Annual Meeting - August 12th, 2017

Mar 8

Written By Paula Beck

BBQ/Meeting Date: August 12th, 2017

Location: Boyd and Sue's

Weather: Cloudy, some rain

Chair: Boyd

Recording Secretary: Sue

Present:

Geoffrey and Susan G., and family NEW COTTAGERS
Peter and Romina, plus Benjamin and Isabella NEW COTTAGERS
Boyd and Sue
Chris and Anne
Dan and Joanne C
Paul C and Grazyna S
Gwen W
Bob
Jaimie
Dave and Marguerite
Christine and Shawn (Briana and Ian)
Howard and Theresa
Bob and Kathy Y
Rod and Wendy
Derek and Jennifer M and gang
Alex D

Not present: we missed you guys!

Josh H.
Paula
Jeanette D
Seymour and Eva
Chantel T
Sandy and Wesley
Barry and Kendra
Eric and Sam
Stephen and Linda
Rob and Marilyn W
Ben and Suzie
Victor and Oksana
Elizabeth M and Craig M
Christine and Shawn B, Briana and Ian

LetDaveknow if we accidently left you out!!

Road Report: Boyd R

Introductions, as well as special introductions for the new cottagers (see above)
Thank you Dave Long for providing (very professional looking!) name tags for everyone.
Attendance was a little lighter this year, partly due to many cottagers not being up during questionable weather!
Reading of 2016 previous meeting minutes
Big news was the bears

Three (3) bears were trapped on Gwen’s driveway on Sunday, August 6th after Gwen and Tanya called the MNR
Those bears are gone and won’t be back “for a while, if ever”
Reminders about bird seed, garbage, Cheezies…
DO NOT FEED THE BEARS
Post Meeting Note: On Monday, September 3rd,very fresh (12 hours or less) bear tracks were spotted on Peter and Romina’s freshly made driveway (thanks to Barry, and gang). It was heading away from the point, so who knows…probably gone for the season.
Reminder: If you see a bear, please report it to the Ministry of Natural Resources (refer to partial correspondence from previous email on the subject – see below)
- Hello Boyd,
- It was a pleasure speaking to you this afternoon. As discussed, I have attached a number of useful factsheets here. Please distribute as you see fit. If people have an incident with a bear, if they could please call the provincial bear reporting line at 1 866 514 2327. This is a 24 hour a day service.
- Additionally, when dealing with bears we recommend doing the following things:
- Remove any potential non-natural attractants from outdoors, screened in porches or easily accessible structures such as flimsy sheds. Non-natural attractants include: garbage, recycling, dirty BBQs, bird feeders and hummingbird feeders, compost, petroleum products, scented items such as candles and pet food
- Clean areas that may have scents such as garbage bins using unscented products such as bleach or vinegar
- If the bear is seen walking through a yard or along a road, leave it alone.
- If it is a female bear and she has cubs up a tree, leave them alone, as the female will not leave the area without the cubs
- If the bear approaches close to a building, climbs on decks or looks through a window, and the occupant feels comfortable, they can attempt to scare the bear; yell at the bear in a loud deep voice, use an air horn or car alarm, bang pots and pans, etc.
- Never run or climb a tree during a bear sighting, slowly back to a safe and comfortable location such as a vehicle or building
- Please contact me if you have any questions or concerns and thank you for your time assisting with this matter,
- https://www.ontario.ca/page/prevent-bear-encounters-bear-wise

The road surface was generally in good shape until a big storm of ’17.
- This storm dropped approximately 50 mm of rain in about 20 minutes. It created ruts deep enough and wide enough that made it difficult to travel with “normal” vehicles.
- Up until that point, approximately $1,932.00 was spent on Preacher’s as part of general maintenance. This was an increase of about $432.00 over last year.
- After the storm, there was very severe road damage, and flooding on to private drives. Extensive ditching, and additional grading and material was required with most of the work being down from the bottom of the last big hill on Preacher’s.
- It was the first time that this portion of the road had been addressed since 2007.
- It is expected that this work should allow proper drainage for at least 10 years.
- Additional work was done on the “Artisan” point hill, and spots along the way where drainage was a concern. Additional material was also added between the first big (Artisan split off) hill and the area mentioned above.
- Miller’s Road fared much better and did not require additional work after the storm
- The total financial damage to Preacher’s as a result was $4,615.00 (Taxes included). This basically drained the Preacher’s reserve and this issue will be discussed in the Financial Report in more detail.
Road side mowing and tree pruning contracted out again this year to maintain visibility but the work was reduced this year. The total value was $360.00 split equally between Miller’s, Preacher’s and Artisan.
Volunteers – The suggestion of volunteer work was floated. This has not usually been an issue, and with more organizing and communication, we should be able to do some clean up days in the future,
- Minor road work (big rocks, potholes, etc – Barry will lend material if needed)
- Pick up garbage
- Tree cutting (with caution)
- Mini Road Bee?
- Post Meeting Note: BR and a volunteer (Scott) filled BR’s F150 truck with a ton of “fine” gravel, and one ton of “crush” material, both loads graciously donated by Barry Boice. Most, if not all, of the larger potholes on both roads (but not Artisan) were filled by hand. Advil was required a little later…
Dog Poop! Do NOT use those little blue city bags please! (Or if you do, take them back to the city with you!)
The Executive Committee will meet later this fall to discuss:

Alternatives for the accounts to perhaps simplify the road fees.
Raise additional funds for the recent Preacher’s road damage
Review commitments to other road associations (outside PP and ML)

Financial Report: Dave L

Dave read the financial report for both Miller’s and Preacher’s Point accounts
Miller’s has a balance of approximately $15,872.00 (refer to the most current details here)
Preacher’s has a balance of approximately $3,920.00 (refer to the most current details here)
Dave reminded everyone that the financial data is available at www.preacherspoint.com
Dave asked for an open discussion on how to increase the balance for Preacher’s back to the “safe zone”. Almost $5,000.00 was used for structural repair on the road for the recent storm damage. The goal would be to get back to the $7,000.00 mark, or thereabouts, to prepare for severe road damage issues if and when they arise again.
Options for discussion included, but were not limited to:

A onetime assessment applied against the Preacher’s road users ($250.00)
Rely on donations (of which $800.00 has already been raised)
Raise the road fee by $100.00 per year until the goal is reached (IE 2,5-3 years)
Adjust road fees to reflect property taxes (value)
Post Meeting Note: In discussions with six (6) of the 11 full time Preacher’s Point cottagers, the preferred option was a “one time” assessment of $250.00. Any comments are welcomed.

Online billing and payment is working extremely well. Easiest year ever even with the highest number of members.
Dave was thanked for his excellent handing of the finances and website

New Business

There was an inquiry as to the cost of snow plowing costs, specifically on the Miller’s Road portion. Boyd explained that Blair Sand and Gravel basically provides the service as a courtesy and partly to keep some seasonal employees busy over parts of the winter. He stressed that it is by no means a profitable venture and does not take in to account unseen costs for the service. Boyd also explained that he personally provides a vehicle for the Preacher’s Point portion of the road where most of the costs are shared with the cottagers using the roads in the winter. After labour costs (Brian P. at about $35/HR), a portion of truck and plow maintenance, and fuel, there is a deficit of several thousand dollars (truck finance costs, insurance, the balance of maintenance for the truck and plow not passed on, etc).
For the Executive Committee, Alex Dagg and Howard Firestone volunteered to represent the Miller’s portion with respect to discussions on simplifying parts of the financial systems.
Let’s remind ourselves to be grateful for all that we have. Our families, health, and the wonderful lakes we stay at.
Location and date of next year’s meeting will be sent out early next summer.
Jaimie asked of there were cottagers interested in running (along) the road with him and Paula.

Jaimie has a very cool app that shows the exact distance and elevations from his place out to County Road 14. If anyone is interested in this app, please contact Jaimie.

All were thanked for their attendance
Chris and Anne were thanked for hosting
Dave was thanked for his hard work on the financials and website management
Meeting was adjourned, seconded by….someone….
Post Meeting Note 1: the gate at the entrance to Miller’s will be closed momentarily and re-opened in order to meet (legal) requirements to maintain "private road" status – there will be no disruption of service
Post Meeting Note 2: Boyd will contact the Dan Campbell to discuss signage for the new cutoff for the four cottages on the same driveway to avoid confusion (IE visitors getting lost by keeping left past the hill), as well as “911” signage. Signage to advise “road closed” for the old entrance will also be discussed.
Post Meeting Note 3: Perhaps it was not mentioned formally, but we say “good bye” to Grace (who’s place was purchased by Peter and Romina). We will miss Grace and hope she enjoys her new place in Minden.
Post Meeting Note 4: We also say good bye to Ameer and Robin, and we welcome Geoffrey, Susan, and family.

End of Minutes.

Paula Beck