Birch Island Residential Property Owners Association
Minutes of Executive Meeting of June 16, 2007
Present Home Cottage E-mail
Orland French President (613)969-8354 359-1074 ofrench@lks.net
John Curley VP, Web Master (613)549-1021 359-5085 JohnCurley@gmail.com
Sharron Curley Secretary (613)549-1021 359-5085 Sharron.Curley@gmail.com
John Feltmate Director (613)824-1833 359-5831 feltmate@ican.net
Ralph Robertson Past President 359- 5427 ralph.robertson@sympatico.ca
Alice Howarth Treasurer (613)216-7120 Alice_Howarth9@hotmail.com
Bill Johnson Director (570)784-1178 359-6000 wjohnson570@nationi.net
Chuck Laudermilch Director 359-1078 cclauder@ptd.net
Regrets
Bob Cavanaugh Director (717)249-6195 359-5461 cavenagh@dickinson.edu
The meeting was held at the Feltmates, Lot 24 Birch Island and convened at 1:10 pm.
Bob Cavanaugh was unable to attend. John Feltmate brought up topics Bob wanted discussed - specifically trails, enforcement and trash day.
1. Minutes of May 2007 Executive Meeting
The minutes were reviewed and approved. (Moved by Orland, seconded by John F.)
2. Treasurer’s Report
Alice noted the balance at her last report stood at $3892.61. Since then she has received dues for 9 memberships. The Director’s Insurance is now due ($837.00) and a cheque will be sent. Alice will look into renewal of the FOCA membership ($152). Unknown is the amount due David Glover for tree removal this winter. Current balance is $3351.61
Report accepted. (Moved by John C., seconded by Ralph)
3. BIRPOA and possible absorption of Sand Lake Association.
Ralph clarified that the Sand Lake Association has been dissolved. However there are still a number of persons on his mailing list that want continued updates on Sand Lake activities. He proposed that BIRPOA add these names to our mailing list. There are approximately 30 names on this list. The monies from the Sand Lake Association (approx $1600) would be given to BIRPOA and used to offset mailings, web site costs etc and each person granted an “associate membership” to BIRPOA for one year. (Note that an associate member is non-voting and dues are ½ the full membership cost.)
Moved that “BIRPOA absorb the former Sand Lake Association mailing list members and monies. The mailing list members to be added to the BIRPOA mailing list and granted associate member status for a period of one year where an associate member is non-voting and the cost of membership is ½ the cost of a full membership.” (Moved by John C., seconded by John F.)
4. Parking area at end of Township Road
Orland was advised that improvements to the end of the township road may result in increased use and traffic and not necessarily address any concerns about winter parking capacity. Ralph noted that the plows are not having any difficulty turning around and there is sufficient parking for present use.
5. Septic Tank Re-inspection Program
The municipality will be running a pilot program this year. John Feltmate reported that 100 inspections are planted for this pilot. The municipality has contracted with the Rideau Valley Conservation Authority . They will be sending out a questionnaire to cottagers and will determine what systems to test based on these results. There is only 1 inspection planned for our lake (near Davis Lock). The fellow running the program wants to meet with Ralph and get his suggestion on where to look. They only anticipate a failure rate of 2% and a higher number beyond that would need some remedial work. This will not get under way until late summer.
6. Membership List & Membership Drive
There were 5 cottage properties change hands last year. John Feltmate obtained a list of properties from the municipality and will provide to Sharron so our database can be updated. A personal visit to these new cottagers by a BIRPOA member to welcome them to the island is suggested.
7. Signage
John Feltmate has ordered the remaining signs required along with some individual sign orders. The cost will come in under $150 as budgeted. . He will have all the signage completed by end of summer. John will also get a sign made with the web site address on it. It will be used on the marina bulletin board.
8. Trails
It was decided to do a survey of all the trails and come up with a trail plan to be presented at the next meeting. The philosophy behind trail maintenance is to encourage cottage owners to maintain areas near their cottages. A map breaking down the trails into portions will be developed. The theme will be “adopt a trail”. The association will step in where required with major improvements or an annual maintenance sweep. John Feltmate, John Curley and Chuck will work on the plan.
9. Web Site Content & Backwoods Library
Bob Cavanaugh provided a comprehensive article on fire prevention for the web site. This article also addressed the status of the fire pumper. He is also planning to build a structure at the rear of his property for a “library” and will provide books as well. This would be for the use of everyone and donations of books are welcome. John Feltmate is poised to get a sign made once given the go ahead.
10. Upcoming Events
The annual general meeting will be held on Sunday, August 5.
Date for announcement on World Heritage Site status for Rideau is June 27th
11. Web Site Update
John C. Noted that there is an average of 10 visits per day to the web site. It was suggested that the current FAQ be reviewed and information added to address some common questions and concerns.
Action Items
Orland French• Develop agenda for AGM
• Prepare President’s message for AGM
• Phone calls to non-members
John Curley
• Look into dock fees coming from Parks Canada
• Trail committee work
Alice Howarth
• On going treasurer duties
• Prepare Treasurer’s Report for AGM
• Renew FOCA membership
• Refreshments for annual general meeting
Sharron Curley
• Post notice of annual general meeting at marina
• Prepare agenda for AGM
• Prepare handouts for AGM (Cottager’s List, agenda, treasurer’s report)
• Prepare Membership Report for AGM
• Updates to member database.
• Develop information for web site re: associate membership
• Create custom report for Alice to assist with treasurer records.
• Refresh signage on dock carts
Bob Cavanaugh
• Boating column (when time permits)
• Phone calls to non-members
• Update on branch library
John Feltmate
• Web site address sign
• Provide municipal list of property owners to Sharron
• Continue trail signage efforts
• Trail committee work
Chuck Laudermilch
• Trail committee work
• Phone calls to non-members
• Loon report for AGM
Bill Johnson
• Co-ordinate garage sale notice with John Curley for posting to website
• Develop list of useful contacts
Ralph Robertson
• Ask David Glover for cost of tree removal this past winter
• Contact hauling firm about supplying truck for a BIRPOA garbage day
• Provide Sand Lake Association Mailing List to Sharron
• Transfer Sand Island monies to Alice along with a final statement