Annual Meeting - August 25, 2012
Location
Boyd's cottage, Preacher's Point
Weather
Perfect
Chair
Boyd R.
Present
Strong attendance of road residents including several new cottage owners
Bill H.
Boyd and Sue R.
Brad R.
Paul C. and Grazyna S.
Grace B.
Gwen W.
Peter and Virginia W.
Kathy and Bob Y.
Mike F.
Rod T.
James O.
Marcia W.
Sam N.
Anita and Joe C.
Grayzna and Paul C.
Appointment of Recording Secretary
Josh H.
Opening and Review
Review of road dues picture allocation (no concerns raised)
Review of road vs driveway demarcation (no concerns raised)
Review of road work previously done ($3500 spent on new culvert installation, gravel repair and drainage improvement)
Review of last meeting decision to maintain a minimum of $10,000 in the road fund for emergencies (no concerns raised)
Reminder that financial and road information can be obtained at www.preacherspoint.com
Treasurer's report
Dave L. submitted the following report in advance of the meeting but was unable attend:
This report covers the financial position of the association since the 2011 annual meeting and is current as of Aug 25, 2012.
Up-to-date details are always available on our website www.preacherspoint.com; click on Financial Details for both Preachers point and Miller's Lake. The Members Status link will show if your payment has been received and your account is current.
Road maintenance costs the last two years have been minimal (about $500 average per year). Income is staying ahead of expenses and a fee increase is not justified.
Preacher's Point Road Assoc
ItemParticularsAmountBalance12011 total dues received, including 2010 arrears$4,050.00 22011 Paid to Blair for road grading (see note *)-$380.00 32011 group fee paid to Millers, including arrears-$2,400.00 4Bank Balance end of 2011 $5,446.17 52012 Dues received as of Aug 24, 2012$2,450.00 62012 Paid to Blair for road grading (see note *)-$649.75 7Bank balance Aug 24, 2012 7,246.73 82012 Outstanding dues receivable (2 members)$700.00 92012 Outstanding group fee payable for Millers Lake (awaiting 2 members arrears)$2,000.00 10Surplus funds available as of Aug 24, 2012 5,946.73
Millers Lake Cottagers Assoc
ItemParticularsAmountBalance12011 total dues received, including 2010 arrears$3,003.36 22011 Property Taxes paid-$92.62 3Paid to East Shore including 2009-2012 arrears-$3,733.52 42011 Paid to Blair for road grading (see note *)$0 52011 group fee rec'd from Preachers, including arrears$2400 6ProLink insurance-$729.00 7Bank Balance end of 2011 $9,404.01 82012 Dues received as of Aug 24, 2012$3,261.68 92012 Property Taxes paid$-69.31 102012 Paid to Blair for road grading (see note *)$0 11ProLink insurance-$729.00 12Bank balance Aug 24, 2012 $11,867.95 132012 receivable from Preachers Point 142012 Outstanding road fee payable to Boice Bradley Road-$1,400.07 10Surplus funds available as of Aug 24, 2012 $12,467.88
Two PP members remain in arrears, Bob and Cathy Y. and the new purchasers of Brad and Shannon R.'s property whom I have not been able to contact.
All ML members are paid in full with the exception of two newly built cottages which I have been unable to identify.
It would appear that all road grading invoices are being addressed to Preachers Point and none are being applied to Millers Lake.
Election of Officers:
Existing officers to continue on for 2013
New Business
Boyd's Road Report… "The Road is pretty good"
No payable work was done on the road this summer but road held up well, and still one of the best private cottage roads around
Plan next Spring to grade the road, and review condition with Blair Sand and Gravel to determine costs associated with any repairs and upkeep
Concern raised by Bill Hare not to use pit run on the road but limestone, as he was unhappy with the quality
Group reviewed the cost uplift of A gravel vs B gravel vs Limestone, which is significant
Road committee agreed to attempt use of higher quality where prudent and based on available budget
Road committee will perform a fall review of potential dangerous tree removal along Preachers Point
General agreement among members that no need to grade out the washboard on the road as it encourages vehicles to slow down
Brief review of financials for Miller Lake and Preacher's point. Details available on www.preacherspoint.com
There are a few outstanding dues from new residents, mainly because Committee does not have contact information
There is now a "New Cottager Form" that Boyd will hand out
Copies to be sent to Barry & Kendra as well as Bob & Cathy
Rod T raised a motion to increase the annual road dues, in order to increase the budget available for required road repairs and upkeep
Discussion among all members resulted in a proposal for a $100 increase next year
Vote was "yes" among the majority of members with no voters against the increase, small number of no-voters
$100 increase in road dues voted in for next year.
General agreement that this increase will help, but budget does not allow us to make any significant improvements
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 at a time to avoid disruption of service, approximately mid-April