HORSESHOE AND CROTCH LAKES PROPERTY OWNERS’ ASSOCIATION (HCLPOA)
ANNUAL GENERAL MEETING JULY 20, 2024
AGENDA:
| 1) Welcome and Introduc2ons Approve Agenda Approve 2023 Minutes | David Sparrow |
| 2) Reports: Roads | Dave Johnson |
| Lake Steward | Robert Paul |
| Dock | Tom Greenis |
| Signs and S2ckers | Sil Jacobs |
| Social Media | Neil Maxwell |
| Financial | Doug Rutherford |
| 3) Update on Purchase of Boat Launch | Geoff Michie / David Sparrow |
| 4) Update on new Flood Plain Mapping by Quinte Conserva2on | Geoff / David |
| Bylaw Adop2on Vote Resolu2on/MOTION to waive audit or Review Engagement | David |
| requirement for the 2024 fiscal year | David |
| 7) Elec2on: President: David Sparrow | 2 yrs |
| Treasurer: Doug Rutherford | 1 yr |
| Secretary: Jennifer McEachern | 2 yrs |
| Roads: Dave Johnson | 2 yrs |
| Dock Steward: Currently Vacant | 2 yr |
| Lake Steward: Robert Paul | 2 yrs |
| Member at Large: Neil Maxwell | 1 yr |
| Member at Large: Sil Jacobs | 1 yr |
| Member at Large: Amanda Groves | 2 yr |
| Member At Large: Geoff Michie | 1 yr |
| Youth Member at Large: Currently Vacant | 1 or 2 yr |
- Guest Speakers:
Mayor Frances Smith, Central Frontenac
Councillor Lynn Klages (Kennebec)
Councillor Cindy Kelsey (Kennebec) – Unable to acend as her daughter was gedng married.
Councillor Nicki Gowdi (Hinchenbrook, (Parham area))
Quinte Conserva2on Manager of Water Resources, Chris2ne Phillbert
- Other Business
- Adjourn
Horseshoe and Crotch Lake Property Owners’ Associa2on (HCLPOA)
Annual General Mee2ng (AGM)
Minutes from July 20th, 2024 – 10 AM
Members Present – over 50 people acended the mee2ng represen2ng 34 households in good standing
| Execu0ve: | Present: | Regrets: |
| President | David Sparrow | |
| Treasurer | Doug Rutherford | |
| Secretary | David Sparrow | |
| Roads | Dave Johnson | |
| Water Steward | Robert Paul | |
| Dock | Tom Greenis | |
| Member at Large | Neil Maxwell | |
| Member at Large | Sil Jacobs | |
| Member at Large | Amanda Groves | |
| Member at Large | Geoff Michie |
The mee2ng commenced shortly ajer 10:10 AM
Welcome and Introduc0ons David Sparrow
President David Sparrow welcomed the members, giving thanks and recogni2on to the excellent work by
Execu2ve volunteers over the year (Doug Rutherford (Lynn), Geoff Michie, Dave Johnson, Tom Greenis,
Amanda Groves, Sil Jacobs, Robert Paul, Neil Maxwell and newest member and Secretary, Jennifer McEachern), and specifically men2oned Tom Greenis (Dock) who has expressed his willingness to stay on another year, in hopes that someone, ideally on lake access only property, steps forward to take on Dock Steward responsibili2es. David introduced the guest speakers.
No2ce Board for HCLPOA and wider Community Events was built and erected by David Sparrow at the sugges2on of Member Una Riley. Una has agreed to keep the pos2ngs current.
A new sign has been posted at the Dock as instructed by the Associa2on’s insurance provider, clearly sta2ng that the dock is: Unsupervised, Use at Own Risk, No Swimming or Diving, and Users Assume Responsibility for Any Loss/Damage to Personal Belongings. The new AGM signs were also men2oned, purchased at cost, made by Andrew Sone, and will allow for reuse / date changes for at least the next few years.
David highlighted member concerns to be addressed in the mee2ng, including:
- Township Communica2ons direct to property owners / taxpayers is lacking.
- Property owners would like to have input and receive no2ce when lake levels will be impacted (e.g., input on ouklow from Big Clear Lake dam)
- Flood Plain Changes
- Forest Fire Risks
- Bylaw enforcement and follow-through (e.g., Sep2c review process),
- Air BNB / Renters and the use of boats that are too big for the lakes, making wakes that are too large
- Invasive Species (Milfoil)
- Roadside Dangerous Tree Risk
- Winter break-ins
- Landfill and Hazardous Waste (members used to have to drive to Sydenham for disposal)
- Purchasing / protec2ng Boat Launch Right-of-ways (ROWs) and Deeded Access.
Complaints received were also addressed with members including:
- Boat Launch Parking behaviour (guests, renters) and e2quece. Members were reminded that parking is limited, especially when water levels are higher, and to park on an angle to maximize the number of parking spots available, and to ensure trailers are not obstruc2ng others.
- The direc2onal sign that had been put up on the small island on Horseshoe Lake has been removed. There are shallow zones in the South channel, that are unsafe for water sports. However, it is not up to a single individual to monitor, and the issue has been referred to the OPP.
- Common sense should prevail when in come to the size of boat/motor suitable on lakes such as ours. Boats crea2ng large wakes are likely not suitable and can cause damage to the shoreline or unsafe condi2ons for swimmers.
- Members are asked to stop licering the woods, roadside, with bagged dog waste.
David and Catherine Lane, past President, drajed new bylaws for approval and use going forward.
David also explained a slight re-ordering of Agenda items to advance of discussing certain items to be respeckul of the availability of guest speakers’ 2me.
MOTION: To accept the Agenda as presented.
Agenda, acached, was accepted by a show of hands
MOTION: To approve the 2023 AGM Minutes, the contents of which David highlighted as the minutes were not sent out in advance of the mee2ng (HCLPOA is incorporated, member fee increase to $100/yr. was approved, Directors elected, a vote was taken to allow for vacant Execu2ve posi2ons to be filled, a special presenta2on was made to Bill See and Catherine Lane, past Execu2ves who were not seeking reelec2on).
July 22, 2023 AGM Minutes, were accepted by a show of hands
Reports:
Boat Launch – Geoff Michie has been working through issues with the purchase of the boat launch.
Ini2ally an offer of $1 was made, but not accepted. The value of the property, and the number of ROWs
(21 on record but 40 lots are serviced by the boat launch). The lot was ini2ally assessed as a buildable lot. However, it is in the flood plain, right up to the road. Geoff received confirma2on only 1 ½ weeks ago that it is not a buildable lot. 24 lots do not have deeded ROWs, although property owners may think they do. Geoff agreed to share what he has learned in this regard with anyone interested. Once we own the boat launch, we will grant ROW to members in good standing who should have it (e.g., water access only proper2es). We have received a revised es2mate of $6,250, and will be moving forward with the purchase of the lot. Together with Councillor Lynn Klages, Geoff will be submidng a lecer of support to the Township / Province. The lecer of support has Mayor Smith’s support. HCLPOA is s2ll paying approximately $1,000/year in property taxes for the boat launch, and we’re hoping to bring the MPAC value down (from that of a buildable lot) for tax assessment purposes.
Flood Plain Mapping – Geoff spoke about the maintenance of water levels, no2ng that we’re adding gravel at the boat launch, per Quinte requirements, which may involve permit costs. There has been a lot of communica2on regarding water levels with Quinte Conserva2on. Geoff is to acend a mee2ng with Quinte Conserva2on (at the request of Chris2ne Phillbert’s boss).
Quinte Conserva9on – Guest Speaker, Chris0ne Phillbert, Quinte Conserva2on Manager of Water Resources. Chris2ne’s department monitors the Moira, Salmon and Napanee Rivers, and her area of responsibility includes water resource, flood-cas2ng and warning. Their office is in Belleville. Building on land (e.g. on steep slopes) may require permits from other Conserva2on departments. Chris2ne explained that the flood plain maps are old, and not historically done, so they don’t know exactly how high the water levels can get, nor the impact to property owners. Informa2on is needed on land height, use, and how much water emp2es into the lakes. Flood lines on the maps may not be accurate. Quinte Conserva2on can survey as part of permit costs. For lot layouts they will assess a one in 100 year risk (e.g., 20% risk over a 30-year mortgage). The flood plain mapping process went well. A public open house was held. Unfortunately, it was held mid-winter (Feb. 14th) impac2ng acendance. Chris2ne welcomed feedback on the process.
With regard to regulated development (e.g., sep2c placement) on shorelines, it was noted that previously, development had to be 30 meters back from the water, and now it’s 15 meters back from the flood line, resul2ng in gains of more developable land. Usually, property owners can rebuild/replace structures using the same footprint and same height, but this is uncertain for sep2c. Quinte Conserva2on does not regulate tree cudng, but the benefits of tree root structure were noted. Permanent docks vs. seasonal floa2ng docks, that can be anchored to shore over winter, are not usually permiced.
HCLPOA is considered “Upper Salmon” on www.QuinteConserva2on.ca site. The flood plain is used for Quinte regula2on. It doesn’t change deeded property size; however, flood plain maps may be used by the Township. The fee schedule is on the website. Fees have been frozen for 2 years. There is a fee for a site visit, which may be deducted from any resul2ng permit costs.
Guest Speaker, Mayor Frances Smith, Central Frontenac – spoke to many of the concerns raised:
- Communica2on from the Township – we have a website
(hcps://www.centralfrontenac.com/en/index.aspx ) providing lots of communica2on, and Council mee2ngs are on YouTube (hcps://www.centralfrontenac.com/en/townshipoffice/township-of-central-frontenac-youtube-channel.aspx ). The Township does not have a newslecer, please see website for current no2fica2ons.
- Council members’ phone numbers are on our tax bills.
- Hazardous waste disposal – we’re looking at sedng up a sec2on at the various waste disposal sites, for which we need the Ministry of the Environment’s approval.
- The Township looked into the prepara2on needed in the event of wildfires, including a recommenda2on not to use mulch.
- Sep2c inspec2on – $125 cost. It’s becer not to pump your sep2c in advance of inspec2on. They want to see its current opera2ng state. An addi2onal cost of $40 is charged if they have to dig up your tank, so it’s best to make it accessible for inspec2on. Inspectors do follow up if it is problema2c. Outdoor showers do require permits, due to runoff. Generally, permits can be costly, but they provide safe, professional work and advice.
- Short-term rentals – while very 2me-consuming, the Township is looking into it. A commicee is set up, including Councillor Lynn Klages (Kennebec), for policy sedng. For the most part, property owners ensure their renters behave. Issues have been reported regarding neighbouring dock usage, and overfilling capacity.
- Bylaw enforcement – There is no officer on staff. A job pos2ng is being put out for a part-2me posi2on to start.
- Dead trees on Arden Road – In order to clear, we need to get people to stop traffic, people with chainsaw licences, removal, etc. It’s a very 2me-consuming process, and we do have a process to mark the more dangerous ones.
- Ques2ons came up regarding what is being done to increase the tax base in order to spread out tax increases. Mayor Smith responded that new homes developed incur higher taxes based on appraised value. Impact has not done a reassessment since 2016. The Province isn’t helping with infrastructure.
- Any unused Township money goes into reserve. Budget can be difficult to plan for unexpected costs.
Roads – Dave Johnson
Together with David Sparrow, Dave performed a review of the roads in April, and Matson subsequently graded the roads in May. Another review in the mean2me, performed on bike providing a good view of the state of the roads, shows the roads are generally in good shape, considering gravel roads degrade quickly. In the July-August 2meframe Dave and Matson are to address some localized areas in need of gravel fill for example, using money allocated in the budget. Brushing is done. Dave clarified that we, HCLPOA, are not responsible for Township roads. It was reiterated that the upkeep of Roads is one of the most important things we do together as an associa2on.
We’re bringing in gravel at the bocom of See Drive to Clancy Lane, at the bocom of the hill. Moisture accumulates, drainage occurs, so we need to build it back up over 2me. We need to determine the impact of remedy on the budget and manage expecta2ons, especially given the amount of rain we’ve had, worsening condi2ons. A sugges2on was made to bring in heavier, “becer” gravel, to fill further down than Clancy Lane. Dave is concerned that the founda2on underneath is substandard. Geoff emphasized that we need people to pay their Associa2on fees if using those roads.
Lake Steward – David Sparrow provided the report on Robert Paul’s behalf.
- Lake water couldn’t be cleaner, as tested clear with light penetra2on to a 25-foot depth in the middle of the lake.
- Invasive species – Milfoil, is problema2c in all lake areas, tenacious, growing to 7-8 feet tall in places. David brought a sample to show members. Kennebec Lake property owners’ associa2on
is looking into a way to deal with it, and we’ll watch how they do. Robert is keeping in contact with the Federa2on of Ontario Cocagers’ Associa2on (FOCA) in this regard.
Chris2ne Phillbert, Quinte Conserva2on Manager of Water Resources, expressed surprise at how much rainfall has happened, resul2ng in higher water levels, and circulated printed maps showing a comparison of recent heavy precipita2on to that in prior years. We, HCLPOA, are looking into having input into the 2ming of dam log removal in Big Clear Lake. A member offered that an op2on might be to let Mother Nature take its course, and ques2oned when equilibrium might be reached? Chris2ne responded that water level is dynamic, and changes daily. Quinte is currently following older opera2ng plans for 3 Arden dams. The dam at Big Clear Lake has the en2re lake above it. Unfortunately, the opera2ng plan doesn’t work well with high water. Associa2on membership is asking for becer regula2on, equaliza2on of water levels, fairness, and input into the process/plan. Chris2ne stated that maybe only 5% of lake levels are impacted by the dams, and 8% for Big Clear Lake. Most of the impact is coming instead from westerly lakes. Addi2onal informa2on to Quinte on lake level impacts following big rainfalls is welcomed.
Dock – Tom Greenis
The dock is currently not well posi2oned (the ramp is submerged due to high water levels), Chris Lewis has helped with the dock. Members are asked to please be safe when using the dock. Currently we are short 8-10 parking spots due to water levels. Members are asked to advise people to park on a diagonal, especially with trailers.
Signs and S9ckers – Sil Jacobs
Sil once again made HCLPOA signs and current and past year s2ckers available to paid up members at the mee2ng to promote community. She does this for only the cost of materials, adding her ar2stry and sweat equity out of her generosity. Thanks again, Sil!!
Social Media – Neil Maxwell, absent, was thanked for his ongoing input to the Facebook page.
Financial – Doug Rutherford
Doug thanked members for their fee support, and distributed the Financials to July 12, 2024, with 2 prior years for comparison. Doug relayed that we’re in good shape financially. New and other line items were discussed:
- Expenses were recognized for legal fees incurred in 2022 in order to become incorporated, and as a nonprofit organiza2on, we need to file an annual T2 tax return to the CRA.
- Dues and subscrip2ons – The FOCA subscrip2on fee changes each year, based on the number of HCLPOA member families (hcps://foca.on.ca/member-services/associa2on-members/ ).
- Taxes are paid on the boat launch.
- Doug advised that we are now able to pay our member fees online through the website, via credit card or e-transfer (hcps://hclpoa.ca/ ). We now have a not-for-profit business bank account that allows for receipt of e-payments.
- A ques2on was raised regarding what will happen with any unspent reserves following the purchase of the boat launch. Ongoing maintenance of the boat launch and road maintenance may require funds. Generally, we want to ensure that member fees con2nue to cover expenses annually.
Doug and Lynn Rutherford were thanked for all their 2me and effort in collec2ng and tracking member fees and maintaining the Associa2on’s finances, and in dealing with the bank.
MOTION: To accept the Financials as reported.
Financials, acached, were accepted by a show of hands
Bylaw Adop9on – David Sparrow
Bylaws have been revised and updated, to comply with the Ontario Not for Profit Corpora2ons Act (ONCA), as drajed by David and Catherine Lane, past President and the current Execu2ve members. The revised Bylaws have been veced and recommended by the HCLPOA Board. David highlighted the contents. Introductory clauses include paragraphs describing the Associa2on, as well as our Diversity and Inclusion statement. The bylaws specify one vote per household, and describe signing authority for the Associa2on: 2 of 3 Officers with signing authority’ signatures are required. A proposal was made/noted to include a standard AGM mee2ng agenda item for any changes to the bylaws (sec2on 5.2 in the Bylaws).
MOTION: To accept the Revised Bylaws as veced and recommended by the Board.
Revised Bylaws were accepted by a show of hands
Revised Bylaws, as approved, were subsequently posted to the HCLPOA website under Resources. (hcps://hclpoa.ca/associa2on-bylaws/ ).
Review Engagement Requirement – Doug Rutherford advised that we bring in less than the $500K/year specified by the CRA re NFP Corpora2ons, and therefore may annually waive an Audit or Review Engagement. With our dues income in the ~10K range and the cost of an audit/review engagement es2mated to be ~$2,500, such a waiver was sought from the Members.
MOTION: Be it resolved that the HCLPOA membership shall waive the requirement for Audited Financial Statements and/or a Review Engagement for the 2024 fiscal year.
Mo2on to waive the Audit or Review Engagement Requirement for the 2024 fiscal year, was accepted by a show of hands – Unanimous approval.
Elec9on – David Sparrow described how the Execu2ve members’ terms will be staggered this year (some for 1 yr, others for 2 yrs), allowing for con2nuity and succession. Slate Presented – Addi2onal Nomina2ons / Volunteers:
| President: | David Sparrow | 2 yrs | |
| Treasurer: | Doug Rutherford | 1 yr | |
| Secretary: | Jennifer McEachern | 2 yrs | |
| Roads: | Dave Johnson | 2 yrs | |
| Dock Steward: | Tom Greenis | 1 yr | |
| Lake Steward: | Robert Paul | 2 yrs | |
| Member at Large: | Neil Maxwell | 1 yr | |
| Member at Large: | Sil Jacobs | 1 yr | |
| Member at Large: | Amanda Groves | 2 yr | |
| Member At Large: | Geoff Michie | 1 yr | |
| Youth Member at Large: | Currently Vacant | 1 or 2 yr |
Tom Greenis (Dock) has expressed his willingness to stay on another year, in hopes that someone, ideally on lake access only property, steps forward to take on Dock Steward responsibili2es. We are always looking for volunteers!
MOTION: Be it resolved that the Execu2ve Slate as presented be elected to serve for the July 2024 to July 2025 and the July 2024 to July 2026 terms.
Execu2ve Slate as presented, accepted by a show of hands. None opposed. Result – Unanimous
Approval
CONGRATULATIONS TO ALL… WE WILL MAKE A GREAT TEAM.
Guest Speakers:
Councillor Lynn Klages (Kennebec), provided an update and reminders of Kennebec happenings and events:
- Amnesty (big garbage) – the last day for July Amnesty is today, July 20th. The annual Amnesty week at the Olden waste site is August 25-31, 2024. Any other 2me, fees apply. You can pick up your Amnesty Ticket, which will allow for a trailer-full load of garbage, at the Township office, or via email – please see website
(hcps://www.centralfrontenac.com/Modules/News/index.aspx?feedId=a4c5d675-e4ba-4e2c8bdf-a6d225df5e51,d0fdb00c-d6be-4293-83aa-59438383d1ee&newsId=d3542e99-f263-41d19d22-202cc7c19992 ).
- A third pickleball court is now available on the Kennebec ice pad. Lines have been painted, and repainted for the exis2ng 2 courts. An honour system has been adopted for the use of common basketball, pickleball equipment.
- Next week, Starlink access is to be set up in Kennebec Hall, providing free Wi-Fi access to the public.
- Extra picnic tables are now available outside the Hall and rink area for use.
- Cornhole Tournament is scheduled (Kennebec Recrea2on Commicee), August 11th
- Pig Roast at the Legion on August 3rd
- Golf Tournament at Hunters Creek, followed by BBQ at the Legion on August 25th
- Seniors’ Bake Sale on August 11th
- Seniors’ Chili Dinner on August 24th
- All are encouraged to go to the “Everything Frontenac” website
(hcps://www.everythingfrontenac.ca/ ) for events and other Township updates and informa2on.
- Friends of Arden have published a booklet of contacts, available at mul2ple loca2ons (e.g., C4 Convenience, the sign at the top of Arden Rd., just south of hwy 7).
Councillor Nicki Gowdi (Hinchenbrooke, Parham area), encouraged members to sign up online to receive communica2ons.
- Road, tree issues and property concerns can be emailed to the Township.
- Members can sign up online and pay for sep2c inspec2on in prepara2on.
- Nicki recommended that we may want to have someone from the Fire Department come and provide recommenda2ons.
Yard Sale:
- Glenda Baker ran a small yard sale on site at the AGM.
- Sil Jacobs made signs a nd 2023 & 2024 s2ckers for signs available tyo paid up members ajer the AGM.
Other Business
David Sparrow proposes having the Fire Department come and speak at the next mee2ng.
Most in acendance are in favour of keeping the AGM as a business mee2ng, rather than combining or following it with a social BBQ.
Thanks to all for a great mee7ng.
The mee0ng was Adjourned at ~ 12:20 pm