AGM Minutes 2023

East Shore Property Association Meeting: Sept 3, 2023 

1. Opening Comments: Peter: Welcomed people. Has been the President for the last 12 to 

14 years, but is stepping down and retiring. Spoke of the challenges of being President over the last couple of years.. 

Planning over the last 2 years, no one could have anticipated the outcomes. 

-First of all our road supervisor, Bill Raye, unexpectedly died. 

Many pot holes that he would have taken care of are not filled, and just general 

maintenance that he did. Bill is greatly missed. 

-Secondly, Snow ploughing was a huge cost. 

Barry Boice no longer wanted to provide snow ploughing. He provided it at the very reasonable cost of $11,500. We hired a new contractor and the cost for Winter 2022 went up to $37,700. We had a contingency fund of $54,000, so we were able to have some funds for spring repairs, but had to plea to some members to pay early. Approximately, 50% of members paid $450 in January to offset spring maintenance. This will be a very tight year. 

Peter thanked Felix Gratopp for drafting the contract for Snow Removal. 

Peter went on to introduce that 2 people have put their hat in the ring for President and you will hear from them shortly. 

John Horton Spoke up to Thank Peter for all of his hard work. John states "Peter answered my phone calls and emails, always in a professional manner even if we disagreed". The whole room clapped thanking Peter. 

2. Presidential Candidates: Chris Petrow: Please see emails sent out by Chris. 

Chris states "I grew up in Haliburton. Nice to see all of you and meet folks. It is a Thankless job and Thanks to Peter for going above and beyond. I tried to make my views open and I sent out a plan. For me it is simple: Plan, Action, Execute. Technology has made it simple for everyone to have a vote. What happened in the past should not continue as generations need to use the road. I have a reasonable plan formulated. I have ideas to help with fund raising, as other parties want to see the road in good condition. It shouldn't all on 1 person, everyone should have a voice. We need to find common ground. To all those who have pledged money I say thanks. All roads need work and all ideas welcomed. We need to Execute and with a bigger board, greater transparency, and the development of bylaws, we all will be on the same page. We can hold meeting on line. We need to be more efficient, Proactive and not Reactive. Look forward, not back; and with positive changes". 

Don Raye: Don states "I have been coming here my whole life. My parents originally stayed on the lake in the summer and then bought a cottage in 1974. In 2009, Mother 

Nature removed the cottage. In 2018 my wife and I bought a cottage. I have been married 26 years and my adult children come here every year as I did growing up. My daughter lives in Thunder Bay and flies here every year. It is a Special Place. I am a Platoon Chief for the fire Department. I will retire in 5 years. I know about Emergency Response and I have experience on a board as I have been on the executive for 10 years for the fire department. My wife and I plan to retire here. I can bridge great relationships with many groups. I have great working relationships with Barry Boice, and Miller gravel. I understand being thin on dollars. I rent my cottage to friends. We do not have a constitution or a charter for the association. Who reports to who? What are your responses to situations? How much can the board spend before asking people who elected you? I want to be open and transparent. We need an organizational chart and job descriptions. For the Roads we need an overall plan. Chris went out with Zach Boice and made a plan. Thank you for that Chris. We need to work on problem areas. 1 km per year. A one-time assessment and trying to conquer it all makes it expensive. 

The North part of Boice Bradley is very good compared to south end. Some people fixed pot holes this year on the North end. Thankyou. Secondary roads are a problem. We need representative from each road to meet together with the president to fix. Winter costs have sky rocketed. The Roads need to be accessible for Emergency services and your ability to get a mortgage. Online meetings are maybe not the easiest with internet not being great. The board needs to get people to volunteer and share the workload. I have experience in Emergency Response and I understand that people want prompt answers to their concerns and to know that their concerns are heard. I am standing on my Families reputation. My father was a man of few words, but a man of action. We can't just throw money at the problem, we all need to pitch in and every little bit helps. Get involved! Stay involved!" 

Chris spoke up about being Co President with Don, working together. Many claps at meeting for this idea. 

Questions and Comments from the group: Laura Monteith: "What are we going to do about the non-payers? Concerned about shaming people and then once the embarrassment periods is over, then what?" 

Comment about taking the non-payers to small claims court and Noreen explained we cannot do that as we have to provide proof of a constitution that we do not have. Comments about unjust enrichment and benefits of those who do not pay on the backs of the work and money from others. If your cottage is 4 season and you sell it you receive 30% more money. The non-payers are unjustly enriched without contributing. We need to have our apples in order. Which candidate will do that? 

John Horn: "Both gentleman have experience. I am in favour of co-president" 

Brice Richardson: "There is a dark side to voting a president. Herd mentality. Popularity contest. I am in favour of co-president to avoid that" 

Bill McArthur: "I am in favour of a co- president" 

3. Walt McKechnie and Barry Boice: Updates from the ward and Municipality: 

Barry went first: "Big thanks to Peter. Excellent President. Easy to deal with. I could work with either candidate". He referenced Don's father, Bill and Chris's mother whom he 

went to school with as a kid. 

Chris P asked Barry if we could get more help from the municipality, lobbying them to help with the road? There was discussion about other municipalities providing small grants to improve private roads. Barry said if they made a presentation, Dysart would entertain it, but he is not sure how far it will go. 

Cell towers are coming. Haliburton Lakes get 3 new towers so hopefully they will ensure this side has good signal. He will talk to Rogers to ensure this is the case. Fibe is also coming, the poles are being marked for the lines, but that is probably 2-3 years out. 

Walt went next: "Thanks to Peter. Good man and easy to work with" 

He talked about Short term rentals and said it is not carved in stone yet, but Dysart is looking at other municipalities to see how they handle them. Also talking to Lawyers who have set up the policies to see how to proceed. Maybe a License application for Dysart to collect a License Fee. They make look at a 3rd party License fee and the 3rd party would collect the fees insuring Dysart gets their money. Property owners may have to make upgrades to their property. For example: 4 bedrooms, 4 car parking. Owner will have to appoint someone to be on call 24 hours if there is an issue to resolve. May work on a Demerit point system. If you get so many Demerit Points you lose your license. There was discussion around Short term Rentals: One person said they are very strict who they rent to and there should be a proper fine set that would deter bad behavior, so the person with the behavior is fined, not levy it on people's taxes. 

Levy complaints against the property owner by calling the OPP such as a noise complaint. 

Elaine Rolph: Rent to people we know. No complaints. Too many fees/upgrades and restrictions make owning a cottage unaffordable for the new people with high 

mortgages. 

Lori Bell asked if the municipality imposes a fee, none of it would come back to our roads to improve when more people are using the road with rentals. Someone suggested people should be fined when noise complaints and what is the difference between a noise complaint when owners are there vs renters? Noise complaints should be looked after no matter who does it. 

Walt stated he hears what we are saying and will take the message back to council. 

Next Walt discussed Shore Line Restoration. Policy is passed. Last 4 years the municipality has sent 1⁄2 million with the policy. Too restricting what the province was 

proposing. Building department to take care of it. Educate everyone. Pamphlets being created. Teardowns and new build have to apply for site alteration permit. Demo permits needed. Inform contractors that an arborist is needed to cut trees. Septic inspection was well done. Water is in good shape. No fertilizer on lawns. Phosphorus into the lake is extremely bad. Educate people about this. If you see someone fertilizing, let the municipality know. 

4. Peter gave Lake Report: Phosphorus levels are low in Redstone. Phosphorus levels being 

too high leads to algae blooms. Our lake has low levels of Phosphorus and water clarity is very good. So we are doing good. 

5. Doug from the Road committee gave an update on the Roads: 3 culverts on Baybreeze lost this winter. Asked for extra funds in January (people paying early $450) and the money was used on Baybreeze. Decision by the road committee (Peter, Doug and Aline) Spring thaw an issue as always. More traffic in Spring is very, very hard on the road. Contractors start early spring with their big trucks. Spring is always tough on the roads. If we can minimize traffic in the Spring that would help; but that is difficult. He realizes 

contractors want to get to work as soon as possible. 

The volunteers who helped on the North End many thanks. They did grading, ditch cleaning and filling in pot holes. Ditch on the big hill was worked on. 

In October last year we had a ditch clean up, brush clean up and it was a big success. Please remove your brush from the edges of the road on your property and clear sticks from your ditch. Don't put leaves at the edge of the road when you rake them. (He showed an example of a picture he had taken) 

On a yearly basis there is Maintenance that really helps the quality of the roads. Frost always pushing up the rocks each spring. We need to grade, and get the drainage off the road. Culverts and gravel to maintain. It was a tough year on the budget. 

Bob McKay said thanks to Doug, Brice and Dave X2 for help on the hill. Well done. Chris asked Peter about how much of a reserve should there be? Peter said no reserve this year, but should be 10,000 at least, $20,000 even better. 

Doug, Peter and Aline discussed what was needed in a budget: 1. Rock removal, ongoing 

in the North and then move South. 2. Two Culverts needed for the North. 3. Ditch 

cleanout will get the water off the road. 4. Crushed Gravel and B gravel and grading. 

Maintenance budget is $42,000 

Snow Ploughing: Snow Removal and Sanding: $45,000 

Insurance: $1200 

Hydro to light beginning of Boice Bradley: $312 

Asking each cottage for $750 

Joan Sterge asked if we have enough insurance. Brian Davidson who works in insurance looked at the policy as asked at 2022 meeting. Brian says it covers $5 million liability 

which is adequate. 

Marjorie Moore asked if $5 million was adequate? Brian said not many lawsuits above 5 million. Peter and Noreen are looking at a price for 10 million of liability. 

Betty from Morganser clarified if people paid $450 in January for the emergency fund, did they only had to pay $300 now. Doug confirmed this to be correct. 

Bob McKay asked if here was a reserve in this budget and Doug answered 'No'. 

Doug: Still in a cash crunch for this year, but should be better next year. 

Chris P has purposed a way to raise money through donations. This is separate from the $750 purposed maintenance fee. Discussion over the donation vs the $750. President and Board not is place right now, so Kim spoke up about the voting and it will be just on the $750 right now. People wanted to vote at the meeting but Kim said she communicated that voting will be online so everyone can vote. 

Kim: "If anyone does not have access to computer, please stay behind to have your confidential vote. One vote per cottage. I will send out a vote for 1. Co-President and 2. Are you in agreement to pay $750 for 2024?" 

Further discussion ensued over 3 season road vs 4 season road. 

Noel Chase said coming many years and never uses road in winter. Business on the road benefit from the road, but only pay the same road fee as everyone else. We should be asking them for 

more money in his opinion. 

Discussion over insurance and ability to get a mortgage if only a 3 season road. 

Some think people who use it in the winter should pay more. 

Joanne from Merganser favoured a long term plan that fixes the road instead of just fixing problems. 

The one way hill was discussed again. Never done right. Now we have to fix again. Peter promises more signage is coming to direct people to use the bypass on the way out, hill on the way in. 

Doug spoke of good maintenance will move us in the right direction. Getting the water off of the road. Limitations of the road, Bed rock right under the road in some spots which prevents culverts from being placed there. 

Linda Hilborn asked if there was any competition on snow ploughing. Noreen answered unfortunately no. There are excessive costs and many landscapers do not want to do it. Hard to get individual insurance so they have to use our insurance. 

John from Merganser: 3 season guy but prepared to spend the extra $300 this year. Please make things better. Still a blind hill. Hill a disaster really. Not opposed to on- time fee/donation that Chris P is proposing. 

Adrian McKenzie: the roads are being used differently now. Not many are willing to do the work, so we have to pay for it. We need to focus on the ask, voting on the $750. 

Lori: Volunteer hours are worth more money with the time given. We need to value volunteers. 

Lots of noise in the room. Talk about the non-payers again. Doug said the non-payers are less than 5 percent. 

Bonnie brought forward a motion to vote on the $750 which Steve Harris seconded. The motion was dropped because Kim stated we promised to let people vote on line. 

Bryce spoke about what a great job Kim has done at communication and thanks for all the great snacks at the meeting. Everyone clapped. 

Doug spoke about creating 2 sub committees in the new council. 1. Due collection of the non-payers and 2. Businesses using the roads and ARB&B surcharges. There are 124 cottages? Noreen to verify this. 

Noreen: Password has been removed from ETransfer. Always provide your cottage address as names are not always helpful. 

Noreen provided a financial sheet. 

Meeting adjourned at 1224 pm.