Birch Island Residential Property Owners Association
Minutes of Executive Meeting of Sept 3, 2006
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
Chuck Laudermilch Director 359-1078 cclauder@ptd.net
Bob Cavanaugh Director 717-249-6195 359-5461 cavenagh@dickinson.edu
Regrets
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
The meeting was held at the Curley’s, 75 Birch Island and convened at 1:30 pm.
· No Treasurer’s report as Alice was unable to attend.
· The action items from the July 2nd meeting were reviewed and all have been completed.
1. Business arising from the AGM
Based on interest shown by members it would be useful to see if we can attract volunteers for committees to work on the key areas of : Membership, Assessments & Taxation, and Signage & Trails. A note can be made in the fall newsletter and followed up in the spring
John C & John Feltmate will get a start on collecting assessment data using their 12 free listings from the MPAC web site. Sharron will look back over their own assessments for a historical perspective.
Members requested that the status of the pumper be investigated to determine if it could be fixed or if a new one was needed and at what cost. Bob will investigate the pumper status and our options as well as contact the fire department for their thoughts.
2. Dock Carts: Need for platform
The area where the dock carts are stored is very rough with large stones making access difficult. Building a platform was discussed but a simpler solution may be to ask Glovers to add sand and/or finer gravel here. Chuck offered to talk to Glovers.
3. Website: Privacy Policy, Advertising Policy, executive only area.
John C. showed a sample privacy policy to be used by the association in accordance with the new privacy legislation. It is modeled on that advised by FOCA. This was approved by the executive.
John has had a few requests from suppliers to be listed on the web site. In order to do so, we should come up with an advertising policy and determine if we will ask for a “contribution” to do so. They could be listed as “our supporters” John will draft an advertising policy for review.
Bob Cavenaugh volunteered to take on writing a boating column and one dealing with shoreline best practices. He hopes to have time this winter to get started here.
4. Membership Drive
It was noted that there are some long time former cottagers who have not joined BIRPOA this year. It was agreed that a phone call might make the difference. The list of members will be split up by John C and calls made by Orland, Chuck and Bob. We will ask for their email addresses at this time.
It was also suggested that we review the current “why you should join” for improvements.
5. Budget forecast & fee increase
Sharron prepared a budget forecast for next year based on 40 members and taking into account those people who got the special $20/year rate.
With no other revenue the cost will be in the range of $39-$40. If we can raise money via garage sale, book swap etc. and get more members, then we will have less of a fee increase.
6. Municipal Elections
Rideau Lakes is using Vote-By-Mail this Election: The Voter Kits will be mailed out on October 16th, 2006 and please be advised that November 3rd, 2006 is the last date to return your kit by mail. http://www.twprideaulakes.on.ca/news-elections.html
Candidates for Mayor : Roger Gipson, Ronald Holman(incumbent) [Holman is up against Delta area resident Roger Gipson, who is finishing a term on the Gananoque council next month.]
Ward 3 - South Crosby :Linda Carr - Acclaimed Jim Stedman - Acclaimed
* Sharron was to draft questions for candidates which is now pointless. Will look for online material for the two candidates for mayor.
7. Township grants (private roads grant)
The township has a new bylaw that grants money to property owners association for improvements to private road. The intent of the bylaw is to see private roads upgraded for better access for emergency vehicles and garbage pickup. Although Birch Island would not qualify given, we could approach council for improvements to the boat launch area at the end of Glovers road. Orland will follow up with council.
8. Fall Email to members
A fall email is planned. We want to keep the cottagers engaged with their association. We will mention the committees and the need for volunteers.
Also, we want to remind them to vote. Orland offered to write the email. The executive will be polled as to further content.
Action Items
Orland French
• Talk to Glovers regarding posting of web site address on Marina bulletin board
• Fall email - note from the President
• Photos from AGM to John C for website
• Follow up on township request for improvements to boat ramp area
• Phone calls to non-members
John Curley
• Post privacy policy.
• Draft advertising policy
• Check with Alice for latest on paid members; split up list of non-members
• Gather assessment data
Alice Howarth
• On going treasurer duties
Sharron Curley
• assist Orland with fall email
• information on municipal elections
• historical assessment data
• review brochure & web site - reasons to join the association
Bob Cavanaugh
• Status of emergency fire pumper and servicing maintenance bill; advice of Fire Department
• Boating column (when time permits)
• Phone calls to non-members
John Feltmate
• Gather assessment data
Chuck Laudermilch
• Talk to Glovers re: improvements to dock cart area at marina
• Phone calls to non-members
Bill Johnson
•
Ralph Robertson
• Continued work on a septic tank reinspection program
Next Meeting: Orland will call the next meeting sometime in January.