BIRPOA Executive Meeting – May 18^th, 2008 

Present: Sharron Curley, John Curley, Ceylan Lennon, Bob Cavenagh, Andy Shaw, Jae Shaw, Alice Howarth, Orland French, John Feltmate 

1. Minutes of September/07 executive meeting approved.

 

2. Treasurer’s Report: Alice Howarth

$3,565.57 in the bank, $500.00 in undeposited funds and other fees forthcoming.

Reserve Fund: Bob Cavenagh motioned to set the reserve fund at 2 times the operating expenses of the most recent year (i.e. a reserve fund of approximately $3,000.00). Seconded by John Feltmate – all in favour.

Working budget: After the possible purchase of a dock cart we will have approximately $400.00 to work with this year.

Audit should be done on books. 

3. Loon Count Update: Andy and Jae Shaw

Loon count completed May 4^th by Chuck Laudermilch, Jae and Andy Shaw. Counted 20 loons (18 pairs, 2 single) plus a pair assumed to be in Glover’s Bay. The count will be conducted once a month.

Loon platforms are being constructed this summer by Bob Cavenagh & Co. These will be dragged out onto the ice in the winter of 2009 to be ready for the 2009 breeding season. 

4. Branch Library: Bob Cavenagh

The 6’X8’ foundation of the Birch Island Branch Library has been completed. Volunteers are needed to assemble the building. We’d like to have the library up and running by July 1st.

Building Bee set for Saturday, May 31^st - meet at 9am at the Cavenagh’s, Lot #57.

Volunteers needed to run/manage the library. Those interested should send Bob Cavenagh an e-mail.

Coding: It has been suggested that the books we want returned quickly will be catalogued and colour coded.

Questions: Hours of operation? Stamp required? Borrowing term?

Bulletin Board will be set up in library to post BIRPOA news etc. 

5. Great Snakes Alive: Orland French

 

Let it be known Orland lost his outhouse. 

A Parks Canada Representative has volunteered to give a presentation on the Black Rat Snake. Meet at the Horton field on the afternoon of Saturday, August 2^nd. A specimen may be present. 
 
 

            Constitution: Orland French

Proposed changes to the Constitution:

1. “The purpose of BIRPOA is to deal with matters of common interest for the members” – leave as is
2. Remove “require appropriate number of officers from Ottawa”.
3. Abandon the use of voting cards. Proxy will be considered for absentee votes but must be a member who is in good standing (has paid or intends to pay).
4. Add: Participant must notify of e-mail changes.

 

Review the constitution on the web site and send proposed changes to Orland as soon as possible. He will make the changes and circulate it for review 14 days before the next meeting Sunday, July 6^th. 

6. Membership: Ceylan Lennon

Ceylan and Wendy will be making phone calls. Database is being kept up to date. 

7. Monitoring for Information

FOCA – Alice Howarth

      Parks Canada – point to it on website

      Township - ??

      Cataraqui Conservation Authority – Jae and Andy Shaw

      MPAC – John Feltmate and John Curley 

8. Marina Bulletin Board: Jae and Andy Shaw

Bulletin Board has been painted etc. Upcoming events will be featured.

Bob Cavenagh will talk to marina regarding putting sand/gravel in front of bulletin board – also discussed using a wooden platform. 

9. Activities for this year:

Benches: 2-4 benches along the trail are being proposed for resting/viewing. Possibility of using Reid’s motorized cart to transport benches to trail locations. Andy, Jae and Bob interested in the project.

Repairs to dock carts: Sharron will repair broken wheel with duct tape. Proposal to keep a cart at each dock finger – place to secure cart would be required. Keep an eye out for a dock cart sales so that we can acquire a third.

Additional Signage: If we want to put our dollars into trail maintenance this year we should limit additional signs to 1 or 2. Posts cost $50.00 each.

Trash to Treasures Day: Saturday, July 12^th (same day as Author’s Fest and Elgin Days).  Free or sale items are to be left at the end of your dock. Use balloons as a sign to boaters that you are participating. Look in to “Dump Day” for large garbage removal (Bill Johnson?). 
 
 
 
 

10. Other:

   Fire Plan: There is a draft document on the web site regarding a fire plan. There has been no response – do we continue? Everyone should have an emergency plan.

   Annual General Meeting: Potluck proposed for annual general meeting. Hot Dogs were provided in the past.

   Outhouses: Orland and Terry had discussed bringing over 2 portable toilets permanently (see item #5). Paying for clean-outs and their unsightly nature were presented as concerns. 

10. Rights of Way: John Feltmate

At least 50% of the residents don’t have complete Rights of Way, the value of which would be seen down the road when cottages change hands. Richard Minart (sp?) would act on behalf of Birch Island residents and Ray McMahon is looking after Birch Island Estate’s interests. Possible cost: $300/property, minimum of  7 participants. It was suggested that one master agreement with an addendum listing participating property owners would be best. The window of opportunity would close the end of the summer/beginning of fall.

Plan of Action:

1. send out an e-mail suggesting members check their deed
2. talk to Ray McMahon
3. talk to councilors
4. talk to FOCA
5. Rewrite John’s proposal to make it more digestible
6. Conclude issue by AGM

 

   11. Next Meeting: Sunday, July 6^th, 1:30pm at Bob Cavenagh’s, Lot #57