Present: Lorne Bowerman, Ted Manning, and Howard Stanley.
Regrets: Rhodena Bell and Jack Hobbs
1. Lorne opened the meeting at 2:00 PM. He noted that Rhodena and Jack were unable to attend as something came up at the last minute. (Secretarial Note: The minutes will be circulated to Rhodena and Jack before being posted or actioned). Howard moved seconded by Ted that Lorne be elected to serve as president. Carried. Ted moved seconded by Howard that the agenda be accepted as published. Carried. After a good discussion about minutes, Howard moved seconded by Lorne that the minutes of the last meeting be accepted as amended. Carried. Howard moved seconded by Ted that we continue to publish the minutes on our website. Carried. Lorne noted that he had written twice to Martyn Howard to invite a representative from Parsons Way/Lane to the meeting. We were disappointed that no one attended from there. Lorne will request a nomination for a representative from each road association for the elections at the annual general meeting in September.
Incorporation
Considerable discussion has taken place in correspondence prior to the meeting on whether to incorporate or not incorporate the new member based organization. A summary of some relevant points is contained in Incorporation Thoughts prepared by Lorne and appended to these minutes. The total cost would be one time and under $500. Several places offered incorporation for under $300. If we did it ourselves, it should be under $250. Ted moved seconded by Howard that we incorporate in Ontario as a not-for-profit corporation. Carried. Ted moved seconded by Howard that the corporation name be "Patterson Lake Association of Lanark Highlands". Carried. This would make us distinct with no conflict with any other Patterson Lake. A good discussion was had on the purpose of the organization. Howard moved seconded by Ted and carried that the purpose be:
a. To provide a means of conveying information, making decisions, and taking coordinated action on matters that affect the entire lake; and,
b. To provide a central contact for communications internally between members, and externally to persons or organizations which have an interest in Patterson Lake.
3. An open discussion was held on voting and membership. It was agreed unanimously that membership would be open to property owners on defined lake roads or those who have property with a shoreline on Patterson Lake. It was also agreed that there would be only one vote allowed per property, and that a person would have only one vote regardless of the number of properties that he or she owned on our lake roads or shorelines.
4. It was agreed that a reasonable fee for the first year would be $20 per property. Ted and Lorne will look into insurance. Lorne has booked Watsons Corners Hall for Sunday September 3, 2006 from 2:00 pm to 5:00 pm for the annual general meeting of the new member based organization. Lorne will add an AGM button and relevant material to the website. We will use 407 Hardwood Ridge Rd, RR 3, Lanark, ON K0G 1K0 as a postal address for the Association. Ted will put a combination lock on one of the group boxes.
5. While discussions were going on, Connie Bowerman completed the incorporation form which was signed by Lorne, Howard, and Ted. Only three persons are required to start the process, and the Government of Ontario would be notified of the new executive after the annual general meeting. Lorne also noted that the constitution articles and by-laws are considered internal documents by the Government of Ontario.
Lake Level
6. The Hardwood Ridge Road area have completed 17 of the 19 possible survey forms, all in agreement with the requested summer level of 8". Forms were given to Howard for their meeting in July. Lorne and Jack will have forms for their meetings on the August long weekend. Ted noted that the present level was about what was being proposed, that the blockage to the flow is still after the culverts; and that the Township had removed all the debris once. It was decided to delay any further discussion on keeping the culverts clean until the next meeting.
Other Business
7. There was no other business.
Next Meeting
8. The next meeting was set for August 27, 2006 at 632 Fairs Way at 2:00 PM. A meeting of the new executive will take place immediately after the conclusion of the annual general meeting to elect a president, secretary, and treasurer.
Adjournment
10. Ted moved seconded by Howard that the meeting adjourn at 4:00 PM. Carried.
Contact List
In the listing below, "(H)" means "home" and "(L)" means "Lake".
Rhodena Bell, Box 32, McDonalds Corners, ON K0G 1M0
(H)613-267-5291 (L)613-278-2562 purdonbell@perth.igs.net
Jack Hobbs, 293 Porcupine Way, RR 1, McDonalds Corner, ON K0G 1M0
(Cell)613-860-0605 jack@people1st.ca
Lorne Bowerman, (L) 151 Lakeside Road, (H) 6 Lipstan Ave, Nepean, ON K2E 5Z3
(H)613-225-7904 (L)613-278-2813 lorne@bowerman.ca
Ted Manning, (L)407 Hardwood Ridge Road, (H) 1980 Saunderson Dr, Ottawa, ON K1G 2E2
(H)613-521-0594 (Cell)613-466-0594 tmanning@rogers.com
Howard Stanley, (L)632 Fairs Way (H) 313 Hinchey Ave, Ottawa, ON K1Y 1M1
(Cottage Cell) 613-761-2049 (H)613-722-6846 howard.stanley@statcan.ca
Incorporation Thoughts by Lorne Bowerman
1. I think we should proceed with incorporation and then have our constitution, articles, and by-laws confirmed by the membership at our Labour Day meeting - we can approve them.
2. The membership fee should be reasonable but adequate to do the job. For the first year I think $20 is good. That would pay for incorporation, probably insurance, and all our admin costs. A good guess would be 60 of our 110 property owners would take out membership. We will have to do at least one mailout to all members.
3. We should pay our $20 membership fee to make sure when it comes to the annual meeting that we are all members - only members can be on the board of directors. We can issue receipts. We probably need to have a treasurer now and issue receipts for the fees. 4. We need interim funding for incorporation. Lorne is prepared to offer this. If all goes well, he can be reimbursed; if not, it was worth a try.
5. We need a post office address that cannot be a postal box. Lanark has no general delivery. The best suggestion from the Lanark post office is to take a box at the Parsons Way junction. It would be RR3. We need a civic number and a suggestion is 407 Hardwood Ridge Road.
6. We should have a president, secretary, and treasurer now. We will need an auditor who is not a member of the executive in due course. Ideas?7. Most name searches for incorporation require three choices. Some obvious are:
Patterson Lake Association;
Patterson Lake Property Owners Association;
Patterson Lake Association of Lanark Highlands.
ARTICLE 2 - PURPOSE
The purposes of the Patterson Lake Association are:a. To provide a means of conveying information, making decisions, and taking coordinated action on matters that affect the entire lake; and,
b.To provide a central contact for communications internally between members, and externally to persons or organizations which have an interest in Patterson Lake.
Members.
Membership is open to all persons who own property in the Township of Lanark Highlands on Joe’s Crescent, Nelson Way, Porcupine Way, White Pine Lane, Lakeside Road, Hardwood Ridge Road, Parsons Way, Parsons Lane, Fairs Way, or Fairs Lane, or to all persons who own property that includes a shoreline on Patterson Lake. A member of the Association will be all such persons who are eligible for membership and annually pay the prescribed fee. A person can only have one membership regardless of the number of properties that he or she owns on the above named roads, or the number of properties that have Patterson Lake shoreline. There shall be one voting member per property.
6.08 Right to vote. At any meeting of members, every property will be entitled to have one person vote on each motion. The chair shall ensure through the use of voting cards or other means that only one person per property votes.