Minutes of the Directors Meeting

February 27, 2009

The Sands on Golden Lake

Members Present

Kevin O’Connor, Kathy Lampi, Mike Johnson, Doug Yourth, Bill Clark, Dave Lemkay, Gord McMillan, John Gulland, Jeff Scharf; Ken Bradley (sitting in for Brenda Maunder).

Call to Order

President Kevin O’Connor called the meeting to order at 9:10 a.m. by welcoming everyone to the meeting.

He gave a brief report on his attendance at the FOCA meeting in Toronto on November 22, 2008. Issues highlighted at the meeting were water quality, taxes and land use planning.

Secretary’s Report

At secretary Bill Clark’s prompting, the board discussed the appropriate protocols around meeting minutes and association record-keeping. Bill asked if it was necessary to read the minutes of previous meetings and it was decided that reading of the minutes was not necessary, considering that the minutes are made available to everyone, either on line or in hard copy. It was suggested that, in preparing agendas for upcoming meetings, it would be useful to highlight action items so that members are reminded of work to be completed for the next meeting.

It was also agreed that committees should prepare brief reports of the conclusions of their meetings and circulate these to the board so the board is informed.

It was moved by Dave Lemkay, seconded by Doug Yourth to accept the minutes of the director’s meeting of October 27, 2008 as distributed. Carried.

ACTION: Committee chairs to circulate brief reports of their meetings.

Treasurer’s Report

Kathy Lampi gave the treasurer’s report. It was agreed that the report should be included in the meeting minutes.

Financial Report from July 01 2008, as of February 24 2009

Deposits: Memberships:	$6700.
Boating Course:	$840.
Signs:	$2710.
Donations:	$90.
Total deposits:		$10,340

Expenses: Bookkeeping:	$242.73
Printing:	$603.22
Promo and ads:	$682.61
FOCA mem:	$954.
Social mtgs.	$474.52
Meetings (including Foca Meeting)	$697.29
Signs:	$1174.07
Buoys:	$908.12
Total expenses:		$5736.56
Difference:		$4603.44

Opening Balance, July 01:		$2836.94
CURRENT BALANCE:		$7440.38

Moved by Dave Lemkay seconded by Bill Clark to accept the Treasurer’s Report as read. Carried.

Membership

In Gail’s absence, Kevin gave a brief report on membership committee activities. The key objective this year is to get back members who paid once but didn’t renew last year. There was extensive discussion of the overall strategy, including the information provided to renewing and prospective members.

Maps

The decision on the form of the maps needs to be made soon so copies can be available for spring membership canvassing. Dave Lemkay has been working with the County to customize a map for our use. Once that work is paid for, GLPOA would be free to use the map as it sees fit. The possibility of adding water depth lines or tones on the map was discussed, as was the possibility of increasing the text font size. Jeff Scharf mentioned the possibility of putting advertising on the map so it can be handed out free. Ken Bradley and Jeff Scharf agreed to join Dave and Kevin in working on the map project.

It was moved by Dave Lemkay and seconded by Bill Clark that the map committee be empowered to spend up to $1500 to get maps produced. Carried.

Action: Map committee to finalize the map design and coordinate printing and distribution of a sufficient quantity to the membership committee.

Water Quality

Kathy Lampi gave a report of the water quality committee in Mike Cayer’s absence. John Gulland has produced three draft fact sheets: one on Shoreline Makeover, one on Lawns and Lawn Care and one on Septic System Maintenance. These can be used as handouts with the new membership information package, be made available at various GLPOA meetings and put on the web site for ongoing reference.

Kevin reported on the idea of hosting a public meeting on septic system maintenance with a septic specialist based in Coburg. It was suggested that maybe the townships would be interested in participating by underwriting part of the cost. The committee requested a budget of $500 to cover expenses for the meeting.

It was moved by Kathy seconded by Dave that the board empower the water quality committee to spend up to $500 for meeting expenses. Carried.

Action: Kevin O’Connor and other volunteers to firm up plans for the septic meeting.

Communications

A spring newsletter is a key project at this time of year. As in past newsletters, this one will contain updates on ongoing association activities and projects, as well as promotional information for the AGM, boating course, CPR course, Septic System Public Meeting and Funfest. Dave and John will produce the draft newsletter for review. The idea is to double the size of the newsletter to four panels so that it can include all the necessary news as well as listings of board members, zone reps and committee chairs.

Action: John Gulland and Dave Lemkay to work on the newsletter with input from Gail, Kevin and others. The newsletter should be available in late April.

Nominating Committee

Bill Clark gave the report of the nominating committee. The committee is looking for four new board members at the next AGM. Bill Gardner wants to step down as vice-president because he doesn’t want to serve as president. It is therefore important that the executive be changed to put a vice-president into office who is willing to serve as president. There was an extensive discussion of the need for a board renewal strategy.

Water Levels

Kevin reported that an amendment to the water level management plan is under consideration. It is proposed to allow the water to be lowered as much as three feet on Round Lake in the fall to reduce the risk of spring flooding. If approved, the new regime will be tested for a two year trial period. Fisheries and Oceans agrees that as long as the level is dropped abruptly, the trout will find other places to spawn.

Waterway Hazard Marking Program

Gord McMillan reported that he has a number of volunteers to help with placing the markers this spring. Seven red and seven green markers have been purchased and Bill Gardner and Ken Hall will install them in the River this spring.

Kevin will order 500 copies of Transport Canada’s new Safe Boating booklet.

Action: Gord McMillan, Bill Gardner and volunteers to place existing and new markers.

Action: Kevin O’Connor to order the new safe boating booklet.

Launch Site Billboard Advertising

Kevin reported on his discussions with advertisers. There are 15 sponsors and 18 spaces. The townships will be participating by placing welcome messages on the billboards, which would fill the available spaces. If more sponsors get involved, additional spaces can be added.

Action: Kevin O’Connor to coordinate the updating of the billboards and collection of the fees.

Pleasure Craft Operators Course

July 4th is the date for 2009 and Jim Steeves will again be the instructor, as he has been for the last two years.

CPR Course

There will be a limit of 25 participants and this year it would be a four hour course rather than a full day. The meeting is tentatively scheduled for July 11.

2009 Regatta/Fun Fest

“Fun Fest” will be held on Saturday July 18 from 10. a.m. to 2.30 p.m. at “The Sands”. Only GLPOA members (and their visiting guests) will be eligible to attend. A table will be set up to allow purchase of memberships on site. The Sands will prepare a barbecue lunch of hamburgers and hot dogs, which Jeff thinks he can get partial sponsorship for from his suppliers. Members will be requested not to bring any food. The Sands will apply for a special banquet license which will allow them to sell beer and wine to anyone wishing alcoholic refreshment during lunch. If possible two large tents will be borrowed from the Killaloe and Golden Lake Catholic churches. Portable toilet facilities will also be arranged.

Morning activities will be held across highway 62 (driving range area) and will be directed to young children and teens. Lunch and afternoon activities would take place on beach side. A monitoring system will be set up to ensure the safety of people crossing the highway. Jeff Raisbech will check to see if Rudi McCann might be available to supply music. As plans are firmed up volunteers will be solicited to take responsibility for the various components.

There was an extensive discussion of food and drink, logistics, cost recovery opportunities, games and so on.

It was moved by Kathy Lampi and seconded by Dave Lemkay to budget $1000 to cover contingencies, such as portable toilets, advertising, etc.

Action: Bill Clark, Jeff Scharf and (many) volunteers.

Cell Phone Update

Dave and Kevin reported on all the new towers now in place.

Ruby Road Dump

Kevin reported that there had been a meeting a week ago and that there will be a meeting next week at Bonnechere council. The Citizens for the Preservation of the Bonnechere Valley continue to take the lead in pressing for a good resolution to the issue. The group is in a good position because the council is committed to holding off on a decision until full costing is available for both options. This is consistent with the recommendations made in a letter from GLPOA to the Township of the Bonnechere Valley council dated September 19, 2008.

Other Business

There was no new business.

Adjournment

The next meeting is tentatively set for May at the call of the President.

President Kevin O’Connor adjourned the meeting at 12:20 PM.