeting was reviewed.  
Diane mentioned that someone soliciting approached their home on a weekend and she attempted to reach someone to report it and have him removed from her front landing since he would not leave voluntarily. It was suggested that the company who takes the emergency calls should be advised who is taking calls on weekends.  
There was correspondence about the cleanup of the hall/tables after the resident appreciation event.  
b)September 27 it was brought to a Board member’s attention by a number of residents that the creepy crawler was left on the side of the pool with the plug exposed. The residents mentioned it to the staff member present at the pool that it should be put away as a safety matter and was told it would be done later, leaving a tripping hazard for users in the meantime.

9.Next Meeting
It was determined that the next Board meeting will be held on Friday, November 8, 2019, in the Library at 9:30 a.m.  

10.Adjournment
There being no further business, the meeting adjourned at 12:10 p.m.

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