WEST OTTER LAKE ROAD ASSOCIATION

ANNUAL GENERAL MEETING

August 13, 2017 beginning at 1:30

At Greg and Wendy Mills’ cottage #9

Present:  Dave & Barb Anderson #12, Arlene Beckett #19, Elizabeth Brooks #11a, Steve & Joy Connor #10, Jeff Dinsmore #13, Bob Ketchen #3, Bernie & Sherri Mason #18, Greg & Wendy Mills #9, Bill & Kathy Scarth #30, Sarah Thorne #25, Stan Wootton (Chair) #22, Marie Winkel #19 & 29

  1. Introduction:  Stan opened the meeting by welcoming everyone and thanking Greg and Wendy for their hospitality.  Everyone was asked to introduce themselves and state how many years they have been cottaging at Otter Lake.  He reminded everyone that the OLCA map has been updated and is available from the Ackers on payment of OLCA dues.  Newcomers to the lake include Scott & Trish Adams #17, Alexis Marcella #2, Jennifer & Chris Plewes #4.

2017 is the 40th anniversary of the West Otter Lake Road.  Stan has minutes from 1976 – 77 which recorded the initiation and construction of the road by MacKay Construction.  Over those 40 years the association has continued to operate under a “friendly neighbour” policy, in a non-incorporated status.  It was noted that Frank Mahoney was very involved in the formation of the road and continued to be so for many years, and now has his cottage up for sale.

  1. Minutes of Last Meeting for Approval:  It was moved by Barb Anderson, seconded by Bill Scarth that the minutes of the 2016 annual meeting be adopted as circulated.  CARRIED.

  1. Treasurer’s Report:  Dave reported that the current bank balance is $3,037.74  Expenditures are as follows:

  • MacKay Construction $6,441.00 for road maintenance and repairs.  This included 5 loads A gravel ($1750), 5 loads limestone ($2750), grader time ($1200) and GST ($741). Because of the constant rain, Kevin MacKay was delayed in doing the annual maintenance. However, the road has been built up over the years and withstood numerous storms this spring.  There are many more passing places.

  • ProLink Insurance $388.80 for commercial general liability insurance

  • Barb Anderson $12.89 for stamps and faxing

  • Bank charge for new cheques $54.76


Outstanding Fees:  Road fees are still outstanding from cottages #21, #28, #37 and #40.  Reminders were sent out in July and another note will be sent out with the minutes. In 2017 14 cottagers paid by e-transfer (up by 2 from 2016).

Dave reported that after discussion with Stan, it was decided that no fee increase would be necessary in 2018.

It was moved by Dave Anderson, seconded by Bernie Mason that the Treasurer’s report be accepted.  CARRIED.

  1. Other Business:  

  1. Jeff Dinsmore asked whether any tree work was necessary this year.  It was noted that last year Martin Winkel and Frank Mahoney had dealt with numerous dangerous trees.  In addition, the contractor usually pushes over others, as necessary, during the annual maintenance on the road.  Stan reminded people to continue brush work on the areas of the road near their lot line.

  2. Sarah Thorne commented on how hard Kevin MacKay had worked on the road.  Others agreed that the road is in great condition and a note of thanks should be sent to Kevin (done).

  3. Mention was made of the many years of involvement with WOLRA by Frank Mahoney, in particular his concern for dealing with dangerous trees.  At various points he also served as chair.  It was agreed that a note expressing the appreciation of the association should be sent to Frank (note of thanks delivered together with plaque).

  4. The matter of winter parking at the entrance to our road at Hwy 35 was discussed, particularly with regard to inconsiderate parking.  There are limited spaces which can be dug out.  Is it worth looking into the cost of plowing out the road end? PLEASE PARK SUCH THAT THE MAXIMUM NUMBER OF CARS CAN BE ACCOMMODATED.  PLEASE LEAVE CONTACT NUMBER ON YOUR WINDSCREEN IN CASE YOU ARE BLOCKING SOMEONE.

  5. Stan thanked the Executive for their efforts and, in particular, Bernie for administering our website.  Both the chair and other executive members noted that they are willing to continue but would also be happy to be replaced if others would like to serve.

Adjournment: It was moved by Bob Ketchen, seconded by Greg Mills that the meeting  be adjourned at 2:15 pm

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July 14, 2017

 
This notice is to invite you to our annual road meeting, which will be held once again at Greg & Wendy Mills’ cottage #9 (1377 Tock Lane) on Sunday, August 13, 2017 beginning at 1:30 p.m.
 
Please make an effort to attend and join in the discussions regarding our shared road. It’s a wonderful opportunity to get to know your cottage neighbours better and Wendy makes great cookies!
 
Look forward to seeing you on August 13th.

 

Regards,

Dave Anderson

WEST OTTER LAKE ROAD ASSOCIATION
Good Neighbours – Working Together

40 Years of Safe Driving

March 27, 2017

ANNUAL ROAD FEES
Discount available on payments made by April 30, 2017

Dear Cottage Neighbour,

At the 2016 AGM, it was agreed that the 2017 road fees should continue at $220 or $210 if fees are paid by April 30. With this deadline, it is hoped that sufficient funds will be received in time to pay the contractor for the necessary maintenance on our cottage road (i.e. grading, repairs to potholes, cave-ins and washouts, and the addition of gravel and limestone, as necessary). This work is usually carried out in early June, once all the frost is out of the ground and it is safe to bring in heavy equipment.

The amount spent each year is determined in consultation with the contractor, after examination of the road’s condition in May. Usually more needs to be done than we can afford and maintenance may be limited to funds available. Please remember that winter is very hard on our road and, while it may be passable in early spring, it is very soft. Please go easy and try not to cause any more damage.

For 40 years now our road has been one of the best seasonal roads in the area – useable 6 to 7 months of the year at a nominal daily cost for each of us. Your commitment to honour our friendly neighbour policy and pay your share has made this possible. It all depends on you. Thank you for your continuing support! Have a happy summer and safe driving.


Road Fees for 2017                                    $220.00
Earlybird discount of $10                       $210.00 if paid by April 30, 2017

This year you have the option of paying your fees via Interac e-transfer. If you choose this option, please use the following:

– Recipient email: westotterlake@outlook.com
– Security question: What is my cottage fire number?
– Answer: YOUR 4 digit number (if your bank requires more digits, please let us know what you use)
– Memo: 2017 Road fees
– *NOTE: electronic payments made between April 17 and May 2 will be processed after May 2 and still eligible for the discounted amount

If you prefer to pay by cheque, please make it out right away, post-dated for April 30, 2017, payable to West Otter Lake Road Association (WOLRA) and mail to me at the address below.

Dave Anderson, Treasurer, WOLRA                                                          Home Tel: 416-222-4986
7 Calderon Crescent, Willowdale, Ont. M2R 2E4                                     Cell (works at cottage) 416-312-4111


 

MINUTES OF ANNUAL MEETING

Posted: September 22, 2016 in Minutes
WEST OTTER LAKE ROAD ASSOCIATION
MINUTES OF ANNUAL MEETING
Sunday, August 7, 2016
At Greg and Wendy Mills’ cottage #9

Present: Dave & Barb Anderson #12, Elizabeth Brooks #11a, Bob Ketchen #3, Frank Mahoney #14, Bernie Mason #18, Greg & Wendy Mills #9, Andy Muller #31, Bill and Kathy Scarth #30, Sarah Thorne #25, Stan Wootton (Chair) #22, Marie and Martin Winkel #19 & #29

Regrets: John Roots

1. Introduction: Stan welcomed everyone to the meeting and commented on the great turnout. He thanked Greg and Wendy for hosting the meeting yet again (thanks for the great cookies!) and made note of the new Otter Lake laminated map which each cottager receives when they pay their OLCA dues. This year the back of the map has been printed with useful notes for Otter Lakers.

2. Minutes for approval: Minutes of 2015 meeting were reviewed. It was moved by Barb Anderson, seconded by Bill Scarth that the minutes of the 2015 annual meeting be adopted as circulated. CARRIED.

3. Business arising from the minutes: Stan mentioned that the road improvements outlined last year had been addressed. There are several more passing places; yield sign at Tock Lane and Causeway Drive has been erected; new signs for Tock Lane and Causeway Drive have been added to the notice board at the fork; two new 20 mph speed signs have been erected. In addition, Stan has purchased and put up two new laminated signs urging people to slow down in cottage country, since speed is still an issue.

4. Treasurer’s Report: Dave reported that the current bank balance is very close to last year at $1,620.59. Expenditures listed as follows:
– $7,000 & $1,192.50 to MacKay Construction for road maintenance and repairs (paid in two installments as we waited for funds to come in). This included 11 loads of A gravel ($3850), 3 loads of limestone ($1,650), new culvert ($300), grader ($1,200), backhoe ($250), HST ($942.50)

– $388.80 for liability insurance through ProLink. Same cost as previous years.
– $51.15 payable to Barb Anderson for postage and faxing (2 years)
– $100 donation to Huntsville Hospice in memory of Peggy MacKay.
Outstanding Fees: Dave reported that fees are still outstanding from cottages #4 (cottage recently sold), #7, #28, #32 (since paid), #38 (since paid) and #40. Reminders were sent out in July. Twelve cottagers paid by e-transfer. At the 2015 annual meeting road fees for 2016 were set at $220 with a $10 early bird discount, to be reviewed at the 2016 AGM. Dave suggested that this amount should stand and be reviewed at the 2017 AGM.
It was moved by Dave Anderson, seconded by Sarah Thorne that the Treasurer’s Report be accepted. CARRIED.
A vote of thanks was extended to Bernie Mason for suggesting the use of e-transfer payments. People feel it is very convenient.

5. Other Issues:
– Andy Muller noted that the road is very overgrown from the Y to the culvert. Dave and Bernie offered to get together at some point and cut back the brush.
– Frank noted the problem of dangerous trees along the road. Since there are insufficient funds available to pay to have these taken down, Martin Winkel at cottage #19, who is in the tree business, volunteered to get together with Frank and take down the necessary trees. (This has since been done – many thanks to Martin and Frank!)
– Sarah commented that SPEED is still a real issue, both on the road and on the lake. It was felt that the issues of speed, noise and excessive drinking should be publicized, perhaps by posting at the boat launch. Sarah will also take this back to the OLCA.
– It was also suggested that a “no exit” sign at the entrance to Tock Lane might deter some “non-cottagers” from using the road. It was agreed that we should post such a sign and perhaps a “no turnaround” or “no boat launch”. Stan and Dave agreed to get such signs. Martin also offered to help in this regard since he has contacts in the sign business.
– Sarah reminded those present that photos for the Otter Lake calendar need to be submitted by August 15. Next year’s calendar will include “fishing dates”.
– A vote of thanks was extended to the Executive and also to Wendy and Greg for their hospitality.

6. Adjournment: 2:20 pm

Roads are Open for 2016

Posted: April 28, 2016 in General

According to reports from Otter Lake the roads at the west end of the lake are now free of snow.  As is the case every year at this time the ground under the roads is still frozen and therefore heavy vehicles should NOT use the road or serious and expensive damage can result.

WEST OTTER LAKE ROAD ASSOCIATION
Good Neighbours – Working Together

39 Years of Safe Driving

April 4, 2016

ANNUAL ROAD FEES
Discount available on payments made by April 30, 2016

Dear Cottage Neighbour,

At the 2015 AGM, it was agreed that since annual road fees had been held steady for a few years, while maintenance costs increased, there needed to be an increase for 2016. Therefore, it was agreed that the 2016 road fees should be $220 or $210 if fees are received by April 30. With this deadline, it is hoped that sufficient funds will be received in time to pay the contractor for the necessary maintenance on our cottage road (i.e. grading, repairs to potholes, cave-ins and washouts, and the addition of gravel and limestone, as necessary). This work is usually carried out in early June, once all the frost is out of the ground and it is safe to bring in heavy equipment.

The amount spent each year is determined in consultation with the contractor, after examination of the road’s condition in May, and depends on funds available. Usually more needs to be done than we can afford and repairs are often reduced to a bare minimum. Please remember that the road, while it may be passable, is very soft in the early spring. Winter is very hard on our seasonal road. Please go easy and try not to cause any more damage.

For nearly 40 years our road has been one of the best seasonal roads in the area – useable 6 to 7 months of the year at a nominal daily cost for each of us. Your commitment to honour our friendly neighbour policy and pay your share has made this possible. It all depends on you. Thank you for your continuing support! Have a happy summer and safe driving.

Road Fees for 2016 $220.00
Earlybird discount of $10 $210.00 if paid by April 30, 2016

This year you have the option of paying your fees via Interac e-transfer. If you choose this option, please use the following:

– Recipient email: westotterlake@outlook.com
– Security question: What is my cottage fire number?
– Answer: YOUR 4 digit number
– Memo: 2016 Road fees

If you prefer to pay by cheque, please make it out right away, post-dated for April 30, 2016, payable to West Otter Lake Road Association (WOLRA) and mail to me at the address below.

Dave Anderson, Treasurer, WOLRA Home Tel: 416-222-4986
7 Calderon Crescent, Willowdale, Ont. M2R 2E4 Cell (works at cottage) 416-312-4111

2015 WOLRA Meeting Minutes

Posted: April 15, 2016 in Minutes

WEST OTTER LAKE ROAD ASSOCIATION
MINUTES OF ANNUAL MEETING
Sunday August 9, 2015 – beginning 1:30 p.m.
at Greg & Wendy Mills’ cottage #9

Present: Dave Anderson #12, Liz Brooks #11, Larry Cassie #21, Bob Ketchen #3, Bernie Mason #18, Greg & Wendy Mills #9, Andy Muller, #32, John Roots #35, Kathy Scarth #30, Sarah Thorne #25, Stan Wootton #22
1. Welcome: Stan welcomed everyone to the meeting and thanked Greg and Wendy for hosting the meeting again. The new Otter Lake map was reviewed. Current Directors are: Stan Wootton (Chair), Dave Anderson (Treasurer), Barb Anderson (Secretary), John Roots and Bernie Mason.
2. Minutes for approval: It was moved by Greg Mills, seconded by Dave Anderson that the minutes of the 2014 annual meeting be adopted as circulated. CARRIED.
3. Treasurer’s Report: Dave Anderson noted that the report is almost a repeat of last year, with the current bank balance being $1,670.99. The following expenditures have been made:
· $6,441.00 – Don MacKay for road repairs and maintenance: a collapsing culvert had been replaced ($850); backhoe for rest of road ($1200); 2 loads of granite ($800); 2 loads of limestone ($1100); 5 loads of gravel ($1750); HST ($741)
All agreed that the road is in excellent shape and has survived extreme storms, in part due to work done last year.
· $388.80 – Prolink for road insurance (same cost as previous years).
Outstanding Fees:
Dave reported that 33 cottagers have paid and there are several owing (Note: since meeting 6 cottagers have paid). Outstanding are #26, 28, 29 & 37), with some arrears from earlier years. Sarah will provide name and email details for #26 (new owner). Received.
It was moved by Bernie Mason, seconded by Larry Cassie that the Treasurer’s report be accepted. CARRIED.
Follow-up:
It was noted that the Perry cottage #29 is up for sale. (Note: We have since been advised by H. Parry that after September 15 the new owner will be Marie Winkel). Reminder letters were sent out by regular mail to all in arrears in July. A further follow-up letter will be prepared (using wording from a previous well-worded letter from Stan) addressed to those still in arrears. These letters will be posted on cottage doors. Kathy Scarth will post at #28 and John Roots at #37.
Road Fees:
Present fees are $200 with a $10 discount if paid promptly. Last year $1000 was spent on additional road
West Otter Lake Road Association
Minutes, August 9, 2015
Page 2
improvements. There is a continual need for upgrades to maintain a safe road. It was felt that the following improvements should be made:
– Need for more passing spaces
– Yield sign at Tock Lane and Causeway Drive
– Causeway Drive and Tock Lane signs need to be fixed – worn off
– More speed signs required
– Add sign noting few turnarounds for large trucks
It was moved by Larry Cassie, seconded by John Roots, that the Executive be asked to take action on these improvements. CARRIED.
The Executive will look into costs and make recommendations on timing or carry out the work if small and manageable. Dave will talk with Donny about increasing passing spots.
Raise Fees:
With regard to the continual requirements for road maintenance as noted above,
It was moved by Andy Muller, seconded by Larry Cassie that the WOLRA fees be raised every second year at the discretion of the Executive, with a suggested increase of $20 for 2016. CARRIED.
This matter will be reviewed at the WOLRA AGM in 2016.
4. New Business:
(a) Donny MacKay is stepping out of the business and his son is taking over. It was noted that we have always had a good relationship with Donny and hope to do so with his son.
(b) If making a 911 call, always use the new four digit ID number and specify Tock Lane. Our calls go through Lindsay and are then dispatched.
(c) Stan noted that this has been a productive meeting with 11 cottages represented, which is very good. Andy moved a vote of thanks to the Executive.
5. Adjournment: It was moved by Dave Anderson, seconded by Andy Muller, that the meeting be adjourned. CARRIED.

MINUTES BY SARAH THORNE