Annual Meeting - August 9th, 2008
Date: August 9th, 2008; revised Oct 12, 2009
Location: Antonia's cottage, Miller's Lake
Weather: Perfect (first time this summer...)
Chair: Lon D.
Present
Antonia P.
Grace B.
Jim and Gwen W.
Jack C.
Boyd R.
Brad and Shannon R.
Dave L.
Mike F. and Patty F.
Bob Y.
Bill H.
Stephen and Linda W.
Peter and Virginia
Grayzna and Paul C.
Linda and Steve W.
Eric Hoskins and Sam N.
Robin and Ameer W.
The meeting
Appointment of Recording Secretary
Boyd R. volunteered (eventually..)
Approval of Previous Year's Meeting
Lon read minutes from 2007 Annual Meeting
Business arising therefrom
Bill H. asked about repairs to potholes. It was determined that he was speaking about the Boice-Bradley Road. Lon suggested that he bring that issue up at the East Bay Road Meeting
A request to clarify "which parts for the road belong to which group". It was determined that "Boice-Bradley is governed by the East Bay Association, Boice Bradley to the Artesian Road sign is "Miller's Lake" Road Association", up the hill to the left is "Preacher's Lane" governed by Preacher's Point Road Association". From the Artesian Road sign to the end of the road towards Rod's place is governed by Rod T., Antonia P., Eric & Sam, and Steve W.
Treasurer's report
from now on, moneys owing to East Bay Association will only be sent once collected
Lon read financial statements from Miller's Lake Cottager's Association statements
balance of property taxes owing to be paid shortly
received $450.00 owing from pervious years overdue
everyone has paid up as of now
balance at end of year should be around $7,000.000 or so to be used as contingency
Dave L. requested more details of MBCA statements
Lon summary - about 14 members, not on Preacher’s Point, pay $225.00 each of which $66.67 goes to East Bay.
Those living on Miller’s Lake also pay $25.00 for "social" expenditures
About $667.00 of Preacher's Point money goes to East Bay ($66*10). The other $1333 is retained by the Miller’s Lake Cottagers Association.
Dave L. requested that expenditures be in "bank statement" form in order to show more details
the accumulated money for Miller's Lake is intended to be used for the road only and associated expenses (i.e. insurance, property taxes)
all agreed that statements could be posted on the Preacher's Point website as long as last names are not used
Lon advised that unpaid members theoretically do not belong to the Association and technically may not be covered by insurance.
Lon advised that legal measures can be taken, if and when necessary, to collect from unpaid members.
Lon suggested that "theoretically" if fees are paid, you are covered, if not paid, you are "not a member" and therefore, "not covered", and possibly "trespassing".
Dave L. requested more proof of membership, Lon said member payments are recorded and therefore considered as proof.
Dave L. requested more details on the insurance policy and requested written document to review
Jim W. asked about administration fees for Lon - Lon said he has accumulated over 200 hours, at $300.00/hr - all agreed to pay immediately (Lon following year: "I’m still waiting for my cheque!!")
Lon asked Dave Long to be treasurer (accepted; agreed by all). Dave Long will replace Lon D. as sole signing officer as soon as appropriate bank arrangements have been made.
Dave L. to present Preacher's Point statements (as requested by Lon)
No taxes to be filed (President's job)
Lon filed Government of Ontario forms as required
Lon D. and Dave L. to review together at a later date
Update list of 2008 association members
A list was distributed to update members information
Preacher's Point members updated website info, where applicable
Election of Officers:
For position of President - no takers - Rod Th. elected by default- all agreed (that'll teach him to miss a meeting)
For position of Vice President - Stephen W. was nominated - all agreed
Recording Secretary - Boyd R. (this year, anyway)
Setting of 2008 Association Fees
Dave L. requested reduction in fees
Lon suggested same; not all agreed
the majority of members agreed to keep fees at last year’s level until we reach our minimum reserve of $5,000
the minimum amount of fees to be left as a reserve in bank account was set at $5,000.00
a "maximum" reserve amount was set at $10,000.00
the amount between 5k and 10k is to be used for road maintenance
the amount "under" $5,000.00 is to be used for emergencies only
Insurance Policy does not cover road damage due to storms, etc
the amounts stated are to be considered a "general agreement" rather than a "binding" agreement.
Road Committee Reports
Boyd R. and Brad R. were introduced as co-chairs of the Road Committee
Jim W. suggested that Boyd and Brad look after all the road duties (both....agreed)
Rod Th. will be representative for Miller's Lake portion of the road
The new road work on Preacher's Point was explained
Approximately $3,500.00 provided by Preacher's Point Road Fee savings, balance (approximately $5,700.00) provided by the cottagers who damaged the road as a result of new construction
Dave L. suggested that a "damage deposit" for cottagers be applied for anyone considering new buildings
Lon suggested that the "additional fees" are included in the purchase price of new lots
Lon suggested that a "bond" may be a better solution
Brad suggested a bond, or deposit, may be difficult to administer
Jim suggested that special fees could be explained by Real Estate agents when purchasing new properties
Brad suggested that it is the responsibility of the owner/builder to report work to the Road Committee so that closer review of road conditions can be made
Boyd advised that now that the "newer" road is built, the conditions are recorded better and that future work (road damage) can be better monitored
Bill H. again requested that road work be done earlier. Brad advised that road grading begins when conditions are acceptable for the grader without damaging the road in.
Note: the gate at the entrance to Miller’s will be locked for a day and re-opened in order to meet (legal) requirements to maintain "private road" status – this will be done by Jim W. at a time to avoid disruption of service, when he comes up mid-April
End of Formal part of Meeting
most members stuck around for burgers, hot dogs and drinks provided by Antonia and others. Grayzna brought some Polish snacks.