BIRPOA Minutes AGM – July 16, 2005.

Meeting held @ Burtch Estate Property on Saturday July 16, 2005. Meeting called to order @ 10:20 by President – Ralph Robertson. Opening remarks

welcome to everyone, introduction of Agenda. Introduction of all members in attendance.

- Minutes of July 18/04: brief overview provided by Secretary – Conrad Shortt. Motion of acceptance of minutes as presented by Andy Greiner, seconded by Orland French.

- Treasurer’s Report: report by Conrad Shortt, update on membership 27 collected paid fees, continuing efforts to finalize Insurance coverage for Association/Director’s Commercial Liability, concern over Banking requirements to provide Articles Of Incorp./signing Authorities/etc. to Bank/Broker for GIC renewals. Next year executive to review need to have paths/road maintenance clearance completed once again. Goal to increase membership & notification to all residents of Island through encouragement of talking to neighbours & greater circulation/publication of information. Motion acceptance of treasurer’s report as presented by Orland French, seconded by John Rycroft. Continuous of discussion made about Executive to be empowered to shop Banking facilities to ING Direct for 1 account & convert Bank GIC’s to account balance to avoid need/requirement to provide documents twice yearly considering small balances held in Investments & need to split for small interest earnings. Motion made by Bob Cavenagh, & seconded by Orville Marshall. Vote held & unanimously accepted.

- Alliance Sand Lake: Ralph Robertson provided review of committee, resignation of two executive members, Treasurer & Secretary over concern of collecting & designation of membership fees for entire Lake Members. Committee designated to chair water quality, 3 members designated to work & formalize an action plan & obtain additional Association information & collection of data. Septic tank re-inspection program through the Township did not pass through the Planning Committee to the Council, present joint proposal directly to the Rideau Lakes Township Council. Review of other Rideau Lakes Associations & their current status of proposals, & review of Charleston Lake proposal. Current systems on the lake need immediate repair, & concern to avoid additional or future more serious problems due to aging/time frame of the current systems & their installation. Need to continue to formalize a report to the Township Council of property system problems, but must be in writing & submitted as formal complaint identifying individuals reporting the situation. Outstanding motion to allocate $200. made in 2004 for BIRPOA to Sand Lake Association as a joint membership fee, executive to forward payment. Request made to make an additional $200 membership fee for 2005 be made, motion by Sylvia French, seconded by Orville Marshall. Vote held unanimously approved, motion carried. Copy of Sand Lake minutes to be forwarded & available to all Lake Associations.

- Fish Conservation/Stewardship Program: Fewer cases reported of fisherman fishing over bass beds & out of season. Local Sand Lake residents stopping & providing information has shown as a very positive step. Signage was obtained & 3 Areas have posted signs to advise local & non-local residents of fishing regulations. MNR have been supportive & will respond to our calls, but need detailed information of boat, location, fishermen description, etc. No update on the loon population & activity other than less noted pairs & babies seen. A request from a new resident in the Jones Falls Area has a loon platform that has been regularly utilized by nesting loon’s needs immediate repairs. Information to be obtained about the proper maintenance & volunteers requested to assist in the building, John Rycroft volunteered.

- PWC Activity: Complaints have been received, please advise owners of rules & regulations & ensure any cottage renters to notify their guests to respect other residents’ property, proper licenses, caution for swimmers, & loon activity.

- Cottage Watch Program: No recent reported local instances, forms available to report any cases to the OPP. Program available through David Glover @ Sand Lake Marina for the winter, & anyone interested to contact David. If you do not register then do not expect a call if there is a problem from a storm, vandals, or animals.

- Emergency Fire Pumper: Property of BIRPOA, stored at the Marina & maintained/serviced by David. May need purchase of new hoses & verify if there is a servicing maintenance bill outstanding. Executive to verify with David.

- Rabies – West Nile- Zebra Mussels: Few local cases reported however caution should always be used. Less of the Zebra mussels & more dead shells but still ensure proper boat, motor equipment cleaning to ensure new species do not get transported into the lake. Heavy ice & low water levels may have effected the population & destroyed many new eggs. Caution over the possibility of the new threat of the Asian Long Horned Beetle that has infected other Areas.

- Septic Tank Pump Outs: Guest, Dan O’Grady attended out meeting & provided an update & answered questions. Will be around the lake for another week or so & will probably be back for 1 further visit in the Fall. Indicated his fee will be around $475, increase like most due to rising Insurance & inspection costs. Will provide a written report of system & operating condition. Provided flyers to interested parties, executive to distribute to other Lake Associations & post @ Marina.

- New Business:

1. John Curley has designed & set-up a new web site Called: “www.birchisland.info”. It is up & available for review & information purposes. Any comments can be forwarded to be added & we can provide new updates on a regular basis. Great job & idea, much appreciate John’s support.
2. Question about the Association Insurance as to exact status? Currently we do not have coverage, & executive have been obtaining quotes & shopping for an Insurer willing to provide coverage. Cost quotations have been around the $1000 - $1200 price range. Detailed, lengthy questionnaires need to be submitted & accepted prior to their acceptance & price quotation given.
3. Formal application has been made to designate the Rideau Waterway as a Canadian World heritage Site, which may designate new, more detailed rules & regulations & restrictions for local residents. Resident of Sand Lake Estates, Ken Watson is very knowledgeable about the proposal & current waterway programs, executive to contact Ken & arrange a joint meeting for information gathering.
4. Announcement that the Rideau Valley Conservation Authority are holding a local meeting in Westport this day, & we have a volunteer from Sand Lake Association, Dick Rickards attending, as well Ralph contacted the chairperson & reviewed our concerns & tabled our interest to participate & be registered.
5. Comments made by Bob & Gwen St. Louis about concern over the number of deer activity on the local roads & also caution over deer swimming back & forth to the Island, especially in early evening or at night. Paul Beckwith reported that he actually had an unfortunate accident hitting a deer, & many other car accidents in the Area as well. Increased activity due to warm weather, insects & food availability.

Election Of New Members: Request for new board members or volunteers. Proposal made for selection of new board.

President: Orland French

Secretary/Treasurer: Sharron Curley

Vice President: John Curley

Past President: Ralph Robertson

Moved acceptance made to present & accept new executive board as outlined by Gwen St.Louis, seconded by Bob Cavenagh. Vote to submit formal nominations of new executive, carried unanimously.

Moved acceptance of new executive elected by Bob Cavenagh, seconded by Sylvia French. Vote held unanimously approved & carried.

Request made for any other volunteers, no additional names put forth. Proposal for acceptance of new Directors: Ross Leeder/ John Feltmate/ Chuck Laudermilch & John Rycroft, & Executive to appoint additional or new members as deemed necessary. Moved acceptance made by Bob Cavenagh, seconded by John Curley. Passed Unanimously, carried.

- Questions: Bob Cavenagh; new web site, possibly posting of new updates or information as it happens, question in regard to sailing, adding the availability to ask or post questions. Where is there availability of firewood? Anyone can collect wood from the rightaways/paths or several attendees volunteered that they have lots available on their property, see the executive. Other comments, who owns the paths/roads? Property is actually owned & held by Birch Island Estates, with some small parcels on interior property sold off to current residents to protect future interior development, but that is no longer allowed. Question: Dennis Cardiff; beavers & lose of several trees & concern over the danger of falling trees? They are designated as a threat or nuisance then the Ministry advises you are allowed to shoot them! Local trappers will not be bothered or too expensive to hire someone. Can protect the trees by wrapping chicken wire around around the trunk but careful not to damage or allow the tree to grow quickly & have the wire become embedded in the bark. Can try spraying pepper sauce & other deterrents but they do not last long with the weather.

- Marina Update: Parking problems!!!!!! Respect others & their property. There are no private spots, & ensure your guests cars are restricted to the number & pay the appropriate fees. Other public lots available to leave cars in overnight. Late night arrivals, watch the speed & noise as there are local residents living along the road.

- Motion made by Orland French & seconded by Susan Cavenagh to close off questions & adjourn meeting.

- Closing Remarks: Orland French, new elected President; thanked everyone for the nomination & their support. Special acknowledgement to Ralph & Conrad who have carried the ball & served the Association well for the past several years. Orland & John Curley have sat on the executive board before as well as some of the Directors, time for new blood & ideas & ensure joint issues & material/information is being obtained & available to all members, especially new owners or second generation cottage owners. The web site should provide an excellent reference point. Utilization of more electronic data submission, e-mail for contacting individuals & keeping costs down. Utilize the site for posting of stories & pictures, as well new local developments or occurrences. Shall attempt to build upon our membership & keep an active committee of members. Ralph Robertson also thanked his wife, Sylvie for all her assistance & volunteer work, thanked everyone for attending & their support. Welcomed the new Executive & wished them well! Thanked Art for the use of the premises.

Meeting Adjourned.