Birch Island Property Owners Association
Minutes of Executive Meeting of July 2, 2006
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 jpcurley@gmail.com
Alice Howarth Treasurer (613)546-7208 Alice_Howarth9@hotmail.com
Sharron Curley Secretary (613)549-1021 359-5085 Sharron.Curley@gmail.com
John Feltmate Director (613)824-1833 359-5831 feltmate@ican.net
Regrets
Chuck Laudermilch Director 359-1078 cclauder@ptd.net
Ralph Robertson Past President 359- 5427 ralph.robertson@sympatico.ca
The meeting was held at Orland French’s Birch Island cottage and convened at 1:45 pm.
· Minutes of the previous meeting (May 7/06 ) were corrected and approved.
· The focus of the executive meeting was preparations for the AGM on Sunday, Aug.6th
· The action item list has been revised to reflect meeting decisions.
1. Responses to spring mailing (newsletter, brochure, survey, membership form, map & list of cottagers):
Using the municipal list of property owners, a database was created for producing mailing labels and for collection of association data. In total, 82 packages were sent out with a breakdown of 16 US and 66 CDN owners. John Curley received 5 online responses to the survey via the website. Alice received 19 survey responses and 27 memberships. John will analyze the results and post to web site. See http://www.birchisland.info/archives.htm
2. Dock Cart: Sharron purchased a cart from Home Depot for consideration. Cost was $50. All felt it would do the job so a second cart will be purchased and placed at the marina ASAP.
3. President’s items.
a. Orland contacted the marina folks and they stated that boat slips can be passed to new owners when a property is sold provided it is no larger than the current boat.
b. Orland will write a letter to the Glovers to thank them for the greatly improved road.
c. As a follow up to last meetings discussion of available parking at the end of the township road, Orland sent a letter to council requesting additional spaces.
d. David Glover feels that the current fire pumper is old and very hard to start. Should not be relied on in any way. The decision is to keep the pumper until all have a chance for further thought; not advertise it as available and should anyone inquire - state it is in “use at your own risk” status. John Curley will update the FAQ on the web site accordingly.
e. The marina bulletin board to have a sign listing the BIRPOA web site address.
4. Trails & signs
The sample signs that John Feltmate ordered and mounted are very good. The executive has asked him to proceed with ordering the additional signs needed to mark the common trails. The possibility of individual signs will be mentioned at the AGM. [Moved by John Curley, seconded by Sharron Curley. All in favour]
Trail maintenance was discussed and this is something we would like to get a start on this year by hiring some individual/firm. We also will encourage the current practice of owners maintaining trail areas adjacent to their properties. A motion was passed that “BIRPOA executive commits to spending up to $500 annually on trail maintenance. [Moved by S. Curley, seconded by O.French, all in favour]
5. Directors insurance
Sharron will investigate insurance offerings available to members through FOCA (Federation of Ontario Cottage Associations)
6. Property assessments
The provincial government recently announced a 2 year freeze in the process until the numerous problems and lack of transparency issues (as per the ombudsman report) are addressed. The is definitely a topic of interest for the AGM. Sharron will research and draft a short presentation. US owners will be more out of the loop here and appreciate the background and current status.
7. Use of 911 numbers.
John Feltmate suggested we advise persons to check their telephone address listings and ensure they show Birch Island as part of the address. When calling 911, this is the address that shows so it is very important it is unique and accurate.
8. The draft agenda for the AGM was discussed with members taking on activities for this event as noted in the AGM action items following.
Action Items - For the Annual General Meeting
Ralph Robertson
· We’re hoping Ralph can provide members with information on the topics of Conservation, Water Quality. Environment and Boating Safety. Specifics need to be pinned down.
Orland French
· President’s report - mention to members need for volunteers in specific areas; discuss survey responses.
Update on mainland parking request, garbage pickup and recycling initiative.
Locate previous treasurer books/statements for Alice in preparing treasurer’s report.
Finalize agenda and provide to Sharron for printing.
Invite someone from the marina to attend meeting.
Nominations: See if anyone interested in joining the executive or a committee.
John Curley
· Provide synopsis of survey results. At AGM, mention web site content and statistics.
Post tentative AGM agenda to web site
Update list of cottage owners per information in membership forms
Research comments/questions from survey for possible questions.
Alice Howarth
· Treasurer’s report. Requires books from previous operations!
Forms & receipts for membership sign up
Refreshments for AGM.
Sharron Curley
· Presentation: Background and current situation regarding property assessments (MPAC)
Post notice on marina board re: AGM
Update database and provide “List of Cottagers” with contact info for handout at meeting.
John Feltmate
· Information on signage. Discuss @ AGM acquiring individual signs.
Nominations: See if anyone interested in joining the executive or a committee.
Mention trail maintenance?
Chuck Laudermilch (will be back July 19th)
· Assist Alice in providing refreshments
Talk to Orland about other areas to assist with
· Action Items - General
Ralph Robertson
· Update on status of Sand Lake Association
Orland French
· Prepare for AGM
Summarize minutes of 2005 AGM (for approval at 2006 AGM)
Letter to Glovers, thanks for road improvements
Talk to Cindy Glover about sign on notice board re:BIRPOA website
John Curley
· Web site traffic statistics
Update question on website re: fire pumper
Analyse survey results & post synopsis to web site
Alice Howarth
· On going treasurer duties
Sharron Curley
· Purchase additional dock cart and leave @ marina
Look into Director’s insurance with FOCA
Provide Alice with copy of property owner’s database
On going secretary duties.
John Feltmate
· Mount common signs (with assistance of volunteers/other exec members)
Chuck Laudermilch
· Send photo for website