Birch Island Property Owners Association

Minutes of Executive Meeting of July 31, 2005


Present                                  Home             Cottage                      E-mail

Orland French     President             (613)969-8354     359-1074             ofrench@littlebrickbookhouse.com

John Curley         VP, Web Master  (613)549-1021     359-5085             JohnCurley@sympatico.ca

Alice Howarth      Treasurer             (613)546-7208                       Alice_Howarth9@hotmail.com

Sharron Curley    Secretary             (613)549-1021     359-5085             Sharron.Curley@sympatico.ca

John Feltmate      Director                (613)824-1833     359-5831             feltmate@ican.net

Ross Leeder        Director                (613)591-8788                                  Leeder.Howarth@sympatico.ca


Regrets

Chuck Laudermilch            Director                              359-1078

Ralph Robertson                Past President                   359- 5427            ralph.robertson@sympatico.ca


The meeting was held at the Curley’s, lot 75 and convened at 10:30 am. Orland gave some background regarding BIRPOA. He also commented on the recent Sand Lake Cottagers’ Association meeting which he attended. There are five cottage associations on the lake so an umbrella association provides better clout when dealing with the various levels of government and the municipality.

The focus of the meeting with the executive was to agree on possible goals and deliverables that would make the association relevant to cottagers.

·    Road maintenance – yes, definitely of interest to cottagers. The issue of volunteer versus contract work on the roads was noted for further discussion.

·    John Feltmate provided members with a list of cottage owners he had obtained from the municipality. John also noted that some of the rights-of-ways are not where they should be. Also there are some errors in the information provided by the municipality and they are interested in any corrections.

·    Conrad Shortt (former executive) provided Orland with his list of cottage association members. A good starting point which can be checked vs. the list from the municipality and in planning any future membership drives.

·    Orland mentioned that both Sue Cavanaugh and Chuck Laudermilch were interested in visiting other U.S. owners and encouraging them to consider BIRPOA membership.

·    John Curley reported that the draft minutes from the general meeting have been obtained from Conrad and were posted to the web site. Ross suggested an area on the site that cottagers could use as a bulletin board.

·    Ross Leeder suggested the association consider providing 2 dock carts that could be used at the marina when people are trucking supplies from the car to their boat.

·    The group discussed the importance of a good relationship with the marina and how we can assist there. We need to clarify if a boat slip (in good standing ) at the marina can be transferred should a cottage/property be sold.

·    It was agreed by members that signage on the internal roads and trails could be provided/improved. Who hasn’t had a visitor or two find themselves lost and in need of directions?

·    It was agreed that a BIRPOA brochure was our first priority and a target date of August 21st is set for its completion. As well a survey would be of great benefit in confirming cottagers interests and priorities and in asking for their wishes in terms of what level of information they would like shared.




Orland reviewed the discussion areas with a view to setting priorities. The following areas of interest are noted:

1.  Maintenance and use of the internal roads. John Feltmate and Ross Leeder agreed to lead a “Trail Committee”

2.  Regular communications that could comprise –

a)  a newsletter

b)  the web site kept fresh with updated materials

c)  a brochure about BIRPOA

d)  a brief survey to determine and confirm priorities and focus for the association.

3.  A list of cottage/property owners that would be useful as an informal “neighbourhood watch” tool and in fostering getting to know one another.

4.  Social activities such as a barbecue after the annual general meeting. Encouragement for community spirit events such as the Annual Canoe Race.

5.  Promoting good relations with the marina and ensuring Birch Islanders & guests are aware and considerate in matters of parking, noise, road speed, boat traffic etc.

6.  Maps of the island to be made available on the web site as “added value” information items. In addition, not all but a good portion of site surveys could be made available on the site and could potentially save owners a trip to Brockville to acquire the same. A disclaimer would be used to indicate this is not the ”authoritative” source and is solely provided for information purposes.

 

Administrative Items

Alice Howarth was nominated to become Treasurer.

Moved by S. Curley, seconded by J. Feltmate, Unanimously approved.


Orland French, Alice Howarth and Sharron Curley will have signing authority. (2 executive signatures required for any transaction).



 

See next page for action items.

 


Action Items including B.F. Items from the AGM

Ralph Robertson

·    Copy of Sand Lake Cottager’s Association meeting minutes to Orland for the new exec and posting to web site

·    Update on possible insurance for the association.


Orland French

·    Look into insurance for the association with alternate company.

·    Talk to marina regarding status of boat slips when property is sold

·    Contact Conrad Shortt for transfer of association assets and books.

·    Lead on creation of brochure and survey

·    Approach Sue Cavanaugh as possible director for vacancy and/or as lead for membership drive.

·    Photo of Chuck for the website


John Curley 

·    Post improved maps to web site

·    Look into bulletin board idea

·    Post info on executive to web site

Alice Howarth

·    Work with Orland on setting up new bank account

·    Get sample of water from spring and send for testing; results to webmaster

Sharron Curley

·    assist Orland with brochure and survey; content required ASAP given target date of Aug. 21st

·    get sample of water from spring and send for testing (in 1 month)

John Feltmate

·    improve electronic copies of island maps and provide to webmaster

·    look into possible signage for internal roads and trails (trail committee)

Ross Leeder

·    trail committee

·    will undertake some clearing of overhanging branches on trails at end of month


Chuck Laudermilch 

·    


Unassigned

·    Status of emergency fire pumper and servicing maintenance bill

·    Contact Ken Watson (resident Sand Lake estates) for update on status of Rideau Waterway as a Canadian World heritage site.

·    Follow up with John Rycroft who volunteered at AGM to get information on loon platform and assist in repairing it.

·    Dock carts – where to buy, how much?

 

The meeting ended @ 12:20 pm. No date as yet for next meeting.