Annual Meeting -- August 18, 2014
BBQ/Meeting Date: August 18th, 2014
Location: Chris C and Anne T Residence
Weather: Perfect
Chair: Boyd
Present: (might have missed a few here, so please update where possible, with my apologies…)
Boyd and Sue
Paul C and Grazyna S
Gwen W
Josh and Tanya
Eric and Sam
Howard and Theresa F
Grace S
Chris C and Anne T
Bob and Kathy Y
Jaimie and Paula M
Rod and Wendy
Dave and Marguerite
Derek and Jennifer M
Stephen and Linda
Alex D
Dan and Joanne C
Hope I didn’t miss anyone!!
Appointment of Recording Secretary: Josh Henderson
Financial Report: Dave L
Dave read the financial report for both Miller’s and Preacher’s Point accounts
Dave reminded everyone that the financial data is available at www.preacherspoint.com
Dave requested assistance in the data required to send out the invoices, follow up with new cottagers, and generally make sure everyone is in touch with all the cottagers in some form over the course of the season(s).
Several volunteered “some” assistance, but more work needs to be done to ensure it is
The issue of sending out mailings versus other forms of invoicing was discussed
Dave’s consensus is that he’d rather use the payment via Canada Post, rather than emailed funds.
Further review of road fee management by the “Executive Committee” to be discussed at a later date with the intent of:
Improving communication regarding fees to cottagers and Finance Secretary
Improving banking services for Finance Secretary
Expanding payment services by cottagers to allow for electronic means of payment
The possibility of switching banks, or possibly bank “branches” was discussed in order to assist in the electronic transfer and reviewing of funds (fees)
The issue of a “closed” bank account that may be controlled by Lon Duncombe was discussed. Dave and Boyd to follow up to see if the account can be closed and funds transferred to other account
Road Report: Boyd R
Introductions
Introduced new cottagers Dan and Joanne Campbell
General introduction of new cottagers who were unable to attend
Reading of previous meeting minutes
New business
1. Boyd suggested that the road fees could cover $50 to Grace S for Emergency Tree removal – Boyd
Perhaps we can deduct her road fees for next year by $50.00 – Boyd (Dave Long to confirm if this is acceptable)
2. Email out some best effort Emergency contact numbers for trees on the road – Boyd
Perhaps Blair Sand and Gravel during “normal business hours”? I will check with Barry – Boyd
o Brain Perrin can sometimes drop by. He’s 25 minutes away and would cost about $35/HR – Phone Number: 705 754 3804.
3. Grace S wanted to know why Barry didn’t have the equipment to fix her driveway – Boyd was going to ask
Blair Sand and Gravel explained to me that the budget Grace had in mind was not sufficient for the work in question. A starting sum, due to the road conditions, was not acceptable to Grace.
BR asked another local tradesman to review the work. Once her road was inspected, the person in question declined due to the budget constraints
BR to get contact info from Dave to follow up by phone
4. Howard Firestone wanted to know if this coming winter it would be possible to make the plowing width wider for Miller Lake – requested to contact Rod who is in charge of that plowing section as was not present at the meeting
BR to follow up with Blair Sand and Gravel by email. Will copy Dave, Rod and Josh
5. Membership contact updates are a challenge with all the property changes. Dave Long is looking for some help for the contact list maintenance and email correspondence with members. – Chris C suggested he may be able to help set something up using software. Other software solutions for tracking and contacting everyone were discussed. Further investigation required.
BR to contact Dave Long to assist with any outstanding information, or money (as of October 14, 2014)
6. Group asked that payment due dates and upcoming payment notifications for road dues be sent out via email vs just via regular mail. Dave Long requires help to do that from whomever volunteers for number 5
7. Dave Long raised the option of recycled asphalt being used. Decided that next time the road needs to be fixed we would look into the cost. However, given the transport requirements for the area, do not expect the cost will be feasible.
BR contacted Blair Sand and Gravel, who have looked after the road work for at least 10 years. It was recommended that we continue with the B gravel, granite and limestone options for the time being, due to both short term and long term financial concerns.
8. Lots of work done on the road this year. General agreement that work was excellent. No concerns on the money spent.
On September 13th and 14th, Josh, Boyd and Dan Campbell, spent a total of about 14 man hours (much in the rain!) clearing “blind spots” around corners and overhanging trees over 2” in diameter 9at the base). Approximately 400+ trees and shrubs were removed and set aside, where possible.
Road brush clearing by the local contact with the tractor and 4’ side blade was put off until next year.
9. New members who are doing construction reminded to please “replace your divot” on the main road made by construction equipment.
BR and/or JH to contact new contractor on Miller’s Road to caution to allow for road damage repair, where applicable.
10. There will be a work crew day on Sept 13/14 weekend.
See Note 8 above.
11. Note: Dave L reiterated that in order to be considered as a “Private Road”, the main gate (at Boice Bradley) must be closed and locked for a period of 24 hours. Boyd to follow up with Rod Thurston, who was the last person to perform this task. The closing of the gate should be coordinated with active cottagers and builders before being executed. Followup: The gate was locked by Rod Monday April 12, 2014.
12. Formal end of Meeting
13. Chris, Anne and family members provided burgers, hot dogs, sausages and many other treats for everyone. Thank you!
14. Next year’s location for BBQ to be advised in the spring.