Lake Matinenda Cottage Owners Association Board Meeting
Attending: E. Pilon, J. Hamilton, L. Hamilton, C. Bledsoe, D. Hall, R. Servatius, L. Olson, D. Brennen and R. Schellekens
I. Annual Meeting Minutes
Sec. R. Schellekens requested that the Board review the Minutes from the Annual Meeting for corrections and/or additions. This was done and corrections submitted.
II. Dock Attendants
It was noted that there was at least three days when there was no attendant on duty, one of which was during a holiday weekend. R. Schellekens noted that Attendant Amanda had called for a sub for one of the days but was later told none was available.
L. Olson shared that Attendant Tiagen was very ill with a highly contagious disease and might be out for some time yet.
E. Pilon stated that he had spoken with D. MacLean and had been told that V. Peterson had recommended that all the docks be pulled out and repaired over the winter months. (This was also noted in the Dock Log for July 25, 2011)
The board discussed at length their frustration over the length of time it was taking for even the initial repairs of docks to occur. One of the perpendicular docks had broken away completely in mid-July and even though the town was repeatedly made aware of the fact, it took over two weeks for repairs to be made. The Attendants placed paper warning signs on said dock on their own initiative, but at least one person was known by the board to have fallen off and into the water.
R. Schellekens stated that she would continue her efforts to find possible grants or funding options to assist the town in financing dock and seawall repairs.
The Board agreed that email up-dates to the Town Council and Mayor should continue on a regular basis.
IV. Handicapped Dock
As witnessed on the day of the Board Meeting, several residents have been using the Handicapped Dock (adjacent to the Loading ramp) as a regular parking area for boats, often leaving their boat(s) tied up to the dock for several hours while they go to town. Board members wondered if all the residents realized that this dock is intended for ease in getting into and off of boats for the handicapped, not as a parking spot.
It was suggested that the Town be asked to post signs stating “Handicapped Loading Area. No Parking” or “10 Minute Parking. Loading Area Only.” The topic will also be addressed on the Association Web Site and in the 2012 Newsletter.
V. Long Term Parking Bi-Law Creation
E. Pilon stated that he intended to request to be heard at a Fall Town Council Meeting during which the Association would formally request the creation of a Bi-Law regarding Long-term Parking at the docks. C. Bledsoe suggested that specific docks be identified as “hourly parking” and “overnight parking”. Several Board Members were supportive of this idea.
E. Pilon stated that he would spearhead this issue and get back to the Board regarding his progress.
VI. Revision of the Association’s Bi-Laws
D. Hall and R. Servatius agreed to continue to work together in examining and revising the Association’s Bi-laws.
Hall suggested that the “Number One Bi-law will be to follow the Provincial Incorporation Bi-laws.”
VII. Matinenda Special Projects Committee Report
1. Fun Day Report
C. Bledsoe, Committee Liaison, reported that the turn-out had been smaller than 2010 and that there was no “final” profit amount determined at this time.
The Bake Sale had gone particularly well, with S. Bledsoe selling 18 loaves of his marvelous bread. Two Teacher Bay History books were also sold.
She also noted that Officer Deleque (sp?) had been told that the Fun Day was the Fishing Derby and had shown up with all kinds of handouts and goodies for kids. It was noted to contact him directly for participation in the Derby next year.
There was some discussion regarding if Fun Day should alternate years with the Fishing Derby or be a yearly event. C. Bledsoe stated the committee had a number of enthusiastic members who were willing and able to do it on a yearly basis. She asked if it could be combined with the Derby on the Fishing Derby years. D. Brennen stated that would be a problem as the same area of the Landing was used for both events and J. Hamilton added that if it were to occur each year, it would need to be held on a separate day as there was limited parking and it was impossible to know how many participants would be attending the Derby.
It was eventually decided that Fun Day would occur each year, but would be held on a different date than the Derby.
2. The Canopy
After putting the new canopy up and down for the fun day and Meeting, members of the Committee felt that the lending out of said canopy may not be a good idea after all. It is not all that simple to erect, there are already some minor tears and there are a number of pieces that could be lost. E. Pilon reminded the Board that he had stated that the canopy would be “available only to Members In Good Standing and would have to be returned to the Association in good shape and with all it’s parts”. The Board noted it would be rather complex to check the canopy and it’s parts in and out, and that it would almost have to be re-erected after anyone borrowed it in order to determine if it was in good shape.
J. Hamilton made a motion that “The Canopy be used for Association Business and related Association Functions only.” The motion was seconded by D. Brennen and carried unanimously.
E. Pilon reminded the Board that C. Brandt has asked that the Board submit all of their articles to her by March 1st. He said that he felt the Newsletter should be put together and distributed by then. J. Hamilton made the motion that “ All articles be submitted by Feb. 1st in order that the Newsletter may be sent out on April 1.” This was seconded by D. Hall and carried unanimously.
IX. Executive Election
D. Hall made the motion that the officers remain as they are (Pres. E. Pilon, Sec. R. Schellekens and Treas. L. Hamilton) This was seconded by R. Servatius and although R. Schellekens offered her position as Secretary to anyone who was interested, the Board passed the motion unanimously.
X. Future Meeting Dates and Details
1. The Board was unhappy with using Tim Horton’s for the Annual Meeting coffee and treats as they no longer deliver and they forgot to include cream this year. R. Schellekens will look into the price of a large Coffee Urn and further discussion regarding treats will be held prior to the meeting next year.
2. The Annual General Meeting Date for next year will be Saturday, July 28th.
3. The Rock Bass Tournament will be held on Saturday, July 21st.
4. The Family Fun Day will be held on Saturday, Aug. 11th.
XI. Committee Membership
1. Bi-Law Revision: D. Hall, R. Servatius and D. Brennen
2. Special Projects: Liaison: C. Bledsoe
3. Wireless Project: R. Servatius, D. Brennen and S. Bledsoe (Special Advisor)
4. Rock Bass Tournament: Chairman: J. Hamilton, L. Hamilton and L. Olson
5. Membership Improvement: L. Olson, L. Hamilton and C. Bledsoe
6. Dock Attendant: E. Pilon and R. Schellekens
7. Parking Lot Improvement: E. Pilon and J. Hamilton
8. Fishery : J. Hamilton
9. Dock and Landing Improvement: E. Pilon and R. Schellekens
XII. New Business
E. Pilon stated that in the past, one member of the Board was designated as the official Spokesperson. In the past it was the President. The Board agreed that this would continue to be the case
E. Pilon made the Motion that the “Board pay Webmaster, Jeff Rice, $100 for his services in the coming year.” D. Brennen seconded and it was passed unanimously.
3. FOCA Membership
E. Pilon noted that the Association is currently paying $275 a year for it’s membership in FOCA. However, their issues do not seem to pertain to Matinenda but rather lakes in Southern Ontario. Other than their newsletter we are not getting anything for our money and he suggested that we cancel our membership. D. Brennen said “In the past FOCA appeared to offer us something, particularly in terms of legal issues, but that this no longer seems to be the case.” C. Bledsoe pointed out that individual could still join for “a much cheaper rate and that the Newsletter was available on the web”.
Hall made the motion that “the Association withdraw it’s membership from FOCA for this time.” This was seconded by L Hamilton and passed unanimously. R. Schellekens will write a note informing them of such.
4. Dock Attendants
Based on prior discussion R. Servatius made the motion “that the Association give the Dock Attendants a $50 stipend at the end of the season in recognition of their hard work on our residents behalf.” This was seconded by C. Bledsoe and passed unanimously.
5. Welcome Hut Information Sign
Once again there was a great deal of discussion regarding a lockable, weather proof cabinet style sign for the Welcome Hut. E. Pilon and J. Hamilton again expressed their belief t that $500 was too much for such a sign. C. Bledsoe, R. Schellekens and L. Olson felt the cost was reasonable in consideration of it’s quality, weather proof attributes and long term use.
J. Hamilton offered to ask “Roddy, if he could make something up.” R. Schellekens voice that she felt that this “was just going to create another delay that would result in nothing happening for another year.” She suggested that as a compromise “a specific date be set and that if a more affordable option is not brought forth by said date, the Board will purchase the sign” suggested by R. Schellekens at the last Board Meeting.
D. Hall made the motion that “The Board has until April 1st 2012 to find a lesser price option, of equal quality and attributes, and that if such is not found, the Board will purchased the identified $500 sign.” This was seconded by D. Brennen and passed unanimously.
6. Photocopy Machine and File Cabinet
Following her research, R. Schellekens provided a print out of the photocopy machine she felt was the best fit for the Association in terms of features and price. She explained that she could get the item more inexpensively ordering it in the states and having it delivered to her home there, for transfer up to Ontario. C. Bledsoe motioned “that the Board approve the immediate purchase of said machine and toner”. D. Brennen seconded and it was carried unanimously.
D. Hall stated he would try to remember to bring the promised File Cabinet down this fall.
7. Directory : C. Bledsoe
Bledsoe explained that she had been hard at work up-dating the existing directory and connecting this to individual lots as they were listed in an old existing map document. She understood that email and snail-mail addresses could not be publicly shared without individual permission, and wondered how this could be done.
D. Brennen suggested that check off boxes be added to next year’s Due’s Receipts and R. Schellekens noted that those individuals whose emails were currently known, could be contacted that way in order to attain their permission. C. Bledsoe will pursue this.
8. Meeting Location and Garbage: R. Servatius
R. stated that “there had been some miscommunication regarding the location of our Annual Meeting. A number of members were unsure on where to park and felt it was inconvenient.” E. Pilon explained that when the Association approached Cliff (on the behalf of the Lodge) for a location for the meeting, that “Cliff thought the parking lot would be too dusty for us and the top of the hill too windy, and so suggested the area above the Lodge’s beach.” The Board agreed to reconsider using the hill again next year.
Many people he spoke to where enthusiastic about the initiative taken by Roy in moving the dumpsters to the end of the parking lot where they would be more easily accessed and not likely to be blocked by parking cars.
He also noted that he had been told a Large Item Pick-up was scheduled for Aug. 18th.
9. Cook Book Funding
Bledsoe explained that the Special Projects Committee was going to need approximately $2000 to cover the initial cost of printing the up-coming Matinenda Cookbook. R. Schellekens added that the Board had covered these cost for past cookbooks, knowing that the cookbook was most definitely a profit making item. C. Bledsoe explained that each cookbook would cost approximately $7 each and would be sold for $15. The $2000 would cover an initial printing of 300 books.
Bledsoe made the motion “that approximately $2000 be paid to the publishing company of behalf of the Special Projects Committee to cover the initial cost of printing the 2012 Cook books.” The motion was seconded by J. Hamilton and carried unanimously.
10. WI-Fi Committee Report
D. Brennen reported that he and R. Servatius had met with Sam Bledsoe regarding the proposed WI-Fi project. He stated that “Sam is obviously familiar with and has experience with the proposed technology and has already invested between $1500-1800 of his own money to get things started.” In order to have free access the Town would have to back the project and “Sam is meeting with the Mayor today to discuss it further”
R. Schellekens reminded the Board that they had sent copies of initial letter on this topic to the Mayor and Councilmen and that it seemed to have been favorably received.
R. Servatius stated that the Committee’s 2111 Goals were as follows:
• To investigate and demonstrate the feasibility of the project.
• To elicit the Town and R. Scholberg’s (his property must be used) support.
In order to try out the system, the Committee will need to purchase a Solar Battery panel and materials. The cost of this would be approximately $500. Both D. Brennen and R. Servatius felt the Associations purchase of these materials would show the town that our intent is serious and be supportive of S. Bledsoe’s efforts thus far.
R. Servatius also wanted the Board’s approval to write a letter of support to the mayor from the Association. This was approved.
D. Brennen made a motion that “the Association provide $500 in seed money to show our support of this project.” D. Hall seconded the motion and it was approved unanimously.
Treas. l. Hamilton pointed out that with the dispersal of moneys for the approved items, money would need to be moved from the GIC account to the General Account.
E. Pilon made a motion to “move the necessary funds from the GIC to the General Account to cover the costs of the projects named in this Meeting, as they benefit all Association members.” This was seconded by D. Hall and passed unanimously.
Bledsoe asked if we had a liaison between the Association and Soucies (the owners of the Lodge). E. Pilon said as spokesperson he would be that liaison.
She also asked if the Board could have a Virtual or Phone Meeting during the winter to keep everyone in the loop. E. Pilon and J. Hamilton said “No.” as the Board is fully involved through emails and so forth. C. Bledsoe and others stated that 6 -9 months was too long to go without interaction. There was much discussion on the subject and it was finally agreed that “if the need arises” E. Pilon will arrange for such a meeting.
R. Schellekens noted that with the burning down of the lodge, that there was no public phone for contacting the Town in case of emergency. While all agreed that Roy’s Northland has done an exceptional job handling such emergencies, it was also agreed that the Dock Attendants and Tourist would have no way of knowing the process. R. Schellekens requested that the Board approach the Town about installing a “911” line at the landing. E. Pilon will look into this.
L. Hamilton motioned to adjourn the meeting. R. Servatius seconded and the meeting was adjourned at 2:48
• “The Canopy be used for Association Business and related Association Functions only.” (VII.2)
• “ All articles be submitted by Feb. 1st in order that the Newsletter may be sent out on April 1.” (VIII )
• “The officers remain as they are (Pres. E. Pilon, Sec. R. Schellekens and Treas. L. Hamilton).” (IX)
• “Board pay Webmaster, Jeff Rice, $100 for his services in the coming year.” (XII.2)
• “The Association withdraw it’s membership from FOCA for this time.” (XII.3)
• “The Board has until April 1st 2012 to find a lesser price option, of equal quality and attributes, and that if such is not found, the Board will purchase the identified $500 Information sign.” (XII.5)
• “The Board approves the immediate purchase of Photocopy machine and toner” (XII.6)
• “The Board will provide approximately $2000 be paid to the publishing company of behalf of the Special Projects Committee to cover the initial cost of printing the 2012 Cook books.” (XII. 9)
• “The Association provide $500 in seed money to show our support of this (The WI-Fi) project.” (XII. 10)
• “The Board will move the necessary funds from the GIC to the General Account to cover the costs of the projects named in this Meeting, as they benefit all Association members.” (XII. 11)