Agreement log

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When adding agreements, put most recent first, with link to minutes.

If there is a discrepancy, the version in the minutes has precedence.

Generally, only strategic agreements and matters of ongoing governance are recorded here. Please review minutes for short-term agreements.

Minutes:20120801 Wednesday, 1 August 2012, Residents' Meeting

Minutes:20120725 Wednesday, 25 July 2012, Residents' Meeting

  • AGREED: to proceed with produce cooling shed, pending funding. Jan has sent the project abstract to a potential funder. We will settle on a date over the next few meetings.

Minutes:20120627 Wednesday, 27 June 2012, Residents' Meeting

  • AGREED: to Friday "community day," with work party at 13:00, farm tour at 17:00, public potluck at 18:00, and movie/presentation/program afterward.
  • AGREED: Ben Corno has agreed to be work party steward, and will co-ordinate weekly work party activities.

Minutes:20120613 Wednesday, 13 June 2012, Residents' Meeting

  • AGREED: to extend our mortgage by $35,000 to cover upcoming investor redemptions. Jan will come up with final wording as per CCEC's requirements.

Minutes:20120425 Wednesday, 25 March 2012, Residents' Meeting

  • AGREED: to issue 1,230 Class A shares to Jan for new 52" rotovator.

Minutes:20120411 Wednesday, 11 March 2012, Residents' Meeting

  • AGREED: Members are unanimous in choosing soil blocks over plastic plug trays, and acknowledge that we depend on volunteer labour, for which we are deeply grateful.

Minutes:20120404 Wednesday, 4 March 2012, Residents' Meeting

  • AGREED: EcoReality will accept donation of a functioning 20 foot GMC P-30 recreational vehicle from Mataji. We do not intend to carry insurance, but there may be a title transfer fee. Jan will arrange transport to EcoReality with Mataji.

Minutes:20120321 Wednesday, 21 March 2012, Residents' Meeting

  • AGREED to issue 1,050 Class A Investment Shares to Jan Steinman for brand new diesel water pump and 100' of 3" suction line, with two camlock connectors and two foot valves. This is necessary in order to start a siphon from the reservoir for irrigating the East Field and the greenhouse. It will require an additional expenditure for a camlock adaptor for the pump input and output, which are currently threaded connectors.

Minutes:20120310 Saturday, 10 March 2012, Directors' Meeting

  • AGREED: On an ongoing basis, the directors approve transfers of any number of Class A Investment Shares from Ron Pither to any present Class A Investment Share holder. Transfers to those who are not Class A Investment Share holders as of 10 March 2012 will still require separate board approval.

Minutes:20120229 Wednesday, 29 February 2012, Residents' Meeting

  • AGREED: to set up a new profit centre for the planting, cultivation, processing, marketing, and sales of medicinal herbs, with Jan as steward. Jan will provide initial funding and planning.

Minutes:20120118 Wednesday, 18 January 2012, Residents' Meeting

Minutes:20120104 Wednesday, 4 January 2012, Residents' Meeting

Minutes:20111214 Wednesday, 14 December 2011, Residents' Meeting

  • AGREED: Ron is to take the standard BC Residential Tenancy Agreement that he will not agree to, and make modifications to it to the point that he finds it acceptable, and that he and EcoReality will use that as a starting point for negotiation on a final residential agreement for the white house.

Minutes:20111207 Wednesday, 7 December 2011, Members' Meeting

  • AGREED: final approval to issue the following shares for labour and materials on a capital project (yellow house skylights):
    • 584.17 Class A Investment Shares to Jan Steinman
    • 31.20 Class A Investment Shares to Carol Wagner
    • 2280.17 Class B Investment Shares to Jan Steinman
    • 225 Class B Investment Shares to Carol Wagner
  • AGREED: Money beyond $1,100/month rent that Jan & Carol put into paying EcoReality expenses and mortgage will be in the form of a revolving loan, which will be assessed 0.354% interest monthly (4.25% annual rate), compounded.
  • AGREED: debts owed to EcoReality for 30 days or longer be assessed a finance charge of 0.416% each month, equivalent to a 5% annual rate, which will accrue to the debt owed if unpaid.
  • AGREED: debts owed to EcoReality for more than 180 days be referred to a collection agency, at the sole discretion of the finance steward, who can consider mitigating circumstances, such as if a payment plan has been agreed and is being followed

Minutes:20111130 Wednesday, 30 November 2011, Members' Meeting

  • AGREED: all residents will sign standard BC Residential Tennancy Agreements (RTA), as linked below. Rudy's rent of $200 for his trailer space remains unchanged. Carol and Jan (yellow house) will begin paying rent of $1,100 per month. Ron (white house) will begin paying rent of $750 per month, plus $350 per month toward his debt on unpaid taxes and insurance. Each house is also responsible for insurance, taxes, and utilities.
    RTA, Pither
    RTA, Siegers
    RTA, Steinman-Wagner

Minutes:20111102 Wednesday, 2 November 2011, Residents' Meeting

  • AGREED: 2012 monthly themes same as those of 2011.

Minutes:20111019 Wednesday, 19 October 2011, Residents' Meeting

  • AGREED: We discussed Ron's debt to the co-op for insurance and taxes, and agreed to give him a statement to that effect.

Minutes:20111012 Wednesday, 12 October 2011, Residents' Meeting

  • AGREED: Reaffirmed that all harvests from EcoReality property are to be weighed and logged.
  • AGREED: Reaffirmed last meeting's agreement with Ron that he will provide copies of invoices for produce he has been taking to local grocers.
  • AGREED: Ron and Carol will sit down and review grocers' invoices and harvest discrepancies.
  • AGREED: Reaffirmed that there will be no reimbursement for expenses without request beforehand and originals of all receipts, as agreed in our compensated expenses policy.
  • AGREED: Reaffirmed that there will be no reimbursement for volunteer expenses (lodging and food) without timesheets showing a minimum of 36 hours per week on EcoReality work, submitted by the 15th of each month for the preceding month's work, in accordance with our written volunteer co-op support agreement.
  • AGREED: Ron is not to bring any more materials to EcoReality without submitting a budget with the total, non-negotiable cost beforehand.
  • AGREED: Noted that Ron owes EcoReality for two years of insurance on the White House ($1,529 and $1,302) and one year of property tax (to be determined, estimated to be around $1,000). Carol will document these unpaid expenses and invoice Ron for them.
  • AGREED: Jan will re-train Manu to read the meters and to submit meter readings to Carol, so Ron can be compensated for half the electricity used by the pump and workshop.

Minutes:20110727 Tuesday, 27 July 2011, Residents' Meeting

Minutes:20110615 Wednesday, 15 June 2011, Residents' Meeting

  • AGREED to issue $120.00 class A shares to Jan for new irrigation pump (installed).

Minutes:20110607 Tuesday, 7 June 2011, Residents' Meeting

Minutes:20110531 Tuesday, 31 May 2011, Residents' Meeting

  • AGREED: Ron Pither has been given $150 Class B shares for this rototiller and we have authorized up to $200 for repairs.

Minutes:20110119 Wednesday, 19 January 2011, Residents' Meeting

  • AGREED: Brad & Jennifer MacArthur are investing $10,000 in Class A shares for the commercial propagation greenhouse project.

Minutes:20101229 Wednesday, 29 December 2010, Residents' Meeting

Minutes:20101209 Thursday, 9 December 2010, Special Directors' Meeting

  • AGREED: To open an account with CCEC with Carol and Jan as the sole signers. This account is only for the purpose of financing EcoReality property; having two signers is for convenience only, as otherwise every director would need to make a trip to Vancouver for maintenance of this account. Carol and Jan will be required to obtain full board approval for any transfers to or from this account.

Minutes:20101124 Wednesday, 24 November 2010, Residents' Meeting

  • AGREED: to raise lodging & meals for visitors to $25/$25 per person.

Minutes:20101117 Wednesday, 17 November 2010, Residents' Meeting

Minutes:20101013 Wednesday, 13 October 2010, Residents' Meeting

  • AGREED: Installation of yellow house skylights project. Jan & Carol will receive class A shares for expenses and class B shares for labour.

Minutes:20100908 Wednesday, 08 September 2010, Residents' Meeting

  • AGREED: to fund and implement the emergency power project, an electrical hookup to have water and electricity to both houses and the classroom/garage/shop building and water in case of power outage.

Minutes:20100901 Wednesday, 01 September 2010, Residents' Meeting

  • AGREED: to authorize EcoReality to borrow $350,000 to re-finance our mortgage.

Minutes:20100816 Monday, 16 August 2010, Residents' Meeting

  • AGREED: to add Class "C" "Supporter" shares.
  • AGREED: that EcoReality Co-op reimburse Jan & Carol for meals and lodging for investors and recruits who eat or stay here, at the standard rate, rather than ask the recruit or investor to pay, retroactive to July 11, the first time we had a potential investor visit in many months.

Minutes:20100412 Monday, 12 April 2010, Residents' Meeting

Minutes:20100315 Monday, 15 March 2010, Residents' Meeting

  • AGREED: It is agreed that monies paid since withdrawal from membership will be considered as rent and James & Shannon's March cheque should be dated for the 1st of March.

Minutes:20100222 Monday, 22 February 2010, Special Members' Meeting to interview and add a new member

  • AGREED: to accept the membership application of Rudy Siegers. His membership will begin tomorrow when his member share is paid.
  • AGREED: Rudy is elected to serve as a Director of the co-op commensurate with his membership tomorrow.

Minutes:20091102 Monday, 02 November 2009, member's Meeting

  • AGREED: Changes to the coop memorandum to support BC Assessment's Home Owner Grant.

Minutes:20090830 Sunday, 30 August 2009, Members' Meeting

  • AGREED: Option 3 from the agenda is how we will deal with refunds (to investors who have requested redemption). (Option 3 reads "EcoReality to contact Mark and Penny (and other reimbursees) on the anniversary of the boundary adjustment (ie. the date the debt is due to be paid off) to inform them of the status of EcoReality's financial situation and whether they can expect an earlier payback date than the 3 yrs, and a plan for what that date and repayment plan might be pending Co-Op finances")

Minutes:20090804 Tuesday, 4 August 2009, Residents' Meeting

Minutes:20090717 Friday, 17 July 2009, Members' Teleconference

  • AGREED: EcoReality will issue 50 Class A shares to Jan Steinman for the piano.

Minutes:20090426 Sunday, 26 April 2009, Members' Meeting

  • AGREED: Class B shares for Carol’s request. $224.88 for shop hydro, breakers, fruit pickers, towel rings.

Minutes:20090329 Sunday, 29 March 2009, Members' Meeting

  • AGREED We accept the changes Jan made to values, vision, and mission statements, as made at the un-recorded session of 2 January 2009: changes to values, changes to vision, changes to mission
  • AGREED We approve the Field Lease Agreement with Gavin as written. (Include link). Shannon will create a written document and have Gavin sign it.

Minutes:20090228 Saturday, 28 February 2009, Members' Meeting

  • AGREED We agree in principle to hosting events that have some connection to agriculture.

Minutes:20090206 Friday 6 February 2009: Members' Teleconference

  • AGREED Approval for $1616 and 120 hours of labour to add an 8'x32', eight-cord woodshed and storage extension on to the existing woodshed/tool shed. Class B shares will be issued to members who work on this project. WWOOF assistance will be used to complete the project asap. The funds will be taken from the restricted funds to pay for this project.
  • AGREED Class A shares of up to $446 will be issued to James and Shannon for 2172 shelving project after its completion as described on the Wiki page.

Minutes:20090131 Saturday, 31 January 2009, Members' Meeting

  • AGREED We agree to lease Gavin some portion of the 10 acre field in exchange for hay and manure and/or exchange of other items/energy, details of which will be worked out by Shannon and those supporting her.

Minutes:20090123 Friday 23 January 2009: Members' Teleconference

  • AGREED that EcoReality will reimburse resident households $10 per day for cost of feeding and lodging WWOOFers, apprentices or other farm labourers as so designated in agreement by EcoReality members. (This is separately agreed and documented on the page volunteer co-op support, more formally agreed in Minutes:20110727.)

Minutes:20081129 Saturday 29 November 2008: Member's Meeting

  • AGREED: ** Request for Class A Shares for upgrades to wood heat, for ceiling fans in both houses. 2152 - $26.75 Class A investment shares to Jan for cash outlay for ceiling fan. $30.00 Class B investment shares to Jan for aluminum diamond plate (material on hand) to bring hearth to code. $15.00 Class B investment shares to Jan, for procure the ceiling fan. $77.75 Class B investment shares to Jan, for install ceiling fan (5:11 labour). $15.00 Class B investment shares to James (1:00 labour). 2172 - $20.00 Class A shares to James for cash outlay for ceiling fan. $24.00 Class A shares to James for cash outlay for fan mounting bracket. $15.00 Class B shares to James for installation labour (1:00). $42.25 Class B shares to Jan for installation labour (2:49).

Minutes:20081025 Saturday 25 October 2008: Member's Meeting

  • AGREED Jan - requesting Class A & B shares for electrical work. $70 Class A shares for 1 meter and 2 meter boxes. $15 Class B shares to Carol for assembling the materials. $45 Class B shares to James for mounting meters & boxes, $120 Class B shares to Jan for engineering, mounting and hook-up of meters. $30 to Jan for market value of second meter box. Approved!

Minutes:20080905 Friday 5 September 2008: Member's Teleconference

  • AGREED: Classroom rental rate will be $10 per hour (minimum) or 25% of revenue (maximum). Qi Gong will keep renting for $500+GST per month and Rudy Hexter and Shannon have the option of paying 25% of revenues as a minimum. Rental prices will be open for re-negotiation throughout the fall with January 2009 as the earliest implementation date of revised rates.

Minutes:20080830 Saturday 30 August 2008: Member's Meeting

  • AGREED to negative stock split of 84.224501% on all outstanding Class A and Class B shares.
  • AGREED EcoReality will issue 135,996 new Class B shares, to be distributed to all outstanding Class A shareholders at the rate of 15.775499% per Class A share.
  • AGREED EcoReality will offer Gavin lease for hay on EcoReality property. Details and full proposal to come.
  • AGREED Formally adopted Proposed labour policy

Minutes:20080813 Resident's Teleconference with Golden Shield Qi Gong

  • AGREED: Cleaning policy: leave it as good (or better than) you found it. Rudy Siegers agreed to be classroom steward, and will take care of nominal maintenance needs, but is empowered to nag people and groups who do not take care of the space.


  • AGREED: Rudy can park his camper on a trial basis, and will perform agricultural labour and pay between $100 and $300 per month. He will require only electricity and access to water
  • AGREED: to the dwelling equity formula as presented, on a trial basis, to be reviewed no later than six months from now (December '08)
  • AGREED: EcoReality resident members agree to 30 hours per month (roughly one hour per day) of labour toward approved projects. This includes meeting time, planning & preparation, time spent on reading and replying to EcoReality email, stewardship responsibilities, and other projects that are approved by the membership from time to time. As with the current convention, time over 30 hours is not to be "banked" without prior approval of a steward with a labour budget or by general membership.


  • AGREED: Residency is a priority for members who have invested the minimum number of Class A shares, currently 100,000. This number may go up or down, based on how our re-zoning application proceeds. If a member is resident while paying an internal loan toward the minimum number of Class A shares, and another member joins who has the minimum number and who needs housing, the member who has the minimum number of Class A shares has priority on housing space. Similarly, members with the minimum number of Class A shares have housing priority over non-member renters.


  • AGREED: Jan's time performing communication steward duties are to be banked until such time as they can be either compensated or applied to community time.


  • Due to insurance issues, we verbally agreed to change our lodging and meal fees to be a "voluntary donation" to help offset our costs of having guests. Our insurance agent agreed that the suggested donation amounts were clearly not profit-motivated, and having them as a "voluntary donation" may result in our getting better quotes for insurance.


  • WOOFers staying over 2 weeks will receive a gift (max $20 value).


  • Long stay WWOOFers get one day off per week with meals and lodging provided.


  • We will join WWOOF, and we approve the description as posted.


  • We set work-trade value at $15/hour


  • Proposals for coop "projects" should be put on the wiki, using one of the existing project pages as a template.


  • EcoReality members will not spend money and seek reimbursement without prior agreement, unless the expense is an emergency, defined as "imminent danger of injury or property damage."




The following stewardships be established, filled by the indicated members, serving as coop directors, as nominated at the meeting of 20060401-1:


The group will split into two sections:

  • the members intended to be the initial members of a land-holding entity, and
  • the Advisory Council: other interested parties who cannot make a firm financial and time commitment at this time.
  • The name of group and wiki will be EcoReality.

Historians may be interested in agreement log, old, to where irrelevant agreements are moved.

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